HomeMy WebLinkAbout19 - Acceptance of the 2014 Emergency Management Performance Grant from the Federal Emergency Management Agency (FEMA)PO CITY OF
z NEWPORT BEACH
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City Council Staff Report
November 24, 2015
Agenda Item No. 19
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Scott L. Poster, Fire Chief - 949-644-3101, sposter@nbfd.net
PREPARED BY: Angela Crespi, Administrative Manager
PHONE: 949-644-3352
TITLE: Acceptance of the 2014 Emergency Management Performance
Grant from the Federal Emergency Management Agency (FEMA)
ABSTRACT:
The Emergency Management Performance Grant (EMPG) is a FEMA pass thru grant
that provides funding for local emergency management programs. The 2014 funds
were used to support the purchase of equipment for the City's Emergency Operations
Center (EOC).
RECOMMENDATION:
a) Accept grant funding in the amount of $10,712 used in support of the City's
emergency management program; and
b) Approve Budget Amendment No. 16BA-017 to accept grant funds from the Federal
Emergency Management Agency (FEMA) through the County of Orange, increase
revenue estimates by $10,712 in account 01040403-431250, and increase expenditures
appropriations by $10,712 in account 01040403-821005.
FUNDING REQUIREMENTS:
The Budget Amendment records and appropriates $10,712 in additional revenue from
Federal Emergency Management Agency (FEMA) through the County of Orange and
$10,712 in increased expenditure appropriations. The revenue will be posted to the
Emergency Management Assistance Grant account in the Fire Department, 01040403-
431250, and the purchases will be expensed to the EMPG Grant Expenses account in
the Fire Department, 01040403-821005. Acceptance of this grant requires matching
funds of 50 percent.
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Acceptance of the 2014 Emergency Management Performance Grant
November 24, 2015
Page 2
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 support the purchase of equipment for the City's
Emergency Operations Center (EOC), including laptops and audio visual equipment.
The grant requires a 50 percent funding match, which the City provided though the Fire
Department, Emergency Preparedness operating budget supported by the General
Fund. 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, and October 15, 2015. The City has
fulfilled all grant requirements, and in accordance with Council Policy, the Fire
Department requests Council to accept this grant funding.
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:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — Transfer Agreement
Attachment B — Check
Attachment C — Budget Amendment
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Attachment A
Transfer Agreement
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Attachment B - Form of Transfer Agreement Page I of 4
AGREEMENT TO TRANSFER FUNDS
FOR 20.14 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM
— I
THISJ'(
AGREEMENT is entered into this day o?Vl LA V. 20 which date is
enumerated for Purposes of reference only, by and between the COUNTY ORANGE, a political
Subdivision of the State of California, hereinafter referred to as "COUN'ry," and
a municipal corporation, hereinafter referred to as
"SUBRECIPIENT."
WHERE, AS, COUNTY, acting through its Sheriff Coroner Department, hereinafter referred to
as SHERIFF, in its capacity as the lead agency for the Operational Area, has applied for, received. and
accepted the Emergency Management Performance Grant (hereinafter referred to as "the grant") from
the California Office of Emergency Services ("CalOES").
WHEREAS, the purpose of the grant is to support comprehensive emergency management at
the state, tribal and local levels and to encourage the improvement of prevention, protection, mitigation,
response and recovery capabilities for all hazards, as set forth in Attacl-u-nent A hereto (FY2014
Emergency Management Performance Grants [EMPG] Program Funding Opportunity Announcement
[FOA]), which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
1. COUNTY shall transfer to SUBRECIPIENT grant funds, in arrears, as necessary to
reimburse SUBRECIPIENT for reasonable and permissible expenditures for the grant putposes. In
order to obtain grant funds, SUBRECIPIENT shall. comply with the instructions and submit to SHERIFF
all required information and doCUMC1141tion, as set forth in Attachment B (EMPG City Financial
Management Forms Workbook), which is attached hereto and incorporated herein by reference.
2. 'Fluoughout their useful life, grant property and equipment shall be used by
SUBRECIPIENT only for grant purposes in accordance with. Attachment A hereto,
3. SUBRECIPIENT shall exercise due care to preserve and safeguard grant property and
equipment from damage or destruction. and shall provide regular maintenance and such repairs for grant
CFDA: 97.042
Emergency Managerricut Performance Grant
Department offloule1jul(I Security Page I of4
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Attachment 8 - Form of Transfer Agreement Page 2 of 4
I property and equipment as are necessary, in order to keep said grant property and equipment
2 continually in good working order.
3 4. If grant property or equipment becomes obsolete, SUBRECIPIENT shall dispose of it
4 1 only in accordance with the instructions of COUNTY or the agency from which COUNTY received the
5 11 grant funds.
6 5. 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 1 Announcement; or, The State Guidance), which is attached hereto and incorporated herein by reference.
to 6. By executing this Agreement, SUBRECIPIENT agrees to comply with and be fully
I I bound by this Agreement and all applicable provisions of Attachments A, B, C, and D (FY 14
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 11 C, or D hereto.
16 11 7. SUBRECIPIENT agrees to inderrinify, 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,
1.9 subcontractors, laborers, and any other person, Fit -in or corporation furnishing 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 8. 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 9. SUBRECIPIENT' may not assign this Agreement in whole or in part without the expres,,
28 1 written consent of COUNTY.
CFDA: 97.042
Emergeney Management Performance Giant
Departnictil or I tomdand Security Page 2 or -4
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Attachment B - Form of Transfer Agreement
Page 3 of 4
10, 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.
11. 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
I representative(s), for examination, copying, or mechanical reproduction on or off the premises of
SUBRECIPIENT, upon request, during usual working hours,
12. 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
I Financial Report hereunder,
13. COUNTY may terminate this Agreement arid. be relieved of the payment of ally
consideration to SUBRECIPIENT if a) SUBRECIPIENT fails to perform any of the covenants
contained in thisAgreement, 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.
14, 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.
15. By signing this Agreement, SUBRECEIPIENT understands and agrees that:
a. Failure to follow grant guidance, including those detailed below, will result in
ineligibility for any reimbursement under the FYI 4 EMPG:
CFDA: 97.042
Emergency M anagel 'lent Perrormance Gralit
Department of Hallieland Security Page 3 of 4
19-6
Attachment B - Form of Transfer Agreement
Page 4 of 4
1 I b. A SU13RECIPIEIvNT representative must attend half of the Orange County Emergency
2 Managers Organization meetings held from July 1, 2014 through June 30, 2015;
3 c. SUBRECIPIENT must maintain National Incident Management System (NIMS)
4 compliance;
5 d. For any personnel whose salary is charged to the grant, that specific individual must
6 meet the training and exercise requirements set forth in the grant guidance; and
7 e. Only those expenditures specifically detailed in the Financial Management Forms
8 Workbook are approved for funding; any changes must be pre -approved by the
9 California Office of Emergency Services.
t0 IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange,
1 I State of California.
12 DATED: .20 COUNTY OF ORANGE, a political
subdivision of the State of California
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I 'tomey
DATED:
Sheriff -Coroner
"COUNTY"
APPROVED AS TO FORM:
COUNTY COUNSEL
By�-
Nicole A. Sims, Deputy /
DATED: Z ,201`x'"
120 SUBRECIPIENT:
REVIEWED & APPROVED
Scott Poster, Fire Chief
CFDA: 97.042
Emergency Management Perfonnance Grant
Department or Homeland Security
ATTEST:
` r
Wityt4er
Page 4 of
DATED:
19-7
Attachment B
Check
J$ 92
o m Eric H. Woolery, CPA
County Auditor - Controller
UHI t IJJUtU: 1U-Lt5-LU1b VLNUUK NUMLiEK: MIS(; TRUST 99 CHECK NUMBER: 09-00843652
PAYMENT REQUEST INVOICE NUMBER AMOUNT
GAT 060 16000699 S 10,712.00
EMERGENCY MANAGEMENT PERFORMANCE GRANT - YEAR 2014. CFDA 'A 97.042
INV A 060115
NET LINE AMOUNT 10,712.00
TOT INV AMOUNT 10,712.00
CITY OF NEWPORT BEACH
FIRE DEPARTMENT
NOV 0 4 2015
R EI:�V D
BY:
COUNTY OF ORANGE, CALIFORNIA PAGE 1 OF 1 CHECK TOTAL 10,712.00
PLEASE DETACH BEFORE PRESENTING FOR PAYMENT
DO NOT ACCEPT THIS CHECK UNLESS YOU CAN SEE A TRUE WATERMARK - HOLD TO LIGHT TO VERIFY WATERMARK
�-�
.10 COUNTY OF ORANGE
J$ 92 CHECK NUMBER SANTA ANA, CALIFORNIA ISSUE DATE 56-362
O CT 412
111 09-00843652
09LIF0R�l� Trusts Revolving Fund
PAY: TEN THOUSAND SEVEN HUNDRED TWELVE DOLLARS AND 00 CENTS -
TO CITY OF NEWPORT BEACH
FIRE DEPARTMENT
P.O. BOX 1768
NEWPORT BEACH CA 92658-8915
WELLS FARGO BANK 1282107
10 -28-2015
NP
$-'-'10,712.00
CHECKS OVER $700,000 RECUIRE TWO SIGNATURES
ERIC H. WOOLERY, CPA COUNTY AJOITOR COYTROLLER
VOID UNLESS PRESENTED WITHIN SIX MONTHS FROM DATE OF ISSUE
19-9
ATTACHMENT C City of Newport Beach
BUDGET AMENDMENT
2015-16
EFFECT ON
BUDGETARY FUND BALANCE:
X
Org
Increase Revenue Estimates
X
Object
Increase Expenditure Appropriations AND
821005 Emergency Mgmt Performance Grant
Project
Transfer Budget Appropriations
SOURCE:
Org
Number
from existing budget appropriations
X
from additional estimated revenues
Number
from unappropriated fund balance
C 0 AK1AT1r)K1-
NO. BA- 16BA-017
AMOUNT:1 $10,712.06
Increase in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
X No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To increase revenue estimates and expenditure appropriations for the acceptance of the 2014 Emergency
Manaaement Performance Grant.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Object
Description
Amount
Debit Credit
REVENUE ESTIMATES
Org Object Description
01040403 431250 Fire Emerg Prep - Emergency Mgmt Grant $10,712.00
EXPENDITURE APPROPRIATIONS
Signed
Signed:
Signed
Fin na ciaYApprovaT Finance DireL�t�
Administr ive Approval: City Manage
City Council Approval: City Clerk
* Automatic
$10,712.00
Date
ttl��
Date
Date
19-10
Description
Org
Number
01040403 Fire Emergency Prep
Object
Number
821005 Emergency Mgmt Performance Grant
Project
Number
Org
Number
Object
Number
Project
Number
Signed
Signed:
Signed
Fin na ciaYApprovaT Finance DireL�t�
Administr ive Approval: City Manage
City Council Approval: City Clerk
* Automatic
$10,712.00
Date
ttl��
Date
Date
19-10