Loading...
HomeMy WebLinkAboutS Grant - Acceptance of 2008 Emergency Management Performance Grant (EMPG)STATE OF NORTH CAROLINA DEPARTMENT OF CRIME CONTROL AND PUBLIC SAFETY Division of Emergency Management Physical Address: 116 West Jones Street, Raleigh, NC 27603 -1300 Mailing Address: 4713 Mail Service Center, Raleigh, NC 27699 -4713 COST REPORT - FISCAL YEAR 2008 EMERGENCY MANAGEMENT PERFORMANCE GRANT Grantee: ORANGE COUNTY EMERGENCY MANAGEMENT Address: PO BOX 8181 HILLSBOROUGH NC 27278 - Federal ID No.: 56- 6000327 -A Account No.: 4701- 53692000008 - 1510512 Grant Period: 10/01/07 - 09/30/09 Project: EMPG Grant File No: EMPG- 2008 -37135 Branch: Central Funding Worksheet Baseline Amount Supplemental Amount Est. 2008 EMPG Grant SATCOM Deductions *2008 EMPG Grant Federal /State $28,530.00 $23,301.00 $51,831.00 ($6.20) $51,824.80 Local Match $28,530.00 $23,301.00 $51,831.00 $0.00 $51,831.00 Total $57,060.00 $46,602.00 $103,662.00 ($6.20) $103,655.80 * EMPG has a 50% County and 50% State cost share cash- or in -kind match requirement. Cash share includes cash spent for project related costs, e.g. salaries of emergency management positions. In -kind match includes, but is not limited to, the valuation of in -kind services. Total 2008 EMPG Grant is calculated by adding the 50% Federal/State Annual Grant Award Amount + 50% Local Match Amount - SATCOM Deductions. SATCOM Deductions are from May 1, 2007 to April 30, 2008 and reflect additional charges over the base amount per month. Certification: I certify the above are correct, based on grantee's official accounting system and records, consistently applied and maintained, and that expenditures shown have been made for the purpose of and in accordance with, applicable grant terms and conditions, and that appropriate documentation to support these costs and expenditures is available or attached. Authorized Signature ORANGE COLTWY EMERGENCY MANAGEMENT Authorized Signature Division of Emergency Management Assistant Directues Approval Signature Dat 6 Date Date Department of Crime Control and Public Safety Controller's Office Approval Date Printed: 6/18/2008 1:58:24 PM fr ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 19, 2008 Action Agenda Item Ni . —_ SUBJECT: Acceptance of 2008 Emergency Management Performance Grant (EMPG) DEPARTMENT: Emergency Services PUBLIC HEARING: (YIN) No ATTACHMENT(S): Grant Award Packet INFORMATION CONTACT: Frank Montes de Oca, 968 -2050 Clint Osborn, 968 -2050 PURPOSE: To accept the 2008 Emergency Management Performance Grant from the State Emergency Management Agency to help support the County emergency management program. BACKGROUND: The State provides grants to local governments to support local emergency management programs. The grant is based on the county population and a share of the program cost. Counties with a population over 200,000 are eligible for a 100 percent matching cost grant based on certain emergency management functions. Counties with a population of less than 200,000 are eligible for a fifty (50) percent match. The grants are awarded each year and may vary depending on the federal funding available. This grant has been awarded to Orange County for multiple years and can offset fifty percent of the personnel costs of the Emergency Services Director, and a portion of the Health Department position coordinating the Community Emergency Response Team program, as well as other operating costs. Associated revenues have been included in each year's budget. Staff was notified that the County could again apply for funding under this program for the period from October 1, 2008 — September 30, 2009 with the application due no later than June 3, 2008. The grant was awarded during the BOCC summer break. FY Grant Award 2003 -04 $39,694 2004 -05 $40,366 2005 -06 $32,354 2006 -07 $29,887 2007 -08 $27,873 2008 -09 $51,825 2 FINANCIAL IMPACT: The grant requires a fifty (50) percent local match of funds. The currently approved Emergency Services budget includes the required matching funds. No additional funds will be required. RECOMMENDATION(S): The Manager recommends that the Board: - authorize the acceptance for this grant funding; - authorize the County Manager to sign as the County representative to accept the grant pending final review by staff and the County Attorney; and - authorize Staff to carry out any administrative tasks associated with the grant. North Carolina Department of Crime Control and Public Safety Division of Emergency Management Michael F Easley, Governor H_ Douglas Hoell, Jr., Director Bryan E Beatty, Secretary MEMORANDUM TO: Local Emergency Management Coordinator FROM: H. Douglas Hoell, Jr., D rector,'s' DATE: June 19, 2008 SUBJECT: 2008 EMPG Annual Award Grant and Cost Report By this memorandum I am providing for signature the 2008 Emergency Management Performance Grant Annual Grant Award and Cost Report, The Annual Grant Award document identifies the activities, and completion dates, to be met for this funding award. The Cost Report identifies the 50016 Federal funds awarded to your county and the 50% local match requirement. The Cost Report reflects; l) the Baseline Amount, which should be applied to a county EM Director's salary; 2) the Supplemental Amount over the Baseline Amount, to enhance your County Emergency Management capabilities, and 3) any deductions for Satellite Communications (SATCOM) charges. The are two primary matching sources, l) a cash match, which includes cash spent for project related costs, e.g. salaries of emergency management positions and 2) in -kind match, includes but not limited to the valuation of in-kind services; something received or provided that does not have a cost associated with it. Provide original signature copies of the Annual Grant Award and Cost Reports to your appropriate NCEM Field branch Office no later than December 31, 2008. The Division will submit the verified Cost Report to the Department of'Crime Control and Public Safety to ensure your grant award is reimbursed in a timely manner. MAILING ADDRESS: LOCAI ION: 47I3 Mail Service Center 116 W Jones Sweet Raleigh, NC 27699 -4713 „,WW NCCrlmecon0 t org Raleigh, NC 27603 -1135 Telephone: 919- 733 -3867 An EgtW Oppornmity /Afiinnetive Action Employer Fax: 919- 733 -5406 JUM 2 7 2003 H. Douglas Hoell, Jr. ` Director June 19, 2008 Page 2 Questions should be directed to you NCEM Area Coordinator. HDHraa. North Carolina Department of Crime Control and Public Safety Division of Emergency Management 4713 Mal Service Center • Raleigh, NC 276994713 Michael F. Easley, Governor Bryan E Beatty, Secretary H. Douglas Hoell, Jr., Director EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) ANNUAL GRANT AWARD Grantee: ORANGE COUNTY EMERGENCY MANAGEMENT EMPG Grant Award - 2008 Federal ID Number. 56-6000327-A 2008 Federal/State EMPG Grant: $51,824.80 S Date of Award: See Page 4 - Effective Date Account 1510 -512 -2008, 50% Federal Funds This agreement is hereby made between North Carolina Department of Crime Control and Public Safety, Division of Emergency Management, hereinafter referred to as Grantor, and the: ORANGE COUNTY EMERGENCY MANAGEMENT PO BOX 8181 HILLSBOROUGH NC 27278- hereafter referred to as the Grantee. Scope of Services to be rendered. The purpose of this Grant is to provide funds to assist the Grantee in cost of developing and maintaining a comprehensive Emergency Management Program. This Grant is subject to the obligations as may be reasonably prescribed by the Division of Emergency Management and consistent with the purpose of N.C.G.S. 166A, as amended below. Compensation. The Grantor agrees that it will pay the Grantee as complete and total compensation for the services to be rendered by the Grantee. Payment to the Grantee for expenditures under this Agreement will be reimbursed after your cost report is submitted. The Grantee will perform all work activities set forth in this Grant Award hereto identified in the 2008 Quarterty Activities Report. Three high priority activities for continued EMPG funding in FY 2008 are listed below. Identify local planning activities that were worked on during the year on the 2008 Quarterly Activities Report by December 31, 2008 Example valid plans were provided in the 2008 EMPG Locals Application packet; Update the 2008 NIMSCAST online and roll up to the State by September 15.2008: Initiate development of a jurisdiction -wide system to credential emergency management /response personnel to ensure proper authorization and access to an incident including those involving mutual aid agreements and/or assistance agreements by September 15.2008; Location: 116 West Jones Street - Raleigh, NC 27603 -1135 - (919) 733 -3867 An Equal Opportunity/Affirmative Action Employer Page 1 of 5 North Carolina Department of Crime Control and Public Safety Division of Emergency Management 4713 Mail Service Center • Raleigh, NC 27699 -4713 Michael F. Easley, Governor Bryan E. Beatty, Secretary H_ Douglas Hoell, Jr., Director EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) ANNUAL GRANT AWARD Grantee: ORANGE COUNTY EMERGENCY MANAGEMENT EMPG Grant Award - 2008 Federal ID Number. 56-6000327-A 2008 Federal/State EMPG Grant: $51,824.80 N Date of Award: See Page 4 - Effective Date Account 1510-512-2008,50% Federal Funds This agreement is hereby made between North Carolina Department of Crime Control and Public Safety, Division of Emergency Management, hereinafter referred to as Grantor, and the: ORANGE COUNTY EMERGENCY MANAGEMENT PO BOX 8181 HILLSBOROUGH NC 27278- hereafter referred to as the Grantee. Scope of Services to be rendered. The purpose of this Grant is to provide funds to assist the Grantee in cost of developing and maintaining a comprehensive Emergency Management Program. This Grant is subject to the obligations as may be reasonably prescribed by the Division of Emergency Management and consistent with the purpose of N.C.G.S. 166A, as amended below. Compensation. The Grantor agrees that it will pay the Grantee as complete and total compensation for the services to be rendered by the Grantee. Payment to the Grantee for expenditures under this Agreement will be reimbursed after your cost report is submitted. The Grantee will perform all work activities set forth in this Grant Award hereto identified in the 2008 Quarterly Activities Report Three high priority activities for continued EMPG funding in FY 2008 are listed below. Identify local planning activities that were worked on during the year on the 2008 Quarterly Activities Report by December 31, 2008. Example valid plans were provided in the 2008 EMPG Locals Application packet; Update the 2008 NIMSCAST online and roll up to the State by Setember 15.2008: Initiate development of a jurisdiction -wide system to credential emergency management /response personnel to ensure proper authorization and access to an incident including those involving mutual aid agreements and /or assistance agreements by September 15, 2008; Location: 116 West Jones Street - Raleigh, NC 27603 -1135 - (919) 733 -3867 An Equal Opportunity /Affirmative Action Employer Page 1 of 5 (3) FUNDING ELIGIBILTY CRITERIA: • Federal funds administrated through the State are available to local governments to assist in the cost of developing and maintaining a "Comprehensive Emergency Management" program. Continued EMPG funding is contingent upon completion of all EMPG funding requirements. The following eligibility criteria must be adhered to during FY 2008 for EMPG funds. NIMS compliance is verfiied by completion of the NIMSCAST; • Every participant must be established as an Emergency Management agency by appropriate or county resolutionfordinance; • The county must have a full -time or part -time (at least 50°x6) Emergency Management Program Director, Match Requirement, FY 2008 EMPG funding to locals requires a match requirement of 50% Federal and 50°x6 Local (Grantee). Every federal dollar received requires the Grantee to match dollar for dollar. There are two forms of matching sources. One, cash match, includes cash spent for project- related _costs, e.g. salaries of emergency management positions. Two, in -kind match, Includes, but is not limited to, the valuation of in -kind services. win-kind" is the value of something received or provided that does not have a cost associated with it. For example, if in -kind match is permitted by law, then the value of donated services could be used to comply with the match requirement. The match funding source for EMPG can not be matched to any other federal grants. The Grantee will provide documentation to the Grantor on the match source_ ■ File Retention: Grantee is required to maintain records of this grant for three (3) years after termination of the grant. • Employees must be covered by an approved Pay Plan. However, the Director may be exempt from this requirement; • The political subdivision must have an acceptable local travel regulation plan or accept the state travel regulations. Compliance. Failure to comply with the specified conditions will result in the return of this grant award to the North Carolina Division of Emergency Management. Funding. All terms and conditions of this Agreement are dependent upon and subject to the allocation of funds for the purpose set forth and the Agreement shall automatically terminate if funds cease to be available. Taxes. The Grantee shall be considered to be an independent grantee and as such shall be responsible for all taxes. Warranty. As an independent Grantee, the Grantee will hold the Grantor harmless for any liability and personal injury that may occur from or in connection with the performance of this Agreement. State Prooerty. The Grantee shall be responsible for the custody and care of any property furnished for use in connection with the performance of this Agreement Situs. This Agreement shall be governed by the laws of North Carolina and any claim for breach or enforcement shall be filed in State Court in Wake County, North Carolina. Antitrust Laws. This Agreement is entered into in compliance with all State and Federal antitrust laws. Entire Agreement. This Agreement and any exhibits and amendments annexed hereto and any documents incorporated specifically by reference represents the entire agreement between the parties Page 2 of 5 and supersedes all prior oral and written statements or agreements. This Agreement may be amended only by written amendments duly executed by the Grantor and the Grantee_ Effective Date. This grant shall become effective upon return of this original grant agreement and cost report, property executed on behalf of the Grantee, to the Division of Emergency Management. Accepted for the Grantee Accepted for the Grantor Print Name Signature Title H Douglas Hoell, Jr, Director North Carolina Division of Emergency Management Date Date Gerald A Rudisill, Jr., Chief Deputy Secretary Department of Crime Control and Public Safety County of Date Bennie Aiken, Controller Department of Crime Control and Public Safety Date Page 3 of 5 2008 Quartariv Activitlas Ranort Qtr Qtr Date % Activity 9/30 1250 Completed Completed 2008.1 Identified local planning activities that were worked on during the year. Indicate in this space valid Tannin activities completed by December 31 2008: 2008.2 Updated the 2008 NIMSCAST online by Se tember 15 2008 2008.3 Initiated development of a jurisdiction-wide system to credential emergency management /response . personnel to ensure proper authorization and access to an incident including those involving mutual aid agreements and/or assistance eements by September 15 2008 2008.4 New EM personnel completed the NIMS Awareness Course: National Incident Management System (NIMS), An Introduction S -700 by December 31 2008 2008.5 New EM personnel completed the (IS -800) The National Response Framework (NRF) Course by December 3I 2008 2008.6 New EM personnel completed the (ICS -100) An Introduction to ICS (online) and (ICS -200) Basic ICS Course (classroom), ICS -300 and ICS -400 as identified in the applicable ICS structure by December 31 2008 2008.7 Each county by December 31, 2008 should have completed the following: • Updated and incorporated NIMS into 2008 Emergency Operations Plans (EOP) and provide an electronic file of your 2008 County EOP to your Branch office and the NCEM I &P Section Chief, Gary Faitinowski at ltfaltinowskiCalricem.org; • Revised and updated plans and SOPs to incorporate NIMS components, principles and policies, to include planning, training, response, exercises, equipment, evaluation, and corrective actions; • Inventoried community response assets to conform to homeland security resource typing standards; • Attended training on utilizing Homeland Security Exercise and Evaluation Program ( HSEEP) and conduct exercises in com liance with HSEEP standards; ■ (Need POC) • Updated your County Mutual Aid Agreement to include signed additional local governments or as necessary updated your current County Mutual Aid Agreement and send in the new or updated agreement to your Branch office; • Updated your written plan for the implementation and operation of a county receiving and distribution point (CRDP) and develops a written plan for distribution of resources from the CRDP to the county. County must provide electronic copy of plans to the NCEM Logistics Chief, Steve Sloan at ssloan(a)ncem.org; • Updated your written summary of shelter plans to include housing general populations of evacuees, special populations of evacuees, (special populations would include residents of hospitals, nursing homes, assisted living facilities, and home health patients) and pet sheltering. Page 4 of 5 Signature of Local Emergency Management Coordinator Signature of Branch Manager Signature of Area Coordinator Last modffied 8/4/08 Page 5of5 2008.8 Conducted an annual Training Exercise Planning Workshop (TEPW) sponsored by NCEM to determine the types of training needed to further develop and maintain a quality Emergency Management Program in that jurisdiction by December 31 2008 2008.9 Planned for and participated in a minimum of two all hazards exercises. Exercises should include multiple local and/or state agencies, and may take the form of a table -top, functional or full scale activity. Exercise activity should be coordinated with your appropriate Branch Office; and the Division's Training and Exercise Branch, including dates, number personnel trained, scenario utilized, and planning meetings conducted This information is required by the DHS National Exercise Scheduler (NEXS) system by December 31 2008 2008.10 Each county should have continued to maintain or develop the following: • The formation and support of a Local Emergency Planning Committee (LEPC). The LEPC should be County or Regional; • Sent in EM -43 Emergency Event Forms to advise the Division's Communication Officer of events such as, Hazardous Material Spills, Property Damage, Injuries and/or Deaths, Relocation of a minimum of 10 Residents, Opening of Shelter(s), and Terrorism related activities; (Reporting will be done on WebEOC) • Promoted and encouraged NIMS adoption at the community level for all local government departments and agencies; as well as adoption by associations, utilities, non - governmental organizations (NGOs), and private sector incident management and response organizations; ■ Incorporated NIMS into existing training programs and exercises; ■ Incorporated corrective actions from after action reviews into preparedness and response plans and procedures; ■ Reviewed, promoted, and facilitated mutual aid agreements; Signature of Local Emergency Management Coordinator Signature of Branch Manager Signature of Area Coordinator Last modffied 8/4/08 Page 5of5 STATE OF NORTH CAROLINA DEPARTMENT OF CREVIE CONTROL AND PUBLIC SAFETY Division of Emergency Management Physical Address: 116 West Jonas Street. Raleigh. NC 27603 -1300 Mailing Address: 4713 Mai Service Center. Raleigh NC 27899 -4713 COST REPORT - FISCAL YEAR 2008 EMERGENCY MANAGEMENT PERFORMANCE GRANT Grantee: ORANGE COUNTY EMERGENCY MANAGEMENT Address: PO BOX 8181 HILLSBOROUGH NC 272'78 - Federal ID No.: 56-6000327-A Account No..: 4701 - 53692000008- 1510512 Grant Period: 10101/07 - 09/30/09 Project: Grant File No: EWG- 2008 -37135 Branch: Central Funding Worksheet Baseline Amount Supplemental Amount Est. 2008 EMPG Grant SATCOM Deductions '2008 EMPG Grant Federal /State $28,530.00 $23,301.00 $51,83100 ($6.20) $51,824.80 Local Klatch $28,530.00 $23,301.00 $51,831.00 $0.00 $51,831.00 otai $57,060.00 $46,602.00 $103,662.00 ($6.20) $103,655.80 EMPG has a 50% County and 50% State cost share cash- or in4dnd match requirement Cash share includes cash spent for project related costs, e.g. salaries of emergency management positions. in -kind match includes, but is not limited to, the valuation of in -kind services. Total 2008 EMPG Grant is calculated by adding the 50% Federal/State Annual Grant Award Amount + 50% Local Match Amount - SATCOM Deductions. SATCOM Deductions are from May 1, 2007 to April 30, 2008 and reflect additional charges over the base amount per month_ Certification: I certify the above are coned, based on grantee's oftidal accounting system and records, consistently applied and maintained. and that expenditures shown have been made for the purpose of and In accordance with, applicable grant terms and conditions, and that appropriate documentation to support these costs and expenditures is available or attached. ORANGE COUNTY Finance Officer Authorized Signature Data ORANGE COUNTY EMERGENCY MANAGEMENT Authorized Signature Date Division ofEmergency Management Assistant Director's Approval Signature Date Department of Crime Control and Public Safety Controller's Office Approval Printed: 6118/20081:5824 PM Date