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Home My WebLink AboutNS Grant - Application for Emergency Management Performance Grant (EMPG)ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 21, 2006 Action Agenda Item No. SUBJECT: Application for Emergency Management Performance Grant (EMPG) DEPARTMENT: Emergency Management PUBLIC HEARING: (YIN) No ATTACHMENT(S): Award Letter Memorandum of Agreement INFORMATION CONTACT: Jack Ball, 968 -2050 PURPOSE: To receive a grant from the State Emergency Management Agency to help support the County emergency management program. BACKGROUND: The State provides grants to local governments to help support local emergency management programs. The grant is based on the county population and a share of the program cost. Counties with over 200,000 population are eligible for a 100 percent matching cost grant based on certain emergency management functions. Counties with less than 200,000 population are eligible for a 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 to offset the personnel costs of the Emergency Management Specialist position as well as other operating costs. Associated revenues have been included in each year's budget. Staff pursued applying for the grant and received Board approval for the application on October 18th, 2005. Staff was notified that the County was awarded a grant in the amount of $32,354.45 on January 17, 2006. The following chart displays the amounts of Emergency Management Performance Grant funds awarded the County over the last several years. FY Grant Award 2002 -03 $40,431 2003 -04 $39,694 2004 -05 $40,366 2005 -06 $32,354 FINANCIAL IMPACT: The grant requires a 50 percent local match of funds. The currently approved Emergency Management budget includes the required matching funds. No additional funds will be required. RECOMMENDATION(S): The Manager recommends that the Board receive the grant and authorize the Manager to sign the grant award and cost report. 1A'�p � s North Carolina Department of Crime Control and Division of Emergency Management Michael F. Easley, Governor Bryan E. Beatty, Secretary January 17, 2006 To County Emergency Management Representative: IR Public Safety H. Douglas Hoell, Jr., Director Enclosed for signature are the Emergency Management Performance Grant (EMPG) Award Agreement and the Cost Report, which allocates your FY 2005 EMPG Award, Upon receipt of these documents, please acquire the authorized signatures. Once all signatures are affixed, the originals are to be returned to your appropriate Branch Office by February 22, 2006. The performance period for the EMPG awards is October 1, 2004 to March 31, 2007.. The sole purpose of this grant is to provide funds to assist the local emergency management agency for the cost of developing and maintaining a comprehensive emergency management program, The NC Division of Emergency Management will coordinate with the Department of Crime Control and Public Safety to ensure that your grant award is paid in a timely manner. There are some objectives you may plan to complete for this year's activities; however, your EMPG 2005 Grant Award Agreement lists State and Federal. activities that are required to be completed. Your partnership agreement will serve as a master plan for the activities.. See pages 8, 9 and 10 in your EMPG 2005 Funding Application Packet for your priority list of Emergency Management activities and your Federal /State /Local FY2005 EMPG Agreement.. If you have any questions or need technical assistance to complete your required activities, please contact your Area Coordinator. Thank you for your assistance with these requests.. Sincerely, H. Douglas Hoell, Jr, Director Enclosures (2) HDH /lfb MAILING ADDRESS: LOCATION: 4713 Mail Service Center 116 W. Jones Street Raleigh, NC 27699 -4713 www.NCCrim &Control.org Raleigh, NC 27603 -1135 Telephone: 919 - 733.3867 An Equal Opportunity /Affirmative Action Employer Fax: 919 - 733 -5406 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 H. Douglas Hoell, Jr., Director Bryan E Beatty, Secretary January 17, 2006 EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) ANNUAL GRANT AWARD Grantee: ORANGE COUNTY EM AGENCY EMPG Grant Award - 2005 Federal ID Number: 56- 6000327 -A Date of Award: See Page 3 - Effective Date Amount of Award: $32,354.45 Account 1510- 512 -2005, 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 Agency PO BOX 8181 HILLSBOROUGH NC 27514 -8181 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 tasks/objectives set forth in the Grant Award hereto: • Complete/update the NIMCAST; funding for FY07 is contingent upon NIMCAST completion; • Sign -up as a mutual aid participant or, as necessary, update your current Mutual Aid Agreement; • At a minimum, at least one person from each funded jurisdiction should attend either the Spring or the Fall Emergency Management Association Conference. Attendance of all local EM staff at both conferences is encouraged, but not required; • Each funded Emergency Management is required to update the local Emergency Operation Plan and to include specific planning for "weapons of mass destruction". Grant funds are available through the NC Division of Emergency Management to assist with hiring contract planners to aid local governments in the accomplishment of this task; Location: 116 West Jones Street • Raleigh, NC 27603 -1135 • (919) 733 -3867 An Equal Opportunity /Affirmative Action Employer Pagel of 3 # 4 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 H. Douglas Hoell, Jr., Director Bryan E Beatty, Secretary January 17, 2006 EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) ANNUAL GRANT AWARD Grantee: ORANGE COUNTY EM AGENCY EMPG Grant Award - 2005 Federal ID Number: 56- 6000327 -A Date of Award: See Page 3 - Effective Date Amount of Award: $32,354.45 Account 1510- 512 -2005, 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 Agency PO BOX 8181 HILLSBOROUGH NC 27514 -8181 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 tasks/objectives set forth in the Grant Award hereto: • Complete/update the NIMCAST; funding for FY07 is contingent upon NIMCAST completion; • Sign -up as a mutual aid participant or, as necessary, update your current Mutual Aid Agreement; • At a minimum, at least one person from each funded jurisdiction should attend either the Spring or the Fall Emergency Management Association Conference. Attendance of all local EM staff at both conferences is encouraged, but not required; • Each funded Emergency Management is required to update the local Emergency Operation Plan and to include specific planning for "weapons of mass destruction". Grant funds are available through the NC Division of Emergency Management to assist with hiring contract planners to aid local governments in the accomplishment of this task; Location: 116 West Jones Street • Raleigh, NC 27603 -1135 • (919) 733 -3867 An Equal Opportunity /Affirmative Action Employer Pagel of 3 9 • Each funded jurisdiction should conduct a training assessment to determine the types of training needed to further develop and maintain a quality Emergency Management Program in that jurisdiction Training requirements should be coordinated through the NC Division of Emergency Managements Branch Offices and the Logistics Section; • Each funded jurisdiction should plan for and participate in a minimum of two disaster exercises annually. Exercises should include multiple local and /or state agencies, and may take the form of a table -top or a functional activity. Exercise activity should be coordinated with the NC Division of Emergency Managements Branch Offices; • During this fiscal year each funded jurisdiction is required to test your satellite telephone by contacting your appropriate NC Division of Emergency Managements Branch Office the last Friday of each month; • Provide payment(s) for any cost to maintain materials related to the completion of the scope work; • If required, Grantee will solicit necessary bids under County Contract Bidding Procedures for installation and /or maintenance of materials and equipment; • Grantee will be responsible for all contracts required for accomplishing the scope of work; • Grantee will notify the appropriate Branch Manager once the related scope of work is completed; and • Grantee will submit this cost report and accompanying Grant Award Letter to their Area Coordinator to process for grant payment.. The Grantor will perform the following tasks hereto: • Grantor will process the cost report/documentation and submit to the Department of Crime Control and Public Safety (DCC &PS), Fiscal Section for payment; • Grantor will coordinate with the DCC &PS, Fiscal Officer to ensure that reimbursement of expenditures are paid in a timely manner; and • Grantor (appropriate Branch Manager) will coordinate a visit(s) to discuss the completed scope of work. FUNDING ELIGIBILTY CRITERIA: • Continued EMPG funding is contingent upon completion of all 2005 EMPG funding requirements; • Every participant must be established as an Emergency Management agency by appropriate or county resolution/ordinance; • The coordinator must have a full -time or part-time (at least 500) Emergency Program manager; • The political subdivision must have an acceptable local travel regulation plan or accept the State travel regulations; • The political subdivision must have an annual submission consisting of a Financial Application (EM Form 66) and a Staffing Pattern (FEMA Form 85-17); and • The political subdivision must have an approved Federal/State /Local EMPG Agreement (EM Form 66A). Termination Date. The termination date of this Grant Award is March 39, 2007 Compliance. Failure to comply with the specified conditions will result in the return of this grant award to 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 Property. 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, Page 2 of 3 Antitrust Laws. This Agreement is entered into in compliance with all State and Federal antitrust laws. Entire Aareement. This Agreement and any exhibits and amendments annexed hereto and any documents incorporated specifically by reference represents the entire agreement between the parties 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, properly executed on behalf of the Grantee, to the Division of Emergency Management. Accepted for the Grantee Name Title Date Accepted for the Grantor H. Douglas Hoell, Jr., Director North Carolina Division of Emergency Management Date Gerald A. Rudisiil, Jr., Deputy Secretary Department of Crime Control and Public Safety Date Bennie Aiken, Controller Department of Crime Control and Public Safety Date Page 3 of 3 SIATE OF NORTH CAROLINA DEPARTMENT OF CRIME CONTROL AND PUBLIC SAFETY Division of Emergency Management Physical Address: 116 West Jones Street, Raleigh NC 27603 -1135 Mailing Address: 4713 Mail Service Center, Raleigh, NC 27699 -4713 COST REPORT - FISCAL YEAR 2005 EMERGENCY MANAGEMENT PERFORMANCE GRANT Grantee: ORANGE COUNTY EMERGENCY MANAGEMENT AGENCY Address: PO BOX 8181 HILLSBOROUGH NC 27514 -8181 Vendor No]Fed ID No.: 56- 6000327 -A Account No.: 4701- 53692000001- 1510512 Grant Period: 10/01/04 - 03/31/07 Project: EMPG Grant File No: EMPG- 2005- 37135 Branch: CENIRAL Budget Worksheet Personnel Travel Other Total Budget Amounts: $423,772.00 $2,000.00 $20,350.00 $446,122.00 Expended this period: $0.00 $0:00 $0.00 $0.00 Funding Worksheet Grant Amount Amount Requested SATCOM Deductions NET EMPG Grant Amount Federal $32,357.00 $0.00 $2.55 $32,354.45 Match $0.00 $0:00 $0.00 $0.00 Total $32,357,00 $0.00 $2.55 $32,354.45 Certification: I certify the above are correct, based on grantee's official accounting system and records, oonsistantly 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 Authorized Signature Division of Emergency Management Deputy Director's Approval Signature Department of Crime Control and Public Safety Controller's Office Approval Printed: 1/12/2006 3:05:45 PM Date Date County ID: 37135