HomeMy WebLinkAboutAgenda - 12-06-2004-5eORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: December 6, 2004
Action Agenda
Item No. Cj - ~
SUBJECT: Acceptance of Grant Funds To Continue Citizen Corps Council and Community
Emergency Response Team Proqrams
DEPARTMENT: Emergency Management PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Grant Award Notification
Memorandum of Agreement
INFORMATION CONTACT:
Jack Ball or Eric Griffin, 968-2050
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider accepting a federally funded, state pass-through grant in the amount
of $9,500 to continue the Citizen Corps Council and Community Emergency Response Team
programs within Orange County.
BACKGROUND: On September 2, 2003, the Board of County Commissioners accepted two
separate grants to establish the Citizen Corps Council (CCC) program and the Community
Emergency Response Team (CERT) program. The amount of the two grants totaled $12,500.
The North Carolina Division of Emergency Management notified Orange County Emergency
Management on November 15, 2004 of a grant award to continue the County's existing CCC
and CERT programs. The continuation grant is 100% federal, State pass-through funding
through the 2004 State Homeland Security Grant Program. No match is required for these
funds and the County was not required to submit an application for grant funding.
Citizen Corps Council
The Orange County Citizen Corps Council program serves as a forum far emergency service
agencies and volunteer placement agencies to cooperate in utilizing volunteers in order to
reduce reliance on paid staff in appropriate areas. In the past year, the Orange County Citizen
Corps Council utilized its meetings to 1) determine how best to appropriately use volunteers,
2) prevent duplication of effort in community personal injury outreach initiatives, and 3) work
toward forming partnerships to apply for other grant funding. The Citizen Corps Council
program is still in its infancy, but has already assisted agencies in determining how to share
personnel on projects such as the Child Safety Seat checks. Also, the functioning of the CCC is
a prerequisite for Orange County's receipt of certain other federal funding such as the
Community Emergency Response Team program and Public Health's Medical Reserve Corps
program.
2
The Orange County Citizen Corps Council expended its $2,500 grant on emergency
preparedness outreach efforts. One effort was the All-Hazard Guide, a 74-page book that
explains to readers how to prepare far and respond to all types of emergencies in the County,
Copies of this document are available at each public library in the County. Other CCC efforts
focused on the Latino population, with funding directed for weather preparedness
advertisements in an Orange County Spanish language newspaper, as well as Severe Weather
Preparedness posters in Spanish.
Community Emergency Response Team
The Community Emergency Response Team Program (CERT) was established by the Orange
County Department of Emergency Management to supplement its existing preparedness
programs, The CERT program is a public education program that trains citizens on how to take
care of themselves and assist others in their communities for the first three days following a
disaster. Citizens are trained with the basic skills required to handle most needs after a disaster
and are taught how tc assist their neighbors.
As is the case with the Citizen Corps Council program, the CERT program is in its infancy as
well, with at least 14 instructors who are now trained on the curriculum and are preparing to
train the first classes of citizens in early 2005, Interested citizens will be provided information
through the local news media on how to become involved with the CERT program. The funding
from this grant will pay for advertisements to make those interested aware of the program's
availability.
Orange County Emergency Management utilized the $10,000 grant to purchase 351 CERT kits
that will be provided to graduates of the program, The kits contain a pair of goggles, hard hat,
flashlight, extra batteries, reflective vest, work gloves, first aid kit, and anti-bacterial hand wipes,
The new grant funding for the Citizen Corps Council and the Community Emergency Response
Team currently will focus on providing emergency preparedness information in three languages
- English, Spanish and a third language to be determined. The grant will also pay for training
materials and supplies to support the CERT program.
FINANCIAL IMPACT: There is no County match required for the receipt State-administered
Federal grant. There may be same limited additional staff time; however no additional County
costs should be expected.
RECOMMENDATION(S): The Manager recommends that the Board: 1) accept the grant
award; 2) authorize the County Manager to sign the Memorandum of Agreement, subject to
final review by staff and the County Attorney; and 3) designate the Emergency Management
Specialist as the point of contact for the grant funded programs,
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H O `+ave^ .
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North Carolina Department of Crime Control and Public Safety
Division of EmeLgency Management
4713 Mail Service Centel • Raleigh, NC 27699-4713
Michael F Easley &yan E Beatty
Governor Secretary
November 5, 2004
Re: US DHS FY2004 Citizen Corps Grant Award
Dear County Coordinator:
Enclosed you will find a Memorandum of Agreement (MOA), for the FY 2004 State Homeland
Security Grant Program Citizen Corps Grant Awazd, for signature and immediate return
Please have your Coun[y Manager sign the MOA to include having the signature witnessed Remrn the
MOA with the original signature to the address shown in the signature block as soon as possible, but not
later' than January 1, 2005.
Also pay pazticulaz attention to the following date changes in original Annex A mailed to county with
Formula Grant award..
Assurance of Participation January 1, 2005
Discipline Points of Contacts January 1, 2005
Reimbursement of expenses for a Citizen Corps Council or Community Emergency Response Team wilt
be approved only if the county has established and completed the on-line registration for Citizen Corps
Council at www.citizencorns.eov Request for reimbursements (cost report & invoice) must be submitted
to Faye Stone for approval (NC Citizen Corps, Office of the Governor, 20312 Mail Service Center,
Raleigh, NC 27699). Funds wIll be reimbursed in increments of $1,000 or more
If you have any questions, or need further information, please contact the FY2004 Grant Manager, Lonnie
Hill at 919-'J15-8000 Ext 254
Sincerely,
J ck t ,et
~~~~~
North Carolina Division of Emergency Management
Homeland Security Branch Chief
1830-B Tilley Place
Raleigh, NC 27604
Attachment
as
ce: Faye Stone
Location: 116 West Tones Street • Raleigh, NC 27603-11:35 (919) 733-.3867
An Equal Opportunity/Affirmative Action Employer
4
MOA Amount: ~9~500
MOA #: 4067
Tax #: 56-6000327
Fund Code #:1510-004-T1
CDFA #: 97.004
US Department of Homeland Security
FY2004 State Homeland Security Grant Program
(SHSC~P)
2004-GE-T4-0014
Citizens Corps Grant Award
Memorandum of Agreement
between the
N.C. Department of Crime Control and Public Safety,
Division of Emergency Management, '
N.C. Citizen Corps/Office of the Governor
and
The County of Orange
(Return completed form to NCEM Grant Support Team Member)
FY2004 DHS SHSGP Memorandum of Agreement 7 of 6
5
I. PURPOSE
The purpose of this Memorandum of Agreement (MOA) is to establish responsibilities and
procedures to implement the terms of the Department of Homeland Security (DIIS), Office of
Domestic Prepaz'edness (ODP), FY2004 State Homeland Security Grant Program (SHSGP) A
copy of the complete federal grant instructions is provided as Annex C, attached and
incorporated by reference herein and is available at http://www.ojp.usdoj gov/does/fy04hsgp pdf
II. PARTIES
The parties to this MOA az'e the North Carolina Depaztment of Crime Control & Public Safety,
North Caolina Division of Emergency Management, NC Citizen Corps/Office of the Governor,
and the County of Orange.
III. BACKGROiJND
The Department of Homeland Security (DHS), through the Office of Domestic Prepazedness
(ODP), in accordance with the authorities listed below, created the FY2004 State Homeland
Security Grant Program. This program was established to provide federal reimbursement to state
and local governments for the costs associated with purchasing equipment, conducting exercises,
training, and planning for chemical, biological, radiological, nucleaz, and explosive (CBRNE)
terrorism events
IV. AUTHORITY
The patties enter into this MOA under the authority of the following: 1) The Fiscal Yeaz 2004
Homeland Security Appropriations Act; 2) Public Law 108-11, the RTaztime Supplemental,
Appropriations Act of 2003; 3) Public Law 107-56, the USA Patriot Act of 2001; 4) Public Law
107-296, the Homeland Security Act of 2002; 5) the implementing regulations of each Act or
Law, if any; 6) the U 5. Depaztment of Homeland Security, Office of Domestic Preparedness,
FY2004 State Homeland Security Grant Program Guidelines and Application Kit available at
http://www ojp usdoj gov/does/fy04hsgp pdf; 7) applicable ODP Information Bulletins; and 8)
the N C Emergency Management Act, Chapter 166A of the North Carolina General Statutes
V. DITTIES & RESPONSIBILITIES OF THE DIVISION OF EMERGENCY
MANAGEMENT, NC CITIZEN CORPS/OFFICE OF THE GOVERNOR, AND
THE COiJNTY OP' ORANGE
The Division of Emergency Management and the County of Orange agree to comply with the
duties and responsibilities assigned by DHS as outlined in Annex A, Appendices A through J
(North Caz'olina Subgrant Instructions), Annex B and Annex G (UB Depaztment of Homeland
Security, Office for Domestic Prepazedness Guidelines), attached and incorporated by reference
herein.
FY20041)HS SHSGP Memorandum of Agreement 2 of 6
VI. FUNDING ANA COMPENSATION
All terms and conditions of this MOA aze dependent upon and subject to the allocation of funds
from DHS, ODP and the Department of Crime Control and Public Safety, Division of
Emergency Management for the purposes set forth and the MOA shall automatically terminate if
funds cease to be available. Allowable costs shall be determined in accordance with the U S
Department of Homeland Security, Office of Domestic Preparedness, FY 2004 State Homeland
Security Grant Program Guidelines and Application Kit (Annex C), 28 C F R. Parts 66, 67, 69
and 70, OMB Circulars A-21, A-87, A-122 and A-133 and the U S. DOJ Office of Justice
Programs Financial Guide available at http://www ojp usdoj.gov/FinGuide/.
The Federal Department of Homeland Security will reimburse the State of North Caolina for
expenses that were approved an Detailed Budget Worksheets as explained in the FY2004
SHSGP The State of North Carolina, Department of Crime Control and Public Safety, Division
of Emergency Management will reimburse local governments for eligible expenses that were
approved on the Detailed Budget Worksheets. The NC Subgtant Instructions in Annex A,
attached and incorporated by reference herein, describe the Detailed Budget Worksheets and
how they aze prepared and approved
The Department of Crime Control and Public Safety, Division of Emergency Management will
reimburse the County of Orange for the actual eligible costs incurred, not to exceed the amount
of $9,500, Nine Thousand Five Hundred Dollars ($4,000.00 for each Community Emergency
Response Team development and $1,500 00 for each Citizen Corps Council development).
Funds will be provided by the Department of Crime Control and Public Safety Annex B also
contains a form to decline all of the funds
VII. MODIFICATION OF 'PIIE AGREEMENT
Modification of this Agreement must be in writing and upon approval of bath pazties except as
modified by official ODP Federal Grant Adjustment Notice (GAN).
VIII. PROPERTY
The County of Orange shall be responsible for the custody and care of any property fiunished for
use in connection with the performance of this agreement and shall reimburse the Division of
Emergency Management for any loss or damage to said property until the property is transferred
to another agency. The Department of Crime Control and Public Safety, Division of Emergency
Management will not be held responsible for any equipment purchased by the Subgrantees
IX. C.OMMITNICATIONS
To provide consistent and effective communication between the County of Orange and the
Department of Crime Contzol and Public Safety, Division of Emergency Management, each
pazty shall appoint a Principal Representative(s) to serve as its central point of contact
responsible for coordinating and implementing this MOA The Department of Crime Control
and Public Safety, Division of Emergency Management contacts shall be Dr Kenneth B. Taylor,
FY20U4 DHS SHSCP Memorandum of Agreement 3 of 6
Directoz, and Mr. Jack Midyette, IIomeland Security Branch Chief, the NC Citizen Corps/Office
of the Governor contact shall be Faye Stone. The County of Orange contacts shall be John M
Link, h ,County Manager, and the Designated Agent. The County Manager will identify a
Designated Agent who is authorized to sign and submit required grant documentation, and will
identify a Point of Contact for routine grant coordination using the attached Designated Agent
and Point of Contact forms located in Annex B, attached and incorporated by reference herein
All confidential information of either patty disclosed to the other party in connection with the
services provided hereunder will be treated by the receiving pazty as confidential and restricted
in its use to only those uses contemplated by the terms of this MOA Any information to be
treated as confidential must be cleazly marked as confidential prior to transmittal to the othez
pazty. Neither pazty shall disclose to third pazties, the other pazty's confidential information
without written authorization to do so from the other pazty, Specifically excluded from such
confiden8al treatment shall be information that: (i) as of the date of disclosure and/or delivery,
is already known to the pazty receiving such information; (ii) is oz becomes pazt of the public
domain, through no fault of the receiving patty; (iii) is lawfully disclosed to the receiving party
by a thud pazty who is not obligated to retain such infbrmation in confidence; or (iv) is
independently developed at the receiving party by someone not privy to the confidential
information In accordance with Appendix A of the FY 2004 State Homeland Security Grant
Program Guidelines and Application Kit (Annex C), "ODP recognizes that much of the
information submitted in the course of applying for funding under this progzam, or provided in
the course of its grant management activities, may be considered law enforcement sensitive or
otherwise important to national security interests. This may include threat, risk, and needs
assessment information, and discussions of demographics, transportation, public works, and
industrial and public health infiastructures. While this information is subject to requests made
pursuant to the Pzeedom of Infbrmation Act (FOIA), 5 U S C §552 et. seq ,all determinations
concerning the release of information of this name are made on a case-by-case basis by the DHS
FOIA Office "
X. SUBCONTRACTING AND SUBGRANTING
Upon approval by LJSDOJ, ODP, if the County of Orange subcontracts or subgrants any or all of
the work required under this MOA, the County of Orange agrees to include in the subcontract or
subgrant that the subcontractor/subgtantee is bound by the terms and conditions of this MOA.
The County of Orange agrees to include in the subcontracUsubgrant that the
subcontractor/subgtantee shall hold the Depaztment of Crime Control and Public Safety,
Division of Emergency Management harmless against all claims of whatever nature arising out
of the subcontractor s petfbrmance of work under this MOA, to the extent allowed and required
by law. If the County of Orange subcontracts/subgants, a copy of the executed
subcontract/subgrant agz'eement must be fotwazded to the Division of Emergency Management
within ten (10) days of execution of said subcontracdsubgrant Contractual azz'angcment shall in
no way relieve the County of Orange of its responsibilities to ensure that all funds issued
pursuant to this grant be administered in aceozdanee with all state and federal requirements The
County of Orange is bound by the terms, conditions and restrictions of the U S Department of
Homeland Security, O['fice of Domestic Prepazedness, FY 2004 State Homeland Security Grant
Program Guidelines and Application Kit (Annex C)
FY2004 DHS SHSGP Memorandum of Agreement 4 of 6
XI. COMPLIANCE WITH LAW
The County of Orange shall be wholly responsible for the work to be performed under this MOA
and for the supervision of its employees and assistants. The County of Orange shall be
responsible for compliance with all laws, ordinances, codes, rules, regulations, licensing
requirements and other regulatory matters that are applicable to the conduct of its business and
work performance under this MOA, including those of federal, State, and local agencies having
appropriate jurisdiction.
XH. WARRANTY
The County of Orange shall hold the Depaztment of Cfime Control and Public Safety, Division
of Emergency Management harmless for any liability and personal injury that may occur from or
in connection with the performance of this MOA to the extent permitted by the North Carolina
Tort Claims Act.
XHI. ANTITRUST LAWS
This Agreement is entered into in compliance with all State and Federal antitrust laws.
XIV. TERMINATION
This MOA shall be in effect from the date of execution to Novembez 30, 2005 Upon approval
by USDO.I, ODP and the issuance of the Grant Adjustment Notice, if this MOA is extended, the
tezminauon date foz the extension will be the date listed in the applicable USDOI, OTP Grant
Adjustment No[ice, attached and incorporated by reference herein.
This MOA may be terminated upon submission of a 30-day advance written notice of
termination.
If DIIS suspends or terminates funding in accordance with 28 C.P R §66.43 and Appendix A
of the U S Depaztment of Homeland Security, Office of Domestic Prepazedness, FY 2004 State
Homeland Security Gzant Program Guidelines and Application Kit (Annex C), attached and
incorporated by reference herein, the County of Orange shall reimburse the Division of
Emezgency Management foz said property..
XV. EN'TIRE AGREEMENT
This MOA and any annexes, exhibits and amendments annexed hereto and any documents
incorporated specifically by reference represent the entire agreement between the patties and
supersede all prior oral and written statements oz agreements
FY200h DFIS SFISGP Memorandum of Agreement 5 of 6
ORfGNAL
XVI. EXECUTION
This MOA will become effective upon execution of all parties to the MOA. The date of
execution shall be the date of the last signature
EXECUTED THIS THE _DAX OF , 2004
CONTRACTING AGENCY
DIVISION OF EMERGENCY MANAGEMENT
DEPARTMENF OE CRIME CONTROL AND PUBLIC SAFETY
BY:
WITNESS:
WITNESS:
WITNESS:
FAYE STONE, DIRECTOR OF NC C.IT[ZEN COMP
OFFICE OF THE GOVERNOR
DATE:
BY:
DR. KENNETH B. TAYLOR, DIRECTOR
DMSTON OF EMERGENCY MANAGEMEN7
DATE:
GERALD A. RIJDIS[LL, JR,
DEPUTYSECREIARY
DEPARTMENT OP CRIME CONTROL & PUBLIC SAFETY
DATE:
BY:
BY:
JOHN M. LINK, JR.
COUNTY MANAGER
THE COUNTY OF ORANGE
COUNTY 7AX ID #
DALE:
APPROVED AS i0 PROC,EDURE5:
BY:
IIENNIE AIKEN, CONTROLLER
DEPARTMENT OF CRIME CONTROL AND PUBLIC SAFETY
DATE:
APPROVED AS IO FORM SUBJECI IO EXECUTION BY GERALD A. RUDISILL, JR, DEPUIY SECRETARY OP
THE DEPARTMENT OF CRIME CONTROL AND PUBLIC SAFETY.
ROY COOPER
ATIORNEY GENERAL OP NORTH CAROLINA
BY:
ASSISTAN ORNEYG ORAL
FY2004 DHS SHSGP Memo~andom of Agreement 6 of 6