HomeMy WebLinkAboutAgenda - 03-06-2001-5b~~
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 6, 2001
Action Agenda
Item No. 5- b
SUBJECT: Emergency Management Grant
DEPARTMENT: Emergency Management PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Resolution
Grant Package
INFORMATION CONTACT:
Nick Waters, ext 3030
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To adopt a resolution accepting a grant from the~State Emergency Management
Agency to help support the county program.
BACKGROUND: The State provides grants to local governments to help support the 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 fora 100% matching
cost based on certain emergency management functions. Counties with less than 200,000
population are eligible fora 50% match. The grants are awarded each year and may vary
depending on the federal funding available.
StafF pursued applying for the grant as part of the budget process last year and was awarded a
grant in the amount of $ 20,334. The grant applied for this year is expected to provide
approximately the same amount. The final amount will be determined after the State receives
all the applications. A copy of the grant package is attached along with a proposed resolution
far Board consideration.
FINANCIAL IMPACT: The grant provides funding to offset administrative costs of Emergency
Management in Orange County. The Budget OfFce will provide a budget amendment at a
future meeting to budget far the receipt of the grant.
RECOMMENDATION(S): The Manager recommends that the Board adopt the attached
resolution accepting the grant and authorize the Manager to sign the grant award.
ORANGE COUNTY BOARD OF COMMISSIONERS
RESOLUTION TO ACCEPT GRANT FUNDS FROM STATE OF NORTH CAROLINA
EMERGENCY MANAGEMENT AGENCY TO SUPPORT ORANGE COUNTY EMERGENCY
MANAGEMENT PROGRAM
WHEREAS, the State of North Carolina Emergency Management Agency provides annual
grants to support and bolster efforts of local government emergency management programs;
and,
WHEREAS, Orange County received $20,334 last year as part of this grant program and
expects to receive a similar amount during the grant cycle for this year; and,
WHEREAS, funds received from this grant program support various administrative activities of
Orange County Emergency Management and contribute significantly to safeguarding the public
safety and welfare of Orange County citizens;
NOW, THEREFORE, BE IT RESOLVED that the Orange County Board of Commissioners does
hereby accept the emergency management grant from the State of North Carolina Emergency
Management Agency for the support of operations and services provided by Orange County
Emergency Management.
This the 6ti" day of March, 2001.
FUNDING ELIGIBILITY CRITERIA
Federal funds administrated tlirouah the State are available to local governments to assist
in the cost of developing and maintaining a "Comprehensive Emergency Management" program.
To become eligible for these funds, the following criteria must be adhered to:
Continued EMUP funding is contingent upon completion of all zooo EMGP funding
requirements;
2. Every participant mast be established as an Emergency Management agency by
appropriate or county resolution/ordinance;
3. The ccurdinator must have afull-time or part-time (at least 50%) Emergent; Program
manager;
4. The political subdivision.must have a current Emergency Operations Plan;
`. Employees must be c.~,v~red by an approved Pay Plan. However, tue Coordinator may be
exempt from this requirement;
6. Tire political subdivision must have an acceptable local travel regulation plan or ?ccept
the Sate travel regulations;
The political subdivision must have an annual submission consisting of a Fniarciai
App;~cation (EM Form 66) and a Staffing Pattern (FEIVTA Forr,7 85-17);
Tite pulitiCtu suhdi~~ision must have an approved Federal/Staie/Loc;al EMGP Agree~nenc
(EM Form 66A); and
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NORTH CAROLINA LOCAL GOVERNMENT
APPLICATION FOR FUNDING
SPECIFIC INSTRUCTIONS FOR EM FORM 66
1.1-1.4 Type or print the official legal title of the EM agency, address, city, and zip code.
_ Enter the current population for year-round residents and seasonal residents (if
applicable).
2.1 Type or print clearly the name of the local EM Program Manager and other EM
staff byname and title. NOTE: Must be the same title as on Position
Description and Staffing Pattern.
7.2 Emergency Management Director/Coordinator will enter the percent of time devoted to only
Emergency Management activities (i.e., 25% 50%, 75%, 100%).
Enter the percent of time devoted to Emergency Management activities for each staff
member (i.e. 25%,SO%v, 100%).
Enter total annual salary as of July 1, 2000. (Round to the nearest dollar)
NOTE: "Total Annual Salarv" is the amount you need to submit.
Percentage(s) will be calculated by the State Office
3.2 Enter total annual payments for social security. retirement, insurance and
unemployment.
3.3 Enter total annual expenses for subsistence and transportation as it pertains to
the Emergency M.ana4~er.~ent Uffi~e and per:;annel. (Round to tl-,e nearest dollar)
3.~ Enter total annual exp ernes far each line item listed.
NOTE: The total should only include. (3.4) All OthE; a;~c' ilot Travel (3.3).
4.1 For State Use Only.
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NORTH CAROLINA GOVERNMENT
APPLICATION FOR FUNDING
GUIDANCE FOR EM FORM 66
3.4 ALL OTHER: Administrative Expenses Category
= All other allowable expenses are those which are required for the day-to-day operations of the emergency
management office.
RENT (Building or Space)
ALLOWABLE
• Rent of building or space occupied by emergency management personnel.
UNALLOWABLE
• Rent for buildings or spact which was constructe3, in part or
wholly, with Federal funds.
• Rent for space occupied by employees assigned. from other State or local governments
(full-time orpart-time).
RENTAL (Motox Vehicles)
• Rent for Temporary possession or use of mcLar vehicles utilized S~7LEI" on the
Administration of Emergency Management
Pro dram.
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• "~%ehir--its must be rented from ai: estabi:ai~e~? firm reg::.arl;~
cj~Qabed in the business of r~ntinb. raymetiis must ~e ir_ 4:.cordance with the terrn~ ~f a
w tten contract.
UNALLOWABLE
• EXPENDITURES FOR THE PURCHASE OF VEHICLES.
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DAY - TO -DAY OPERATIONAL EXPENSES
• Items allowable far the day-to-day operations of the Emergency Management Office are:
postage, office supplies, telephone service, utilities;
janitorial/custodial services are allowable, however, limited to pro rata shame of the cost if
shared.
OTHERS (Specify)
• Administrative Office Equipment
Purchase and repair of Administrative Office Equipment and furniture (limited to cast of
office machines, equipment and furniture required) for administration and operations of the
Emergency Management Office.
• Automated Data Processing (ADF; Equipment and Software
Contribution for ADP equipment and software are limned tr the pro rata share of the ADP
equipment which supports to emergency management activitie~•.
Purchase or rental of ADP e ui ment must have rior a royal of the FEMA Regional
Directors. Refer to CPG 1-3 (Dated 8/92), Chapter 15 for additional infornation.
• Mobile and Portable Communications Equipment
Federal contributions for mobile and portable communications equipment are limited to
costs of equipment for day-to-day emergency management business for emergency
management r~rso~ir~el (person,7e1 must occupy posit.:;n~ Fisted ;.;: FE'?~~e approved staffing
pattern).
• Liability Insurance costs for Emergenc~> Managem~:nt a~irn:nistrative facilities, vehicles, or
equipment.
Please refer to CPG 1-3 Dated 8/92 . Cha ter 2. Paraara h 2-15 for further details on
Allowable and Unallowable Costs.
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NORTH CAROLINA LOCAL GOVERNMENT APPLICATION FOR FUNDING
1.1 Official Agency Name: Orange County Emergency Management
1.2 Address:. PO Box 8181, Hillsborough, NC 27278
1914 New Hope Church Road, Chapel Hill, NC 27514
1.3 Population: Year-round 108,752
1.4 Fopulation: 5easonal(if applicable):
LOCAL EMERGENCY MANAGEMENT STAFF BUDGET
2.1 Indicate actual percent of time devoted to Emergency Management activities.
Please do not include EMS, 9-1-1, Fire Marshal, Safety activities, etc.
2.2
Time 3.1
Salary 3.2
Benefits
EM Program Manager (Name)
Nick Waters 25 77,639 13,918
Other Staff (Name -Title)
a. Deputy Director /Fire Marshal Mike Tapp 20 51,272 7,421
b. Deputy Director /Communications Gwen Snowden 20 50,335 11,402
c. Deputy Director /EMS Kent McKenzie 20 47,666 11,059
d. Administrative Assistant II Tammy Comar 15 28,552 6,820
NORTH CAROLINA LOCAL GOVERNMENT APPLICATION FOR FUNDING
(Continued)
OPERATING EXPENSES
3.3 Travel: 4.1 _ .FOR<STATE USE ONLY
_,.
~, Subsistence
& Transportation $2,000 Approv Salary Benefits Total I
Coord.
3.4 All Other:
I
Rental
I
I
Postage
OfFce Supplies
Telephone
Utilities
400
150
200
300
150
Other (Specify)
Total 3.4* 1,200
*Does NOT include amount shown in 3.3 (Travel)
EM Form 66 (Rev. 01/01)
a.
b.
C.
d.
Travel
All Other
Total
A:
Coord.
a.
b.
c.
d.
Travel
All Other
Total
TOTAL ALLOCATION $
Verification of percent of times devoted to Emergency
Management Activities.
Signature of Area Coordinator
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INSTRUCTIONS FOR COMPLETING EM FORM 66A
(EMERGENCE.' MANAGEMENT GRANT PROGRAM (EMGP) AGREEMENT
RESULTS LIST)
The State and Federal required activities aze listed on EM Form 66A (Federal/State/EMGP Agreement Results
ll5t).
It is important that the Finance Officer acid the local Chief Executive Officer have information and knowledge of
the local EM program and the financial status of the local EM Agency. By coordinating the prob am emphasis
with your county officials, the State's "Comprehensive Emergency Management Criteria" and the State and
Fed?gal required activities, your partnership agreement should serve as a master plan for the year's activities.
The EMGP Activities Results list requires the signature of the local EM Coordinator, the local Finance Offir;,•r,
and the Chief Executive Officer (the last may be the same individual).
Your EMGP for FY'200i will be monitored quarterly by your Area Coordinator. Specific quarters will not be
assigned for FY'"?001 work. This enables added flexibility, in the planning and execution of your objectives.
REPORTII\TG
EMGP Reports are required. These reports serve a vital role in the evaluation of your agency's performance in
the completion of scheduled activities. and in the preparation of reports the State must provide to FEMA.
~~ our r_ eports will be made b our Area Coordinator after uarterl consultations no later than 10 davs following
the end of eat[, ;quarter. Each report (after the initial report) will incorporate and supercede the prior report.
The Division does recognize that circumstances may prevent the accomplishment of a scheduled activity. All
request for revisions (rescheduling or substitution of an equivalent activitvl must be,iustified in_writine to the
Director of Emer~enc~~ Management,, throutrh the a ro riate Branch Manager.
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FEDERAL/STATE/LOCAL FYZ001 EMGP AGREEMENT
AGENCY: Orange County Emergency Management
This is to certify that the above names agency agrees to successfully complete the activities below in full
partnership with the North Cazolina Division of Emergency Management and the Federal Emergency
Management Agency. The appropriate Branch Manager and/or Area Coordinator will review the
progress of this agreement quarterly with the local Emergency Management Coardinator. This report will
also be the basis for continued funding during this f scal year.
Please list in priority the Emergency Management activities you will work on or complete this fiscal year.
However, as outlined in the Department of Crime Control and Public Safety's Strategic Plan, you are
requested to complete the following activity:
2001.1 Formulate/Complete your County Capability Assessment of Readiness (CAR) tool.
Completion of this assessment toll will provide you more insight as to which local emergency programs
to implement that will enhance local capabilities for delivering pre and post disaster services.
EM Form 66A (Rev. O1/O1)
Assistance for the Division of Emergency Management or the Federal Emergency Management Agency
to Complete this agreement will be made available to encourage each jurisdiction to participate in a
Comprehensive Emergency Management program.
Signature of Local Finance Officer
Signature of Local Chief Executive Officer
EM FORM 66a (Rev. O1/O1) 9