HomeMy WebLinkAboutAgenda - 09-02-2003-8eORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 2, 2003
Action Agend
Item No. ~~
SUBJECT• Acceptance of Grant for Citizen Corps Council Establishment and Recruitment
DEPARTMENT: Emergency Management
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Orange County Grant Proposal
7/25/03 Grant Award Notification Letter
Grant Guidelines
INFORMATION CONTACT:
Nick Waters, ext 3030
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To formally accept federal pass-through grant funds in the amount of $2,500
awarded through the Office of the Governor to establish a Citizen Corps Council for Orange
County and to develop emergency preparedness informations! materials.
BACKGROUND: A shortcoming identified during several natural disasters in Orange County in
the past few years was the lack of emergency preparedness educational materials, particularly
those in the Spanish language. Orange County has received a check in the amount of $2,500
issued through the North Carolina Commission on Volunteerism and Community Service to
augment the County's resources in preparing for and dealing with natural or man-made
disasters. These grant funds will be utilized in developing emergency preparedness materials
in English and other languages and assist in translation services to create those materials. A
countywide "All-Hazards Guide" will be another key publication created through this program.
Funds will also foster the creation of an Orange County Citizen Corps Council. The overall
purpose of that Citizen Corps Council is to provide an umbrella organization to assist in
coordination of the volunteer programs involving emergency preparedness. The Emergency
Management Department receives a number of requests each year from senior citizens seeking
to become involved in this aspect of community services. The Citizen Corps Council would
provide a forum through which these volunteers could serve in a manner that would fit their
schedules, while providing assistance to the County and saving staff time.
Specific functions of the Orange County Citizen Corps Council include assisting in recruiting
citizens to attend the forthcoming Community Emergency Response Team training, improving
communication between existing family safety committees, and coordinating volunteer
opportunities for family safety and neighborhood safety (including furthering the relationship
with the Orange County Retired and Senior Volunteer Program). It lis proposed that the Orange
County Retired and Senior Volunteer Program will serve as an information clearinghouse and
assist in record keeping for the various activities of the Citizens Corps Council.
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FINANCIAL IMPACT: There is no County match required for the receipt of the State-
administered grant. There will be some incidental additional staff time involved in implementing
and administering the grant, but no additional direct County costs should be expected.
RECOMMENDATION(S): The Manager recommends that the Board accept the Grant Award,
authorize the Emergency Management Director to sign the grant guidelines and grant related
materials, and authorize the Emergency Management Specialist to be the point of contact for
the program.
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TITLE PAGE: Citizen Corps Council Grant Application
Application Deadline: INCOMPLETE APPLICATIONS For Internal Use
Postmarked by midnight on WILL NOT BE CONSIDERED
Frida Ma 30, 2003 FOR FUNDING
Please type or print in black ink
ORGANIZATION TYPE
501 (c) (3), municipal or county County
government
LEGAL APPLICANT INFORMATION
Organization Name: Orange County Citizen Corps Council
Contact Person: Nick Waters
Employer ID Number: 56-6000327
Address: P.O. Box 8181
City Hillsborough State NC Zip 27278
Phone 919-968-2050 Fax 919-968-4066
E-mail nwaters(c~co.orange.nc.us
Budget
Contractual Services: $720.00
Travel: $0
Equipment: $0
Supplies/Other Operating Expenses $1780.00
Total Grant Funds Requested $2500.00
PROPOSED PROGRAM YEAR
Beginning Date July 1, 2003 Ending Date December 31, 2003
Certification (required)
Name: Nick Waters
(print)
Title Emergency Management Director
Signature
Phone 919-968-2050 Date
PLEASE ATTACH 501(C)(3) or 501(C)(6) DOCUMENTATION TO THIS SHEET.
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Purpose
The purpose of the Orange County Citizen Corps Council (OC4) is to improve the overall
experience of volunteerism within the county as applied to community preparedness and family
safety. Orange County continues to be a leader in similar activities though existing committees
such as the Safe Communities Campaign, Child Fatality Investigation 'Task Force, Welcome to
the World safe newborn campaign, Neighborhood Watch Outreach programs, and many other
services. Currently a new program, the Community Emergency Response Team, is under
development that could benefit from OC4 volunteer recruitment efforts. OC4 will assist with
improving these existing functions by incorporating volunteers, thus relieving paid staff of such
duties and allowing the retasking of their assignments. OC4 will coordinate and become a liaison
between each of these initiatives and others that may develop.
Administrative assistance is a major concern to the deployment of these initiatives. To that end,
identifying and volunteers will be a primary need that OC4 can address.
It is envisioned that OC4 would utilize the Orange County Retired and Senior Volunteer
Program (RSVP) in administrative roles such as acting as an information clearinghouse and
record keeping for the various activities including the Community Emergency Response Team
program. The RSVP has database programs and experience with establishing, tracking, and
maintaining volunteer databases and would be very beneficial in fulfilling administrative
functions. Because their volunteer cadre comes from retirees and seniors, it is likely that the
RSVP volunteers will be available for work during the day and have a high dedication to their
roles. OC4 will utilize, as necessary, organized volunteers vetted by RSVP as a formal addition
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to the county's Emergency Operation Plan. Disaster response volunteers will remain under the
purview of the American Red Cross according to the existing Emergency Operations Plan.
OC4 membership will consist of representatives from the program of Safe Communities,
Welcome to the World, Neighborhood Watch outreach, Child Fatalities Investigation, and the
developing Community Emergency Response Team. Represented agencies will include
Emergency Management, Fire Marshal, Emergency Medical Services, 9-1-1 Communications,
Public Health, UNC Hospitals, Orange County Sheriff s Department, Chapel Hill Police
Department, Carrboro Police Department, Chapel Hill Fire Department, Carrboro Fire
Department, and the Orange County Department of Aging.
Upon completion of the grant period, OC4 will be committed to becoming self-sustaining
through engaging in fundraising and through in-kind donations of time from the participating
agencies.
OC4 will be committed to community preparedness and family safety practices in the above
manner, and through assisting in coordinating volunteers to be utilized in county and
municipality emergency exercises.
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Goals, Objectives, and Measurement Process
Goal # 1 30 days
Organize OC4
Objective # 1
Meet to discuss the following goals of the Council and develop meeting schedules.
Measurement Process # 1
Arrange and conduct an organizational meeting, complete with sign-in form for attendees, as
well as an agenda. Meeting should discuss objectives of Citizen Corps and to set meeting dates.
Goal # 2
Develop scope of work for Council
Objective # 2
Identify community public safety needs that could be fulfilled by volunteers
Measurement # 2
Write a scope of work for the Council that can meet the needs of the community.
Goal # 3
30 days
Concurrent to Goal #2
Plan for volunteer outreach
Objective # 3
As a part of the scope of work, develop a plan to organize a volunteer outreach process.
Measurement # 3
Develop a written plan for a volunteer outreach process with identified responsible agencies and
expected recruitment methodologies to accomplish the task.
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Goal # 4
Begin volunteer outreach
Objective # 4
90 days
Identify volunteers within the community and link them with the public safety projects.
Measurement # 4
Establish a volunteer tracking system for the community to contact to make arrangements to
participate in one of the public safety projects, especially for the Community Emergency
Response Team.
Goal # S Concurrent to Goal #4 with additional time of 30 days
Implement public education and. outreach campaign
Objective # S
Develop, publish and distribute materials that promote the Citizen Corps activities and provide
public safety information.
Measurement # S
Develop and utilize a questionnaire for new Citizen Corps volunteers to complete for the purpose
of determining the effectiveness of advertising.
Budget
The Orange County Citizens Corp Council requests a total grant award. of $2,500.00 to fund the
inherent initiatives involved with such a council. Our budget entails printing costs, contractual
translation services, and meeting facilitation expenses.
It is envisioned that OC4 will develop and print informational materials related to the Citizen
Corps initiatives. These materials may include posters on available volunteer opportunities,
creating county specific emergency and family safety information, and information on the
Citizen Corps council. A comprehensive emergency preparedness book would be a primary goal
of the committee, with entries to prepare families for all manner of potential natural and
technological emergencies.
Orange County's non-english speaking population continues to increase at a rapid rate.
According to the 2000 U.S. Census, 11.9% of the county's population over 5 years of age
reported that they spoke a language other than English at home, and only 4.6% of that figure
reported being bilingual in English. To ensure that these non-english speaking citizens have
opportunities to participate, OC4 would like to enlist the services of a contractor(s) to provide
translation services for any publications that are developed. The initial focus will be on the
Spanish speaking populations, however, we would like to expand this as much as possible to the
other prominent language concentrations.
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Meeting facilitation expenses are expected to only be food costs as we plan to utilize county
owned meeting facilities. The majority of our meetings will not be food events, but we would
like to provide at least one meeting with lunch as a reward for the members' efforts.
Conclusion
Thank you for the opportunity to apply for this grant. We hope that this application, if funded,
will allow us to improve the citizen's ability to volunteer and make their community a safer
place.
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STATL OF NORTH CAROLINA
OFFICE OF THE GOVERNOR
ZO3OI,MAILSERVICECENTER•RALEIGH,NC27699-03OI ~;~!~ ~~ ~ L~~J.~
MICHAEL F. EASLEY
C~iOVERNOR July 25, 2UU3
Mr. Nick Waters
Orange County Emergency Management
PO Box 8181
Iiillsborough NC 27278
Dear Nick:
Yow proposal for a Citizen Corps Council development gent has been approved based on the
activities described in yow application. Please find enclosed your gent awazd check in the amount of
$2,500. The Period of Performance for this gent is July 15, 2003 through December 31, 2003. Yow
grant awazd number is CCCFY02S-0010.
Enclosed aze the following documents:
• Two copies of the gent guidelines. Please sign and date one copy and return it to me at the
address provided in the guidelines.
• Copy of the progammatic and fiscal reporting forms. A master copy of the reporting forms
will be forwazded electronically to all recipients.
On behalf of Governor Easley and the NC Commission on Volunteerism and Community Service, I
would like to congratulate you and your Citizen Corps Council. I look forwazd to working with you as
you develop yow local Council and help make your community, and its residents, safer and better
prepazed for disasters of any kind.
Very~ily yours,
Faye St ne
Director, NC Citizen Corps
:fs
Enclosures
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LOCATION: II6 WEST .TONES STREET • RALEIGH, NC • TELEPHONE: (9I9) 733-S8TI
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CITIZEN CORPS COUNCIL DEVELOPMENT
GRANT GUIDELINES
• The Period of Performance for this grant is July 15, 2003 through December 31, 2003.
• Requests for time extensions to the Period of Performance will not be considered.
• All grant funds must be spent or encumbered by December 31, 2003.
• The purpose of this grant is to increase the local level of effort to develop or enhance a
local Citizen Corps Council. Funds approved in this grant should be used to supplement
and shall not be used to supplant State or local funds dedicated to this effort.
• Moving funds totaling less than 10% of the approved total budget from one budget line
item to another will not require prior approval. Moving amounts greater than 10% of the
approved total budget requires prior written approval.
• No transfer of grant funds to agencies other than those identified in the approved proposal
shall be made.
• Durable equipment purchased with grant funds maybe retained by the subgrantee at the
end of the Period of Performance only if a written request is submitted to, and approved by,
the NC Commission on Volunteerism and Community Service. The request must state that
the equipment will continue to be used for the purpose for which it was purchased.
• Programmatic and fiscal reports will be due twice during the period of the grant. They
should be received in Raleigh no later than September 15, 2003 and December 15, 2003.
• FINAL CLOSE-OUT PROGRAMMATIC AND FISCAL REPORTS ARE DUE ON
JANUARY 31, 2004.
• Reports should be mailed to:
Faye Stone
Office of the Governor
NC Commission on Volunteerism and Community Service
0312 Mail Service Center
Raleigh NC 27699-0312
Address for hand-delivering reports:
116 West Jones Street
First Floor, Room 1184
Raleigh NC
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• Failure to sulimit reports as required may result in confiscation of remaining grant funds.
• Programmatic Reports should include a description of your Council's activities and
accomplishments, and outcomes that have taken place toward meeting the goals and
objectives of the grant proposal. Volunteer recruitment and sernnce activities should also
be included in the Rept~rt.
• Fiscal Reports should include a detailed description of grant funds spent (per line item)
during that reporting period, and the total spent (per line item) to date.
• All completed reports must be signed and dated.
Electronic submittal of completed reports will not be accepted.
Grant #
Awarded Amount
Name of Citizen Corps Council
Date Signed
Legal Applicant
Print/Type Signature
Upon receipt of the guidelines, please sign and date one copy and return it to:
Faye Stone, Office of the Governor, 0312 Mail Service Center, Raleigh NC 27699-0312
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