HomeMy WebLinkAboutAgenda - 08-19-2008- 4kkORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: August 19, 2008
Action Agend~
Item No. ll....~~..
SUBJECT: Acceptance of 2008 Emergency Management Performance Grant (EMPG)
DEPARTMENT: Emergency Services
PUBLIC HEARING: (Y/N) 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 fora 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.
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North Carolina Department of Crime Control and Public Safety
Division of'Emergency Management
Michael F' Easley, Governor H.. Douglas Hoell, Tr, Director
Bryan E Beatty, Secretary
MEMORANDUM
TO: Local Emergency Management Coordinator
FROM: H. Douglas Hoeil, Jr•., Directoz,'~~`''''~"`'
DATE: .June I9, 2008
SUBJECT: 2008 EMPG Annual Awazd Gz~ant and Cost Report
By this memorandum I am providing for signature the 2008 Emergency Management Perfozmance
Grant Annual Gz~ant Award and Cost Report. The Annual Grant Awaz•d document identifies the activities,
and completion dates, to be met fox this funding award. The Cost Report identifies the 50°lo Federal funds
awazded to ,your county and the 50% local match requirement.
The Cost Report z~eflects; 1}the Baseline Amount, which should be applied to a county EM
Du~ector's salazy; 2}the Supplemental Amount over the Baseline Amount, to enhance your County
Emergency Management capabilities, and 3) any deductions for Satellite Commutucations (SATCOM}
charges.,
The az~e two primazy matching souz•ces, 1} 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
Iimited to the valuation of in-kind services; something received or pzovided that does not have a cast
associated with it.
Provide ozigizlal signatuz~e copies of'the Annual Gz~ant Awazd and Cost Repozts to your appropriate
NCEM Field blanch Office no latex than December .31, 2008. The Division will submit the verified Cost
Report to the Department of Czime Control and Public Safety to ensuxeyouz grant award is reimbuxsed in
a timely mannez•.
MAILING ADDRESS: LOCATION:
4713 Mail Service CentcT ] 16 W cones Sweet
Raleigh, NC 27694-47]3 wwrvNCCrtmeCantrol.org Raleigh NG 27603-1135
Telephone: 919-733-3867 An Equal Opportunity/Affirmative Action Employer Fax: 9I9=733-5406
JU~1 2 "~ Z~~~
H .Douglas Hoell, Jr..
Di~•ector
dune i 9, 2008
Page 2
Questions should be directed to you NCEM Area Coordinator..
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North Carolina Department of Crime Control and Public Safety
Division of Emergency Management
4793 Mait 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
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 September 15.2008;
Initiate development of a jurisdiction-wide system to creden#ial 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 75.2008;
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 FederallState EMPG Grant: $51,824..80
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 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: 11S West Jones Street • Raleigh, NC 27603-1135 • (919) 733-3867
An Equal OpportunitylAffirmative Action Employer
Page 1 of 5
~~
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 participan# must be established as an Emergency Management agency by appropriate or
county resolution/ordinance;
• The county must have afull-time orpart-time (at least 50%) Emergency Management Program
Director,
Match Requirement: FY 2008 EMPG funding to locals requires a match requirement of 50%
Federal and 50% 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. "In-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..
^ Fife 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 requiremen#;
^ 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 al! taxes.
Warran As an independent Gran#ee, 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
Sites. This Agreement shall be governed by the taws 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, properly executed on behalf of the Grantee, to the Division of Emergency Management.,
Accepted for the Grantee
Print Name
Signature
Title
Date
County of
Accepted for the Grantor
H Douglas Hoell, Jr ,Director
North Carolina Division of Emergency Management
Date
Gerald A Rudisill, Jr., Chie# Deputy Secretary
Department of Crime Control and Public Safety
Date
Bennie Aiken, Con#roller
Department of Crime Control and Public Safety
Date
Page 3 of 5
2008 ~uartarly Or_tivitiac Rannrt
Qtr Qtr Date % Activity
9/3Q 12/30 Com leted Com leted
2008.1 Identified local planning activities that were worked on during the year. Indicate in this space valid
Tannin activities com leted b December 31 2008:
2008.2 U ted the 2008 NIMSCAST onfine b Se tember 15 2008
2008.3 Initiated development of a jurisdiction-wide system to credential emergency managementlresponse
personnel to enswe proper authorization and access to an incident mcluding those involving mutual aid
a ements and/or assistance agreements b Se tember 15 2008
2008.4 New EM personnel completed the NIMS Awareness Course: National Incident Management System
IMS , An Introduction 5-700 b December 3i 2008
2008.5 New EM personnel completed the (IS-800) The National Response Framework (NRF) Course by
December 31 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 structwe by
December 31 2008
2008.7 Each county by December 31.2008 should have completed the followmg:
^ Updated and incorporated NIMS into 2008 Emergency Operations Plans (EOP) and provide an
electronic f le of your 2008 County EOP to your Branch office and the NCEM I&P Section Chief,
Gazy Faltinowski at gfaltinowski(u?,ncem.org;
^ Revised and updated plans and SOPS to incorporate NIMS components, principles and policies, to
include planning, training, response, exercises, egiupment, 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;
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^ 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 (CROP) and develops a written plan for distribution of resources from the CROP
• to the county. County must provide electronic copy of plans to the NCEM Logistics Chief, Steve
Sloan at ssloan ,ncem.org;
^ Updated yow written summary of shelter plans to include housing genera! populations of evacuees,
special populations of evacuees, (special populations would include residents of hospitals, nursing
homes, assisted Iivin facilities, and home health atients and et shelterin .
Page 4 of 5
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 foam of a table-top, functional or full scale
activity. Exercise activity should be coordinated with your appropn7ate 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
XS s stem b 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 Shelters}, 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
[.ast modified s/41o8
Page 5 of 5
STATE OF NORTH CAROLINA ~ `~
DEPARTMENT OF CRIME CONTROL AND PUBLIC SAFETY
Grantee:
Address:
Federal ID No.:
Account No..:
Grant Period:
Project:
Division of Emergency Management
PhysicaE Address: 116 West Jones Street. Raleigh. NC 27603-1300
Melling Address: 4713 Mail Service Center. Raleigh NC 27899-47'13
COST REPORT -FISCAL YEAR 2008 =~~~~~~~
EMERGENCY MANAGEMENT
PERFORMANCE GRANT
ORANGE COUNTY EMERGENCY MANAGEMENT
PO BOX 8181
HILLSBOROUGH NC 2'72'78-
56-6000327-A
4701-53 692000008-1510512
10/01/07 - 09/30/09
EMPG
Grant File No: EMPG-2008-37135 Branch: Central
Funding
Wor[csheet 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 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% FederaUState Annual Grant Award Amount + 50%
Local Match Amoun# - SATCOM Deductions., SATCOM Deductions are from May 1, 2007 to April 30, 2008 and
reflect additional charges aver the base amount per month..
Certlflcatlon:
I certify the above are correct, based on grantee's oftiaal 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 Date
ORANGE COUNTY EMERGENCY MANAGEMENT Authorized Signature
Division of Emergency Management Assistant Director's Approval Signature
Department of Crime Control and Public Safety Controller's Office Approval
Date
Date
Date
Printed: 6/18/20081:58:24 PM