HomeMy WebLinkAbout03 - CC-3 - 2016 EMPG Program Allocation - 2/7/2017CITY COUNCIL AGENDA REPORT
MEETING DATE: February 7, 2017 ITEM NUMBER: CC -3
SUBJECT: 2016 EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) PROGRAM
ALLOCATION
DATE: January 19, 2017
FROM: POLICE DEPARTMENT — SUPPORT SERVICES DIVISION
PRESENTATION BY: LIEUTENANT KEITH DAVIS
FOR FURTHER INFORMATION CONTACT: LT. KEITH DAVIS (714) 754-5660
RECOMMENDATION:
1. Authorize the City Manager or his designee to execute the Agreement to Transfer
Funds for the 2016 Emergency Management Performance Grant (EMPG) Program
(Attachment 2).
2. Adopt Resolution No. 17- (Attachment 1), which authorizes the application for and
acceptance of funds under the Emergency Management Performance Grant (EMPG)
Program, and authorizes the City Manager or his designee to accept the EMPG
Program funds.
BACKGROUND:
The City of Costa Mesa has been participating in the Emergency Management
Performance Grant (EMPG) Program since 2001. The purpose of this program is to
encourage the development of comprehensive emergency management at the local
levels and to encourage the improvement of mitigation, preparedness, response, and
recovery capabilities for all hazards. The County of Orange is, and has been, the Grant
Recipient of the EMPG Program, with local municipalities being sub -grantees of the
EMPG Program.
The program provides minimal fiscal support for the City's efforts in emergency
management, disaster preparedness, training, and plans development.
Annually, the County of Orange, acting through the Sheriff -Coroner
Department/Emergency Management Department, in its capacity as the lead agency for
the Operational Area, applies for, receives, and accepts the EMPG Program funds from
the California Governor's Office of Emergency Services.
For the 2016 EMPG Program, the County of Orange is requiring an Agreement to
Transfer Funds to be signed by the City of Costa Mesa in order for the City of Costa
Mesa to receive the grant funds, in arrears, for reasonable and permissible expenditures
for grant purposes.
1
ANALYSIS:
The City puts forth a considerable effort by all departments in training, exercising, and
planning to ensure a state of readiness for emergencies and/or disasters. The EMPG
Program focuses on the area of multi -agency coordination in preparedness and training
for City employees and volunteers to support EOC activation during the time of major
emergencies and/or disasters.
The City has been awarded an amount not to exceed $17,794.00 in EMPG Program
funds for the fiscal year 2016. The 2016 grant funds will be used to purchase a free-
standing Smartboard and display cart, mini DVD writer, display adaptor, desktop mini
sec/dual vesa sleeve wireless mouse, and nine laptop computers dedicated to the City's
Emergency Operations Center (EOC). The augmentation of additional laptop computers
will provide EOC responders the necessary technology to prepare reports and have direct
connectivity with the Orange County Operational Area and jurisdictions within the City
(school districts, colleges/universities, and utility companies). The Smartboard will allow
for visual aid for mapping, connectivity to the on -scene responders, and plotting critical
information that will support the development of the EOC Action Plan. The grant will cover
the hardware, software, taxes, shipping and specific product training instruction. This
acquired equipment will support new technology requirements and provide improvements
to support emergency management.
ALTERNATIVES CONSIDERED:
The only alternative to consider would be not to participate in the EMPG Program. The
City must participate in activities required by the Program to be prepared for and assist
the community in mitigation, preparedness, response, and recovery efforts prior to and
after any major disaster and/or emergency.
FISCAL REVIEW:
This funding will be added to the FY 16-17 budget amounts during the mid -year report.
LEGAL REVIEW:
Legal has reviewed and approved these documents as to form.
CONCLUSION:
The adoption of this resolution and acceptance of the EMPG Program funds is
necessary to recover disaster related expenses for services rendered to mitigate,
prepare for, respond to and recover from situations occurring within the City of Costa
Mesa and receive assistance from the State of California.
A copy of the resolution and signed copies of the Agreement to Transfer Funds will be
forwarded to the County of Orange, Sheriff -Coroner Department/Emergency
Management Bureau, acting on behalf of the County of Orange in its capacity as the
lead agency for the Operational Area.
2
KE H DAVIS
Lieutenant
STEPHEN DUNIVENT
Interim Finance Director
THOMAS HATCH
CITY MANAGER
f L
ROBERT N. SHARPNACK
Chief of Police
THOMAS DUARTE
CITY ATTORNEY
ATTACHMENTS: 1 Resolution No. 17-
2 2016 EMPG Proaram — Agreement to Transfer Funds
3
ATTACHMENT 1
RESOLUTION NO. 17 -XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF COSTA MESA, CALIFORNIA, AUTHORIZING
APPLICATION FOR AND ACCEPTANCE OF FISCAL
YEAR 2016 EMERGENCY MANAGEMENT
PERFORMANCE GRANT (EMPG) PROGRAM
REIMBURSEMENT ALLOCATION, AND AUTHORIZING
THE CITY MANAGER TO ACCEPT PROGRAM FUNDS
THE CITY COUNCIL OF THE CITY OF COSTA MESA, CALIFORNIA DOES
HEREBY RESOLVE AS FOLLOWS:
WHEREAS, the California Governor's Office of Emergency Services ("Cal OES")
has made funds available through the Emergency Management Performance Grant
("EMPG") Program for the support of comprehensive emergency management and the
improvement of prevention, preparedness, mitigation, response and recovery
capabilities for all hazards; and
WHEREAS, the City of Costa Mesa wishes to participate in the EMPG Program
for the fiscal year 2016; and
WHEREAS, the County of Orange, a political subdivision of the State of
California ("County"), will transfer to the City of Costa Mesa EMPG Program grant
funds, in arrears, as necessary to reimburse the City of Costa Mesa for reasonable and
permissible expenditures for grant purposes; and
WHEREAS, the City of Costa Mesa has been awarded an amount not to exceed
$17,794.00 in EMPG Program funds for the fiscal year 2016.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Costa Mesa hereby approves the application for and acceptance of funds under the
EMPG Program and authorizes the City Manager or his designee to implement this
resolution.
PASSED AND ADOPTED this 7th day of February, 2017.
Katrina Foley, Mayor
ATTEST:
Brenda Green, City Clerk
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
APPROVED AS TO FORM:
Thomas Duarte, City Attorney
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY
CERTIFY that the above and foregoing is the original of Resolution No. 17 -XX and was
duly passed and adopted by the City Council of the City of Costa Mesa at a regular
meeting held on the 7t" day of February, 2017, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the
City of Costa Mesa this 7th day of February, 2017.
Brenda Green, City Clerk
2
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
ATTACHMENT 2
AGREEMENT TO TRANSFER FUNDS
FOR 2016 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM
THIS AGREEMENT is entered into this day of 20 , which date is
enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a political
subdivision of the State of California, hereinafter referred to as "COUNTY," and
a municipal corporation, hereinafter referred to as
"SUBRECIPIENT."
WHEREAS, COUNTY, acting through its Sheriff -Coroner Department, hereinafter referred to
as SHERIFF, in its capacity as the lead agency for the Operational Area, has applied for, received and
accepted the Emergency Management Performance Grant (hereinafter referred to as "the grant") from
the California Office of Emergency Services ("CalOES").
WHEREAS, the purpose of the grant is to support comprehensive emergency management at
the state, tribal and local levels and to encourage the improvement of prevention, protection, mitigation,
response and recovery capabilities for all hazards, as set forth in Attachment A hereto (FY2016
Emergency Management Performance Grants [EMPG] Notice of Funding Opportunity [NOFO]), which
is attached hereto and incorporated herein by reference.
NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
1. COUNTY shall transfer to SUBRECIPIENT grant funds, in arrears, as necessary to
reimburse SUBRECIPIENT for reasonable and permissible expenditures for the grant purposes. In
order to obtain grant funds, SUBRECIPIENT shall comply with the instructions and submit to SHERIFF
all required information and documentation, as set forth in Attachment B (EMPG City Financial
Management Forms Workbook), which is attached hereto and incorporated herein by reference.
2. Throughout their useful life, grant property and equipment shall be used by
SUBRECIPIENT only for grant purposes in accordance with Attachment A hereto.
3. SUBRECIPIENT shall exercise due care to preserve and safeguard grant property and
equipment from damage or destruction and shall provide regular maintenance and such repairs for grant
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security Pagc 1 of 4
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
property and equipment as are necessary, in order to keep said grant property and equipment
continually in good working order.
4. If grant property or equipment becomes obsolete, SUBRECIPIENT shall dispose of it
only in accordance with the instructions of COUNTY or the agency from which COUNTY received the
grant funds.
5. SUBRECIPIENT shall submit to the COUNTY grant program reporting documents and
information in accordance with requirements set out in the Attachment C (Emergency Management
Performance Grant Program: California Supplement to the Federal Program Funding Opportunity
Announcement; or, The State Guidance), which is attached hereto and incorporated herein by reference.
6. By executing this Agreement, SUBRECIPIENT agrees to comply with and be fully
bound by this Agreement and all applicable provisions of Attachments A, B, C, and D (Standard
Assurances for all CalOES Federal Grant Programs) hereto. SUBRECIPIENT shall notify COUNTY
immediately upon discovery that it has not abided or no longer will abide by any applicable provision of
this Agreement or Attachments A, B, C, or D hereto.
7. SUBRECIPIENT agrees to indemnify, defend and save harmless COUNTY and the
agency from which COUNTY received grant funds, and their elected and appointed officials, officers,
agents and employees from any and all claims and losses accruing or resulting to any and all contractors,
subcontractors, laborers, and any other person, firm or corporation furnishing or supplying work,
services, materials or supplies in connection with SUBRECIPIENT's performance of this Agreement,
including Attachments A, B, C, and D hereto, and from any and all claims and losses accruing or
resulting to any person, firm, or corporation who may be injured or damaged by SUBRECIPIENT in the
performance of this Agreement, including Attachments A, B, C, and D hereto.
8. No alteration or variation of the terms of this Agreement shall be valid unless made in
writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or
agreement not incorporated herein shall be binding on any of the parties hereto.
9. SUBRECIPIENT may not assign this Agreement in whole or in part without the express
I written consent of COUNTY.
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security
Page 2 of 4
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
10. SUBRECIPIENT shall provide to COUNTY all records and information requested by
COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be
required to provide to the agency from which COUNTY received grant funds or other persons or
agencies.
11. For a period of three years after the final Federal Financial Report hereunder or until all
claims related to this Agreement are finally settled, whichever is later, SUBRECIPIENT shall preserve
and maintain all documents, papers and records relevant to the work performed or property or equipment
acquired in accordance with this Agreement, including Attachments A, B, C, and D hereto. For the
same time period, SUBRECIPIENT shall make said documents, papers and records available to
COUNTY and the agency from which COUNTY received the grant funds or their duly authorized
representative(s), for examination, copying, or mechanical reproduction on or off the premises of
SUBRECIPIENT, upon request, during usual working hours.
12. SUBRECIPIENT and COUNTY shall be subject to examination and audit by the State
Auditor General with respect to this Agreement for a period of three years after the final Federal
Financial Report hereunder.
13. COUNTY may terminate this Agreement and be relieved of the payment of any
consideration to SUBRECIPIENT if a) SUBRECIPIENT fails to perform any of the covenants
contained in this Agreement, including the applicable terms of Attachments A, B, C, and D hereto, at the
time and in the manner herein provided, or b) COUNTY loses funding under the grant. In the event of
termination, COUNTY may proceed with the work in any manner deemed proper by COUNTY.
14. SUBRECIPIENT and its agents and employees shall act in an independent capacity in
the performance of this Agreement, including Attachments A, B, C, and D hereto, and shall not be
considered officers, agents or employees of COUNTY or SHERIFF or of the agency from which
COUNTY received grant funds.
15. By signing this Agreement, SUBRECEIPIENT understands and agrees that:
a. Failure to follow grant guidance, including those detailed below, will result in
ineligibility for any reimbursement under the FYI 6 EMPG:
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security Page 3 of 4
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
b. A SUBRECIPIENT representative must attend half of the Orange County Emergency
Managers Organization meetings held from July 1, 2016 through June 30, 2017;
c. SUBRECIPIENT must maintain National Incident Management System (NIMS)
compliance;
d. For any personnel whose salary is charged to the grant, that specific individual must
meet the training and exercise requirements set forth in the grant guidance; and
e. Only those expenditures specifically detailed in the Financial Management Forms
Workbook are approved for funding; any changes must be pre -approved by the
California Office of Emergency Services.
IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange,
State of California.
DATED: , 20 COUNTY OF ORANGE, a political subdivision
of the State of California
APPROVED AS TO FORM
COUNTY COUNSEL
By
Wendy J. Phillips, Senior Deputy
DATED: , 20
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security
By
Sheriff -Coroner
"COUNTY"
SUBRECIPIENT
.0
ATTEST:
City Clerk
DATED:
Page 4 of 4