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Home My WebLink AboutCOM 0108.024 2022-2024.,.114 OF 00. 0 • Mitchell D. Roth • Mayor • # A 10 04A Deanna S. Sako 0;V4P;o Managing Director -low (IT U �x�t Robert H. Command CIVILDeputy Managing Director CIVIL DEFENSE AGENCY 920 UlUlani Street * Hilo, Hawai'l 96720-3958 (808) 935-0031 DATE: February 13, 2024 Talmadge J. Magno Civil Defense Administrator TO: Heather Kimball, Council h it and Council Members FROM: Talmadge Magno, Civ* efe Ad istrcitor RE: FINAL REPORT Name of Grant Program: FY22 Emergency Management Performance Grant Program (EMPG) Federal or State Grantor: State of Hawaii, Department of Defense, Hawaii Emergency Management Agency/Department of Homeland Security, Federal Emergency Management Agency County Grantee Department or Agency: Hawaii County Civil Defense Agency Grant No. (IF KNOWN): EMF-2022-EP-00006-04 Amount of Grant: $225,000.00 Amount of County Match: $225,000.00 County Revenue Account Number: 3301.09 Grant Period (Commencement & Completion): 7/1/22-12/31/23 Goals: To support a comprehensive emergency management program able to respond to natural and human -caused hazards, homeland security - related incidents, and other emergencies that may threaten the property, safety, and well-being of the citizens, communities, and the environment. Objectives: • Maintain current operations (MCO) Provide for the daily monitoring, planning, and response to events and alerts. Client services and planning. • Comprehensive Emergency Management Plan (CEMP): Covers the full spectrum of emergency Comm. 0')io.' • Ref. To: Hawal'i County is an equal opportunity provider and employer Ref. Date - EEB 0 24. Outcomes or Results: programs to include client services, planning, and capacity building. • Threat and Hazard Identification and Risk Assessment (THIRA) Phase 1-III ID: Threats, Hazards Description - planning focus. • Community Engagement: Identify vulnerability/consequences; focus client services and planning. • Continuity of Operations Plan (COOP): Conduct COOP workshops with all departments to update their COOP, full spectrum -focus client services, planning and capacity building. • Update County Code Chapter 7: Collaborate with County Council members update to reflect HRS 127A; Client services and planning. • Maintained Current Operations (MCO): Maintained operations and situational awareness for response and preparedness planning. Responded to and supported multiple incidents. • Comprehensive Emergency Management Plan (CEMP): Document completed and is fully accepted through a unanimous vote by the County Council. • Threat and Hazard Identification and Risk Assessment (THIRA) Phase I -III: sent out surveys to departments w/minimal returns, EOC partially activated multiple events. • Community Engagement: Participated in 8 Town Hall Community Outreach sessions; 3 CERT trainings and refreshers; Attended and provided tables at the Revitalize Puna recovery event. • Continuity of Operations Plan (COOP): Training cadre certifications completed. Coordinating funding for train -the -trainer course to facilitate County COOP development. • Update County Code Chapter 7: Completed in last quarter. �E .0.F..�!q�. MAJOR GENERAL KENNETH S. HARA ,gs9'••..y JOSH GREEN, M.D.°`° u a �' �.a -•• �' ° DIRECTOR OF EMERGENCY MANAGEMENT GOVERNOR s KE KIA`AINA x. = JAMES DS. BARROS °• +-± ADMINISTRATOR OF EMERGENCY MANAGEMENT PHONE (808) 733-4300 FAX (808) 733-4287 STATE OF HAWAH KA MOKUAINA O HAWAH DEPARTMENT OF DEFENSE KA `OIHANA PILI KAUA OFFICE OF THE DIRECTOR OF EMERGENCY MANAGEMENT 4204 DIAMOND HEAD ROAD HONOLULU, HAWAH 96816-4495 January 31, 2024 Mr. Talmadge Magno Administrator Hawai `i County Civil Defense Agency County of Hawai i 920 Ululani Street Hilo, Hawai `i 96720 Dear Mr. Magno : Subject: Grant Sub -Award Closeout FY2022 Emergency Management Performance Grant (EMPG) EMF-2022-EP-00006-04 The Hawaii Emergency Management Agency (HI-EMA) received HCCDA's FY2022 EMPG closeout report on January 30, 2024. Below is a summary of your grant sub -award costs: Total sub -award funds authorized: $225,000.00 Total sub -award funds distributed: $225,000.00 De -obligated balance of sub -award funds: $0.00 All financial and substantive reporting requirements for this grant have been met, the grant is now closed, and the official file has been placed in inactive status in accordance with general closeout principles and guidance provided in 2 CFR §200.344. A final cost review of the grant has been completed, and the final costs were determined to be reasonable and justified. All grant actions have been completed with no pending bills or claims. HCCDA shall retain all grant -related materials, both programmatic and financial, and allow access to all records relating to this agreement and funded projects for a period of at least six (6) years following final payment and closure of the grant under the abovementioned agreement. Despite the minimum federal retention requirement of three (3) years, the more stringent state requirement of six (6) years must be followed. If any litigation, claim, negotiation, audit, or other action involving the records has been started before the expiration of the three (3) year period, the records must be retained until the completion of the action and resolution of all issues that arise from it or until the end of the regular three (3) year period, whichever is later. Should you have any questions regarding this closeout, please contact HI-EMA's Grant Management Team at dod.hiema.grants (c��r hawaii.gov. Sincerely, James DS. Barros Administrator of Emergency Management c: HI-EMA Grants iv CW Mkichell D. Roth Deanna S. Sako Ih-Viaging Dire cfor Gaunfig laf Robot H. Command �ftufixnu CIVIL DEFENSE AGENCY Depiit� Alaria,ving Director 920 (1ulant Street * Hilo, Hawaii 96720-3958 (808) 935-003 t January 31, 2024 James Barros Administrator of Emergency Management Hawaii Emergency Management Agency 4204 Diamond Head Rd. Honolulu, HI 96816-4495 Subject: Hawaii County Civil Defense Agency's FY22 EMPG Final Narrative Dear Mr. Barros, Talmadge J. Magno CA it Defense Administrator Please accept this letter as Hawaii County Civil Defense Agency's official closeout report for the Emergency Management Performance Grant Program (EMPG) Period of Performance from July 1, 2022, to December 31, 2023, As a subrecipient, a total of $225,000.00 in federal funding was awarded to the Hawaii County Civil Defense Agency and matched with County funds, to complete objectives contained in our EMPG 1~Y22 Work Plan Application. This package outlines the final status of objective accomplishments that were included in the approved EMPG FY22 Work Plan Application. Should you have any questions or require additional information, please feel free to contact Ms. Bliss Kato, Admin. Svcs. Asst. at 808-935-0060. l e Sin in T ra almad/Mag, no Civil Defense Admi rator Page 1 of 3 EMPG Close-out package Hawaii County is an equal opportunity provider and employer EMPG FUNDED OBJECTIVE ACCOMPLISHMENTS The following are accomplishments utilizing FY22 EMPG funds i.e. planning, training and/or exercise, created/updated EOP and/or recovery plan etc.: • Maintained Current Operations (MCO): Maintained operations and situational awareness for response and preparedness planning. Responded to and supported multiple incidents. 0 Comprehensive Emergency Management Plan (CEMP)- Document completed and is fully accepted through a unanimous vote by the County Council. • Threat and Hazard Identification and Risk Assessment (THIRA) Phase WIL sent out surveys to departments w/mInimal returns, EOC partiailly activated multiple events. • Community Engagement: Participated in 8 Town Hall Community Outreach sessions; 3 CERT trainings and refreshers; Attended and provided tables at the Revitalize Puna recovery event. • Continuity of Operations Plan (COOP): Training cadre certifications completed. Coordinating funding for train - the -trainer course to facilitate County COOP development. • Update County Code Chapter 7: Completed in last quarter. Page 2 of 3 EMPG Close-out package m s m 9 = ri -< -0 CD 0 (n cr CD cr CD cr CD CL w r. #a* "-ON u� rb cl. M C7 J—. C CD dpi C=7/ :3 CD CL CD CD = pop =r CL ::7.1 CD CL cn cr Ln m CD 0 rL 0.0 mmmw CL to vow 'o-, Ln fdNW ('j "air CL CD r CD CL its ri ri CL 0 0 ,a0 CD ;z I< 0 0 0 m Hawaii Emergency Management Agency Subrecipient Quarterly Report GRANT INFORMATION FY: 12022 Grant Program: Emergency Management Program Grant Subrecipient Grant #; EMF-2022-EP-00006 Period of Performance: W 10/1 /23 To: 12131 /23 Reporting Period End Date: 112131le-o I Subrecipient Name: Hawaii County Civil Defense Agency Point of Contact: Talmadge Magno Title: Civil Defense Administrator Phone Number: 808-935-0031 Email: Talmadge.Magno@hawaiicounty.gov W- Check this box if this is a Closeout/Final Report ---womPERFORMANCE PROGRESS REPORT Short Project Description/Prioroties - Describe the purpose and goals of the project and identify whether the grant°s primary focus is client services, planning, and/or capacity building. This narrative should not change throughout the period of the grant unless the sow changes, List any approved modifications that occurred during the quarter, if applicable. - MCO Maintain current operations. Provide for the daily monitoring, planning, and response to events and alerts. Client services and planning - CEMP Covers the full spectrum of emergency programs to include cl;ent services, planning, and capacity building. - THIRA Phase 1-1I1lit Threats, Hazards Descripuon-planning focus. - Community engagement ID vulnerability? consequences, focus cl ent services and planning - COOP ConductCOOP workshops with ail departments to update their COOP, fui:. spectrum focus client services, planning and capacity building - update County Code Chapter 7 Collaborate with County Council members update to renect HRS 127A; Client services and planning. Project Status - Describe your progress in meeting the defined project goals within the most recent quarter: - MCO-. Maintained operations and situational awareness for response and preparedness planning. Responded to and supported multiple incidents,. • CEMP: Document completed and is fully accepted through a unanimous vote by the County Council. - THIRA Phase #-III. Sent out surveys to departments wfrninirnal returns, Ea+C partially activated multiple events. - Community Engagement: Participated in 8 Town Hall Community outreach sessions, 3 CERT trainings and refreshers; Attended and provided tables at the Revitalize Puna recovery event, • CoOP< Training cadre certifications completed. Coordinating funding for train -the -trainer course to facilitate County COOP development, - Update county Code Chapter 7; Completed in fast quarter, Have there been changes to the Subrecipient's program that may have an impact on the distribution of funds by program, discipline or category? {done. What was or what will be accomplished that impacts or improves preparedness, readiness and response, such as training or exercises conducted in the last quarter? Through multiple focused community meetings throughout the island, CERT trainings, and planning meetings for tsunami, wildfire and volcanic eruptions; improved preparedness and support for operations are anticipated. Active participation in long range planning involving the County General Plan update have/will provide disaster mitigation information into the document to stapport preparedness and initiate the rewrite of the Multi Hazard Mitigation Plan. Hawaii Emergency Management Agency Subreciplent Quartedy Report FINANCIAL PROGRESS REPORT -------- FEDERAL $ 225,000.00 Total Federal Grant/ Contract $ 225,000.00 Awarded -- Total subrecirpient share required $ 225,000.00 Federal share of expenditures $ 225,000.00 Subrecipient share of expenditures 0.00 $ Balance of Federal Funds 0.00 $ Remaining subreciplent share to be provided Identify any budget adjustments that were needed: Subrecipient hereby certifies to the Hawaii Emergency Management Agency that the data reported is c-orrect and support documentation is available or has been submitted. Signature: Date: Print Name/Title:- 1/31/24 Talmadge C ministrator _J! gno - [(A) --- 0 HIEMA Subrecipient Reimbursement Request Cover Sheet Subrecipient Name: Hawaii County Civil Defense Agency Submission Date: 1/31/24 Grant Number: EMF-2022-EP-00005 Reimbursement Period: October 2023 • December 2023 Award Amount: $ 225,000.00 Match Required: $ 225,000.00 Previous Reimbursements Total: $ 225,000.00 Previous Match Total: -$ 225,000.00 Award Remaining: $ 0.00 Hatch Remaining: $ 0.00 Expense Category Reimbursable Amount Match Total October 2023 Employee Salary $ 0.0 $ 0.00 $ 0.00 November 2023 - Employee Saiary $ 0.00 $ 0.00 � 0.00 December 2023 Employee Salary $ 0.00 � 0.00 $ 0.00 $ $ 0.00 $ 0.00 $ 0.00 $ $ 0.00 $ $ 0.00 0.00 $ $ $ 0.00 $ 0.00 $ $ 0.00 $ $ 0.00 $ $ 0.00 $ $ $ 0.00 $ $ $ 0.00 Period Totals $ 0.00 N 0.00 $ 0.00 Project Totals $ 225,000.00 $ 225,000.00 $ 450,000.00 By signing below, subrecipient hereby certifies the expenses and coinciding proof of payment documents contained herein were not previously requested for reimbursement, are true ,and accurate, and are supported by prior approval or are within the approved budget. It is understood that failure to receive prior approval or billing for unallowable charges may result in non-payment or recovery of funds. HI-EMA is not responsible for calculation errors, it is the responsibility the subrecipient to check the totals on this form. Signature: .,y For Hi-EMA use only, goods/Svs e d in Satisfactory Condition: ate Goods/Svs Rec'd: . Grants Specialist Review: � Date Invoice Rec:'d: Fiscal Review: Grant #. Date Sent to DoD Fiscal: S: YP APP Cc ACC'