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Home My WebLink AboutCOM 0026.000 2002-2004 wrr or , M Harry Kim ~'`Y, ~ William Takaba • Jrg~ Muy~or ; ~ Direc(ar • Nancy E. Crawford ~ Depu(y Direc(or t~ Oi•M~~ County of Hawaii Finance Department 25 Aupuni Street, Room 118 • Hilo, Hawaii 96720 (ROR)961-8234 • Fax (808)961-8248 ..1 December 2, 2002 ; Honorable James Arakaki, Chairperson and , Members of the County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Operating Budget The Hawaii County Local Emergency Planning Committee (LEPC), created by the County of Hawaii, and whose funds are administered through the Hawaii County Fire Department, has received a grant totaling $31,200 for the preparation and annual update of their Hawaii County Emergency Response Plan. The funds come from the Hawaii State Emergency Response Commission (HSERC) and from the U.S. Department of Transportation Hazardous Materials Emergency Preparedness Planning Grant, through the State Civil Defense. Enclosed is a resolution authorizing the Mayor to enter into a Memorandum of Agreement with the Hawaii State Emergency Response Commission and State Civil Defense. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $31,200 LEPC Grant. If there are any questions, please do not hesitate to call the Fire Department. ~/7 William Tak ba Director of Finance APP VE Harry Ki Mayor Comm. No• Enc. ]ZPS. i'f-~~~ f3.U ID File No. cc: Fire Ref. To:~ Ref. Date DEC 5 200E Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: FIRE DATE: November 15, 2002 STAFF CONTACT: Gerald Makino PHONE: 969-7912 A. REQUEST: Prepare a resolution to approve the memoranda of agreement for establishing the framework for the funding of the project to update the Emergency Response Plan of the Hawaii County Local Emergency Planning Committee (LEPC) . Prepare a complementary ordinance as follows: 010-221-5221.32-115 Local Emergency Planning Committee -Misc. Contractual Services $31,200 3302.53 Federal Grants -Local Emergency Planning Committee 24,960 3305.18 State Grants -Local Emergency Planning Committee 6,240 B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED)' The Hawaii Emergency Planning and Community Right-to Know Act, HRS 128E and the agreement between the Hawaii State Emergency Emergency Response Commission (HSERC) and LEPC, require the preparation and annual update of the local emergency response plan by each County LEPC. The subject memoranda establish the funding sources and protocols to accomplish these tasks. Two memoranda were issued by HSERC, one for $17,000 and the other for $14,200, corresponding to the last and present fiscal periods. Funding shall be provided 20% by HSERC, and 80% by the Department of Transportation Hazardous Materials Emergency Preparedness (HMEP) Planning Grant through the State Civil Defense (SCD). The County LEPC is contracting the services to the Research Corporation of the University of Hawaii (RCUH),providing oversight and payment to the contractor; and providing progress reports and reimbursement invoices to HSERC and SCD. NOV 2 P 7~f17 SIGNED: DATE: Department Head GRANT SUMMARY (Su lement to B-52, Re uest for Council Action T e of Grant A ro riation bein re uested: ew or an additional a ro riation X New (for this fiscal year period). OR ? Additional appropriation (to an existing grant); Is a draft agreement attached? Has the original grant notification been transmitted to X Yes ? No Council? ? Yes ? No Name of Grant Program: Hawaii County Emergency Response Plan Grantor: Hawaii State Emergency Response Comm. (HSERC) - 20%, Dept of Transportation - 80% County Grantee Department or Agency: Hawaii County Fire Department County Grantee Contact Person: Gerald Makino Phone Number: 9697912 Amount of Grant: $31,200 Grant Period (Commencement & Completion): August 10, 2001 to Completion of Project Purpose of Grant: Prepare and update the Hawaii County Emergency Response Plan County Match required?: ? Yes X No If yes, Matching Amount? Budgeted in account# In-kind? Explain: Explanation: County's personnel requirements: Amount of new position(s)? Qty: Permanent: ? Temporary: Duration: Full-time: ? Part-time: Time Element: Qty: Contractual: ? Explain: Explanation: Additional Comments about Grant: B-52 Grant Summary Forth Memorandum of Agreement between the Hawaii State Emergency Response Commission, Hawaii State Civil Defense, and the Hawaii County Local Emergency Planning Committee Purpose and Scope This Memorandum of Agreement (hereinafter "MOA") establishes a cooperative framework for the funding of the project to update the Emergency Response Plan of the Hawaii County Local Emergency Planning Committee (hereinafter "Hawaii County LEPC"), as approved by the Hawaii State Emergency Response Commission (hereinafter "HSERC"). Authority The Hawaii Emergency Planning and Community Right-to-Know Act, Hawaii Revised Statutes 128E and the MOA between the HSERC and each Local Emergency Planning Committee (hereinafter "LEPC") require the preparation and annual update of the local emergency response plan by each LEPC. Funding Protocols The total cost of the project is anticipated to be $14,200 to evaluate and update the Hazard Assessment portion of the Hawaii County LEPC plan that will provide an assessment of emergency response capabilities for hazardous materials releases. The HSERC approved the funding of which twenty percent (20%) or $2,840 shall be provided by the HSERC and eighty percent (80%) or $11,360 shall be provided by the Department of Transportation Hazardous Materials Emergency Preparedness (HMEP) Planning Grant through the State Civil Defense (SCD). The Hawaii County LEPC shall invoice the respective State Departments for not more than the amounts stated above in accordance to the schedule of payments as provided in the contract for the Project. Any allocated funds that are not expended shall be reimbursed to the respective State Departments at the twenty percent (20%) and eighty percent (80%) proportion. Any expenditures beyond the above stated $2,840 and $11,360 shall be the responsibility of the Hawaii County LEPC. Guidelines The Hawaii County LEPC is responsible for the following: • Selection of a qualified consultant for the Project. • Provide contract oversight and ensure "Scope of Services" is being accomplished in accordance with the contract. • Provide payment to the consultant for services rendered. Provide invoices to the HSERC and SCD. • Follow all necessary procurement procedures. • Provide progress reports and expenditures to the HSERC and SCD. • Provide a written final report and expenditures to the HSERC and SCD, • Provide the HSERC and SCD with proof of payment to the consultant. The HSERC is responsible for the following: Provide twenty percent (20%) funding of HSERC-approved projects to the Hawaii County LEPC upon receipt of invoice for consultant services. The SCD is responsible for the following: Provide eighty percent (80%) funding for HSERC approved projects to the Hawaii County LEPC upon receipt of invoice for consultant services. Sixty percent (60%) of the SCD funding shall be paid when the project is 80% completed. The remaining twenty percent (20%) shall be paid upon completion of the project. Oversight The Hawaii County LEPC is responsible for utilizing the subject funding for the purposes of completing the Project. The Hawaii County LEPC shall provide written documents produced by the Project consultant to the HSERC and SCD upon request, The Hawaii County LEPC is responsible for submitting a written Project summary along with each invoice, describing the progress and work accomplished during that work period, and will provide a written progress report at each meeting of the HSERC. Amendments and Effective Date This MOA may be amended by agreement of each signatory. This MOA will remain in effect until completion of the Project. This MOA is effective upon signing by the HSERC Chair, the Vice Director of State Civil Defense, the Hawaii County Fire Department Fire Chief, and the Chair of the Hawaii County LEPC. Gary Gill Date Chair, Hawaii State Emergency Response Commission Edward T. Teixeira Date Vice Director of Civil Defense Darryl Oliveira Date Fire Chief Hawaii County Fire Department ti- ~ GL _/I ~ J hn E. Bowen Date Chair, Hawaii County Local Emergency Planning Committee APPROVED AS TO FORM: Deputy Attorney General, State of Hawaii Date APPROVED AS TO FORM AND LEGALITY: Deputy Corporation Counsel, County of Hawaii Date Memorandum of Agreement between the Hawaii State Emergency Response Commission, State Civil Defense, Oahu Civil Defense Agency and the Hawaii County Local Emergency Planning Committee Purpose and Scooe This Memorandum of Agreement (hereinafter "MOA") establishes a cooperative framework for the funding of the project to update the Hawaii County Local Emergency Planning Committee (hereinafter "Hawaii County LEPC"), as approved by the Hawaii State Emergency Response Commission (hereinafter "HSERC") at its meeting on August 10, 2001. Authority The Hawaii Emergency P?anning and Community Right-to-Know Act, Hawaii Revised Statutes 128E and the MOA between the HSERC and each Local Emergency Planning Committee (hereinafter "LEPC") require the preparation and annual update of the local emergency response plan by each LEPC. Funding Protocols The total cost of the project is anticipated to be $17,000 to update the Hazard Assessment portion of the Hawaii County LEPC plan that will provide an assessment of off-site risks associated with chlorine and anhydrous ammonia. The HSERC approved the funding of which twenty percent (20%) or $3,400 shall be provided by the HSERC and eighty percent (80%) or $13,600 shall be provided by the Department of Transportation Hazardous Materials Emergency Preparedness (HMEP) Planning Grant through the State Civil Defense (SCD). The Hawaii County LEPC shall invoice the respective State Departments for not more than the amounts stated above in accordance to the schedule of payments as provided in the contract for the Project. Any allocated funds that are not expended shall be reimbursed to the respective State Departments at the twenty percent (20%) and eighty percent (80%) proportion. Any expenditures beyond the above stated $3,400 and $13,600 shall be the responsibility of the Hawaii County LEPC. Guidelines The Hawaii County LEPC is responsible for the following: • Selection of a qualified consultant for the Project. • Provide contract oversight and ensure "Scope of Services" is being accomplished in accordance to the contract. 9•a'1•oa•• Dv. (~ou~cv~, ~ yoslnidko,'~if<aJ, ~i'jfi '1 MOA Page 2 • Provide payment to the consultant for services rendered. • Provide invoices to the HSERC and SCD. Follow all necessary procurement procedures. • Provide progress reports and expenditures to the HSERC and SCD. • Provide a written final report and expenditures to the HSERC and SCD. Provide the HSERC and SCD with proof of payment to the consultant. The HSERC is responsible for the following: Provide twenty percent (20%) funding of HSERC approved projects to the Hawaii County LEPC upon receipt of invoice for consultant services. The SCD is responsible for the following: Provide eighty percent (80%) funding of HSERC approved projects to the Hawaii County LEPC upon receipt of invoice for consultant services. Sixty percent (60%) of the SCD funding shall be paid when the project is 80% completed. The remaining twenty percent (20%) shall be paid upon completion of the project. Oversight The Hawaii County LEPC is responsible for utilizing the subject funding for the purposes of completing the Project. The Hawaii County LEPC shall provide written documents produced by the Project consultant to the HSERC and SCD upon request. The Hawaii County LEPC is responsible for submitting a written Project summary along with each invoice, describing the progress and work accomplished during that work period, and will provide a written progress report at each meeting of the HSERC. Amendments and Effective Date This MOA may be amended by agreement of each signatory. This MOA will remain in effect until completion of the Project. MOA Page 3 This MOA is effective upon signing by the HSERC Chair, the Vice Director of State Civil Defense, the Hawaii County Fire Department Fire Chief, and the Chair of the Hawaii LEPC. r ~V%~' Gary Gill Date Chair, Hawaii State Emergency Response Commission Edward T. Teixeira Date Vice Director of Civil Defense Al1G 12002 rryl liveira Date Fire Chief, Hawaii County Fire Department SEP 5 2002 r~/ J n E. Bowen Date Chair, Hawaii Local Emergency Planning Committee APPROVED AS TO FORM: Deputy Attorney General, State of Hawaii Date APPROVED AS TO FORM AND LEGALITY: Deputy Co oration Counsel, Hawaii County of Hawaii Date