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HomeMy WebLinkAboutCOM 0148.000 2002-2004 ~<v o~ Aarry Kim ~ William Takaba ' ~dw~ Mnyar Direr(or Nancy E. Crawford ~i' : • De ut ° Director ~~I Ol:M':~1 y County of Hawaii Finance Department 25 Aupuni Street, Roam 118 • Hilq Hawaii 96720 (808)961-8234 • Fax (808)961-8248 February 20, 2003 Honorable James Arakaki, Chairperson and Members of the County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Operating Budget The State of Hawaii Department of Defense, State Civil Defense has authorized a $63,544 All Hazards Emergency Operations Planning Grant to the Hawaii County Civil Defense Agency. The funds will be used to update the County's Emergency Operation Plan for all hazards with special emphasis on Weapons of Mass Destruction terrorism preparedness. These State funds are derived from the Federal Emergency Management Agency and are to assist in preparing for potential consequences of a terrorist incident or threat in the State of Hawaii. Enclosed is a resolution to authorize the Mayor to enter into an agreement with the State of Hawaii Department of Defense, State Civil Defense. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $63,544 All Hazards Emergency Operations Planning Grant. If there are any questions, please do not hesitate to call the Civil Defense Agency. William Takaba Director of Finance AP OV D: Harry KirYi - Comm. N0. ' 7 g Mayor F51e No. _ ~ N~~~ Enc. Ref. To• Fe/ cc: Civil Defense Ret. Date FEB 2 4 ZOOS Res. Y~t-~3 Form B-52 7/18/91 DEPARTMMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Hawaii County Civil Defense DATE: February 20, 2003 STAFF CONTACT: William G. Davis PHONE: 935-0031 A. REQUEST: To prepare a resolution to accept a grant of $63,544 from Federal Emergency Management Agency (FEMA) to be used by Civil Defense to update the Emergency Operation Plan. Please prepare and appropriate funds to 3303.20 Federal Grant -All Hazards Emergency Operations Plamiing 010-241-5241.39-115 B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The State of Hawaii has received a grant from the Federal Emergency Management Agency (FEMA) to assist in preparing for potential consequences of a terrorist incident or threat in the State of Hawaii by updating the Emergency Operations Plan for all hazards with special emphasis on Weapons of Mass Destruction terrorism preparedness. Hawaii County, in tw-n, has been awarded $63,544.00 for such purposes and needs to enter into an agreement with State Civil Defense in order to receive these funds. SIGNED: ~ ~ DATE: 2/20/03 Department Head GRANT SUMMARY (Su lement to B-52, Re uest for Council Action T e of Grant A ro riation bein re ucsted: ® New (for this fiscal year period). ? Additional appropriation (to an existing grant); Is a draft agreement alza~hed? Has the original grant notification been transmitted to ®Yes ? No Council? ?Yes ? No Name of Grant Program: FY 2002 Supplemental -State and County All Hazards Emergency Operation Planning Grantor: State of Hawaii, Department of Defense, State Civil Defense County Grantee Department or Agency: County of Hawaii, Civil Defense Agency County Grantee Contact Person: William G. Davis Phone Number: 935-0031 Amount of Grant: $63,544.00 Grant Period (Commencement & Completion): December 16, 2002 through December 15, 2003 Purpose of Grant To support Hawaii County develop or enhance the county's al hazard emergency operations planning effort. County Match required?: ?Yes ®No [f yes, Matching Amount? Budgeted in account# ]n-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: 6-52 Grant Summary Form Memorandum of Agreement For Federal Emergency Management Agency FY 2002 Supplemental Grant Funds State and County All Hazards Emergency Operation Planning SUB GRANTEE: Hawaii Civil Defense Agency ARTICLE I -PROGRAM DESCRIPTION Funding assistance is provided to Hawaii County to update the Emergency Operations Plan for all hazards with special emphasis on Weapons of Mass Destruction terrorism preparedness. ARTICLE II -AUTHORITIES The activities fall within the authorities provided by the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act), 42 USC 5121-5206, Public Law 93-288, as amended; the Departments of Veterans Affairs, Housing and Urban Development, and Independent Agencies Appropriations Act, 2000, Public Law 106-74, 38 U.S.C. 301; and the Omnibus Consolidated Appropriations Act of 1997, Public Law 104-208, 42 U.S.C. 250 etseq. ARTICLE III -PERIOD OF PERFORMANCE The Period of Performance shall be twelve (12) months from the effective date of the grant award: December 16, 2002 through December 15, 2003. Hawaii County shall not incur costs or obligate funds for any purpose pertaining to the operation of the project, program, or activities beyond the expiration date of the period of performance. ARTICLE IV -AMOUNT OF AWARD This Memorandum of Agreement is for the administration and completion of an approved Hawaii County All Hazards Emergency Operations Planning Program for fiscal year 2002. The grant funds in the amount of $63,544.00 shall not be used for other purposes. Memorandum of Agreement State and County All Hazards Emergency Operation Planning Page 2 Hawaii Civil Defense is required to submit a Detailed Budget Worksheet identifying the use of the fund. The budget for this award may include the following categories: ? Personnel ? Fringe Benefit o Travel ? Equipment ? Supplies ? Contractual ? Other Requests for time extensions to the Period of Performance will be submitted to State Civil Defense for further submission to FEMA. FEMA will consider extensions but will not be granted automatically and must be supported by adequate justification in order to be processed. The justification is a written explanation of the reason or reasons for the delay; an outline of remaining funds available to support the extended Period of Performance; and a description of performance measures necessary to complete the project. Without performance and financial status reports current and justification submitted, extension requests shall not be processed. If Hawaii County has funds that will not be expended prior to the end of performance period, State Civil Defense will request funds be reallocated based on State and County requirements. Hawaii Civil Defense is not permitted to transfer of funds to other county agencies. Both State Civil Defense and Hawaii Civil Defense shall follow 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments and Office of Management and Budget Circulars A-102 and A-87. ARTICLE V -COST-SHARE/MATCH There is no cost-share or match required for this funding. If costs exceed the maximum amount of funding, Hawaii County shall pay the costs in excess of the approved budget. Memorandum of Agreement State and County All Hazards Emergency Operation Planning Page 3 ARTICLE VI -MAINTENANCE OF EFFORT/SUPPLANTING OF FUND The purpose of these funds is to support Hawaii County to develop or enhance the County's all hazard emergency operations planning effort. The funds shall be used to supplement and shall not be used to supplant county funds dedicated to this effort. ARTICLE VII -ADMINISTRATIVE COST RESTRICTION Costs charged against the grant award for administrative activities are restricted to five percent of the funding allocated for Hawaii County. ARTICLE VIII -REQUEST FOR ADVANCE/REIMBURSEMENT The preferred method of payment will be a cash advance method. Prior to receipt of the award of $63,544.00, Hawaii Civil Defense is required to prepare a Detailed Budget Worksheet and an Operational Expenditure Plan. These forms identify how the funds will be used and when funds will be committed. State Civil Defense will advance funds based on the execution of the Operational Expenditure Plan. Payment will be made to the county provided required documentation is submitted to State Civil Defense. Checks will be made payable and forwarded directly to County agency identified by Hawaii Civil Defense. Appropriate documentation submitted to State Civil Defense for payment will include a copy of the purchase order/contract, and vendor invoice certified "purchases/services received". State Civil Defense will process payment directly through Department of Defense Fiscal Office. State Civil Defense will coordinate the Operational Expenditure Plan on a quarterly basis with Hawaii Civil Defense and make adjustments in the cash advance based on expenditures and cash flow. ARTICLE IX -FINANCIAL REPORTS FINANCIAL STATUS REPORT: Hawaii Civil Defense will be required to submit a quarterly report to State Civil Defense using FEMA Form 20-10, Financial Status Report, on the 15th of the last month of the quarter. Reports are due March 15th, June 15tH, Memorandum of Agreement State and County All Hazards Emergency Operation Planning Page 4 September 15th, and January 15th. A final financial report will be due to State Civil Defense by February 15, 2004. Hawaii County will be required to provide a status report to State Civil Defense on a quarterly basis so as to allow compliance with FEMA reporting requirements. REPORT SUBMISSION: Submit the reports to State Civil Defense, Attn: Terrorism Planner. Memorandum of Agreement State and County All Hazards Emergency Operation Planning Page 5 APPROVED/DISAPPROVED: EDWARD L. CORREA, JR. ARRY f Major General, HIARNG Mayor, Hawaii County Director of Civil Defense pEC 2 3 2002 ~ Date Dat APPROVED AS TO FORM: MICHAEL VINCENT Deputy Attorney General STATE OF HAWAII ) SS. COUNTY OF HAWAII ) On this ~~`~day of ' « , 2003, before me personally appeared HARRY IZIM, to me personally known, who, being by me duly sworn, did say that he is the Mayor of the County of Hawaii, a municipal corporation of the State of Hawaii; that the seal affixed to the foregoing instrument is the corporate seal of the said County of Hawaii; that the foregoing instrument was signed and sealed in behalf of the County of Hawaii by authority given to said Mayor of the County of Hawaii by Section 5-1.3 (g) of the County Charter, County of Hawaii (1991), as amended; and said HARRY KIM acknowledged said instrument to be the free act and deed of said County of Hawaii. VI INIA M. TOLENTINO (~-tary Public, State of Hawaii My commission expires: 4/22/2005 \\~1tI1FtliJl//~~i ~i1.70lE ice, ;•~pTA;Qr•!y tea. ~ •o iY ~ AU 4tCJ,%~~'`' • fr~'lE •cic•t~P' rta'allSt,~1 LINDA LINGLE ~ '1G o~ H;k GOVERNOR ~ ~ CD MAJOR GENERAL EDWARD LOORREA,JR. ~ { ~ • ~t. ' DIRECTOR OF CNIL DEFENSE y EDWARD T. TEIXEIRA ~1~ * i~~ PHONE (BOB) 73]-g3C0 VICE DIRECTOR OF CIVIL DEFENSE STATH OF HAWAII FAX (808)133-178, DEPARTMENT OF DEFENSE OFFICE OF THE DIRECTOR OF CIVIL DEFENSE 3949 DIAMOND HEAD ROAD HONOLUW, HAWAII 96816-4495 DEC 2 3 2002 Honorable Harry Kim Mayor, County of Hawaii 25 Aupuni Street Hilo, Hawa~,ii~~9~6720 Dear M~~1'Kim: Memorandum of Agreement for Federal Emergency Management Agency FY 2002 Supplemental Grant Funds The State of Hawaii has received approval from the Federal Emergency Management Agency (FEMA) for the release of FEMA 2002 supplemental grant funds. FEMA is providing these grant funds to assist the State of Hawaii in preparing for the potential consequences of a terrorist incident or threat to the State of Hawaii. State Civil Defense has been designated as the recipient of the total allocated grant funds. Hawaii County is the final recipient of $95,176:00. The FY 2002 supplemental funds are available to fund activities for three specific programs which are described in detail in the Memorandum of Agreement: Developing/Enhancing County Emergency Operations Planning • Establishing a Citizen Corps Council • Developing a Community Emergency Response Team (CERT) program The performance period for the grant is noted in the memorandum of agreement for the specific program identified above. The terms and conditions of the grant are enclosed for your review. If you agree to the requirements of the grant, please sign and return the original memorandum. Payments for grant expenditures will be by cash advance. /3 7~",' Honorable Harry Kim Page 2 DEC 2 3 ~~P~ Detailed Budget Worksheets and an Operational Expenditure Plan have been provided to your Civil Defense Agency to develop for program execution. Thank you for your cooperation in expediting this initiative. If additional information is needed, please have your staff contact our Fiscal Officer, Tom Moriyasu, at 733-4259. Sincerely, • DWARD L CORREA, JR. Major General, HIARNG Director of Civil Defense Enclosure c: Mr. William Davis, Administrator Hawaii Civil Defense Agency