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HomeMy WebLinkAboutCOM 0149.000 2002-2004 VM?Y ~ •~1~ Harry Kim William Takaba Mnyar Ovec~or Nancy E. Crawford •!N~ Deputp Director ti O!'M~ County of Hawaii Finance Department 25 Aupunf Street' Roum I IS • Hllq Hawaff 96720 (808) 961-8234 Fax (SOR) 967-8248 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 $31,632 Citizen Corps Council and Community Emergency Response Training Grant to the Hawaii County Civil Defense Agency. The funds will be used for the formation of a local Citizen Corps Council and to form or expand the Community Emergency Response Team (CERT) training program. These State funds are derived from the Federal Emergency Management Agency program 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 $31,632 Citizen Corps Council and Community Emergency Response Training Grant. If there are any questions, please do not hesitate to call the Civil Defense Agency. William Takaba Director of Finance `//~D: ~ I Harry Ka idrf Gomm. Na Mayor File No. ~~/DPR Enc. Ret. To:~_ cc: Civil Defense Ref. Date FAQ 2 41003 2e5. °f3-03 r3, ii ~ i 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 $31,632 from the Federal Emergency Management Agency (FEMA), to be used by the Department of Research and Development to assist in the formation of a local Citizen Corps Council and to form or expand the Canmunity Emergency Response Team (CERT) training program. Please prepare and appropriate funds to 3303.21 -Federal Grants - CCC &CERT 010-241-5241.40-235 B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The State of Hawaii leas 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, through the formation of a local Citizen Corps Council, and to develop, form or expand the Community Emergency Response Team (CERT) training program. Hawaii County, in tum, has been awarded $31,632.00 for such purposes and needs to enter into an agreement with State Civil Defense in order to receive these fiords. 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 nation bein re uested: ® New (for this fiscal year period). ? Additional appropriation (to an existing grant); /s a draft agreement attached? Has the original grant notification been transmitted to ®Yes ? No Council? ?Yes ? No Name of Grant Program: FY 2002 Supplemental -Citizen Corps Couucil and Community Emergency Response Team 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: $31,632.00 Grant Period (Commencement & Completion): December 5, 2002 through December 4, 2003 Purpose of Grant: To support Hawaii County develop or enhance the county's Citizen Coprs and Community Emergency Response Team (CERT) program activities. County Match required?: ?Yes ®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: t3-52 Grant Summary Dorm LINDA LINGLE ~ 4~ of Mi GOVERNOR MAJOR GENERAL EDWARD L. GORRFA, JR. a f DIREGTOR OF CIVIL OFFENSE 3~ '1. +'f "a~~,'~'~1}~t Y EDWARD T. TEIXEIBA "4~4,D.~,~MW~.l PHONE (808)733-03Co VICE DIRECTOR OF CIVIL DEFENSE FAX (808) 73]-4287 STATE OF HAWAII DEPARTMENT OF DEFENSE OFFICE OF THE DIRECTOR OF CIVIL DEFENSE 3949 DIAMOND HEAD ROAD HONOLULU, HAWAII 96816-0495 DEC 2 3 2o0Z Honorable Harry Kim Mayor, County of Hawaii 25 Aupuni Street Hilo, Haw/aii~96'720 Dear Ma~J~1Cim: 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 ~ ~ ~7P; 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, ~~e~~ ~ ~..~Y~~J ~L~ DWARD L. CORREA, JR. Major General, HIARNG Director of Civil Defense Enclosure c: Mr. William Davis, Administrator Hawaii Civil Defense Agency CITIZEN CORPS COUNCIL AND COMMUNITY EMERGENCY RESPONSE TEAM During the 2002 State of the Union Address, President George W. Bush announced the creation of USA Freedom Corps, a call to service for every American. Citizen Corps is the component of USA Freedom Corps that encompasses public education, training, and volunteer opportunities to engage all citizens in making their communities safer, stronger, and better prepared for preventing and handling threats of terrorism, crime, and disasters of all kinds. Because of the Federal Emergenty Management Agency's (FEMA) central mission of disaster mitigation, preparedness, and response and its existing relationship with state and local governments, the President asked FEMA to take the lead role in coordinating Citizen Corps. Citizen Corps brings together leaders from law enforcement, fire services, emergency medical, emergency management, volunteer organizations, the private sector, and local elected officials to form Citizen Corps Councils. These Councils provide local oversight for engaging citizens in homeland security and for promoting community preparedness .and family safety in three principal ways: through public education and outreach, through training opportunities, and through volunteer programs that draw on special skills and interests. One of these training programs is the Community Emergency Response Team (CERT) program, also administered by FEMA. The FY 2002 Supplemental Funds provided for Citizen Corps will be used to: ? Support the formation of a local County Citizen Corps Council and the oversight and outreach responsibilities of these Councils, and ? Expand CERT training across the State of Hawaii. CERT training puts in place a volunteer response force that can supplement the emergency and disaster response capabilities within a community. Under the Citizen Corps funding allocation, a specific amount has been designated for Citizen Corps Council activities and a specific amount designated for CERT. 3 Memorandum of Agreement For Federal Emergency Management Agency FY 2002 Suaplemental Grant Funds Citizen Corps Council Community Emergency Response Team SUBGRANTEE: Hawaii Civil Defense Agency ARTICLE I -PROGRAM DESCRIPTION Funding assistance is provided to Hawaii County support for the formation of a local Citizen Corps Council, oversight and outreach responsibilities of this Council, and to form or expand the Community Emergency Response Team (CERT) training program. ARTICLE II -AUTHORITIES These 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 et seq. ARTICLE III -PERIOD OF PERFORMANCE The Period of Performance shall be twelve (12) months from the effective date of the grant award: December 5, 2002 through December 4, 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 AWARDED AND DISTRIBUTION This Memorandum of Agreement is for the administration and completion of an approved Hawaii County Citizen Corps Council and Community Emergency Response Memorandum of Agreement Citizen Corps Page 2 Team (CERT) Program for Fiscal Year 2002. The grant funds in the amount of $31,632.00 shall not be used for other purposes. Funding allocations for each program are restricted to the amount shown: Citizen Corps $ 6,025.00 Community Emergency Response Team $ 25,607.00 Funding must not be transferred between programs. Hawaii County 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 o Fringe Benefit ? Travel ? Equipment ? Supplies ? Contractual ? Other (as specified in Detailed Budget Worksheet) 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 these funds to other county agencies. Both State Civil Defense and Hawaii Civil Defense shall follow 44 CFR Part 13, Uniform Memorandum of Agreement Citizen Corps Page 3 Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments and Office of Management and Budget Circulars A-102 and A-87. CONTRACT PROVISIONS: All contracts executed under this grant award will contain the contract provisions listed under 44 CFR 13.36 (i) Cont~actp~ovisions. 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. 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 Citizen Corps and Community Emergency Response Team (CER-I~ program activities. 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 $31,632.00, 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 Memorandum of Agreement Citizen Corps Page 4 "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, September 15th, and January 15~'. 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 Citizen Corps Page 5 APPROVED/DISAPPROVED: EDWARD L. CORREA, JR. RRY K I Major General, HIARNG Mayor, Hawaii County Director of Civil Defense OEC 2 2~U2 0 Date Da e 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 KIM, 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 Chaster, 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. ~~p Ltf.~LC~'.ti U!2' ~cG~.~.-.a V~INIA M. TOLENTINO Notary Public, State of Hawaii My commission expires: 4/22/2005 ``~~~ifllifl/J//~ e oTARr ~o'~ ~ c i>x, G' ~ ~cf*j:•pU6Lt ~~~i~~'~a~p1NP~~