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HomeMy WebLinkAboutCOM 0282.003 2002-2004 MfV OSN ~L~ tli~, Harry Kim Wendell Hatada Mayor Acting .ldnum Nrmor T~ Of~M~~' Cnnixixf~x of ~2t~1T2ttt CIVIL DEFENSE AGENCY 920 I llulam Street • I lilo, I lawai'i 9672U-3958 I NOR~93?-0031 • Fax (A08193SG960 ~ O t") W DATE: May 6, 2003 OO ~ zj TO: James Y. Arakaki Council Chair and Council Members - ,1' ~ VIA: Deanna Sako, Controller /~/~nro ,~-I<° T-~. CO w ~ cn FROM: Civil Defense Agencyy~' RE: NOTIFICATION OF GRANT AWARD Compliance with Ordinance No. 02-76, Section 7(1) Name of Grant Program: FY 2002 Supplemental -State and County all Hazards Emergency Grantor: State of Hawaii, Department of Defense, State Civil Defense County Grantee Department or Agency: County of Hawaii, Civil Defense Agency Grant No. (IF KNOWN): Amount of Grant: $63,544.00 Amount of County Match: $0.00 County Revenue & Expenditure Account Numbers: 010-3303.20 / 101-241-5241.39 Grant Period (Commencement & Completion): December 16, 2002 through December 15, 2003 Purpose of Grant: to establish a Citizen Corps Council and develop Community Emergency Response teams. Is final report required by grantor? ©Yes No Notification attached: ©Yes ? No, because Comm. No..~ 8~, Ref. To: Ref, bate ~ y ~nn3 LINOA LINGLE er s~ GOVERNOR 1* ~,pgy~ ~ ~ ~D M t BRIGADIER GENERAL ROBERT G. F. LEE DIRECTOR OF CIVIL OFFENSE ~j Y v'~ PHONE (BOB) T33A300 ~1 EDWARO T. TEI%EIRA ~'tt.,N~,.p/A FAX (8081 733J261 VICE DIRECTOR OF CNIL DEFENSE STATE OF HAWAII DEPARTMENT OF DEFENSE OFFICE OF THE DIRECTOR OF CIVIL DEFENSE 3949 DIAMOND HEAD ROAD HONOLULU, HAWAII 96818-4495 fEB 19 2083 Honorable Harry Kim Mayor, County of Hawaii 25 Aupuni Street Hilo, Hawaii 96720 Dear Mayor Kim: Memorandum of Agreement for Federal Emergency Management Agency FY 2002 Supplemental Grant Funds Thank you for signing and promptly returning the signed Memorandum of Agreement for Federal Emergency Management Agency Fiscal Year 2002 Supplemental Grant Funds. Enclosed is your record copy. A total of $95,176.00 is available for Hawaii County for Citizen Corps and planning. Specifically, these funds are available to establish a Citizen Corps Council, develop Community Emergency Response Teams, and to update and integrate the county emergency operating plans. State Civil Defense will continue to work closely with your Civil Defense Agency to assist in developing the Citizen Corps Program and updating of plans. Sincerely, RC~IE3~'~!F~~ G' F. L~~~ Brigadier General, HIARNG Director of Civil Defense Enc. c: ?iNr. William Davis, Administrator Hawaii Civil Defense Agency l.i:`~~A Memorandum of Agreement For Federal Emergency Management Agency FY 2002 Sunalemental 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 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 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 ~.i,, 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 amounil of_ $63,5400 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 ? Travel ? Equipment a 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. k.y 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 t. Memorandum of Agreement State and County All Hazards Emergency Operation Planning Page 4 September 15~', and January 15t". 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.