HomeMy WebLinkAboutCOM 0368.000 2002-2004 Mtv or ~
Harry Kim ~,c~ William Takaba
Mayor Director
. : Nancy E. Crawford
,.•.7, Deputy Direclar
f~ Oi~M~~
County of Hawaii
Finance Department
25 Aupuni Street, Room 118 • Hilq Hawaii 96720
(808)961-8234 Fax (808) 961-8248
G.7
September 30, 2003 COO n
?c ~7
Honorable James Arakaki, Chairperson and rn
Members of the County Council =
Hawaii County Council - 3
25 Aupuni Street a ti.
Hilo, Hawaii 96720 = ~ H .i
ca
Re: Operating Budget
The State of Hawaii Department of Defense, State Civil Defense has authorized a $30,000
Community Emergency Response Team (CERT) Grant to the Hawaii County Civil Defense
Agency. These funds, derived from the Federal Emergency Management Agency, are to be used
to conduct CERT Train-the Trainer courses to prepare program managers and instructional teams
from communities who will expand the CERT training program and to continue to initiate, organize,
train, and maintain CERTs and to use the teams as an emergency management resource and as a
volunteer pool to perform special projects that improve preparedness of Hawaii County.
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
$30,000 Community Emergency Response Team Grant.
I~f~ th)eAre~ are,any questions, please do not hesitate to call the Civil Defense Agency.
VI~ rVU~II/~~ ~
William Takaba
Director of Finance
A PR~ED:
Harry Kim Comm. No.
Mayor
Ref. To:
Enc. Ref. Date
cc: Civil Defense
,des • i ib -03
Form B-52
7/18/91
DEPARTMMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Hawaii County Civil Defense DATE: Seutember 28, 2003
STAFF CONTACT: Trot/ M. Kindred PHONE: 935-0031
A. REQUEST:
To prepare a resolution to accept a grant of $30,000 from the Federal Emergency
Management Agency (FEMA), to be used by the Department of Research and
Development to continue development of the Community Emergency Response Team
(CERT) training program. Please prepare and appropriate funds to:
3303.35 -Federal Grants-CERT
010-241-5241.45-115
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDEDI:
The State of Hawaii has received grant funds from the Federal Emergency Management
Agency (FEMA) to assist the State of Hawaii in the continued development of the
Community Emergency Response Team (CERT) training program. The trained teams
could help in saving lives and protecting property when communities' professional
response resources are stretched.
Hawaii County, in turn, has been awarded $30,000.00 for such purposes and needs to enter
into an agreement with State Civi] Defense in order to receive these funds.
SIGNED: ~ DATE: 9/29/03
epartment Head
GRANT SUMMARY
(Su lement to B-52, Re uest for Council Action
T e of Grant A ro riation bein re uested:
® New (for this fiscal year period). ? Additional appropriation (to an existing grant);
Is a draft agreement attached? Has the original grant notification been transmitted to
®Yes ? No Council? ?Yes ? No
Name of Grant Program: FY 2003 Supplemental -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: Troy M. Kindred Phone Number: 935-0031
Amount of Grant: $30,000.00
Grant Period (Commencement & Completion): August 1, 2003 through July 31, 2004
Purpose of Grant: To support Hawaii County to continue the development of the 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:
B-52 Grant Summary Form
' LINDA LINGLE t~ o r`~.,
GOVERNOR 4~ ~o a^s-.•,~,, \D
My~, '31
E. 1
MAJOR GENERAL ROBERT G. F. LEE ~ '
DIRECTOR OF CIVIL DEFENSE '
~.3~ fJi/)(~
EDWARD T. TEIXEIRA PHONE (808) 733-0300
VICE DIRECTOR OF CIVIL DEFENSE ~ FAX (808) 733-028]
STATE OF HAWAII
DEPARTMENT OF DEFENSE
OFFICE OF THE DIRECTOR OF CIVIL DEFENSE
3949 DIAMOND HEAD ROAD
HONOLULU, HAWAII 96816-4495
September 22, 2003
Honorable Harry Kim
Mayor, County of Hawaii
25 Aupuni Street
Hilo, Hawaii 96720
Dear Mayor Kim:
MEMORANDUM OF AGREEMENT FOR
FY 2003 COMMUNITY EMERGENCY RESPONSE TEAM
The State of Hawaii has received approval from the Department of Homeland Security,
Federal Emergency Management Agency (FEMA), for the release of FEMA 2003
Community Emergency Response Team (CERT) grant funds. FEMA is providing these
grant funds to assist the State of Hawaii in the continued development of the CERT
program.
The CERT program provides a structured opportunity for citizens to augment local
emergency response activities. CERT members partner with local emergency
management in preparing for and responding to natural or man-made disasters.
Trained teams can help in saving lives and protecting property when communities'
professional response resources are stretched.
State Civil Defense has been designated as the recipient of the total allocated grant
funds. Hawaii County is the final recipient of $30,000. The performance period for this
grant ends on July 31, 2004.
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Honorable Harry Kim
Page 2
September 22, 2003
The FY 2003 grant funds are for two specific objectives:
1) Conduct CERT Train-the-Trainer courses to prepare program managers and
instructional teams from communities who will expand the CERT training
program; and
2) To continue to initiate, organize, train, and maintain CERTs and to use the
teams as an emergency management resource and as a volunteer pool to
perform special projects that improve preparedness of Hawaii County.
The terms and conditions of the grant are enclosed for your review. If you agree with
the requirements of the grant please sign and return the original memorandum. Upon
receipt of the signed memorandum, payment to Hawaii Civil Defense Agency will be
made on a cost reimbursement basis. Detailed budget worksheets have been provided
to Hawaii Civil Defense Agency for developing program execution.
Thank you for your cooperation in expediting this initiative. If additional information is
needed, please have your staff contact Ms. Dolores Cook, State Civil Defense, at
733-4301 extension 542.
Sincerely,
~~~22'~z,~-~ C~
ROBERT G. F. LEE
Major General, HIARNG
Director of Civil Defense
Enclosure
c: ?Mr. Troy Kindred, Administrator
Hawaii Civil Defense Agency
Memorandum of Agreement
For
FEDERAL EMERGENCY MANAGEMENT AGENCY
FY 2003 Community Emeraencv Resuonse Team (CERTI
SUBGRANTEE: Hawaii Civil Defense Agency
ARTICLE I -PROGRAM DESCRIPTION
Funding assistance is provided to Hawaii County for the continued development of its
Community Emergency Response Team (CERT) training program. The CERT program
provides an opportunity for citizens to augment local emergency response activities.
through partnership with the local emergency management in preparing for and
responding to natural or man-made disasters. Trained teams can help in saving lives
and protecting property when communities' professional response resources are
stretched thin.
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.
ARTICLE III -PERIOD OF PERFORMANCE
The Period of Performance shall be twelve (12) months from the effective date of the
grant award: August 1, 2003, through July 31, 2004.
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 for the FY 2003 grant funds is for two specific
objectives:
1) Conduct CERT Train-the-Trainer courses to prepare program managers and
instructional teams from communities who will expand the CERT training
program; and
2) To continue to initiate, organize, train, and maintain CERTs and to use the
teams as an emergency management resource and as a volunteer pool to
perform special projects that improve preparedness of Hawaii County.
Hawaii Civil Defense Agency is required to submit a Detailed Budget Worksheet
identifying the use of the fund. The budget for this award may include the following
categories:
o Instructor preparations and delivery time
? Program Administration of CERT
? Rental of training facility
? CERT equipment including hard hats, safety vests, goggles, and gloves
which shall remain the property of Hawaii County
o Printing of CERT material to include instructor guides, student manuals,
brochures, certificates, handouts, newsletters and postage
? Non-expendable classroom equipment for CERT delivery, not to exceed
$3,000.00
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.
Hawaii Civil Defense Agency is not permitted to transfer funds to other county agencies.
Both State Civil Defense and Hawaii Civil Defense Agency 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.
CONTRACT PROVISIONS: All contracts executed under this grant award will contain
the contract provisions listed under 44 CFR 13.36 (i) Contract provisions
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 (CERT) program
activities. The funds shall be used to supplement and shall not be used to supplant
county funds dedicated to this effort.
ARTICLE VII -REQUEST FOR ADVANCE
The preferred method of payment will be a cash advance method. Prior to receipt of
the award, Hawaii Civil Defense Agency is required to prepare an Operational
Expenditure Plan that identifies when funds will be committed. State Civil Defense will
advance funds based on the 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 Agency. Appropriate documentation for payment will include a copy of the
purchase order/contract, and vendor invoice certified "purchases/services received"
submitted to State Civil Defense. State Civil Defense will process payment directly with
the Department of Defense Fiscal Office.
State Civil Defense will coordinate the Operational Expenditure Plan on a quarterly basis
with Hawaii Civil Defense Agency and make adjustments in the cash advance based on
expenditures and cash flow.
ARTICLE VII -FINANCIAL REPORTS
FINANCIAL STATUS REPORT: State Civil Defense shall submit financial reports (FEMA
Form 20-10, Financial Status Report) to the FEMA Regional Office within 30 days after
end of each quarter. Reports are due January 30, April 30, July 30 and October 30.
Final financial reports are due 90 days after the close of the grant.
Hawaii County will be required to provide a status report to State Civil Defense by the
5`h working day of the first month following the end of the quarter so as to allow
compliance with FEMA reporting requirements.
REPORT SUBMISSION: Submit the reports to State Civil Defense, Attn: Terrorism
Planner.
APPROVED/DISAPPROVED:
r/~~ ~
ROBERT G. F. LEE HARRY KIM
Major General, HIARNG Mayor, Hawaii County
Director of Civil Defense
Date Date
APPROVED AS TO FORM:
MICHAEL VINCENT
Deputy Attorney General