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Home My WebLink AboutRES 186 Draft 01 2002-2004 COUNTY OF HAWAII STATE OF HAWAII RESOLUTION NO. 18Fi d4 RESOLUTION AUTHORIZING THE OFFICE OF THE MAYOR TO ENTER INTO AN AGREEMENT WITH THE STATE OF HAWAII DEPARTMENT OF DEFENSE, STATE CIVIL DEFENSE, PURSUANT TO HRS 46-7, FOR THE CITIZEN CORPS PROGRAM WHEREAS, the State of Hawaii Department of Defense, State Civil Defense has authorized funding to the Hawaii County Civil Defense Agency to support Citizen Corps Councils with planning, outreach, training and management of Citizen Corps programs and activities; and WHEREAS, the State funds are derived from a grant provided by the Department of Homeland Security, Office for Domestic Preparedness (ODP) and are to assist in preparing for potential consequences of a terrorist incident or threat in the State of Hawaii; and WHEREAS, the 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; and WHEREAS, the Citizen Corps Council is made up of leaders from law enforcement, fire services, emergency medical, emergency management, volunteer organizations, the private sector, and local elected officials; and its purpose is to provide local oversight for engaging citizens in homeland security and for promoting community preparedness and family safety through public education and outreach, through training opportunities, and through volunteer programs; and WHEREAS, Hawaii Revised Statutes, Section 46-7, requires that county departments obtain the consent of the council to enter into agreements with the federal or state governments respecting action to be taken pursuant to any of the powers granted by law to furnish, expend, and receive any funds or other assistance in connection with projects being or to be undertaken pursuant to those powers. NO1M, THEREFORE, IBE IT RESOLVED SY THE COUNCIL OF THE COUNTY OF Hd4V10A1`I, in accordance with section 46-7, Hawaii Revised Statutes, that the Mayor of the County of Hawaii is authorized to execute, on behalf of the County, the Memorandum of Agreement, attached hereto and incorporated herein by reference as Exhibit "A", to enable the County of Hawaii to use these funds to continue the development of the Citizen Corps program. 13E IT FURTHER RESOLVED that the Mayor of the County of Hawaii is authorized to sign the above- referenced agreement and any related documents on behalf of the Office of the Mayor and the County of Hawaii pursuant to the Hawaii County Charter. ~E IT FURTHER RESOLVED that the County Clerk of the County of Hawaii shall transmit copies of this resolution to the Office of the Mayor, the Finance Department, the Hawaii County Civil Defense Agency, and the State of Hawaii Department of Defense. Dated at Hilo ,Hawaii, this 19th day of May , 2004. INTRODUCED BY: COUNCIL MEMBER, COU TY OF HAWAII COUNTY COUNCIL ROLL CALL VOTE County of Hawaii Hilo, Hawaii AYES NOES ABS EX ARAKAKI I hereby certify that the foregoing RESOLUTION was by the CHUNG vote indicated to the right hereof adopted by the COUNCIL of ELARIONOFF the County of I-~awai`i on May 19 , 2 0 0 4 HOLSCHUH JACOBSON X ATTEST REYNOLDS X SAFAR IK X TULANG X TYLER X 8 0 1 0 Reference C-621/Dill 271 COUNTY CLERK CHAIRMAN & PRESIDING OFFICER RESOLUTION NO. Memorandum of Agreement For FY 2004 Department of Homeland Security Grant Program Program: Citizen Corps Program SUBGRANTEE: Hawaii County Civil Defense Agency ARTICLE I -PROGRAM DESCRIPTION Funding assistance is provided to Hawaii County in the amount of $29,440.00 for the continued development of its Citizen Corps program. The FY 2004 Office for Domestic Preparedness (ODP) Homeland Security Grant Program (HSGP) continues to provide planning, equipment, training, exercise, and management and administrative funding to emergency prevention, preparedness, and response personnel. The FY 2004 Citizen Corps funds are provided to support Citizen Corps Councils with planning, outreach, and management of Citizen Corps programs and activities. The FY 2004 Citizen Corps funds provide the resources necessary for States and local communities to: 1) bring together the appropriate leadership to form and sustain a Citizen Corps Council; 2) develop and implement a plan for the community to engage all citizens in homeland security, community preparedness, and family safety; 3) conduct public education and outreach in order to inform the public about their role in crime prevention, mitigation, emergency preparedness for all hazards, and public health measures, including bio-terrorism, and to encourage personal responsibility and action; 4) develop and implement Citizen Corps programs offering training and volunteer opportunities to support first responders, disaster relief groups, and community safety efforts, to include the four charter federal programs: Community Emergency Response Teams (CERT), Neighborhood Watch, Volunteers in Police Service (NIPS), and Medical Reserve Corps (MRC); and 5) coordinate Citizen Corps activities with other DHS funded programs and initiatives. ARTICLE II -AUTHORITIES Both State Civil Defense and Hawaii County Civil Defense Agency shall follow the following guidance: 28 C.F.R. Part 66 (Uniform Administrative Requirements for Grants to States); Office of Management and Budget (OMB) Circular A-87, addressing cost principles for grants to state and local governments; 28 C.F.R. Part 70 (Common Rule for Administrative Requirements for Grants to non-profits); and OMB Circulars A-122 and A-21, addressing cost principles for grants to non-profit entities. The activities for the Citizen Corps Program contained within the authorities provided by Public Law 108- 90, the Department of Homeland Security Appropriations Act, 2004. ARTICLE III -PERIOD OF PERFORMANCE The Period of Performance shall be twenty-four (24) months from the effective date of the grant award: April 7, 2004 through April 6, 2006. 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. EXRIBIT "A" ARTICLE IV -AMOUNT AWARDED AND DISTRIBUTION This Memorandum of Agreement for the FY 2004 Citizen Corps Program funds supports the objectives below: Expenditures of all grant funds must be allocated against the Implementation Strategy for Hawaii Homeland Security. Hawaii County Civil Defense Agency is required to complete an initial Detailed Budget Worksheet and an Initial Strategy Implementation Plan identifying the use of the fund. The Department of Homeland Security Office for Domestic Preparedness must approve changes to the Detailed Budget Worksheets and the Initial Strategy Implementation Plan prior to committing funds. The budget for this award may include the following categories: 1. Planning 2. Public Education and Outreach 3. Training and Exercises 4. Equipment 5. Volunteer Program Hawaii County may use funds to hire program personnel to support the management of the grant; public information and public awareness; travel; supplies and contractual services. Hawaii County Civil Defense Agency is not permitted to sub grant funds to another county agencies. ARTICLE V -COST-SHARE/MATCH There is no cost-share or match required for these grant funds. 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 improve or enhance the county's ability to prevent, deter, respond to, and recover from threats and acts of terrorism 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 The Citizen Corps Program funds cannot be transferred between the Law Enforcement Terrorism Prevention Program and the Homeland Security Grant Program funds. ARTICLE VIII -REQUEST FOR ADVANCE The preferred method of payment will be a cash advance method. Prior to receipt of the award, Hawaii County 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 County 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 Department of Defense Fiscal Office. State Civil Defense will coordinate the Operational Expenditure Plan on a quarterly basis with Hawaii County Civil Defense Agency and make adjustments in the cash advance based on expenditures and cash Flow. ARTICLE IX -FINANCIAL REPORTS FINANCIAL STATUS REPORT: State Civil Defense shall submit financial reports (Financial State Report (SF-269) to the Office of the Comptroller within 45 days after end of each quarter. Reports are due February 15, May 15, August 15, and November 15. 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 on a quarterly basis so as to allow compliance with the Office for Domestic Preparedness reporting requirements. REPORT SUBMISSION: Hawaii County should submit quarterly reports to State Civil Defense, Attn: Anti- Terrorism Planner by the 5`^ day of the month following the ending of each quarter. APPROVED/DISAPPROVED: ROBERT G. F. LEE HARRY KIM Major General, HIARNG Mayor, Hawaii County Director of Civil Defense Date Date APPROVED AS TO FORM: MICHAEL VINCENT Date Deputy Attorney General