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HomeMy WebLinkAboutCOM 0989.000 2006-2008 Harry Kim ,c William Takaba Mayor Director Nancy E. Crawford Deputy Director •••tf Ci•M~~ County of Hawaii Finance Department 25 Aupuni Street, Room 118 • Hilo, Hawaii 96720 (808) 961-8234 Fax (808) 961-8248 0 January 22, 2008 0 On Pete Hoffmann, Chairman and ? c ~ i Members of the Hawai'i County Council Hawai'i County Council 25 Aupuni Street Hilo, Hawai'i 96720; co w Re: Operating Budget - ao Last year, the State of Hawaii Department of Defense, State Civil Defense awarded a $40,000 grant to Hawai'i County Civil Defense Agency, for a "Model Community Program" under the National Tsunami Hazard Mitigation Program (NTHMP). The purpose of the NTHMP is to provide funding to coastal states for tsunami mitigation initiatives to lessen the loss of life and damage to property. These funds will be used to initiate a model community pilot project to create a culture of preparedness and response in the community of Hilo and that can be replicated in all coastal communities statewide. In March of 2007, a memorandum of agreement was entered with the Hawai'i State Civil Defense for this project; however, the grants funds were not appropriated. To expedite this project, the Hawai'i County Civil Defense Agency is requesting for a waiver from the Finance Committee and to have this bill heard at the Council meeting scheduled for February 6, 2008. If there are any questions, please do not hesitate to call Managing Director Dixie Kaetsu at 961-8211. William 4Tak l Director of Finance Harry A PPRR OVED: QMA7,-- Kim Mayor Enc. Comm. No. q89 cc: Dixie Kaetsu, Managing Director Ref. To un Civil Defense Ref. Doye-_ ` Q *I a'65 \ Hawaii County is an Equal Opportunity Provider and Employer Form* B-52 7118/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Civil Defense Agency DATE: January 16, 2008 STAFF CONTACT: Dixie Kaetsu, Managing Director PHONE: 961-8211 A. REQUEST: Appropriate $40,000 federal grant for National Tsunami Hazard Mitigation Program for a "Model Community Program." B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): In March of 2007, the Hawai'i County Civil Defense Agency entered into a Memorandum of Agreement with Hawai'i State Civil Defense for a grant of $40,000 from the National Tsunami Hazard Mitigation Program (NTHMP). These funds are specifically to be used to develop a pilot project to create a culture of preparedness and response in the community of Hilo. The purpose of the NTHMP is to provide funding to coastal states for tsunami mitigation intiatives to lessen the loss of life and damage to property. These funds will be used to initiate a model community pilot project that can be replicated in all coastal communities statewide. Due to an oversight, these grant funds were not appropriated last fiscal year. Please request that this appropriation be waived out of committee to the full council to expedite this project. SIGNED: _ DATE: January 16, 2008 Department Head MEMORANDUM OF AGREEMENT FOR FY 2006 NATIONAL TSUNAMI HAZARD MITIGATION PROGRAM "MODEL COMMUNITY PROGRAM" ARTICLE I - PARTIES This MEMORANDUM OF AGREEMENT (MOA) is between the State of Hawaii Department of Defense-Civil Defense Division, hereinafter referred to as "State Civil Defense" (SCD), and the Hawaii County Civil Defense Agency, hereinafter referred to as "Hawaii Civil Defense Agency" (HCDA). ARTICLE II - PURPOSE This MOA is for the purpose of enabling expenditure of National Tsunami Hazard Mitigation Program (NTHMP) funds through the HCDA. Specifically, the HCDA will use NTHMP funds for the development of a pilot project to create a culture of preparedness and response in the community of Hilo. The development of a model community fulfills one of the performance objectives identified in the spending plan of the current NTHMP contract which is described in the next section. ARTICLE III - PROGRAM DESCRIPTION The purpose of the NTHMP is to provide funding to coastal states for tsunami mitigation initiatives to lessen the loss of life and damage to property. In 2002, the State Civil Defense (SCD) was awarded the first funding increment of a five-year performance contract with the National Oceanic and Atmospheric Administration (NOAA)/National Tsunami Hazard Mitigation Program (NTHMP). Each subsequent year, the SCD received additional, annual funding based on approved spending plans. All NTHMP contract revisions are referred to as "MODIFICATIONS" or "MODS" ("MOD"; singular form). Currently, SCD is in its final funding year based on MOD #0008. ARTICLE IV - PERIOD OF PERFORMANCE The Period of Performance shall be effective from April 1, 2007 to June 15, 2007. Any extensions, changes or alternations to this MOA shall be agreed to by both parties in writing before being undertaken and the same shall be evidenced by written amendment to this MOA. NTHMP MOA: SCD AND HCDA Page 1 of 3 ARTICLE V - PROJECT DESCRIPTION HCDA intends develop a model community pilot project that can be replicated in all coastal communities statewide. HCDA will identify a Tsunami Champion to act as Tsunami Outreach Coordinator for the project and include elements such as survey the community at the beginning and end of the project; hold public workshops; small group exercises on evacuation planning; create handouts for the community; encourage schools to work on family plans and evacuation routes and create partnerships with community groups to institutionalize tsunami preparedness. ARTICLE VI - PROJECT BUDGET The cost of the pilot project will be $40,000.00 All costs must be directly associated with activities consistent with the development of the pilot project and can include project management costs. ARTICLE VII - METHOD OF PAYMENT HCDA will provide SCD an original Bill for Collection/Invoice to request reimbursements with copies of invoices and proof of payment to the vendor up to a total of FORTY THOUSAND DOLLARS ($40,000.00). Payments shall be made on a reimbursable basis after review and approval by SCD of supporting expenditure documentation. Supporting documentation shall include, but is not limited to: - Vendor invoices and evidence of payment (i.e., cancelled check, summary warrant voucher, etc.); ARTICLE VIII - TERMINATION Either party to this MOA shall have the privilege, only with cause, to cancel or annul this MOA at any time upon written notice given thirty (30) days in advance of such termination. Upon termination, the total amount to be paid to the HCDA shall be determined on the basis of the work completed up to the time of such termination. NTHMP MOA: SCD AND HCDA Page 2 of 3 IN WITNESS THEREOF, the parties have executed this MEMORANDUM OF AGREEMENT on the day, month, and year designated by the authorized signatories. HAWAII COUNTY sy Okoj~~ MAR 2 2 2001 ACTING Mayor Date CIVIL DEFENSE DIVISION DEPARTMENT OF DEFENSE STATE OF HAWAII (STATE CIVIL DEFENSE) By~ 4L-'e~-' -.23-07 EDWARD T. TEIXEIRA Date Vice Director of Civil Defense APPROVED AS TO FORM: Michael Vincent Deputy Attorney General RECOMMEND APPROVAL: HAWAI LINTY Date CIVIL DEFENSE AGENCY APPROVED AS TO FORM: Crai asuda Deputy Corporation Counsel NTHMP MOA: SCD AND HCDA Page 3 of 3 STATE OF HAWAII ) ) SS. COUNTY OF HAWAII ) On March 22, 2007 , before me personally appeared DIXIE KAETSU, tome personally known, who, being by me duly sworn, did say that DIXIE KAETSU is the Acting 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 Acting Mayor of the County of Hawaii by Section 5-1.5 of the County Charter, County of Hawaii (2000), as amended; and said DIXIE KAETSU acknowledged said instrument to be the free act and deed of said County of Hawaii. --'CAT OORREIA~ Notary ublic, State of Hawaii My commission expires: 10/13/2010 FY 2006 National Tsunami Hazard Mitigation Program "Model Community Program" Memorandum of Agreement Amendment No. 1 This supplemental agreement, made and entered into this 19th day of April, 2007, by and between the STATE OF HAWAII, DEPARTMENT OF DEFENSE and the HAWAII COUNTY CIVIL DEFENSE AGENCY for the project entitled, FY 2006 National Tsunami Hazard Mitigation Program "Model Community Program," witness that: WHEREAS, the Department of Defense and the Hawaii County Civil Defense Agency entered into an Agreement effective April 1, 2007. WHEREAS, the Hawaii County Civil Defense Agency has conducted an analysis and based on that analysis they are requesting approximately 220 to 240 tsunami evacuation zone identification signs. These signs will contain the "standard" image recognized internationally as the "tsunami hazard" image. This request is for fabricating and delivery of the signs and Hawaii County Civil Defense Agency will collect bids on this project and anticipate that it will cost approximately TEN THOUSAND DOLLARS ($10,000.00). WHEREAS, the requested signs will fulfill a Hawaii State requirement contained in the National Tsunami Hazard Mitigation Program contract, the State of Hawaii Department of Defense agrees to the purchase of tsunami hazard signs. WHEREAS, the parties now desire to amend the Agreement. NOW THEREFORE, the Department of Defense and Hawaii County Civil Defense Agency mutually agree to amend the Agreement as follows: Amend ARTICLE V -PROJECT DESCRIPTION to reflect the inclusion of tsunami hazard zone sign fabrication. This inclusion will not affect the total cost of the project. The period of performance, April 1, 2007, to June 15, 2007, will remain unchanged. All other terms and conditions of this agreement remain the same. IN WITNESS THEREOF, the parties have executed this MEMORANDUM OF AGREEMENT on the day, month, and year designated by the authorized signatories. HAWAII COUNTY MAY 2 9 200 By Mayor Date CIVIL DEFENSE DIVISION DEPARTMENT OF DEFENSE STATE OF HAWAII (STATE CIVIL DEFENSE) EDWARD T. TEIXEIRA Date Vice Director of Civil Defense APPROVED AS TO FORM: //tw I Michael Vincent Deputy Attorney General RECOMMEND APPROVAL: By \L HAWAII CO Y Date CIVIL DEFENSE AGENCY APPROVED AS TO FORM: Cr 'g Masuda Deputy Corporation Counsel STATE OF HAWAII ) ) SS. COUNTY OF HAWAII ) On May 29, 2007, before me personally appeared DIXIE KAETSU, to me personally known, who, being by me duly sworn, did say that DIXIE KAETSU is the Managing Director 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 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 (2000), as amended, and assigned by the Mayor to the Managing Director pursuant to Section 6-1.3(h) of the County Charter; and said DIXIE KAETSU acknowledged said instrument to be the free act and deed of said County of Hawaii. JEAN IERNES Notary Public, State of Hawaii My commission expires: 11/1/2009 0 PN v i Env &9L1G FOFN zV OF Phone: (808) 961-8538 Dominic Yagong . Fax: (808) 961-8912 Councilmember Email: dyagong@co.hawaii.hi.us District of Hamakua .•h'a'wi'~J HAWAII COUNTY COUNCIL County of Hawaii Hawaii County Building 25 Aupuni Street Hilo, Hawaii 96720 January 25, 2008 Pete Hoffmann, Council Chair Council Members Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Bill No. 233 AN ORDINANCE TO AMEND ORDINANCE NO. 07-82, AS AMADED, THE OPERATING BUDGET FOR THE COUNTY OF HAWAII FOR THYE FISCAL YEAR ENDING JUNE 30, 2008. Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of Hawaii, this written request is submitted with my approval that the above-referenced matter be waived from the Committee on Finance to the full Council for immediate action. In reviewing this matter, timely approval is crucial. It is therefore advantageous that approval is granted and the matter placed onto the next Council agenda for review. However, in the event this request is denied, for whatever reason, I understand the matter shall be referred to the Committee on Finance for placement on its future agenda. Sincerely, • Dominic Yagong, Chair Committee on Finance ~~~~aiv~ uncil: Disapproved/Date/Refer to FC: ete Hoffmann, Chair Pete Hoffmann, Chair Hawaii County Council Hawaii County Council DY/la Att.