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Home My WebLink AboutCOM 0665.000 2014-2016 William P. Kenoi MtYrOF„� , Deanna S. Sako Mayor ode Director `• ' Lisa K.Miura • `_ Deputy Director County of Hawaii Finance Department 25 Aupuni Street,Suite 2103 • Hilo,Hawai`i 96720 (808)961-8234 • Fax(808)961-8569 January 28, 2016 N a J Dru Kanuha, Council Chair and Members of the Hawai`i County Council Hawai`i County Council 25 Aupuni Street Hilo, Hawai`i 96720 c.� La) -- Re: Operating Budget The Department of Defense, State of Hawai`i Emergency Management Agency is providing federally derived grant funds to the Hawai`i Civil Defense Agency. The funds will be used towards the preparation of an updated multi-hazard mitigation plan. Enclosed is a resolution to authorize the Mayor to enter into an agreement with the Department of Defense, State of Hawai`i Emergency Management Agency for this grant. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $60,705.50 grant. The Civil Defense Agency is requesting that this resolution and bill be waived from Finance Committee and be placed on the February 17, 2016 Council Agenda. If there are any questions, please do not hesitate to call Darryl Oliveira of the Hawai`i Civil Defense Agency at 935-0031. L4.4r /i <2 —_ Deanna S. Sako Director of Finance Enc. cc: Civil Defense < Re . - Ilo j z't'k v"") 49cReComm. No. (495.- Ref. f. To: COL,— ct) FG Ref. Date Hawaii County is an Equal Opportunity Employer and Provider Form #: B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Civil Defense Agency DATE: 01/22/16 STAFF CONTACT: Darryl Oliveira PHONE: 935-0031 A. REQUEST: This is a request to enter into an agreement with the Department of Defense, State of Hawaii Hawaii Emergency Management Agency in support of the County of Hawaii Multi Hazard Mitigation Plan Update. The Multi Hazard Mitigation plan is in support State and County commitments toward long term strateges to reduce the risks of natural hazards and will reduce further losses. Please create a resolution to enter into an agreement to accept the funds. Please waive Finance Committee and place on February 17, 2016 Council Agenda. Please create a bill for an ordinance to appropriate funds of$60,705.50. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): An updated multi-hazard mitigation plan is required to be submitted to FEMA (Federal Emergency Management Agency). Failure to submit the update will cause the County to lose future Federal funding towards mitigation projects and failure to participate in the memorandum of agreement with the State will also jeapordize future federal mitigation funds 1 nA 2.S1 SIGNED: SIGNED: /(,,) DATE: `��t Department Head GRANT SUMMARY (Supplement to B-52, Request for Council Action) Type of Grant Appropriation being requested: (New or an additional appropriation) Fl New(for this fiscal year period). OR n Additional appropriation(to an existing grant); Is a draft agreement attached? Has the original grant notification been transmitted to ® Yes n No Council? ❑ Yes 7 No Name of Grant Program: update of Hawaii County Multi-Hazard Mitigation Plan Grantor: Department of Defense State of Hawaii Hawaii Emergency Management Agency County Grantee Department or Agency: Civil Defense Agency County Grantee Contact Person: Darryl Oliveira Phone Number: 935-0031 Amount of Grant: $60,705.50 Grant Period (Commencement & Completion): Completion March 5,2016 Purpose of Grant: to update the Hawaii County Multi-hazard Mitigation Plan,which supports the State and County commitments toward long term strategies to reduce the risks of natural hazards and reduce further losses. County Match required?: 171 Yes ❑ No If yes, Matching Amount? $20,294.50 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: n Explain: Explanation: Additional Comments about Grant: B-52 Grant Summary Form MEMORANDUM OF AGREEMENT Between HAWAII EMERGENCY MANAGEMENT AGENCY DEPARTMENT OF DEFENSE STATE OF HAWAI'1 and the HAWAII CIVIL DEFENSE AGENCY 1. This MEMORANDUM OF AGREEMENT(MOA), is entered into on this ,by and between the Department of Defense, State of Hawai'i,on behalf of its Hawaii Emergency Management Agency, hereinafter referred to as"STATE,"and the Hawaii Civil Defense Agency,hereinafter referred to as"HCDA." 2. The purpose of this MOA is to support the project objective of and activities related to the project entitled"Hawaii County Multi-hazard Mitigation Plan." This project will result in the required update of the Hawaii County Multi-hazard Mitigation Plan.The scope of work is outlined in the Federal Emergency Management Agency(FEMA)approved project application (attached). The formal name of the project is"Hawaii County Multi-hazard Mitigation Plan." 3. Period of Performance. This MOA covers the period beginning ,and ending This period shall include the 90 days for financial reconciliation and close out. 4. Modifications. Any extensions,changes or alterations to the 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. 5. Project Budget. The STATE, through the federal share,shall provide a maximum amount of $60,705.50 for this project. The Non-Federal share of$20,294.50 shall be provided by HCDA in the form of in-kind contributions and/or cash match,which represent 25 percent of total project cost of$81,000.00.The HCDA shall maintain accountability of in-kind activities that contribute to the 25%non-federal share. All projects shall be associated with the categories of activities cited in paragraph 2. The project proposal, including approved budget and cost-share description, is included in the attached project application. 6. Subcontracts. If the HCDA subcontracts any or all of the work required under this Agreement, the HCDA agrees to include in the subcontract that the subcontractor is bound by the same terms and conditions of the Agreement with HCDA,the Pre-disaster Mitigation Grant program, and any applicable federal or state procurement laws, rules,or regulations.A copy of the executed subcontract must be forwarded to the STATE within ten(10)days of the execution of said contract. Contractual agreement shall in no way relieve the Recipient of its responsibilities to ensure that all funds issued pursuant to this grant be administered in accordance with all state and federal requirements. 7. HCDA,and its contractors or subcontractors,agrees to protect,defend, indemnify,save,and hold harmless the State of Hawaii,all State departments,agencies,boards and commissions, their officers,agents, servants and employees, including volunteers, from and against any and all claims,demands,expenses, and liability arising out of injury or death to any person or the damage, loss,or destruction of any property that may occur or in any way grow out of any act or omission of the other party, its agents,servants,and employees,or any and all costs,expenses, and/or attorney's fees incurred by the other party as a result of any claim,demand,and/or cause of action except for those claims,demands,and/or causes of action arising out of the negligence of the State of Hawaii,all State departments,agencies,boards,commissions,their agents, representatives,and/or employees. 8. Method of Payment. Payments shall be made on a reimbursable basis. If other payment arrangements for costs incurred as a result of this MOA are desired,agreement must be reached after consultation between the STATE and HCDA. 9. Quarterly Reports. The HCDA is required to submit to the STATE a quarterly financial and performance report. Report dates are March 30,June 30, September 30,and December 30 of each year. 10.Termination. Either party to this MOA shall have the privilege,with or without cause,to terminate 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 total work completed up to the date of such termination. IN WITNESS THEREOF, the parties have executed this MEMORANDUM OF AGREEMENT on the day,month,and year mentioned above. HAWAII CIVIL DEFENSE AGENCY By WILLIAM P. KENOI Date Mayor HAWAII EMERGENCY MANAGEMENT AGENCY DEPARTMENT OF DEFENSE STATE OF HAWAII (STATE) APPROVED AS TO FORM: Michael S. 5 " rw.ar.wc.,.a..�o.r Vincent By VERN T. MIYAGI Date Deputy Attorney General Administrator KAREN EOFF •,;;1.1,"if h1.... AARON S.Y. CHUNG Chairperson %?...-'C", cli:b.; ` MAILE"MEDEIROS"DAVID . ': �� GREGGOR ILAGAN VALERIE T. POINDEXTER •-' "'�'�_ DRU MAMO KANUHA Vice Chair +r�r�o�� `. DENNIS"FRESH"ONISHI DANNY PALEKA MARGARET WILLE HAWAII COUNTY COUNCIL County of Hawai'1 Hawaii County Building 25 Aupuni Street Hilo, Hawaii 96720 January 28, 2016 Dru Mamo Kanuha, Chairperson Hawai`i County Council 25 Aupuni Street Hilo, Hawai`i 96720 RE: Resolution No. 393-16 : RESOLUTION AUTHORIZING THE OFFICE OF THE MAYOR TO ENTER INTO AN AGREEMENT WITH THE DEPARTMENT OF DEFENSE, STATE OF HAWAII EMERGENCY MANAGEMENT AGENCY;and Bill No. 141 : AN ORDINANCE TO AMEND ORDINANCE NO. 15-57 AS AMENDED,THE OPERATING BUDGET FOR THE COUNTY OF HAWAII FOR THE FISCAL YEAR ENDING JUNE 30,2016. Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of Hawai`i, 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 be 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, • 4 / a • . Karen o f, Chairperson r Committee on Finance 4 Approved/Date/Waive to Council: Disapproved/Date/Refer to FC: 01/ f.Di 1/1 inti a13 1(o Dru Mamo Kanuha, Chairperson Dru Mamo Kanuha, Chairperson Hawai`i County Council Hawai`i County Council KE/wb Hawai`i County is an Equal Opportunity Provider and Employer