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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From:
Larry R. Pitzer, Fire Chief
Subject: Resolution authorizing acceptance of a grant
from the Federal Emergency Management
Agency (FEMA) for Emergency Operations
Planning in the amount of$22,183.
Dept:
Fire
Date:
July 15, 2003
OORrG\~\lL
MCtC Meeting Date:
August 18, 2003
Synopsis of Previous Council Action:
01114/03
Grants Committee Meeting-Item recommended for approval.
RECOMMENDATION:
Adopt resolution.
Contact Person: Larrv R. Pitzer. Fire Chief
Phone: (909) 384-5286
Supporting data attached: Staff Report. Resolution. and Approved Application Ward: Citvwide
FUNDING REQUIREMENTS:
Amount:
$0
Source:
(Acct. No)
(Acct. Description)
Finance:
Council Notes:
Agenda Item No.
f/JijD3
J.5
~ ~CO~-'S.. d-'\'d-
STAFF REPORT
SUBJECT
Resolution authorizing acceptance of a grant from the Federal Emergency Management Agency
(FEMA) for Emergency Operations Planning in the amount of$22,183.
BACKGROUND
In Fiscal Year 2002, a supplemental grant was made available from FEMA for Emergency
Operations Planning. The grant funding is to provide assistance to state and local governments
in updating Emergency Operations Plans for all hazards with special emphasis on Weapons of
Mass Destruction (WMD) terrorism preparedness. A Steering Committee consisting of
representatives of the Operational Area Coordinating Council (the 24 cities and towns and the
County) has been meeting since December 2002 to define the grant deliverables and the
allocation of the grant funds.
The total amount of the grant is $319,559 and will be administered by the County Fire
Department as the Lead agency for the Operational Area (OA). The Steering Committee
recommended to the Operational Area Coordinating Council that the grant funds be distributed
in the following manner: a base allocation in the amount of $2,000 will be provided to each
member agency of the OA (cities, towns and the County), the OA Lead Agency (County Fire,
Office of Emergency Services) will be allocated 5% of the grant ($15,978) for grant
administration and 20% of the grant ($63,912) for program administration. The remaining
dollars will be allocated on a per capita (population) basis to each jurisdiction.
The City of San Bernardino is slated to receive $22,183 from this FEMA grant (see Attachment
A). According to the FEMA grant guidelines, planning funds should be used for one or more of
the following activities:
1. Development/Update of the Emergency Operations Plan (EOP), with an emphasis on
terrorism preparedness plans;
2. Development/Update of supporting documents to the EOP, such as mutual aid
agreements, Continuity of Operations (COOP) and Continuity of Government (COG),
Standard Operating Procedures (SOP), Risk Assessment Annex, etc.
3. Attending training/workshops on EOP or related issues that assist in updating the EOP;
4. Development of a coordinated strategy and/or plan to incorporate Citizen Corps and
Community Emergency Response Team (CERT) programs into the emergency
operations system;
5. Hiring personnel/contractor to assist with development of the above;
6. Equipment/supplies associated with supporting plan development (see Proposed Budget,
Exhibit "A").
.
The FEMA grant guidelines require local jurisdictions to produce the following deliverables by
December 2003:
1. An updated EOP with emphasis on Weapons of Mass Destruction/Terrorism Response
and/or
2. Supporting document(s) to the EOP. Examples could include:
. COOP/COG or SOP
. Hazard/Risk Assessment Annex
. Mutual Aid Agreement(s)
. Citizen Corps/CERT programs implementation plan Annex
Although the City's Grants Committee recommended approval on January 14,2003, the County's
appropriation authority for cities was contingent on State approval of the consolidated grant
application. The County did not receive State approval until April 16, 2003 and notified cities in
June 2003. State approval and County notification has allowed cities to proceed with Council
authorization to participate in this grant opportunity.
FINANCIAL IMP ACT
There are no cost-share or match requirements associated with this FEMA grant. It is 100
percent federally funded on a reimbursement basis.
RECOMMENDA nON
Adopt resolution.
2
Exhibit "A"
City of San Bernardino
FEMA -- Emergency Operations Planning Grant
Proposed Budget
Co ntracto r/C 0 ns ultan t
$2,350
Binders (for required number of copies of
Emergency Operations Plan)
$900
Duplication Services
$1,260
(2) Dell Computers w/Flat LCD Monitors
$3,218
(1) Digital Laser CopierlFax
$800
(1) Color (Laser) Printer
$2,299
Disaster Supplies (for City facilities)
$11.356
$22.183
GRAND TOTAL
---------------------------------------------------------------
---------------------------------------------------------------
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RES~"EJ:
RESOLllTlON OF THE :\1 A YO~N~O 1MO;. COUNCIL OF THE CITl OF SAN
BERJ'\'ARDINO AUTHORIZING THE ACCEPTANCE OF A GR.\NT FRO"1 THE
FEDERAL El\IERGEl'lCY MA!\'AGEMEl'lT AGENCY (FEMA) FOR EMERGENCY
OPERATIONS PLANNING Il\' THE AMOUNT OF 522,183.
BE IT RESOL YED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The City Administrator or his designee is authorized to accept a grant from
FEMA in the amount of $22, 183 for Emergency Operations Planning.
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RESOLl'TION OF TilE MAYOR A'\'D COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZI:\G THE ACCEPTANCE OF A GRA:\T FRO:\! TIlE
FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) FOR EMERGENCY
OPERATIONS PLANNING IN THE AMOU'\'T OF 522,183.
1 HEREBY CERTIFY that the foregoing resolution was duly adopted by the !\'Iayor and
Common Council of the City of San Bernardino at a
meeting thereot: held on the
day of
.2003. by the following vote. to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LONGV]LLE
MeGIJ\'N1S
DERRY
SUAREZ
ANDERSON
McCAMt\1ACK
Rachel G. Clark. City Clerk
The foregoing resolution is hereby approved this
day of
.2003.
Judith Valles. Mayor
City of San Bernardino
Approved as to form
and legal content:
James F. Penman
City Attorney
By: ~ ? - fL---
o
2
. STATE OF CALIFORNIA
Attachment "A"
lH<AY UAVIS, GOYernor
GOVERNOR'S OFFICE OF EMERGENCY SERVICES
DISASTER ASSISTANCE RESOURCES BRANCH
GRANT MANAGEMENT SECTION
POST OFFICE BOX 419023
RANCHO CORDOVA, CALIFORNIA 95741-9023
PHONE: (916)845-8110 fAX: (916)845-8391
OES
jit*
c-...-, 0f'1b '"
~,S,tn-in=I
April 16, 2003
___ ,.'\:iV ~-.
. ---.-- /
, '-n~:-6 ~
Peter R. Hills
Fire Chief
San Bel11ardino County
1743 Miro Way
Rialto, CA 92376
Dear Mr. Hills:
SUBJECT:
NonFICA nON OF APPLICA nON APPROVAL
FEDERAL EMERGENCY MANAGEMENT AGENCY
FY02 Supplemental Appropriation for Emergency Operations Planning
2003-313, OES #071-00000
The Governor's Office of Emergency Services has approved your grant application in the amount
of $319,559.00. A copy of your approved application is enclosed for your records. The award period
for this grant can be found on the enclosed application.
e
In order to receive payment, Grant Assurances and Governing Body Resolution Forms must be on
file with our office. Payment must be requested using a FEMA Supplemental Reimbursement Request
form; a copy is enclosed.
As a requirement of this program, a special fund for the deposit of the state warrant must be
established upon receipt of any advance funding. Expenditures can only be made for items listed on
your approved grant application. This grant is subject to all policies and provisions of the Single
Audit Act of 1984 and the Single Audit Act Amendments of 1996. Any funds received in excess of
current needs or approved amounts, or those found owed as a result of an audit or final inspection,
must be refunded 10 the State wilhin 30 days upon receipt of an invoice from the Governor's Office of
Emergency Services.
Quarterly Reports must be prepared and submitted to OES for the duration of the grant period or
until all planning activities are completed and the grant is formally closed. The reports must include
the status of all activities. Quarterly report template, with instructions, will be distributed under
separate cover prior to the deadline for the first report. Failure to submit quarterly reports could result
in grant reduction, tennination or suspension.
For further assistance, please contact the Grant Management Section at (916) 845-8110.
.
GRANT PAYMENTS UNIT
Enclosure
c: Applicant's File
1__
.
.
.
GOVERNOR'S OFFICE OF EMERGENCY SERVICES
FEMA 02 Supplemental- Emergency Operations Planning
Reimbursement Request
Mail Reimbursement Request to:
Governor's Office of Emergency Services
Grant Payments Unit
Post Office Box 419023
Rancho Cordova, CA 95741-9023
Applicant:
County
.OES ID #:
Please mark this box to indicate a change in
the Authorized Agent Mailing Address
below 0
Total Expenditures to date:
Reimbursement Request
(for the period through
$
)
$
Under penalty of perjury, I certify that:
. I am the duly authorized officer of the claimant herein
. This claim is in aU respects true, correct, and all expenditures were made in accordance
with applicable laws, rules, regulations and grant conditions and assurances
Authorized Agcl1t (per Goyc:rnirll: Body RC'tolulioa)
Printed Name
TiUe
Mailing Address
City. Stale, Zip Code
Signature
PhODe No.
E-Mail Adm..
Fax No.
Date
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From-OES SO RON EOC .1
'561 7i5 2877
T.c3: p ~CZ/~~, ~-:~:
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FY02 fl:MA supplemenbl Grant
Emergoncy Oporallons Planning (EOP)
. eemardlno County Operational Area
B 12 0118
ceiL- t)G\~
Federal Emergency Management Agency, Office of National Preparedness FY02
Supplemental Grant for Emergency Operations Planning
Application for Assistance
San Bernardino County
County
Contact Information:
1743 Mire Way
Autllorized Agent Mailing Address
Denise L. Benson
Name
Rlalto CA 92376
CltylStatelZip CodB
Division Manager
Tltte
J319.559.00
MiUdlTlum, Amount AuthorIZed por Appendix A
(909) 356-3998
Area code/office Telephone
--1319.559.00
Amount R~quested per Budget Detail Worksheet
(909) 356-3965
Area CodelQmce Fay
.
dbenson@fire.sbcountv.qov
E-Mail Addre$s
Application Checklist _ The following items must be included with this grant applicailon package:
bll Narrative
bel Budget Detail Wor1<sheet
Immediate Needs Funding (if Needed)
bel Grant Assurances (if needed)
!Zl Governing BOdy Resolution (if needed)
CertifIcation and Signature ot Authorized Agent
I hereby GIJrtlfy that the lI11achsd application represents the Operational ATea consensus on tlmergenc:y planning
N~.Im'ro" to, O,.reUo'" ....'. ~...~,... .. re",~' '0 T...o"m too"""
~ ~ ~ ~ _Denise l. Benson -
Signature or Authorized Agent Printed Name
i
I
\ Division ManaQer
I Title
,
1
\ . For OES Use Only
.1Icalion RevilllNedlGrant A....an:l ApprovIJd: /~-?-? ..
'lIIIII!' Regional Admin/strator Signature
iran! Performance Period: l' II. . 03 nNt../ /2, i 5, 03
I~S \0# 07/' ()(Y)()() Catalog of Federal Domestic Assistance #83.562 Award #EMF-2003-GR-0313
\
Aoril 15.2003
pate
-
-
-
t/////~?
Date
-
FY02 FEMA supplemental Grant
Emergency Operations Planning (EOP)
San Bernardino County Operational Area
Page 9 of 18
.
Budget Detail Worksheet
(Federal Share Only)
PERSONAL SERVICES
Position Title Salary Benefits (@ \I~rin"< %) Total
Division Manaqer $43.37 + $15.35 1354%) = $8.808
Emerqency Services Officer $22.65 + $5.68 (251%) = $46 246
Clerk III $13.60 + $4.34 (319%) = $3.229
Clerk II $1066 + $387 1363%) = $2 617
Staff Analvst II $23.92 + $U8 14.9%) = $3012
$63,912
OPERATING EXPENSES AND EQUIPMENT (OE&E)
Consultant Services
Equipment
Indirect Costs (Overhead)
~fflce Supplies
Printing
Travel
Pass thru to Cities & Special Districts (see attached table)
Other:
$239,669
Grant Administration
$15,978
TOTAL PERSONAL SERVICES AND OE&E
$ 319,559
.Provide more detailed information on the Equipment Addendum worksheet (see nest page).
.
,-
FY02 FEMA supplemental Grant
Emergency Oparatlons Planning (EOP)
San Bernardino County Operational Area
Page 10 of 18
.
FY02 FEMA SUPPLEMENTAL GRANT FOR
EMERGENCY OPERATIONS PLANNING
SBCO CACC Base Per Cap Total Est. Primary OACC
Cltles(Towns/CounlV Allocation Allocation Allocation Representative
Adelanto $ 2,000 $ 1,983 $ 3,983 Richard Oaklev
\Apple Valley $ 2,000 $ 6,040 $ 8,040 Cindv Serrano
Barstow . $ 2,000 $ 2,355 $ 4,355 Kenneth Becknell .
Big Bear Lake $ 2,000 $ 606 $ 2,606 Michelle Caldwell
Chino $ 2,000 $ 7,316 . $ . 9,316 Todd Stroinv ' . ,'.< ~i
..
Chino Hills $ 2,000 $ 7,550 $ 9,550 Ed Nicholls
Colton $ 2,000 $ 5,221 $ 7,221 Tom Hendrix " ',,:L
Fontana $ 2,000 $ 14,791 $ 16,791 Chris Tronaas
Grand Terrace $ 2,000 $ 1,265 $ 3,265 Steve Berry '..li.
Hesperia $ 2,000 $ 6,922 $ 8,922 Garv Tavlor
Highland $ 2,000 $ 4,870 $ 6,870 Steve Walker .':,.,
Lorna Linda $ 2,000 $ 2,090 $ 4,090 Rolland Crawford
Montclair $ 2,000 $ 3,599 $ 5,599 Mike Donlev .:...... .c';'
eedles $ 2,000 $ 545 $ 2,545 Bob Lvons
Ontario $ 2,000 $ 17,258 .... $ 19,258 . Steven Holtrust 0"
Rancho $ 2,000 $ 14,579 $ 16,579 L. Dennis Michael
Redlands $ 2,000 $ 7,018 $ 9,018 Mitch McKee ",
Rialto $ 2,000 $ 10,081 $ 12,081 Debbie Notlorno
San Bernardino $ 2,000 $ 20,183 $ 22,183 Fred Wilson '"
29 Palms $ 2,000 $ 2,935 $ 4,935 Michael SewiQart
Upland $ 2,000 $ 7,497 $ 9,497 Suzanne Kimball .. .".\
Victorville $ 2,000 $ 7,369 $ 9,369 Jon B, Roberts
Yucaipa $ 2,000 $ 4,626 $ 6,626 Jennifer Shankland ...
Yucca Valley $ 2,000 $ 1,856 $ 3,856 David Munro
County $ 2,000 $ 31,114 $ 33,114 Denise Benson
Grant Admin, $ 15,978
Prooram DevelopmentiPlennlnn $ 63,912
Per Capita number are based on $ 319,559
2000 DODulation fiaures
Total Aw~rd .$ 31 \l,559
.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
2trJ}- Z 42_
Absent f)
Meeting Date (Date Adopted): "15 r 1'6-63 Item #
Vote: Ayes l- (., Nays b
Change to motion to amend original documents:
'25 Resolution #
Abstain b
Reso. # On Attaclunents: ,/'
Contract term: ..--
Note on Resolution of Attaclunent stored separately: -=-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor: ~ - l <j - 0.3
Date of Mayor's Signature: \5--\ ct-o::>
Date of Clerk/CDC Signature: t -. -cL, '" ')
Date mo/Letter Sent for Signature:
60 Day Reminder etter en on
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
See Attac
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distribute<yo:
City Attorney v'
Parks & Rec.
Code Compliance Dev. Services
Police Public Services Water
Notes:
NulllVoid After: -
By: -
Reso. Log Updated: .-/
Seal Impressed: ----
Date Returned:
Yes /' No By
Yes No ./ By
Yes No ./ By
Yes No y' By
Yes No/
EDA
Finance ,/" MIS
ni2-E:~
Others:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File: _
Date:
Revised 01112/01