HomeMy WebLinkAbout55A - RESO EMERGENCY MGNT PERF GRANTREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 15, 2018
TITLE:
APPROPRIATION ADJUSTMENT,
RESOLUTION AND AGREEMENT
ACCEPTING FY 2017 EMERGENCY
MANAGEMENT PERFORMANCE
GRANT (EMPG) (STRATEGIC PLAN
NO. 1, 2E, 2F, 6C)
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on 1s' Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
1. Approve an appropriation adjustment recognizing $49,326 in Emergency Management
Performance Grant (EMPG) funds in the Law Enforcement Grants revenue account (no.
12814002-52001), and appropriating same to the Emergency Management Performance
Grant expenditure account (no. 12814414 -various).
2. Adopt a resolution authorizing the City Manager to act on behalf of the City of Santa Ana
for the purpose of obtaining federal funds, related to homeland security, emergency
management and/or disaster recovery, provided by the US Department of Homeland
Security and sub -granted through the State of California.
3. Authorize the City Manager and the Clerk of the Council to execute a one-year agreement
with the County of Orange, for the period of July 1, 2017 through June 20, 2018, for the
EMPG Grant in an amount not to exceed $49,326, subject to non -substantive changes
approved by the City Manager and City Attorney.
In September 2017, the Police Department prepared an initial application for the FY 2017
Emergency Management Performance Grant (EMPG), which is funded by the US Department of
Homeland Security and passed through the State of California Office of Emergency Services
(Cal OES). The EMPG grant is designed to assist state and local emergency management and
disaster preparedness programs with employment and development of emergency management
staff, development of emergency plans and procedures, and preparing cities for disaster
response. The EMPG grant is distributed by population to counties and cities that maintain
emergency management staff and meet training, exercising and reporting requirements.
55A-1
Emergency Management Performance Grant
May 15, 2018
Page 2
The Police Department was notified that it has received a FY 2017 EMPG grant in the amount of
$49,326. The Police Department is awaiting final approval from Cal OES of a grant amendment
authorizing the use of these funds for Emergency Operations Center (EOC) equipment. These
funds will be used to purchase approximately 44 laptop computers and accessories to those
computers, which will equip the City's EOC to provide for situation assessment, management of
information and resources, and other communications during City-wide emergencies or disaster
events.
STRATEGIC PLAN ALIGNMENT
Approval of these items assists the City in meeting Goal #1 Community Safety, Objective #2
(Broaden communications, information sharing and community awareness of public safety
activities), Strategy E (Update the City's Emergency Operations Center (EOC) emergency
preparedness plan to include a community evacuation strategy to respond to natural disasters) and
Strategy F (Partner with emergency assistance and disaster relief organizations to promote
community awareness of emergency preparedness (e.g. citywide community preparedness day)),
and Objective #6 (Enhance Public Safety integration, communications and community outreach),
Strategy C (Continue to develop and implement joint command level training in collaboration with
the Police Department's Emergency Operations Coordinator).
FISCAL IMPACT
The appropriation adjustment will recognize $49,326 in Emergency Management Performance
Grant (EMPG) funds in the Law Enforcement Grants revenue account (no. 12814002-52001),
and appropriate same to the Emergency Management Performance Grant expenditure account
(no.12814414-various).
APPROVED AS TO FUNDS AND ACCOUNT:
mr .
Dav"K Vale' Francisco utierrez,
Chielbf-Police Executive Director
Santa Ana Police Department Finance and Management Services Agency
Exhibits: 1. Resolution
2. Transfer Agreement with County of Orange
55A-2
Exhibit 1
TB 5.15.18
RESOLUTION NO. 2017 -XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA ANA AUTHORIZING THE CITY MANAGER AND
THE CHIEF OF POLICE OF HIS DESIGNEE(S) TO OBTAIN
2017 EMERGENCY MANAGEMENT PERFORMANCE
GRANT FUNDS THROUGH THE COUNTY OFORANGE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS
FOLLOWS:
Section 1. The City Council of the City of Santa Ana hereby finds, determines
and declares as follows:
A. The State of California Office of Emergency Services is responsible for
implementing the United States Department of Homeland Security's
Emergency Management Performance Grant Program (EMPG). The
funds cover the salary costs for personnel involved in emergency
management activities as well as the cost of miscellaneous equipment
identified on the OHS approved equipment list.
B. The County of Orange is a subgrantee of the 2016 EMPG funds and
will provide funds to local governments for implementation of
countywide emergency management capabilities.
C. The City of Santa Ana is one of the subrecipients of the EMPG funds
and has been allocated $49,326 of the County of Orange's total EMPG
fund.
Section 2. The City Council of the City of Santa Ana hereby authorizes the City
Manager, on terms acceptable to the City Attorney, to execute a sub -recipient transfer
agreement (also called a transfer agreement) with the County of Orange and/or Orange
County Sheriffs Department in an amount not to exceed $49,326.
Section 3. The City Council of the City of Santa Ana hereby authorizes and
directs the City Manager or his designee, on terms acceptable to the City Attorney, to
prepare reimbursement agreements for salary costs, equipment, services, or training
with the County of Orange pursuant to the guidelines set for in the EMPG program and
EMPG Articles, Assurances, Certifications, Terms and Conditions.
Section 4. The City Council of the City of Santa Ana hereby approves an
Appropriation Adjustment recognizing the FY 2017 Emergency Management
Performance Grant in the amount of $49,326 and appropriates same in the FY 2017
Emergency Management Performance Grant expenditure accounts.
Resolution No. 2018 -XXX
55A-3 Page 1 of 2
Section 5. This Resolution shall take effect immediately upon its adoption by
the City Council and the Clerk of the Council shall attest to and certify the vote adopting
this Resolution.
ADOPTED this _ day of May 2018.
Miguel A. Pulido
Mayor
APPROVED AS TO FORM:
Smile R. Carvel , City Attorney
By: Wriiia Bogosian
Assistant City Attomey
AYES: Councilmembers
NOES: Councilmembers
ABSTAIN: Councilmembers
NOT PRESENT: Councilmembers
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, MARIA D. HUIZAR, Clerk of the Council, do hereby attest to and certify the attached
Resolution No. 2017 -XXX. to be the original resolution adopted by the City Council of the
City of Santa Ana on 2018.
Date:
Clerk of the Council
City of Santa Ana
55A-4
Resolution No. 2018 -XXX
Page 2 of 2
1
2
3,
4
5
6
7
8
10
12
13
14
15
16
17
18
19
20
21
22
23 .
24
25
26
27
28
Exhibit 2
AGREEMENT TO TRANSFER FUNDS
FOR 2917 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM
THIS AGREEMENT is entered into this day of 20_, which date is
enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a political
subdivision of the State of California, hereinafter referred to as "COUNTY," and
City of Santa Ana a municipal corporation, hereinafter referred to as
-..eitnnc�ri>ac>,rrn -
WHEREAS, COUNTY, acting through its Sheriff Coroner Department, hereinafter referred to
as SHERIFF, in its capacity as the lead agency for the Operational Area, has applied for, received and
accepted the Emergency Management Performance Grant (hereinafter referred to as "the gmnf) from
the California Office of Emergency Services ("CalOES").
WHEREAS, the purpose of the grant is to support comprehensive emergency management at
the state, tribal and local levels and to encourage the improvement of prevention, protection, mitigation,
response and recovery capabilities for all hazards, as set forth in Attachment A hereto (FY2017
Emergency Management Performance Grants [EMPG] Notice of Funding Opportunity [NOFO]), which
is attached hereto and incorporated herein by reference.
NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
1. COUNTY shall transfer to SUBRECIPIENT grant funds, in arrears, as necessary to
reimburse SUBRECIPIENT for reasonable and permissible expenditures for the grant purposes. In
order to obtain grant funds, SUBRECIPIENT shall comply with the instructions and submit to SHERIFF
all required information and documentation, as set forth in Attachment B (EMPG City Financial
Management Forms Workbook), which is attached hereto and incorporated herein by reference.
2. Throughout their useful life, grant property and equipment shall be used by
SUBRECIPIENT only for grant purposes in accordance with Attachment A hereto.
3. SUBRECIPIENT shall exercise due care to preserve and safeguard grant property and
equipment from damage or destruction and shall provide regular maintenance and such repairs for grant
CFDA: 97.042
Emergency Management Pcrformanm Giant
Departmirt of Homeland Security Page 1 of 4
55A-5
2
3
4'
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
property and equipment as are necessary, in order to keep said grant property and equipment
continually in good working order.
4. If grant property or equipment becomes obsolete, SUBRECIPIENT shall dispose of it
only in accordance with the instructions of COUNTY or the agency from which COUNTY received the
I grant funds.
5. SUBRECIPIENT shall submit to the COUNTY grant program reporting documents and
information in accordance with requirements set out in the Attachment C (Emergency Management
Performance Grant Program: California Supplement to the Federal Program Funding Opportunity
Announcement; or, The State Guidance), which is attached hereto and incorporated herein by reference.
6. By executing this Agreement, SUBRECIPIENT agrees to comply with and be fully
by this Agreement and all applicable provisions of Attachments A, B, C, and D (Standard
ices for all CalOES Federal Grant Programs) hereto. SUBRECIPIENT shall notify COUNTY
ately upon discovery that it has not abided or no longer will abide by any applicable provision of
Agreement or Attachments A, B, C, or D hereto.
7. SUBRECIPIENT agrees to indemnify, defend and save harmless COUNTY and the
agency from which .COUNTY. received. grant funds, and their elected and appointed :officials, officers,
agents and employees from any and all claims and losses accruing or resulting to any and all contractors,
subcontractors, laborers, and any other person, firm or corporation furnishing or supplying work,
services, materials or supplies in connection with SUBRECIPIENT's performance of this Agreement,
including Attachments A, B, C, and D hereto, and from any and all claims and losses accruing or
to any person, firm, or corporation who may be injured or damaged by SUBRECIPIENT in the
performance of this Agreement, including Attachments A, B, C, and D hereto.
8. No alteration or variation of the terms of this Agreement shall be valid unless made in
writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or
agreement not incorporated herein shall be binding on any of the parties hereto.
9. SUBRECIPIENT may not assign this Agreement in whole or in part without the express
written consent of COUNTY.
CFDA 97.042
Emergency Management Perfntmance Grant
Department of Homeland Security
y
Page 2 of a
2
3
4
5;
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
Is. SUBRECIPIENT shall provide to COUNTY all records and information requested by
COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be
required to provide to the agency from which COUNTY received grant funds or other persons or
agencies.
11. For a period of three years after the final Federal Financial Report hereunder or until all
claims related to this Agreement are finally settled, whichever is later, SUBRECIPIENT shall preserve
and maintain all documents, papers and records relevant to the work performed or property or equipment
acquired in accordance with this Agreement, including Attachments A, B, C, and D hereto. For the,
same time period, SUBRECIPIENT shall -make said documents, papers and --records -available to l
COUNTY and the agency from which COUNTY received the grant funds or their duly authorized
representative(s), for examination, copying, or mechanical reproduction on or off the premises of
SUBRECIPIENT, upon request, during usual working hours.
12. SUBRECIPIENT and COUNTY shall be subject to examination and audit by the State
Auditor General with respect to this Agreement for a period of three years after the final Federal
Financial Report hereunder.
13. COUNTY may terminate this Agreement and be relieved of the payment of any
consideration to SUBRECIPIENT if a) SUBRECIPIENT fails to perform any of the covenants
contained in this Agreement, including the applicable terms of Attachments A, B, C. and D hereto, at the
time and in the manner herein provided, or b) COUNTY loses funding under the grant. In the event of
termination, COUNTY may proceed with the work in any manner deemed proper by COUNTY.
14. SUBRECIPIENT and its agents and employees shall act in an independent capacity in
the performance of this Agreement, including Attachments A, B, C, and D hereto, and shall not be
considered officers, agents or employees of COUNTY or SHERIFF or of the agency from which
COUNTY received grant funds.
15. By signing this Agreement, SUBRECEIPIENT understands and agrees that:
a. Failure to follow grant guidance, including those detailed below, will result in
ineligibility for any reimbursement under the FY 17 EMPG:
CFDA: 97.042
Emergency Management Performonm G=1
Page 3 .f 4
55A-7
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
b. A SUBRECIPIENT representative must attend half of the Orange County Emergency
Managers Organization meetings held from July 1, 2017 through June 30, 2018;
c. SUBRECIPIENT must maintain National Incident Management System (NIMS)
compliance;
d. For any personnel whose salary is charged to the grant, that specific individual must
meet the training and exercise requirements set forth in the grant guidance; and
e. Only those expenditures specifically detailed in the Financial Management Forms
Workbook are approved for funding; any changes must be pre -approved by the
California Office of Emergency Services.
IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange,
State of California.
DATED: v20— COUNTY OF ORANGE, a political subdivision
of the State of California
APPROVED AS TO FORM
COUNTY COUNSEL
By
Wendy J. Phillips, Senior Deputy
DATED:
APPROVED AS TO FORM
CITY OF SANTA ANA
��
By-.( luuW
Tamara Bogosian
Assistant City Attorney
FDA: 97.042
ol"gercy Managcment Peformanm Grant
epanm nl of Homeland Smurity
By
Sheriff -Coroner
"COUNTY"
SUBRECIPIENT
ATTEST:
DATED: City Clerk
Page 4 of
55A-8