HomeMy WebLinkAboutResolutions - 2010.01.20 - 10100MISCELLANEOUS RESOLUTION 110004 January 20, 2010
By: General Government Committee, Christine Long, Chairperson
IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES - HOMELAND SECURITY DIVISION -
ACCEPTANCE FOR 2008 MICHIGAN CITIZEN CORPS PROGRAM GRANT - OAKLAND COUNTY
TO: OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
WHEREAS funding was released under the U.S. Department of Homeland
Security for the 2008 State of Michigan Citizen Corps Grant Program for
funding for programs to increase domestic preparedness among members of the
community; and
WHEREAS the State of Michigan has awarded Oakland County reimbursement
for qualified expenses up to, but not exceeding $11,321 for the period of
October 1, 2009 to September 30, 2010; and
WHEREAS the funds are to be used for training, planning, educational
outreach, exercise and equipment for the Citizen Corps Program Partners of
Community Emergency Response Teams, Medical Reserve Corps, Neighborhood
Watch, Volunteer in Police Service, and Fire Corps; and
WHEREAS the Michigan Department of State Police Emergency Management
and Homeland Security Division will serve as the administrating agency for
this grant; and
WHEREAS the grant agreement has been reviewed and approved through the
County Contract Review Process.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners accept the grant funding from the State of Michigan in an
amount up to $11,321.
BE IT FURTHER RESOLVED that the chairperson of the Board of
Commissioners is authorized to execute the grant agreement and to approve any
grant extensions or changes, within fifteen percent (15%) of the original
award, which are consistent with the original agreement as approved.
BE IT FURTHER RESOLVED that acceptance of this grant does not obligate
the County to any future commitment.
Chairperson, on behalf of the Public Services Committee, I move the
adoption of the foregoing resolution.
GENERAL GOVERNMENT COMMITTEE
Motion carried unanimously on a roll call vote with Hatchett absent.
GRANT REVIEW SIGN OFF — Homeland Security
GRANT NAME: 2008 Citizen Corps Grant Program
FUNDING AGENCY: Michigan Department of State Police, Emergency Management and Homeland
Security Division
DEPARTMENT CONTACT PERSON: Brandon Lewis 248-858-1598
STATUS: Grant Acceptance
DATE: December 1, 2009
Pursuant to Misc. Resolution #01320, please be advised the captioned grant materials have completed
internal grant review. Below are the returned comments.
The captioned grant materials and grant acceptance package (which should include the Board of
Commissioners Liaison Committee Resolution, the grant agreement/contract, Finance Committee Fiscal
Note, and this Sign Off email containing grant review comments) may be requested to be place on the
appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Department of Management and Budget
Approved. — Laurie Van Pelt (11/20/2009)
Department of Human Resources:
Approved. — Cathy Shallal (11/19/2009)
Risk Management and Safety:
Approved. — Andrea Plotkowski (11/24/2009)
Corporation Counsel:
There are no legal issues that need to be resolved before the above-referenced grant agreement is executed.
However, there is on major change in the grant agreement this year that I would Like to bring to your
attention (not included in the 2007 Grant Agreement). In order to spend these grant funds, the County must
get approval from the Region 2 Homeland Security Planning Board, even though the funds were awarded
solely to Oakland County (not as fiduciary for Region 2). This requirement is contained in Sections IV (page
2) and V.C. (page3) of the grant agreement. Although, this is not a legal issue, it will take time and money to
get projects/funds approved by the Region 2 Board. Jody S. Hall (11/23/2009)
COMPLIANCE
The grant agreement refeiences a number of specific federal and state regulations. Below is a list of the
specifically cited compliance related documents for this grant.
In addition, the attached documents (Standard Assurances and Certifications Regarding Lobbying;
Debarment, Suspension and Other Responsibility Matters; and Drug-Free Workplace Requirement) are
incorporated by reference into the agreement.
Michigan Emergency Management Act, Act 390, PA. of 1976, as amended
http://www.michigan.gov/documents/mspemd-Act 390_of 1976 7125 7.pdf
Gaia Piir
From: Hall, Jody [nalljs@oakgov.com]
Sent: Monday, November 23, 2009 9:46 AM
To: 'Piir, Gala'; 'VanPelt, Laurie'; 'Pat Davis'; 'Secontine, Julie '; 'Shelia], Cathy; 'Lewis, Brandon'; 'Pearson, Linda'
Subject: Grant Review: Homeland Security Division-2008 Citizen Corps Grant Program–Grant Agreement Acceptance
Good Morning All—
There are no legal issues that need to be resolved before the above-referenced grant agreement is executed.
However, there is on major change in the grant agreement this year that I would like to bring to your attention (not included in the
2007 Grant Agreement). In order to spend these grant funds, the County must get approval from the Region 2 Homeland Security
Planning Board, even though the funds were awarded solely to Oakland County (not as fiduciary for Region 2). This requirement is
contained in Sections IV (page 2) and V.C. (page3) of the grant agreement. Although, this is not a legal issue, it will take time and
money to get projects/funds approved by the Region 2 Board.
Let me know if you have any questions. Have a great Thanksgiving.
Jody 0
Jody S.Hall, Assistant Corporation Counsel
Department of Corporation Counsel
1200 N. Telegraph Road, Bldg. 14 East
Courthouse West Wing Extension, 3rd Floor
Pontiac, MI 48341
Phone Number: (248) 858-0555
Fax Number: (248) 858-1003
E-mail: halljsAoakgov.com
PRINILEGED AND CONFIDENTIAL — ATTORNEY c_LIENT COMMUNICATION
This e-mail is intended only for those persons to wham it is specifically addressed. It is confidential and is protected by the attorney-client privilege
and work product doctrine. This privilege belongs to the County of Oakland, and individual addressees are not authorized to waive or modify this
privilege in anyway. individuals are advised that any dissemination, reproduction or unauthorized review of this information by persons other than
those listed above may constitute a waiver of this privilege and is therefore prohibited. If you have received this message in error, please notify the
sender immediately. If you have any questions, please contact the Department of Corporation Counsel at (248) 858-0550. Thank you for your
cooperation.
Gala Piir
From: Ploikowski, Andrea [plotkowskia@oakgov.com ]
Sent: Tuesday, November 24, 2009 4:45 PM
To: 'Pik, Gaia'
Cc: Terri Easterling; Sandy Johnson
Subject: RE: Grant Review: Homeland Security Division - 2008 Citizen Corps Grant Program - Grant Acceptance, RM09-0370
(RN108-0412, RM07-0244, RM07-0071)
Approved
Andrea Plotkowski
Original Message
From: Piir, Gala [mailto:piirg@oakgov.com]
Sent: Thursday, November 19, 2009 2:27 PM
To: 'VanPelt, Laurie'; 'Davis, Patricia'', 'Secontine, Julie`; Shallal, Cathy
Cc: 'Lewis, Brandon'; 'Linda Pearson'
Subject: Grant Review: Homeland Security Division - 2008 Citizen Corps Grant Program - Grant Acceptance
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Cathy Shallal — Julie Secontine — Pat Davis
RE: GRANT CONTRACT REVIEW RESPONSE — Department of Health and Human Services — Homeland Security
Division
2008 Citizen Corps Grant Program
Michigan Department of State Police
Attached to this email please find the grant document(s) to be reviewed. Please provide your review stating your
APPROVAL, APPROVAL WITH MODIFICATION, or DISAPPROVAL, with supporting comments, via reply (to all)
of this email.
Time Frame for Returned Comments: November 30, 2009
GRANT INFORMATION
Date: November 19, 2009
Operating Department: Homeland Security Division
Department Contact: Brandon Lewis
Contact Phone: 858-1598
Document Identification Number:
REVIEW STATUS: Acceptance — Resolution Required
Funding Period: October 1, 2009 — September 30, 2010
New Facility / Additional Office Space Needs: N/A
IT Resources (New Computer Hardware / Software Needs or Purchases): N/A
M/WBE Requirements: [Yes] [Compliance with OMB Circular A-102]
Funding Continuation/New: Continuation
Application Total Project Amount: $11,321
Prior Year Total Funding: $30,785.14
New Grant Funded Positions Request: N/A
Changes to Current Positions: N/A
Grantor Funds: $11,321
State of Michigan
2008 Homeland Security Grant Program
Grant Agreement for Citizen's Corps Program
October 1, 2009 to September 30, 2010
CFDA Number: 97.067
Grant Number: 2008-GE-T8-0052
This Homeland Security Grant Program Citizen's Corp Program (HSGP-CCP) Grant Agreement is hereby entered
into between the Michigan Department of State Police, Emergency Management and Homeland Security Division
(hereinafter called the Subgrantor), and
COUNTY OF OAKLAND
(hereinafter called the Subgrantee)
I. Purpose
The purpose of this Grant Agreement is to provide federal pass-through funds to the Subgrantee. The funding
under this grant agreement will be allocated to the Subgrantee from the CCP allocation to the State of Michigan.
CCP funds are intended to engage and actively involve all citizens in hometown security through personal
preparedness, training, exercises, and volunteer service and to provide a structured opportunity for citizens to
augment local emergency response activities.
II. Objectives
The principal objective of this Grant Agreement is to provide financial assistance to the Subgrantee for allowable
costs in the CCP and the following specific program:
1. Community Emergency Response Teams (CERT)
2. Medical Reserve Corps (MRC)
3. Neighborhood Watch
4. Volunteer in Police Service (VIPS)
5. Fire Corps
Allowable Investments made in support of the programs listed above must fall into one of the following six
categories:
1. Planning
2. Organization
3. Equipment
4. Training
5. Exercises
6. Personnel
For guidance on allowable costs for the CCP program areas, please refer to the 2008 Homeland Security
Grant Program (HSGP) Guidance, located at http://www.fema.govigovernment/grant/hsgpiindex08.shtm.
To assist Subgrantees, the Subgrantor, in conjunction with the Michigan Homeland Security Preparedness
Committee, has created a list of priority projects that Subgrantees shall use their 2008 HSGP-CCP funds to
support These projects were derived from the 10 Investment Justifications developed by Michigan that are to be
implemented at the regional/local level. Additional information is provided in the Michigan FY 2008 HSGP
Supplemental Grant Guidance. Subgrantees must take a regional approach when determining the best use of FY
2008 HSGP-CCP funds. Subgrantees must consider the needs of local units of government and applicable
volunteer organizations in the projects and activities included in their FY 2008 HSGP-CCP application.
2008 Citizen Corps Grant Agreement
County of Oakland
Page 2 of 9
III. Statutory Authority
Funding for the Fiscal Year (FY) 2008 HSGP is authorized by the Consolidated Security, Disaster Assistance, and
Continuing Appropriations Act, 2009 (Public Law 110-329).
The Subgrantee agrees to comply with all HSGP-CPP program requirements in accordance with the Michigan
Emergency Management Act, Act 390, and P.A. of 1976, as amended, located at
http://www.michigan.gov/documents/mspemd-Act_390_of_1976_7125_7.pdf. The Subgrantee also agrees to
comply with the following regulations:
A. Administrative Requirements
1. 44 CFR, Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to
State and Local Governments, located at http://eCFR.gpoaccess.gov/cgi/t/text/text-
idx?c=ecfr&tp1=/ecfrbrowserritle44/44cfrl3_main_02.tpl
2. 2 CFR, Part 215, Institutions of Higher Learning, Hospitals, and Other Non-Profit Organizations (OMB
Circular A-110), located at http://ecfr.gpoaccess.gov/cgift/text/text-
idx?c=ecfr&sid=5f90b818356757091bb65ea93f163c6a&tp1=/ecfrbrowseiTitte02/2cfr215_main_02.tpl
B. Cost principals
1. 2 CFR, Part 225, Cost Principals for State, Local, and Indian Tribal Governments (OMB Circular A-87)
located at http://ecfr.gpoaccess.gov/cgi/t/textitext-
idx?c=ecfr&tp1=/ecfrbrowsefTitle02/2cfr225_main_02.tpl
2. 2 CFR, Part 220, Cost Principals for Educational Institutions (OMB Circular A-21) located at
http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&rgn=div58,view=text&node=2:1.1.2.3.48,idno=2
3. 2 CFR, Part 230, Cost Principals for Non-Profit Organizations (OMB Circular A-122) located at
http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&tp1=/ecfrbrowseititle02/2cfr230_main_02.tpl
C. Audit Requirements
1. OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations, located at
http://www.whitehouse.gov/omb/circulars/a133/a133.html
IV. Homeland Security Grant Program Award Amount and Restrictions
The COUNTY OF OAKLAND is awarded $11,321.00 in CCP funding under the FY 2008 HSGP-CCP.
This Grant Agreement designates CCP funds for reimbursement of authorized costs. Grant Agreement funds shall
not be used for other purposes. The funds awarded in the Grant Agreement shall only be used to cover allowable
costs that are incurred during the FY 2008 Grant Agreement period. Allocations for the FY08 HSGP-CCP have
been determined on a regional basis through a funding methodology consistent with current Department of
Homeland Security (OHS) guidance. Regional Boards have been created to ensure that all jurisdictions within a
designated region have an equal say in how funds are spent.
Final determination on how funds awarded by this grant agreement will be spent will be determined
through a review process by the State Administrative Agency (SAA) of projects submitted by the Region 2
Homeland Security Planning Board, not by the Sub grantee.
V. Responsibilities of the Subgrantee
FY 2008 HSGP-CCP funds must supplement, not supplant, state or local funds. Federal funds will be used to
supplement existing funds, and will not replace (supplant) funds that have been appropriated for the same purpose.
Potential supplanting will be carefully reviewed in the application review, in subsequent monitoring, and in the audit.
The Subgrantee may be required to supply documentation certifying that it did not reduce non-federal funds
because of receiving federal funds. Federal funds cannot be used to replace a reduction in non-federal funds or
solve budget shortfalls in general fund programs.
2008 Citizen Corps Grant Agreement
County of Oakland
Page 3 of 9
The Subgrantee agrees to follow all responsibilities in Section V of this grant agreement. If the Subgrantee
becomes unable to fulfill the responsibilities of Section V, refer to Section XI for instructions on how to terminate
this agreement. The Subgrantee agrees to comply with all applicable federal and state regulations, including the
following:
A. In addition to this 2008 HSGP-CCP Grant Agreement, Subgrantees shall complete, sign, and submit to
Subgrantor the following documents, which are incorporated by reference into this Grant Agreement:
1. Standard Assurances
2. Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; and
Drug-Free Workplace Requirement
3. State of Michigan Audit Certification Form (EMD-053)
4. W-9 Request for Taxpayer Identification Number and Certification
5. Other documents that may be required by federal or state officials
B. The FY08 Homeland Security Grant covers eligible costs from October 1, 2009 until September 30, 2010.
Please refer to the Fiscal Year 2008 Homeland Security Grant Program Guidance, located at
http://www.fema.gov/government/grant/hsgp/index08.shtm, for a detailed list of what costs are eligible
under this grant. Allowable costs are specifically addressed in Appendix B of the Guidance.
C. Submit project applications to the Subgrantor, which have been prepared and approved by the Homeland
Security Regional Board, for evaluation and approval of projects prior to starting a project. All projects
must meet DHS & Emergency Management and Homeland Security Division (EMHSD) grant guidelines
and must be related to one of the 10 approved state investments, 8 required projects, and supported by an
assessment of at least one of the 37 targeted capabilities. Projects should be coordinated with Regional
Homeland Security Board activities. Any project that proposes a change in scope of work during the grant
performance period must be resubmitted to the Subgrantor for approval.
D. Make all purchases in accordance with grant guidance and local purchasing policies.
E. Submit an Allowable Cost Justification (ACJ) form for all costs that are part of approved projects prior to the
encumbering of the cost. If an ACJ is not submitted, the Subgrantee will be held responsible for all costs
determined to be ineligible by the Subgrantor or DHS.
F. Create and maintain an inventory of all FY08 HSGP-CCP equipment purchases that lists, at minimum, the
piece of equipment, the cost of the equipment, what agency the equipment is assigned to and the physical
location of the equipment for the grant period and at least three years after the grant is closed. Any
equipment purchased with HSGP-CCP funds must be prominently marked as purchased with funds
provided by the U.S. Department of Homeland Security.
G. Make FY08 HSGP-CCP equipment available for pick-up by other government agencies per equipment
assignments by the Region 2 Homeland Security Planning Board. This process needs to include legal
transfer of the equipment to the designated government agencies. At minimum, the Subgrantee should
prepare documents, which when signed, will indicate other designated government agencies accept full
legal and financial responsibility for pieces of equipment.
H. At the end of the Fiscal Year, the Subgrantee must supply a document to the other local government
agencies reporting the dollar amount spent on their behalf; so the local government agencies can submit
the information on their Schedule of Expenditures of Federal Awards (SEFA) report. NOTE: Copies of
these documents must also be provided to the Michigan State Police, Emergency Management and
Homeland Security Division, Audit Unit, 4000 Collins Road, Lansing, Michigan 48910-5883
I. Submit the Reimbursement Cover Sheet (EMD-054) and all required attached documentation to the
Subgrantor at a minimum at the end of each quarter (or more frequently, as needed). The Subgrantee
must submit the quarterly reimbursement request even if it has no expenditures for that quarter. The due
dates for quarterly reimbursement requests are listed in Section VII of this agreement. Reimbursement
Cover Sheets must be filled out completely or they will be returned to the Subgrantee for proper
2008 Citizen Corps Grant Agreement
County of Oakland
Page 4 of 9
completion. The Reimbursement Cover Sheet (EMD-054) and other reimbursement forms can be found on
the EMHSD website at http://vvvvw.michigan.gov/rnsp/0,1607,7-123-1593_3507-113992--,00.html.
Please note: One Reimbursement Cover Sheet and related forms must be completed for each
exercise.
J. Submit quarterly progress reports to the Subgrantor on the status of all approved projects. Quarterly
progress reports, at minimum, need to contain a description of the project, the actions taken that quarter to
complete the project, a percentage estimate of the completeness of the project and an expected
completion date of the project. The due dates for quarterly work reports are listed in Section VII of this
agreement. The Subgrantor will provide the Subgrantee with a form to complete this report within 60 days
of issuing the grant agreement.
K. Submit updated project and allocation information on a regular basis through the Biannual Strategy
Implementation Reports (BSIR). The BSIR is due within 20 days after the end of the reporting period. The
due dates for the BS1R are on January 20, 2009, July 20, 2009, and January 20, 2010. The reporting
periods are from January 1 through June 30 and July 1 through December 31. The final BSIR is due 90
days after the end date of the FY08 Homeland Security Grant award period.
L. Comply with FY08 NIMS implementation requirements and move towards completion by September 30,
2011. FY08 NIMS requirements must be fully complied with by September 30, 2011. NIMS information is
available at http://www.fema.gov/emergency/nims.
M. Comply with applicable financial and administrative requirements set forth in the current edition of 44 CFR,
Part 13 including the following provisions:
1. Account for receipts and expenditures, maintain adequate financial records, and refund expenditures
disallowed by federal or state audit.
2. Retain all financial records, supporting documents, statistical records, and all other records pertinent to
the FY08 HSGP-CCP for at least three years after the financial close-out date of this grant program, for
purposes of federal and/or state examination and audit.
3. Perform the required financial and compliance audits in accordance with the Single Audit Act of 1984,
as amended, and OMB Circular A-133, "Audits of States, Local Governments, and Non-Profit
Organizations," as further described in 44 CFR, Part 13. Random audits shall be performed to ensure
compliance with applicable provisions.
4. Subgrantor and Subgrantee FY08 HSGP-CCP information constitutes records subject to the Michigan
Freedom of Information Act (FOIA), MCL 15.231 et seq. However, section 13(1)(u) and (y), MCL
15.243(1)(u) and (y) of the FOIA, permit the exemption from public disclosure of the records of a public
body's "security measures, including security plans, security codes and combinations, passwords,
passes, keys, and security procedures, to the extent that the records relate to the ongoing security of
the public body;" and "of measures designed to protect the security or safety of persons or property,
whether public or private, including, but not limited to, building, public works, and public water supply
designs to the extent that those designs relate to the ongoing security measures of a public body,
capabilities and plans for responding to a violation of the Michigan anti-terrorism act,...emergency
response plans, risk planning documents, threat assessments, and domestic preparedness strategies,
unless disclosure would not impair a public body's ability to protect the security or safety of persons or
property or unless the public interest in disclosure outweighs the public interest in nondisclosure in the
particular instance."
Much of the information submitted in the course of applying for funding under this program, or provided
in the course of grant management activities, may be considered law enforcement sensitive or
otherwise critical to national security interests. This may include threat, risk, and needs assessment
information; and discussions of demographics, transportation, public works, and industrial and public
health infrastructures. Therefore, each Subgrantee agency Freedom of Information Officer will need to
determine what information is to be withheld on a case-by-case basis.
2008 Citizen Corps Grant Agreement
County of Oakland
Page 5 of 9
Note: The Subgrantee will only be held responsible for expenditures disallowed by federal or state
audit that are determined to be caused by the negligence of the Subgrantee or by the Subgrantee not
complying with the responsibilities of Section V.
N. Integrate individuals with disabilities into emergency planning, Executive Order 13347.
0. Environmental and Historic Preservation Program (EHP): Federal environmental and historic preservation
laws and Executive Orders provide the basis and direction for the implementation of federal environmental
and historic preservation review requirements for FEMA-funded projects. These laws and executive orders
are aimed at protecting our nation's water, air, coastal, wildlife, land, agricultural, historical and cultural
resources, as well as minimizing potential adverse effects to children, low-income and minority populations.
Failure to comply with these laws could result in project delays and denial of funding. FEMA through the
Environmental and Historic Preservation Program engages in a review process to ensure that FEMA
funded activities comply with these laws.
VI. Responsibilities of Subgrantor
The Subgrantor, in accordance with the general purposes and objectives of this Grant Agreement, will:
A. Administer the FY08 HSGP-CCP in accordance with all applicable federal and state regulations and
guidelines and provide quarterly reports documenting this administration.
B. Provide direction and technical assistance to the Subgrantee.
C. Provide to the Subgrantee any special report forms and reporting formats (templates) required for operation
of the program.
D. Reimburse the Subgrantee in accordance with this Grant Agreement based on appropriate documentation
submitted by the Subgrantee.
E. Independently, or in conjunction with OHS, conduct random on-site reviews with Subgrantee(s).
F. Subgrantor and Subgrantee FY08 HSGP-CCP information constitutes records subject to the Michigan
Freedom of Information Act (FOIA), MCL 15.231 et seq. However, section 13(1)(u) and (y), MCL
15.243(1)(u) and (y) of the FOIA permits the exemption from public disclosure of the records of a public
body's 'security measures, including security plans, security codes and combinations, passwords, passes,
keys, and security procedures, to the extent that the records relate to the ongoing security of the public
body:" and "of measures designed to protect the security or safety of persons or property, whether public or
private, including, but not limited to, building, public works, and public water supply designs to the extent
that those designs relate to the ongoing security measures of a public body, capabilities and plans for
responding to a violation of the Michigan anti-terrorism act,...emergency response plans, risk planning
documents, threat assessments, and domestic preparedness strategies, unless disclosure would not impair
a public body's ability to protect the security or safety of persons or property or unless the public interest in
disclosure outweighs the public interest in nondisclosure in the particular instance."
Much of the information submitted in the course of applying for funding under this program, or provided in
the course of grant management activities, may be considered law enforcement sensitive or otherwise
critical to national security interests. This may include threat, risk, and needs assessment information; and
discussions of demographics, transportation, public works, and industrial and public health infrastructures.
Therefore, each Subgrantee agency Freedom of Information Officer will need to determine what
information is to be withheld on a case-by-case basis.
2008 Citizen Corps Grant Agreement
County of Oakland
Page 6 of 9
VII. Payment and Reporting Procedures
The Subgrantee agrees to prepare the Reimbursement Cover Sheet (EMD-054) and all required attached
documentation, including all required authorized signatures, and submit it at a minimum at the end of each quarter
(or more frequently, as needed) if there are eligible expenses to be reimbursed. See below quarterly report
schedule for due dates. Please note: One Reimbursement Cover Sheet and related forms must be
completed for each grant project, solution area, allocation type, and individual exercise. Please refer to the
Reimbursement Requirements in order to meet the documentation requirements.
THE QUARTERS ARE AS FOLLOWS:
1 st Quarter: October 1, 2009 to December 31, 2009
2hd Quarter: January 1, 2010 to March 31, 2010
3rd Quarter: April 1, 201010 June 30, 2010
4th Quarter: July 1, 2010 to September 30, 2010
DEADLINES TO SUBMIT QUARTERLY REQUESTS FOR REIMBURSEMENT AND WORK REPORTS ARE AS
FOLLOWS:
1st Quarter: January 31, 2010
2hci Quarter: April 30, 2010
3rd Quarter: July 31, 2010
4th Quarter: October 31, 2010
Reporting Requirements
The reporting requirements are designed to provide the EMHSD with sufficient information to monitor project
implementation and ensure proper use of federal funds. Accounting systems must allocate costs to the project
activities. Expenditures must be summarized, correspond with the project budget detail, scope of the project, or
work plan attached to the award, and be supported with source documentation, as appropriate.
Subgrantees are required to submit Quarterly Progress Reports by Project and supporting documentation for
expenditures in accordance with their project budget detail and project scope of work, Progress reports compare
actual expenditures to the project budget detail for the reporting period. Any significant cost deviations from the
approved budget detail and subsequent impact on the project, etc. shall be reported in the Narrative Progress
Report.
The Quarterly Progress Report must support the expenditures and financial activity in financial progress reports
and reimbursement requests. The information on this form will be used by the Subgrantor to monitor grantee cash
flow and encumbrances, grantee performance, project implementation, and compliance with 2 CFR, Part 215 (OMB
Circular A-110); 2 CFR, Part 220 (OMB Circular A-21); 2 CFR, Part 225 (OMB Circular A-87); and 2 CFR, Part 230
(OMB Circular 122). This information will also be used to monitor compliance with OMB Circulars A-102 and A-
133, and with the U.S. Dept. of Homeland Security/Office of Grant Operations Financial Guide, to ensure proper
use of federal funds.
Quarterly Progress Reports are required whether or not expenditures are incurred.
Subgrantees failure to fulfill the quarterly reporting requirements, as required by the grant, may result in the
suspension of grant activities until reports are received.
2008 Citizen Corps Grant Agreement
County of Oakland
Page 7 of 9
Reimbursement requests and Quarterly Progress Reports should be mailed to the Michigan State Police,
Emergency Management and Homeland Security Division, 4000 Collins Road, Lansing MI 48910, unless the
Subgrantee is otherwise notified by the Subgrantor. Please refer to the Reimbursement Requirements in
order to meet the documentation requirements.
SUBGRANTEE WILL NOT BE REIMBURSED FOR FUNDS UNTIL ALL REQUIRED SIGNED DOCUMENTS
AND REIMBURSEMENT DOCUMENTS ARE RECEIVED.
VIII. Employment Matters
Subgrantee shall comply with Title VI of the Civil Rights Act of 1964, as amended, the Elliott-Larsen Civil Rights
Act, 1976 PA 453, as amended, MCL 37.2101 et seq., the Persons with Disabilities Civil Rights Act, 1976 PA 220,
as amended, MCL 37.1101 et seq., and all other federal, state and local fair employment practices and equal
opportunity laws and covenants that it shall not discriminate against any employee or applicant for employment, to
be employed in the performance of this Grant Agreement, with respect to his or her hire, tenure, terms, conditions,
or privileges of employment; or any matter directly or indirectly related to employment because of his or her race,
religion, color, national origin, age, sex, height, weight, marital status, limited English proficiency, or handicap that is
unrelated to the individual's ability to perform the duties of a particular job or position. Subgrantee agrees to
include in every subcontract entered into for the performance of this Grant Agreement this covenant not to
discriminate in employment. A breach of this covenant is a material breach of the Grant Agreement.
The Subgrantee shall ensure that no subcontractor, manufacturer, or supplier of Subgrantee on this Project
appears in the register compiled by the Michigan Department of Labor and Economic Growth, Bureau of
Commercial Services, Licensing and Enforcement Divisions, pursuant to 1980 PA 278, as amended, MCL 423.321
et seq. (State Contractors with Certain Employers Prohibited Act), or on the Federal excluded party list system
database located at www.epls.gov .
IX. Limitation of Liability
Subgrantor and Subgrantee to this Grant Agreement agree that each must seek its own legal representative and
bear its own costs, including judgments, in any litigation that may arise from performance of this contract. It is
specifically understood and agreed that neither party will indemnify the other party in such litigation.
This is not to be construed as a waiver of governmental immunity.
X. Third Parties
This Grant Agreement is not intended to make any person or entity, not a party to this Grant Agreement, a third
party beneficiary hereof or to confer on a third party any rights or obligations enforceable in their favor.
XI. Grant Agreement Period
This Grant Agreement is in full force and effect from September 1, 2008 through May 31, 2011. No costs eligible
under this Grant Agreement shall be incurred before the starting date of this Grant Agreement except with prior
written approval. This Grant Agreement consists of two identical sets simultaneously executed; each is considered
an original having identical legal effect. This Grant Agreement may be terminated by either party by giving thirty
(30) days written notice to the other party stating reasons for termination and the effective date, or upon the failure
of either party to carry out the terms of the Grant Agreement. Upon any such termination, the Subgrantee agrees
to return to the Subgrantor any funds not authorized for use, and Subgrantee shall have no further obligation to
make payments.
2008 Citizen Corps Grant Agreement
County of Oakland
Page 8 of 9
XII. Entire Grant Agreement
This Grant Agreement is governed by the laws of the state of Michigan and supersedes all prior agreements,
documents, and representations between Subgrantor and Subgrantee, whether expressed, implied, or oral. This
Grant Agreement constitutes the entire agreement between the parties and may not be amended except by written
instrument executed by both parties prior to the termination date set forth in Section XI above. No party to this
Grant Agreement may assign this Grant Agreement or any of his/her/its rights, interest, or obligations hereunder
without the prior consent of the other party. Subgrantee agrees to inform Subgrantor in writing immediately of any
proposed changes of dates, budget, or services indicated in this Grant Agreement, as well as changes of address
or personnel affecting this Grant Agreement. Changes in dates, budget, or services are subject to prior written
approval of Subgrantor. If any provision of this Grant Agreement shall be deemed void or unenforceable, the
remainder of the Grant Agreement shall remain valid.
The State may suspend or terminate subgrant funding, in whole or in part, or other measures may be imposed for
any of the following reasons:
• Failure to expend funds in a timely manner consistent with the grant milestones, guidance and assurances.
• Failure to comply with the requirements or statutory objectives of federal or state law.
• Failure to make satisfactory progress toward the goals or objectives set forth in the subgrant application.
• Failure to follow grant agreement requirements or special conditions.
• Proposal or implementation of substantial plan changes to the extent that, if originally submitted, the project would
not have been approved for funding.
• Failure to submit required reports.
• Filing of a false certification in the application or other report or document.
• Failure to adequately manage, monitor or direct the grant funding activities of their subrecipients.
Before taking action, the Subgrantor will provide the Subgrantee reasonable notice of intent to impose corrective
measures and will make every effort to resolve the problem informally.
XIV. Business Integrity Clause
The Subgrantor may immediately cancel the grant without further liability to the Subgrantor or its employees if the
Subgrantee, an officer of the Subgrantee, or an owner of a 25% or greater share of the Subgrantee is convicted of
a criminal offense incident to the application for or performance of a State, public, or private grant or subcontract; or
convicted of a criminal offense, including but not limited to any of the following: embezzlement, theft, forgery,
bribery, falsification or destruction of records, receiving stolen property, attempting to influence a public employee
to breach the ethical conduct standards for State of Michigan employees; convicted under State or Federal antitrust
statutes; or convicted of any other criminal offense which, in the sole discretion of the Subgrantor, reflects on the
Subgrantee's business integrity.
XIV. Freedom of Information Act (FOIA)
DHS recognizes that much of the information submitted in the course of applying for funding under this program, or
provided in the course of its grant management activities, may be considered law enforcement sensitive or
otherwise important to national security interests. This may include threat, risk, and needs assessment information,
and discussions of demographics, transportation, public works, and industrial and public health infrastructures.
While this information, under Federal control, is subject to requests made pursuant to the Freedom of Information
Act (FOIA), 5. U.S.C. §552, all determinations concerning the release of information of this nature are made on a
case-by-case basis by the DHS FOIA Office, and may likely fall within one or more of the available exemptions
under the Act. The applicant is encouraged to consult its own State and local laws and regulations regarding the
release of information, which should be considered when reporting sensitive matters in the grant application, needs
assessment and strategic planning process. The applicant may also consult G&T regarding concerns or questions
about the release of information under State and local laws. The grantee should be familiar with the regulations
governing Protected Critical Infrastructure Information (6 CFR Part 29) and Sensitive Security Information (49 CFR
Part 1520), as these designations may provide additional protection to certain classes of homeland security
information.
Deputy State Director of Emergency
Management and Homeland Security
Title
Capt. W. Thomas Sands
Printed Name
Date
2008 Citizen Corps Grant Agreement
County of Oakland
Page 9 of 9
XV. Official Certification
For the Subgrantee. The individual or officer signing this Grant Agreement certifies by his or her signature that he
or she is authorized to sign this Grant Agreement on behalf of the jurisdiction he or she represents.
County of Oakland
Name of Jurisdiction
Printed Name
LkQ gudei-eL42?
Signature
e 'e
Title
1 faS110
Date
For the Subgrantor (Michigan State Police - Emergency Management and Homeland Security Division)
FISCAL NOTE 110004 January 20, 2010
BY: FINANCE COMMITTEE, TOM MIDDLETON, CHAIRPERSON
IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES - HOMELAND SECURITY DIVISION -
ACCEPTANCE FOR 2008 MICHIGAN CITIZEN CORPS PROGRAM GRANT - OAKLAND COUNTY
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed
the above-referenced resolution and finds:
1. The State of Michigan has awarded Oakland County reimbursement for
qualified expenses up to, but not exceeding $11,321 for the period
of October 1, 2009 through September 30, 2010. Prior year funding
was $30,785 a decrease of ($19,464). Funding is for programs to
increase domestic preparedness among members of the community.
2. The funds will be used to establish Citizen Corps Councils to
support the oversight and outreach functions of the councils and to
expand CERT training essential for developing the Citizen Corps.
3. The Michigan Department of State Police Emergency Management
Division will serve as the administrating agency for this grant.
4. The FY2010 Budget is amended for the acceptance of the Michigan
Citizen Corps Program (CERT) for the period of October 1, 2009
through September 30, 2010 as follows:
Fund 29330 GR0000000479
Revenue
1060601-115096-610210 Federal Grants Operating
Expense
1060601-115096-750154 Expendable Equip.
$11,321
$11,321
$__ -0-
FINANCE COMMITTEE
FINANCE COMMITTEE
Motion carried unanimously on a roll call vote.
I IEREBY APPROVE TH ING RESOLUTION
z
4
Resolution #10004 January 20, 2010
Moved by Coleman supported by Potter the resolutions (with fiscal notes attached) on the Consent
Agenda be adopted (with accompanying reports being accepted).
AYES: Burns, Capello, Coleman, Coulter, Douglas, Gershenson, Gingell, Gosselin, Greimel,
Hatchett, Jackson, Jacobsen, Long, McGillivray, Middleton, Nash, Potter, Potts, Runestad,
Schwartz, Scott, Taub, Woodward, Zack, Bullard. (25)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Ruth Johnson, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true
and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on
January 20, 2010, with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 20th day of January, 2010.
Gat
Ruth Johnson, County Clerk