HomeMy WebLinkAboutResolutions - 2000.06.15 - 26054PUBLIC SERVICES COMMITTEE
MISCELLANEOUS RESOLUTION 100123 May 18, 2000
BY: PUBLIC SERVICES COMMITTEE, FRANK MILLARD, CHAIRPERSON
IN RE: EMERGENCY MANAGEMENT — PERFORMANCE GRANT AGREEMENT FOR FY 2000 —
ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the State of Michigan has awarded Oakland County Emergency Management grant
funding in the amount of $24,926 for the period of October 1, 1999 through September 30, 2000; and
WHEREAS the Department of Emergency Management was notified of available grant funding via
letter dated March 15, 2000, as attached, necessitating the need to expedite the application/acceptance
process outside of the adopted grant procedures.
WHEREAS this is the 28th year of grant acceptance for this program; and
WHEREAS the grant represents a reimbursement for a portion of salaries and is a pass through of
Federal FEMA funds for which no County match is required; and
WHEREAS the purpose of the program is to encourage the development of comprehensive disaster
preparedness and assistance plans, programs, capabilities, and organizations by the States and local
governments; and
WHEREAS the grant agreement has been processed through the County Executive Contract Review
Process and the Board of Commissioners Grant Acceptance Procedures;
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts
grant funding from the State of Michigan in the amount of $24,926, for the period of FY 2000.
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 yff the, foregoing
resolution.
PUBLIC SERVICES COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Moffitt, Galloway and Patterson absent.
OAKLAND COUNTY GRANT APPLICATION/ACCEPTANCE
Summary Report
Title of Grant Emergency Management Performance Grant (EMPG)
Grantor Agency State of Michigan EMPG / FEMA
Title of Grant Funded Program Emergency Management
Notification Date March 15, 2000 Submisson/Acceptance Deadline None
Requesting Department/Program/Agency Info. Tech./CLEMIS & Emergency Management
Grant being submitted is: New Renewal XX Modified
The maximum number of years for which this grant is available: Awarded Annually
This will be the 28th year of grant funding for this program.
Is this program projected to extend beyond the current grant funding period? Yes
Briefly, describe any program changes since the most recent grant acceptance: None
This is a "pass through" grant to offset a portion of Emergency Management program cost.
There is no application, County recieves a notice of award.
Grant Summary Grant
Request
Grant
Acceptance
Variance Amt.*
and %
Number of Grant Funded Positions
Total amount ($$) of grant $24,926
Grant funded personnel costs
Grant funded fringe benefits
Grant funded program costs $24,926
County match requirements 0
County match funding source
(Acct.No, OCA; PCA; Obj.Lev.3)
State & Local match requirements 0
(provide amount and percentage)
Grant funding period 10/01/1999 thru
(provide mm/yy thru mm/yy) 09/3012000
• Indicate any variance between the original grant application and the final grant acceptance
(in dollar amounts and percentages)
EXECUTIVE SUMMARY
OAKLAND COUNTY EMERGENCY MANAGEMENT
PERFORMANCE GRANT AGREEMENT
1999/2000
BACKGROUND
_
The Emergency Management program provides for the planning, response, recovery
and mitigation for natural, technological, nuclear emergency and/or disaster situations.
Originated as part of the old federal civil defense program, activities in Oakland
County now includes the Early Weather Warning Program, Emergency Operations
Center (EOC) exercises, plan development, information and education and critical
incident stress debriefing.
The Federal Emergency Management Agency (FEMA) provides the State of Michigan,
through the Michigan State Police Emergency Management Division, funds through a
performance grant for state and local programs. In order to continue to receive funds,
Oakland County Emergency Management is required to maintain compliance with
state and federal emergency management program requirements. The State of
Michigan Emergency Management, as the designated grantee, enters into grant
agreements with locals annually.
GRANT
The purpose of the Emergency Management Performance Grant (EMPG) program is
to encourage the development of comprehensive disaster preparedness and
assistance plans, programs, capabilities and organizations. States are required to use
the funds according to Title VI of the Stafford Act. Financial and technical assistance
is provided to support efforts to improve emergency response capabilities.
Oakland County has received funding since 1972 and the revenue anticipated is
included annually in the Oakland County budget. This is the first year that the grant is
coming before the Board of Commissioners for review and approval (Per
Miscellaneous Resolution #99252), The grant period is from October 1, 1999, to
September 30, 2000, and is one-year, federal pass through funding. The lateness in
the approval is due to the Federal appropriation delay to the State.
4/00
DATE: /oo
C
Final Other
Modify Date 3/3/./4-0 Signature
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P.5 5 5 (.), --\\ tak 2 S. ci
CONTRACT/PROGRAM REVIEW REQUEST
TO:
FROM:
TITLE/SUBJECT:
FILE #
P\•.( ;
LC c —
DEPARTMENT
PHONE # fsTO 2 0 CONTACT PERSON \
STATUS (Check appropriate box)
JtnitiaI FiRevision # ,Extension
If "other" is checked, please explain:
Board Resolution required? No riYes Resolution #
PersjAnel Department
Approved f Disapproved* Modify Date 3/3 //01 Signature
Corp° tion Counsel
Approved —7 Disapproved*F1Modify Date 1-1- CD - o Signattt
Risk Management
pproved FIDisapproved*F7Modify Date 3 vo Signatu
'<Approved inDisapproved*F1Modify Date 3 vt
vlanagement & Budget
Approved riDisapproved*
;ontract/Program Synopsis: ca \ S Ev\F
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When Disapproved is Noted or Modification is Requested, Attach Explanation.
EMERGENCY MANAGEMENT DIVISION
4000 COLLINS ROAD
P.O. BOX 30636
LANSING. MI 019004136
March 15, 2000
MAR 20 2000
Emergency Mgmt
STATE OF MICHIGAN
43M?
JOHN ENGLER, Governor
DEPARTMENT OF STATE POLICE
COL. MICHAEL D. ROBINSON, Director
Dear Emergency Management Coordinator:
The Federal Emergency Management Agency (MA) provides federal funds through the Emergency
Management Performance Grant (EMPG) Program for state and local emergency management programs.
As the designated grantee for EMPG funding in Michigan, the Emergency Management Division (EMD)
enters into grant agreements with local emergency management programs each year.
Please note that the Catalog of Federal Domestic, Assistance (CFDA) Number for the EMPG program has
changed. The new CFDA Number is 83.552.
Please find attached two signed copies of the FY 2000 Emergency Management Performance Grant
Agreement for your jurisdiction. Please obtain the necessary signatures on this agreement. Retain
one signed agreement for your office files and return one to the Emergency Management
Division office in Lansing. Complete and sign the appropriate certification and assurance forms and
then return them to our office. All grantees are required to submit Assurances-Nonconstruction
Programs (FEMA Form 20-16A) and Certification Regarding Lobbying, Debarment, Suspension and
Other Responsibility Matters; and Drug-Free Workplace Requirements (FEMA Form 20-16C).
Complete the Disclosure of Lobbying Activities form (SF LLL) only if it applies to your jurisdiction.
Because of changes in the Single Audit Act, we are requesting information to establish criteria for
single audit reporting. Please have the enclosed State of Michigan Audit Certification form completed
regarding this issue. We cannot reimburse you for any expenditures until we have received your signed
grant agreement and all other required forms mentioned above.
The total budget for federal EMPG pass-through funds is $1,700,000. The total allocation for your
program for FY 2000 is noted in paragraph IV (Emergency Management Performance Grant Allocation'
Amount) of the EMPG Grant Agreement for FY 2000.
Reimbursement for your EMPG program is contingent upon completion of the activities in the signed
Emergency Management Work Plan. Four copies of the quarterly billing form are enclosed for your use.
In order to remain eligible for EMPG funding, you must maintain current and adequate plans and meet
exercise requirements. If a work activity is not completed in the designated quarter, you may not be
reimbursed until the work is completed. The Emergency Management Division District Coordinators
may make recommendations on reimbursement, but final approval remains with the Director of the
Emergency Management Division, who may or may not approve a delay in the completion of the activity.
If you have not completed the work activities (for which funds have been withheld) by the end of the
fiscal year, you may forfeit those funds in addition to any supplemental funds.
Emergency Management Coordinator
Page 2
March 15, 2000
You may utilize the specific allocation you will be receiving in any eligible cost category you think
would be the most effective in your jurisdiction. All eligible costs should be accounted for and reported
to this division even if they exceed your allocation. These additional costs will be considered for funding
if supplemental EMPG funds become available from FEMA.
As a recipient of funding from FEMA, you are responsible for the management and fiscal control of all
funds. These responsibilities include accounting for receipts and expenditures, maintaining adequate
financial records, and refunding expenditures disallowed by federal or state audit. In accordance with
federal requirements, you must retain all financial records, supporting documents, statistical records, and
all other records pertinent to the EMPG program for at least three years after your final grant report, for
purposes of federal examination and audit. You must also comply with the Single Audit Act of 1984, as
amended, and Office of Management and Budget Circular A-133, as revised.
If you have questions about your grant agreement or payments, please contact Sandy Glazier at the above
address or by telephone at (517) 333-5047.
Sincerely,
Director
Emergency Management Division
EGB:jp:gr
Attachments
SAFISCALTY 2000\2000 Agreement Letter
(8)
State of Michigan
EMERGENCY MANAGEMENT PERFORMANCE GRANT
AGREEMENT FOR FY 2000
October 1, 1999 through September 30, 2000
This Emergency Management Performance Grant (EMPG) Agreement is hereby entered into between the Michigan
Department of State Police, Emergency Management Division, hereinafter called the Grantor, and
OAKLAND COUNTY EMERGENCY MANAGEMENT
Hereinafter called the Subgantee.
I. Purpose
The purpose of this agreement is to provide federal Emergency Management Performance Grant (EMPG) funds to the
Subgantee for the development and maintenance of an emergency management program capable of protecting life,
property, and vital infrastructure in times of disaster or emergency.
Obiectives
The principal objective of this agreement is to provide financial assistance for the development and maintenance of an
effective, integrated emergency management organization in the Subgantee's political jurisdiction so that the
Subgantee can:
A. Achieve and maintain effective operational capabilities based on the ability to recruit, develop, and retain the
necessary personnel to ensure well-trained, experienced professionals and specialists for key positions.
B. Plan, train, exercise, and evaluate capabilities to ensure adequate response to natural or technological
emergencies or disasters, including the consequences of terrorism.
C. Support federal and state efforts to protect lives and prevent the loss of property from all hazards, reduce
human suffering and enhance recovery of communities after a disaster strikes, and ensure the public is served in
a timely and efficient manner.
III. Legal Authority
The Subgantee agrees to comply with all Elv2G program requirements in accordance with the Michigan Emergency
Management Act, Act 390, P.A. of 1976, as amended, the Robert T. Sinfford Disaster Relief and Emergency Assistance
Act, as amended, Emergency Management and Assistance Regulations (44 CFR), Office of Management and Budget
Circulars A-87, A-102 and A-133, as revised, the Michigan State Administrative Plan and applicable state and federal
laws and regulations. The Catalog of Federal Domestic Assistance (CEDA) Number for the EMPG Program is
83.552.
IV. Emergrencv Management Performance Grant Allocation Amount
For FY 2000 the total EMPG allocation for the Subgrantee is $24,926.00. The Grantor determined the Subgantee's
EMPG allocation as a percentage of the Subgantee's emergency program manager's salary and fringe benefits.
Because it is dependent upon the level of federal funding for the EMPG program, the allocation may be reduced if the
level of federal funding is decreased. The Subgantee's EMPG program budget, documented on the Local Budget for
Emergency Management Performance Grant (EMPG) (form EMD-17), is incorporated into this agreement as
Attachment A.
This grant agreement designates EMPG funds for the administration and oversight of an approved emergency
management program. Grant agreement funds shall not be used for other purposes. The Subgantee may utilize grant
funds in any eligible cost category it determines to be the most effective for its emergency management prop-am. The
funds allocated in the grant agreement shall only be used to cover allowable costs that are incurred during the agreement
period. Federal funds cannot exceed 51% of eligible costs. This allocation is contingent upon the Subgrantee's
expenditure of at least 49% of the cost(s) of the emergency management program, from non-federal sources.
FY 2000 EMPG Agreement
Between the State of Michigan and
OAKLAND COUNTY EMERGENCY MANAGEMENT
V. Responsibilities of the SubErantee
The Su.bgrantee agrees to complete quarterly work activities identified in its Emergency Management Work Agreement
(EMD-31). That report is incorporated into this agreement as Attachment B. The Subuantee also agrees to comply
with all applicable federal and state regulations, specifically including the following:
A. Enact enabling legislation establishing the local emergency management program and ensure a copy of the local
resolution or ordinance is on file with the Grantor.
B. Appoint an emergency management program manager who is able to assume responsibility for the following
functions, either personally or through officers:
1. Development and maintenance of programs and systems for effective coordination of community
resources in all phases of emergency management.
2. Planning and preparation for population protection, including evacuation and sheltering.
3. Planning and preparation for its appropriate role in response to emergencies and disasters.
4. Exercising.
5. Training.
6. Response and recovery from disasters.
7. Promoting public awareness of hazards and encouraging family and individual preparedness.
C. Provide Grantor with job descriptions for all federally funded EMPG employees.
D. Submit this signed annual EMPG agreement, including all attachments, to Grantor.
E. Satisfactorily complete all work activities identified in the Emergency Management Work Agreement (EMD-
31) as scheduled.
F. Submit an updated Exercise Plan and complete annual exercise activities as specified in the Subgantee's
emergency management annual work agreement.
G. Ensure all EPEPG funded employees complete specific training classes as required by the Emergency
Management Training Manual for FY 2000.
H. Have on file with the EMD District Coordinator an approved and current emergency operations plan.
I. Provide a copy of current local travel regulations to the Grantor. If there are no written local travel regulations,
State of Michigan travel regulations will be in effect
I. Account for receipts and expenditures, maintain adequate financial records, and refund expenditures disallowed
by federal or state audit.
K Submit the appropriate forms for reimbursement of eligible expenses to the appropriate District Coordinator on
a quarterly basis. All eligible costs should be accounted for and reported to the Grantee, even if they exceed
the allocation. The Grantee will consider these additional costs for funding if supplemental EMPG funds
become available
L. Retain all financial records, supporting documents, statistical records, and all other records pertinent to the
EMPG program for at least three years after your final grant report, for purposes of federal examination and
audit.
M. Perform the required financial and compliance audits in accordance with the Single Audit Act of 1984, as
amended, and Office of Management and Budget Circular A-133, as revised. If an audit is required, submit a
copy of the annual audit report to: Financial Services Section, Michigan Department of State Police, 714 South
Harrison Road, East Lansing, Michigan 48823.
N. Comply with all items included in Parts I and LEI (and IV, if applicable) of the Summary Sheet for Assurances
and Certifications (FEMA Form 20-16). That document and all applicable attachments are incorporated into
this agreement as Attachment C.
VI. Responsibilities of the Grantor
The Grantor, in accordance with the general purposes and objectives of this agreement, will:
A. Reimburse the Subgantee in accordance with this agreement in an amount not to exceed 51% of allowable
expenditures up to the Subuantee's total EMPG allocation based upon appropriate reports, records, and
documentation submitted by the Subgantee. Quarterly reimbursements will be limited to one quarter of the
annual allotment or the amount of the quarterly billing, whichever is less.
B. Provide direction, training, and technical assistance to the Subgantee.
C. Provide any special report forms and reporting formats required by the Grantor for operation of the program.
Signature Title Date
For the Local Emergency Program Manager:
Signature Title Date
For the Grantor:
OAKLAND COUNTY
FY 2000 EMPG Agreement
Between the State of Michigan and
EMERGENCY MANAGEMENT
VII. Payment and Reporting Procedures
A. The Subgrantee agrees to prepare the Quarterly Billing Form and submit it to the appropriate District
Coordinator no later than 20 days following the end of the first through third quarters, and within 45 days
following the end of the fourth quarter.
B. If the Subgrantee submits an incomplete or late quarterly billing report to the District Coordinator, the billing
will be returned to the Subgrantee. The Subgrantee may resubmit this billing during the next billing cycle. The
Grantor may reimburse the Subgrantee for this billing in addition to the billing for the current quarter.
C. The Subgrantee agrees to prepare Emergency Management Quarterly Reports (EMD-31) and submit them to
the appropriate District Coordinator no later than 20 days following the end of the first through third quarters
and within 45 days following the end of the fourth quarter. Reimbursement of expenditures by the Grantor is
contingent upon the Subgrantee's completion of scheduled work activities.
D. If the Subgrantee fails to complete the scheduled work activities during a quarter, the Grantor will withhold
reimbursement until either the work is completed or the Director of the Emergency Management Division
approves a delay in the completion of the activity. If scheduled work activities are not completed by the end of
the fiscal year (September 30, 2000); any balance of the EMPG allocation may be forfeited. The Subgrantee
may also be ineligible for supplemental EMIG funding. A Subgrantee that fails to complete the annual
exercise requirement will be ineligible for EMPG funding for all quarters until the quarter following the
completion of a qualifying exercise.
E. The Subgantee agrees to return to the Grantor any unobligated balance of funds held by the Subgrantee at the
end of the agreement period or handle them in accordance with the instructions provided by the Grantor.
VIM Agreement Period
This agreement is in full force and effect from October 1, 1999, through September 30, 2000. This agreement consists
of two identical sets that may be simultaneously executed, each of which shall be deemed to be an original having
identical legal effect. No costs eligible under this agreement shall be incurred before October 1, 1999. This 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 agreement Upon any
such termination, the Subgantee agrees to return to the Grantor any funds not authorized for use.
Official Certification
The individual or officer signing this agreement certifies by his or her signature that he or she is authorized to sign this
agreement on behalf of the responsible governing board, official, or agency.
For the Local Appointing Authority:
Signature (37)
Director. Emergency Ma.nagement Division March 15. 2000
Title Date
Resolution #00123 May 18, 2000
The Chairperson referred the resolution to the Finance Committee. There
were no objections.
FISCAL NOTE (M.R. #00123) June 15, 2000
BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON
IN RE: EMERGENCY MANAGEMENT - PERFORMANCE GRANT AGREEMENT FOR FY 2000 -
ACCEPTANCE
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 $24,926 in
Federal Emergency Management Authority (FEMA) pass-through grant
funds for FY 2000;
2. These funds will reimburse a portion of Emergency Management
salaries related to FEMA requested projects;
3. No County General Fund / General Purpose dollars are required for
match;
4. Revenue from this agreement has already been included in the FY
2000 Adopted Budget as General Purpose revenue; no budget
amendment is required.
FINANCE COMMITTEE
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Coleman and Millard
absent.
County of Oakland at Pontiac, Michigan this 154 .1 dayf June, 2000.
Resolution #00123 June 15, 2000
Moved by Colasanti supported by Jensen the resolutions on the
Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Appel, Buckley, Causey-Mitchell, Colasanti, Coleman, Dingeldey,
Douglas, Galloway, Garfield, Gregory, Jensen, Law, McCulloch, McPherson,
Melton, Millard, Moffitt, Obrecht, Palmer, Schmid, Sever, Suarez, Taub, Amos.
(24)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolutions on the
Consent Agenda were adopted (with accompanying reports accepted).
I HEREBY APPRO,THE FOREGOING R OL TION
A. )e0 4'00
L Brooks Patterson, County Executive —Tate
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, G. William Caddell, 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 June 15, 2000 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
G! William Caddell, County Clerk