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HomeMy WebLinkAboutResolutions - 2004.07.22 - 27538MISCELLANEOUS RESOLUTION # 04169 July 22, 2004 By: Public Services Committee, Hugh D. Crawford, Chairperson IN RE: COUNTY EXECUTIVE - EMERGENCY RESPONSE AND PREPAREDNESS - AGREEMENT/ACCEPTANCE FOR HAZARD MITIGATION GRANT PROGRAM TO: OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: WHEREAS the Robert T. Stafford Disaster Relief and Emergency Assistance Hazard Mitigation Grant Program administered by the Federal Emergency Management Agency provides grants to implement long-term hazard mitigation measures before and after a disaster; and WHEREAS to remain eligible to receive mitigation monies, Oakland County is required to prepare a Hazard Mitigation Plan by November 1, 2004 for the County and all communities in the County; and WHEREAS a Hazard Mitigation Plan is a tool for reducing the risks from natural and manmade hazards and for providing a guide to commit resources that will reduce the effects of the hazards; and WHEREAS a local Hazard Mitigation Plan is created and adopted by the community and describes the ways that the community will be protected from the hazards that may affect it; and WHEREAS the Michigan Department of State Police Emergency Management Division will serve as the administrating agency for this grant. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts the grant funding from the State of Michigan in an amount up to $215,467, including an in-kind match of $53,867. 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. d74/-y4, K}I`vi PUB,LIC SERVICES ICES COMMITTEE Public Services Committee Vote: Motion carried unanimously on a roll call vote. Gail Novak From: Greg Givens [givensg©co.oakland.mi.us ] Sent: Tuesday, July 06, 2004 10:19 AM To: Doyle, Larry; Novak, Gail Cc: Pearson, Linda; Smith, Laverne; Frederick, Candace; Worthington, Pam; Mitchell, Sheryl; Pardee, Mary Subject: CONTRACT REVIEW - ERP Hazard Mitigation Grant Program Planning Agreement CONTRACT REVIEW - Emergency Response and Preparedness GRANT NAME: Hazard Mitigation Grant Program Planning Agreement FUNDING AGENCY: Michigan Department of State Police, Emergency Management Division DEPARTMENI CONTACT PERSON: Gail Novak / 85080 STATUS: Acceptance DATE: July 6, 2004 Pursuant to Misc. Resolution #01320, please be advised the captioned grant mat,!!rials have completed internal contract review. Below are the comments returned by review departments. 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 email containinq grant review comments) may be requested to be placed on the appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution. Corporation Counsel, Risk Management and Management and Budget have provided cmmment. The modifications required by Corporation Counsel must be LIcorporated into the contract prior to contract execution by the Board Chair. A copy of this review comment "sign-off" sheet must be signed by the operating department's director at the space provided below Cororation Counsel's comments. This signature is to acknowledge the required modification is made to the contract. The sign-off sheet, with department signature, must accompany the contract when presented to the Board Chair for signature. Department of Management and Budget: Approved with the following note. Since the match is 25% in-kind, and the majority of that appears to be salaries and fringe costs for an existing budgeted position, we need to make sure that the time spent on this project is properly and actively captured in the time and labor system. Also, for direct expenditures, such as printing, that may be in-kind natch, I believe those need to be charged directly in the grant fund, and then there would be a charge to the General Fund for those costs against a "grant match" line item (in other words, you should not charge acainst a General Fund printing line item, for example). For clarification, please work with the accountant in Grants - Candace Frederic can provide assistance in this regard. - Laurie Van Pelt (6/23/20(4) Personne: Department: Approved. - Ed Poisson (6/28/2004) Risk ManEigement and Safety: Approved with the following change in language. Para 10 second line after the wordn "insurance insuring" insert the words or self insurance insuring - Gerald Mathews (7/1/2004) Corporat_on Counsel: After re-riewing the Hazard Mitigation Grant Agreement, I have one legal 1 concern I would like to address before the grant agreement is executed. Section 10 the agreement requires the County to "provide and maintain during the term of this Grant Agreement public liability, property damage, and worker's compensation insurance insuring, as they may appear, th,. interest of all parties to this Grant Agreement." I am going to omtact Jerry Mathews at risk management and Mr. Matt Schnepp at EMD. MI: opinion is that the County should not and can not provide and maintain insurance for the State regarding the preparation of the County's HIzard Mitigation Plan. I would like this language deleted or altered. - Jody Schaffer (6/27/2004) This is to certify that the required changes noted by Corporation Counsel are made to the contract / cooperative agreement being signed by the Board Chair. Department Director OAKLAND COUNTY EMERGENCY RESPONSE AND PREPAREDNESS EXECUTIVE SUMMARY HAZARD MITIGATION GRANT PROGRAM 2004 Authorized under Section 404 of the Robert T. Stafford Disaster Relief and Emergency Assistance Hazard Mitigation Grant Program (HMGP) administered by the Federal Emergency Management Agency (FEMA) provides grants to States and local governments to implement long-term hazard mitigation measures after a major disaster declaration. The purpose of the program is to reduce the loss life and property due to natural disasters and to enable mitigation measures to be implemented before a disaster to allow for immediate recovery. Hazard mitigation planning is an important aspect of a successful mitigation program. States and communities use a mitigation planning process to set short and long-range mitigation goals and objectives. Hazard mitigation planning is a collaborative process whereby hazards affecting the community are identified, vulnerability to the hazards are ascertained, and consensus is reached on how to minimize or eliminate the effects of these hazards. Our plan will augment the State Mitigation Plan. This pro-active mitigation planning effort will provide for the protection of the public health and safety, preservation of essential services, prevention of property damage, and preservation of the local economic base. Oakland County is required to prepare a Hazard Mttigation Plan by November 1, 2004, for it and the communities covered under its emergency operations plan to be eligible for future mitigation grants/funding. Also, the communties having their own emergency program have opted to be included in the County mitigation planning process. An allowable expense and current practice conducted throughout the state is to hire a consultant for this one time plan development. The consultant will assist with developing the hazard analysis, identify the goals and objectives based on the hazard analysis, suggest and assist in evaluating strategies to achieve the mitigation goals and objectives, identify action steps to achieve the strategies, prepare a draft plan and obtain input, and prepare a final plan. 6/04 -NNIFER M. GRANHOLM GOVERNOR STATE OF MICHIGAN DEPARTMENT OF STATE POLICE LANSING COL. TADARIAL J. STURDIVANT DIRECTOR Sincp,rely, ORT, CAPTAIN Governor's Authorized Representative June 11,2004 Ms. Gail Novak, Chief Oakland County Office of Emergency Response & Preparedness 1200 North Telegraph Pontiac, Michigan 48341 Dear Subgrantee: Re: HMGP A1346.802.23 ril rei rT 23C) 4,3> —<> X10 C:3 211. 0. G'7= 1"11--1 The Michigan State Police, Emergency Management Division is pleased to inform you that your apt;kation Hazard Mitigation Grant Program (HMGP) funding for the planning application attached as part of the enclog&I grant agreement has been approved. Federal funds will now be made available to your organization for a portion of the cost of approved measures, in accordance with the provisions outlined in the enclosed grant agreement. The subgrantee is responsible for the remaining nonfederal portion. The following enclosed items must be reviewed, completed, and signed prior to initiation of the project: 1) Grant Agreement 2) Summary Sheet for Assurances and Certifications (FEMA Form 20-16). Note: On this sheet the subgrantee must certify to Non-Construction Programs (FEMA Forms 20-16A), as well as Certifications Regarding Lobbying (FEMA Forms 20-16C) 3) Disclosure of Lobbying Activities (Standard Form LLL) 4) Audit Certification Form 5) IRS form W-9 You are required to return the completed documents within 60 days from the date of this correspondence. Failure to comply with these requirements may result in a loss of funds. Two copies of the grant agreement have been enclosed (one with the planning application attached, one without). Please sign both copies and retain the one with the application attached for your records. For the other forms, please retain copies foryour records, and forward forms with original signatures to this office. The documentation should be returned to: Attn: Ms. Angela Houseman Michigan State Police, Emergency Management Division 4000 Collins Road, P.O. Box 30636 Lansing, Michigan 48909-8136. If there are any questions, please contact Mr. Matt Schnepp at (517) 336-2040. JO:MS:AH Enclosures (4) pc: Lt. Mark Martinez (287) 4000 COLLINS ROAD • P.O. Box 30636 • LANSING, MICHIGAN 48909-8136 www.michigan.gov/msp • (517) 333-5042 I rt State of Michigan Department of State PoliceoAKLANO COUNTY HAZARD MITIGATION GRANT CtigiataIPA4/4GEMENT FEMA-1346-DR-MI Hazard Mitigation Grant Agreement (Grant Agreement) made on June 10, 200:Metw411 tIP MA& Atio epartment of State Police, Emergency Management Division (Subgrantor) and County of Oakland (Subgrantee) for Hazard Mitigation Planning for Oakland County 1. PURPOSE This Grant Agreement is authorized by Federal Major Disaster Declaration FEMA-1346-DR-MI and is made pursuant to the Hazard Mitigation Grant Program (Catalog of Federal Domestic Assistance [CFDA] Number 97.039) of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, Pub. L. 93-288, 88 Stat 143, as amended, 42 U.S.C. 5121, et seq (Stafford Act), and the October 26, 2000 agreement between the United States Federal Emergency Management Agency (FEMA) and the State of Michigan (FEMA-State Agreement). The purpose of this Grant Agreement is to assist the Subgrantee in the implementation of A1346.802.23 (Planning Project) -- a planning project to provide supplementary financial assistance for the research and development of an all-hazards mitigation plan which includes cost-effective hazard mitigation measures that will permanently reduce or eliminate the long-term risk to human life and property from natural, technological or human-caused disasters and their effects. 2. TERM Subgrantee shall complete the Project by August 22, 2005, unless Subgrantor approves a time extension in writing. If Subgrantee is delayed in its completion of the Project by an event beyond its control, the FEMA and/or Subgrantor have discretion to extend the date for completing the Project. A time extension in writing shall be the only remedy for a delay. 3. SERVICES Subgrantee shall: Complete the approved measures detailed in the attached HMGP planning application (EMI)-30 form), and summarized as follows: Application number A1346.802.23 is for the County of Oakland, to develop a current hazard mitigation plan that will meet the planning requirements of the Disaster Mitigation Act of 2000 (PL 106-390) and related regulations appearing in the Federal Register on February 26, 2002 and October I, 2002 (pages 8844-8854 and 61512-61515). A consultant will be used as appropriate, and the plan will be developed in a way that allows both the county and the four emergency management programs within it to remain eligible for FEMA hazard mitigation project grants. The four emergency management programs within the county are the City of Southfield, the City of Birmingham, the City of Farmington Hills, and Bloomfield Township. This planning activity has been selected by the Michigan Hazard Mitigation Coordinating Council (MHMCC), established pursuant to Executive Order 1998-5, and approved for funding by the FEMA. Subgrantee shall ensure that the plan: A. Is in conformance with the most recently revised Michigan Hazard Mitigation Plan, developed as a requirement of Section 409 of the Stafford Act, 42 U.S.C. 5172. B. Is in conformance with 44 CFR Part 9 (Floodplain Management and Protection of Wetlands) and 44 CFR Part 10 (Environmental Considerations). Page 1 of 5 Hazard Mitigation Grant Program Between the State of Michigan and County of Oakland C. Meets the local planning requirements of the Disaster Mitigation Act of 2000 (PL 106-390) and the Interim Final Rule of 44 CFR Parts 201 and 206 on Hazard Mitigation Planning and Hazard Mitigation Grant Program (Federal Register Vol. 67, No. 38, Pages 8844 to 8854). D. Is intended to substantially reduce the risk of future damage, hardship, loss, or suffering resulting from a major disaster. Subgrantee shall demonstrate this by documenting that the plan: 1) Addresses a problem that has been repetitive, or a problem that poses a significant risk if left unsolved. 2) Attempts to identify the most practical, effective, and environmentally sound mitigation alternatives after consideration of a range of options. 3) Contributes, to the extent practicable, to a long-term solution to the problem it is intended to address. 4) Considers long-term changes to the areas and entities it protects, and has manageable future maintenance and modification requirements. 4. RESPONSIBILITIES OF SUBGRANTOR Subgrantor agrees to: A. Administer the Hazard Mitigation Grant Program in accordance with the State of Michigan Administrative Plan for the Hazard Mitigation Grant Program and applicable federal and state regulations and guidelines. B. Provide to Subgrantee a signed copy of this Grant Agreement. C. Reimburse Subgrantee, within the limits of funds available from Congressional appropriations for such purposes and in accordance with this Grant Agreement, for the federal share of allowable project expenses based upon the Project Application approved by FEMA. 5. TERMS AND CONDITIONS OF PAYMENT FEMA has approved a Federal share for this project in the amount of $161,600.25. This amount represents the total federal share for the Project: Total estimated cost of this mitigation project is $215,467 Total HMGP contribution is $161,600.25 Total nonfederal contribution is $53,866.75 Subgrantee shall maintain proper documentation of expenditures in order to be eligible for reimbursement. Federal assistance is made available within the limits of funds available from Congressional appropriations for such purposes in accordance with the Stafford Act, Executive Orders 12148 and 12673, appropriate regulations found in Title 44 of the Code of Federal Regulations (CFR), as amended and currently applicable handbooks. Federal funds provided under the Stafford Act for the Hazard Mitigation Grant Program are limited to a maximum of 75 percent of the total eligible costs. If there is a cost under-run for the project, final reimbursement for the federal share of the project costs will be adjusted based on actual costs of the project. Subgrantee shall be responsible for seeing that the required nonfederal matching funds are provided. Subgrantor's timely receipt and verification of all required documentation is a condition of payment. Subgrantor may pursue all available remedies for the recoupment of any advance payments that have been inadequately documented or determined by Subgrantor to have been improperly made or expended for any reason. Subject to the exercise of Subgrantor's sole discretion, three types of payments may be made to Subgrantee for this Project: A. If Subgrantee provides Subgrantor with a letter indicating the amount of reimbursement requested along with completed reimbursement request forms and supporting documentation demonstrating the total expenditures to date for eligible Project activities, Subgrantee may, at Subgrantor's sole discretion, receive reimbursement of eligible expenditures of up to 75% of the federal share of the grant. Subgrantor will review the expenditures and make payment of no more than 75% of total eligible expenditures to date. Prior to Project completion, Subgrantor will pay to Subgrantee no more than a total (including all advance and reimbursement payments) of 75% of the federal share of the Grant. B. Upon Subgrantee's completion of the Project, Subgrantor will review the plan, and review all expenditures for eligibility prior to making final payment to Subgrantee. To receive final payment, the Subgrantee shall provide the Page 2 of 5 C. E. t 1 Hazard Mitigation Grant Program Between the State of Michigan and County of Oakland Subgrantor with a letter indicating the project is complete. Along with the letter provide completed reimbursement request forms that include the total expenditures for plan development and separate documentation supporting each total expenditure. C. In rare circumstances only, if Subgrantee provides Subgrantor with a letter outlining the immediate need for an advance payment and the amount of the requested advance, Subgrantee may, at Subgrantor's sole discretion, receive an initial advance payment of up to 50% of the Federal share of the grant. Pursuant to Federal regulations, Subgrantee shall minimize the time between the receipt of advance funds and disbursement of those funds for eligible expenditures. If interest is earned on advance funds, Subgrantee shall remit the interest to FEMA at least quarterly. If advance funds will be unavoidably held by Subgrantee for a significant period of time, to avoid remitting earned interest, Subgrantee shall place the advance funds in a non-interest bearing account. D. NO PAYMENT WILL BE MADE UNLESS ALL QUARTERLY REPORTS HAVE BEEN SUBMITTED AND ARE UP TO DATE. 6. ACCOUNTING AND ADMINISTRATIVE REQUIREMENTS A. In addition to this Grant Agreement, Subgrantee shall complete, sign, and submit to Subgrantor the following documents, which are incorporated by reference into this Grant Agreement: 1) Summary Sheet for Assurances and Certifications (FEMA Form 20-16), certifying to Non-Construction Programs (FEMA Form 20-16A) and Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; and Drug-free Workplace Requirements (FEMA Form 20-16C) 2) Disclosure of Lobbying Activities, if applicable (Standard Form LLL) 3) Audit Certification Form 4) Other documents that may be required by federal or state officials. B. Subgrantee shall provide at least 25 percent matching funds from nonfederal sources within the timeframe specified in Paragraph 2. (Community Development Block Grant funds, though federal in origin, lose their federal identity and are an acceptable matching source.) Subgrantee shall comply with the requirements of the Stafford Act, applicable regulations found in 44 CFR and U.S. Office of Management and Budget Circulars A-21, A-87, A-102, A-110, A-122 and A-133. Subgrantee shall account for receipts and expenditures, maintain adequate financial records, and refund expenditures disallowed by federal or state audit. Subgrantee shall comply with all applicable codes, standards, and permitting requirements that pertain to this project and shall provide maintenance as appropriate and required for the life of the Project. F. Subgrantee shall retain all records of work, including receipts, checks, bills, job orders, contracts, equipment usage, payroll information, and other necessary documentation that would be required for an audit for a period of three years from the date of final payment. G. Subgrantee shall, on a quarterly basis, complete and submit to Subgrantor form EMD-16 (Hazard Mitigation Grant Program Quarterly Progress Report Form). H. Subgrantee shall perform the required fmancial and compliance audits in accordance with the Single Audit Act of 1996 and Office of Management and Budget Circular A-133, as revised, for the fiscal year(s) when expenditures occurred. I. Subgrantee shall provide Subgrantor and its representatives access to Subgrantee's records and documents related to the use of HMGP funds for this Project. 7. EMPLOYMENT MATTERS Subgrantee shall comply with the Elliott-Larsen Civil Rights Act, 1976 PA 453, as amended, MCL 37.2101 et seq., the Michigan Handicappers' 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, 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 this Grant Agreement. Page 3 of 5 Hazard Mitigation Grant Program Between the State of Michigan and County of Oakland Subgrantee shall ensure that no subcontractor, manufacturer or supplier of Subgrantee on this Project appears in the register compiled by the Michigan Department of Consumer and Industry Services, Commercial Enforcement Unit, pursuant to 1980 PA 278, as amended, MCL 423.321 et seq. (Employers Engaging in Unfair Labor Practices Act). The Davis-Bacon Act is a law that requires federal construction contractors to pay their workers the "prevailing wage" based on the local union wage scale defined by the U.S. Department of Labor. The provisions of the Davis-Bacon Act do not apply to state or local contracts using federal assistance funds under this Grant Agreement. 8. BARRIER FREE DESIGN Subgrantee shall ensure that the Project complies with the barrier free design requirements of 1966 PA 1, as amended, MCL 125.1351 et seq. (Utilization of Public Facilities by Physically Limited Act). 9. REDISTRIBUTION PROHIBITION A grant awarded under this Grant Agreement shall be used by Subgrantee and shall not be redistributed by the Subgrantee to any other entity unless specifically provided for in this Grant Agreement. Subgrantor must approve changes to this provision in writing prior to any redistribution. 4/ t's Se ON SUAtik. (..€ n.".‘ uoc .,,,i Subgrantee will provide and maintain duript the term of this Grant Agreement public liability, property damage, and worker's compensation insurance insuring/as they may appear, the interests of all parties to this Grant Agreement. The Subgrantee is responsible for insuring that all precautions are exercised at all times for the protection of all persons and property. The Subgrantee shall secure all necessary certificates and permits from municipal or other public authorities and \ comply with all national, state, and municipal laws, ordinances, and regulations as may be required in connection with the ) performance of this Grant Agreement. 11. 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 judgements, 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. 12. 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. 13. TERMINATION Subgrantor may terminate this Grant Agreement for any reason upon five (5) days written notice to Subgrantee. Upon termination, Subgrantor shall have no further obligation to make payments. 14. 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 Paragraph 2 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 of changes of address or personnel affecting this Grant Agreement. Changes in 10. SUBGRANTEE'S LIABILITY Page 4 of 5 Signature For Subgjantor: Printed Name: John Ort Date Title: Governor's Authorized Representative Date June 11, 2004 Hazard Mitigation Grant Program Between the State of Michigan and County of Oakland 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. 15. OFFICIAL CERTIFICATION 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 responsible governing board, official, or agency. Subgrantee further certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this grant by any federal department or agency. If Subgrantee is unable to certify to any portion of this statement, Subgrantee shall attach to this Grant Agreement an explanation of the reason. For Subgrantee: Printed Name Title (288) Page 5 of 5 • V UOI-ft EMD-30 Rev. (9/02) HAZARD MITIGATION GRANT PROGRAM AUTHORITY: 1976 PA 390, as Michigan State Police amended Emergency Management Division PLANI\IING APPLICATION COMPLIANCE: Voluntary, but completion necessary to be considered for 'rant FOR EMD USE ONLY Directions: 1. Complete all sections. (Boxes will automatically expand as Application #: needed.) Project #: 2. Submit to the Mit' . ation Unit, Emer!enc Mana.ement Division. Date Received: Name of Organization/Agency: Oakland County Type of Organization (check one): • 0 Regional t2 County 0 City or Township 0 Indian Tribe or Authorized Tribal Organization If this project will result in separate plans for multiple jurisdictions, please list the names of those communities here: The Oakland County Plan will include the county program as well as the communities of Farmington Hills, Bloomfield Township, Birmingham and Southfield for future federal hazard mitigation funding. I Project Title: Oakland County Hazard Mitigation Planning Grant ai Planning Approach: Stand alone mitigation plan(s) 0 integration into existing comprehensive plan(s) Please provide a detailed explanation of planning approaches and expected deliverables: A contractor will be hired to develop the plan by December 2004: It will meet the standards required by the Disaster Mitigation Act of 2000 and developed following the guidelines given in EMD-PUB 207, "Local Hazard Mitigation Planning Workbook" Additional Information: Check the appropriate boxes if your jurisdiction includes (or has convenient access to): Planning Commission Planning Department 0 GIS Department 0 MSU Extension Office 0 State University 0 Other college PRIMARY POINT OF CONTACT ALTERNATE POINT OF CONTACT Name: Gail Novak Name: Brandon Lewis Title: Chief Title: Solution'Area Planner Agency: Emergency Response & Preparedness Agency: Emergency Response & Preparedness Address/P.O. Box Number: 1200 N Telegraph Address/P.O. Box Number: 1200 N Telegraph City: Pontiac Zip Code: 48341-0410 City: Pontiac Zip Code: 48341-0410 Telephone Number: (248) 858-5080 ext. Telephone Number: (248) 858-8159 ext. Fax Number: (248) 858-5550 _ Fax Number: (248) 858-5550 Email Address: novakg©co.oakland.mi.us Email Address: lewisb©co.oakland.mi.us 1 EMD-30 (09102) MICHIGAN STATE POLICE Federal Share: (75%) $161,600 Applicant Share: (25%) $53,867 Project Totals Source of Applicant Share: Printing, meetings and salaries Grand Total of Project: (100%) $215,467 ITEM UNIT QUANITY UNIT OF UNIT COST COST ESTIMATE MEASURE Planning Services 1 Lump sum bid (est $83.00 $161,600 Contract 1,940 hrs) Meetings 5/6 Lump sum $50.00 $247.00 Printing Costs 2 Lump sum _ $1,000.00 $2,200.00 Salaries Lump sum (est 644 $55.00 $35,420.00 hrs) staff not IDed on any grant GIS Development Lump sum $16,000 (NOTE: Totals MUST equal "Grand Total of Project" TOTAL COST $215,467.00 amount.) EXAMPLE: ITEM UNIT QUANITY UNIT OF UNIT COST COST ESTIMATE MEASURE Planning Services I Lump Sum $15,000 $15,000 11Contract !; Engineering 100 Hours $100 $10,000 Plans Public Meeting 1 Lump Sum $1,000 $1,000 Common Functional Elements Used for Costs Breakdown are: Project Management; Comprehensive Study; Labor; Consultant Fees; Printing Costs; Software and materials that are used specifically for hazard mitigation. Who will have primary responsibility for completing the following components of the plan? Include the name of the person or persons that will be involved and their department and/or agency for each identified step 1. Community Profile(s) identifying all the important features (environmental, demographic, land use, special areas and special populations) that need protection from hazards. Department/Agency: County Emergency Response and Preparedness (ERP), County GIS Contact Name: Tricia Smith Telephone Number: (248) 858-5371 ext. 2 4 EMD-30 (09/02) MICHIGAN STATE POLICE 2. Hazard Identification including descriptions of hazards, summaries of past hazard occurrences in the community, and initial identification of which hazards appear to pose the most and least significant risks to the community. Department/Agency: ERP Contact Name: Gail Novak Telephone Number: (248) 858-5080 ext. 3. Obtaining Input from local officials and the public about hazards that may affect tFie community. Department/Agency: To be determined-Planning Consultant, Local Emergency Management Coordinators (EMC) Contact Name: Telephone Number: ( ) - ext. _ 4. Risk and Vulnerability Assessments in which significant hazards are analyzed in detail, estimating the amount and type of damage and disruption they may cause to the community, the probability of such disruption occurring, the specific areas in which harm may occur, and the priority with which such threats are to be addressed by the community. Department/Agency: Planning Consultant, ERP Contact Name: Gail Novak Telephone Number: (248) 858-5080 ext. 5. Brainstorming _Goals and Obiectives that will guide the community's efforts to prevent or lessen harm from identified hazards, consistent with community capabilities and political processes, and informed by institutional and public input from the community. Department/Agency: To be determined-Planning Consultant Contact Name: Telephone Number: ( ) - ext. 6. Brainstorming Specific Mitigation Actions that may reduce the community's vulnerability to hazards, and which will be evaluated and selected in terms of their political, social, economic and environmental feasibility. Department/Agency: To be determined-Planning Consultant Contact Name: Telephone Number: ( ) - ext. 7. Writing a Draft Plan that will pull together all information and ideas into a written format that can be distributed to build awareness of the community's hazards, present mitigation strategies, and encourage feedback and commitment from community stakeholders. Department/Agency: To be determined-Planning Consultant Contact Name: Telephone Number: ( ) - ext. 8. Revising the Draft Plan to include feedback and commitments obtained from community stakeholders regarding the community's identified hazards and the hazard mitigation actions that address them. Department/Agency: To be determined-Planning Consultant, County Departments, local Communities Contact Name: Telephone Number: ( ) - ext. 9. Adopting the Final Plan to show the community's (or communities') commitment to implementing its mitigation actions. Department/Agency: ERP, County Executive, Corporation Counsel, Board of Commissioners Contact Name: Local Communities, Planning Telephone Number: (248) 858-5080 ext. Consultant, ERP Staff 10. Monitoring Plan Implementation to identify successful mitigation projects, any weaknesses or shortcomings of the plan, and to note new items or conditions that should be including in future revisions of the plan. Department/Agency: ERP Contact Name: Gail Novak Telephone Number: (248) 858-5080 ext. Signed for the applicant: David L. Moffitt Vice -Chairperson, 0 Typed na Signature I I • , EMD-30 (09102) MICHIGAN STATE POLICE 1. Identify at least one professional planner who will be involved in developing the hazard mitigation plan for the community (or communities). Department/Agency: Oakland County Planning & Economic Development Contact Name: Bret Rasegan Telephone Number: (248) 858-5445 ext. 2. List partnership organizations or additional individuals that are expected to contribute to the development of the plan. Drain Commission, Risk Management, Grant Admin, Fiscal, Health, Corporation Counsel, Parks, Aviation, Road Commission, Local EMCs 3. Do plan developers have access to a Geographic Information System (GIS) and/or the ability to produce maps, perform spatial analyses, and include such information in the plan? i4 YES • NO Please explain: Much of the Community profile and vulnerability assessment is on GIS 4. Has approval for hazard mitigation plan development been obtained by those who will officially adopt the final plan for the community (or communities)? F4 YES Eli NO Please explain: We are just beginning the plan application process, The Oakland County Plan will include the county program as well as the communities of Farmington Hills, Bloomfield Township, Birmingham and Southfield for future federal hazard mitigation funding. The county itself approves of doing a county plan, and that the local programs are comfortable with the county planning on their behalf using some of the grant funds that had initially been offered to them separately. 4a. Have those who will develop the plan been officially recognized, by those who will adopt the plan, as appropriate for developing your community's hazard mitigation plan?C.4 YES Eli NO Please explain: Once we execute the agreement with the state we will sign a contract with the consultant. The consultant will be a qualified one selected through the standard bid process of the county. 5. List existing plans, studies, documents, committees, agencies, or organizations that will provide information for your community's hazard mitigation plan. Flood plain, ground water, watershed, wellhead protection, etc., county businesses, local community master plans 5a. List existing plans, documents, regulations, ordinances, orders, committees, agencies, or organizations in your community that can be coordinated with hazard mitigation planning activities funded by this grant. Local city, township, village planning departments, local EMCs, county businesses I certify to the best of my knowledge and belief that the information provided in this application and supporting documentation is true and correct. I also have the legal authority to apply for assistance on behalf of the applicant. II Li I I July 22, 2004 FISCAL NOTE (1ISC. 104169) BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON IN RE: COUNTY EXECUTIVE - EMERGENCY RESPONSE AND PREPAREDNESS - AGREEMENT/ACCEPTANCE FOR HAZARD MITIGATION GRANT PROGRAM 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 County Executive - Emergency Response and Preparedness Division has been awarded up to $215,467, of which $161,600 is direct grant funding and $53,867 is in-kind match included in the budget to prepare a Hazard Mitigation Plan by November 1, 2004, for communities covered under its emergency operations plan. 2. The Hazard Mitigation Plan is a tool for reducing the risks from natural and manmade hazards and for providing a guide to commit resources that will reduce the effects of hazards. 3. The Robert T. Stafford Disaster Relief and Emergency Assistance Hazard Mitigation Grant Program administered by the Federal Emergency Management Agency provides grants to implement long-term hazard mitigation measures before and after a disaster. 4. A budget amendment for FY 2004 is recommended as specified below, to recognize the revenues and expenses for the Hazard Mitigation Grant Program for the period of May 1, 2002 through November 1, 2004 as follows: Fund 276 Revenue 1-11-276-100902-70001-0113 Grants - Federal $161,600 $161,600 Expense 2-11-276-200902-70001-2572 Contracted Svs. $161,600 $161,600 $ -0- FINANCE COMMITTEE 4er sr Finance Committee Vote: Motion carried on unanimous roll call vote A f • P Resolution #04169 July 22, 2004 Moved by Scott supported by Knollenberg the resolutions on the Consent Agenda be adopted (with accompanying reports being accepted). AYES: Coleman, Coulter, Douglas, Gregory, Hatchett, Jamian, Knollenberg, KowaII, Law, Long, McMillin, Middleton, Moffitt, Moss, Palmer, Patterson, Potter, Rogers, Scott, Suarez, Webster, Wilson, Zack, Bullard. (24) NAYS: None. (0) A sufficient majority having voted therefore, the resolutions on the Consent Agenda were adopted (with accompanying reports being accepted). I IRBY APPRK If FOREGOING RESOLUTION 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 July 22, 2004 with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of thvCounty of Oakland at Pontiac, Michigan this 22nd day of July, 2004. Pontiac, Michigan this 22nd day of July, 2004. G. William Caddell, County Clerk