HomeMy WebLinkAboutResolutions - 2006.03.09 - 28218March 9, 2006
MISCELLANEOUS RESOLUTION #06030
BY: General Government Committee, William Patterson, Chairperson
IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION — 2006 SUPER
BOWL GAME PUBLIC SAFETY GRANT APPLICATION/ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Health Division applied to the Michigan State Police,
Emergency Management Divis]on, for $3,296.50 in grant funding from Public Act
200 of 2005 to provide public health surveillance services related to the
2006 Super Bowl Game; and
WHEREAS the Michigan State Police awarded Oakland County with a grant
in the amount of $3,296.50; and
WHEREAS no county match or additional positions are required; and
WHEREAS the acceptance of tnis grant -does not obligate the County to
any future commitment; and
WHEREAS the continuation of this program is contingent upon future
levels of grant funding.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners approves the 2006 Super Bowl Game Public Safety Grant award
from the Michigan State Police in the amount of $3,296.50 and that the Board
Chairperson, on behalf of the County of Oakland, is authorized to execute
said agreement as attached.
Chairperson, on behalf of the General Government Committee, I move
adoption of the foregoing resolution.
GENERAL GOVERNMENT COMMITTEE
General Government Committee Vote:
Motion carried on a unanimous roll call vote with Long, Crawford and Kowall
absent
Tom Fackler
From: Greg Givens [givensg@co.oakland.mi.us ]
Sent: Tuesday, February 07, 2006 4:06 PM
To: Doyle, Larry; Fockler, Tom; Pearson, Linda
Cc: Frederick, Candace; Smith, Laverne; Mitchell, Sheryl; Pardee, Mary; Hanger, Helen; Wenzel,
Nancy; Johnston, Brenthy; Worthington, Pam
Subject: GRANT REVIEW — Health Division / Super Bowl
GRANT REVIEW - Health Division
GRANT NAME: 2006 Super Bowl Game Public Safety Grant
FUNDING AGENCY: Michigan Department of State Police
DEPARTMENT CONTACT PERSON: Tom Fockler / 2-2151
STATUS: Acceptance
DATE: February 7, 2006
Pursuant to Misc. Resolution #01320, please be advised the captioned grant materials
have completed internal grant review. Below are the comments returned by review
departments.
Corporation Counsel has provided comment. The modifications required by Corporation
Counsel must be incorporated into the contract prior to contract execution by the Board
Chair. The modifications can simply be accomplished by crossing out or drawing a line
through the language at issue and having Chairperson Bill Bullard initial the crossed out
language. A copy of this review comment "sign-off sheet must be signed by the
operating department's director at the space provided below Corporation 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.
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 containing grant review comments) may
be requested to be placed on the appropriate Board of Commissioners' committee(s) for
grant acceptance by Board resolution.
Department of Management and Budget:
Approved.- Laurie Van Pelt (1/31/2006)
Department of Human Resources:
Approved. - Nancy Scarlet (2/6/2006)
Risk Management and Safety:
Approved By Risk Management - Andrea H. Plotowski (2/4/2006)
Corporation Counsel:
1
I am approving this Grant with the following modifications:
1) Paragraph V. A. iii. Delete this in its entirety.
2) Paragraph V. C. Delete the last two sentences starting with "The Department of State
Police...."
3) Paragraph VI. F. Delete the last two sentences starting with "The Department of
State Police...."
Please make these changes to the versions submitted for signature and have the
Chairperson initial these changes. The changes were approved by the Michigan
Department of State Police - Emergency Management - John Ross (2/6/2006)
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 Date
Greg Givens, Supervisor
Grants Administration Unit
Fiscal Services Division
2
State of Michigan
2005 MLB All-Star Game & 2006 NFL Super Bowl Public
Safety Grant Agreement
This Grant Agreement is hereby entered into between the Michigan Department of State Police,
Emergency Management Division (hereinafter called the Sub-grantor), and
Oakland County Health Division
(hereinafter called the Sub-grantee)
I. Purpose
The purpose of this Grant Agreement is to provide state funds through the Sub-grantee to law
enforcement, fire, emergency medical services, homeland security/emergency management,
and public health agencies that have provided or will provide public safety services to either the
2005 MLB All-Star Game or the 2006 NFL Super Bowl. This grant agreement will also state the
terms and conditions under which such assistance will be provided and the manner in which the
program will be conducted. The Sub-grantee agrees to comply with the general terms and
conditions set forth in the grant award.
II. Objectives
The principal objective of this Grant Agreement is to provide financial assistance for allowable
costs associated with public safety related to the 2005 MLB All-Star Game & the 2006 NFL
Super Bowl. The following is a list of the eligible cost categories under this grant program:
Overtime
• result of personnel who work over above their normal schedule while performing
approved program duties
Backfill
• result of personnel who are working overtime in order to perform approved program duties
of other personnel who are temporarily assigned to approved program activities outside their
core responsibilities
Administrative Costs
• cost of administrating this program only; limited to 3%
Vehicle Expenses
• cost of mileage or fuel and operational use of specialized vehicles (aircraft/watercraft)
III. Statutory Authority
Funding for the 2005 MLB All-Star Game & 2006 NFL Super Bowl Public Safety Grant is
authorized by the State of Michigan Public Act 200 of 2005.
IV. Public Safety Grant Award Amount and Restrictions
The Public Safety Grant award amount to the Oakland County Health Division is $3,296.50, to
be spent on only what is approved under your jurisdiction's attached approved application.
2005 MLB All-Star Game
& 2006 NFL Super Bowl
Public Safety Grant
Agreement
For Local Applicants
SUB-GRANTEE CHECKLIST
2005 MLB ALL-STAR GAME & 2006 NFL SUPER BOWL PUBLIC SAFETY GRANT
Submit the following items as necessary to: David Lundquist, Michigan State Police EMD,
4000 Collins Road, Lansing, Michigan 48910
DEADLINE FOR SUBMITTING SIGNED ITEMS IS FEBRUARY 24. 2006
SUB-GRANTEE WILL NOT BE REIMBURSED FOR FUNDS UNTIL ALL REQUIRED SIGNED DOCUMENTS ARF RFCEIVEDI
1. Grant Agreement
E 2. W-9 Tax Identification Form
n 3. Reimbursement Cover Sheet (EMD-054) and all required attached documentation
PLEASE SEE YOUR JURISDICTION'S ATTACHED APPROVED GRANT APLICATION
POST REIMBURSEMENT REQUIREMENTS
Participate with Sub-grantor in an on-site monitoring of financial documents. Also retain financial
records, supporting documents, and all other records pertinent to the grant for at least three years
after the final grant report.
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State of Michigan
2005 MLB All-Star Game & 2006 NFL Super Bowl Public
Safety Grant Agreement
This Grant Agreement is hereby entered into between the Michigan Department of State Police,
Emergency Management Division (hereinafter called the Sub-grantor), and
Oakland County Health Division
(hereinafter called the Sub-grantee)
I. Purpose
The purpose of this Grant Agreement is to provide state funds through the Sub-grantee to law
enforcement, fire, emergency medical services, homeland security/emergency management,
and public health agencies that have provided or will provide public safety services to either the
2005 MLB All-Star Game or the 2006 NFL Super Bowl. This grant agreement will also state the
terms and conditions under which such assistance will be provided and the manner in which the
program will be conducted. The Sub-grantee agrees to comply with the general terms and
conditions set forth in the grant award.
II. Objectives
The principal objective of this Grant Agreement is to provide financial assistance for allowable
costs associated with public safety related to the 2005 MLB All-Star Game & the 2006 NFL
Super Bowl. The following is a list of the eligible cost categories under this grant program:
Overtime
• result of personnel who work over above their normal schedule while performing
approved program duties
Backfill
• result of personnel who are working overtime in order to perform approved program duties
of other personnel who are temporarily assigned to approved program activities outside their
core responsibilities
Administrative Costs
• cost of administrating this program only; limited to 3%
Vehicle Expenses
• cost of mileage or fuel and operational use of specialized vehicles (aircraft/watercraft)
III. Statutory Authority
Funding for the 2005 MLB All-Star Game & 2006 NFL Super Bowl Public Safety Grant is
authorized by the State of Michigan Public Act 200 of 2005.
IV. Public Safety Grant Award Amount and Restrictions
The Public Safety Grant award amount to the Oakland County Health Division is $3,296.50, to
be spent on only what is approved under your jurisdiction's attached approved application.
2005 MLB All-Star Game & 2006 NFL Super Bowl
Public Safety Grant Agreement
Oakland County Health Division
Page 2 of 6
Please see attached approved application for what the eligible costs are for your jurisdiction.
Expenses incurred to purchase equipment or hire full-time personnel are NOT eligible for
reimbursement under this program. Additionally, consumable expenses other than fuel or other
expendable supplies are not allowed.
This Grant Agreement designates State of Michigan 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 Grant
Agreement period. The funds must supplement, not supplant, state or local funds. State
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. Sub-grantee may be required to
supply documentation certifying that they did not reduce non-state funds because of receiving
state funds.
V. Responsibilities of the Sub-grantee
The Sub-grantee agrees to do the following:
A. In addition to this 2005 MLB All-Star Game & 2006 NFL Super Bowl Public Safety
Grant Agreement, Sub-grantees shall complete, sign, and submit to Sub-grantor
the following documents, which are incorporated by reference into this Grant
Agreement:
I. A W-9 Tax Identification Form is required for every agency (fire dept., police
dept., etc.) within Sub-grantee's jurisdiction that is going to be paid directly
from Sub-grantor.
ii. The Reimbursement Cover Sheet (EMD -054). See Section VII of this grant
agreement for more details.
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B. Comply with the following guidance, including:
i. Comply with program requirements in accordance with the Michigan
Emergency Management Act, Act 390 of 1976, located at
http://www. leg islature.mi.gov/(xrunzy55iwu h ntmocc1bubbn)/m ileg.aspx?page=
GetMCLDocument&objectname=mcl-Act-390-of-1976&queryid=12356792.
ii. Comply with the State of Michigan Financial Management Guide, located at
http://www.michigan.gov/budget/0,1607,7-157-13404_27707-99757--,00.html.
2005 MLB All-Star Game & 2006 NFL Super Bowl
Public Safety Grant Agreement
Oakland County Health Division
Page 3 of 6
iii. Comply with the applicable financial and administrative requirements set forth
in the current edition of "U.S. Department of Justice Financial Guide," located
at http://www.ojp.usdoj.gov/FinGuide/, which includes the following provisions:
1. Account for receipts and expenditures, maintain adequate financial
records, and refund expenditures disallowed by state audit.
2. Retain all financial records, supporting documents, statistical records,
and all other records pertinent to the 2005 MLB All-Star Game & 2006
NFL Super Bowl Public Safety Grant for at least three years after the
financial close-out date of this grant program for purposes of state
examination and audit.
C. Sub-grantor and Sub-grantee FY05 MLB All-Star Game & 2006 NFL Super Bowl
Public Safety Grant information is subject to requests made pursuant to the federal
and state Freedom of Information Act (FOIA), §5. USC 552 & MCLA 15.243,
Section 13(1)(u)&(y). The-Deptiftnient-of-State-R5liee7Freeetem-evf-Ififefmatien-
--OffieefrwiH-eletermine-whieh-infofmatiorHs-te-be-released-en-a-ease-lay-ease-
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VI. Responsibilities of Sub-grantor
The Sub-grantor, in accordance with the general purposes and objectives of this Grant
Agreement, will:
A. Administer the 2005 MLB All-Star Game & 2006 NFL Super Bowl Public Safety
Grant in accordance with all applicable state regulations and guidelines.
B. Provide direction and technical assistance to the Sub-grantee.
C. Provide any special report forms and reporting formats (templates) required by the
Sub-grantor for operation of the program.
D. Reimburse the Sub-grantee in accordance with this Grant Agreement based on
appropriate documentation submitted by the Sub-grantee.
E. Conduct random on-site reviews with Sub-grantee(s).
F. Sub-grantor and Sub-grantee FY05 MLB All-Star Game & 2006 NFL Super Bowl
Public Safety Grant information is subject to requests made pursuant to the federal
and state Freedom of Information Act (FOIA), §5. USC 552 & MCLA 15.243,
Section 13(1)(u)&(y). - • - • • -, left-
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2005 MLB All-Star Game & 2006 NFL Super Bowl
Public Safety Grant Agreement
Oakland County Health Division
Page 4 of 6
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VII. Payment and Reporting Procedures
The Sub-grantee agrees to prepare the Reimbursement Cover Sheet (EMD-054) and all
required attached documentation, including all required authorized signatures, and submit it as
needed if there are eligible expenses to be reimbursed. The Reimbursement Cover Sheet
(EMD-054) and other reimbursement forms can be found on the EMD website at
http://www.michigan.gov/msp/1,1607,7-123-1593_3507---,00.html . Once there, click on "Inside
EMD" and then on "Homeland Security Reimbursement Forms."
Please note regarding Reimbursement Cover Sheet (EMD-054):
• If an agency (fire dept., police dept., etc.) within Sub-grantee's jurisdiction
is submitting for reimbursement on behalf of the Sub-grantee, please place
Sub-grantee's name in the "Local Emergency Management Program" cell
and the agency's name in the "Agency's Name and Phone # completing the
form if different than the local EM Program (Sub-recipient)" cell.
THE DEADLINE TO SUBMIT REQUESTS FOR REIMBURSEMENT IS FEBRUARY 24, 2005
Please refer to the attachment "Reimbursement Requirements" in order to meet the
documentation requirements.
SUB-GRANTEE WILL NOT BE REIMBURSED FOR FUNDS UNTIL ALL REQUIRED INITIAL SIGNED
DOCUMENTS AND REIMBURSEMENT DOCUMENTS ARE RECEIVED.
VIII. Employment Matters
Sub-grantee shall comply with the 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, or handicap that is unrelated to the individual's ability to perform the duties of a
particular job or position. Sub-grantee 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.
2005 MLB All-Star Game & 2006 NFL Super Bowl
Public Safety Grant Agreement
Oakland County Health Division
Page 5 of 6
Sub-grantee shall ensure that no subcontractor, manufacturer, or supplier of Sub-grantee on
this Project appears in the register compiled by the U.S. Labor Relations Board, pursuant to
Section 2 of 1980 Public Act 278, as amended, MCL 423.321 et seq. Pursuant to Section 4 of
1980 Public Act 278, as amended, MCL 423.321 et seq., the State may void any contract if,
subsequent to the award of the contract, the name of the Grantee as an employer, or the name
of a subcontractor, manufacturer, or supplier of the Grantee appears in the register.
IX. Limitation of Liability
Sub-grantor and Sub-grantee 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 for the time period that is specifically detailed in
your jurisdiction's approved application. No costs eligible under this Grant Agreement shall be
incurred outside of your jurisdiction's approved application. This Grant Agreement consists of
two identical sets simultaneously executed: each is considered an original having identical legal
effect. Either party may terminate this Grant Agreement 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 Sub-
grantee agrees to return to the Sub-grantor any funds not authorized for use, and Sub-grantee
shall have no further obligation to make payments.
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 Sub-grantor and Sub-grantee, 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 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. Sub-grantee agrees to inform Sub-grantor 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 Sub-grantor. If
Capt. Kriste Etue
Printed Name
Deputy State Director of Homeland Sentiritv and
Emergency Management
Title
2005 MLB All-Star Game & 2006 NFL Super Bowl
Public Safety Grant Agreement
Oakland County Health Division
Page 6 of 6
any provision of this Grant Agreement shall be deemed void or unenforceable, the remainder of
the Grant Agreement shall remain valid.
XIII. Business Integrity Clause
The Sub-grantor may immediately cancel the grant without further liability to the Sub-grantor or
its employees if the sub-grantee, an officer of the sub-grantee, or an owner of a 25% or greater
share of the Sub-grantee 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 Sub-grantor, reflects on the Sub-grantee's business integrity.
XIV. 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 jurisdiction he or she represents.
Printed Name Title
Name of Jurisdiction
Signature Date
For the Sub-grantor (Michigan State Police — Emergency Management Division)
a€,
Signature Date
Business name, if different from above. (See Specific instructions on page 2.)
Check appropriate box: individual/Sole proprietor n Corporation —1 Partnership Other lb
ti) o.
• I- 0.
Vt Is
0.
Address (number, street, and apt. or suite no.)
City, state, and ZIP code
Requester's name and address (optional)
Part I Taxpayer Identification Number (TIN) List account number(s) here (optional)
Social security number
III- Ill
or
Employer identification number
1-1.' 111111
For U.S. Payees Exempt From
Backup Withholding (See the
instructions on page 2.)
Part II
Signature of
U.S. person •
Sign
Here Date •
Form W-9
(Rev. December 2000)
Department of the Treasury
Internal Revenue Service
Request for Taxpayer
Identification Number and Certification
Give form to the
requester. Do not
send to the IRS.
Name (See Specific Instructions on page 2.1
Enter your TIN in the appropriate box. For
individuals, this is your social security number
(SSN). However, for a resident alien, sole
proprietor, or disregarded entity, see the Part I
instructions on page 2. For other entities, it is your
employer identification number (EIN). If you do not
have a number, see How to get a TIN on page 2.
Note: If the account is in more than one name, see
the chart on page 2 for guidelines on whose number
to enter.
Part III Certification
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and
2. I am not subject to backup withholding because: (a) i am exempt from backup withholding, or 04 I have not been notified by the Internal
Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has
notified me that I am no longer subject to backup withholding, and
3. I am a U.S. person (including a U.S. resident alien).
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup
withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply.
For mortgage interest paid. acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement
arrangement (IRA). and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must
provide your correct TIN. (See the instructions on page 2,)
Purpose of Form
A person who is required to file an information
return with the IRS must get your correct
taxpayer identification number (TIN) to report, fcr
example, income paid to you, real estate
transactions, mortgage interest you paid,
acquisition or abandonment of secured property,
cancellation of debt, or contributions you made
to an IRA.
Use Form W-9 only if you are a U.S. person
(including a resident alien), to give your correct
TIN to the person requesting it (the requester)
and, when applicable, to:
1. Certify the TIN you are giving is correct (or
you are waiting for a number to be issued).
2. Certify you are not subject to backup
withholding, or
3. Claim exemption from backup withholding if
you are a U.S. exempt payee,
If you are a foreign person, use the
appropriate Form W-8. See Pub. 515,
Withholding of Tax on Nonresident Aliens and
Foreign Corporations.
Note: If a requester gives you a form other than
Form W-9 to request your TIN, you must use the
requester's form if it is substantially similar to this
Form W-9.
What is backup withholding? Persons making
certain payments to you must withhold and pay
to tne IRS 31% of such payments under certain
conditions. This is called "backup withholding."
Payments that may be subject to backup
withnolding include interest, dividends, broker
end barter exchange transactions, rents,
royalties, nonemployee pay, and certain
payments from fishing boat operators. Real
estate transactions are not subject to backup
withhoiding,
If you give the requester your correct TIN,
maKe the proper certifications, and report all
your taxable interest and dividends on your tax
return, payments you receive will not be subject
to backup withholding. Payments you receive
will be subject to backup withholding if:
1. You do not furnish your TIN to the
requester, or
2. You do not certify your TIN when required
(see the Part Ill instructions on page 2 for
details), or
3. The IRS tells the requester that you
furnished an incorrect TIN, or
4. Tne IRS tells you that you are subject to
backup wtnholding because you did not report
all your interest and dividends on your tax return
(for reportable interest and dividends only), or
5. You do not certify to the requester that you
are not subject to backup withholding under 4
above (for reportable interest and dividend
accounts opened after 1983 only).
Certain payees and payments are exempt
From backup withholding. See the Part II
instructions and the separate Instructions for
the Requester of Form W-9.
Penalties
Failure to furnish TIN. If you fail to furnish your
correct TIN to a requester, you are subject to a
penalty of $50 for each such failure unless your
failure is due to reasonable cause and not to
willful neglect.
Civil penalty for false information with respect
to withholding. If you make a false statement
with no reasonable basis that results in no
backup withholding, you are subject to a $500
penalty.
Criminal penalty for falsifying information.
Willfully falsifying certifications or affirmations
may subject you to criminal penalties including
fines and/or imprisonment.
Misuse of TINs. If the requester discloses or
uses TINs in violation of Federal law, the
requester may be subject to civil and criminal
penalties.
Cat. No. 10231X Form W-9 (Rev. 12-2000)
Reimbursement Requirements
What is required
for a grant
reimbursement?
Request for Reimbursement Procedure:
Submit one signed Reimbursement Coversheet (EMD-054) for each
project you have incurred expenses. Attach the necessary supporting
documentation (Payroll Reimbursement Detail (EMD-055), Travel
Reimbursement Detail (EMD-057), Supplies and Other Items
Reimbursement Detail (EMD-056)) to each Reimbursement Coversheet
(EMD-054). Obtain the appropriate signatures on all reimbursement
forms. Please see Emergency Management Division (EMD) Information
Letter 05- 07 for direction. Send all Reimbursement Coversheets (EMD-
054), with attached documentation, to the EMD by the established due
dates.
Additional forms may need to be submitted to ensure that you are
meeting the program requirements of the individual solution areas.
For example, pre and post exercise reports/narratives.
Review the grant guidance specific to the solution area to determine if you
are in compliance with the eligibility requirements pertaining to the
solution area. Retain a copy of all documentation that you have sent to
EMD for your files.
Federal funds under a grant award will be used to supplement, but not
supplant, local funds for homeland security preparedness.
a) Grant funds may not be used to replace local
funds that would, in the absence of federal aid,
be available for forthcoming programs. A
grant recipient may not use federal grant funds
for programs for which the recipient is already
obligated to pay or has funded.
What is required
for Documenting
requests for
regular, overtime,
& backfill hourly
compensation?
Full or Part-time staff requests for reimbursement of regular,
overtime, or backfill time will require the following documentation:
A copy of the Payroll Reimbursement Detail (EMD-055) fully
completed, including all hours worked, rate of pay, all benefits paid for
each individual, and the required signatures. No check numbers are
required. The Sub-grantee must retain files of all documentation
(time sheets, payroll records, check numbers, copies of checks, etc.)
at their work site for three years after the financial close-out date of
each grant program, Sub-grantees will be notified of the appropriate
documentation retention timelines as they become established.
Dual compensation is not allowed. For example, an employee of a
unit of government may not receive compensation from their unit or
agency of government AND from a grant for a single period (e.g.,
1:00 PM to 5:00 PM), even though such work may benefit both
activities.
Payment of salaries and fringe benefits must be in accordance with
the policies of the state or unit(s) of local government and have the
approval of the state or the awarding agency, whichever is applicable.
Compensatory (Comp.) Time is NOT authorized for reimbursement.
Overtime payments are only allowed for services in the training
and exercise solution areas in accordance with policies of the state
or unit(s) of local government and have the approval of the state or
the awarding agency, whichever is applicable.
• Overtime fringes are restricted to FICA (Social
Security and Medicare), Worker's Compensation, and
Unemployment Compensation.
According to the Office of Domestic Preparedness (ODP), retirement
fringes are not authorized for reimbursement on overtime.
• Local units of government must follow their established policies and
procedures and cannot create new local rates and/or policies to gain
additional funds from a federal grant award.
• Backfill is authorized for reimbursement if indicated in the allowable
costs for each grant. Backfill is authorized for training and
exercise but is not authorized for planning or equipment.
Backfill can be recognized either as regular time or overtime. The
same rules above apply for what fringe benefits are eligible.
• To request backfill pay, provide the name of the individual who is
replaced (Note: times, dates, hours, etc. must match regular training
or exercise duty assignment times).
Homeland Security Grant Specific: Overtime is allowed for
performance of organizational activities under the LETPP solution
area, but no more than 20% of LETPP funds may be used for these
activities without prior approval for Department of Homeland Security
(DHS)/ODP. (Please contact EMD/Homeland Security Section if you
would like to request a shift of funding.) Overtime is NOT eligible for
ANY planning or management and administration solution areas.
What is required for
documenting
requests for
contractor or
consultant fees?
Contractors'/Consultants' requests for reimbursement will require
the following documentation:
• A copy of the actual contract. (NOTE: Contractors and
Consultants are required to abide by, i.e., held to, the same
terms and conditions as Sub-grantees under the DHS/ODP
grants.)
• Contractors and consultants will be reimbursed for completed work
only. Detail of work performed must be supplied.
• Contractors and consultants are required to be detailed on the
Supplies and Other Items Reimbursement Detail (EMD-056).
• The applicant's formal written procurement policy or the Federal
Acquisition Regulations (FAR) must be followed.
OC ,EKERGENCy MANAGEMENT 41013
rriTEC [ 17
IA JAN 1 3 2006 10
01/13/06 02:40 FAX 2488585550
PUBLIC SAFETY GRANT APPLICATION
2006 NFL Super Bowl and 2005 MLB All-Star Game
;-i‘,5;;;;Zilt:,nApkov.,;ix,-;0:NxijuEBY.;:1PWANi.JARY: 3.4'490,6 ::,,,,:tMOYMaiciVM
AgMIN!WMTIVPNFPRMATIo.
.I'leise,!:11ii-ediii6iiiiioi4tiorf., :. ,l :'.=T..:.. ,,...... ,.:
Agency Name Oakland County Health Division
Agency Address 1200 North Telegraph
Pontiac, MI 48341
Federal Employer ID Number
Point of Contact , 'homes Fackler
Phone/Fax/E4Wall (248) 452-2151 focklert@county.oakland.mi.us
Total Amount Of Funding Requested: $ 3 ,196,50
BUD '
'Dscibe I eta. any assets Oroydecl.rt siippOrlof#10.04ratiOliel:'*ne:: InclOge speoffinr.0iicitjAA.
j4iidiiiii riate,cf 6,0:8_12_._,61'efw'e6t.
Category 1: .Overtime
On-call pay is requested for Radiological Response Team members per
the attached schedule. Pay -is 1 112 hrs pqx:da..3! foll&Pembers for
seven days.
,Categcity 2: Bacitfill • .. ... .
Category 3: Admin. Costs '
Administrative costs are requested in the amount of $96.01.
Category. 4: Vehicle Expenses •
..11a.c1V1FMPMNPPRPPligN.T.P•„,
.14ieSitiliiiidtiiiiiiiliti&i)tie:i1gri; a nd daje:: .
Agency Official i I-4/Vc- , r
County EN! Coordinator OetZe.?trii) C 0 115
MSP EMD AA.
.0 5—
p-u,,d2)2 gu-ras4),,
Bill Bullard Jr, Chairman
Oakland County
Board of Commissioners
$ 3,200.49
$ 96.01
$ 3,296.50
Total On-Call Expense
Administrative Overhead (3%)
Total Request
Oakland County Radiological Response Team
2006 Super Bowl On-Call Reimbursement Request J JAN 1 3 2006 J
i . .- ',. :',, . `--.2.2.. , ,,,,:.:titT4t.e.7W 4:it ..-.11....,,41.- . - . !.F+ CiTM:t .-?C'74!'; , ' :-15'. n ''.q.g.:',ZI: '''' ''-'''
jtiiiiti .-T- . ' SE,',7%:**,;4,:'-7t; :=.t -91 - r,-,!M ,-Itti.A`ib-RtT ,,,,Ii.?:---,-.157-1 t'k.'eittibtted :
. •- ,.. „.......
Beattie, Chris Public Health Sanitarian $ 22.10 $ 33.15 $ 7.00 $ 232,07
Hahn, Lisa Public Health Nurse III $ 29.37 $ 44.06 $ 7.00 $ 308.42 _
Haynes, Nelson Public Health Senior Sanitarian $ 31.04 $ 46.56 $ 7.00 $ 325.92
_
Howells, Rick Public Health Sanitarian $ 22.10 $ 33.15 $ 7.00 $ 232.07 _
Lupu, Christy Public Health Senior Sanitarian $ 24.30 $ 36.45 $ 7.00 $ 255.13
, *
i Mehnert, Leigh-Anne Emergency Preparedness Specialist 25.61 $ 38.41 $ 7.00 $ 268.86 1 1 ) Mehnert, Matt Public Health Senior Sanitarian $ 26.91 $ 40.37 $ 7.00 $ 282.59
i Nelson, Josh Public Health Senior Sanitarian $ 28.22 $ 42.33 $ 7.00 $ 296.31
i _
i Ransdell, Dawn Public Health Sanitarian $ 20_91 $ 31.37 $ 7.00 $ 219.56 !
1 Strnad, Chris Public Health Senior Sanitarian $ 24.30 $ 36.45 $ 7.00 $ 255.13
) )
Thuesen, Deborah Health Support Specialist $ 23.29 $ 34.94 $ 7.00 $ 244.57
Williams, Katie Public Health Nurse III $ 26.65 $ 39.98 $ 7.00 $ 279.86
FISCAL NOTE (MISC. #06030) March 9, 2006
BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON
IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION - 2006 SUPER
BOWL GAME PUBLIC SAFETY GRANT APPLICATION/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 Michigan State Police awarded the Health Division $3,297 for
public safety service activities related to the 2006 Super Bowl
Game.
2. The grant reimbursement period is January 29, 2006 through
February 6, 2006.
3. No county match or additional positions are required.
4. A budget amendment to the FY 2006 budget is recommended as
follows:
Expenditures
1060211-133150-712020 Overtime
Total General Fund Expenses
FY 2006
$3,297
$3_,297
$3,297
$3_,,297
FINANCE COMMITTEE
HEALTH FUND #22100
Revenue
1060201-133150-615571 Grants-State
Total General Fund Revenue
Finance Committee
Motion carried unanimously on a roll call vote with Palmer, Crawford, Long
and Zack absent.
Resolution #06030 March 9, 2006
Moved by Zack supported by Rogers the resolutions (with fiscal notes attached) on the Consent Agenda,
as amended, be adopted (with accompanying reports being accepted).
AYES: Coleman, Coulter, Crawford, Douglas, Gershenson, Gregory, Hatchett, Jamian, KowaII,
Long, Melton, Middleton, Molnar, Moss, Nash, Palmer, Patterson, Potter, Rogers, Scott, Suarez,
Wilson, Woodward, Zack, Bullard. (25)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda, as amended, (with accompanying reports being accepted) were adopted,
'NM
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 March 9, 2006, 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 9th day of March, 2006.