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HomeMy WebLinkAboutResolution - 2007-R0200 - Accept Funding - Emergency Management Performance Grant - 05_24_2007Resolution No. 2007-R0200 May 24, 2007 Item No. 5.6 RESOLUTION I BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to accept funding on behalf of the City of Lubbock through the Emergency Management Performance Grant. Notice of the Grant Award is attached hereto and incorporated in this Resolution as if fully set forth herein and shall be included in the minutes of the Council. Passed by the City Council this 24th day of May , 2007. DAVID A. NALLER, MAYOR ATTEST: Re ecca Garza, City Secretary AS TO CO Kevin Overstreet, Emergency Management Coordinator APPROVED AS TO FORM: Linda L. Chamales, Senior Attorney Office Practice Section Lc: L/A` 7YILinda/RESOLUTIONS/RES-EM Grant-07 May 3. 2007 A� E 0� w F' DIVISION OF EMERGENCY MANAGEMENT Office of the Govemor RICK PERRY STEVEN McCRAW Governor Director Mailing Address: Contact Numbers: Physical Address: Office of Homeland Security PO Box 4087 512-424-2138 Duty Hours 5805 N. Lamar Blvd. Austin, Texas 78773-0220 512-424-2277 Non -Duty Hours Austin, Texas 7875' 512-424-2444 Fax JACK COLLEV Chief April 30, 2007 The Honorable David A. Miller Mayor, City of Lubbock P.O. Box 2000 Lubbock, TX 79457-20 0 Dear Mayor Miller: This letter is t advise you that your application to participate in the Emergency Management Performance Grant (EMPG) program during Fiscal Year 2007 (FY 07) has been accepted. 1. Grant Award. The Notice of Sub -recipient Grant Award (Attachment 1) specifies the federal EMPG program funding that will be provided during FY 07 and also provides other important terms and conditions relating to the grant. A. An individual authorized by your City Council to accept grants on behalf of the jurisdiction (typically mayors, city managers, or county judges) must sign the yellow cover sheet for the award, which must be returned to the Division to activate your grant. Return the signed yellow Notice of Sub -recipient Grant Award to GDEM at the mailing address above, marked to the attention of Johnna Cantrell in the Preparedness Section. Retain a copy of the signed grant acceptance for your records and provide a copy to the entire grant award package to your local financial manager. 2. Required EMPG Tasks A. Your FY 07 EMPG Program Application has been approved. As changes to this document may have been made in order to meet FY 07 program requirements on the basis of e-mails, facsimiles, and telephone calls from you since you originally submitted it, you should carefully review the approved EMPG Statement of Work & Progress Report and the eight EMPG tasks addressed in it. B. The process for reporting results of Task 5 (Exercise Participation & Schedule) on the EMPG Statement of Work & Progress Report has been changed. For all exercises conducted on or after May 1, 2005, EMPG participants must prepare and submit to GDEM an After Action Report (AAR) and Improvement Plan (IP), in the format prescribed by the DHS Homeland Security Exercise Evaluation Program (HSEEP). The AAR and IP has replaced the use of FEMA Form 95-44, Emergency Management Exercise Reporting System (EMERS), as the method of reporting exercise results and required corrective actions. See the FY 07 EMPG Program Guide for more information on this requirement. The full HSEEP documents can be accessed at http://www.oip.usdoi. ov/od /exercises.htm#lisco. A sample AAR and IP is located on our web site at http://w-ww.txdps.state.tx.us/dem. C. FY 2007 NIMS Compliance Requirements. The US Department of Homeland Security has identified steps that states, territorial, tribal, and local entities should take during FY 2007 to become compliant with the NIMS. A copy of the full NIMS document can be found at www.dhs.._gov or htT://www.fema.gov/emergency/nuns/index.shtm. All jurisdictions awarded EMPG funds must complete NIMS compliance requirements for FY 07. D. Incorporate the National Response Plan and the National Incident Management System policies and procedures into your Emergency Management Plan. GDEM has completed this process with the Local Planning Samples, State Planning Standards, and Planning Notes. They can be found on our web site at www.txdps.state.tx.us. E. Participate in the Texas Regional Response Network (TRRN) by registering as a user and identifying resources that jurisdiction(s) participating in the local emergency management program are prepared to make available to other jurisdictions through mutual aid. 3. Task Progress & Reporting As noted in the Fiscal Year 2007 Local Emergency Management Program Guide, continued participation in the EMPG program is in part conditioned on making proportional progress on your Work Plan tasks and the timely submission of progress and financial reports. a. Proportional Progress in Program Tasks. Proportional progress on Work Plan tasks means that I expect you to complete a portion of those tasks each quarter rather than deferring most planning tasks, training, exercises, and other activities until the last several months of the fiscal year. Those who try to complete a year's work in several months frequently fail when major emergencies occur late in the year. b. Financial Reports. Financial reports are due to the Division 30 days after the close of each quarter of the federal fiscal year. Your financial reports for the first quarter should have already been submitted. Subsequent reports are due on April 30, July 30, and October 30, 2007. These reports should be sent directly to the DEM Support Services Section at the P.O. Box address at the top of the first page of this letter. c. Progress Reports. Your first semi-annual progress report is due to the GDEM Preparedness Section on April 16, 2007. The final progress report is due October 15, 2007. As noted previously, these reports should reflect progress in completing the tasks contained in your Statement of Work. d. Failure to complete the tasks outlined in the approved Statement of Work or to submit quarterly financial reports and semi-annual progress reports by the required due dates is cause for elimination from the EMPG program. If, after reviewing the Notice of Grant Award, you determine that you do not wish to participate in the FY 07 EMPG program, please advise me as soon as possible. Should you have any questions regarding the Notice of Grant Award, please contact Doris Grisham of the Division's Support Services Section at 512-424-2448. If you have questions regarding EMPG tasks or your Jurisdiction Profile, please contact Johnna Cantrell of the Division's Preparedness Section at 512-424-2453. Sincerely, Wack o e Chif Attachments: 1 — Notice of Sub -Recipient Grant Award 2 — Terms and Conditions 3 — Approved Program Application JAN 3 1 2007 Fiscal Year 2007 EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) APPLICATION PLEASE TYPE OR PRINT 1. APPLICANT NAME (Jurisdiction): City of Lubbock/Lubbock County 2. COUNTY. Lubbock T 3. DISASTER DISTRICT: 5A 4. EMPG STATUS: Current EMPG Program participant 0 New EMPG Program applicant 5. PROGRAM PARTICIPANTS: (List all jurisdictions that are participants in your emergency management program- Identify any jurisdictions that have joined or withdrawn from your program in the last year.) a. City of Lubbock b. Lubbock County C. d. 6. CHECKLIST OF APPLICATION ATTACHMENTS: (Seethe FY 2007 Local Emergency Management Program Guide `forinformation on completing these tons-) ® Designation of Grant Officials (form DEM-17). ® Statement of Work & Progress Report (form DEM-17B). This form should be signed by the EMC. ® Application for Federal Assistance (form DEM-67). The Authorized Official should sign this form. ® EMPG Staffing Pattern (form DEM-66). Z EMPG Staff Job Description (form DEM-68), An updated job description must be provided for each staff member listed in the FY 07 EMPG Staffing Pattem who works 50 percent or more of their time in emergency management duties. ® FEMA Form 20-16, Summary Sheet for Assurances & Certifications must be signed by an Authorized Official. Attach FEMA Form 20-16A, Assurances — Non -Construction Programs & FEMA Form 20-16C, Certifications Regarding Lobbying, Debarment, Suspension, & Other Responsibility Matters; and Drug -Free Workplace Requirements, to the FEMA Form 20-16. ❑ If the applicant performs lobbying to influence federal actions, a completed Disclosure of Lobbying Activities (SF LLL) must be completed and included in the grant application package. ❑ Direct Deposit Authorization (form 74-146). The Grant Financial Officer should sign this form. If the jurisdiction has been receiving EMPG reimbursements through Direct Deposit, a new Direct Deposit Authorization is not required. ® Travel Policy Certification (form DEM-69). The Grant Financial Officer should sign this form. 7. CERTIFICATION: This Application together with the attached EMPG Statement of Work & Progress Report (form DEM-17B) constitute the annual work plan for the emergency management program whose participants are listed above. The undersigned agree to exert their best efforts to accomplish all activities 'sted in the Statement of Wpcic & Pro ao pproved by the Di stun f Emerge y Management. ?rf rJ;J Authorized Official Date Emergency Management Coor rn r ,Date (Signature) (Signature) GDEM USE ONLY 8. APPROV e ched Fi cal Year 2008 Statement o Worts Progress Report is approved. Chief DIal ate Coordinator f PrepEass and Operations V DEM 17 12/06 NOTICE OF SUBRECIPiENT GRANT AWARD GOVERNOR'S DIVISION OF EMERGENCY MANAGEMENT Program Title: FY 2007 Emergency Management Performance Grant (EMPG) DHS Instrument Number: 2007-EM-E7-0027 GDEM Grant Number: 07TX-EMPG-0944 Administered By: Governor's Division of Emergency Management Texas Department of Public Safety P.O. Box 4087 Austin, Texas 78773-0220 Recipient: City of Lubbock P.O. Box 2000 Lubbock, TX 79457-2000 Amount of Grant: $136,979 Period of Grant: October 1, 2006, to September 30, 2007 AGENCY APPROVAL GRANT ACCEPTANCE ©"ey Jac4'ief Printed Nameaitle: Date: March 30, 2007 Date: Return Signed Copy of This Page to: Governor's Division of Emergency Management Attention: Johnna Cantrell, Preparedness Section PO Box 4087 Austin, TX 78773-0220 Terms and Conditions Purpose: Grant funds will be used to support local comprehensive emergency management programs to encourage improvement of mitigation, preparedness, response, and recovery capabilities for all hazards. Funding may be used to support activities that contribute to the capability to manage consequences of acts of terrorism. Funds provided may also be used to accomplish initiatives described in the Federal Program Guidelines, including local implementation of the National Incident Management System (NIMS), incorporation of appropriate references to the National Response Plan (NRP) into local plans, homeland security assessment and strategy integration, and assessment of the local emergency management program using Emergency Management Assessment Program (EMAP) standards. 2. Grant Acceptance: The Notice of Subrecipient Grant Award is only an offer until the Subrecipient returns the signed copy of the Acceptance of Subrecipient Grant Award in accordance with the instructions provided in the transmittal letter. 3. Work To Be Performed. The approved FY 07 Statement of Work & Progress Report outlines eight tasks that the grantee must perform during the grant period. The following additional tasks are also required of subrecipients: A. Implement the National Incident Management System (NIMS) at the local level. B. Incorporate pertinent information concerning the National Response Plan (NRP) into the local or Intedurisdictional emergency management plan and its annexes. C. Participate in the Texas Regional Response Network (TRRN) by registering as a user and identifying resources that the jurisdiction(s) participating in the local emergency management program are prepared to make available to other jurisdictions through mutual aid. 4. Grant Funding. The amount of this grant may be less than the amount requested in your Application for Federal Assistance due to limits on federal funding for the EMPG program. However, EMPG grant recipients should continue to report all eligible expenses in quarterly financial reports. In the event additional program funding becomes available from the federal government or unspent EMPG funds remain at the end of the fiscal year, the Governor's Division of Emergency Management (GDEM) may be able to allocate additional funds to EMPG program participants. S. Financial and Administrative Requirements. Subrecipient agrees to comply with the applicable financial and administrative requirements set forth in the current edition of the Office of Justice Programs (OJP) Financial Guide located at.hitp://wNvw.oip.Llsdoj.gov/oc/. A. All emergency management program costs for which the Subrecipient seeks reimbursement must be eligible in accordance with Attachment A to OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments. A copy of that document is available at: htlp://www.whitehouse.gov/onib/circulars/index.html. B. Subrecipient agrees to make no request for reimbursement for goods or services procured by the Subrecipient prior to the start of the period of performance stated in this award document or after the end of the period of performance. C. Notwithstanding any other provisions of this document, the parties hereto understand and agree that the obligations of GDEM under this Agreement are contingent upon the availability of adequate funds to meet GDEM's liabilities hereunder. GDEM shall not be liable to the Subrecipient for costs under this Agreement that exceed the amount specified in the Notice of Subrecipient Grant Award. 6. Single Audit Act Requirements. If Subrecipient has expenditures in excess of $500,000 in federal funds of all types within a single fiscal year, it must have an audit performed in accordance with the Single Audit Act Amendment. Subrecipient agrees to comply with the audit requirements of OMB Circular A-133, Audits of States, Local Governments, and Non profit Organizations. 7. Reporting Requirements. Subrecipient agrees to comply with all reporting requirements and shall provide such information as required by GDEM. Sub -recipients may be required to submit additional information and data requested by GDEM and/or the State Administrative Agency after the end of the period of performance in order to close out the grant. 8. Review of Work and Expenditures. GDEM may review the work of the Subrecipient with respect to approved program tasks and also review expenditures for which reimbursement is requested as necessary to ensure the federal awards are used for authorized purposes in compliance with laws, regulations, and the provisions of contracts or grant agreements and that performance goals are achieved. These reviews may include, without limitation: comparing actual subrecipient activities to those approved in the sub -award application and subsequent modifications if any; ensuring that grant funds have been expended in accordance with applicable guidelines; confirming compliance with grant assurances, and verifying information provided on performance reports and payment requests. Grant Suspension or Termination. GDEM may suspend or terminate sub -award funding, in whole or in part, or other measures may be imposed for any of the following reasons: failing to comply with the requirements of federal or state law, failing to make satisfactory progress toward the goals or objectives set forth in the sub -award application, failing to follow grant agreement requirements or special conditions, failing to submit required reports, filing a false certification in the application or other report or document. 10. Reimbursement For Expenses A. Reimbursement for expenses incurred during the second and fourth quarter of Fiscal Year 2007 will not be disbursed until GDEM receives the first and second semi-annual EMPG Progress Report, which are due on April 16, 2007 and October 15, 2007 respectively. B. As GDEM plans to promptly close out the Fiscal Year 2006 EMPG program with the State Administrative Agency, requests for reimbursement of expenses that are delivered or postmarked more than 45 days after the end of the stated period of performance will not be paid.