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HomeMy WebLinkAbout031918_ca08Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Lynn Sterbenz, Director, Department of Emergency Management DATE: March 19, 2018 RE: AMENDMENT TO FFY17 EMERGENCY MANAGEMENT PERFORMANCE GRANT E18-075 STATEMENT OF ISSUE: Jefferson County Department of Emergency Management receives an annual EMPG grant in the amount of $18,000 from the Washington State Military Department and US Department of Homeland Security. During the State's closeout process of FY16 EMPG grants, pass-through funding was returned from multiple subrecipients, resulting in additional funding becoming available to the smallest counties in the state for use during the FYI EMPG period. ANALYSIS: Jefferson County Department of Emergency Management has been allocated $2,606 in additional funding to our FYI EMPG Grant Contract E19-075. Additionally, the State has extended the performance period of this grant contract to September 30, 2018. Attached is the Amendment to this contract, El 8-075A. FISCAL IMPACT: A condition of the grant agreement requires a fifty percent (50%) match from non-federal origin. This match will be met through the Director's salary. RECOMMENDATION: Approval. ASAP (I must meet a 45 day timeline to return it). Signatures required from the following County Employees: • Philip Morley (Signature Authorization Form) • Philip Hunsucker (Page 1) • David Sullivan (Page 1 and the Signature Authorization Form) DEPARTMENT CONTACT: Lynn Sterbenz (360) 316-6008 RFN'iMWED BY: L tel. ip Morle , &ynhfy A -3/ /S Date Washington State Military Department AMENDMENT 1. SUBRECIPIENT NAME/ADDRESS: 2. GRANT AGREEMENT NUMBER: 3. AMENDMENT NUMBER: Jefferson County E18-075 A- REVISED Department of Emergency Management 81 Elkins Road Port Hadlock, WA 98339-9700 4. SUBRECIPIENT CONTACT, PHONE/EMAIL: 5. DEPARTMENT CONTACT, PHONE/EMAIL: Lynn Sterbenz, 360-344-9729 Gary Stumph, 253-512-7483 Isterbenz@co.jefferson.wa.us gary.stumph@mil.wa.gov 6. CATALOG OF FEDERAL DOMESTIC ASSISTANCE 8. FUNDING SOURCE NAME/AGREEMENT #: (CFDA) # &Title: 97.042 (17EMPG) EMS -2017 -EP -00004-S01 9. FUNDING AUTHORITY: Washington State Military Department (Department) and the US Department of Homeland Security (DHS) 10. DESCRIPTION/JUSTIFICATION OF AMENDMENT: During the 16EMPG closeout, pass-through funding was returned from multiple subrecipients. The Department moved like -costs between grant years, opening the funding for use during the 17EMPG performance period. The Subrecipient has been allocated $2,606 in additional funding, which is reflected in the Budget (Exhibit E). Additionally, Program Area #5, Update County Comprehensive Emergency Management Plan, has been added to the Work Plan (Exhibit C). To accommodate the additional activities, the grant agreement end date is extended one month. —Changes are noted with grey highlight and deletions with strikethrou h. 11. AMENDMENT TERMS AND CONDITIONS: 1. Change the Grant Agreement expiration from August 31, 2018 to September 30, 2018. 2. Change the overall Grant Agreement amount from $18,000 to $20,606; an increase of $2,606. 3. Replace Original Workplan, Exhibit C, with Revised Workplan, Exhibit C, attached to this amendment. 4. Replace Original Timeline, Exhibit D, with Revised Timeline, Exhibit D, attached to this amendment. 5. Replace Original Budget Sheet, Exhibit E, with Revised Budget Sheet, Exhibit E, attached to this amendment. This Amendment is incorporated in and made a part of the Grant Agreement. Except as amended herein, all other terms and conditions of the Grant Agreement remain in full force and effect. Any reference in the original Grant Agreement or an Amendment to the "Grant Agreement' shall mean "Grant Agreement as amended". The Department and Subrecipient acknowledge and accept the terms of this Amendment as identified above, effective on the final date of execution below. By signing this Amendment, the signatories warrant they have the authority to execute this Amendment. IN WITNESS WHEREOF, the parties have executed this Amendment: FOR THE DEPARTMENT: FOR THE SUBRECIPIENT: Signature Date Signature Date Regan Anne Hesse, Chief Financial Officer David Sullivan, Chair Washington State Military Department Jefferson County Board of Commissioners BOILERPLATE APPROVED AS TO FORM: APPROVED AS TO FORM (if applicable): (signature on file 9/12/2017) Brian E. Buchholz, Sr. Assistant Attorney General 0' e- 4 Philip C. Hunsucker, Chief Civil Deputy Prosecuting AttorneyDate Form Date: 10/27/00 DHS-FEMA-EMPG-FY 17 Page 1 of 5 Jefferson County, E18-075, Amendment A- REVISED Exhibit C REVISED WORK PLAN FY 2017 Emergency Management Performance Grant Emergency MariagementOrganiza lion Jefferson County Department of Emergency Management (DEM) The purpose of EMPG is to assist with the enhancement, sustain men t and improvement of state, local, and tribal emergency management programs. Activities conducted using EMPG funding should relate directly to the five elements of emergency management: prevention, protection, response, recovery, and mitigation. Washington State does not require a specific number of activities to receive EMPG funding. However, there are required capabilities that must be sustained in order to remain eligible for EMPG funding, including but not limited to the ability to communicate and warn, educate the public, train and exercise, plan, and be NIMS compliant. The Work Plan delineates the Emergency Management Organization's emergency management program planning and priority focus for this grant cycle (to include 17EMPG grant and local funds). Community Preparedness WORK PLANNED WHY THE WORK IS BEING DONE RESULT OF THE WORK Collaborate with and support Neighborhood To engage citizens and neighborhoods with Engaged and trained citizens and neighborhoods Preparedness (NPREP) teams to deliver 3 or more emergency planning, response, communication, will fill the immediate gap of insufficient critical preparedness and response trainings and mitigation and improve their individual and goods, emergency response, first aid, and procedures for mutual assistance (MOU/MOA's). the community's resilience. Emphasize whole communication, and they will be able to better Conduct training on newly developed community stakeholders. manage and adapt through a disaster recovery MOUi within the MOU/MOA's. process Enhance DEM's support of and participation in the To educate through one-on-one discussions, The general awareness level of emergency annual All -County Emergency Preparedness Picnic demonstrations, information, and material preparedness and hazards in Jefferson County will - Engage all citizens that arrive at the DEM booth handouts, and promote community involvement. increase, resulting in an expanded number of and encourage them to progress to organized engaged and prepared citizens in Jefferson County neighborhoods, including Map Your Neighborhood and in the overall population being more resilient. program (MYN) and Citizen Emergency Response Team (CERT), and participate in a disaster simulation exercise. - Direct those interested to our companion NPREP neighborhood sign-up booth. Facilitate citizen/neighborhood disaster simulation To train citizens and neighborhood to One or more new neighborhoods will be trained exercises communicate within their neighborhoods, collect to become reliable reporters and CPOD facilitators key information on their neighborhoods status, in a disaster. EMO gains critical time -sensitive and report incidence and status by priority color situational awareness and greater distribution to the EMO. Train citizens and neighborhoods on reach of emergency supplies. CPOD concept, how to receive and distribute critical food, water and medical supplies. —Capacity[Mutual Aid WORK PLANNED WHY THE WORK IS BEING DONE RESULT OF THE WORK Continue to develop relationships and agreements Limited number of trained Emergency The result will include an increased surge capacity, with Homeland Security (HLS) Region 2 partners Management personnel and resources exist in HLS EOC and IMT cross -training opportunities, by identifying commonalities and developing Region 2, requiring the sharing of personnel and standardized procedures and policies, and procedures for mutual assistance (MOU/MOA's). resources to fill critical team assignments. effectively shared resources. Conduct training on newly developed To ensure all parties understand what is included Procedures, protocols, and plans will be tested MOUi within the MOU/MOA's. through a process of training workshops followed by drills and exercises. Components requiring revision will be identified after trainings and exercises. (Alert and Warning WORK PLANNED WHY THE WORK IS BEING DONE RESULT OF THE WORK Broaden the warning and alert capability by To increase the number of opt in text messaging The number of TMS users will be increased, 1)enhancingthe Everbridge "Nixel" online tool [by system (TMS) users through public education, expanding the capabilities of alert and warning adding additional features and tool] and 2) outreach, and incentive programs. TMS currently systems. AM/FM broadcast capability will be increasing local All broadcast partnerships reaches 20% of the population. The target goal is increased by adding additional radio stations. [double the radio stations utilized for emergency 25°,x. alerts from 2 to 41. DHS-FEMA-EMPG-FY 17 Page 2 of 5 Jefferson County, E18-075, Amendment A WORK PLANNED WHY THE WORK IS BEING DONE RESULT OF THE WORK Increase membership of critical unified command Due to having a small population, county has in All critical/essential county and city departments partners in the IMT; primarily by adding key the past had a very small amount of and partnering special purpose districts will be County and City of Port Townsend employees representation on the EOC IMT, familiar, trained, and represented in the EOC. from IT and Public Works Departments, but also recruiting representatives from special purpose districts. Upgrade primary EOC by adding GIS software to Currently using paper maps and white boards. Increased mapping capabilities in the EOC from computers installation of GIS software and including GIS subject matter experts on the IMT. Upgrade alternate EOC by installing county Currently, the alternate EOC is in a Fire Station Alternate EOC will have access to county network computers and network capabilities which is serviced with district infrastructure. The in order to access critical informational and files. computers are stand-alone with no access to county files. Update County Comprehensive Emergency Management Plan WORK PLANNED WHY THE WORK 15 BEING DONE RESULT OF THE WORK Update the joint Jefferson County/City of Port The State of WA requires jurisdictions to update All City and County Departments, as well as Townsend Comprehensive Emergency their CEM P every four years per RCW 38.52 and partnering agencies and special purpose districts Management Plan WAC 118-30 will review their lead or support roles and I responsibilities for disaster response and recovery F update their lines of succession, and add ( additional components to meet the plan requirements. DHS-FEMA-EMPG-FY 17 Page 3 of 5 Jefferson County, E18-075, Amendment A Exhibit D REVISED TIMELINE FY 2017 Emergency Management Performance Grant DATE TASK June 1, 2017 Grant Agreement Start Date January 30, 2018 Submit reimbursement request April 30, 2018 Submit reimbursement request Se tembe 3 '2018 Grant Agreement End Date 9Gteber November 15, 2018 Submit final reimbursement request, final report, Training and Exercise Requirement report, and/or other deliverables. DHS-FEMA-EMPG-FY 17 Page 4 of 5 Jefferson County, E18-075, Amendment A Exhibit E REVISED BUDGET Funding Source: U.S. Department of Homeland Security - PI# 773PT — EMPG DHS-FEMA-EMPG-FY 17 Page 5 of 5 Jefferson County, El 8-075, Amendment A FY 2017 Emergency Management Performance Grant a j Equipment $ 17EMPG AWARD $18,000.00 $ - cr Subtotal $ $ Modification $2,606.00 Salaries & Benefits $ $ - $ 17EMPG Amended AWARD $20,606.00 $ $ - $ SOLUTION Consultants/Contractors EMPG $ - EMPG - $ - AREA CATEGORY AMOUNT MODIFICATION AMOUNT MATCH AMOUNT $ Salaries & Benefits $ 18,000 $ 2,606 $ 20,606 $ 20,606 Z Overtime/Backfill $ - $ - $ - $ - Z Consultants/Contractors $ $ - $ - $ - Z Goods & Services $ - $ - $ - $ - STravel/Per Diem $ - $ - $ - $ - • Cumulative transfers between budget categories in excess of 10% of the grant agreement amount will not be reimbursed without prior written authorization from the Department. Subtotal $ 18,000 $ 2,606 $ 20,606 $ 20,606 Z Salaries & Benefits $ - $ - $ - $ - Overtime/Ba ckfi I I $ - $ - $ - $ - N Consultants/Contractors $ - $ - $ - $ - Z Goods & Services $ - $ -- QTravel/Per Diem $ - $ - $ $ - O Subtotal $ - $ - $ - $ - Salaries & Benefits $ - $ - $ - $ - y Overtime/Ba ckfi I I $ - $ - $ - $ - u Consultants/Contractors $ - $ - $ - $ - w Goods & Services $ - $ - $ - $ - w Travel/Per Diem $ - $ - $ - $ - Subtotal $ - $ - $ - $ - Salaries & Benefits $ - $ - $ - $ - 0 Overtime/Backfill $ - $ - $ - $ - Z Consultants/Contractors $ - $ - $ - $ - Z Goods & Services $ - $ - $ - $ Travel/Per Diem $ - $ - $ - $ - Subtotal $ - $ - $ - $ Funding Source: U.S. Department of Homeland Security - PI# 773PT — EMPG DHS-FEMA-EMPG-FY 17 Page 5 of 5 Jefferson County, El 8-075, Amendment A a j Equipment $ $ $ $ - cr Subtotal $ $ $ - $ - Salaries & Benefits $ $ - $ - $ - Overti me/Ba c kfi 11 $ $ - $ - $ - Consultants/Contractors $ $ - $ - $ - Goods & Services $ - $ - $ - $ - Travel/Per Diem $ $ - $ - $ - Subtotal $ $ - $ - $ - Indirect ------•-•-•-•---•----------•-•-•-------------•--...---••••••••••••-•••-•-- $ - $ - -.•-•••-----•---•••-••••••--•--••-----••-•------. $ - $ - Indirect Cost Rate Agreement on file 0.00% TOTAL Grant Agreement AMOUNT. $ 18,000 $ 2,606 $ 20,606 $ 20,606 • The Subrecipient will provide a match of at least $20,606, 50% of the total project cost (local/tribal budget plus EMPG award), of non-federal origin. • Cumulative transfers between budget categories in excess of 10% of the grant agreement amount will not be reimbursed without prior written authorization from the Department. Funding Source: U.S. Department of Homeland Security - PI# 773PT — EMPG DHS-FEMA-EMPG-FY 17 Page 5 of 5 Jefferson County, El 8-075, Amendment A SIGNATURE AUTHORIZATION FORM WASHINGTON STATE MILITARY DEPARTMENT Camp Murray, Washington 98430-5122 Please read instructions on reverse side before completing this form. NAME OF ORGANIZATION DATE SUBMITTED Jefferson County Department of Emergency Management March 7, 2018 PROJECT DESCRIPTION CONTRACT NUMBER Emergency Management Performance Grant (EMPG) EMPG FFY17 E18 -075A 1. AUTHORIZING AUTHORITY SIGNATURE PRINT OR TYPE NAME TITLE/TERM OF OFFICE David Sullivan Chair, BOCC Philip Morley County Administrator 2. AUTHORIZED TO SIGN CONTRACTS/CONTRACT AMENDMENTS SIGNATURE PRINT OR TYPE NAME TITLE David Sullivan Chair, BOCC Philip Morley County Administrator 3. AUTHORIZED TO SIGN REQUESTS FOR REIMBURSEMENT SIGNATURE PRINT OR TYPE NAME TITLE Lynn Sterbenz Director, JCDEM Philip Morley County Administrator \\NAC-1\VOL1\HOME\KARENB\....\WP\SIGNALITH Revised 3/03 INSTRUCTIONS FOR SIGNATURE AUTHORIZATION FORM This form identifies the persons who have the authority to sign contracts, amendments, and requests for reimbursement. It is required for the management of your contract with the Military Department (MD). Please complete all sections. One copy with original signatures is to be sent to MD with the signed contract, and the other should be kept with your copy of the contract. When a request for reimbursement is received, the signature is checked to verify that it matches the signature on file. The payment can be delayed if the request is presented without the proper signature. It is important that the signatures in MD's files are current. Changes in staffing or responsibilities will require a new signature authorization form. Authorizing Authority. Generally, the person(s) signing in this box heads the governing body of the organization, such as the board chair or mayor. In some cases, the chief executive officer may have been delegated this authority. 2. Authorized to Sign Contracts/Contract Amendments. The person(s) with this authority should sign in this space. Usually, it is the county commissioner, mayor, executive director, city clerk, etc. 3. Authorized to Sign Requests for Reimbursement. Often the executive director, city clerk, treasurer, or administrative assistant have this authority. It is advisable to have more than one person authorized to sign reimbursement requests. This will help prevent delays in processing a request if one person is temporarily unavailable. If you have any questions regarding this form or to request new forms, please call your MD Program Manager.