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Adopt a resolution approving participation in the 2023 Emergency Management Performance Grant (EMPG) for the period of July 1, 2023 through June 30, 2025, affirming the grant expenditure plan and authorizing the Sheriff, Undersheriff, Director of Administrative Services, or Emergency Services Manager to take any actions necessary to obtain and administer this grant, and pending County Counsel concurrence, sign all grant related documents and any service contracts and subsequent amendments itemized in the grant expenditure plan; and Approve an Appropriation Transfer Request recognizing $213,516 in unanticipated grant revenue offset by grant expenditures to improve emergency management capabilities (4/5 vote required)
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Published Notice Required? Yes No X
Public Hearing Required? Yes No X
DEPARTMENTAL RECOMMENDATION:
The Sheriff recommends that the Board of Supervisors:
1. Adopt a resolution approving participation in the 2023 Emergency Management Performance Grant (EMPG) for the period of July 1, 2023 through June 30, 2025, affirming the grant expenditure plan and authorizing the Sheriff, Undersheriff, Director of Administrative Services, or Emergency Services Manager to take any actions necessary to obtain and administer this grant, and pending County Counsel concurrence, sign all grant related documents and any service contracts and subsequent amendments itemized in the grant expenditure plan; and
2. Approve an Appropriations Transfer Request recognizing $213,516 in unanticipated grant revenue offset by grant expenditures to improve emergency management capabilities (4/5 vote required).
SUMMARY:
On February 27, 2023, the Federal Emergency Management Agency (FEMA) issued a notice of funding opportunity (NOFO) for its 2023 Emergency Management Performance Grant (EMPG) Program through the U.S. Department of Homeland Security (DHS). These are federal funds allocated to states to prepare for all hazards at the state and local levels to strengthen national preparedness and resilience. States in turn may award funds to counties or their equivalent to plan for, prevent, protect from, mitigate against, respond to, and recover from emergencies, disasters, crimes, and terrorist events.
The California Office of Emergency Services (Cal OES) awards funding through a non- competitive grant process in which each California county’s allocation is included in the State EMPG Supplement released in October 2023. Solano County’s allocation for this cycle is $213,516. The application deadline is scheduled for December 29, 2023; however, this deadline is subject to change based on Federal approval. Cal OES requires a governing board resolution (Attachment A) to be submitted as part of Solano County’s application to finalize the acceptance process.
The 2023 EMPG Expenditure Plan (Plan) is summarized in Attachment B and a more detailed description of the Plan follows in the Discussion section.
FINANCIAL IMPACT:
Solano County’s FY2023 allocation is $213,516. The Federal Emergency Management Agency (FEMA) requires that federal grant funds equal the lessor of fifty percent (50%) of the program cost. Cal OES has passed this requirement onto its sub-recipients requiring a dollar-for-dollar cash or in-kind match. Solano County’s allocation together with a $213,516 match requirement brings the total to $427,032 in program funds. The Sheriff intends to fulfill the match obligation via in-kind services of salary and benefit costs from the County Office of Emergency Services (OES) personnel. The Appropriation Transfer Request would increase appropriations by $213,516 to improve emergency response capabilities through staffing a part-time position, the purchase of necessary equipment, public outreach activities, and the continuation of Alert Solano. These expenditures would be entirely offset with unanticipated grant revenue; therefore, Board approval will not additionally impact the County General Fund. Grant expenditures will be reimbursed by Cal OES on a quarterly basis and will not significantly impact the County’s cash flow.
The cost associated with preparing the agenda item is nominal and absorbed by the Sheriff’s FY2023/24 Working Budget.
DISCUSSION:
Under section 662 of the Post Katrina Emergency Management Reform Act (6 U.S.C. § 762) and the Robert T. Stafford Disaster Relief and Emergency Assistance Act (42 U.S.C. §§ 5121 et seq.), federal funds are provided to assist state and local governments in preparing for all hazards. Title VI of the Stafford Act authorizes FEMA to award grants for the purpose of providing a system of emergency preparedness for the protection of life and property in the United States from hazards and to vest responsibility for emergency preparedness jointly in the federal government and the states and their political subdivisions. California’s EMPG administers funds to focus on improving emergency management capabilities at the state and local levels.
As part of the State’s process for submission of the State’s grant application to DHS, Cal OES solicits pre-application information and expenditure plans from California counties prior to FEMA’s NOFO. The Solano County Office of Emergency Services (Solano OES) submitted a pre-application in January 2023. Solano County’s 2023 EMPG Expenditure Plan was developed by OES based on OES’ assessment and prioritization of operational needs, including those of members of the Emergency Operations Center (EOC) and volunteer response teams. A detailed description of the Plan is enumerated below:
Extra-Help Staffing: $40,000 to continue to fund an extra-help Emergency Services Technician to assist the full-time OES Emergency Services Technician with the maintenance, movement, and inventory of grant-funded equipment and support staff who plan and coordinate training programs. OES has utilized a part-time, extra-help Emergency Services Technician continuously since November 2010 and EMPG has been used to fund this position.
Alert and Warning System: $116,926 to purchase another year of subscription licensing to use the emergency communications suite Everbridge which is the foundation for Solano County’s Unified Mass Notification System (Alert Solano). Everbridge includes the following modules: Mass Notification; Community Engagement; Alerting for Public Safety Employees; Resident Connect, and Incident Management. Alert Solano is primarily used to alert residents to life- threatening conditions such as severe weather warnings; fires, floods, and natural disasters; hazardous materials, terrorism warnings; and kidnapped or missing persons. The system may also be used for non-emergency alerts such as community and neighborhood watch warnings. Alert Solano can send alerts and notifications to specific jurisdictions or globally to the entire County.
Emergency Operations Center: $31,664 to purchase furniture, computer equipment, and office equipment to increase the number of workstations in the EOC, maintain grant inventory management software, and to purchase general supplies.
Public Awareness: $14,250 for public outreach activities sponsored to promote community preparedness and Alert Solano to increase its number of subscribers.
Grant Management and Administration: $10,676 to offset the salary and benefits costs of the Sheriff’s Office staff performing grant administrative activities.
Solano OES will manage and coordinate the program projects including a reallocation of certain expenses to meet the needs of specific projects.
ALTERNATIVES:
The Board of Supervisors could choose not to authorize participation in the program; however, this alternative is not recommended as non-participation may negatively impact the County’s response to emergencies and disasters. Additionally, this alternative is not fiscally prudent as funds would be redistributed to other counties and without these funds, the Sheriff’s Office does not have sufficient appropriations to carry out the activities.
OTHER AGENCY INVOLVEMENT:
Human Resources has been consulted regarding the continued use of an extra-help Emergency Services Technician.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION