REPORT TO COUNCIL
SUBJECT
Title
Approve Budget Modification No. 13 to Appropriate $99,816 of Department of Homeland Security Grant Funds for Participation in 2014 Urban Shield and California Emergency Managers Association Training Conference
Report
GRANT SUMMARY
The City Manager applied for, and on August 20, 2014, the City was awarded Department of Homeland Security grant funds in the amount of $99,816 for the Department of Public Safety to participate in the 2014 Urban Shield field training exercise and for the Lieutenant assigned to the Office of Emergency Services to attend the California Emergency Managers Association (CESA) Training Conference. Specifically, the total award includes:
2014 Urban Shield:
$75,103 for DPS' Special Weapons and Tactics (SWAT) Team participation
$19,500 for DPS' Urban Search and Rescue (USAR) Team participation
$ 2,700 for DPS personnel to participate in a simulated activation of the Emergency Operations Center (EOC)
2014 CESA Training Conference
$ 2,513 for the Lieutenant assigned to the Office of Emergency Services to attend the 2014 CESA Training Conference.
Department of Homeland Security grants are used to address the Santa Clara County operational area's identified needs for responding to acts of terrorism or catastrophic events. Funded activities include planning, organization, equipment, training, and field exercises. Grant guidelines require each operational area to appoint an Anti-Terrorism Approval Body (known as the Approval Authority). This body makes the final determination on the operational area's allocation of SHSGP grant funds. The Approval Authority consists of the County Sheriff, County Public Health Officer or designee responsible for Emergency Medical Services, County Fire Chief or Chief Fire Authority, a Municipal Fire Chief, and a Chief of Police. The Santa Clara County Fire Chief's Association selects the municipal fire chief representative, and the Santa Clara County Police Chief's Association selects the Chief of Police representative.
The Approval Authority is assisted by the Santa Clara County Homeland Security Training & Exercise Grant Program Advisory Group (known as the Advisory Group). This group administers and allocates the training and field exercise grants. DPS annually submits requests for training, equipment, and field exercises. All requests are considered within the context of the operational area's assessed needs.
The Bureau of Special Operations will be responsible for managing the operational and financial aspects of the grant.
Granting Agency
Department of Homeland Security funds through the Santa Clara County State Homeland Security Grant Program (SHSGP) Approval Authority and the Bay Area Urban Area Security Initiative (UASI).
EXISTING POLICY
Council Policy 7.1.5 Donations, Contributions and Sponsorships:
The City Manager may apply for grants of any dollar amount, but shall notify the Council when grants are being pursued. Council approval of a budget modification to appropriate grant monies is required before funds can be expended by staff. Such a budget modification shall include the use to which the grant would be placed; the objectives or goals of the City which will be achieved through use of the grant; the local match required, if any, plus the source of the local match; any increased cost to be locally funded upon termination of the grant; and the ability of the City to administer the grant. For grants under the amount of $5,000 that do not have any external reporting requirements or any local match requirement, Council approval of a budget modification is not required. The City Manager is authorized to accept and administratively appropriate the grant funds.
This grant does not meet all of the criteria to be administratively appropriated by the City Manager; therefore a budget modification is required. Grant funds from the Department of Homeland Security have external reporting requirements and fall under the federal single audit guidelines.
General Plan, Safety and Noise
Goal SN-2: Effective Disaster Preparedness - Ensure a safe and secure environment for people and property in the community by providing effective public safety response and prevention and education services.
Goal SN-3: Safe and Secure City - Ensure a safe and secure environment for people and property in the community by providing effective public safety response, prevention, and education services.
ENVIRONMENTAL REVIEW
N/A
FISCAL IMPACT
There is no net impact to the City by appropriating these grant funds. Expenditures for 2014 Urban Shield, a SHSGP- and UASI-approved field training exercises, are reimbursable up to a cumulative total of $97,303. The grant covers overtime, backfill, and consumables associated with participation.
Expenditures for the 2014 CESA Training Conference, a SHSGP-approved training opportunity, are reimbursable up to a cumulative total of $2,513. The grant covers travel, lodging, registration, and per diem. No overtime will be charged to the grant. Backfill is not necessary because the participant is office based in the Office of Emergency Services.
Required Local Match
None
Increased Cost To City Upon Grant Termination
None
Budget Modification No. 13 has been prepared to appropriate $99,816 of Department of Homeland Security Grant Funds for Participation in 2014 Urban Shield and California Emergency Managers Association Training Conference to two new projects: New Project #1 - 2014 Urban Shield and New Project #2- 2014 CESA Training Conference.
Budget Modification No. 13
FY 2014/15
|
Current |
Increase/ (Decrease) |
Revised |
General Fund |
|
|
|
Revenues |
|
|
|
Homeland Security Grants - Exercises |
$0 |
$97,303 |
$97,303 |
|
|
|
|
Homeland Security Grants - Training |
$0 |
$2,513 |
$2,513 |
|
|
|
|
Expenditures |
|
|
|
New Project #1 - 2014 Urban Shield |
$0 |
$97,303 |
$97,303 |
|
|
|
|
New Project #2- 2014 CESA Training Conference |
$0 |
$2,513 |
$2,513 |
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center, and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk, and on the City's website.
RECOMMENDATION
Recommendation
Approve Budget Modification No. 13 to appropriate Department of Homeland Security Grant Funds for Participation in 2014 Urban Shield and California Emergency Managers Association Training Conference to two new projects: New Project #1 - 2014 Urban Shield and New Project #2 - 2014 CESA Training Conference.
Staff
Prepared by: Ann Durkes, Manager / Budget Analyst II
Reviewed by: Frank J. Grgurina, Chief of Public Safety
Reviewed by: Grace K. Leung, Director, Department of Finance
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager