May 9, 2006
SUBJECT: Acceptance of ADDITIONAL Fiscal Year 2005/2006 Homeland Security Grant Funding and Budget Modification No. 24
REPORT IN BRIEF
On December 14, 2004, the City Council authorized the Department of Public Safety to accept Department of Homeland Security grant funding for Weapons of Mass Destruction (WMD) training. The funds were appropriated, through a Budget Modification to Special Project 825020 – Weapons of Mass Destruction Training, and were used to support the ongoing training of first responders from the Department of Public Safety and the Department of Public Works in all aspects of domestic preparedness.
Santa Clara County has released additional WMD training funds to the City of Sunnyvale. Additional classes have been identified, completed or are planned that meet the training requirements and staff is requesting Council approval to accept the additional funds to cover the costs of the training. In addition to the authorization to accept the currently approved grant funds, staff is requesting that the City Council authorize the acceptance of up to $200,000 in additional grant funding from the County as it becomes available, assuming the current grant terms of full reimbursement (no net fiscal impact) are met.
BACKGROUND
The dramatic and far-reaching impact of terrorism on September 11, 2001, has resulted in a reordering of priorities and a new commitment to enhance the security and preparedness at al levels of government and in every community across the Nation. In the aftermath of these unprecedented events, the Department of Homeland Security (DHS) was created, and on March 1, 2003, 22 Federal agencies joined together to enhance the security and preparedness of the United States.
On December 17, 2003, President George W. Bush signed Homeland Security Presidential Directive -8 (HSPD-8). This directive establishes policies to strengthen the preparedness of the United States to prevent and respond to threatened or actual domestic terrorist attacks, major disasters, and other emergencies.
To coordinate the directive goals the Office of State and Local Government Coordination and Preparedness (SLGCP) was formed. A new entity under the office of the Secretary, the SLGCP consolidated the Office of State and Local Government and Coordination (SLGC) and the Office for Domestic Preparedness (ODP). The Office of the SLGCP has been designated by former Homeland Security Secretary Tom Ridge to implement the directives in HSPD-8 in coordination with other Federal departments and agencies. It was established to serve as a single point of contact for facilitation and coordination of programs that affect State, local, territorial, and tribal governments. The coordination of grant fund allocations is a major component of SLGCP’s mission.
Santa Clara County is the grant recipient of federal funds from the Department of Homeland Security and the City of Sunnyvale is a sub-grantee. This grant is referred to as State Homeland Security Grant Program (SHSGP). On December 14, 2004, the City Council authorized the Department of Public Safety to accept the FY2003 Part II and FY2004 Homeland Security Grants, RTC 04-413 (Attachment A). The first group of funds was used for Weapons of Mass Destruction/Office of Domestic Preparedness classes.
In addition to the SHSGP, the Urban Areas Security Initiative (UASI) has also been established. This program provides funds to:
· Address the unique planning, equipment, training and exercise needs of large urban areas;
· Assist urban areas in building an enhanced and sustainable capacity to prevent, respond to and recover from threats or acts of terrorism; and,
· Assist identified mass transit authorities in the protection of critical infrastructure and emergency preparedness activities.
The City of Sunnyvale is a participating city in the UASI program and is in a position to receive funding based on a regional “Threat vs. Capability” assessment. These funds may be used to purchase equipment and train Law Enforcement, Fire and other city staff as first responders. Equipment purchased using these funds would be considered one time expenditures and would not be added to the replacement schedule.
Originally, a total of approximately $1 million was allocated for training first responders and senior command staff in Santa Clara County. Funds are distributed per capita and Sunnyvale’s original allocation budgeted in FY04/05 was $77,375. The funds may be used only for ODP approved training on a reimbursement basis for costs associated with approved training, tuition, travel, per diem, overtime and associated backfill staffing costs for identified first responders.
An additional $118,751 is available to Sunnyvale for approved training through the UASI grant program. Currently, funds are distributed on a per capita basis. Changes in the distribution process in the future may affect future allocations. As with the original funds, these funds may be used only for ODP approved training on a reimbursement basis for costs associated with approved training, tuition, travel, per diem, overtime and associated backfill staffing costs for identified first responders.
Santa Clara County has released additional WMD training funds to Sunnyvale DPS. Additional classes have been identified (Attachment B) that meet the training requirements and staff is requesting Council approval to accept the additional funds to the cover the costs of the training. All training reimbursement is approved by the County and Grant Administrators prior to the training being delivered. This process ensures that all costs incurred by the city are covered prior to being expended.
EXISTING POLICY
Seismic Safety Sub-Element
Policy B3 Emergency Planning and Coordination
Provide an integrated approach to planning and preparedness for emergencies and disasters.
Action Statement B.3.4
Coordinate planning and training with other agencies and jurisdictions to provide an effective and coordinated response to any emergency/disaster.
DISCUSSION
The WMD training project provides for the training of identified city personnel who will respond to WMD and terrorism incidents. The county-wide training is designed to create a pool of trained responders prepared to assist in their own jurisdiction as well as other jurisdictions in the county. The goal of the Santa Clara County Approval Authority is to provide funds to help prepare for a regional response should a WMD/Terrorism event occur.
To date, this project has allowed for the training of most DPS first responders in a variety of ODP approved courses which include Hazardous Materials Technician, Hazardous Materials Specialists, Incident Safety Officer, and other Incident Command System (ICS) related courses. In addition to the SHSGP funds, the 2004 UASI grant also provides funding for approved ODP training, Base Level Weapons of Mass Destruction Awareness, or AWR-160. The additional funds being approved will complete this training, allowing for all first responders to obtain 95% compliance in AWR-160 or equivalent. This training will also be available to non-sworn city staff in the form of Confined Space Operations, Trench Rescue Operations for the Department of Public Works and National Incident Management System and Standardized Emergency Management System NIMS/SEMS identified city staff.
While the Council’s initial approval was for Phase II FY 2003/2004 and FY 2004/2005 grant funding, the FY 2004/2005 grant period has been extended for one year and an additional $500,000 county wide has been allocated for distribution. The extension and release of this additional money for the current year allows for the city to continue pursuing a variety of preparedness goals as outlined in HSD-8 and SLGCP.
Given that the final appropriation is unknown at this time and that additional appropriations may become available over the next year, staff is requesting that the City Council authorize acceptance of up to $200,000 in additional grant funding, assuming the current conditions of full reimbursement (no net fiscal impact).
FISCAL IMPACT
In conjunction with the Department of Finance, DPS staff will continue to manage a budget neutral project to track the grant funds received through SHSGP. Additionally, a new budget neutral project will be established to receive and expend the UASI grant funds.
For FY 05/06 invoices for $106,144 of pre-approved expenses have been submitted to the County/Grant Authority Board for reimbursement through SHSGP. Staff is recommending that Council authorize the acceptance of up to an additional $81,249 in grant funds from SHSGP. In addition, staff is also recommending that Council authorize the acceptance of $118,751 in grant funds from UASI.
In total, this budget modification authorizes the City to accept up to $306,144 in grant funds for FY 2005/2006
BUDGET MODIFICATION NO. 24
FISCAL YEAR 2005-2006
|
|
Current Budget |
Increase
(Decrease) |
Revised
Budget |
|
General Fund |
|
|
|
|
Revenues |
|
|
|
|
Office of Homeland Security Grant Award (SHSGP) |
$0 |
$187,393
|
$187,393
|
|
Urban Areas Security Initiative (UASI) |
$0 |
$118,751
|
$118,751
|
|
Expenditures |
|
|
|
|
Special Projects:
825020-Weapons of Mass Destruction Training |
$0
|
$187,393 |
$187,393
|
|
New Project – Weapons of Mass Destruction Training – Urban Areas Security Initiative |
$0 |
$118,751 |
$118,751 |
Conclusion
The City of Sunnyvale is eligible to receive the grants described in this report and the acceptance of the grant funding will enhance department training and community preparation for emergency response. Use of the grant funds as outlined will have no net fiscal impact. Further, staff will continue to seek opportunities to secure additional funding to support the ongoing training of staff in all aspects of domestic preparedness.
PUBLIC CONTACT
Public contact was made through posting of the Council agenda on the city's official notice bulletin board, posting of the agenda and report on the city's web page, publication of the Council agenda in the San Jose Mercury News, and the availability of the report in the Library and the City Clerk's Office.
ALTERNATIVES
#1. Authorize the acceptance of grant funding from the Santa Clara County Approval Authority in an amount not to exceed $187,393 and the acceptance of grant funding from the Urban Areas Security Initiative in an amount not to exceed $118,751 and approve Budget Modification No. 24.
#2. Do not authorize the Director of Finance to accept the grant funding from the Santa Clara County Approval Authority or the Urban Areas Security Initiative as allocated to the City of Sunnyvale.
RECOMMENDATION
Staff recommends Alternative #1.
Reviewed by:
Don Johnson, Director, Public Safety
Prepared by: Douglas Moretto, Lieutenant
Reviewed by:
Mary J. Bradley, Director, Finance
Approved by:
Amy Chan
City Manager
Attachments:
A. RTC 04-413 Acceptance Of Fiscal Year 2003 Part Ii And Fiscal Year 2004/2005 Homeland Security Grant Funding And Budget Modification No. 14
B. SHSG Training Courses