HomeMy WebLinkAboutStaff Report Item 12 11/15/1993NOV I F 1993
AGENDA ITEM #
KEY WORD: Hazard Mitiaation Grant
DATE: November 15. 1993
DEPARTMENT:
City Manager
REOUEST COUNCIL ACTION/RECOMMENDATION:
7 Approve resolution authorizing Mayor or City Manger to sign application for Hazard Mitigation Grant
8 Program.
10 BACKGROUND:
11
12 The California State Office of Emergency Services has notified us of the availability of a Hazard Mitigation
13 Grant Program. It is being funded through the Federal Emergency Management Agency. There is
14 approximately $7 million available to the counties that were declared disaster areas because of last year's
15 California severe storms.
16
17 Staff wishes to develop a grant proposal for funding of a portion of the Corps of Engineers Flood Control
18 Project. We are suggesting funding for a portion of the Corps project because any project for which these
19 funds are utilized must follow all of the rigorous Federal guidelines, e.g. employment, environmental
20 review, etc. The Corps project, because of its Federal involvement, will comply with all of the regulation.
21
22 At this time, staff has not narrowed down the specific item or items for which funding will be requested, but
23 possibilities include components of the two bridge reconstruction projects, the sewer line project or other
24 utility relocation which would have to preceed the Corps project.
25
26 CONSEOUENCES OF NOT ACTING:
27 This grant request is a relative long shot but is worth pursuing especially given that so much of the
28 application material has already been developed as part of the Corps project feasibility process.
29
30 ACTION FOLLOWING AUTHORIZATION:
31
32 The Mayor or City Manager will sign the grant application. The deadline is December 2, but we understand
33 there will be a 30 day extension of the filing deadline.
34 winword/agendait
OFFICE OF EMERGENCY SERVICES
2600 MEADOWVIEW ROAD
SACRAMENTO, CALIFORNIA 95632
(916) 262-1765
October 8, 1993
Warren Salmons, Asst. City Mgr.
City of Petaluma
P.O. Box 61
Petaluma, CA 94953
Dear Mr. Salmons:
op
Thank you for sending a Notice of Interest (NOI) in the Hazard Mitigation Grant
Program (HMGP) for the (California Severe Winter Storms, FEMA -979 -DR -CA). The
state is now in the process of notifying applicants of their eligibility to participate in the
program and distributing the HMGP application package. Enclosed for your information
please find:
HMGP Application Checklist
HMGP Application Package Guidelines
HMGP Application
The deadline for submission of applications is December 2, 1993. All subsequent
deadlines for project selection and notification are contingent upon this date and it is
therefore essential that you meet the original deadline.
Please keep in mind that the state has a finite pool of grant funds (approximately
$6.9 million) and it is highly unlikely that large grant requests could be accommodated.
Additional grant dollars may be made available pending the processing of currently
suspended DSRs. However, applicants should be aware of extended time delays of up to
one year in receiving these additional funds.
Please pay close attention to the eligibility criteria listed below and be sure to
read the attached guidelines carefully before completing the application form.
Applications which do not meet the minimum requirements will receive no further
review.
1. FEMA has determined that the funding of emergency operations equipment such
as warning systems and sirens, communications systems (including new
radio/telephone equipment with battery reserves, enhanced computer hardware,
electronic wiring networks), emergency power generators and the remodeling of
emergency operating centers does not generally fit within the concept of
mitigation defined within the HMGP and is therefore not typically eligible under
the HMGP.
October S, 1993
Page Two
Within the context of the HMGP, the definition of hazard mitigation is an action
intended to reduce repetitive losses from future natural disasters, including loss of
life, injury and property damage where the loss results in public expenditure for
disaster preparedness, response and recovery operations. Hazard mitigation is not
simply a measure that prepares individuals or communities to respond to a threat;
but specifically means those projects that reduce the risk of repetitive loss and
hardship so that the cost of response and recovery will be less in the future.
All requests will be carefully evaluated to ensure that they are mitigation -oriented
and meet the basic criteria and intent of the HMGP. Project proposals will also
be analyzed relative to other projects that might provide a more effective or
longer-term solution to the problem.
2. Applicants must have an available match source of funding for 50% of the project
costs at the time of anolication.
Eligible applicants are: state agencies, local jurisdictions, or private non-profit
entities providing the following types of services: educational, emergency, utility,
medical, custodial care and essential governmental. Essential governmental
services are provided through facilities such as community centers, libraries,
homeless shelters, senior citizen centers, sheltered workshops or similar facilities
which are open to the general public.
4. Projects must be located within the declared disaster area.
5. Any HMGP project proposal linked to a Disaster Survey Report (DSR) or
projects which could have been considered a functional part of a public assistance
DSR should be so noted in section 1-C of the application. It is possible that such
projects can be paid for under the public assistance program, which would result
in considerable savings to the applicant.
We appreciate your interest in the program. Further inquiries regarding your
application may be directed to me at (916) 262-1765 or Genevieve Pastor of the
Hazard Mitigation Staff. ca 1( - i 0 - 1 � T
Sincerely,
j� f ��_
CHARD RAY
Acting Chief, Disaster Assistance Division
Enclosures
I.
I�
HAZARD MITIGATION GRANT PROGRAM
CALIFORNIA SEVERE WINTER STORMS
FEMA -979 -DR -CA
APPLICATION PACKAGE GUIDELINES
TIMELINE
Application Process:
Notice of Interest (NOI) distributed
Completed NOI due
Applications distributed
Completed Application due
Selection Committee Reviews applications
and send recommendations to FEMA
Federal Approval
Applicant Notification
(Approval & Denial)
September 3, 1993
September 30, 1993
October 7, 1993
December 2, 1993
January 13, 1994
Open
Open
Note: Above dates are a best estimate of the process timeline, and may be
modified as required.
BACI{GROUND
Section 404 of the Robert T. Stafford Disaster Relief and Emergency Assistance
Act of 1988 (P.L. 100-707) created the Hazard Mitigation Grant Program
(HMGP) to be implemented following the Presidential declaration of a major
disaster, with primary administrative responsibility assigned to the state. HMGP
funds are based on ten (10) percent of the federal share of the Federal
Emergency Management Agency (FEMA) estimate of all Damage Survey
Reports (DSR's) for public assistance permanent restoration work. The funding
amount for the California Winter Severe Storms is estimated to be $6,980,000
and will be used to fund hazard mitigation projects which are cost-effective and
substantially reduce the risk of future damage, hardship, loss, or suffering
resulting from a major disaster.
The State of California bears the responsibility for setting the priorities for the
type of project proposals to be funded under the HMGP. These priorities were
identified through the Interagency Hazard Mitigation Team process and are in
conformance with the state's hazard mitigation plan for floods.
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III. OBJECTIVES
HMGP funding will be awarded to the extent that project proposals are
responsive to the following program objectives:
A. Conforms to the state's hazard mitigation plan for floods;
B. Meets all applicable codes and standards for the project locale;
C. Directly benefits and impacts upon the designated disaster area in the
Counties of Alpine, Contra Costa, Fresno, Humboldt, Imperial, Lassen, Los
Angeles, Madera, Mendocino, Modoc, Monterey, Napa, Orange, Plumas,
Riverside, San Bernardino, San Diego, Santa Barbara, Sierra, Siskiyou,
Sonoma, Tehama, Trinity, Tulare, and the City of Fillmore in Ventura
County;
D. Complies with environmental regulations established by the California
Environmental Quality Act (CEQA); and CEQA Guidelines, or
demonstrates categorical exemption;
E. Solves a problem independently or constitutes a functional portion of a
solution where there is assurance that the project as a whole will be
completed;
F. Demonstrates cost-effectiveness and ability to substantially reduce the risk
of future damage, hardship, loss, or suffering resulting from a major natural
disaster. Costs should not exceed the anticipated value of the direct
damages and subsequent negative impacts to the area if future disasters
were to occur;
G. Addresses a repetitive problem or a problem that poses a significant risk if
left unsolved;
H. Demonstrates an alternative that is practical, effective and environmentally
sound after having considered a range of options;
I. Contributes to long-term solutions and changes to areas and entities it
affects and has manageable future maintenance and modification
requirements;
J. Fits within the overall plan for hazard mitigation in the affected
jurisdiction, and is consistent with community's long-range planning goals;
K. Mitigates the most adverse impacts on the area, such as potential loss of
life, loss of essential services, damage to critical facilities, or economic
hardship to the community or to the state; and,
L. Accomplishes multiple objectives, or constitutes a multi-purpose project
which might include, for example, damage reduction, environmental
enhancement, and economic recovery.
IV. PROJECT SCOPE
Consistent with the highest priority recommendations cited by the Interagency
Hazard Mitigation Team report following the 1993 California Winter Storms and
funding limitations, the state has identified five (5) eligible project categories, as
follows:
1. Land Use:
Changing current general planning laws to address the threat of floods and
landslides, specifically in the land use, conservation and safety elements,
zoning, building codes, construction of debris basins, maintenance plans for
stream and riparian corridors, road maintenance ordinances, relocation
incentive programs, storm drainage, slope stabilization, floodplain
management;
2. Construction/Public Infrastructure:
Retrofit and reconstruction of damaged structures (levees, debris
basins/catchment basins, stream bank protection, storm drain capacity
improvements, roads, utilities, sewers, upgrade of public roads, debris
removal in floodways); mitigating hazards for existing development only
(costs for improvement of new development are not eligible):
3. Public Safety:
Early warning systems; evacuation plans, flood and landslide safety
programs for disseminating information to the public including notification
of high hazard areas;
4. Floodplain Management:
Ordinances for rebuilding or new construction; identification of new 100 -
year floodplain boundaries, identification of key stream and river corridors
which could create problems in an 100 -year event; and,
3
5. Liquid Petroleum Gas Safety Programs and Policies:
Develop codes and standards which improve the safety of LPG gas
installations in heavy snow load areas. Develop programs which provide
more LPG training and leak detection equipment for fire service personnel
heavy snow load areas.
Although project applications proposing other legitimate flood hazard mitigation
activities will be considered, those conforming to the five categories listed above
will be given priority consideration in the final project selection.
V. PROJECT TIME FRAME
The term for project completion may range from zero to thirty-six (36) months,
with preference given to projects completed within the lesser time period.
Twelve (12) month extensions will be granted on a case-by-case basis.
VI. EVALUATION OF APPLICATIONS
HMGP staff will first review each application for completeness on a pass/fail
basis. Proposals passing this first -level review will be subsequently evaluated and
scored by an independent Project Selection Team. These individuals are
selected from state, regional and local government jurisdictions and at large.
Scores awarded by each evaluator will be averaged into a single score.
Evaluators will work closely with the State Hazard Mitigation Officer (SHMO)
to ensure that standard scoring of criteria is used in the selection of projects.
A. General Requirements (Pass/Fail)
1. Proposal was received no later than December 2, 1993.
2. Project will have a beneficial impact upon the designated disaster
area, whether or not located in the designated area of the Counties of
Alpine, Contra Costa, Fresno, Humboldt, Imperial, Lassen, Los
Angeles, Madera, Mendocino, Modoc, Monterey, Napa, Orange,
Plumas, Riverside, San Bernardino, San Diego, Santa Barbara, Sierra,
Siskiyou, Sonoma, Tehama, Trinity, Tulare, and the City of Fillmore
in Ventura County..
3. Applicant represents local government, a state agency, or a private
non-profit organization providing essential governmental type
services, including: educational, utility, emergency, medical, or
custodial care. Typical facilities providing essential governmental
El
services include: community centers, libraries, homeless shelters,
senior citizens centers, shelter workshops or other similar facilities
which are open to the general public.
A "private non-profit organization" means any non-governmental
agency or entity that currently has:
a) an effective ruling letter from the U.S. Internal Revenue
Service, granting tax exemption under 501(c), (d) or (e) of the
Internal Revenue Code of 1954, or
b) satisfactory evidence from the State that the non -revenue
producing organization is a non-profit one organized or doing
business under State law.
4. All required application components are included (applicant data,
project description, project location, cost estimate, work schedule and
project criteria).
5. All required attachments are included relevant to proposed project,
including: project criteria including alternatives considered, project
compliance assurances, project costs including an analysis of cost-
effectiveness, work schedule, map(s), subgrantee certification,
designation of applicant's agent resolution, environmental compliance,
copies of articles of incorporation accompanied by IRS tax exemption
ruling, historical significance of project and environment concern
checklist.
6. Source of matching funds cited.
7. All required signatures are provided.
B. Project Criteria Requirements (Total Points Possible = 84)
Proposed project:
1. fits into the general plan in the affected jurisdiction and is consistent
with the community's long-range planning goals. (8 points max)
2. meets all applicable codes and standards for locale, including, where
applicable, compliance with SB 547 related to unreinforced masonry
buildings in seismic zone 4 and the Alquist-Priolo Special Studies
Zones Act. (8 points max)
E
C.
3. directly benefits and impacts on the disaster area, mitigating against
the most adverse potential damage, i.e. loss of life, injury, loss of
revenue, etc.. (10 points max)
4. solves a problem independently or contributes to a solution where
there is assurance that project as whole will be completed. (8 points
max)
5. demonstrates cost-effectiveness. (8 points max)
6. has significant potential impact for reducing future disaster losses,
contributing to long-term solutions and changes with manageable
maintenance and modification requirements. (10 points max)
7. duration
0-12 Months
(5 points)
12-24 Months
(3 points)
24-36 Months
(2 points)
8. demonstrates replicability as a "model project". (5 points max)
9. serves multi-purpose hazard mitigation goals, for example, damage
reduction, environmental enhancement, and economic recovery. (9
points max)
10. may potentially result in major policy changes reflecting mitigation
considerations. (5 points max)
11. impacts on multiple hazard threats, such as flood, fire, or earthquake.
(8 points max)
Workplan for Achieving Objectives Set Forth in this Application Package
(Total Points Possible = 16)
1. Timeframe for completing projects appears to be realistic. (7 points
max)
2. Applicant proposes specific tasks and concrete actions which will most
likely result in successful project completion. (9 points max)
6
VII. INSTRUCTIONS FOR COMPLETING PROPOSALS
A. Chronology
1. Eligible applicants will receive the list of state -designated project
priorities and a Notice of Interest (NOI) in the HMGP. Applicants
will identify their priority hazard mitigation projects by submitting a
completed NOI to the SHMO.
2. Upon review of all applicants' completed NOI's, HMGP staff will
mail program guidelines and application materials to eligible
applicants.
B. Guidelines/mailing address and deadline for proposals
1. An original of the Grant Application (including original signatures)
and two (2) copies must be submitted.
Completed Grant Applications must be received by December 2,
1993.
2. Send the original and the two copies of the proposal to:
Governor's Office of Emergency Services
Disaster Assistance Division
Hazard Mitigation Grant Program
2800 Meadowview Road
Sacramento, CA 95832
3. Applicants will be notified in writing regarding the status of their
proposal. Proposals will be judged as follows:
a. Fund
b. Suspend pending further information or clarification (may relate
to status of funding from other sources, etc. and require grant
extension)
C. Do Not Fund
4. Grants will be disbursed directly to sub -grantees through their
applicant agent via request for reimbursements.
7
C. Application Elements
An application for grant funds will consist of six (6) major components
submitted in the order and manner indicated below (1-6). If a component
is missing, the application will not be reviewed.
1. Applicant Data (applicant name, type of organization/agency, name,
title, address and telephone of applicant's agent).
2. Project Description (project title, description of proposed project in
summary form).
3. Project Location (address and map attachment).
4. Cost Estimate (cost summary, cost-effectiveness).
5. Work Schedule (starting and completion dates, table or gantt chart
showing flow of project from initiation to completion).
6. Discussion of Project Criteria -Attachment A (narrative explaining
how proposed project meets or exceeds minimum project criteria and
that the project represents the best solution after having considered a
range of options).
Attachment
B:
Project Compliance Assurances
Attachment
C:
Project Costs
Attachment
D:
Work Schedule
Attachment
E:
Map(s)
Attachment
F:
Sub -grantee Certification
Attachment
G:
Designation of Applicant's Agent Resolution
Attachment
H:
Environmental Impact Report (EIRO or Negative
Declaration accompanied by a Notice of
Determination or Exemption*.
Attachment
I:
Copy of Articles of Incorporation and IRS tax
exemption ruling for private non-profit applicants*
Attachment
J:
Historical Significance of Project
Attachment
K:
Environmental Concerns Checklist.
* Applicant to supply.
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VIII. PROJECT MONITORING
The State Hazard Mitigation Officer (SHMO), under the direction of the
Governor's Authorized Representative (GAR) will be responsible for
monitoring mitigation projects.
IX. REPORTING REQUIREMENTS
The sub -grantee will submit quarterly progress reports to the state
according to a fixed schedule until project closeout. The sub -grantee will
include project milestones which are to be achieved for each quarter.
These milestones will be designated in the project work schedule
(Attachment D of application). Quarterly reports will indicate the status
and any changes in completion dates for each milestone and project
funded. Any problems or circumstances affecting the completion dates,
scope of work, or project costs which are expected to result in
noncompliance with the approved grant conditions, shall be described in
the report.
9