REPORT TO SHASTA COUNTY BOARD OF SUPERVISORS

BOARD MEETING DATE:  May  16, 2017
CATEGORY:  Consent - Health and Human Services-6.

SUBJECT:

2016 Homeland Security Grant and Related Budget Amendments

Supervisorial District No. :  ALL

DEPARTMENT CONTACT:  Terri Fields Hosler, MPH, RD – Public Health Branch Director. (530) 245-6869

STAFF REPORT APPROVED BY:  Terri Fields Hosler, MPH, RD – Public Health Branch Director

RECOMMENDATION

Take the following actions:  (1) Approve and authorize the Chairman to accept, and Health and Human Services Agency (HHSA)-Public Health Branch to administer, the retroactive Homeland Security Grant (HSG 2016) from the California Governor’s Office of Emergency Services in the amount of $257,264 for the period September 1, 2016 through May 31, 2019; (2) approve the following Fiscal Year 2016-17 HSG budget amendments: (a) increase appropriations and revenue by $130,281 in the Sheriff’s Office of Emergency Services budget to be offset by a transfer-in from the HHSA Public Health budget; (b) increase appropriations and revenue by $85,000 in the County Service Area No. 1-County Fire budget to be offset by a transfer-in from the HHSA Public Health budget; and (c) increase appropriations by $215,281 and revenues by $250,421 in the HHSA Public Health budget for HSG project costs and transfers out to the Sheriff’s and County Fire’s budgets;  (3) approve and authorize the County Sheriff’s Office to purchase equipment for the Countywide Data Exchange and Interoperability Project (also known as the Integrated Public Safety System upgrade) in the amount of $106,028 and a 32-month Bomb Robot warranty extension in the amount of $24,253; and (4) approve and authorize the County Fire Department to purchase a new capital asset Chemical Spectrometer in the amount of $75,000.  

SUMMARY

In September 2016, HHSA Public Health applied for the Homeland Security Grant from the California Office of Emergency Services (“Cal OES”), formerly California Emergency Management Agency (“Cal EMA”), and received final approval of the grant proposal in the amount of $257,264 on January 12, 2017 for the period of September 1, 2016 through May 31, 2019.  The Board of Supervisor’s approval of the recommendations will allow HHSA, Sheriff’s Office, and County Fire to expend the funds on projects recommended by the Operational Area Approval Authority Body.

DISCUSSION

Since 2002, Shasta County has received federally-funded grants through the Department of Homeland Security Grant Program. Annually one entity from each county submits an application for these Homeland Security Grant funds. For Shasta County, HHSA Public Health is currently the entity responsible for the submission and administration of the Homeland Security Grant. Because only one application is submitted per county, projects are included from various County and City departments, as well as other agencies providing emergency services. While new funds are awarded each fiscal year, agencies are able to spend and invoice for the funds for several fiscal years following the original grant award year. The ability to spend these funds over several fiscal years, coupled with different agencies being responsible for project completion, make it difficult to predict the level of expenditures by budget category and the amount of associated revenue that will be received within a given fiscal year. Often, program implementation is different than what is anticipated during the budget process, making a budget amendment necessary.

New funds in the amount of $257,264 are now available to Shasta County under this program for the period September 1, 2016, through May 31, 2019. On July 14, 2016, the Operational Area Approval Authority Body, (Shasta County Public Health Officer, Shasta County Fire Warden/Chief, City of Redding Fire Chief, Shasta County Sheriff, and City of Redding Police Chief), met to discuss and recommend how these funds could best serve the public’s interest in the areas of Homeland Security. By regulation, 25% ($64,316) of the funds must be spent on law enforcement organization, planning, and equipment. This year’s recommended projects include the following:

HHSA Public Health: Administrative Overhead Fee 5% of grant. ($12,863)

HHSA Public Health: Lease payments (12 months) for warehouse storage space for emergency preparedness equipment, including trailers with Alternate Care Site items, supplies for mass prophylaxis and medical surge events, personal protective equipment, Disaster Healthcare Volunteer (“DHV”) vests and supplies, and interoperable equipment, including the Sheriff’s Office Communications vehicle. ($16,920)

HHSA Public Health: Continuity of Operations Plan (COOP) Software maintenance for web-based platform for five branches within HHSA and one for the Office of the Director to improve response to continuity of essential services during emergencies or events. ($7,200 for 12 months)

HHSA Public Health: Warehouse storage shelves and containers to facilitate organization of emergency      preparedness equipment, supplies, and other inventory maintained to respond to emergencies and events.  ($5,000)

Sheriff’s Office: Upgrade software, hardware, and integrate dispatch services to strengthen information sharing, collaboration, and emergency response capabilities by upgrading the Integrated Public Safety System used by SHASCOM-911, Sheriff’s Office, Redding Police Department, Anderson Police Department, Redding Fire Department, American Medical Response, Mercy Medical Center, and Animal Control. ($106,028)

Sheriff’s Office: Bomb Robot Warranty Extension (32 months) for a Bomb Robot purchased in 2008 with Homeland Security Grant funds. ($24,253)

County Fire Department: Purchase HAZMAT (Hazard Materials) five calibration & sensor gases to maintain existing level of service and functionality of the Shasta Cascade Hazardous Materials Response Team (“SCHMRT”) for Shasta County and five other jurisdictions in the region. (Total $10,000)

County Fire Department: Purchase a Chemical Spectrometer to quickly and accurately identify chemicals by SCHMRT when responding to incidents involving unknown substances. This equipment will save time, resources and increase safety of emergency responders by identifying hazardous materials in a timely fashion. ($75,000)

ALTERNATIVES

The Board could decline to accept these funds for Shasta County, determine not to participate in the Homeland Security Grant 2016 program, or request the Operational Area Approval Authority Body to bring a modified proposal to the Board.

OTHER AGENCY INVOLVEMENT

The Auditor-Controller will process the budget amendments with Board approval.  The recommendations have been reviewed by the County Administrative Office.  The Operational Area Approval Authority Body supports the recommendations

FINANCING

Federal funds are available for the recommended expenditures on a cost reimbursement basis.  Shasta County Sheriff’s Office and County Fire will be required to pay their own expenditures and will be reimbursed by HHSA Public Health. A five percent administrative overhead fee of $12,863 will be retained by HHSA Public Health for the period of September 1, 2016 through May 31, 2019, and has been written into the grant to partially offset the cost associated with administering the grant. Maintenance for all newly purchased equipment is expected to become an ongoing cost of each affected agency, unless subsequent grants allow for the inclusion of such maintenance costs.

While the current grant allocation can be spent over a multi-year period, additional HSG funds are anticipated to be awarded in subsequent fiscal years. Those funds and any funds remaining from the current grant will be included in budget submissions for the appropriate fiscal years or brought to the Board of Supervisors under separate actions.   There is no additional General Fund impact associated with the recommendations.