City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
That City Council authorize the reallocation of the remaining Homeland Security
Grant funds, in the estimated amount of $35,710.00 to the Radio Purchase Project.
BACKGROUND:
On August 24, 2004 the City of Culver City was awarded a State Homeland
Security Grant, totaling $88,330.20, designated for equipment and security
upgrades within the Police and Fire Departments. At the City Council meeting of
October 25, 2004, City Council authorized the appropriation and transfer of the
$88,330.20 for this grant ($53,513.60 for the Police Department and $34,816.60 for
the Fire Department.) The grant provides funding on a reimbursement basis, and
the projects approved for funding by the grantor were the following:
Project Description Amount
Security Enhancements for the Police Station and City Hall $53,513.60
Equipment for Fire Department Apparatus $34,816.60
On May 15, 2006, the City received official notification from the Office of Homeland
Security stating the grant funds must be expended and reimbursed by November
30, 2006. Of the 2004 Homeland Security Grant allocation, $52,620.20 have been
expended or are dedicated to projects that will be completed and invoiced to the
County for reimbursement by the November 30, 2006 deadline. Staff estimates a
remaining grant fund balance of $35,710.00, which, while dedicated to the Video
Surveillance System project at City Hall, has not begun and would not be
Meeting Date: 06/12/06 Item Number: A-17
AGENDA ITEM: Authorize the Reallocation of the 2004 Homeland Security Grant
funds, in the Estimated Amount of $35,710.00, to the Citywide Radio Purchase
Project.
Contact Person: David White Phone Number: (310) 253-6805
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List (06/07/06)
Department Approval:
Jeff Eastman (06/01/06)
CAO Approval: Jerry B. Fulwood
(06/07/06)
City Controller Approval: Marlee Chang
(06/07/06)City of Culver City, California
City Council Agenda Item Report
completed in time for the City to invoice reimbursement before the drawdown
deadline.
DISCUSSION:
Due to the time constraints associated with the funding source, staff recommends
reallocating the remaining balance to the proposed Radio Purchase Project. The
Radio Purchase Project qualifies under the grant requirement and can be
completed before the grant deadline of November 30, 2006. The Fire Department,
with City Council authorization, will use the remainder of the grant, estimated to be
$35,710.00 for this project.
To move forward with this option, staff would have to file a request with State
Office of Homeland Security through the Los Angeles County Office of Emergency
Management (OEM) modifying the current grant award to reallocate the remaining
fund balance from the Video Surveillance System project, which is projected to
take up to three months to approve.
Upon approval of the reallocation, staff will procure 24 portable (handheld) radios
through our sole source vendor, Motorola. Staff is confident this project will be
completed and reimbursed before the November 30
th
deadline.
The Radio Purchase Project will benefit all City Departments by purchasing 24
spare portable radios. These radios will be utilized as loaners, issued to an
employee while his/her radio is being repaired. These radios will also be used
during major emergencies/Emergency Operating Center (EOC) activations for
issue to City personnel who do not normally have a radio. Acquiring these spare
portable radios will benefit the City by enhancing the continuity of radio
communications during routine and emergency operations.
FISCAL ANALYSIS:
There is no fiscal impact. Upon City Council authorization of this reallocation, staff
will investigate funding sources for the Video Surveillance System project for a
later date.
ATTACHMENTS:
1. October 25, 2004 Staff Report, Item Number 1-5; Consideration to
Authorize the Appropriation and Transfer of $88,330.20 in Grant Funds for
Police and Fire Department equipment.
2. Office of Homeland Security, Grant Management Memorandum dated
May 15, 2006. (Grant Drawdown timeline to expend grant)City of Culver City, California
City Council Agenda Item Report
MOTION:
That the City Council:
1. Authorize the reallocation of the estimated remaining balance of the 2004 State
Homeland Security Grant Program in the amount of $35,710.00 to the Citywide
Radio Purchase Project.
MEETING DATE 6/12/06
AGENDA ITEM
Authorize the Reallocation of the 2004 Homeland Security Grant
Funds, m the estimated amount of $35,710 00, to the Citywide
Radio Purchase Project
ATTACHMENTS
Pages|109| Culver City City Council Agenda Item Report
1-2
(10/25/04 Item # 1-5 Consideration to Authorize the Appropriation and
transfer of $88 330 20 in Grant Funds for Police and Fire Department Equipment)|109| Office of Homeland Security, Grant Management Memorandum
3-4
dated May 15, 2006 (Grant drawdown timeline to expend grant )City of Culver City, California
City Council Agenda Item Report
Meeting Date 10/25/04
Item Number 1-5
AGENDA ITEM Consideration to Authorize the Appropriation and Transfer of
$88,330 20 in Grant Funds for Police and Fire Department Equipment
Contact Person David White Phone Number (310) 253-6805
Fiscal Impact Yes [X] No 0 General Fund Yes [X] No 0
Public Hearing 0 Action Item pg Attachments 0
Public Notification
Master Notification List 10/20/04
Department Approval Jeff Eastman
10/14/04
CAO Approval
Jerry Fulwood 10/19/04
City Controller Approval
Eric Shapiro 10/19/04
RECOMMENDATION
That the City Council authorize the appropriation of $88,330 20 in grant funds
awarded by the 2004 State Homeland Security Grant Program for equipment and
security upgrade for the Culver City Police and Fire Departments
BACKGROUND/DISCUSSION
The City of Culver City has been awarded grant funding from the 2004 State
Homeland Security Grant Program as part of a federal effort to assist local agencies
in obtaining equipment needed to effectively respond to a terrorist incident These
grants will provide a variety of equipment and security upgrades for both the Culver
City Police and Fire Departments
2004 State Homeland Security Grant Program Award
Award Items Total Cost
Security Enhancements for City Hall and Police Station $53 513 60
Binoculars — for FD apparatus $2,392 33
Rescue lift bags — for Fire Department $12 739 27
Breathing Apparatus Radio Interface System $19, 685 00
Total Amount
$88,330 20
27,
City of Culver City, California
City Council Agenda Item Report
FISCAL ANALYSIS
There is no requirement for matching funds The grants provide for all costs in
acquiring the approved equipment, including the cost of tax and shipping
ATTACHMENTS
None
MOTION
That the City Council
1 Authorize the Appropriation and Transfer of $88,330 20 for the 2004 State
Homeland Security Grant Program
28ARNOLD San\ ARZENECIGER
GOVERNOR
(916)324 8908 fELLPHONE
(916)32.) 963D Imo,
On ICE OF THE GON,ERN01.
STATE CAPITOL
SACRAMENTO CA 95814
OFFICE OF HOMELAND SECURITY
GRANT MANAGEMENT MEMORANDUM
2006-001
Date May 15 2006
To All Governors' Office of Homeland Security (OHS) Subgrantees
From Grants Administration and Payments Unit
RE Disencumberance and reallocation of unexpended homeland security grant funds
The federal performance periods for several homeland security grants administered by the
Governor's Office of Homeland Security (OHS) are approaching the grant expiration date The
specific grants are listed below
Grant #
Program Federal
Expiration
Date
Balance
2002 TE CX 0133 FY 02 State Domestic Preparedness Equipment Program 7 31 06 $239 734
2003 TE TX 0167 FY 03 State Homeland Security Grant Program Part 1 9 30 06 $4 433 156
2003 MU T3 0035 FY 03 State Homeland Security Grant Program Part 2
(including Critical Infrastructure Protection)
10 31 05 $21 195 968
2003 EU T3 0023 FY 03 Urban Areas Security Initiative Part 2 12 31 05 $33 698 876
2004 GE T4 0045 FY 04 Homeland Security Grant Program 11 30 06 $99 628 187
2004 TU T4 0014 FY 04 Urban Areas Security Initiative 11 30 06 $102 535 124
OHS has been closely monitoring the expenditure rates of its subgrantees Based on current
expenditure patterns it is clear that some subgrantees ai e not currently on track to fully expend all
of their subgrants prior to the expiration date In the next few weeks OHS program
repi esentatives will be contacting subgrantees verifying that they are on schedule to fully expend
the funds awarded to them If contacted, subgrantees will be required to submitGrant Management Memo #06 001
Page 2
documentation that expenditures will be fully accomplished prior to the grant expiration date
Supporting documentation will consist of invoices contracts performance bonds canceled checks
and other indicatois that expenditures have occurred
Subgrantees with homeland security grant funds determined to be unexpended or not on track to
be fully expended prior to the grant expiration date will receive written notice that the funds
identified will be disencumbered 30 days from the date of the notice
Homeland security grant funds recaptured in this process will be made available for reallocation
to subgrantees that have fully expended or are on track to expend their FY 01-FY 04 homeland
security grant funding
Priority for reallocating funds will be as follows
1) Projects that meet the requirements of the grant funds disencumbered and on hand at OHS
2) Subgrantees that have substantially expended and are on track to fully expend all FY 01-
FY 04 grant funding
3) Subgrantees that have substantially met the reporting requirements of their open grants
4) Projects that can be accomplished within approximately 90 days and within the grant
expiration date of funds available
5) Reallocation to subgrantees within the region from which the funds were disencumbered
Subgrantees with projects they would like to submit for consideration to receive a reallocation of
disencumbered funds and that meet the requirements above are requested to submit potential
projects to OHS Program Representative Kris Whitty at (916) 323 7734 or
Kris Whitty@ohs ca gov The Grants Management Section will review and approve projects
submitted which met the criteria above and can be accommodated within federal performance
period
For further assistance, please feel free to contact your program representative Contact
information is available on our website located at 1111 p /AIN, W 110MH AND (A 00V/PDF/MAP PDE
Thank you for your efforts, and we look forward to continuing to work with you in the future
Sincerely
Larry M Davis
Program Manager
Grant Administration and Payments