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Home My WebLink AboutOEM-FEMA DocumentsDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board WORK SESSION of September 5, 2012 Please see directions for completing this document on the next page. DATE: September 4,2012 FROM: Joe Stutler Forestry 322-7117 TITLE OF AGENDA ITEM: Consideration ofBOCC signature a letter to Oregon Office of Emergency Management and FEMA Region 10 which is a response to bring closure to the pre-disaster mitigation grant from 2010. PUBLIC HEARING ON THIS DATE? No. BACKGROUND AND POLICY IMPLICATIONS: In 2010, Deschutes County received notification from OEM and FEMA that the pre-disaster mitigation grant application for wildland fire had been approved for approximately $3 million and would be shared with Crook and Klamath Counties. Due to conflicts with two previous grants with the 2010 grant has been withheld for over two years. Two weeks ago, FEMA offered possible solutions to move this grant forward and the attached letter is the official response to the solutions. Essentially Deschutes County agrees with the proposals but have some clarifying questions to resolve before proceeding to avoid similar conflicts that occurred with the 2007 and 2008 grant. FISCAL IMPLICATIONS: $3 million over the next 2-3 years is the fiscal implication, one third of this total has been identified in the current fiscal year budget. RECOMMENDATION & ACTION REQUESTED: Approve the response backt to FEMA and OEM. ATTENDANCE: Joe Stutler and Ed Keith DISTRIBUTION OF DOCUMENTS: Signed PDF version back to Joe Stutler and Ed Keith. I 1 I I I I i ;, } f I MEMORANDUM DATE: September 10,2012 TO: Dennis Sigrist, Oregon OEM; Jeffrey Markham, FEMA RIO; Chris Jonietz-Trisler, FEMA RIO FROM: Deschutes County BOCC RE: 2010 FEMAlOEM Pre-Disaster Mitigation Grants for Deschutes, Crook and Klamath Counties _.--------'~_.------- Thank you for the email correspondence regarding the proposed resolution of the issues associated with the pre-disaster mitigation grant for our counties. We are pleased that the Oregon Office of Emergency Management and FEMA recognize the "high risk" potential for wildland fire and the proven track record in central Oregon of providing mitigation through both education and fuels treatment. Based on the three proposed solutions offered, we accept the alternatives and are looking for clarification and direction on both how to proceed and the timeliness. 1. The current 2010 Deschutes County wildfire project is PDMC-PJ-l0-0R-2010-001"2010 Central Oregon Wildfire Mitigation" for a Federal Share of $2,882,350 and nonfederal share of $1,048,950 = total project cost of $3,931,300. The project is cost shared at approximately 73.3% and 26.7% (with some rounding taking place). Response: We agree with the proposed numbers and percentages. 2. FEMA HQ is allowing the subapplication to be amended to allow the subgrantee (Deschutes County) to maximize the available 5% subgrantee management costs. The cost estimate does not appear to include subgrant management costs for Deschutes County. If the Region confirms that the subapplication does not include subgrantee management costs then the county is allowed to add $117,650.00 to the Federal share of the project cost making the Federal share of the project $3,000,000 (the Federal share CANNOT exceed $3,000,000 for anyone subapplication/subgrant). The total project costs would also need to be modified showing the nonfederal share for subgrantee management costs. The cost estimate from the subapplication is below. PLEASE NOTE that FEMA is highly encouraging the subapplicant to include the 5% maximum management costs to allow them to do the best management job possible. Response: We will amend the subapplication to reflect the management costs and will need assistance to submit the amendment. Specifically, is the amendment forwarded to Oregon OEM or directly to FEMA R-l01 We are assuming that Dennis Sigrist (OR-OEM) and Jeffrey Markham (FEMA R-l0) will remain our contact, is that correct? 3. FEMA HQ is allowing the State of Oregon to submit a state management cost subapplication up to 10% of the total project cost of PDMC-PJ-l0-0R-2010-001"2010 Central Oregon Wildfire Mitigation". FEMA has determined that due to the "high risk" designation being placed on Deschutes County* that special consideration should be made to allow the submission of a State management costs subapplication although it is not customary for FEMA to allow the submission of a new subapplication after the application deadline. The Federal share for the State management costs subapplication would be expected to be $300,000 if the State chooses to submit the sub-application. *(OEM:djs -largely driven by the mitigation activity and footprint of the overall project; it would be appropriate to discuss opportunities wi ODF in a colloborotive way for 0 significant piece of the management costs). Response: Deschutes County has worked with the Oregon Department of Forestry at the local District and State levels and ODF is agreeable to this alternative. Additionally, there is a conference call scheduled with the principals (OEM, ODF and Deschutes County) on September 5, 2012. The primary purpose is to again understand how the application can be amended, who will take the lead, timing of the application, and most importantly the role/relationship between OEM, ODF and the counties implementing the grant. Cost Estimate from PDMC-PJ-10-0R-2010-001"2010 Central Oregon Wildfire Mitigation" 300.2 • Vegetation Management -Wildfire Federal Share: $ 2,882,350.00 Forester Wages Contractual Personnel 570.00 Hour $ 35.00 $19,950.00 Project Wildfire Coordinator Contractual Contractual 1.00 Each $ 21,375.00 $ 21,375.00 Deschutes County Forester Benefits Contractual Fringe Benefits 570.00 Hour $ 17.50 $ 9,975.00 Property Owners and RFPA In-Kind Contribution Contractual Other (In-Kind Time/Labor) 3,150.00 Acre $ 333.00 $ 1,048,950.00 Vegetation Removal Contract Labor -Private Land Contractual Contractual 3,150.00 Acre $ 667.00 $ 2,101,050.00 Crook County Project Coordination and Support Contractual Contractual 1.00 Each $ 50,000.00 $ 50,000.00 Klamath County Project Coordination and Support Contractual Contractual 1.00 Each $ 50,000.00 $ 50,000.00 Vegetation Removal Contract labor -Public Contractual Contractual land 630.00 Acre $ 1,000.00 $ 630,000.00 ** Once we receive direction on how to amend the application and add the suggested management and grant administration costs, the total costs and appropriate categories will be added to budget. Additionally, the counties have other questions and a few specific requests as we proceed: 1. When will the Environmental Assessment process begin in order to expedite the work on the ground? 2. Is there an opportunity to draw up front money against the grant value rather than 100% reimbursement after work has been completed? 3. What are the specific monitoring requirements for "sweat equity" work performed by property owners? 4. Will the 10 cubic yards equivalent to 1 acre treated still be a viable metric in the 2010 grant? S. Specifically how do we proceed, or what is the process for amending the application for inclusion of management cost for both Deschutes County and the Oregon Department of Forestry? Who takes the lead and what is the County/ODF /OEM/role with this process? 6. Before, during the and after the environmental assessment work is complete, it will be imperative for FEMA, ODF, OEM and the counties to meet face to face and agree on the following: a. The exact environmental footprint and project areas. b. Process for scope of work revisions for on-ground accomplishment. c. Specific monitoring requirement for the soft match from sweat equity work performed by property owners. We appreciate the willingness of FEMA and OEM working with the counties to resolve the issues associated with the 2010 Grant. Joe Stutler will continue to be the lead and point of contact for Deschutes County on this issue until the EA's are complete and agreements are in place before the work begins. Sincerely, Anthony De Bone Chair, Deschutes County Board of County Commissioners