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MAR 41987
dos . , _ . , GREELEY, coLO.
COLORADO John P. Byrne, Director
DEPARTMENT OF 27 February 1987 Division of Disaster
PUBLIC SAFETY Emergency Services
Mr. Gordon E. Lacy, Chairman
Weld County Board of Commissioners
P.O. Box 758
Greeley CO 80632
Dear Mr. Chairman:
1. This letter is to inform you your final allocation of Emergency
Management Assistance (EMA) funds for federal fiscal year 1987 is
$15,000.
2. This allocation is based on your jurisdiction's approved program
paper and DODES Form 7. Expenditures made against this allocation
must be made in accordance with the provisions of the Federal
Emergency Management Agency (FEMA) Civil Preparedness Guide (CPG)
1-3.
3. As has been the case in recent years the federal allocation of EMA
funds to Colorado this year is insufficient to satisfy the total
Roy Romer amount of requests for support we have received from eligible
GOVERNOR
David Thomas local governments. In reviewing the requests and in our
EXECUTIVE DIRECTOR allocation process we attempt to treat every application as
Colorado State equitably as possible, consistent with our allocation policy (see
Patrol attachment) . We put priority on sustaining salary costs.
Colorado Bureau
of Investigation
The obligation of each county to maintain a disaster agency
Colorado
Enforcement derives from State Statutes. Financial support received from FEMA
Training Academy should be viewed as a supplement to that effort. The fact that
Division
Justice
a
Criminal Federal funds are limited should not be construed as justification
Justice
in and of itself to reduce emergency management activity which is
Division of Disaster
Emergency Services a State and local government responsibility. We will continue to
Division of pursue additional federal funds as well as to redistribute funds
Fire Safety not utilized by other Colorado entities, as they become available.
Our goal is to do the best we can, within funding limitations, to
support your emergency management program.
OF'COCO.p
r
H �� s
4, * Camp George West 870224
1876 Golden,Colorado 80401
(303) . 277-0854
OA_•. 0 E. ink S o B d mee4T
F7Y) 000/ -ii-Z1
4. The EMA program is a reimbursement program. In this regard
quarterly progress reports and billings are due into DODES by the
15th of the month following the close of the quarter. If you have
legitimate expenses which exceed your allocations, please send
them to us. We will initially process your billings up to the
amount of your allocation. If additional funds become available
we may be able to reimburse you all or a portion of your expenses
which exceed your allocation. At this point all we can commit is
the amount stated in the first paragraph.
Sincerely,
ohn . e
Dir to DES
JPB/js
Enclosure: Approved copy of DODES Form 7 (Revised Format)
cc: Lea Ekman, Weld County Emergency Management Director
Sheriff Ed Jordan
Don Warden, Director, Finance and Administration
jpb. 107
e
MEMORANDUM
DIVISION OF DISASTER John P.Byrne
rr .•i' ' EMERGENCY SERVICES
.;;s \ DIRECTOR
* ; • Camp George West
* • a., • * Golden,Colorado 80401
s 1876 (303)273.1624
DATE: January 1, 1987 /
•
TO: For the Record
FROM: David H. Lawton, Chief of Operations �//�
SUBJECT: State Allocations of EMA Funds to Local Government
•
•
•
1. The Federal Emergency Management Agency (FEMA) has an Emergency
Management Assistance (EMA) Program which provides financial
assistance to state and local governments not to exceed one-half
of eligible necessary and essential expenses for emergency
management, personnel and administration, travel„ operating
-supplies and administrative equipment, rent and maintenance of
office space, utilities and insurance. The objective . is to
increase the operational capability for emergency management at
the state and local level of government. The Division of Disaster
Emergency Services on behalf of the State of Colorado manages the
EMA Program within the state and allocates to those eligible local
governments, who request participation in the EMA Program, a share
of the state allocation.
2. In order to receive this financial assistance local governments
must meet the eligibility requirements specified in CPG 1-3. In
brief these requirements are:
a. Have an emergency management agency established by law.
b. Have a duly appointed emergency manager or coordinator.
• c. Comply with Title VI of the Civil Rights Act of 1964.
d. Comply with prescribed merit system requirements.
e. Have an Emergency Operations Plan approved by the local chief
executive and accepted by )X)DES as being consistent with the
State Emergency Operations Plan.
f. Have an approved statement of work, i.e. , an annual Program
Paper.
g. Submit a quarterly program progress report reflecting
accomplishments of goals set out in the Program Paper.
V
COLORADO
DEPARTMENT OF
PUBLIC SAFETY
•
h. Submit to DODES annually a request for financial assistance
(DODES, Form 7) detailing the local government's financial
needs in the areas of personal services, travel, and all other
expenses and including a staffing pattern proposed for the
local emergency management agency. A copy of the local
government's budget for the emergency management agency should
accompany the Form 7.
3. Allocations to local governments are made as follows:
a. If the.allocation to the State from FEMA is sufficient to meet
the requests of all eligible EMA participants, the State will
in turn allocate to those entities E & funds in the amount of
. their request consistent with the EMA program objectives.
•
b. If the' allocation to the State from FEMA is less than that
requested by eligible EMA participants, the following process
will apply.
(1) A base share in the amount of $5,000.00 for counties and
$2,000.00 for eligible municipalities will be allotted to
each EMA participant. If the BMA request is less than
the base share, the EMA participant is tentatively
allocated the amount of their request.
(2) The total of the base shares is subtracted from the
amount available for distribution. The remainder is
allotted to those EMA participants who request more than
• their base share according to the percentage of the
population they serve when compared with the total
population of the eligible entities. If their request is
less than their base share plus their share based on
population, they are tentatively allocated the amount of
their request.
(3) All others are tentatively allocated their base share
plus their proportionate share based on population.
(4) The State may adjust the tentative allocations up or down
when considering such factors as:
(a) Substantial record of accomplishment in emergency
management.
(b) Vulnerability to disaster.
(c) Ability to provide support to other areas.
(d) Previous years' allocations.
(e) The amount of funds required to support personal
services as opposed to that requested for travel and
all other expenses.
c. After adjustments a final determination will be made, and the
eligible EMA participants will be notified.
d. Initial allocations to political subdivisions will be made
based on preliminary budget information contained in the
jurisdiction's annual program paper. The initial allocation .
to local governments is also dependent on tentative
allocations or partial allocations provided to the State by
FEW.. Initial allocations will approximate 25% of the final
allocation and will normally be made during the first month of
the Federal Fiscal Year (October) in order to facilitate the
processing of billings and to maintain an orderly fiscal
process. Initial allocations will not be made unless DODES
has received and approved a Program Paper for .the current
fiscal year.
e. The notification to E`IA participants of their final allocation
is normally made during the first two weeks of January after
eligible EMA participants have submitted their Financial
Assistance. Request, DODES Form 7. Final- allocations will not
be made until local program papers have been approved and
properly documented Form:7's have been received by DODES. If
the formal notification to the State of EMA allocation is
delayed because of the Federal appropriation process, the
final allocations to eligible local EMA participants will be
made within 30 days of the notification to the State.
•
4. Billing submitted by local governments will be reimbursed up to
the amount of the final allocation. Reimbursements over the
amount allocated will be made at the end of the fiscal year from
excess funds which are generated by underspending on the part of
other jurisdictions or by supplemental allocations from FEMA.
Consequently, local governments should submit all eligible
expenses for reimbursement- even though they exceed their
allocation. •
/js
dh1.121
•
}•
•
• MEMO) ANDUM
6 oF.caip.
.n- �'�r• DIVISION OF DISASTER
1%; g EMERGENCY SERVICES John P.Byrne
DIRECTOR
•* * Camp George West
P *' Golden.Colorado 80401
*_/876 «• (303)273-1824
DATE: January 27, 1987
TO: For the Record{
FROM: Pat Byrne \t V�
1 (((111
SUBJECT: Policy go1•errling t e establishment of local disaster
agencies and their participation in Federal financial
assistance programs.
1. The Colorado Disaster Emergency Act of 1973 mandates that each
county shall maintain a disaster agency or participate in an
interjurisdictional agency and that the Governor shall designate
those municipalities which need disaster agencies of their own.
As of this date the Governor has not required any municipal
corporation . to establish and maintain their own disaster agency.
Therefore, the policy of this division regarding the establishment
of local disaster agencies is:
a. Each county shall maintain a disaster agency.
b. Municipalities having a population greater than 25,00() and/or
which are geographically situated in two or more counties may
have disaster agencies of their own.
c. Municipalities having a population less than 25,000 and those
municipalities having a population greater than 25,000 but who
do not choose to establish their own disaster agency shall be
served by the disaster agency of the county in which they are
situated. For the purpose of achieving a coordinated disaster
program, those municipalities identified in this paragraph may
appoint a disaster coordinator who shall coordinate the
disaster activities of the municipality with those of their
respective ve county.
d. Inier,jurisdictic)nal agencies serving two or more adjacent
counties or a county and its principal municipality( ies) may
be created with the consent of their respective governing
bodies by joint resolution thereof.
k
COLORADO r.
DEPARTMENT OF
PUBLIC SAFETY
•
e. Exception to b and c above may be made for . those . •
municipalities having a population of less than 25,000 and who •
have established their own disaster agency prior to the
promulgation of this policy.
f. Counties:which do not maintain a disaster agency shall be
served by the board of county commissioners.
2. The Colorado Disaster Emergency Act of 1.973 requires that the
principal executive officers of each political subdivision notify
this division of the manner in which they are providing for
securing disaster and emergency services, identify the person who
heads the agency, and furnish such additional information which
their division requires. Therefore, it is the policy of this
division that:
a. Each political subdivision, identified in 1. above as having a
disaster agency, forward to this division the following
documentation:
• (1) A copy of the resolution or ordinance establishing the
disaster (one time submission or whenever changed)
(2) A copy of the order appointing the director or
coordinator of the agency (whenever changed)
(3) An annual program paper (status of program and/or
statement of work)
( 4) A copy of the local jurisdiction emergency operations
plan (LEOF) and revisions (as accomplished)
(5) If the local jurisdiction is participating in Federal
financial assistance programs, a statement of compliance
with Title II of the Civil rights Act of 1964.
b. The preferred methods of organizing local disaster agencies
are as follows in order of priority-
( l) Organized as a separate unit of government reporting
directly to the chief executive of the political
subdivision
(2) Organized as a separate unit of government reporting to
the chief executive through a department head having
responsibility for two or more separate units of
government
(:3) Organized within another unit of government as an
additional responsibility
. .
•
(4) Retained as a responsibility of the chief executive of
the political subdivision
3, The Federal Government provides financial assistance to the state
•
to assist in meeting the financial needs of the State and its
political subdivisions who have established disaster agencies. It
is the policy of this division that in order to provide for the
equitable distribution of the funds provided the following
guidelines will apply:
a. The State will distribute at least 2/3 of the funds it
receives from the Federal Government to the political
- subdivisions of the State who maintain disaster agencies in
accordance with 1 and 2 above, who request financial
assistance, and in accordance with the federal guidance
governing the financial assistance program.
b. A base amount will be provided to each participating
jurisdiction, to assist in meeting the common needs of a
disaster agency, in the amount of $5,000 for participating
•
counties, and $2,000 for eligible participating
municipalities.
•
c. The remainder will be. allocated to participating political
subdivisions as a percentage based upon the population served
-by the subdivision.
•
d. Funds in excess of a jurisdiction's needs or request will be
allocated to other political subdivisions on the basis of
priorities established in the federal guidance and state
program emphasis.
e. In the event funds are insufficient to meet the needs or
requests of political subdivisions, priority will be given to
meet the need of personal services, travel, and all other
expenses in that order.
f. Allocations not utilized by the State and its political
subdivisions will be deohllgated and returned to the Federal
government. This will normally be accomplished at any time
when it becomes apparent that allocations are in excess of
needs and/or based upon an analysis of spending patterns
conducted at the end of the 2nd and 3rd quarters of the
federal fiscal year.
•
/Js
psb.89
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