HomeMy WebLinkAbout20231214.tiffRESOLUTION
RE: APPROVE APPLICATION FOR ESTABLISHING HOMELAND SECURITY GRANT
PROGRAM FISCAL AGENT FOR NORTHEAST ALL -HAZARDS REGION AND
AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with an Application for Establishing the
Homeland Security Grant Program Fiscal Agent for the Northeast All -Hazards Region from the
County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, on behalf of the Department of Finance Administration and Office of Emergency
Management, to the Colorado Department of Public Safety, Division of Homeland Security and
Emergency Management, commencing upon full execution of signatures, with further terms and
conditions being as stated in said application, and
WHEREAS, after review, the Board deems it advisable to approve said application, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, that the Application for Establishing the Homeland Security Grant
Program Fiscal Agent for the Northeast All -Hazards Region from the County of Weld, State of
Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the
Department of Finance Administration and Office of Emergency Management, to the Colorado
Department of Public Safety, Division of Homeland Security and Emergency Management, be,
and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said application.
C C : FL Om /cP/5o)
oS/og/23
2023-1214
EM0020
FI0078
APPLICATION FOR ESTABLISHING HOMELAND SECURITY GRANT PROGRAM FISCAL
AGENT FOR NORTHEAST ALL -HAZARDS REGION
PAGE 2
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 1st day of May, A.D., 2023.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: dil:v
Weld County Clerk to the Board
APP
County Attorney
Date of signature: OS/air/23
Mi - r=eman, Chair
Perry L. B, k, Pro -Tern
Scott K. James
CD
even D. Ross s "
Lori Saine
2023-1214
EM0020
F10078
Qu c 1 o )
MEMORANDUM
TO: Clerk to the Board DATE: April 24, 2023
FROM: Cheryl Pattelli, Chief Financial Officer
SUBJECT: BOCC Agenda Item
The Board has agreed, via pass -around dated March 16, 2023, to have Weld County be the Fiscal Agent
for the Homeland Security Grant Program- Northeast All -Hazards Region. This grant provides approx.
$500K in funding for the region annually. The Fiscal Agent role has been shared and rotated between
the 4 largest entities in the region and would be a 5 -year commitment for Weld County. As Fiscal
agent, the County is required to apply for the 2023 HSGP grant award which totals $533,208.
We are recommending the following:
• Approval of the 2023 HSGP Grant Application and required Board Chair's signature
5/1
2023-1214
e- bozo
F 100-�
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Homeland Security Grant Program Fiscal Agent (Northeast Region)
DEPARTMENT: Finance
PERSON REQUESTING: Cheryl Pattelli
DATE: 3/16/23
Brief description of the problem/issue:
Weld County has been asked to be the Fiscal Agent for the Homeland Security Grant Program- Northeast All -Hazards Region. This
grant provides approx. $500K in funding for the region annually. The Fiscal Agent role has been shared and rotated between the 4
largest entities in the region and would be a 5 -year commitment for Weld County. Attached are the requirements for the Fiscal
Agent. We want you to be aware of the following important points related to this role:
• The grant will fully fund a new, part-time position to support the annual requirements of Fiscal Agent. The County would
need to hire this position and would post the position as a 5 -year, fixed -term position over our Fiscal Agent term.
Additional staff time In purchasing and accounting would be required; however, we do not anticipate the time commitment
to be excessive.
The County is required to perform all procurement and reporting for all entities who have been awarded grant dollars.
The grant is a reimbursement grant. The County would be required to "front" money to the grantees when invoices are
submitted. The County would then seek reimbursement from the state.
• The County would be ultimately responsible for following the grant guidelines (example, proper procurement procedures).
If we don't follow guidelines correctly, the state could require the County to pay back a portion of the grant dollars, even if
those dollars went to another entity.
• The County has requested that an intergovernmental agreement be developed and signed by the 4 largest entities in the
region. The agreement will specify who will be the Fiscal Agent of the grant for the next 20 years. This Intergovernmental
agreement will come to the BOCC once finalized.
What options exist for the Board? (include consequences, impacts, costs, etc. of
options):
1) Approve the request to have Weld County serve as the Fiscal Agent for the Homeland Security Grant Program —
Northeast All -Hazards Region for the next 5 years. Approve hiring a 5 -year, fixed -term, part-time employee to support this
program. This employee will be fully funded by the grant.
2) Do not approve the request
Recommendation:
Weld County Finance recommends the Board approve the request. The grant supports Weld County projects along with many
projects/purchases for smaller entities that would not be possible without these grant dollars. To -date no other entity has agreed to
take on these responsibilities (City of Greeley's term as Fiscal Agent Is ending 3/31/23). The region will not be awarded the grant In
2023 (and possibly beyond) if no entity agrees to fulfill this role and the grant dollars will be distributed to the other regions in the
state.
Perry L. Buck, Pro-Tem
Mike Freeman, Chair
Scott K. James
Kevin Ross
Lori Saine
Approve
Schedule
Recommendation Work Session
Other/Comments
•
COLORADO
Division of Homeland Security
El Emergency Management
HOMELAND SECURITY GRANT PROGRAM
2023 Application
SECTION Br APPLICATION SIGNATURES
The Subgrultu and responsible signatories certify by signing that they hive rud the Application including the Grant Requirements, end are filly cognisant of
their duties and responsibilities for this grant and will comply with, and fbllow, all requirements established in the FEMA and DHSEM Grant Management
Guides. The Subgreotee understands and agrees that any subgrant award received es a result of this application shell incorporate by reference the information
centeieed herein
1. Authorised °Maul
Name MikeFreernn
Title Chart, Weld County Board of Commissioners
Agency Weld Cm.,
Mailing Address 11500 Street
City Greeley State CO Zip Code 80631
Telephone a 970-336.7274
Email Address btfrtcre,Swthi .
,�
Signature '_ Date MAY 0 12023
2. Fecal Agent (MendeF Miter)
Name Chnyt Patted
Title Clnef Financial °nor
Agency Weld Corm,
Mailing Address 1150 O Soeet
City Week, State CU Lip Code auosl
Telephone p 970•Wa4otk3
Email Address hLtstt
Signature j� p Date MAY 0 1 /(1?1
3. Rt iill��C�
Name Nicole Centre I
Title Homeland Security Coordinator
Agency Northeast All -Hazards Region
Mailing Address 11016 County Koai 23
City - Fore Lepton State CO Zip Code 80621
Telephone k 393-720-1162
Email Address — LL el.h1O,roentau+t,varncul =art
Signature/1354i (64, Del. 4/25/2023
4. Chairof Reafo��a All Board of Directors
Name Koh Crowder
Title Hirector or Emergency Monagement - NEAHK l:hair Person
Agency Sedgwick County CEM
Mailing Address 315 Cedar St Sane Ho
City Julesburg State CO Zip Cade 80737
Telephone # 970-580-7651
Email Address .awwslaalainidel stunt... cl
Signature - J. r ^�`-._ Nth 4/25/2023
COLORADO
Division of Homeland Security
& Emergency Management
Department of Public Safety
Homeland Security Grant Program
2023 Application
Budget Sumina n
Region/Agency:
Applicant
Grant
Agency:
Program:
North East
Weld County
State Homeland
Security Program (SHSP)
I Project Title
I
Planning I
Organization I
Equipment
l raining
Exercise
Project Total
M & A
Al & .4 Worksheet I totals below
S ?6,660.00
Community Prep
and Resilience
Community Prep and Resilience
Active
$ -
$ -
S 83,038.4o
$ -
$ 15,000.00
S 98,038.40
Combating Domestic Violent Extremism
Combating Domestic Violent Extremism
Active
$ -
$ -
S 136,407.57
$ -
$ -
$ 136,407.57
Soft Targets / Crowded Places
Soft Targets / Crowded Places
Active
-
$ -
10,579.09
$ -
$ -
$ 10,579.09
Intelligence & Information Sharing
Intelligence and
Information Sharing
» SELECT <<-
S
$ -
S -
$ -
$ -
$ -
Cybersecurity
Cybersecurity
Active
$ -
$ -
$ 14,370.33
$ -
$ -
$ 14,370.33
Elections Security
Elections
Security
Active
$ -
$ -
S 16,000.00
$ -
$ -
$ 16,000.00
Enduring Needs
Enduring Needs
Active
$ -
$ 203,133.00
$ -
$ 1 1,838.61
$ -
$ 214,971.61
Worksheet 8
Aircraft Emergency Tactical Rescue Equipment
Active
$ -
$ -
$ 16,181.00
$ - +
$ -
S 16,181.00
Worksheet 9
0
» SELECT <<.
S -
$ -
,,, -
$ -
$ -
S -
Worksheet 10
0
» SELECT <<
$ -
$ -
$ -
$ -
$ -
. -
Worksheet 11
0
»SELECT <<
$ -
$ -
S -
S -
$ -
Worksheet 12
0
» SELEC.'T «
'
-
Worksheet 13
0
» SELEC'T «
s
$ -
$
$ -
$ -
Worksheet 14
0
» SELECT «
S -
$ -
$
`b -
$ -
TOTALS - Active pro jects only
$ -
$ 203,133.00
$ 276,576.39
$ 11,838.61
$ 15,000.00
Maximum Allowable \I&A
is 5% of Projects & M&.A $26,660.00
Total Projects
$ 506,548.00
Total M&A
$ 26,660.00
Total Application Requested Amount: I
$ 533,208.00 I
Homeland Security Grant Program (HSGP)
Fiscal Agent Overview
Annual Requirements
Annually the fiscal agent is an organization that agrees to accept the Homeland Security Grant
Program (HSGP), and be responsible for grant funds, on behalf of the Northeast All -Hazards
Region, which consists of the following counties: Cheyenne, Kit Carson, Morgan, Larimer,
Lincoln, Logan, Phillips, Sedgwick, Washington, Weld, Yuma.
The fiscal agent is responsible for ensuring an application is submitted annually, prepared on
behalf of the Region by the HS coordinator, and for accepting annual grant awards allocated to
the Region by DHSEM.
• Maintain its own records of disbursements related to the grant
o Keeping grant records, equipment records and receipts for at least five years
• Make financial records available to DHSEM or FEMA, upon request and as required
• Support regional project procurement processes
• Disbursement of funds in accordance with the purpose of the grant, grant requirements,
and NEAHR approved projects (at the direction of the NEAHR Steering Committee)
Roles and Responsibilities
Fiscal Anent:
On average, fiscal agent staff have spent — 6 and 8 hours weekly in support of the Northeast
Regional HSGP funding. This amount of time fluctuates based on the grant cycle and required
activities, but averages out as listed below:
Fiscal Director (Fiscal Agent staff)
1 to 2 hours (quarterly)
• Provides overall accounting oversight, ensuring monies are spent according to fiscal
policy. Executive strategy, policy and decision -making authority for the fiscal agent.
• Review and Signature on certain grant documentation, primarily: Annual Applications
and Scope Changes.
Purchasing Representative (Fiscal Agent staff)
3 to 6 hours weekly (average)
Processes Purchase Orders and Payment Authorizations submitted on behalf of the
Northeast All -Hazards Region.
Submission of quarterly reports for DHSEM.
Track purchase status for open project lines.
Project data tracking including all expenditures, payments and reimbursements
(spreadsheet management and accounting — at least quarterly).
Contract creation and management on behalf of the NEAHR.
2
Purchasing Manager / Administrator (Fiscal Agent staff)
1 hour monthly (average)
• Review and approve special purchasing projects or procedures, as needed.
• Participate in bi-annual DHSEM contract site visit to review policies and procedures.
• Support purchasing representative.
Accountant (Fiscal Agent staff)
1 to 2 hours weekly (average)
• Reconciliation of accounts on a monthly or quarterly basis, verifying expenses billed to
correct budget lines.
• Processing of Requests for Reimbursement (quarterly) to DHSEM.
• Quarterly Reporting in EMGrants Pro grant management system.
Regional and State Support:
The following positions and entities exist to support the region's Fiscal Agent with their duties
of managing and implementing the HSGP regional funding:
Homeland Security Coordinator (Fiscal Agent Contractor)
Full-time, contracted position
Acts as a liaison between the fiscal agent and DHSEM and between the Region's
steering committee, fiscal agent and DHSEM.
Supports and manages annual grant application process on behalf of the fiscal agent and
region; including project applications, regional application to DHSEM and applicant
follow-up.
Completes purchasing paperwork and procurement processes for processing by fiscal
agent staff. If this task was taken on by part-time staff member, coordinator could
focus on program growth and additional programming to support the region.
Supports inventory and equipment management with project contacts and fiscal agent.
If this task was taken on by a part-time staff person, coordinator could support with the
implementation of new equipment requesting processes and IGAs or MOUs for use in
the region.
Completes processing of all payment authorizations by fiscal agent upon project
completion verification.
Manages day to day operation of contracts and contractors, reporting status to fiscal
agent and Steering Committee.
Contracted Fiscal Analyst (Fiscal Agent Contractor)
Part-time, contracted position
• Process all procurement procedures and draft contracting documents and submit
Purchase Orders for processing to. Fiscal Agent, according to fiscal agent procurement
policies and procedures.
• Authorize payments for projects where inventory has been received and processed
• Draft reimbursement requests submitted on behalf of the Fiscal Agent.
• Draft quarterly reports for Fiscal Agent.
3
• Supports annual grant application process on behalf of the fiscal agent, verifying
allowability of projects.
• Manage regional Equipment Inventory and implement online tracking and deployment
system
Northeast All -Hazards Region Steering Committee (Regional Entity)
This committee is made up f representatives from each of the primary disciplines in the
Northeast Region. Members are voted into positions every two years and have the authority to
make grant funding and operation decisions on behalf of the partners in the Northeast Region
for Homeland Security Grant Program annual funding. HSGP funding is provided in three-year
rolling grant cycles and the committee is responsible for selecting approved projects and
activities to support annually.
DHSEM Grants Management Team (State Support)
Supports as needed with grant questions, Environmental and Historic Preservation Reviews,
technical guidance and assistance. Manages and implements federal grant funding to regional
fiscal agents.
DHSEM Compliance Team (State Support)
Supports as needed, bi-annual Compliance Site Visit / Audits of processes, procedures and
recommendations for programmatic and financial enhancements.
4
O New Entity?
ew (Contract Request
Entity Name. Entity ID*
COLORADO DEPARTMENT OF PUBLIC O00032914
SAFTEY
Contract Name*
2023 APPLICATION - HOMELAND SECURITY GRANT
PROGRAM
Contract Status
CTB REVIEW
Contract ID
6900
Contract Lead.
CPATTELLI
Contract Lead Email
cpattellico.weld.co.us
Parent Contract ID
Requires Board Approval
YES
Department Project #
Contract Description*
THIS I5 THE 2023 APPLICATION FOR THE HSGP GRANT. WELD COUNTY IS THE FISCAL AGENT FOR THIS GRANT.
Contract Description 2
Contract Type*
APPLICATION
Amount.
$533,208.00
Renewable
NO
Automatic Renewal
Grant
IGA
Department
FINANCE
Department Email
CM-Finarice@weldgov.com
Department Head Email
CM-Fi nance-
DeptHeadceldgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY PWELDG
OV.COM
If this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
Requested BOCC Agenda
Date*
05/01/2023
Due Date
04127/2023
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to be included?
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in
OnBase
Contract Dates
Effective Date
Review Date.
05;01/2023
Renewal Date
Termination Notice Period
Committed Delivery Date
05101/2023
Expiration Date*
06;3012024
Contact Type
Contact Email
Contact Phone 1
Contact Phone 2
Contact Name
Purchasing
Purchasing Approver
Approval Process
Department Head
CHERYL PATTELLI
DH Approved Date
04/27/2023
Final
rproval
BO CC Approved
B0CC Signed Date
BUCC Agenda Date
05/01/2023
Originator
CPATTELLI
Finance Approver
CHERYL PATTELL(
Purchasing Approved Date
Finance Approved Date
04/27/2023
Tyler Ref #
AG 050123
Legal Counsel
MATTHEW CONROY
Legal Counsel Approved Date
04/27,/2023
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