REPORT TO CITY COUNCIL
Approved by:
_________________________________
Council Meeting of: January 17, 2024
Agenda Number: D-3
Giachino Chiaramonte, Chief of Police
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
California Office of Emergency Services Grant Subaward
RECOMMENDATION:
Adopt Resolutions:
1. Accepting a Grant Subaward from the California Office of Emergency Services in the amount of $950,000.
2. Amending the City’s 2023/24 Budget to reflect revenues and expenditures related to the grant.
SUMMARY:
The City of Madera has been awarded $950,000 as part of the State of California’s Fiscal Year 2023 Budget due to the efforts of State Senator Anna Caballero, who supported the City’s request to fund improvements to the Police Department’s mobile command center and north parking lot, as well as the City’s Safe and Clean Team efforts. The City has been advised that the specific funds allocated to the City will be administered by the California Office of Emergency Services (CalOES).
To move forward with the receival of funds, the City must seek Council approval by Resolution acknowledging its responsibilities and naming an Authorized Official. The requested action also includes a budget amendment to allocate portions of the funds for capital projects, a portion towards this fiscal year’s operating budget, and would reserve a portion for next year’s operating budget. All recommended appropriations are consistent with the initial uses for the funds as identified when the request was submitted to Senator Caballero.
DISCUSSION:
During State Budget preparations, the City was approached by Senator Caballero to identify critical shovel-ready projects lacking funding. Staff identified three key projects, including:
▪ $300,000 for a mobile command post
▪ $350,000 for a capital improvement initiative to enhance employee parking and accommodate the new command post
▪ $300,000 for the implementation of the City’s Safe and Clean Team, dedicated to addressing issues that cause blight in our community and improving the health and welfare of our citizens.
These projects, championed by Senator Caballero, were successfully named and endorsed within the State's Fiscal Year 2023 Budget, underscoring the collaborative efforts between Senator Caballero and the City to address critical community needs.
The grant award funds will be administered by CalOES in what the state titles a Pass Through Grant Subaward. All funds for this particular funding source will be administered by CalOES, with CalOES receiving the funds from the State and subrecipients receiving the funds through CalOES.
The requested action will assign the City Manager as the Authorized Agent to execute the agreement and any other documents necessary to receive the funds. Furthermore, the Resolution authorizes the City Manager to execute any documents and forms requested during the performance period, July 1, 2023, through March 1, 2027.
Two of the three projects were identified in the City’s 2023/24 Budget. ▪ Police Department Parking Lot. The capital improvement project for parking lot improvements at the Police Department was appropriated in the Measure K Police Fund.
The contract for the project was awarded to Terra West Construction, Inc. in November 2023, in the amount of $518,700 with a ten percent (10%) contingency. ▪ Safe and Clean Team. Funds were appropriated in the General Fund for a full time Safe and Clean Team dedicated to projects that keep our community clean through the abatement of nuisance items in public spaces. The current year operating budget for this program is $223,124.
The mobile command center did not have an identified funding source before the grant award.
The grant award is estimated to cover approximately 50% of the cost of the new command center. Staff will obtain quotes for the envisioned equipment and depending on timing, will either bring a budget amendment for Council’s consideration in the current year or will include a request for appropriations in next year’s operating budget.
The budget amendment, attached as Exhibit A to the second resolution, recognizes the revenues to be received in the current fiscal year, as well as appropriates monies for expenditure. As the funds received for the Safe and Clean Team exceed the current year adopted operating budget for that particular work unit, the excess funds will be held in the fund balance for that grant and recommended for appropriation next fiscal year.
FINANCIAL IMPACT:
Accepting these funds will significantly benefit the City's finances by alleviating the financial burden on the General Fund and other City funds while ensuring these vital initiatives move forward. Specific to each project:
▪ For the Mobile Command Center, the amendment appropriates $300,000 for the acquisition of the vehicle and necessary equipment.
▪ The capital improvement project to expand employee parking and store the command center was appropriated in the Measure K Police Fund. These grant funds will supplement the appropriated Measure K funds and offset the cost to the City. Specifically, the parking lot enhancement project will cost the City $518,700. The grant funds will cover $350,000, reducing the project cost borne by Measure K.
▪ The Safe and Clean Team personnel and operational costs were appropriated in the General Fund for a total of $223,124. The budget amendment alleviates the General Fund by appropriating the grant funds to cover the total budgeted cost of the Safe and Clean Team, with $76,876 that will be identified as fund balance and will be appropriated for the Safe and Clean Team next fiscal year. It should be noted that some specialty pieces of equipment designed to help clear debris in the river bottom were paid for with Fire Measure K; the grant funds are not being considered as an offset to this expense as the equipment’s purpose is to assist in fire prevention activities.
ALTERNATIVES:
Council may direct staff to seek additional grant funds. Alternatively, Council may direct staff to decline the monies.
ATTACHMENTS:
1. Resolution – Authorizing Acceptance for the Specified Grants Funds a. Grant agreement
2. Resolution – Budget Amendment
a. Exhibit A: Budget Appropriation line item detail
RESOLUTION NO. 24-______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA
ACCEPTING A GRANT SUBAWARD FROM THE CALIFORNIA OFFICE OF EMERGENCY SERVICES IN THE AMOUNT OF $950,000
WHEREAS, the City identified shovel ready projects to State Senator Caballero during State budget preparations; and
WHEREAS, per Assembly Bill 102, the City was awarded $950,000 through a Grant Subaward administered by CalOES; and
WHEREAS, the City must enter an agreement with CalOES to receive the grant funds; and
WHEREAS, the City Manager is authorized to execute all documents related to the receipt and reporting of the funds as the Authorized Signer; and WHEREAS, the City wishes to accept the Grant Subaward in the amount of $950,000.
NOW, THEREFORE, THE COUNCIL OF THE CITY OF MADERA hereby resolves, finds, determines, and orders as follows:
1. The above recitals are true and correct.
2. The Grant Subaward in the amount of $950,000 from CalOES is accepted and the agreement between the two entities, attached is Exhibit 1 and incorporated herein, is approved.
3. The City Manager is authorized to execute the agreement and any documents related to the receipt and reporting of the funds.
4. This resolution is effective immediately upon adoption. * * * * * * * *
Pass Through Grant Subaward – Cal OES 2-236 (Revised 6/2022) Pass Through Grant Subaward
Information and Instructions
1. GRANT SUBAWARD NUMBER: This section will be completed by Cal OES.
2. SUBRECIPIENT: The Subrecipient is the unit of government or community based organization (CBO) that will have legal responsibility for these grant funds (e.g. County of Alameda, City of Fresno or Women’s Place of Merced).
3. IMPLEMENTING AGENCY: Enter the complete name of the agency responsible for the day-to-day operation of the grant (e.g. Sheriff, Police Department, or Department of Public Works). If the Implementing Agency is the same as the Subrecipient, enter the same title again.
4. PAYMENT ADDRESS: Enter the address payment should be mailed to, including nine-digit zip code.
5. GRANT SUBAWARD PERFORMANCE PERIOD Enter beginning and ending dates of the performance period for the Grant Subaward. (mm/dd/yyyy)
6. PURPOSE: This section will be completed by Cal OES.
7. FUND ALLOCATION, AUTHORITY, AND GRANT SUBAWARD TOTAL: This section will be completed by Cal OES.
8. CERTIFICATION: This section will be completed by Cal OES.
9. CA PUBLIC RECORDS ACT REQUEST: This section will be completed by Cal OES.
10. AUTHORIZED SIGNER: Provie the name, title, and signature of the person who is vested with the authority to enter into this Grant Subaward, and has the approval of the City/County Financial Officer, City Manager, County Administrator, Governing Board Chair, or other Approving Body.
CalOES
GOVERNOR'S OFFICE
OF EMERGENCY SE RV ICES
Pass Through Grant Subaward – Cal OES 2-236 (Revised 6/2022) Pass Through Grant Subaward
1. PASS THROUGH GRANT SUBAWARD #:
The California Governor's Office of Emergency Services (Cal OES) hereby makes a Grant Subaward of funds to the following:
2. SUBRECIPIENT: ___________________________________________________________________________________________________
3. IMPLEMENTING AGENCY: _________________________________________________________________________________________
4. PAYMENT MAILING ADDRESS: _____________________________________________________________________________________ (Street) (City) (Zip+4)
5. GRANT SUBAWARD PERFORMANCE PERIOD: _______________________________________________________________________
6. PURPOSE:
7. FUND ALLOCATION, AUTHORITY, AND GRANT SUBAWARD TOTAL:
Enactment
Year
Fund
Source
Authorizing
Legislation Chapter Statutes Item Number Provision Total Award
8. CERTIFICATION: I hereby certify I am vested with the authority to enter into this Grant Subaward, and have the approval of the City/County Financial Officer, City Manager, County Administrator, Governing Board Chair, or other Approving Body. The Subrecipient certifies that all funds received pursuant to this agreement will be spent exclusively on/for activities specified in the purpose section above in the Grant Subaward. The Subrecipient agrees to administer the Grant Subaward in accordance with all applicable state and federal laws.
9. CA PUBLIC RECORD ACT REQUEST: Grant Subaward applications/awards are subject to the California Public Records Act, Government Code section 6250 et seq. Do not put any personally identifiable information or private information on this application. If you believe that any of the information you are putting on this application is exempt from the Public Records Act, please attach a statement that indicates what portions of the application and the basis for the exemption. Your statement that the information is not subject to the Public Records Act will not guarantee that the information will not be disclosed.
10. AUTHORIZED SIGNER:
Name: _______________________________________________ Title: ________________________________________________ Signature: ____________________________________________ Date: ______________________________________________ (FOR CAL OES USE ONLY)
I hereby certify upon my personal knowledge that budgeted funds are available for the Grant Subaward performance period and purposes of this expenditure stated above.
_____________________________________ ____________ _____________________________________ ____________ Cal OES Fiscal Officer Date Cal OES Director or Designee Date LI2023-024
CalOES
GOVERNOR'S OFFICE
OF EMERGENCY SE RV ICES
RESOLUTION NO. 24-______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,
CALIFORNIA, AUTHORIZING AND APPROVING AMENDMENTS TO THE CITY OF MADERA FISCAL YEAR 2023/2024 BUDGET
WHEREAS, the City Council has authorized the City Manager to accept a grant award in the amount of $950,000 from the California Office of Emergency Services; and WHEREAS, the amendments to the City of Madera Fiscal Year 2023/2024 Budget, listed in Exhibit A, attached hereto, are necessary to account for receipt of the grant funds and related expenditures.
NOW THEREFORE, THE COUNCIL OF THE CITY OF MADERA hereby resolves, finds and order as follows:
1. The above recitals are true and correct.
2. The appropriations for the items listed in Exhibit A, attached hereto and incorporated herein, are approved.
3. The City Clerk is authorized and directed to forward a copy of the resolution to the Director of Financial Services, who is authorized to take such action as necessary to implement the terms of this resolution
4. The resolution is effective immediately upon adoption. ****************
ORG OBJECT
FUND CODE CODE DESCRIPTION (+) (-)
CALOES GRANT
4781 47813010 4434 Grants - Mobile Command Center 300,000 4781 47813010 7000 Vehicles and Equipment 300,000
4781 47813011 4434 Grants - Parking Lot Improvements 350,000 4781 47813011 7030 Facilities and Improvements 350,000
4781 47813012 4434 Grants - Safe and Clean Team 223,124 4781 47813012 5000 Salaries/Full Time 94,292
4781 47813012 5005 Salaries/Part Time -
4781 47813012 5110 Salaries/Uniform Pay 750
4781 47813012 5300 Public Employee Retirement 11,245
4781 47813012 5302 Long Term Disability 591
4781 47813012 5303 Life Insurance 129
4781 47813012 5304 Worker's Compensation 8,714
4781 47813012 5305 Medicare Tax 1,312
4781 47813012 5308 Deferred Comp/Full Time 4,289
4781 47813012 5309 Unemployment Insurance 378
4781 47813012 5310 Section 125 Benefits 26,424
4781 47813012 6532 Maintenance/Other Supplies 75,000
TOTALS 873,124 873,124
GENERAL FUND
1020 10200000 4900 Budgetary Carryover 223,124
1020 10203020 5000 Salaries/Full Time 94,292
1020 10203020 5005 Salaries/Part Time -
1020 10203020 5110 Salaries/Uniform Pay 750
1020 10203020 5300 Public Employee Retirement 11,245
1020 10203020 5302 Long Term Disability 591
1020 10203020 5303 Life Insurance 129
1020 10203020 5304 Worker's Compensation 8,714
1020 10203020 5305 Medicare Tax 1,312
1020 10203020 5308 Deferred Comp/Full Time 4,289
1020 10203020 5309 Unemployment Insurance 378
1020 10203020 5310 Section 125 Benefits 26,424
1020 10203020 6532 Maintenance/Other Supplies 75,000
TOTALS 223,124 223,124
EXHIBIT A
CITY OF MADERA FISCAL YEAR 2023/24 BUDGET APPROPRIATION
FOR A GRANT SUBAWARD FROM THE CALIFORNIA OFFICE OF EMERGENCY SERVICES