City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: SEPTEMBER 22, 2026 FROM: FIRE DEPARTMENT WARDS: ALL SUBJECT: HAWARDEN FIRE – FEMA FIRE MANAGEMENT ASSISTANCE GRANT PROJECT RECONCILIATION AND SUPPLEMENTAL APPROPRIATION ISSUE:
Accept the Federal Emergency Management Agency Fire Management Assistance Grant for the Hawarden Fire; reconcile the Hawarden Fire project to the final FEMA-approved project costs; establish separate accounting for FEMA-eligible expenditures, the required City cost share, and costs outside the FEMA-approved incident period; and authorize the necessary supplemental appropriations and accounting adjustments.
RECOMMENDATIONS:
That the City Council:
Accept the Federal Emergency Management Agency (FEMA) Fire Management Assistance Grant (FMAG), Project Worksheet 5515-FM-CA, PA ID No. 065-61175, for the Hawarden Fire in the amount of $522,241.55 in eligible project costs, with federal reimbursement of up to 75% of eligible costs; With at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record an increase in revenues and appropriate expenditures in the amount of $284,626.23 in the Grants and Restricted Programs Fund, Hawarden Fire Project revenue and expenditure accounts for FEMA reimbursable fire related costs not previously appropriated; With at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record a supplemental appropriation in the General Fund in the amount of $135,424.01 in the Hawarden Fire Project expenditure account, for non-reimbursable fire related costs not previously appropriated; and Authorize the City Manager, or designee, to execute all grant documents, reimbursement requests, agreements, certifications, and other documents necessary to administer and close the Hawarden Fire FMAG project, including the ability to make minor and non-substantive changes.
BACKGROUND:
The City requested and received assistance from multiple agencies, including the Orange County Fire Authority (OCFA), Riverside County Fire Department (RCFD), and fire agencies coordinated through the California Governor's Office of Emergency Services (Cal OES) Mutual Aid Reimbursement System (MARS).
On January 28, 2025, the City Council authorized a total appropriation of $79,471.66 for Hawarden Fire response costs, consisting of $20,523.53 in the Grants and Restricted Programs Fund and $58,948.13 from the General Fund.
On August 19, 2025, the City Council authorized an additional $115,374.81 associated with assistance provided by RCFD, consisting of $86,531.40 in the Grants and Restricted Programs Fund and $28,843.81 from the General Fund.
Collectively, the two prior Council actions established $194,846.87 in Hawarden Fire project authority as mutual aid costs and invoices became known.
Following these actions, FEMA completed its review of the City's Hawarden Fire FMAG claim and issued Project Worksheet 5515-FM-CA, PA ID No. 065-61175, establishing final eligible project costs of $522,241.55 for emergency protective measures performed during the FEMA-approved incident period of July 21 through July 22, 2024.
DISCUSSION:
FEMA Project Worksheet 5515-FM-CA, PA ID No. 065-61175 established $522,241.55 in eligible Hawarden Fire costs consisting of force account overtime, City equipment, materials, and contracted and mutual aid resources. The contract component includes resources provided by OCFA, RCFD, and additional mutual aid resources coordinated through Cal OES MARS.
Under the FMAG program, FEMA reimbursement is 75% of eligible project costs, resulting in an estimated federal reimbursement of $391,681.16. The City's required 25% cost share is approximately $130,560.39.
As part of the final reconciliation of the Hawarden Fire project, Fire Department staff conducted a comprehensive review of incident expenditures, mutual aid obligations, FEMA-approved costs, and prior Council appropriations. The reconciliation also identified $92,655.16 in Hawarden Fire response costs incurred outside FEMA's approved incident period with final costs provided by CalOES. These expenditures remain valid Hawarden Fire obligations but are not included in the FEMA-approved project and therefore are the responsibility of the City.
The complete project reconciliation is summarized below:
Hawarden Project Component
Total Cost
FEMA Share
City Share
FMAG Eligible Costs
$522,241.55
$391,681.16
$130,560.39
Outside Incident / Non-FMAG Costs
$92,655.16
$0.00
$92,655.16
TOTAL HAWARDEN PROJECT
$614,896.71
$391,681.16
$223,215.55
FISCAL IMPACT:
The total fiscal impact of the remaining costs not previously appropriated for the Hawarden fire costs consists of FEMA reimbursable costs of $284,626.23 and the City’s non-reimbursable costs of $135,424.01.
The total Hawarden Fire project is $614,896.71, of which $522,241.55 represents FEMA-eligible expenditures and $92,655.16 represents costs outside the FEMA-approved incident period. FEMA reimbursement is estimated at $391,681.16, representing 75% of eligible project costs. The City's total estimated responsibility is $223,215.55, consisting of the required 25% FMAG cost share of $130,560.39 and $92,655.16 in costs outside the FEMA-approved incident period.
Upon Council approval an increase in revenue and a supplemental appropriation for the FEMA reimbursable costs of $284,626.23 and a supplemental appropriation from the General Fund in the amount of $135,424.01 will be recorded as indicated in Table 1 below.
Table 1. Supplemental Appropriations
Fund
Project
Account
Amount
Grants & Restricted Programs
Hawarden Fire
Revenue
9181500-331100
$284,626.23
Expenditures
9181500-4xxxxx
$284,626.23
General Fund
9181510-426800
$135,424.01
Total Expenditures
$420,050.24
Prepared by: Mike Avila, Administrative Services Manager Approved by: Steve McKinster, Fire Chief
Certified as to
availability of funds: Julie Nemes, Finance Director
Approved by: Edward Enriquez, Assistant City Manager
Approved as to form: James Johnson, City Attorney
Hawarden Fire ● Page 2