Sierra Madre City Council
May 27, 2025

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Examples of such general-purpose equipment may include:

Law enforcement vehicles;
Emergency medical services (EMS) equipment and vehicles; Fire service equipment and vehicles, to include hose, pump accessories, and foam concentrate for specialized CBRNE response;
Interoperability of data systems, such as computer aided dispatch (CAD) and record management systems (RMS); and
Office equipment for staff4 engaged in homeland security program activity.

Controlled Equipment For decades, the federal government has provided equipment to state, local, and tribal law enforcement agencies (LEAs) through federal grants. Some federal grant programs have assisted LEAs as they carry out their critical missions to keep the American people safe. The equipment acquired by LEAs through these programs includes administrative equipment, such as office furniture and computers. Some federal grant programs also may include military and military-styled equipment, firearms, and tactical vehicles provided by the federal government, including property covered under 22 C.F.R. Part 121 and 15 C.F.R. Part 774 (collectively, "controlled equipment").

However, not all equipment that is considered controlled equipment is allowable under the HSGP. As discussed below, certain equipment is “prohibited” and is not allowable under HSGP. For some controlled equipment that is allowable under the HSGP, additional documentation, justifications, reviews, and approvals are required, including but not limited to proof of policies and procedures to safeguard individuals’ privacy, civil rights, and civil liberties.

DHS/FEMA will continue to collaborate with federal agency partners to ensure that there is a consistent and reasonable approach to the restrictions placed on controlled equipment expenditures while continuing to support these investments when there is a justifiable need. Further, DHS/FEMA will continue to maintain an awareness of the evolving policy developments related to controlled equipment expenditures and keep grant recipients up to date on future developments.

Grant funds under this program may not be used for the purchase of equipment not approved by DHS/FEMA. The purchase of tracked armored vehicles, camouflage uniforms, weapons and weapons accessories, including ammunition, is not allowed with HSGP funds. Grant funds under this program must also comply with IB 426 and may not be used for the purchase of the following equipment: 1) firearms; 2) ammunition; 3) grenade launchers; 4) bayonets; or 5) weaponized

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aircraft, vessels, or vehicles of any kind with weapons installed.

IV. Training
Training costs are allowed under this program. Please see the Preparedness Grants Manual for more information.

V. Exercises
Exercise costs are allowed under this program. Please see the Preparedness Grants Manual for more information.

VI. Personnel
Personnel hiring, overtime, and backfill expenses are permitted under this grant to perform allowable HSGP planning, organization, training, exercise, and equipment activities. Under OPSG, overtime costs are allowable only in so far as they meet the intent of the program. All recipients and subrecipients of HSGP funds, including SHSP, UASI, and OPSG allocations, may not use more than 50 percent of their awards to pay for personnel activities unless a waiver is approved by FEMA. For more information on the 50 percent personnel cap, please see FEMA IB 421b, Clarification on the Personnel Reimbursement for Intelligence Cooperation and Enhancement of Homeland Security Act of 2008 (Public Law 110-412) – the PRICE Act. Please see the Preparedness Grants Manual for more information.

VII. Operational Overtime
Operational overtime costs are allowed under this program. Prior to use of funds for operational overtime, recipients must receive approval from DHS/FEMA.

Operational overtime costs are also subject to the 50 percent personnel cap.

Please see the Preparedness Grants Manual for more information.

VIII. Travel
Domestic travel costs are allowed under this program, as provided for in this NOFO and in the Preparedness Grants Manual. International travel is not an allowable cost under this program unless approved in advance by DHS/FEMA.

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IX. Construction and Renovation
Construction and renovation costs to achieve capability targets related to preventing, preparing for, protecting against, or responding to acts of terrorism are allowed under this program. For construction and renovation costs to be allowed, they must be specifically approved by DHS/FEMA in writing prior to the use of any program funds. Applicants must use the Environmental Planning and Historical Preservation (EHP) approval process. Limits on the total amount of grant funding that may be used for construction or renovation may apply. Additionally, recipients are required to submit SF-424C and SF-424D. Please see the Preparedness Grants Manual for more information.

X. Maintenance and Sustainment
Maintenance- and sustainment-related costs, such as maintenance contracts, warranties, repair or replacement costs, upgrades, and user fees, are allowable.

Please see the Preparedness Grants Manual for more information.

XI. Critical Emergency Supplies
Critical emergency supplies are allowed under this program. Please see the Preparedness Grants Manual for more information.

XII. Secure Identification
Secure Identification costs are allowed under this program. Please see the Preparedness Grants Manual for more information.

Allowable Cost Matrix
The following matrix provides allowable cost activities that fall under each of the cost categories noted above. Recipients and subrecipients must follow all applicable requirements in 2 C.F.R. Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

HSGP funds may be used to cover the costs for evaluating the impact of these grants on the state or urban area’s core capabilities and capability gaps. This list is not exhaustive, therefore, if there are any questions regarding allowable costs,

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please contact the appropriate HQ FEMA Preparedness Officer. For additional information on allowable costs, see the Preparedness Grants Manual.

TABLE
[1] Except for American Samoa and the Commonwealth of the Northern Mariana Islands, which are not required to belong to EMAC at this time. [2] This applies to all homeland security personnel and is not limited to M&A staff, and costs are to be captured outside the cap on M&A costs E. Application Review Information

1. Application Evaluation Criteria
a. Programmatic Criteria
I. Risk Methodology
The risk methodology determines the relative risk of terrorism faced by a given area considering the potential risk of terrorism to people, critical infrastructure, and economic security. The analysis includes, but is not limited to, threats from violent domestic extremists, international terrorist groups, and individuals inspired by terrorists abroad. See the Preparedness Grants Manual for additional information on the risk methodology.

NOTE: The THIRA/SPR process is separate from the risk methodology and its results do not affect grant allocations.

The Risk Methodology is used to inform allocations under HSGP. For more information on the SHSP, UASI, and OPSG allocation processes, please see Section B.1 of this NOFO, “Available Funding for the NOFO.” II. Application Evaluation Criteria
FEMA will evaluate the FY 2022 HSGP applications for completeness, adherence to programmatic guidelines, and anticipated effectiveness of the proposed investments. FEMA’s review will include verification that each IJ and project:

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Aligns with at least one core capability identified in the Goal; Demonstrates how investments support closing capability gaps or sustaining capabilities identified in the THIRA/SPR process; and
Supports a NIMS-typed resource and whether those assets are deployable/shareable to support emergency or disaster operations per existing EMAC agreements.

In addition to the above, FEMA will evaluate whether proposed projects are: 1) both feasible and effective at reducing the risks for which the project was designed; and 2) able to be fully completed within the three-year period of performance. FEMA will use the information provided in the application and after the submission of the first BSIR to determine the feasibility and effectiveness of a grant project. To that end, IJs should include:

An explanation of how the proposed project(s) will achieve objectives as identified in the SPR, including expected long-term impact where applicable, and which core capability gap(s) it helps to close and how; A summary of the status of planning and design efforts accomplished to date (e.g., included in a capital improvement plan); and
A project schedule with clear milestones.

Recipients are expected to conform, as applicable, with accepted engineering practices, established codes, standards, modeling techniques, and best practices, and participate in the development of case studies demonstrating the effective use of grant funds, as requested.

FEMA will also review any submitted National Priority Area-aligned IJs and projects to ensure they meet the minimum spend requirements. Additional information on how the National Priority Area IJs and projects will be reviewed for effectiveness is included in the Review and Selection Process section below. b. Financial Integrity Criteria
Prior to making a federal award, FEMA is required by 31 U.S.C. § 3354, as enacted by the Payment Integrity Information Act of 2019, Pub. L. No. 116-117 (2020); 41 U.S.C. § 2313; and 2 C.F.R. § 200.206 to review information available through any Office of Management and Budget (OMB)-designated repositories of governmentwide eligibility qualification or financial integrity information, including

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whether the applicant is suspended or debarred.

FEMA may also pose additional questions to the applicant to aid in conducting the pre-award risk review. Therefore, application evaluation criteria may include the following risk-based considerations of the applicant:

1. Financial stability.

2. Quality of management systems and ability to meet management standards.

3. History of performance in managing federal award.

4. Reports and findings from audits.

5. Ability to effectively implement statutory, regulatory, or other requirements. c. Supplemental Financial Integrity Criteria and Review Prior to making a federal award where the anticipated total federal share will be greater than the simplified acquisition threshold, currently $250,000:

1. FEMA is required to review and consider any information about the applicant, including information on the applicant’s immediate and highestlevel owner, subsidiaries, and predecessors, if applicable, that is in the designated integrity and performance system accessible through the System for Award Management (SAM), which is currently the Federal Awardee Performance and Integrity Information System (FAPIIS).

2. An applicant, at its option, may review information in FAPIIS and comment on any information about itself that a federal awarding agency previously entered.

3. FEMA will consider any comments by the applicant, in addition to the other information in FAPIIS, in making a judgment about the applicant’s integrity, business ethics, and record of performance under federal awards when completing the review of risk posed by applicants as described in 2 C.F.R. § 200.206.

2. Review and Selection Process
I. SHSP and UASI
All proposed investments will undergo a federal review by DHS/FEMA to verify compliance with all administrative and eligibility criteria identified in the NOFO.

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The federal review will be conducted by FEMA HQ Preparedness Officers. FEMA HQ Preparedness Officers will use a checklist to verify compliance with all administrative and eligibility criteria identified in the NOFO. Recipients must be able to demonstrate how investments support closing capability gaps or sustaining capabilities identified in the THIRA/SPR process. IJs will be reviewed at both the investment and project level.

Emergency communications investments will be jointly reviewed by FEMA and the DHS Emergency Communications Division (ECD) to verify compliance with SAFECOM guidance. FEMA and ECD will coordinate directly with the recipient on any compliance concerns and will provide technical assistance as necessary to help ensure full compliance.

Additional Effectiveness Evaluation Criteria for the National Priority Areas FEMA will evaluate the FY 2022 HSGP IJs and projects submitted in support of the National Priority Areas for anticipated effectiveness. FEMA’s review will include verification that each IJ or project meets the National Priority Area required spend percentages.

Cybersecurity investments will be reviewed by DHS/FEMA, CISA, and other DHS components as appropriate, for compliance with purposes and requirements of the priority investment area. Proposed investments will be reviewed for effectiveness using the criteria set forth in this NOFO.

Soft Targets/Crowded Places investments will be reviewed by DHS/FEMA, CISA, and other DHS components as appropriate, for compliance with purposes and requirements of the priority investment area. Proposed investments will be reviewed for effectiveness using the criteria set forth in this NOFO.

Information Sharing and Cooperation Investments will be reviewed by DHS/FEMA, DHS Office of Intelligence and Analysis, and other DHS components as appropriate, for compliance with purposes and requirements of the priority investment area. Proposed investments will be reviewed for effectiveness using the criteria set forth in this NOFO.

For additional information on Fusion Center requirements, please see the Preparedness Grants Manual.

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Domestic violent extremism investments will be reviewed by DHS/FEMA, DHS Office of Intelligence and Analysis, DHS Center for Prevention Programs and Partnerships, and other DHS components as appropriate, for compliance with purposes and requirements of the priority investment area. Proposed investments will be reviewed for effectiveness using the scoring criteria set forth in this NOFO.

Community preparedness and resilience investments will be reviewed by DHS/FEMA and other DHS components as appropriate, for compliance with purposes and requirements of the priority investment area. Proposed investments will be reviewed for effectiveness using the scoring criteria set forth in this NOFO.

Election security investments will be reviewed by DHS/FEMA, CISA, and other DHS components as appropriate, for compliance with purposes and requirements of the priority investment area. Proposed investments will be reviewed for effectiveness using the scoring criteria set forth in this NOFO.

FEMA will determine whether the proposed approach is clear, logical, and reasonable to address the priority areas of interest and contribute to a culture of national preparedness. This includes factors such as the objectives and strategies proposed to address the priority area, how the objectives and strategies overcome legal, political, or practical obstacles to reduce overall risk, the process and criteria to select additional relevant projects, and the approach to monitor awards to satisfy the funding percentage allocations.

For applicants that elect to submit IJs and project-level details for the National Priority Areas at the time of application, effectiveness will be evaluated prior to award. If the projects are found to not sufficiently align with the National Priority Area(s), applicants may have funds placed on hold (up to 30 percent) until the projects are revised to satisfactorily address the National Priority Areas.

For applicants that elect to submit IJs and project-level details for the National Priority Areas as part of the December 2022 BSIR, they will have funds placed on hold in the amount of 30 percent. The hold will be released only after their December 2022 BSIR submission has been reviewed, and projects related to the National Priority Areas deemed in alignment by DHS/FEMA.

SAAs are still required to meet pass-through requirements even if funds are on hold related to the National Priority Areas.

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To that end, IJs should include:

How the proposed investment addresses the National Priority Area; An explanation of how the proposed projects were selected and will achieve objectives and strategies to build or sustain the core capability gaps identified in the SPR, including expected long-term impact where applicable; A summary of the collaboration efforts to prevent, prepare for, protect against, and respond to acts of terrorism as well as anticipated outcomes of the project.

For FY 2022 SHSP and UASI investments and projects related to the National Priority Areas, effectiveness will be evaluated based on the following five factors:

Investment Strategy (40%): Proposals will be evaluated based on the quality and extent to which applicants describe an effective strategy that demonstrates that proposed projects support the program objective of preventing, preparing for, protecting against, and responding to acts of terrorism, to meet its target capabilities, and otherwise reduce the overall risk to the high-risk urban area, the state, or the Nation.

Budget (20%): Proposals will be evaluated based on the extent to which applicants describe a budget plan for each investment demonstrating how the applicant will maximize cost effectiveness of grant expenditures.

Impact/Outcomes (40%): Proposals will be evaluated on how this investment helps the jurisdiction close capability gaps identified in its SPR and addresses the relevant National Priority Area outlined in this NOFO. Further, proposals will be evaluated on their identification and estimated improvement of core capability(ies), the associated standardized target(s) that align with their proposed investment, and the ways in which the applicant will measure and/or evaluate improvement.

Past Performance (additional consideration): Proposals will be evaluated based on the applicants demonstrated capability to execute the proposed investments. In evaluating applicants under this factor FEMA will consider the information provided by the applicant and may also consider relevant information from other sources.

II. OPSG

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Applications will be reviewed by the SAA and USBP Sector Headquarters for completeness and adherence to programmatic guidelines and evaluated for anticipated feasibility, need, and impact of the Operations Orders. For more information on Operations Orders and other requirements of OPSG, see the Preparedness Grants Manual.

DHS/FEMA will verify compliance with all administrative and eligibility criteria identified in the NOFO and required submission of Operations Orders and Inventory of Operations Orders by the established due dates. DHS/FEMA and USBP will use the results of both the risk analysis and the federal review by DHS/FEMA to make recommendations for funding to the Secretary of Homeland Security.

FY 2022 OPSG funds will be allocated among the eligible jurisdictions based on risk-based prioritization using the OPSG Risk Assessment described above. Final funding allocations are determined by the Secretary of Homeland Security, who may consider information and input from various law enforcement offices or subject-matter experts within the Department. Factors considered include, but are not limited to threat, vulnerability, miles of the border, and other border-specific law enforcement intelligence, as well as the feasibility of FY 2022 Operations Orders to designated localities within border states and territories.

F. Federal Award Administration Information

1. Notice of Award
Before accepting the award, the AOR and recipient should carefully read the award package. The award package includes instructions on administering the grant award and the terms and conditions associated with responsibilities under federal awards. Recipients must accept all conditions in this NOFO and the Preparedness Grants Manual as well as any specific terms and conditions in the Notice of Award to receive an award under this program.

See the Preparedness Grants Manual for information on Notice of Award.

2. Pass-Through Requirements

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Awards made to the SAA for HSGP carry additional statutorily mandated passthrough requirements. Pass-through is defined as an obligation on the part of the SAA to make funds available to local units of government, combinations of local units, tribal governments, or other specific groups or organizations. These entities are defined at 6 U.S.C. § 101(13) as:

A county, municipality, city, town, township, local public authority, school district, special district, intrastate district, council of governments (regardless of whether the council of governments is incorporated as a nonprofit corporation under State law), regional or interstate government entity, or agency or instrumentality of a local government.

An Indian tribe or authorized tribal organization, or in Alaska a Native village or Alaska Regional Native Corporation.

A rural community, unincorporated town or village, or other public entity.

Four criteria must be met to pass-through grant funds:

The SAA must make a firm written commitment to passing through grant funds to subrecipients;
The SAA’s commitment must be unconditional (i.e., no contingencies for the availability of SAA funds);
There must be documentary evidence (i.e., award document, terms, and conditions) of the commitment; and
The award terms must be communicated to the subrecipient.

Timing and Amount
The SAA must pass-through at least 80 percent of the funds awarded under SHSP and UASI to the above-defined local or tribal units of government within 45 calendar days of receipt of the funds. “Receipt of the funds” occurs either when the SAA accepts the award or 15 calendar days after the SAA receives notice of the award, whichever is earlier.

SAAs are sent notification of HSGP awards via the GPD’s ND Grants system. If an SAA accepts its award within 15 calendar days of receiving notice of the award in the ND Grants system, the 45 calendar days pass-through period will start on the date the SAA accepted the award. Should an SAA not accept the HSGP award within 15 calendar days of receiving notice of the award in the ND Grants

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system, the 45 calendar days pass-through period will begin 15 calendar days after the award notification is sent to the SAA via the ND Grants system.

It is important to note that the period of performance start date does not directly affect the start of the 45 calendar days pass-through period. For example, an SAA may receive notice of the HSGP award on August 25, 2022, while the period of performance dates for that award are September 1, 2022, through August 31, 2025. In this example, the 45-day pass-through period will begin on the date the SAA accepts the HSGP award or September 9, 2022 (15 calendar days after the SAA was notified of the award), whichever date occurs first. The period of performance start date of September 1, 2022, would not affect the timing of meeting the 45-calendar day pass-through requirement.

Other SHSP and UASI Pass-Through Requirements
The signatory authority of the SAA must certify in writing to DHS/FEMA that passthrough requirements have been met. A letter of intent (or equivalent) to distribute funds is not considered sufficient. A letter of intent is not a firm commitment and if issued before FEMA makes the award, then a letter of intent is also not unconditional since it is inherently conditioned on receipt of funds.

The pass-through requirement does not apply to SHSP awards made to the District of Columbia, Guam, American Samoa, the U.S. Virgin Islands, or the Commonwealth of the Northern Mariana Islands. The Commonwealth of Puerto Rico is required to comply with the pass-through requirement, and its SAA must also obligate at least 80 percent of the funds to local units of government within 45 calendar days of receipt of the funds.

Under SHSP, the SAA may retain more than 20 percent of funding for expenditures made by the state on behalf of the local unit(s) of government, such as expenditures by the state in order to pass through goods or services to local unit(s) of government in lieu of cash. This may occur only with the written consent, such as a Memorandum of Understanding, between the SAA and the local unit(s) of government. Separate written consent is necessary for each local unit of government in which more than 20 percent of funding is retained on their behalf by the state. The written consent must specify the amount of funds to be retained and the intended use of funds, including whether any goods or services will be passed through in lieu of cash. It must also be signed by authorized representatives of

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both the state and the local unit of government.

States shall review their written consent agreements yearly and ensure that they are still valid. If a written consent agreement is already in place from previous fiscal years, DHS/FEMA will continue to recognize it for FY 2022, unless the written consent review indicates the local government is no longer in agreement. If modifications to the existing agreement are necessary, the SAA should contact their assigned FEMA HQ Preparedness Officer.

However, even if a written consent agreement is in place from previous fiscal years, the SAA must still initially carry out the pass-through documentation for its FY 2022 award and comply with the four pass-through criteria described above before the written consent agreement can take effect for purposes of the FY 2022 funding.

Additional OPSG Requirements
The recipient is prohibited from obligating or expending funds provided through this award until each unique and specific county-level or equivalent Operational Order/Fragmentary Operations Order budget has been reviewed and approved through an official electronic mail notice issued by DHS/FEMA removing this special programmatic condition.

3. Administrative and National Policy Requirements
In addition to the requirements in this section and elsewhere in this NOFO, FEMA may place specific terms and conditions on individual awards in accordance with 2 C.F.R. Part 200.

In addition to the information regarding DHS Standard Terms and Conditions and Ensuring the Protection of Civil Rights, see the Preparedness Grants Manual for additional information on administrative and national policy requirements, including the following:

Environmental Planning and Historic Preservation (EHP) Compliance FirstNet
National Incident Management System (NIMS) Implementation SAFECOM Guidance on Emergency Communications Grants

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a. DHS Standard Terms and Conditions
All successful applicants for DHS grant and cooperative agreements are required to comply with DHS Standard Terms and Conditions, which are available online at: DHS Standard Terms and Conditions.

The applicable DHS Standard Terms and Conditions will be those in effect at the time the award was made. What terms and conditions will apply for the award will be clearly stated in the award package at the time of award. b. Ensuring the Protection of Civil Rights
As the Nation works towards achieving the National Preparedness Goal, it is important to continue to protect the civil rights of individuals. Recipients and subrecipients must carry out their programs and activities, including those related to the building, sustainment, and delivery of core capabilities, in a manner that respects and ensures the protection of civil rights for protected populations.

Federal civil rights statutes, such as Section 504 of the Rehabilitation Act of 1973 and Title VI of the Civil Rights Act of 1964, along with DHS and FEMA regulations, prohibit discrimination on the basis of race, color, national origin, sex, religion, age, disability, limited English proficiency, or economic status in connection with programs and activities receiving federal financial assistance from FEMA.

Recipients must complete the DHS Civil Rights Evaluation Tool within 30 days of receipt of the Notice of Award. Information about this requirement and a fuller list of the civil rights provisions that apply to recipients can be found in the DHS Standard Terms and Conditions of Award. Additional information on civil rights provisions is available at https://www.dhs.gov/civil-rights-resources-recipients-dhsfinancial-assistance and https://www.fema.gov/about/offices/equal-rights/civilrights.

Monitoring and oversight requirements in connection with recipient compliance with federal civil rights laws are also authorized pursuant to 44 C.F.R. Part 7.

In accordance with civil rights laws and regulations, recipients and subrecipients must ensure the consistent and systematic fair, just, and impartial treatment of all individuals, including individuals who belong to underserved communities that

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have been denied such treatment.
c. Environmental Planning and Historic Preservation (EHP) Compliance As a federal agency, FEMA is required to consider the effects of its actions on the environment and historic properties to ensure that all activities and programs funded by FEMA, including grant-funded projects, comply with federal EHP laws, Executive Orders, regulations, and policies, as applicable.

FEMA grant funding for new construction or substantial improvement must comply with Executive Order (EO) 14030, Climate-Related Financial Risk and applicable FEMA implementing policies in place at the time of disbursement, including FEMA Policy #-206-21-0003, Partial Implementation of the Federal Flood Risk Management Standard for Hazard Mitigation Assistance Programs (Interim) (fema.gov) or superseding policies.

Recipients and subrecipients proposing projects that have the potential to impact the environment, including, but not limited to, the construction of communication towers, modification or renovation of existing buildings, structures, and facilities, or new construction including replacement of facilities, must participate in the FEMA EHP review process. The EHP review process involves the submission of a detailed project description along with any supporting documentation requested by FEMA in order to determine whether the proposed project has the potential to impact environmental resources or historic properties.

In some cases, FEMA is also required to consult with other regulatory agencies and the public in order to complete the review process. Federal law requires EHP review to be completed before federal funds are released to carry out proposed projects. FEMA may not be able to fund projects that are not incompliance with applicable EHP laws, Executive Orders, regulations, and policies.

DHS and FEMA EHP policy is found in directives and instructions available on the FEMA.gov EHP page, the FEMA website page that includes documents regarding EHP responsibilities and program requirements, including implementation of the National Environmental Policy Act and other EHP regulations and Executive Orders.

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The GPD EHP screening form is located at https://www.fema.gov/medialibrary/assets/documents/90195. Additionally, all recipients under this funding opportunity are required to comply with the FEMA GPD EHP Policy Guidance, FEMA Policy #108-023-1, available at https://www.fema.gov/medialibrary/assets/documents/85376. d. National Incident Management System (NIMS) Implementation If an entity uses HSGP funding to support emergency communications investments, the following requirements shall apply to all such grant-funded communications investments in support of the emergency communications priorities and recognized best practices:

The signatory authority for the SAA must certify in writing to DHS/FEMA their compliance with the SAFECOM Guidance on Emergency Communications Grants. The certification letter should be coordinated with the SWIC for each state and must be uploaded to ND Grants at the time of the first Program Performance Report submission.

All states and territories must designate a full-time SWIC who has the authority and resources to actively improve interoperability with emergency management and response agencies across all levels of government, to include establishing statewide plans, policies, and procedures, and coordinating decisions on communications investments funded through federal grants. Note that the designated full-time SWIC may also be the state’s or territory’s cybersecurity point of contact. SWIC status information will be maintained by CISA and will be verified by FEMA GPD through programmatic monitoring activities.

By the period of performance end date, all states and territories must update the SCIP, with a focus on communications resilience/continuity, to include assessment and mitigation of all potential risks identified in the SCIP: natural disasters, accidental damage (human failures), intentional damage (sabotage, terrorism), cybersecurity, etc. Following the initial update, the SCIP should be updated on an annual basis. SCIP status information will be maintained by CISA and will be verified by FEMA GPD through programmatic monitoring activities.

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All states and territories must test their emergency communications capabilities and procedures (as outlined in their operational communications plans) in conjunction with regularly planned exercises (separate/addition emergency communications exercises are not required). Exercises should be used to both demonstrate and validate skills learned in training and to identify gaps in capabilities. Resilience and continuity of communications should be tested during training and exercises to the greatest extent possible. Further, exercises should include participants from multiple jurisdictions, disciplines, and levels of government and include emergency management, emergency medical services, law enforcement, interoperability coordinators, public health officials, hospital officials, officials from colleges and universities, and other disciplines and private sector entities, as appropriate. Findings from exercises should be used to update programs to address gaps in emergency communications as well as emerging technologies, policies, and partners. Recipients are encouraged to increase awareness and availability of emergency communications exercise opportunities across all levels of government.

States, territories, and other eligible grant recipients are advised that HSGP funding may be used to support communications planning (including the cost of hiring a SWIC, participation in governance bodies and requirements delineated above), training, exercises, and equipment costs. Costs for transitioning to the FirstNet network may also be eligible. More information regarding FirstNet can be found in the Preparedness Grants Manual.

4. Reporting
Recipients are required to submit various financial and programmatic reports as a condition of award acceptance. Future awards and funds drawdown may be withheld if these reports are delinquent.

See the Preparedness Grants Manual for information on reporting requirements.

5. Monitoring and Oversight
Per 2 C.F.R. § 200.337, FEMA, through its authorized representatives, has the right, at all reasonable times, to make site visits or conduct desk reviews to review project accomplishments and management control systems to review award progress and to provide any required technical assistance. During site visits or

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desk reviews, FEMA will review recipients’ files related to the award. As part of any monitoring and program evaluation activities, recipients must permit FEMA, upon reasonable notice, to review grant-related records and to interview the organization’s staff and contractors regarding the program.

Recipients must respond in a timely and accurate manner to FEMA requests for information relating to the award.

See the Preparedness Grants Manual for information on monitoring and oversight.

G. DHS Awarding Agency Contact Information

1. Contact and Resource Information
a. Program Office Contact
FEMA has assigned state-specific Preparedness Officers for the HSGP. If you do not know your Preparedness Officer, please contact the Centralized Scheduling and Information Desk (CSID) by phone at (800) 368-6498 or by email at [email protected], Monday through Friday, 9:00 AM – 5:00 PM ET. b. Centralized Scheduling and Information Desk (CSID)
CSID is a non-emergency comprehensive management and information resource developed by FEMA for grants stakeholders. CSID provides general information on all FEMA grant programs and maintains a comprehensive database containing key personnel contact information at the federal, state, and local levels. When necessary, recipients will be directed to a federal point of contact who can answer specific programmatic questions or concerns.

CSID can be reached by phone at (800) 368-6498 or by e-mail at [email protected], Monday through Friday, 9:00 AM – 5:00 PM ET. c. Grant Programs Directorate (GPD) Award Administration Division

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GPD’s Award Administration Division (AAD) provides support regarding financial matters and budgetary technical assistance. Additional guidance and information can be obtained by contacting the AAD’s Help Desk via e-mail at ASK[email protected]. d. Equal Rights
The FEMA Office of Equal Rights (OER), in coordination with the DHS Office for Civil Rights and Civil Liberties, is responsible for compliance with and enforcement of federal civil rights obligations in connection with programs and services conducted by FEMA and recipients of FEMA financial assistance. All inquiries and communications about federal civil rights compliance for FEMA grants under this NOFO should be sent to [email protected]. e. Environmental Planning and Historic Preservation
GPD’s EHP Team provides guidance and information about the EHP review process to recipients and subrecipients. All inquiries and communications about projects under this NOFO or the EHP review process, including the submittal of EHP review materials, should be sent to [email protected].

2. Systems Information
a. Grants.gov
For technical assistance with Grants.gov, call the customer support hotline 24 hours per day, 7 days per week (except federal holidays) at (800) 518-4726 or email at [email protected]. b. Non-Disaster (ND) Grants
For technical assistance with the ND Grants system, please contact the ND Grants Helpdesk at [email protected] or (800) 865-4076, Monday through Friday, 9:00 AM – 6:00 PM ET. User resources are available at https://www.fema.gov/grants/guidance-tools/non- disaster-grants-managementsystem

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c. Payment and Reporting System (PARS)
FEMA uses the Payment and Reporting System (PARS) for financial reporting, invoicing, and tracking payments. FEMA uses the Direct Deposit/Electronic Funds Transfer (DD/EFT) method of payment to recipients. To enroll in the DD/EFT, recipients must complete a Standard Form 1199A, Direct Deposit Form. If you have questions about the online system, please call the Customer Service Center at (866) 927-5646 or email [email protected].

H. Additional Information
GPD has developed the Preparedness Grants Manual to guide applicants and recipients of grant funding on how to manage their grants and other resources.

Recipients seeking guidance on policies and procedures for managing preparedness grants should reference the Preparedness Grants Manual for further information. Examples of information contained in the Preparedness Grants Manual include:

Actions to Address Noncompliance
Audits
Case Studies and Use of Grant-Funded Resources During Real-World Incident Operations
Community Lifelines
Conflicts of Interest in the Administration of Federal Awards and Subawards Disability Integration
National Incident Management System
Payment Information
Period of Performance Extensions
Procurement Integrity
Record Retention
Whole Community Preparedness
Other Post-Award Requirements

1. Termination Provisions
FEMA may terminate a federal award in whole or in part for one of the following reasons. FEMA and the recipient must still comply with closeout requirements at 2

EXHIBIT F
C.F.R. §§ 200.344-200.345 even if an award is terminated in whole or in part. To the extent that subawards are permitted under this NOFO, pass-through entities should refer to 2 C.F.R. §200.340 for additional information on termination regarding subawards.
a. Noncompliance
If a recipient fails to comply with the terms and conditions of a federal award, FEMA may terminate the award in whole or in part. If the noncompliance can be corrected, FEMA may first attempt to direct the recipient to correct the noncompliance. This may take the form of a Compliance Notification. If the noncompliance cannot be corrected or the recipient is non- responsive, FEMA may proceed with a Remedy Notification, which could impose a remedy for noncompliance per 2 C.F.R. § 200.339, including termination. Any action to terminate based on noncompliance will follow the requirements of 2 C.F.R. §§ 200.341-200.342 as well as the requirement of 2 C.F.R. § 200.340(c) to report in FAPIIS the recipient’s material failure to comply with the award terms and conditions. See also the section on Actions to Address Noncompliance in this NOFO or in the Preparedness Grants Manual.
b. With the Consent of the Recipient
FEMA may also terminate an award in whole or in part with the consent of the recipient, in which case the parties must agree upon the termination conditions, including the effective date, and in the case of partial termination, the portion to be terminated.
c. Notification by the Recipient
The recipient may terminate the award, in whole or in part, by sending written notification to FEMA setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. In the case of partial termination, FEMA may determine that a partially terminated award will not accomplish the purpose of the federal award, so FEMA may terminate the award in its entirety. If that occurs, FEMA will follow the requirements of 2 C.F.R. §§ 200.341-200.342 in deciding to fully terminate the award.

EXHIBIT F

2. Program Evaluation
Recipients and subrecipients are encouraged to incorporate program evaluation activities from the outset of their program design and implementation to meaningfully document and measure their progress towards meeting an agency priority goal(s). Title I of the Foundations for Evidence-Based Policymaking Act of 2018 (Evidence Act), Pub. L. No. 115-435 (2019) urges federal awarding agencies and federal assistance recipients and subrecipients to use program evaluation as a critical tool to learn, to improve equitable delivery, and to elevate program service and delivery across the program lifecycle. Evaluation means “an assessment using systematic data collection and analysis of one or more programs, policies, and organizations intended to assess their effectiveness and efficiency.” Evidence Act § 101 (codified at 5 U.S.C. § 311). Evaluation costs are allowable costs (either as direct or indirect), unless prohibited by statute or regulation.

3. Period of Performance Extensions
Extensions to the period of performance (POP) for this program are allowed.

Extensions to the POP identified in the award will only be considered through formal, written requests to the recipient’s FEMA Preparedness Officer and must contain specific and compelling justifications as to why an extension is required.

Recipients are advised to coordinate with the FEMA Preparedness Officer as needed when preparing an extension request. Please see the Preparedness Grants Manual for more information.

Footnotes

1. Strategic Intelligence Assessment and Data on Domestic Terrorism, Federal Bureau of Investigation and Department of Homeland Security, May 2021.

2. Including assessment of critical infrastructure system vulnerabilities and plans to reduce consequences of disruptions, using the Infrastructure Resilience Planning Framework and Regional Resiliency Assessment Methodology produced by the Cybersecurity and Infrastructure Security Agency.

EXHIBIT F

3. Except for American Samoa and the Commonwealth of the Northern Mariana Islands, which are not required to belong to EMAC at this time.

4. This applies to all homeland security personnel and is not limited to M&A staff, and costs are to be captured outside the cap on M&A costs.

EXHIBIT F
Fiscal Year 2022
Homeland Security Grant Program
California Supplement to the
Federal Notice of Funding Opportunity
September 2022
EXHIBIT F.1
SECTION 1—OVERVIEW………………………………………………………………………… 1
Federal Program Announcement
Information Bulletins
Grant Management Memoranda
Purpose of the California Supplement
Eligible Subrecipients
Tribal Allocations
Subrecipient Allocations
Supplanting
Public/Private Organizations
Debarred/Suspended Parties
Key Changes to the FY 2022 HSGP
SECTION 2—FEDERAL CHANGES AND INITIATIVES ....................................................... 4 FY 2022 National Priorities
National Campaigns and Programs
National Cybersecurity Review
NIMS Implementation
Law Enforcement Terrorism Prevention Activities
Management and Administration
Indirect Costs
Organization Costs – Overtime
Personnel Cap
Equipment Typing/Identification and Use
Equipment Maintenance/Sustainment
Emergency Communications Projects
Telecommunications Equipment and Services Prohibitions
Small Unmanned Aircraft Systems
Emergency Operations Plans
Conflict of Interest
Build America Buy America Act (BABAA)
SECTION 3—STATE CHANGES AND INITIATIVES .......................................................... 14 FY 2022 Investments
California Homeland Security Strategy Goals
State Initiative Funding
“On Behalf Of”
Public Alert and Warning
SECTION 4—REQUIRED STATE APPLICATION COMPONENTS ...................................... 16 Financial Management Forms Workbook
Subrecipient Grants Management Assessment
Application Attachments
Standard Assurances
Operational Areas and Urban Areas
Table of Contents | 2022
EXHIBIT F.1
Operational Areas Only
Urban Areas Only
Fusion Centers Only
State Agencies and Tribes Only
SECTION 5—THE STATE APPLICATION PROCESS .............................................................. 21 Application Submission
Late or Incomplete Application
HSGP Contact Information
Subaward Approval
SECTION 6—POST AWARD REQUIREMENTS .................................................................... 23 Payment Request Process
Advances and Interest Earned on Advances
Semi-Annual Drawdown Requirements
Modifications
Training
Exercises, Improvement Plans, and After-Action Reporting Procurement Standards and Written Procedures
Procurement Thresholds
Procurement Documentation
Noncompetitive Procurement
Performance Bond
Environmental Planning and Historic Preservation
Construction and Renovation
Inventory Control and Property Management
Equipment Disposition
Performance Reporting
Extension Requests
Progress Reports on Grant Extensions
Monitoring
Failure to Submit Required Reports
Suspension/Termination
Closeout
Records Retention

ATTACHMENTS
A – FY 2022 HSGP Final Allocations
B – FY 2022 HSGP Timeline
C – FY 2022 HSGP Application Checklist
EXHIBIT F.1
Section 1‒ Overview | 2022
Federal Program
Announcement
In May 2022, the U.S. Department of Homeland Security
(DHS)/Federal Emergency Management Agency (FEMA) issued the Fiscal Year (FY) 2022 Homeland Security Grant Program (HSGP), Notice of Funding Opportunity (NOFO) and the FEMA Preparedness Grants Manual.

Subrecipients must follow the programmatic requirements in the NOFO, FEMA Preparedness Grants Manual, and the applicable provisions of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards located in Title 2, Code of Federal Regulations (C.F.R.), Part 200.

Information
Bulletins
DHS issues Information Bulletins (IBs) to provide updates, clarification, and new requirements throughout the life of the grant.

Grant
Management
Memoranda
Cal OES issues Grant Management Memoranda (GMMs) which
provide additional information and requirements regarding HSGP funds.

Purpose of the
California
Supplement
The FY 2022 HSGP California Supplement to the NOFO (State Supplement) is intended to complement, rather than replace, the NOFO and the FEMA Preparedness Grants Manual. Applicants are highly encouraged to thoroughly read the NOFO and the Preparedness Grants Manual before referring to the State Supplement. The State Supplement will emphasize differences between the FY 2021 and FY 2022 HSGP and highlight additional California policies and requirements applicable to FY 2022 HSGP.

Eligible
Subrecipients
Eligible Applicants, referred to as Subrecipients, include Counties/Operational Areas (OAs), Urban Areas (UAs), State Agencies (SAs), Departments, Commissions, and Boards who have or can obtain appropriate state Department of Finance budget authority for awarded funds, and federally recognized tribes located in California.

Tribal Allocations The NOFO strongly encourages Cal OES to provide HSGP funds directly to tribes in California. To implement this requirement, a special Request for Proposal will be issued to California’s federally recognized tribes. All Subrecipients are encouraged to
coordinate with tribal governments to ensure that tribal needs are considered in their grant applications.

EXHIBIT F.1
Subrecipient
Allocations
FY 2022 HSGP Subrecipient final allocations are provided in Attachment A and reflect reductions to Subrecipients who did not submit minimum thresholds for National Priority Areas, including Subrecipients opting out of the award altogether, and increases to Subrecipients that are helping meet statewide minimum level National Priority Area requirements.

Supplanting Grant funds must be used to supplement existing funds, not replace (supplant) funds that have been appropriated for the same purpose. Subrecipients may be required to provide
supporting documentation that certifies a reduction in nonfederal resources that occurred for reasons other than the receipt or expected receipt of federal funds. Supplanting will result in the disallowance of the activity associated with this improper use of federal grant funds.

Public/Private
Organizations
Subrecipients may contract with other public or private organizations to perform eligible activities on approved HSGP projects.

Debarred/
Suspended
Parties
Subrecipients must not make or permit any award (subaward or contract) at any tier, to any party, that is debarred, suspended, or otherwise excluded from, or ineligible for, participation in federal assistance programs.

Subrecipients must obtain documentation of eligibility before making any subaward or contract using HSGP funds and must be prepared to present supporting documentation to
monitors/auditors.

Before entering into a Grant Subaward, the Subrecipient must notify Cal OES if it knows if any of the principals under the subaward fall under one or more of the four criteria listed at 2 C.F.R. § 180.335. The rule also applies to Subrecipients who pass through funding to other local entities.

If at any time after accepting a subaward, Subrecipients learn that any of its principals fall under one or more of the criteria listed at 2 C.F.R. § 180.335, immediate written notice must be provided to Cal OES and all grant activities halted until further instructions are received from Cal OES. The rule also applies to subawards passed through by Subrecipients to local entities.

EXHIBIT F.1
Key Changes to
the FY 2022
HSGP
National Priority Areas: There are six National Priority Areas (NPAs) for FY 2022 compared to five in FY2021: one NPA was removed and two were added. SHSP and UASI applicants must include one Investment Justification (IJ) for each NPA that has a minimum spend requirement, where applicable. For the NPAs with no minimum spend requirement, the Department of Homeland
Security strongly encourages recipients to make investments in those areas as they are of critical national concern. For those NPAs that have an associated minimum spend, all projects related to meeting the minimum spend for those NPAs must be included in the same IJ.

The six NPAs, along with the relevant minimum spend
requirement, are:
• Enhancing information and intelligence sharing and
cooperation with federal agencies, including the
Department of Homeland Security – 3% minimum;
• Enhancing the protection of soft targets/crowded places – 3% minimum;
• Enhancing cybersecurity – no minimum requirement;
• NEW: Enhancing community preparedness and resilience – 3% minimum;
• Combating domestic violent extremism – 3% minimum;
• NEW: Enhancing election security – no minimum
requirement.

Unique Entity Identifier: Effective April 4, 2022, the Federal Government transitioned from using the Data Universal
Numbering System or DUNS number, to a new, non-proprietary identifier known as a Unique Entity Identifier or UEI.

Law Enforcement Terrorism Prevention Activities: Increased from 25% to 30% of the subaward.

Investment Justifications: Investments are updated for FY 2022.

Build America, Buy America Act (BABAA): The BABAA requires all federal agencies, including FEMA, to ensure by May 14, 2022, that no federal financial assistance for “infrastructure” projects is provided “unless all of the iron, steel, manufactured products, and construction materials used in the project are produced in the United States.”
For FY22 Awards, the BABAA requirement is waived.

EXHIBIT F.1
Section 2‒ Federal Changes and Initiatives | 2022
FY 2022 National
Priorities
DHS/FEMA annually publishes the National Preparedness Report (NPR) to report national progress in building, sustaining, and delivering the core capabilities outlined in the goal of a secure and resilient nation. This analysis provides a national perspective on critical preparedness trends for whole community partners to use to inform program priorities, allocate resources, and communicate with stakeholders about issues of concern.

HSGP Subrecipients are required to prioritize grant funding to demonstrate how investments support closing capability gaps or sustaining capabilities identified in the Threat Hazard Identification and Risk Assessment (THIRA)/Stakeholder
Preparedness Review (SPR) process.

DHS/FEMA continually assess changes to the threat landscape to further the National Preparedness Goal (NPG) of a secure and resilient nation. The following are national priority areas for FY 2022, including the corresponding percentage of funds required in each area:
• Enhancing information and intelligence sharing and
cooperation with federal agencies, including DHS – 3%;
• Enhancing the protection of soft targets/crowded places - 3%; • Enhancing cybersecurity – no minimum;
• Enhancing community preparedness and resilience – 3%
• Combating domestic violent extremism through enhanced intelligence collection & analysis, training, and community resilience – 3%; and
• Enhancing election security – no minimum.

The NPA specifically addressing emerging threats has been removed, but activities in this category remain allowable expenses under other investment areas. Further, applicants must spend a minimum of 30% of their SHSP and UASI awards across the six NPAs but have new flexibility on how that funding is allocated. Although 12% is required in minimum spending across four NPAs, as noted above, the remaining 18% can be allocated across any of the six NPAs. Election security and Enhancing Cybersecurity do not require a minimum allocation.

National Priority projects will be reviewed for effectiveness by DHS/FEMA and must be deemed effective prior to the obligation or expenditure of funds.

EXHIBIT F.1
FY 2022 National
Priorities (cont.)
Projects requiring additional information for DHS/FEMA to determine effectiveness of the project, or projects deemed ineffective, will have a hold placed on their subaward pending submission of requested information and DHS/FEMA approval.

Once a project is approved by DHS/FEMA, modifications to the project have special restrictions regarding modifications as indicated below:

Modifications which do not change the project scope and do not decrease the overall project budget can be processed via regular modification request.

Modifications which change the project scope or decrease the overall project budget will require DHS/FEMA approval and must be requested on the National Priority Project Modification Form.

Effectiveness will be evaluated by DHS/FEMA, Cybersecurity and Infrastructure Security Agency, DHS Office of Intelligence and Analysis, DHS Center for Prevention Programs and Partnerships, and/or other DHS components, as appropriate. FEMA will
determine whether the proposed approach is clear, logical, and reasonable to address the priority areas of interest and contribute to a culture of national preparedness, based on the following four factors:
• Investment Strategy (40%): Projects will be evaluated based on the quality and extent to which the strategy effectively demonstrates supporting the program objective of preventing, preparing for, protecting against, and responding to acts of terrorism, to meet its target capabilities, and otherwise reduce the overall risk to the high-risk urban area, the state, or the nation.
• Budget (20%): Projects will be evaluated based on the extent to which a budget plan for each investment demonstrates how grant expenditures maximize cost effectiveness.

EXHIBIT F.1
FY 2022 National
Priorities (cont.)
• Impact/Outcomes (40%): Projects will be evaluated on how this investment helps the jurisdiction close capability gaps identified in its Stakeholder Preparedness Review and
addresses national priorities outlined in the FY 2022 NOFO.

Further, proposals will be evaluated on their identification and estimated improvement of core capability(ies), the associated standardized target(s) that align with their proposed
investment, and the ways in which improvements are
measured and/or evaluated.
• Past Performance (additional consideration): Projects will be evaluated based on the Subrecipient’s demonstrated
capability to execute the proposed investments. Under this factor, FEMA will consider the information provided by the Subrecipient and may also consider relevant information from other sources.

A detailed description of allowable investments for each national priority is included in the FY 2022 HSGP NOFO (Section A).

National
Campaigns and
Programs
Whole Community Preparedness – Subrecipients should engage with the whole community to advance individual and community preparedness and to work as a nation to build and sustain resilience. In doing so, Subrecipients are encouraged to consider the needs of individuals with access and functional needs and limited English proficiency in the activities and projects funded by the grant.

Subrecipients should utilize established best practices for whole community inclusion and engage with stakeholders to advance individual and jurisdictional preparedness and resilience.

Subrecipients are encouraged to consider the necessities of all Californians in the activities and projects funded by the grant, including children, seniors, individuals with disabilities or access and functional needs, individuals with diverse culture and language use, individuals with lower economic capacity, and other underserved populations.

EXHIBIT F.1
National
Campaigns and
Programs (cont.)
Active Shooter Preparedness – DHS developed a comprehensive Active Shooter Preparedness website, which strives to enhance national preparedness through a whole-community approach by providing the necessary products, tools, and resources to help all stakeholders prepare for and respond to an active shooter incident. Subrecipients are encouraged to review the referenced active shooter resources and evaluate their preparedness needs.

Soft Targets and Crowded Places – States, territories, UAs, and public and private sector partners are encouraged to identify security gaps and build capabilities that address security needs and challenges related to protecting locations or environments that are easily accessible to large numbers of people on a predictable or semi-predictable basis that have limited security or protective measures in place, including town centers, shopping malls, open-air venues, outside hard targets/venue perimeters, and other places of meeting and gathering . For more
information, please see DHS’s Hometown Security Program.

Community Lifelines – FEMA created Community Lifelines to reframe incident information and impacts using plain language and unity of effort to enable the integration of preparedness efforts, existing plans, and identifies unmet needs to better anticipate response requirements. Additional information may be found at the Community Lifelines Implementation Toolkit website.

Strategic Framework for Countering Terrorism and Targeted Violence – DHS adopted the DHS Strategic Framework for
Countering Terrorism and Targeted Violence which explains how the department will use the tools and expertise that have protected and strengthened the country from foreign terrorist organizations to address the evolving challenges of today.

Countering Violent Extremism (CVE) Training - Foreign terrorist groups and individual terrorist thought leaders recruit or inspire Westerners to carry out attacks against western and U.S. targets, including individuals living in communities with the U.S. via, but not limited to, print, video, and social media, as well as through personal interaction. But we also know that violent extremism is not a phenomenon restricted solely to one community and that any effort to counter violent extremism must be applicable to all ideologically motivated violence. Efforts to provide information and training regarding CVE should emphasize the strength of local communities’ approach.

EXHIBIT F.1
National
Cybersecurity
Review
The National Cybersecurity Review (NCSR) is a required
assessment for all Subrecipients of State Homeland Security Program (SHSP) and Urban Areas Security Initiative (UASI) funding to be completed between October and December 2022.

The NCSR is a no-cost, anonymous, and annual self-assessment designed to measure gaps and capabilities of state, local, tribal, territorial, nonprofit, and private sector agencies’ cybersecurity programs.

Additionally, FEMA recognizes that some subawards will not be issued until after the NCSR has closed. In these cases, Subrecipients will be required to complete the first available NCSR offered after the subaward has been issued by Cal OES.

The Chief Information Officer (CIO), Chief Information Security Officer (CISO), or equivalent should complete the NCSR. If there is no CIO or CISO, the most senior cybersecurity professional should complete the assessment. Additional information may be found in IB 439 and 429a.

NIMS
Implementation
Prior to the allocation of any federal preparedness awards, Subrecipients must ensure and maintain the adoption and implementation of the National Incident Management System (NIMS).

Law
Enforcement
Terrorism
Prevention
Activities
A minimum of 30% of the total subaward amount must be
dedicated to Law Enforcement Terrorism Prevention Activities (LETPA). Activities outlined in the National Prevention Framework and National Protection Framework are eligible for use of LETPAfocused funds. Additionally, investments that support LETPA can also support an NPA. All other terrorism prevention activities proposed for funding under LETPA must be formally pre-approved by FEMA. Refer to IB 473 for additional information.

Management
and
Administration
The Management and Administration (M&A) allowance for
Subrecipients is set at a maximum of 5% for FY 2022 HSGP.

Indirect Costs Indirect costs are allowable under the FY 2022 HSGP Grant Award. Subrecipients who claim indirect costs may do so, provided they use one of the following two methods:

EXHIBIT F.1
Indirect Costs
(cont.)

1. Subrecipients with an indirect cost rate approved by their cognizant federal agency may claim indirect costs based on the established rate. Indirect costs claimed must be
calculated using the base approved in the indirect cost negotiation agreement. A copy of the approved negotiation agreement is required at the time of application.

2. Subrecipients who have never received a negotiated indirect cost rate and receive less than $35 million in direct federal funding per year may claim the 10% de minimis indirect cost rate based on Modified Total Direct Costs (MTDC) as defined in 2 C.F.R. § 200.1 and Subpart E.

Indirect costs are in addition to the M&A allowance and must be included in the Grant Award application as a “Project” and reflected in the Financial Management Forms Workbook (FMFW) on the Indirect cost category ledger if being claimed under the award.

Indirect costs must be based on the claimed direct project costs, excluding equipment expenditures and other distorting items. Up to $25,000 of each subaward may be included as a direct project cost when calculating indirect costs based on MTDC.

Indirect costs must be claimed no more than once annually, and only at the end of the Subrecipient’s fiscal year. An exception to this rule applies if there is a mid-year change to the approved indirect cost rate; in this case, costs incurred to date must be claimed. At that time, a Grant Subaward Modification reflecting the rate change must also be submitted to Cal OES, along with a copy of the new indirect cost rate agreement.

Organization
Costs - Overtime
Operational overtime costs are allowable for increased security measures at critical infrastructure sites if associated with detecting, deterring, disrupting, and preventing acts of terrorism and other catastrophic events.

Pursuant to page A-4 of the Preparedness Grants Manual, all operational overtime requests must clearly explain how the request meets the criteria of one or more of the categories listed in Table 2: Authorized Operational Overtime Categories.

Requests must address the threat environment as it relates to the event or activity requiring operational overtime support and explains how the overtime activity is responsive to the threat.

EXHIBIT F.1
Organization
Costs – Overtime
(cont.)
Post-event operational overtime requests will only be considered on a case-by-case basis, where it is demonstrated exigent circumstances prevented submission of a request in advance of the event or activity. Requests for overtime costs must be submitted to Cal OES via the Allowability Request Form at the time of application, if the activity will occur within one year of the final application submission. All subsequent requests must be submitted at least 60 days in advance of the activity. All operational overtime costs must be formally pre-approved in writing by DHS/FEMA.

Personnel Cap Pursuant to 6 U.S.C. § 609(b), SHSP and UASI funds may be used for personnel costs, totaling up to 50 percent of each fund source. A Subrecipient may request this requirement be waived by DHS/FEMA, via Cal OES. Requests for personnel cap waivers must be submitted separately for each fund source in writing to the Program Representative on official letterhead, with the following information:
• Documentation explaining why the cap should be waived; • Conditions under which the request is being submitted; and • A budget and method of calculation of personnel costs both in percentages of the Grant Award and in total dollar amount (waivers must be calculated separately for SHSP and UASI, outlining salary, fringe benefits, and any M&A costs).

Subrecipient requests to exceed the personnel cap must be received by Cal OES at the time of application. Subaward modifications impacting the personnel cap will be reviewed on a case-by-case basis and may require the submittal of the abovementioned information.

Please see IB 421b for more information on the waiver process.

Equipment
Typing/
Identification
and Use
Allowable HSGP equipment is listed on the FEMA Authorized Equipment List (AEL) website.

Subrecipients that allocate HSGP funds towards equipment are required to type and identify the capability associated with that equipment. The FEMA Resource Typing Library Tool (RTLT) can be used to help determine the type and capability.

EXHIBIT F.1
Equipment
Typing/
Identification and
Use (cont.)
Per FEMA policy, the purchase of weapons and weapon
accessories are not allowed with HSGP funds. Special rules apply to pharmaceutical purchases, medical countermeasures, and critical emergency supplies; refer to page A-10 of the
Preparedness Grants Manual for additional information.

Expenditures for general purpose equipment are allowable if they align to and support one or more core capabilities identified in the NPG, and in addition, are deployable/sharable through the Emergency Management Assistance Compact and allowable
under 6 U.S.C. § 609. Refer to the NOFO and Preparedness Grants Manual for examples of allowable general-purpose equipment.

Equipment
Maintenance/
Sustainment
Use of HSGP funds for maintenance contracts, warranties, repair or replacement costs, upgrades, and user fees are allowable as described in FEMA IBs 336 and 379, as well as Grant Programs Directorate (GPD) Policy FP-205-402-125-1.

Emergency
Communications
Projects
All Subrecipient emergency communications projects must comply with the SAFECOM Guidance on Emergency
Communications Grants and describe in their FMFW how such activities align with the goals of the Statewide Communications Interoperability Plan.

Telecom
Equipment and
Services
Prohibitions
Effective August 13, 2020, section 889(f)(2)-(3) of the John S.

McCain National Defense Authorization Act for FY 2019 (NDAA) and 2 C.F.R. § 200.216 prohibit DHS/FEMA Recipients and Subrecipients (including their contractors and subcontractors) from using any FEMA funds under open or new awards for the following telecommunications equipment or services:
1) Telecommunications equipment produced by Huawei
Technologies Company or ZTE Corporation, (or any subsidiary or affiliate of such entities);
2) For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera
Communications Corporation, Hangzhou Hikvision Digital
Technology Company, or Dahua Technology Company (or
any subsidiary or affiliate of such entities);
3) Telecommunications or video surveillance services provided by such entities or using such equipment; or
EXHIBIT F.1
Telecom
Equipment and
Services
Prohibitions
(cont.)
4) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of
Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the People’s
Republic of China.

Please see FEMA Policy #405-143-1 for additional information.

Small
Unmanned
Aircraft Systems
All requests to purchase Small Unmanned Aircraft Systems (SUAS) with FEMA grant funding must comply with IB 426 and include copies of the policies and procedures in place to safeguard individuals’ privacy, civil rights, and civil liberties of the jurisdiction that will purchase, take title to, or otherwise use the SUAS equipment. The Authorized Equipment Listing for 03OE-07-SUAS details questions that must be included in the Aviation Request justification. Please reference Presidential Memorandum:

Promoting Economic Competitiveness While Safeguarding
Privacy, Civil Rights, and Civil Liberties in Domestic Use of Unmanned Aircraft Systems and contact your Program
Representative for additional information.

Emergency
Operations Plans
Subrecipients must update their Emergency Operations Plan at least once every two years to remain compliant with the Comprehensive Preparedness Guide 101 version 2.0.

Conflict of
Interest
To eliminate and reduce the impact of conflicts of interest in the subaward process, Subrecipients and pass-through entities must follow their own policies and procedures regarding the
elimination or reduction of conflicts of interest when making subawards. Subrecipients and pass-through entities are also required to follow any applicable federal, state, local, and tribal statutes or regulations governing conflicts of interest in the making of subawards.

Subrecipients must disclose to their Program Representative, in writing, any real or potential conflict of interest as defined by the federal, state, local, or tribal statutes or regulations, which may arise during the administration of the HSGP subaward within five days of learning of the conflict of interest.

EXHIBIT F.1
BABAA The BABA Act requires all federal agencies, including FEMA, to ensure by May 14, 2022, that no federal financial assistance for “infrastructure” projects is provided “unless all of the iron, steel, manufactured products, and construction materials used in the project are produced in the United States.” For FY 2022 this requirement has been waived. Additional information for the BABA Act is available here.

EXHIBIT F.1
Section 3‒ State Changes and Initiatives | 2022
FY 2022
Investments
The State prioritized the following investment strategies for the FY 2022 subawards:

1. Enhance Information and Intelligence Sharing and
Cooperation with Federal Agencies, including DHS
(National Priority);

2. Enhance the Protection of Soft Targets/Crowded Places (National Priority);

3. Enhance Cybersecurity (National Priority);

4. Enhancing Community Preparedness and Resilience (National Priority);

5. Combating Domestic Violent Extremism (National Priority);

6. Strengthen Emergency Communications Capabilities Through Planning, Governance, Technology, and Equipment;

7. Enhance Medical and Public Health Preparedness;

8. Strengthen Information Sharing and Collaboration (non-Fusion Center);

9. Enhance Multi-Jurisdictional/Inter-Jurisdictional AllHazards/Whole Community Incident Planning, Response & Recovery Capabilities;

10.Protect Critical Infrastructure and Key Resources (includes Food and Agriculture); and

11.Enhance Election Security (National Priority).

California
Homeland
Security Strategy
Goals
The State prioritized the following California Homeland Security Strategy Goals for the FY 2022 subawards:

1. Enhance Information Collection, Analysis, and Sharing, in Support of Public Safety Operations Across California;

2. Protect Critical Infrastructure and Key Resources from All Threats and Hazards;

3. Strengthen Security and Preparedness Across Cyberspace;

4. Strengthen Communications Capabilities through Planning, Governance, Technology, and Equipment;

5. Enhance Community Preparedness;

6. Enhance Multi-Jurisdictional/Inter-Jurisdictional All-Hazards Incident Catastrophic Planning, Response, and Recovery
Capabilities;

7. Improve Medical and Health Capabilities;

8. Enhance Incident Recovery Capabilities;

9. Strengthen Food and Agriculture Preparedness; and

10.Enhance Homeland Security Exercise, Evaluation, and Training Programs.

EXHIBIT F.1
State Initiative
Funding
For FY 2022, Cal OES shall retain 20% of the SHSP and 18.5% of the UASI funding for state initiatives.
“On Behalf Of” Cal OES may, in conjunction with local approval authorities, designate funds “on behalf of” local entities who choose to decline or fail to utilize their subaward in a timely manner.

Public Alert and
Warning
Cal OES encourages Subrecipients to consider the use of this funding to assist their jurisdiction’s alignment with the State of California Alert and Warning Guidelines, developed pursuant to Senate Bill 833 of the 2018 Legislative Session.

EXHIBIT F.1
Section 4‒ Required State Application Components | 2022 Financial
Management
Forms Workbook
The FY 2022 Cal OES FMFW includes:

Grant Subaward Face Sheet – Use the Grant Subaward Face Sheet to apply for grant programs. The Grant Subaward Face Sheet must be signed and submitted in portrait format. An active UEI# (Formerly DUNS#) is required. UEI registration information is available sam.gov.

Authorized Body of 5 – Provide the contact information of Authorized Agents (AA), delegated via the GBR or Signature Authorization Form, including staff related to grant activities. More than one person is recommended for designation as the AA; in the absence of an AA, an alternate AA can sign requests.

Project Ledger – The project ledger is used in the application process to submit funding information and is used for submitting cash requests, grant subaward modifications, and assists with the completion of the Biannual Strategy Implementation Report (BSIR).

Planning Ledger – Provides detailed information on grant-funded planning activities with a final product identified.

Organization Ledger – Provides detailed information on grantfunded organizational activities.

Equipment Ledger – Detailed information must be provided under the equipment description for all grant-funded equipment. AEL numbers must be included for all items of equipment. Always refer to the AEL for a list of allowable equipment and conditions, if any.

Training Ledger – Provides detailed information on grant-funded training activities. All training activities must receive Cal OES approval prior to starting the event, including a Training Feedback number. The Training Request Form must be submitted and approved to obtain a Training Feedback number and should be submitted at least 30 days in advance.

Exercise Ledger – Provides detailed information on grant-funded exercises.

M&A Ledger – Provides information on grant-funded M&A
activities.

EXHIBIT F.1
Financial
Management
Forms Workbook
(cont.)
Indirect Costs Ledger – Provides information on indirect costs.

Consultant-Contractor Ledger – Provides detailed information on grant-funded consultants and contractors.

Authorized Agent Page – The AA Page must be submitted with the application, all cash requests, and Grant Subaward
Modifications. The AA Page must include a valid signature on file with Cal OES and the date.

Subrecipient
Grants
Management
Assessment
Per 2 C.F.R. § 200.332, Cal OES is required to evaluate the risk of non-compliance with federal statutes, regulations, and grant terms and conditions posed by each Subrecipient of passthrough funding. The Subrecipient Grants Management Assessment Form contains questions related to an organization’s experience in the management of federal grant awards. It is used to determine and provide an appropriate level of technical assistance, training, and grant oversight to Subrecipients during the subaward. The questionnaire must be completed and
returned with the grant application.

Application
Attachments
Federal Funding Accountability and Transparency Act (FFATA) Financial Disclosure – Use the FFATA Financial Disclosure Form to provide the information required by the Federal Funding Accountability and Transparency Act of 2006.

Certification Regarding Lobbying – Use the Certification Regarding Lobbying Form to certify lobbying activities, as stipulated by the Byrd Anti-Lobbying Amendment,
31 U.S.C. § 1352.

Intelligence Analysts Certificates – Pursuant to the Preparedness Grants Manual, Cal OES must have certificates for completion of training for fusion center analytical personnel. Please provide copies of certificates for each intelligence analyst, if applicable.

UASI Footprint (UASIs Only) – The Urban Area Working Group (UAWG) establishes the ‘footprint’ of the UA. A map or list defining the footprint must be included with the application.

UAWG Member Roster (UASIs Only) – A list of all current UAWG members with positions or titles.

EXHIBIT F.1
Application
Attachments
(cont.)
Indirect Cost Rate Agreement – If claiming indirect costs at a federally-approved rate, please provide a copy of the approved indirect cost rate agreement.

Standard
Assurances
The Standard Assurances list the requirements to which the Subrecipients will be held accountable. All Applicants will be required to submit a signed, original of the FY 2022 Standard Assurances as part of their FY 2022 HSGP application. The required Standard Assurances can be found only in PDF format on the Cal OES website.

NOTE: Self-created Standard Assurances will not be accepted.

Operational
Areas and Urban
Areas
Governing Body Resolution – The GBR appoints AAs (identified by the individual’s name or by a position title) to act on behalf of the governing body and the Applicant by executing any actions necessary for each application and subaward. All Applicants are required to submit a copy of an approved GBR with their grant application. Resolutions may be valid for up to three grant years given the following:
• The resolution identifies the applicable grant program (e.g., EMPG and/or HSGP);
• The resolution identifies the applicable grant years, (e.g., FY 2021, FY 2022, FY 2023); and
• Adheres to any necessary elements required by local
protocols, rules, etc., if applicable.

Resolutions that only identify a single grant program will only be valid for that single program. Resolutions that do not identify applicable grant years will only be valid for the grant year in which the resolution was submitted.

Authorized Agent Information – For each person or position appointed by the governing body, identify the individual in the Authorized Body of 5 ledger of the FMFW.

EXHIBIT F.1
Operational
Areas and Urban
Areas (cont.)
All changes in AA and contact information must be provided to Cal OES in writing. If the GBR identifies the AA by name, a new Resolution is needed when changes are made. If the GBR
identifies the AA by position and/or title, changes may be made by submitting a request on the entity’s letterhead, signed by an existing AA. Cal OES will not accept signatures of an AA’s designee, unless authorized by the Governing Body's resolution. A change to an AA's designee must be submitted on agency
letterhead and signed by the AA, announcing the change to their designee.

Operational
Areas Only
Approval Authority Body – OAs must appoint an Anti-Terrorism Approval Body (Approval Authority) to have final approval of the OA’s application for HSGP funds. Each member of the Approval Authority must provide written agreement with the OA’s
application for HSGP funds. The Approval Authority shall consist of the following representatives, and additional voting members may be added by a simple majority vote of the following standing members:
• County Public Health Officer or designee responsible for Emergency Medical Services
• County Fire Chief or Chief of Fire Authority
• Municipal Fire Chief (selected by the OA Fire Chiefs) • County Sheriff
• Chief of Police (selected by the OA Police Chiefs)
Urban Areas
Only
Urban Area Working Groups (UAWGs) – Membership in the UAWG must provide either direct or indirect representation for all relevant jurisdictions and response disciplines (including law enforcement, fire service, EMS, hospitals, public health, and emergency management) that comprise the defined UA. It also must be inclusive of local Citizen Corps Council and tribal representatives. The UAWG should also ensure the integration of local emergency management, public health, and health care systems into a coordinated sustained local capability to respond effectively to a mass casualty incident. Additional group composition criteria is found in the FEMA Preparedness Grants Manual.

THIRA – Subrecipients are required to submit a THIRA for all 32 core capabilities. Beginning in 2019, UAs are required to submit a THIRA every three years. An annual capability assessment will still be required.

EXHIBIT F.1
Urban Areas
Only (cont.)
SPR – The SPR is an annual grant requirement for all states, territories, and UAs. It is an annual capability assessment, which helps jurisdictions identify capability gaps and prioritize investment requirements to reach the targets set in their THIRA.

Fusion Centers
Only
All fusion center investments must align to, and reference, specific performance areas of the assessment that the funding is intended to support.

Fusion Centers are also required to follow all Reporting and Administrative Metrics for California Fusion Centers, as set forth in the Governor’s Homeland Security Advisor/Cal OES Director’s letter dated March 16, 2016. These operational and administrative metrics set forth an integrated and coordinated approach for regular and proactive information and intelligence sharing between all fusion centers in the California State Threat Assessment System (STAS).

State Agencies
and Tribes Only
State Agencies, and federally recognized tribes may submit the Signature Authorization Form in lieu of a GBR, signed by the most senior ranking official, such as the Secretary, Director, President, Chancellor, or Chairperson.

EXHIBIT F.1
Section 5‒ State Application Process | 2022
Application
Submission
Subrecipients must submit an electronic copy of their completed FMFW to their Program Representative for review. After the application is approved, a completed copy of the FMFW, along with all other application components must be submitted, with official signatures, by the application due date. During the application process, if it is determined not all allocated funds can be expended by the end of the period of performance, please inform a Program Representative as soon as possible. The completed application should be received by Cal OES no later than the date provided in the FY 2022 HSGP Timeline, referenced as Attachment B.

Late or
Incomplete
Application
Late or incomplete applications may be denied. If an application is incomplete, the Program Representative may request
additional information. Requests for late submission of applications must be made in writing to the Program
Representative prior to the application due date. Cal OES has sole discretion to accept or reject a late or incomplete grant application.

HSGP Contact
Information
All Subrecipient application materials, questions, comments, and correspondence should be directed to:

California Governor’s Office of Emergency Services
ATTN: Grants Management (Building E)
Homeland Security Grants Unit
3650 Schriever Avenue
Mather, CA 95655
Darlene Arambula (916) 845-8427
Christopher Camacho (916) 845-8789
Laura Halverstadt (916) 845-8899
Antoinette Johnson (916) 845-8260
Jim Lane (916) 845-8428
Vidal Lopez (916) 845-8744
Abigayle Tirapelle (916) 845-8400
The Program Representative Regional Assignments Map is
available at the Cal OES website under “Regional Assignments”.

EXHIBIT F.1
Subaward
Approval
Subrecipients will receive a formal notification of award no later than 45 days after Cal OES accepts the federal grant award. The award letter must be signed, dated, and returned to Cal OES within 20 calendar days. Once the completed application, along with the signed award letter, is received and approved, reimbursement of eligible subaward expenditures may be
requested using the Cal OES FMFW.

EXHIBIT F.1
Section 6‒ Post Award Requirements | 2022
Payment
Request Process
To request an advance or cash reimbursement of HSGP funds, Subrecipients must first complete a payment request using the Cal OES FMFW, returning it to the appropriate Program
Representative. Subrecipients who fail to follow the workbook instructions may experience delays in processing the payment request.

Payments can only be made if the Subrecipient has an approved application.

Advances and
Interest Earned
on Advances
An Advance payment is a payment that is requested before Subrecipients have disbursed the funds for program purposes.

Subrecipients may be paid an advance, provided they maintain a willingness and ability to maintain procedures to minimize the time elapsing between the receipt of funds and their
disbursement. The timing and amount of advance payments must be as close as administratively feasible to the actual disbursements by the Subrecipient for project costs.

Federal rules require advances to be deposited in interestbearing accounts. Interest earned amounts up to $500 per year may be retained by Subrecipients for administrative expenses; any additional interest earned on federal advance payments must be returned annually to Cal OES.

Semi-Annual
Drawdown
Requirements
All Subrecipients must report expenditures and request funds at least semi-annually throughout the period of performance. Semiannual drawdowns should occur by March and October of each calendar year following final approval of the subaward
application, except for the final cash request, which must be submitted within 20 calendar days after the end of the period of performance.

Modifications Post-award budget and scope modifications must be requested using the Cal OES HSGP FMFW v1.22, signed by the Subrecipient’s AA, and submitted to the Program Representative.

The Subrecipient may implement grant modification activities, and incur associated expenses, only after receiving written final approval of the modification from Cal OES.

EXHIBIT F.1
Modifications
(cont.)
Subrecipients must provide a written justification with all modification requests. The justification may be included in the body of the e-mail transmitting the request, or in a document attached to the transmittal e-mail. Please reference GMM 2018- 17 for additional information regarding modification requests.

Modifications to National Priority Projects have additional restrictions as indicated below:

Modifications which do not change the project scope and do not decrease the overall project budget can be processed via regular modification request.

Modifications which change the project scope or decrease the overall project budget will require DHS/FEMA approval and must be requested on the National Priority Project Modification Form.

Training All grant-funded training activities must receive Cal OES approval prior to starting the training event. Cal OES shall allow Subrecipients to develop a “placeholder” for future training conferences when an agenda has not been established at the time Subrecipient applications are due. Please work with a Program Representative and the Training Branch to identify a possible “placeholder” for these types of training activities.

When seeking approval of non-DHS/FEMA developed courses, course materials must be submitted with the approval requests.

Conditional approvals are not offered.

Subrecipients must complete a Training Request Form and submit it electronically to the Cal OES Training Branch to be approved with a Training Feedback Number before beginning any training activities. This includes project components like travel to, materials for, or attendance in training courses. Training Feedback Numbers should be obtained no later than 30 days before the first day of the training or related activities. Requests that are submitted with less than 30 days prior to the start of the training or activity are not guaranteed to be approved in time and run the risk of training being unallowable. Training Feedback numbers must be included on the FMFW Training Ledger to be considered for reimbursement.

For more information on this or other training-related inquiries, contact the Cal OES Training Branch at (805) 594-2500.

EXHIBIT F.1
Exercises,
Improvement
Plans, and AfterAction Reporting
Subrecipients should engage stakeholders to identify long-term training and exercise priorities. These priorities should address capability targets and gaps identified through the THIRA and SPR process, real-world events, previous exercises, and national areas for improvement identified in the NPR.

Subrecipients must report on all exercises conducted with HSGP grant funds. An After-Action Report (AAR)/Improvement Plan (IP) or Summary Report (for Seminars and Workshops) must be
completed and submitted to Cal OES within 90 days after exercise/seminars/workshops are conducted. It is acceptable to submit an Exercise Summary Report for Seminars and Workshops in lieu of a full AAR/IP.

Please e-mail AAR/IPs and Summary Reports to:
• [email protected]
• [email protected]
• [email protected]
For exercise-related issues and/or questions, please email the Cal OES Exercise Team at [email protected].

Exercise costs will not be considered for reimbursement until an AAR/IP is received by Cal OES.

Procurement
Standards and
Written
Procedures
Subrecipients must conduct procurement utilizing documented local government procurement standards and procedures, or the federal procurement standards found in 2 C.F.R. Part 200, whichever is more strict. Procurement standards must also contain a written conflict of interest policy which reflect applicable federal, state, local, and tribal laws.

Procurement
Thresholds
Effective June 20, 2018, the micro-purchase threshold was increased from $3,500 to $10,000 and the simplified acquisition threshold was increased from $150,000 to $250,000. These increases apply to all Subrecipient procurements executed on or after June 20, 2018. Refer to IB 434 for additional information.

EXHIBIT F.1
Procurement
Documentation
Per 2 C.F.R. § 200.318(i), non-federal entities other than states and territories are required to maintain and retain records sufficient to detail the history of procurement covering at least the rationale for the procurement method, contract type, contractor selection or rejection, and the basis for the contract price. For any cost to be allowable, it must be adequately documented per 2 C.F.R. § 200.403(g). Documentation that would cover this information include, but are not limited to:
• Solicitation documentation, such as requests for quotes, invitations for bids, or requests for proposals;
• Responses to solicitations, such as quotes, bids, or proposals; • Pre-solicitation independent cost estimates and postsolicitation cost/price analyses on file for review by federal personnel, if applicable;
• Contract documents and amendments, including required contract provisions; and other documents required by federal regulations applicable at the time a grant is awarded to a Subrecipient.

Noncompetitive
Procurement
All noncompetitive procurements exceeding the simplified acquisition threshold requires Cal OES prior written approval to be eligible for reimbursement. This method of procurement must be approved by the local Purchasing Agent prior to submitting a request for Cal OES approval. A copy of the Purchasing Agent’s approval must be included with the Cal OES Request for
Noncompetitive Procurement Authorization form. Cal OES may request additional documentation that supports the procurement effort.

Cal OES will not reimburse for any noncompetitive procurement contracts for any HSGP terrorism-related training, regardless of the cost of the training. Exceptions to this policy may be approved in limited circumstances, e.g., related to a procurement effort that has resulted in inadequate competition. Please refer to GMM2017-01A and GMM2021-05 for additional guidance.

Performance
Bond
Due to the risks associated with delays in vendor delivery of large equipment procurements, DHS/FEMA allows Subrecipients to obtain a “performance bond” for items that are paid for up front to ensure delivery of the equipment within the grant performance period.

EXHIBIT F.1
Performance
Bond (cont.)
Cal OES requires Subrecipients obtain a performance bond for any equipment item over $250,000 or any vehicle, aircraft, or watercraft that has been paid with HSGP funds prior to receiving the final product(s).

Performance Bond Waivers may be granted on a case-by-case basis and must be submitted to Cal OES prior to procurement.

Environmental
Planning and
Historic
Preservation
DHS/FEMA is required to ensure all activities and programs that are funded by the agency comply with federal Environmental Planning and Historic Preservation (EHP) regulations. Subrecipients proposing projects or activities (including, but not limited to, training, exercises, the installation of equipment, and construction or renovation projects) that have the potential to impact the environment, or a historic structure must participate in the EHP screening process. EHP Screening Memos must include detailed project information, explain the goals and objectives of the proposed project, and include supporting documentation.

DHS/FEMA may also require the Subrecipient to provide a confidential California Historical Resources Information System (CHRIS) report in addition to the EHP Screening Form.

Determination on the necessity of a CHRIS report is based upon information disclosed on the form. Program Representatives will provide additional instructions should this report be required.

EHP Screening Requests should be submitted to Cal OES as early as possible. All projects/activities triggering EHP must receive DHS/FEMA written approval prior to commencement of the
funded activity.

Updated information may be referenced in the FEMA GPD EHP Policy Guidance.

Construction
and Renovation
When applying for construction activity at the time of
application, including communication towers, Subrecipients must submit evidence of approved zoning ordinances, architectural plans, any other locally required planning permits, and a notice of federal interest. Additionally, Subrecipients are required to submit an SF-424C Budget and Budget Detail that cites project costs. Communication tower construction requests also require evidence that the Federal Communications Commission’s
Section 106 review process was completed.

EXHIBIT F.1
Construction
and Renovation
(cont.)
Subrecipients using funds for construction projects must comply with the Davis-Bacon Act. Subrecipients must ensure that their contractors or subcontractors for construction projects pay workers no less than the prevailing wages for laborers and mechanics employed on projects of a character like the contract work in the civil subdivision of the state in which the work is to be performed.

Project construction using SHSP and UASI funds may not exceed $1,000,000 or 15% of the grant subaward (For the purposes of limitations on funding levels, communications towers are not considered construction).

Written approval for construction must be provided by DHS/FEMA prior to the use of any HSGP funds for construction or renovation.

Inventory
Control and
Property
Management
Subrecipients must use standardized resource management concepts for resource typing and credentialing, in addition to maintaining an inventory by which to facilitate the effective identification, dispatch, deployment, tracking, and recovery of resources.

Subrecipients must have an effective inventory management system, to include:
• Property records that document description, serial/ID number, fund source, title information, acquisition date, cost, federal cost share, location, use, condition, and ultimate disposition; • A physical inventory conducted at least every two years; • A control system to prevent loss, damage, and theft of grant purchased equipment and supplies; and
• Adequate maintenance procedures to keep the property in good condition.

Equipment
Disposition
When original or replacement equipment acquired under the HSGP is no longer needed for program activities, the Subrecipient must contact the Program Representative to request disposition instructions. See 2 C.F.R. § 200.313(e).

EXHIBIT F.1
Performance
Reporting
Subrecipients must complete a Biannual Strategic
Implementation Report (BSIR) each Winter and Summer using the DHS/FEMA Grants Reporting Tool (GRT) for the duration of the subaward period of performance or until all grant activities are completed and the subaward is formally closed by Cal OES.

Failure to submit a BSIR could result in subaward reduction, suspension, or termination.

Access to the BSIR may be obtained through the GRT.

To create a new account, please click the link that reads, “Register for an account” and follow the instructions provided.

The Subrecipient will be required to ensure up-to-date project information is entered. The Project Ledger in the FMFW may assist with the BSIR data entry process. For additional assistance with the GRT, please contact your Program Representative.

Extension
Requests
Extensions to the initial period of performance identified in the subaward will only be considered through formal, written requests to your Program Representative. Upon receipt of the extension request, Cal OES will:

1. Verify compliance with performance reporting requirements by confirming the Subrecipient has submitted all necessary performance reports;

2. Confirm the Subrecipient has provided sufficient justification for the request; and

3. If applicable, confirm the Subrecipient has demonstrated sufficient progress in past situations where an extension was authorized by Cal OES.

Extension requests will be granted only due to compelling legal, policy, or operational challenges, must be project-specific and will only be considered for the following reasons:

1. Contractual commitments with vendors that prevent
completion of the project within the period of performance;

2. The project must undergo a complex environmental review which cannot be completed within this timeframe;

3. Projects are long-term by design and therefore, acceleration would compromise core programmatic goals; and

4. Where other special circumstances exist.

EXHIBIT F.1
Extension
Requests (cont.)
To be considered, extension requests must be received no later than 60 days prior to the end of the Subrecipient’s period of performance and must contain specific and compelling
justifications as to why an extension is required. All extension requests must address the following:

1. Grant program, fiscal year, and award number;

2. Reason for delay;

3. Current status of the activity/activities;

4. Approved period of performance termination date and new project completion date;

5. Amount of funds drawn down to date;

6. Remaining available funds, both federal and non-federal;

7. Budget outlining how remaining federal and non-federal funds will be expended;

8. Plan for completion, including milestones and timeframes for each milestone and the position/person responsible for
implementing the plan for completion; and

9. Certification the activity/activities will be completed within the extended period of performance without any modification to the original Project Scope.

General questions regarding extension requirements and the extension request form, should be directed to your Program Representative. For additional information, please see IB 379.

Extension requests for personnel and salaries do not meet the requirements of IB 379 and will not be granted. Subrecipients are expected to complete all grant-funded personnel activities by the end of the subaward period of performance.

Progress Reports
on Grant
Extensions
All Subrecipients that receive Cal OES approval to extend their FY 2022 grant subaward period of performance may be required to submit progress reports indicating completed and future project milestones on all extended projects. Progress reports must be submitted electronically to the Subrecipient’s Program Representative. Deadlines for the submission of progress reports will be established at the time of extension approval.

Monitoring Cal OES Grants Monitoring actively monitors Subrecipients, through day-to-day communications, programmatic site visits, desk, and on-site compliance assessments. The purpose of the compliance assessment is to ensure Subrecipients are in compliance with applicable state and federal regulations, grant guidelines, and programmatic requirements.

EXHIBIT F.1
Monitoring
(cont.)
Monitoring activities may include, but are not limited to:
• Verifying entries recorded on the FMFW categories are properly supported with source documentation;
• Eligibility of and support for expenditures, typically covering two to three years of data;
• Comparing actual Subrecipient activities to those approved in the grant application and subsequent modifications, including the review of timesheets and invoices as applicable;
• Procurements and contracts;
• Ensuring equipment lists are properly maintained and physical inventories are conducted;
• Ensuring advances have been disbursed in accordance with applicable guidelines; and
• Confirming compliance with:
• Standard Assurances, and
• Information provided on performance reports and payment requests
NOTE: It is the responsibility of all Subrecipients that pass down grant funds to other entities, to maintain and utilize a formal process to monitor the grant activities of their subawards. This requirement includes, but is not limited to, on-site verification of grant activities, as required. It is common for Subrecipients to receive findings in a programmatic site visit or compliance assessment, which require a Corrective Action Plan (CAP) to be submitted by Subrecipients. Those Subrecipients who fail to submit a CAP, as required, shall have a “hold” placed on any future reimbursements until the “finding” is resolved.

Failure to Submit
Required Reports
Periodic reporting is required by the grant. Subrecipients who miss a single reporting deadline may receive a letter addressed to their Board of Supervisors informing them of the failure to report.

County OAs and tribes who fail to report twice consecutively may have subsequent awards reduced by 10% until timely reporting is reestablished; UASIs may have a “hold” placed on any future reimbursements.

Suspension/
Termination
Cal OES may suspend or terminate grant funding, in whole or in part, or other measures may be imposed for any of the following reasons:

EXHIBIT F.1
Suspension/
Termination
(cont.)
• Failure to submit required reports.
• Failure to expend funds in a timely manner consistent with the • grant milestones, guidance, and assurances.
• Failure to comply with the requirements or statutory progress toward the goals or objectives of federal or state law. • Failure to make satisfactory progress toward the goals or objectives set forth in the Subrecipient application.
• Failure to follow Grant Subaward requirements or Special Conditions.
• Proposing or implementing substantial plan changes to the extent that, if originally submitted, the application would not have been selected for funding.
• False certification in the application or document.
• Failure to adequately manage, monitor, or direct the grant funding activities of their Subrecipients.

Before taking action, Cal OES will provide the Subrecipient reasonable notice of intent to impose corrective measures and will make every effort to informally resolve the problem.

Closeout Cal OES will close-out Subrecipient awards when it determines all applicable administrative actions and all required work of the federal award have been completed.

Subawards will be closed after:
• All funds have been requested and reimbursed, or
disencumbered;
• Receiving all applicable Subrecipient reports indicating all approved work has been completed, and all funds have
been distributed;
• Completing a review to confirm the accuracy of reported information;
• Reconciling actual costs to subawards, modifications, and payments; and
• Verifying the Subrecipient has submitted a final BSIR showing all grant funds have been expended.

Records
Retention
The records retention period is three years from the date of the Cal OES Grant Closeout letter, or until any pending litigation, claim, or audit started before the expiration of the three-year retention period has been resolved and final action is taken.

EXHIBIT F.1
Records
Retention (cont.)
For indirect cost rate proposals, cost allocation plans, or other rate computation records, the start of the record retention period is dependent on whether the proposal, plan, or other
computation is required to be submitted to the federal
government (or to the pass-through entity) for negotiation purposes. See 2 C.F.R. § 200.334(f).

In order for any cost to be allowable, it must be adequately documented per 2 C.F.R. § 200.403(g).

The Cal OES Grant Closeout Letter will notify the Subrecipient of the start of the records retention period for all programmatic and financial grant-related records.

If the State Administrative Agency’s award remains open after the Subrecipient’s submission of the final BSIR, Cal OES will complete any additional BSIR reporting required under the award on behalf of the Subrecipient.

Closed grants may still be monitored and audited. Failure to maintain all grant records for the required retention period could result in a reduction of grant funds, and an invoice to return costs associated with the unsupported activities.

If documents are retained longer than the required retention period, FEMA, the DHS Office of Inspector General, Government Accountability Office, and pass-through entity have the right to access these records as well. See 2 C.F.R. §§ 200.334, 200.336.

EXHIBIT F.1
Attachment A ‒ FY 2022 HSGP Final Allocations | 2022
*SHSP allocations reflect National Priority Area project adjustments State Homeland Security Program (SHSP)
Operational Area Total Award Operational Area Total Award ALAMEDA 1,650,796 ORANGE 3,091,412
ALPINE 76,144 PLACER 465,163
AMADOR 113,439 PLUMAS 93,069
BUTTE 267,310 RIVERSIDE 2,398,206
CALAVERAS 117,971 SACRAMENTO 1,578,910
COLUSA 90,054 SAN BENITO 137,459
CONTRA COSTA 1,178,218 SAN BERNARDINO 2,161,778
DEL NORTE 100,963 SAN DIEGO 3,210,706
EL DORADO 256,681 SAN FRANCISCO 878,889
FRESNO 1,039,637 SAN JOAQUIN 823,129
GLENN 203,261 SAN LUIS OBISPO 342,776
HUMBOLDT 203,934 SAN MATEO 785,320
IMPERIAL 246,059 SANTA BARBARA 499,634
INYO 93,103 SANTA CLARA 1,882,403
KERN 942,855 SANTA CRUZ 329,270
KINGS 220,013 SHASTA 247,206
LAKE 126,761 SIERRA 78,080
LASSEN 94,530 SISKIYOU 116,808
LOS ANGELES 9,481,458 SOLANO 501,616
MADERA 225,137 SONOMA 671,457
MARIN 320,277 STANISLAUS 599,127
MARIPOSA 91,259 SUTTER 169,573
MENDOCINO 160,849 TEHAMA 137,052
MERCED 346,225 TRINITY 90,284
MODOC 83,289 TULARE 528,108
MONO 87,762 TUOLUMNE 127,742
MONTEREY 488,715 VENTURA 870,206
NAPA 0 YOLO 285,965
NEVADA 171,573 YUBA 148,878
*Total 41,728,499
EXHIBIT F.1
Fusion Centers
Region Total Award
SAN FRANCISCO BAY AREA 1,792,050
SACRAMENTO/CENTRAL VALLEY AREA 2,565,000
GREATER LOS ANGELES AREA 2,887,500
SAN DIEGO AREA 2,047,500
ORANGE AREA 835,000
*Total 10,127,050
Urban Areas Security Initiative (UASI)
*A minimum of 30% of UASI funding must be for Law Enforcement Terrorism Prevention Urban Area
Federal
Allocation to
State
Allocation to
UASI State Initiatives
ANAHEIM/SANTA ANA AREA 5,250,000 4,278,750 971,250
BAY AREA 37,049,000 30,194,935 6,854,065
LOS ANGELES/LONG BEACH AREA 67,182,000 54,753,330 12,428,670 RIVERSIDE AREA 3,900,000 3,178,500 721,500
SACRAMENTO AREA 3,800,000 3,097,000 703,000
SAN DIEGO AREA 16,696,000 13,607,240 3,088,760
Total 133,877,000 109,109,755 24,767,245
EXHIBIT F.1
Attachment B: FY 2022 HSGP Timeline | 2022
DHS/FEMA Announcement of 2022 HSGP May 13, 2022
Cal OES Application Due to DHS June 13, 2022
DHS Award to California September 2022
Subrecipient period of performance begins September 1, 2022 2022 HSGP California Supplement release September 2022
Subrecipient Workshops September 2022
Subrecipient Awards (45 days from DHS award) October 2022 Subrecipient Final Applications Due to Cal OES December 31, 2022 Subrecipient period of performance ends May 31, 2025
Final Cash Requests due to Cal OES Within twenty (20) calendar days after end of grant
Cal OES’s period of performance ends August 31, 2025
EXHIBIT F.1
Attachment C: FY 2022 HSGP Application Checklist | 2022 Subrecipient: FIPS#:

Program Representative:

Financial Management Forms Workbook:
☐ Grant Award Face Sheet
☐ Authorized Body of 5
☐ Project Ledger
☐ Planning Ledger
☐ Organization Ledger
☐ Equipment Ledger
☐ Training Ledger
☐ Exercise Ledger
☐ Consultant/Contractor Ledger
☐ Management & Administration Ledger
☐ Indirect Cost Ledger
☐ Authorized Agent Sheet
Attachments:
☐ Original Counter-Signed Award Letter
☐ Governing Body Resolution (Certified)
☐ Standard Assurances (Signed Originals)
☐ FFATA Certification
☐ Lobbying Certification
☐ Subrecipient Grant Management Assessment Form
☐ Indirect Cost Rate Negotiation Agreement
☐ Personnel Cap Waiver (If Applicable)
☐ Intelligence Analyst(s) Certificates (If Applicable)
UASI Only:
☐ UASI Footprint
☐ UAWG Roster
State Agencies and Tribes Only:
☐ Signature Authority Form (in lieu of Governing Body Resolution) For Cal OES Use Only
Reviewed by: Date:

Management Approval: Date:

EXHIBIT F.1

3. Taxpayer ID #:

2. Mailing Address (please let us know where you want your check delivered, including attention line if necessary):

No Yes
(attach State
Approval)
If Competitive,
indicate the # of
bids.

Non-Competitive
Bid Sole Source

8. TOTAL
I certify that (please use the checkbox):

3. 4.

5. AUTHORIZED CONTACT INFORMATION (If different from Section B):

PHONE #
E-MAIL:

Revised on December 2019
NOTE: This Form is intended for Internal SSD review purpose only.

AUTHORIZED PRINTED NAME AUTHORIZED TITLE
ASSIGNED INVOICE NO.:

2. All instructions for this form were followed and all the supporting documentation (per instructions) is included with this claim.

AUTHORIZED SIGNATURE DATE
$ -
SECTION D: SUB-RECIPIENT'S CERTIFICATION SECTION E: FOR SSD USE ONLY

1. I am the duly authorized officer of the claimant herein and this claim is in all respect true and correct. All expenditures were made in accordance with applicable laws, rules, regulations and grant conditions and assurances.

STAMP WITH RECEIVED DATE HERE:

7.CLAIM
AMOUNT
(indicate the
amount per each
line)
SECTION C: DETAIL PAYMENT REQUEST INFORMATION

1. SOLUTION AREA
(e.g. equipment, training,
planning, exercise, organization)

2. PROJECT #
(e.g. 011.22)

4. EHP required?
(Environmental & Historic
Preservation)

5. VENDOR'S INVOICE #
(Maximum of 5 invoices)

6. PURCHASE METHOD
(including Training)

4. Contact's e-mail:

4. Contact's phone:

1. Sub-recipient's Name: (reimbursement check will be made payable to a payee entered here)

4. Contact's Name:

Please submit Grant Payment Request Form along with legible supporting documents to: 1. Grant Name & Year:

[email protected]
In the event e-mail is not available, you can mail your Grant payment request to (please do not fax or send duplicates):

Department of Auditor-Controller
Shared Services Division / Attn: Grants Unit

LOS ANGELES COUNTY/DEPARTMENT OF AUDITOR-CONTROLLER

SHARED SERVICES DIVISION

GRANT PAYMENT REQUEST
SECTION A: SUBMITTING YOUR REQUEST
3470 Wilshire Blvd., Suite 812
Los Angeles, CA 90010
SECTION B: SUB-RECIPIENT'S INFORMATION

EXHIBIT G

Purpose of these instructions:

The following numerals provide the instructions to fill in the corresponding numeral in the form:

1. 2.

3. 4.

The following numerals provide the instructions to fill in the corresponding numeral in the form:

1. 2.

4. a)
Ensuring that all documents attached to your Grant payment requests are legible.

COUNTY OF LOS ANGELES

DEPARTMENT OF AUDITOR-CONTROLLER / SHARED SERVICES DIVISION

INSTRUCTIONS TO COMPLETE THE GRANT PAYMENT REQUEST
To assist sub-recipients in completing the Grant Payment Request. We appreciate your participation in this program, for questions or suggestions please use our e-mail below to contact us. Please do not send these instructions to us, they are to be used for your guidance only.

SECTION A: GENERAL INSTRUCTIONS FOR SUBMISSION OF GRANT PAYMENT REQUEST In numeral 1 of this section, please enter the name and year of the grant program that you are submitting for payment. In addition, please help us expedite the process of your Homeland Security claims by:

Completing the Grant payment request correctly and according to these instructions.

Submitting your Grant payment request using our e-mail --> [email protected] (please do not fax documents).

Sending your Grant payment request only once (we do not require original documents and duplicates will slow down our process).

Using the checkboxes to ensure all the required supporting documents and files accompany your Grant payment request. Supporting documents are flagged for your convenience with a checkbox within the corresponding areas.

Submitting Grant payment request timely. We do not guarantee the process of Grant payment requests that are submitted late or too close to the final due date. Reimbursable expenditures need to be charged within the performance period of the grant and submitted to us as soon as they are incurred.

SECTION B: SUB-RECIPIENT'S INFORMATION
Please enter the name of the agency requesting for payment. The name of the agency should be typed according to its signed agreement and as you need it to appear in the payee line of the reimbursement check.

Please enter the complete address (street number and name, city, zip code) and attention line where you will need to receive the reimbursement check. Please note that this is not necessary for L.A. County departments.

Please enter the tax ID of the governmental entity requesting payment. Please leave blank for L.A. County departments.

Please enter the information of the person that can assist us with detail claim questions.

SECTION C: DETAIL PAYMENT REQUEST INFORMATION:

In order to expedite your Grant payment request, in this area's grid, include a maximum of five (5) invoices or reimbursements charges (one charge or one invoice per line). The invoices or charges need to share the same solution area, project #.

Enter the solution area corresponding to the claim. This information is found in the latest budget of the grant. Examples of solution areas are:
equipment, training, planning or exercise.

Enter the project # corresponding to the claim. This information is found in the latest budget of the grant. An example of Item # is 17.020.

Check with an X under either yes or no according to the claim's Environmental & Historical Preservation (EHP) requirements from the State. EHP approval needs to be obtained from the State prior to the start of the project on certain equipment items (see AEL description) or training/exercise projects. Please attach the following:

State EHP Approval: if required by the state for your claim.

Revised on 11/20/2017

EXHIBIT G

5. a)
b)
c)
d)
e)
f)
g)

6. a)
b)
c)

7. 8.

SECTION D: SUB-RECIPIENT'S CERTIFICATION
The following numerals provide the instructions to fill in the corresponding numeral in the form:

1. 2.

3. 4 &

5. SECTION C: (Continued)
If the expenditures that you are claiming were purchased thru a vendor or contractor, please enter the invoice # in the grid area. Please note that you are responsible for following acceptable purchasing policies and for documenting your procurement process. Additionally please include the following documentation with your claim:

Copy of the invoice: Please attach an invoice that provides sufficient information to be used as a cross reference with the items described in your grant line item and AEL #. When the invoice includes items that are not being claimed or that belong to different claims or grants, please circle and designate on the invoice the items that you are requesting for reimbursement. Each item circled must have a project #, a funding source, and a total. Purchase orders and price quotes will not be accepted in the place of the invoice.

Copy of the purchase order
Print out of the corresponding AEL # (Authorized Equipment List number). The AEL listing can be found at:
https://www.rkb.us/fema_grants.cfm
Proof of payment of the invoice: The proof of payment for L.A. County Departments is the printout from e-CAPS showing that the check cleared the bank. The proof of payment for other than L.A. County Department is the corresponding copy of the bank's cleared check .

Calculations for use tax paid: When use tax is paid, clearly show the calculations of the use tax in the invoice included in your claim.

Proof of payment of the use tax: Please provide official documents which authenticate the remittance of the use tax to the state, the amount and the reference to the invoice being claimed.

Federal Debarment Listing: Please provide a screen print out of the queried Federal Debarment Listing at http://www.sam.gov/portal/public/SAM. (you will need a username and a password; if you don't please create an account) . The listing needs to be queried prior to the selection of the vendor.

If you are claiming services, supplies, training related costs, or any other type of items purchased thru a vendor or contractor or government agency, please indicate with an X the method that you used to acquire the items (do not leave blank or mark more than one). Please note that competitive bid, non-competitive bid or sole source are the only valid purchasing methods.

Competitive Bid: for projects that received more than one bid. Please indicate number of bids received (must be more than one).

Non-Competitive Bid: for single bid purchases of $250,000 or more (effective June 21, 2018) to a single vendor or a single project, please attach the approval from the State. The approval needs to be requested from the State prior to the start of the project.

Sole Source: for non-bid purchases of $250,000 or more effective (June 21, 2018) to a single vendor or a single project, please attach the approval from the State. The approval needs to be requested from the State prior to the start of the project.

Enter the amount of your claim after you verify that your budget is sufficient to cover your request. When the amount of the budget is not sufficient, please let your Program Coordinator know of the possible need for budget modification.

Enter the "Total Amount" by adding the subtotal claims included in each line.

Please read and check the box provided if you are an authorized signor.

Please read and check the box provided if you are an authorized signor.

Please sign the Grant payment request if you are an authorized signor of your agency.

When the authorized person is the same as the contact person in Section B you do not need to enter the authorized contact information. If the authorized person and the contact person in Section B are different, please enter all the fields in this area as requested.

Revised on 11/20/2017

EXHIBIT G

a)
For Training Claims:
a)
b)
c)
If you are including personnel cost with your training claim, please add the following:
d)
e)
f)
g)
h)
i)
ADDITIONAL ITEMS THAT YOU NEED TO ATTACH TO YOUR GRANT PAYMENT REQUEST:

For Equipment Claims:

Equipment Inventory Listing (Print out & Excel File): Please include both the printout of the listing and the corresponding excel file with your claim. The excel file is used to submit your claim with the state and the printout as backup document for audits. If there is no serial # for your equipment please assign a valid ID tag, or write "Consumable" (if it applies) or write N/A. please do NOT leave the corresponding space blank. *1Please refer to the Instructions to Equip Inty Tab for completion procedures of Equipment Inventory.

Additionally, please enter the appropriate CBRNE Mission (Chemical, Biological, Radiological, Nuclear, or Explosive) in the column titled "Equipment Description & Quantity". This only applies to vehicles with AEL # 12VE-00-MISS (Vehicle Specialized Mission:CBRNE).

You need to inform us of any changes on the items above *1. This applies to each piece of equipment added in the Inventory Listing, including when the items are disposed and/or no longer useful. We will update the master inventory listing (per grant requirement) according to the information you give us. Please make sure that you include all the attachments that are necessary to provide us with the requested information.

State Sole Source Approval: If you are claiming training related costs thru a Non-Competitive Bid or Sole Source training provider, regardless the purchased amount, please attach the State's approval (effective December 03, 2018). The approval needs to be requested from the State prior to the start of the project.

State-Sponsored Training Reporting Form (with the tracking request #): Please add this form along with the Training Request Form Training Officer (POC), which you completed at the website, to the claim's backup documentation. All the backup documentation submitted for the training claim needs to agree with the training period and the detail description on the Training Reporting Form and the line item of the Grant. Training request #'s must be obtained from the State prior to the start of the project.

Receipts and paid invoices: please include the complete copy of the receipts and paid invoices with your claim for itemized costs such as air plane tickets, hotel stays, instructor's fees, workshop cost, facilities fees, consulting services, etc. Additionally, you will need to include the documents requested in numeral 5 under Section C.

Personnel List (Print out & Excel File): Please include both the printout of the listing and the corresponding excel file with your claim. The excel file is used to submit your claim with the state and the printout as backup document for audits.

Documents that certify completion of the training: please attach supporting documents that show the class name, dates of training, # of hours of the training class, printed name and signature of individual taking the class and approval signature from supervisor or trainer (attach the information for backfilled positions also). Examples of documents that certify completion of training are:

Attendance sheets (signed by employee and instructor)
Sign in sheets (same as above) Signed training certificates Summary Listing of Charges: Please use the Training Summary Sheet form provided in this claim packet that clearly shows the breakdown of the training charges per employee and that match the total claimed. This form includes the following: employee name, assignment, job title, date, salary, hours claimed, regular rate, overtime rate, employee benefits rate, claim amount per employee, clear calculations of amount claimed per employee and total (equal to the amount claimed).

Please ensure that the Training Summary Sheet is verified/approved by an authorized signatory, with printed name and title, and dated.

Backup for the Benefits Rate: If you are adding benefits to your claim, please make sure that you include the official calculation for the rate used.

Timecards: Include a printout of the corresponding timecards. Manual timecards need to indicate the # of hours charged per day to the grant, supervisor's signature, employee name and signature. Automatic system generated timecards need to be approved and include the name of the employee and hours charged per day to the grant.

Explanation of timekeeping codes: When the supporting documentation (timesheet, payroll register, etc.) includes timekeeping codes please provide a printout with the explanation of the usage as detailed as possible.

Revised on 11/20/2017

EXHIBIT G

j)
k)
For Planning Claims:
a)
b)
c)
d)
a)
b)
c)
Deliverable (or final product): Please include with your claim the final product of the planning activity (deliverable) that was identified in the grant award.

Payroll register: The payroll register needs to clearly support and explain the amount claimed per employee. It also needs to show the salary, hourly rate, employee benefits and overtime rate.

Roster of backfilled positions: When you are claiming overtime for a backfilled position, please attach the backfilled roster to your claim.

The roster needs to include the name of the backfilling employees, a short description of duties performed, the corresponding employee whose duties were covered and the dates accordingly. Please make sure that the roster is signed and that you include documentation corresponding to the employee covered by the backfilling position.

Signed Certificate of Completion: The certificate of completion can be an e-mail confirming that the planning activity was completed.

Invoices: If your planning claim includes charges invoiced by vendors, please see requirements and documents you need to attach to your claim form under Section C (numeral 5 and numeral 6).

Supporting Documentation for Personnel Cost: When your planning claim includes personnel cost, please see d) to i) under Training Claim (supporting documents needed) and add to the documentation.

For Exercise Claims:

Proof of State Approval of After Action Report (AAR): In order for your AAR to be approved you have to submit it to the State using the ODP Portal (see link below), within 90 days after completion of the exercise. You need to notify the State when the AAR is uploaded so they can proceed with the approval process.
https://hseep.dhs.gov/DHS_SSO/
Invoices: If your exercise claim includes charges invoiced by vendors please see requirements and documents you need to attach to your claim form under Section C (numeral 5 and numeral 6).

Supporting Documentation for Personnel Cost: When your exercise claim includes personnel cost, please see d) to i) under Training Claim (supporting documents needed) and add to the documentation.

For Organization Claims: Please see above b) and c) under Exercise Claims Revised on 11/20/2017

EXHIBIT G

GRANT NAME:

SUB-RECIPIENT: __________________________________________ P. ___ of ___ DATE OF REPORT: ______________________________________
Grant Project AEL Description of Property Serial # or SAFECOM Source of Department Vendor Invoice % of FED Location Use & Condition Year Number No. Other ID # Consult
(Yes/No/NA)
Property
(SHSP or
EMPG Grant
Program)
(Title Holder) Name Number Date Cost Participation (N=New, D=Deployed,
O=Out of
Service, L=Lost,
Date Sale Price
N:Grants/Subrecipient Monitoring/Forms/Propery & Equipment Inventory Listing Revised 12/2019

GRANT PROPERTY AND EQUIPMENT INVENTORY LISTING
Acquisition Disposition

EXHIBIT G

OBJECTIVE: To provide an equipment inventory listing that links the State Homeland Security Workbook, to the Equipment Ledger and to the Equipment Listing to simplify the tracking and accountability; and to Field Date Element
(1)
(2)
(3)
(4) Grant Year
(5) Project #
(7) AEL No.
(8) Description
(9) Serial # or Other ID #
(10) Safecom consult
(11) Source of Property
(12) Title Holder
(13) Vendor Name
(14) Invoice Number
(15) Acquisition Date
(16) Acquisition Cost
(17) % of Fed Part
(18) Location
(19) Use & Condition
(20) Disposition data
(21) Sale Price
of the form.

Note {1}:
taken and the results reconciled with the equipment records (at least {2} Indicate: N = New, D = Deployed, O = Out of Service, L = Lost & S = Stolen Project Number (from Grant Workbook Project Sheets)
Equipment Inventory Listing
Procedures for Completion
eliminate duplication and confusion.

Procedure
Grant Name SHSP or EMPG
Sub-Recipient Name of your agency
Date of Report Date report completed {1}
Grant Year of funds used to purchase equipment
Fed participation in the cost of equipment
Authorized Equip Listing No (from Grant Workbook)
Description of the equipment
Serial # or Other identification # used
Fill out either by Yes, No, or N/A
Funding source, i.e, SHSP, EMPG, etc.

Name of agency (City/Department)
Name of the vendor
Invoice number
Date equipment acquired
Cost of the individual equipment item
once every two years).

Distribution
Copy maintained in sub-recipient file
Copy forwarded to Shared Services Division
Location of equipment
Use & condition {2}
Date of disposition
Sale price, If applicable, or N/A for not applicable
The Equipment Inventory Listing must be completed in its entirety to meet the objective This date should be the date the physical inventory of equipment was

EXHIBIT G

Grant Name
Jurisdiction Name:

Training Provider:

OHS Approved Course Title:

Non-SLGCP Course Title & OHS Tracking No.
(requires pre-approval thru OEM)
Date of Course:

Class/ Exercise Duration/Hours:

EMP NO. EMPLOYEE NAME ASSIGNMENT TITLE

TRAINING
REQUEST #

TRAINING

START DATE

TRAINING END
DATE

SALARY OT REG RATE OT RATE OT PAY
Are you
claiming
for
Employee
Benefits?
Employee
Benefits Rate CLAIM
(for Training only) HOURS TOTAL
1 $ - $ - $ -
2 3
4 5
6 7
8 9
10 GRAND TOTAL $ -
Approved by:

Authorized Signature
Print Name and Title Date
Training Summary
Sheet

EXHIBIT G

- -
GRAND TOTAL $
Approved by:

Authorized Signature
Print Name and Title Date
Final Product
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)

PLANNING ROSTER
Project Planning Activity Solution Area
Sub-Category Discipline Funding Source Total Cost Total Claimed Cash Request Number FMFW v1.09- 06/09

EXHIBIT G

- -
GRAND TOTAL $
Approved by:

Authorized Signature
Print Name and Title Date
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)

EXERCISE ROSTER
Project Exercise Title Funding Source Solution Area
Sub-Category Discipline Cash Request Number Total Cost Total Claimed Conducted By Date of Exercise Exercise Type Exercise Role Date AAR entered into HSEEP FMFW v1.09- 06/09

EXHIBIT G

8. Notes on Personnel Cost:

In general, costs associated with:
 Work performed under contract for a specific deliverable DOES NOT count against the personnel cap, however,
 Work performed under contract for an undefined period, such as for personnel costs supporting operational activities, including general planning, training or exercise activities DO count against the personnel cap; and
 Work performed by all non-contractor personnel, including for full- or part-time staff and operational overtime DO count against the personnel cap.

The following examples would not count towards the personnel cap:
 Vendor installation of a radio tower;
 Vendor training on new equipment purchased;
 Contractor hired to create an Emergency Operations Plan;  Contractor hired to provide deliveries of ICS 400; and  Contractor hired to assist with planning, training, evaluating, and reporting the effectiveness of a specific exercise.

The following examples would count towards the personnel cap:
 Contractor hired to be the State’s WMD training instructor with no specific deliverables under contract;
 Contractor hired to facilitate unidentified number of exercises throughout the performance period;
 Contractor hired to be the part-time auditor of Homeland Security Grants throughout the year; and  Contractor hired to be an intelligence analyst.

EXHIBIT G

Employee Name Project / Deliverable Funding
Source Discipline Solution Area Solution Area Sub Category Dates of Payroll
Period
Total Salary &
Benefits charged
for this Reporting
Period
Total Project
Hours
REIMB
Request #
Total Cost Charged
to Grant
- - N/A -
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) Project
FMFW v1.15a - 2015

EXHIBIT G

FMFW v1.15a - 2015

EXHIBIT G

FMFW v1.15a - 2015

EXHIBIT G

Subrecipient Monitoring Instrument
Subrecipient Monitoring Instrument

PROJECT TITLE
Los Angeles County State Homeland Security Program
Monitoring Reports
A. FINANCIAL REPORTING REQUIREMENTS
Objective
To determine that the Subrecipient implemented corrective action to address findings noted in its Single Audit that is related to the Homeland Security Grant.

Verification Yes No Comment

1. Was a Single Audit completed for Grant Year 2014-15
and 2015-16?

2. If yes, did the Subrecipient forward a copy to the
Homeland Security Grant Administrator (HSGA) by
March 30th of the year following the audit?

3. Did the Single Audit(s) identify findings related to the Homeland Security Grant? If yes, please continue.

If no, please mark N/A and continue to Section B.

4. Did the Subrecipient develop a corrective actionplan that addresses the finding(s)?

5. Did the Subrecipient send a copy of a corrective action plan to the HSGA?

6. Did the Subrecipient implement the corrective action plan?
EXHIBIT H Page 1 of 11 SAMPLE COPY
B. TRAINING
Objective
To determine that the Training expenditures were appropriately documented and that the activities aligned with the project’ s goals and objectives. If the Training activities involved employees, determine if the Subrecipient appropriately documented the Training expenditures using employee timecards, sign-in sheets, and certificates of training. If the Training activities involved using consultants or contractors, determine if the Subrecipient followed the appropriate procurement procedures to hire the consultants or contractors. Use Worksheets 1 and 3 (See Attachment E – Subrecipient Monitoring Worksheets).

Verification Yes No Comments

1. Did the Subrecipient receive funding for Training
expenditures? If yes, then continue. If no, continue
to next section.

2. Did the Subrecipient receive prior approval from
the State either via email or other documentation
and did it include the training course name and
number?

3. If the Training expenditures relate to the use of
employees, did the Subrecipient appropriately
document the Training expenditures using employee
timecards, sign-in sheets and certificates of training?

4. If Training expenditures relate to the use of
consultants/contractors, did the Subrecipient follow
proper procurement procedures to hire the consultants
or contractors?

5. Did the Subrecipient accurately report the Training
expenditures in their accounting records?

6. For Projects with overtime expenditures for Training:
a. Did the Subrecipient maintain employee timecards
to appropriately document the overtime expenditures?
b. Did the Subrecipient accurately report the overtime
expenditures in their accounting records?
EXHIBIT H Page 2 of 11 SAMPLE COPY
B. TRAINING (Continued)
Verification Yes No Comments

7. For Projects with backfill expenditures for Training:
a. Does the Subrecipient have documentation that
the backfill expenditures were approved by the
State?
b. Did the Subrecipient appropriately document the
backfill expenditures using employee timecards and
sign-in sheets?
c. Did the Subrecipient accurately report the
expenditures in their accounting records?

8. Were employee timecards utilized in Training activities signed and dated by the employee and direct supervisor?

9. Were the Training expenditures consistent with the State approved grant award and/or post award modification(s)?

10. Ensure the Subrecipient corrected areas of noncompliance that remain outstanding and were reported as findings in prior Grant Year monitoring reports submitted by HSGA:
a. If the Project prior Grant Year monitoring report
finding was resolved, explain resolution, and indicate
such in the current report as resolved.
b. If the Project prior Grant Year report finding is not resolved, indicate why it has not been resolved and
what the Subrecipient is doing to resolve the prior
year finding and indicate such in the current report.

EXHIBIT H Page 3 of 11 SAMPLE COPY
C. PLANNING
Objective
To determine that the Planning expenditures were appropriately documented and that the activities aligned with the project’s goals and objectives. If the Planning activities involved employees, determine if the Subrecipient appropriately documented the Planning expenditures using employee timecards and sign-in sheets. If the Planning activities involved using consultants or contractors, determine if the Subrecipient followed the appropriate procurement policies. Use Worksheets 1 and 3 (See Attachment E – Subrecipient Monitoring Worksheets).

Verification Yes No Comments

1. Did the Subrecipient receive funding for Planning
expenditures? If yes, continue. If no, continue to
next section.

2. Did the Subrecipient appropriately document the
Planning expenditures providing copies of the
support documentation that indicated the efforts
made to produce the final product and a copy of
the product produced?

3. If Planning expenditures relate to the use of employees, did the Subrecipient use employee timecards and
sign-in sheets?

4. If Planning expenditures relate to the use of
consultants/contractors, did the Subrecipient
follow proper procurement procedures to hire
the consultants or contractors?

5. Did the Subrecipient accurately report the
Planning expenditures in their accounting records?

6. For Projects with overtime expenditures for
Planning:
a. Did the Subrecipient maintain employee
timecards to appropriately document the
overtime expenditures?
EXHIBIT H Page 4 of 11 SAMPLE COPY
C. PLANNING (Continued)
Verification Yes No Comments
b. Did the Subrecipient accurately report the
overtime expenditures in their accounting
records?

7. For Projects with backfill expenditures for Planning:
a. Does the Subrecipient have documentation
that the backfill expenditures were approved
by the State?
b. Did the Subrecipient appropriately document
the backfill expenditures using employee
timecards and sign-in sheets?
c. Did the Subrecipient accurately report the
backfill expenditures in their accounting
records?

8. Were the employee timecards utilized in Planning
activities signed and dated by the employee and
direct supervisor?

9. Were the Planning expenditures consistent with the
State approved grant award and/or post award
modification(s)?

10. Ensure the Subrecipient corrected area of
noncompliance that remain outstanding and were
reported as findings in prior Grant Year monitoring
reports submitted to HSGA:
a. If the project prior Grant Year monitoring report
finding was resolved, explain resolution, and
indicate such in the current report as resolved.
b. If the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not been
resolved and what the Subrecipient is doing to
resolve the prior year finding and indicate such in
the current report.

EXHIBIT H Page 5 of 11 SAMPLE COPY
D. EQUIPMENT
Objective
To determine that the project Equipment expenditures are supported by invoices and that a listing of the Equipment/property is maintained by the Subrecipient. To determine that the purchases are aligned with the project’s goals and objectives. Use Worksheets 2 and 3 (See Attachment E – Subrecipient Monitoring Worksheets).

Verification Yes No Comments

1. Did the Subrecipient receive funding for Equipment
expenditures? If yes, continue. If no, continue to
next section.

2. Did the Subrecipient maintain invoices to support
the Equipment expenditures?

3. Did the Subrecipient follow proper procurement
procedures to purchase the Equipment and were
the items listed in the federal “Authorized
Equipment List” and/or “Standardized Equipment List”?

4. Did the Subrecipient accurately report the
Equipment expenditures in their accounting records?

5. Did the Subrecipient maintain an Equipment
inventory that listed the following:
a) Description of Equipment,
b) Serial number or other identification number,
c) AEL number,
d) Fund/source/grant year,
e) Title holder,
f) 100 percent of federal participation. If no, then identify percentage, g) Acquisition date,
h) Acquisition cost,
i) Quantity,
j) Equipment location,
k) Use and condition of Equipment,
l) Disposal date and sale price of the Equipment

6. Did the Subrecipient conduct an inventory of
Equipment purchased with Cal/OES grant funds at
least once every two years?
EXHIBIT H Page 6 of 11 SAMPLE COPY
D. EQUIPMENT (Continued)
Verification Yes No Comments

7. Was the Equipment physically inspected to ensure:
a. The Equipment existed and agreed to inventory
listing?
b. The Equipment worked and adequately trained
staff are available to operate the Equipment?

8. Did the Subrecipient maintain Equipment in a secure
location?

9. For property other than Equipment, i.e. supplies, did the Subrecipient have controls and accountability to
safeguard and ensure that the items are used and
solely for authorized purposes?

10. For Equipment disposal, if any:
a. Was the disposition consistent with federal
regulations?
b. What is the status of the proceeds received from the disposal?

11. Did the Subrecipient have a policy for damaged,
destroyed, lost or stolen Equipment including but
not limited to informing the Cal/OES, steps to replace the Equipment and an investigative process?

12. Were the Equipment expenditures consistent with
State approval grant award and/or post award
modification(s)?

13. Ensure the Subrecipient corrected areas of noncompliance that remain outstanding and were reported as findings in prior Grant Year monitoring reports maintained by HSGA:
a. If the project prior Grant Year monitoring report finding was resolved, explain resolution, and indicate such in
the current report as resolved.
b. If the project prior Grant Year monitoring report finding is not resolved, indicate why it has not been resolved
and what the Subrecipient is doing to resolve the prior year finding and indicate such in the current report.

EXHIBIT H Page 7 of 11 SAMPLE COPY
E. EXERCISE
Objective
To determine that the Exercise expenditures were appropriately documented and the activities align with project’s goals and objectives. If the Exercise activities involved employees, determine if the Subrecipient appropriately documented the Exercise expenditures using timecards and sign-in sheets. If the Exercise activities involved using consultants or consultants, determine if the Subrecipient followed the appropriate procurement procedure. Use Worksheets 1 and 3 (See Attachment E – Subrecipient Monitoring Worksheets).

Verification Yes No Comments

1. Did the Subrecipient receive funding for Exercise
expenditures? If yes, continue. If no, continue to
next section.

2. Did the Subrecipient receive prior approval from the State either via email or other documentation and did it include the Exercise course name and number?

3. If the Exercise expenditures relate to the use of employees, did the Subrecipient appropriately document the Exercise expenditures using employee timecards, sign-in sheets, and certificates for Exercise?

4. If the Exercise expenditures relate to the use of consultants/ contractors, did the Subrecipient follow proper procurement procedures to hire the consultants or contractors?

5. Did the Subrecipient accurately report the Exercise
expenditures in their accounting records?

6. For Projects with overtime expenditures for Exercise:
a. Did the Subrecipient maintain employee timecards
to appropriately document the overtime expenditures?
b. Did the Subrecipient accurately report the overtime
expenditures in their accounting records?
c. Did the Subrecipient accurately report the backfill
expenditures in their accounting records?

7. For Projects with backfill expenditures for Exercise:
a. Does the Subrecipient have documentation that
the backfill expenditures were approved by the State?
b. Did the Subrecipient appropriately document the
backfill expenditures using employee timecards and
sign-in sheets?
EXHIBIT H Page 8 of 11 SAMPLE COPY
E. EXERCISE (Continued)
Verification Yes No Comments

8. Were the employee timecards utilized in the Exercise activities signed and dated by the employee and direct supervisor?

9. Were the Exercise expenditures consistent with the State approved grant award and/or post award modifications?

10. Ensure the Subrecipient corrected areas of noncompliance that remain outstanding and were reported as findings in prior Grant Year monitoring reports:
a. If the Project prior Grant Year monitoring report finding was resolved, explain resolution and indicate such in
the current report as resolved.
b. If the Project prior Grant Year monitoring report finding is not resolved, indicate why it has not been resolved and what the Subrecipient is doing to resolve the prior year finding and indicate such in the current report.

EXHIBIT H Page 9 of 11 SAMPLE COPY
F. ORGANIZATION
Objective
To determine that the Organization expenditures were appropriately documented and that the activities align with the project’s goals and objectives. If the Organization activities involved employees, determine if the Subrecipient appropriately documented the Organization expenditures using employee timecards and sign-in sheets. If the Organization activities involved using consultants or contractors, determine if the Subrecipient followed the appropriate procurement policies. Use Worksheets 1 and 3 (See Attachment E – Subrecipient Monitoring Worksheets).

Verification Yes No Comments

1. Did the Subrecipient receive funding for Organization expenditures? If so, continue. If no, continue to next section.

2. If the Organization expenditures relate to the use of employees, did the Subrecipient document the expenditures using employee timecards, sign-in sheets, or with other support documentation that substantiated the expense?

3. If the Organization expenditures relate to the use of consultants or contractors, did the Subrecipient follow proper procurement procedures to hire the consultants
or contractors?

4. Did the Subrecipient accurately report the Organization expenditures in their accounting records?

5. For Projects with overtime expenditures for Organization:

a. Did the Subrecipient maintain employee timecards to
appropriately document the overtime expenditures?
b. Did the Subrecipient accurately report the overtime
expenditures in their accounting records.?
EXHIBIT H Page 10 of 11 SAMPLE COPY
F. ORGANIZATION (Continued)
Verification Yes No Comments

6. For Projects with backfill expenditures for Organization:
b. Does the Subrecipient have documentation that the
backfill expenditures were approved by the State?
c. Did the Subrecipient appropriately document the
backfill expenditures using employee timecards and
other payroll documentation?

7. Were employee timecards utilized in Organization activities signed and dated by the employee and direct supervisor?

8. Were the Organization expenditures consistent with the State approved grant award and/or post award modification(s)?

9. Ensure that the Subrecipient corrected areas of noncompliance that remain outstanding and were reported as findings in prior Grant Year monitoring reports maintained by HSGA:
a. If the Project prior Grant Year monitoring report finding was resolved, explain resolution and indicate such in the current report as resolved.
b. If the Project prior Grant Year monitoring report finding is not resolved, indicate why it has not been resolved and what the Subrecipient is doing to resolve the prior year finding and indicate such in the current report.

EXHIBIT H Page 11 of 11 SAMPLE COPY
Fiscal Year 2022 Homeland Security
Grant Program Fact Sheet
Release Date: Apr 4, 2022
In fiscal year (FY) 2022, the Department of Homeland Security (DHS) is providing $1.12 billion to enhance the ability of state, local, tribal, and territorial governments to prevent, prepare for, protect against, and respond to potential terrorist acts and other hazards.

Overview
The FY 2022 Homeland Security Grant Program (HSGP) is one of three grant programs that support the DHS/Federal Emergency Management Agency’s (FEMA’s) focus on enhancing the ability of state, local, tribal, and territorial governments, as well as nonprofit organizations, to prevent, prepare for, protect against, and respond to potential terrorist attacks. These grant programs are part of a comprehensive set of measures authorized by Congress and implemented by DHS to help strengthen the nation’s communities against potential terrorist attacks and other hazards. HSGP is composed of three grant programs:

State Homeland Security Program (SHSP);
Urban Area Security Initiative (UASI); and
Operation Stonegarden (OPSG).

Funding
In FY 2022, the total amount of funds under the HSGP is $1.12 billion. Below is the funding distribution across the three grant programs:

HSGP Program FY 2022 Allocation

Page printed at fema.gov/fact-sheet/fiscal-year-2022-homeland-security-grant-program-fact-sheet 04/12/2022 SHSP $415 million
UASI $615 million
OPSG $90 million
Total $1.2 billion
Eligibility
The State Administrative Agency (SAA) is the only entity eligible to submit HSGP applications to FEMA, including those applications submitted on behalf of UASI and OPSG applicants. All 56 states and territories, which includes any state of the United States, the District of Columbia, the Commonwealth of Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, and the Commonwealth of the Northern Mariana Islands, are eligible to apply for SHSP funds. A list of eligible urban areas will be published in the FY 2022 HSGP Notice of Funding Opportunity (NOFO), which will be released no later than May 13, 2022. Tribal governments may not apply directly for HSGP funding; however, funding may be available to tribes under SHSP and OPSG through the SAA.

Eligible high-risk urban areas for the FY 2022 UASI program are determined through an analysis of relative risk of terrorism faced by the 100 most populous metropolitan statistical areas (MSAs) in the United States. Sub-awards will be made by the SAA to the designated high-risk urban areas identified in the FY 2022 HSGP NOFO. Through the Joint Explanatory Statement and House Report accompanying the Department of Homeland Security Appropriations Act, 2022, Congress again expressed its intent that the DHS Secretary fund up to 85% of nationwide risk in the UASI program.

Under the FY 2022 OPSG, subrecipients eligible to apply for and receive a subaward directly from the SAA are divided into three tiers.

Page printed at fema.gov/fact-sheet/fiscal-year-2022-homeland-security-grant-program-fact-sheet 04/12/2022 Tier 1 entities are local units of government at the county level or equivalent and federally recognized tribal governments that are on a physical border in states bordering Canada, states bordering Mexico, and states and territories with international water borders.

Tier 2 eligible subrecipients are those not located on the physical border or international water border but are contiguous to a Tier 1 county.

Tier 3 eligible subrecipients are those not located on the physical border or international water border but are contiguous to a Tier 2 eligible subrecipient.

The tier structure is only applicable with regard to eligibility. OPSG funding allocations are based on the assessed border security risks as determined by the U.S. Border Patrol.

Funding Guidelines
The FY 2022 allocation process for SHSP, UASI, and OPSG will be as follows:

SHSP Allocations
For FY 2022, FEMA will award SHSP funds based on risk as determined by FEMA’s relative risk methodology and statutory minimums pursuant to the Homeland Security Act of 2002, as amended. Final allocations will be published in the FY 2022 HSGP funding notice.

UASI Allocations
For FY 2022, FEMA will award UASI funds based on risk as determined by FEMA’s relative risk methodology pursuant to the Homeland Security Act of 2002, as amended. Final allocations will be published in the FY 2022 HSGP funding notice.

OPSG Allocations
For FY 2022, FEMA will award OPSG funds based on risk and the anticipated effectiveness of the proposed use of grant funds. The FY 2022 OPSG risk assessment is designed to identify the risk to border security and to assist with the distribution of funds for the grant program. Entities eligible for funding are the state, local, and tribal law enforcement agencies that are located along the border of the United States. Final award amounts will be based on FEMA’s evaluation of

Page printed at fema.gov/fact-sheet/fiscal-year-2022-homeland-security-grant-program-fact-sheet 04/12/2022 the effectiveness of proposed investments and projects.

Pass-Through Requirements
SAAs are required to pass-through at least 80% of SHSP and UASI funding to local or tribal units of government. For more information on the pass-through requirement, please refer to Section F.2 of the HSGP NOFO and Appendix A of the Preparedness Grants Manual.

National Priority Areas (NPAs) for SHSP and UASI and Minimum Spend Requirements
Overall, the required minimum spend on the FY 2022 NPAs for the SHSP and UASI programs remains consistent with the FY 2021 requirement – 30% as a percentage of the total SHSP and UASI allocation. Each SHSP and UASI applicant must dedicate the minimum spend (identified below where applicable) as a percentage of the total SHSP and UASI allocation per NPA. For the NPAs with no minimum spend requirement, DHS strongly encourages recipients to make investments in those areas as they are of critical national concern. Twelve (12) percent is mandated in minimum spending across the first four NPAs, but there is flexibility on the remaining 18% required to meet the overall 30% minimum spend requirement.

1. Enhancing the protection of soft targets/crowded places – 3% minimum spend;

2. Enhancing information and intelligence sharing and cooperation with federal agencies, including DHS – 3% minimum spend;

3. Combating domestic violent extremism – 3% minimum spend;

4. NEW: Enhancing community preparedness and resilience – 3% minimum spend;

5. Enhancing cybersecurity – no minimum spend requirement; and

6. NEW: Enhancing election security – no minimum spend requirement.

For those NPAs that have an associated minimum spend, all projects related to meeting the minimum spend for those NPAs must be included in the same Investment Justification (IJ). Activities that support more than one NPA may be included under only one NPA IJ but still count towards the 30% minimum spend without having to be broken out into separate projects or activities in more than one IJ. Complete details on the FY 2022 HSGP allocation process are included in

Page printed at fema.gov/fact-sheet/fiscal-year-2022-homeland-security-grant-program-fact-sheet 04/12/2022 the FY 2022 HSGP funding notice.

Law Enforcement Terrorism Prevention Activities (LETPA) SAAs must allocate at least 30% of their SHSP and UASI awards to LETPAs, up from 25% in the previous year. Please refer to Section C.3.c of the HSGP NOFO and Appendix A of the Preparedness Grants Manual for additional guidance and information on allowable LETPAs. Investments that support LETPAs can also support an NPA (e.g., an investment can be counted as supporting both the Soft Targets/Crowded Places and LETPA minimum allocation requirements, if applicable).

Application Process
Applying for an award under the HSGP is a multi-step process. Applicants are encouraged to register early as the registration process can take four weeks or more to complete. Registration should be done in sufficient time to ensure it does not impact your ability to meet required submission deadlines. Section D in the FY 2022 HSGP NOFO will contain more detailed information and instructions.

Eligible applicants must submit their initial application through the grants.gov portal at www.grants.gov. Applicants needing grants.gov support should contact the grants.gov customer support hotline at (800) 518-4726 24 hours per day, 7 days per week except federal holidays.

Eligible applicants will be notified by FEMA and asked to proceed with submitting their complete application package in the Non-Disaster (ND) Grants System.

Applicants needing technical support with the ND Grants System should contact [email protected] or (800) 865-4076, Monday-Friday from 9 a.m. to 6 p.m.

ET.

Completed applications must be submitted no later than 5 p.m. ET by the deadline included in the funding notice.

HSGP Resources
There are a variety of resources available to address programmatic, technical, and financial questions, which can assist with HSGP applications:

Page printed at fema.gov/fact-sheet/fiscal-year-2022-homeland-security-grant-program-fact-sheet 04/12/2022 The FY 2022 HSGP funding notice will be released no later than May 13, 202 and available online at www.fema.gov/grants as well as www.grants.gov.The FEMA Preparedness Grants Manual will be updated for the FY 2022 application cycle and will be released no later than May 13, 2022.

For additional program-specific information, please contact the Centralized Scheduling and Information Desk (CSID) help line at (800) 368-6498 or [email protected]. CSID hours of operation are from 9 a.m. to 5 p.m. ET, Monday through Friday.

For support regarding financial grants management and budgetary technical assistance, applicants may contact the FEMA Award Administration Help Desk via e-mail at [email protected].

Page printed at fema.gov/fact-sheet/fiscal-year-2022-homeland-security-grant-program-fact-sheet 04/12/2022 Sierra Madre Ledger Type
FY 2022 State Home Security Program (SHSP) Projects Date Grant Subaward: 2022-0043
Cal OES ID: 037-00000 POP Start Date
POP End Date
Investment
Justification
(IJ)
Project
No. Project Title Funding Source Discipline Solution Area Total Budgeted IJ.06 026 LE P25 Compliant Portable Radios HSGP-SHSP LE Equipment $ 45,577 Total $ 45,577
Project Ledger
9/1/2022
5/31/2024
Initial Application
10/25/2022
Sierra Madre Ledger Type Initial Application
FY 2022 State Home Security Program (SHSP) Projects Date 10/25/2022 Grant Subaward: 2022-0043
Cal OES ID: 037-00000 POP Start Date 9/1/2022
POP End Date 5/31/2024
5/31/2024
Investment
Justification
(IJ)
Project
No. Planning Activity Funding Source Discipline Solution Area SubCategory Expenditure
Category Final Product
Noncompetitive
Procurement
over $250K
Budgeted Cost
$ -
Planning
Sierra Madre Ledger Type Initial Application
FY 2022 State Home Security Program (SHSP) Projects Date 10/25/2022 Grant Subaward: 2022-0043
Cal OES ID: 037-00000 POP Start Date 9/1/2022
POP End Date 5/31/2024
5/31/2024
Investment
Justification
(IJ)
Project
No. Organization Funding Source Discipline Solution Area Sub-Category Expenditure
Category Detail Certification on File Budgeted Cost
$ -
Organization
Sierra Madre Ledger Type
FY 2022 State Home Security Program (SHSP) Projects Date Grant Subaward: 2022-0043
Cal OES ID: 037-00000 POP Start Date
POP End Date
5/31/2024
Investment
Justification
(IJ)
Project
No.

Equipment Description
(Include Quantity) AEL # AEL Title Funding Source Discipline Solution Area SubCategory Deployable /
Shareable
Noncompetitive
Procurement over
$250K
Hold Trigger Budgeted
Cost
$ 45,577
IJ.06 26.16
Purchase P25 Compliant allspectrum (UHF/VHF/800/700
MHz) portable radios and
accessories
06CP-01-PORT;
06CP-03-PRAC
Radio, Portable; Accessories,
Portable Radio HSGP-SHSP LE
Interoperable
Communications
Equipment
Deployable No No Hold
Indicated $ 45,577
Equipment
5/31/2024
Initial Application
10/25/2022
9/1/2022
Sierra Madre Ledger Type
FY 2022 State Home Security Program (SHSP) Projects Date Grant Subaward: 2022-0043
Cal OES ID: 037-00000 POP Start Date
POP End Date
5/31/2024
Investment
Justification
(IJ)
Project
No. Course Name Funding Source Discipline Solution Area SubCategory Expenditure
Category
Feedback
Number
Training
Activity
Total #
Trainee(s)
Identified
Host
Noncompetitive
Procurement EHP Hold EHP Approval Date Budgeted Cost
$ -
Training
9/1/2022
5/31/2024
Initial Application
10/25/2022
Sierra Madre Ledger Type
FY 2022 State Home Security Program (SHSP) Projects Date Grant Subaward: 2022-0043
Cal OES ID: 037-00000 POP Start Date
POP End Date
5/31/2024
Investment
Justification
(IJ)
Project
No. Exercise Title Funding Source Discipline Solution Area SubCategory Expenditure
Category
Date of
Exercise Exercise Type Identified Host
Date of AAR
entered into
HSEEP
Noncompetitive
Procurement
over $250K
EHP Hold Budgeted Cost
$ -
Exercise
9/1/2022
5/31/2024
Initial Application
10/25/2022
354934.1

City of Sierra Madre

AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Clare Lin, Director of Planning and Community Preservation Aleks Giragosian, City Attorney
REVIEWED BY: Jose Reynoso, City Manager
DATE: May 27, 2025
SUBJECT: CONSIDERATION TO RECEIVE AND FILE THE 2025 ANNUAL

REPORT OF THE DEVELOPEMNT AGREEMENT FOR THE
MEADOWS AT BAILEY CANYON PROJECT LOCATED AT 700

NORTH SUNNYSIDE

STAFF RECOMMENDATION
It is recommended that the City Council receive and file the Annual Report from the Developer pursuant to the Development Agreement.

SUMMARY
On May 23, 2023, the City Council adopted Resolution 23-41, causing Ordinance No. 1461 and the associated Development Agreement for the Meadows at Bailey Canyon project with NUWISierra Madre, LLC and the Congregation of Passion, Mater Dolorosa Community (“Development Agreement”) to take effect. Development Agreement Section 4(m) requires the Developer to submit an Annual Report to the City within 30 days of the anniversary of its effective date.

ANALYSIS
The City Council adopted Resolution No. 23-41 on May 23, 2023, certifying the results of the special election rejecting the referendum and causing Ordinance No. 1461 to take effect. This action encompassed the adoption of the Specific Plan, approval of a zoning map amendment, and approval of the Development Agreement.

According to Section 4(m) of the Development Agreement, within 30 days of the one-year anniversary of the Effective date, and annually thereafter until the issuance of a Certificate of Occupancy for the last single-family residential unit of the project, the developer, NUWI-Sierra, is required to submit an annual report(included as Attachment A) including a progress report, a list of remaining tasks, and details on the expected competition:

A. Recordation of the conservation easements and lot tie affidavit pursuant to Section 3; B. Application for subsequent land use entitlements pursuant to Section 4(a); C. Design, dedication, and development of the Public Park pursuant to Section 4(b); Robert Parkhurst, Mayor
Kristine Lowe, Mayor Pro Tem
Edward Garcia, Council Member
Gene Goss, Council Member
Kelly Kriebs, Council Member
Susan Spears, City Treasurer

354934.1
D. Formation of a CFD pursuant to Section 4(c);
E. Attainment of Net Zero Water pursuant to Section 4(d); F. Construction of Utilities pursuant to Section 4(e);
G. Construction of low impact development improvements pursuant to Section 4(f); H. Payment of Development Impact Fees pursuant to Section 4(g); I. Initiatives to encourage electric appliances pursuant to Section 4(h); and J. Progress on the completion of the offsite improvements pursuant to Section 4(i).

On February 27, 2024, the Meadows at the Bailey Canyon project received approval of Tentative Tract Map No. 83966. Subsequently, on April 25, 2024, the Community Services Commission convened a special meeting to review the development plans for the Public Park.

The Community Services Commission completed three public workshops and the commission voted unanimously to support of the final design. The public park is anticipated to be constructed, dedicated to the City, and open to the public in summer of 2026.

On December 19, 2024, Final Map application was submitted to the City and is pending on ongoing site improvement plans to be approved.

On March 11, 2025, the Los Angeles County Flood Control District recorded an easement granted to the City for public road improvements on Carter Avenue. Construction on the offsite improvements are anticipated to begin in the summer of 2025.

On April 22, 2025, with the Planning Commission’s recommendation to the City Council, the City Council approved the tentative parcel map to create an open space parcel at the northernmost portion of the Mater Dolorosa Retreat Center by subdividing the existing parcel into two. The City also anticipates the applicant to submit design review applications for the single-family homes by May 23, 2025. Public hearings to consider the design review permit are anticipated to begin in late summer or early fall of 2025.

FINANCIAL REVIEW/SOURCE OF FUNDING
There is no impact on the General Fund in the preparation of this report; however, staff time was incurred.

ENVIRONMENTAL (CEQA)
The annual report is not a project. This annual report is exempt from the California Environmental Quality Act (CEQA) per CEQA Guidelines sections 15061(b)(3), California Code of Regulations Title 14, section 15301 (14 CCR 15301), and 15306 (14 CCR 15306). This annual report is for informational purposes only, and will not have a significant effect on the environment.

STRATEGIC PLAN CORRELATION
The Annual Report consistent with Strategic Objective 3.1 (Strategically Align Infrastructure Improvement with Population Growth) and 3.2 (Develop and Implement Design Guidelines for Infrastructure Growth) of Goal 3 (Infrastructure & Growth Management). The action taken consistent with development schedule.

PUBLIC NOTICE PROCESS

354934.1
This item has been noticed through the regular agenda notification process. Copies of this report can be accessed on the City’s website at www.cityofsierramadre.com.

ATTACHMENTS
Attachment A: Annual progress report
Attachment B: Link to Development Agreement
1 NUWI SIERRA MADRE, LLC
2001 Wilshire Blvd, Suite 401
Santa Monica, CA 90403
April 23, 2025
Ms. Clare Lin
Director, Community Planning & Preservation
City of Sierra Madre
232 W. Sierra Madre Blvd
Sierra Madre, CA 91024
RE: Meadows at Bailey Canyon Development Agreement Annual Report Dear Ms. Lin:

Thank you for this opportunity to submit this second annual report as required by Section 4(m) of the Meadows at Bailey Canyon Development Agreement (the “DA”). The enclosed report covers the period of May 23, 2024 – May 31, 2025 As you are aware, the DA was adopted by the City Council on September 27, 2022 by Ordinance No. 1461. Although the DA was adopted on September 27, 2022, a referendum petition challenging the enactment of Ordinance No. 1461 was filed and a special election was held in May of 2023. The City Clerk certified the election results upholding the adoption of Ordinance No. 1461 on May 23, 2023. Accordingly, pursuant to Section 7(a), the effective date of the DA is May 23, 2023.

Pursuant to Section 4(m) of the DA, “within 30 days of the one-year anniversary of the Effective Date” the Developer shall submit an annual report to the City of Sierra Madre. The Annual report shall include a progress report, a list of remaining tasks, and the expected date of completion for 10 items, each described in detail herein.

Substantial progress has been made to advance the project toward construction over the past year, including the approval of the project tentative tract map, securing property rights from the County of Los Angeles to construct safety improvements to Carter Avenue, and ongoing review of construction plans by the City of Sierra Madre. Our team anticipates grading will commence within the next six months. However, many of the tasks included in the list of reportable items will be completed in future years as vertical construction gets underway.
2 We look forward to continued work with the City of Sierra Madre to deliver a world class project. Please do not hesitate to contact me with any questions or concerns.

Sincerely,
Jonathan Frankel
on behalf of
NUWI Sierra Madre, LLC
3 The Meadows at Bailey Canyon
Second Annual Report of the Development Agreement Between the City of Sierra Madre, NUWI Sierra Madre LLC, and The Congregation of Passion May 23, 2024 – May 31, 2025
Introduction and Overview
On September 27, 2022 the City of Sierra Madre adopted Ordinance No. 1461, approving a development agreement (“DA”) between NUWI Sierra Madre, LLC (the “Applicant”), The Congregation of Passion (the “Congregation”), and the City of Sierra Madre (the “City”) related to the development of approximately 17 acres of vacant land at the Mater Dolorosa property (the “Project Site”). Ordinance No. 1461 also included the adoption of a Specific Plan and zoning map amendment that would permit the construction of 42 single family homes and a 3-acre public park on the Project Site.

Per Section 4(m) of the DA, within 30 days of the one-year anniversary of the Effective Date of the DA, the developer shall submit an annual report outlining progress on a variety of obligations contained in the DA.

Progress Report
During the reporting period, the Applicant made significant progress in advancing the project toward construction. Subsequent to the February 27, 2024 approval of the project’s tentative tract map (“TTM”), the approval was subject to litigation. On March 7, 2025, the Superior Court dismissed all claims related to the City’s action approving the TTM. With the approval of the TTM upheld, our design team has secured approval by the City Engineer of a wide variety of construction plans including grading plans, utility plans, and improvement plans. While all planning efforts have been advanced, the ongoing litigation did create significant delays in the commencement of construction as detailed in this progress report.

The design of the future 3-acre public park also continued during this reporting period. The community services commission held three public workshops to discuss various park design options and obtain feedback from the public. Upon completion of these workshops, the community services commission unanimously recommended approval of the park design.

The project team achieved a major milestone in the effort to construct safety improvements to Carter Avenue, including an ADA accessible sidewalk, street widening, and drainage improvements for existing residents. LA County both approved the design of 4 the safety improvements and granted an easement to the City of Sierra Madre over flood control property necessary for construction to begin. This work was funded entirely by the Applicant in coordination with City staff.

Below is a list of those specific items that must be included in each annual report, pursuant to Section 4(m)(ii) of the DA.

I. Recordation of the Conservation Easements and lot tie affidavit pursuant to Section 3
Pursuant to Section 3 of the DA, within 24 months of the effective date, the Congregation shall submit a complete tentative tract map application that will further subdivide the area to the north of the existing retreat center (the “Retreat Center Open Space”). This new lot encompassing the Retreat Center Open Space will be subject to a permanent conservation easement and lot tie affidavit.

On March 20th 2025, the City’s Planning Commission considered an application by the Congregation to further subdivide the hillside property behind the existing retreat center in order to create permanent open space as required by the DA. The Commission recommended approval of the application, subject to conditions of approval. The City Council will consider the application in the coming months. Upon approval by the City Council, the Congregation will begin the process of finalizing the subdivision and recording the conservation easements. It is anticipated this process will be complete within the next 12 months.

II. Application for subsequent land use entitlements pursuant to Section 4(a) The subsequent land use entitlements required to be submitted by the Applicant include two components: (1) the tentative tract map, and (2) the design review permit.

The tentative tract map application was submitted on June 29, 2023 and has been reviewed and approved by the City of Sierra Madre. Given the ongoing litigation regarding the approval of the TTM, the design review application has been postponed.

With the litigation resolved, revised plans are in production and are anticipated to be submitted to the City of Sierra Madre in May of 2025. Public hearings to consider the design review permit are anticipated to begin in late summer or early fall of 2025.

III. Design, dedication, and development of the Public Park pursuant to Section 4(b) The Community Services Commission (the “Commission”) completed three public workshops on the park design in June 2024. The applicant presented three alternative designs for consideration by the Commission, each containing different amenities and layouts. At the conclusion of the third workshop, the commission voted unanimously to 5 support of the final design. The public park is anticipated to be constructed, dedicated to the City, and open to the public in summer of 2026. Delays were caused by the litigation surrounding the TTM.

IV. Formation of community facilities district pursuant to Section 4(c) The DA obligates the Applicant to form a community facilities district (“CFD”), or similar mechanism, for the funding of ongoing park maintenance. Any such funding mechanism must be formed prior to the dedication of the public park to the City of Sierra Madre. The dedication of the public park will occur after construction has been completed. This is anticipated to occur in summer of 2026. Accordingly, the formation of a CFD will likely occur in the fall of 2025, but in any event, no later than the dedication of the park in summer of 2026.

V. Attainment of Net Zero Water pursuant to Section 4(d) The DA requires that the Applicant pay $983,500 to implement net zero water use strategies. This payment is intended to create water-neutral development. The payment will be paid in installments prior to the issuance of a building permit associated with each residential unit. Accordingly, prior to the issuance of each building permit, the Applicant will pay $23,416.67 toward the attainment of net zero water. Building permits are anticipated to be issued in phases, beginning in June of 2026.

VI. Construction of Utilities pursuant to Section 4(e)
All newly constructed onsite utilities will be undergrounded as a part of project implementation. Construction is anticipated to commence in Summer of 2025 with new onsite utilities completed by Winter of 2026.

VII. Construction of low impact development improvements pursuant to Section 4(f) All applicable construction plans include compliance with Sierra Madre Municipal Code (“SMMC”) Chapter 15.58 and best management practices related to stormwater management and treatment. These improvements will be constructed on a phased basis alongside the development of certain infrastructure and each residential unit.

Implementation of these best practices is anticipated to begin alongside construction of the residential units, beginning in Summer of 2026.

VIII. Payment of Development Impact Fees pursuant to Section 4(g) The Applicant will pay all applicable development impact fees, including the art in public places fee and the park facility fee, prior to the issuance of each respective 6 building permit. Building permits are anticipated to be issued beginning in June of 2026.

IX. Initiatives to encourage electric appliances pursuant to Section 4(h) The Applicant remains committed to encouraging the use of electric appliances and will complete the following prior to the commencement of home sales, anticipated to begin in Fall of 2026: (1) Furnish a model home with all electric appliances and make educational pamphlets available that explain the benefits of electric appliances, (2) erect onsite signage and maintain a website that explains the benefits of electric appliances and how to maximize their value, (3) ensure that each home is energy star certified, and (4) promote full electrification of the project by providing educational materials and electric cooking demonstrations.

X. Progress of the completion of offsite improvements pursuant to Section 4(i) On January 2, 2025 the County of Los Angeles approved the proposed improvements to Carter Avenue. On March 11, 2025, the County granted an easement to the City of Sierra Madre for public right-of-way purposes necessary to construct the improvements. This concludes the easement acquisition process and satisfies the obligations pursuant to Section 4(i) of the DA. Construction on the offsite improvements are anticipated to begin in the summer of 2025.

Attachment B
Development Agreement
https://www.sierramadreca.gov/common/pages/GetFile.ashx?key=KYkxAed3 279687.v2
399564.1
TO: Honorable Mayor and Members of the City Council
FROM: Steven Mc Gee, Public Works/Utilities Manager
Aleks Giragosian, City Attorney
REVIEWED BY: Jose Reynoso, City Manager
DATE: May 27th, 2025
SUBJECT: CONSIDERATION TO AUTHORIZE AN EMERGENCY

CONTRACT AMENDMENT FOR LOW-PRESSURE WATER

MAIN RELOCATION AT WOODLAND DRIVE BRIDGE

STAFF RECOMMENDATION
It is recommended that the City Council authorize an emergency amendment to the existing contract with Big Ben, Inc. in the amount of $276,800 for the relocation of the low-pressure water main at the Woodland Drive Bridge under the emergency provisions of SMMC 3.08.090(A). Staff further recommends increasing the total contract threshold for the Woodland Drive Water Main Replacement Project from $946,600 to $1,223,400 to incorporate the emergency work, while maintaining the previously approved 10% contingency without adjustment.

ALTERNATIVES

1. The City Council may authorize an emergency amendment to the existing contract with Big Ben, Inc. in the amount of $276,800 for the relocation of the low-pressure water main at the Woodland Drive Bridge

2. The City Council may decide not to authorize an emergency amendment to the existing contract with Big Ben and provide Staff with further direction.

EXECUTIVE SUMMARY
Due to severe damage sustained during a recent winter storm, a section of low-pressure water main located beneath the Woodland Drive Bridge is in need of replacement. The line, which supplies water from the City’s tunnel facility to Zone 2, was struck by debris and high flows, rendering it vulnerable and non-operational.

City of Sierra Madre

AGENDA REPORT
Robert Parkhurst, Mayor
Kristine Lowe, Mayor Pro Tem
Edward Garcia, Council Member
Gene Goss, Council Member
Kelly Kriebs, Council Member
Sue Spears, City Treasurer
399564.1
Staff engaged West & Associates to engineer a safer alignment that relocates the line to the side of the bridge. Big Ben, Inc., already under contract and mobilized onsite for the Woodland Drive mainline replacement, submitted a proposal to complete this additional work for $276,800.

Staff recommends treating this as an emergency under SMMC 3.08.090(A) and amending the existing contract with a minimum four-fifths vote of the City Council.

ANALYSIS
Public Contract Code section 22035 states, “(a) In cases of emergency when repair or replacements are necessary, the governing body may proceed at once to replace or repair any public facility without adopting plans, specifications, strain sheets, or working details, or giving notice for bids to let contracts. The work may be done by day labor under the direction of the governing body, by contractor, or by a combination of the two. (b) In case of an emergency, if notice for bids to let contracts will not be given, the public agency shall comply with Chapter 2.5 (commencing with Section 22050).” Public Contract Code section 22050 mirrors the language in SMMC 3.08.090.

During the recent storm, debris and high storm flows within the wash near 813 Woodland Drive severely affected the low-pressure water main beneath the bridge. This lines function is to transport water from the tunnel facility into the City's Zone 2 distribution system. The damage is within the scope of the City Council’s declaration of an emergency on February 25, 2005, related to the MidFebruary Winter Storm.

The City is currently contracted with Big Ben, Inc. for $860,490 to replace the primary distribution line on Woodland Drive. That work includes relocating that main line from beneath the bridge to the bridge’s side to protect it from similar damage. The City Council approved a 10% contingency, bringing the authorized project total to $946,600.

Staff requested a proposal from Big Ben, Inc. to add the relocation of the damaged low-pressure line to their scope of work. Big Ben, Inc. submitted a quote of $276,800 for the additional 84 feet of pipeline.

As the contractor is already mobilized and the scope of work is aligned, this amendment is costeffective and time-sensitive. There is a need to forego the formal public bidding process Due to the urgent nature of the additional work and its direct connection to an active project already underway at the same location, the City has elected to forego the formal bidding process. The existing contractor is already mobilized, familiar with the site conditions, and capable of performing the necessary work immediately. Engaging a new contractor through a formal bid would result in delays, increased costs, and potential disruption to essential water service. Therefore, in the interest of efficiency, continuity, and public safety, the work is being added to the existing contract under emergency provisions.

Following consultation with the City Attorney, staff recommends proceeding with this amendment under SMMC 3.08.090(A), which allows emergency contracting by a four-fifths vote of the City Council to protect public infrastructure and health.

ENVIRONMENTAL(CEQA)
This project, consisting of the replacement of existing water mains with similarly sized pipelines, is categorically exempt from review under CEQA pursuant to 14 CCR 15269, which provides a statutory 399564.1
exception for emergency projects to restore public facilities damaged by a disaster and 14 CCR section 15302, subdivision (c), which exempts “replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced, including… (c) Replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity.”

STRATEGIC PLAN CORRELATION
This project supports the City’s Strategic Plan goal of Maintaining and Enhancing Infrastructure, particularly within the water utility system.

PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process. Copies of this report can be accessed on the City’s website at www.cityofsierramadre.com.

FISCAL IMPACT
The original contract for the 2024-2025 Water Main Replacement Project was awarded to Big Ben, Inc. at a not-to-exceed amount of $946,600, which includes a $86,110 contingency. Funding for this project was budgeted based on prior competitive mainline replacement bids and is within the approved allocation for the Fiscal Year 2024/25 Water Main Infrastructure Replacement Program. Of the total, $155,755 is being funded through development impact fees designated for water main replacement projects.

The proposed emergency amendment of $276,800 for the relocation of the low-pressure line will increase the project contract threshold to $1,137,290. The contingency amount remains unchanged at $86,110, bringing the total authorized project budget to $1,223,400.

Funding for the emergency work will come from the remaining balance of the Fiscal Year 2024/25 water main replacement funds. In addition, staff will be including this damage in the Initial Damage Inventory submitted to FEMA for potential reimbursement.

ATTACHMENTS:

A - Proposal from Big Ben
B - Staff Report from current water main project (Big Ben contractor) APPROVED FOR USE 05/01/2025

BID SCHEDULE
Item Description Qty Unit Unit
Price Total Price
General Bid Items
1 Traffic Control for ~100 LF portion of Woodland Drive for 16-inch Water Main Replacement (Not to Exceed 5%) 1 LS
2 Excavation Safety Measures per OSHA for Buried Portion of 16-inch Water Main in Bid Item 5 Below (As Necessary for Depths Greater than 5 Feet) 30 LF 3 Water Pollution Control (SWPPP/BMPs) 1 LS
Water Main Bid Items
4 Furnish & Install 12-inch CML&C Steel Water Main on Side of Exist. Bridge over Sierra Madre Wash, Including Flexible Expansion Joints, Pipe Supports, Concrete Footings for Pipe Supports, Bracket Supports, & Anchorage 54 LF
5 Furnish & Install 16-inch PVC C900 DR 21 (200 psi)
Water Main (Buried/In Trench) 30 LF
6 Removal and Haul-Away of Boulders as Necessary
(Approx. Width of Trench +/-, or Smaller) 3 EA
7 Construct 2-inch Air-Release Tap & Valve (On Bridge Crossing) 1 EA 8 Connect to Existing 16-inch Water Main at South End of Bridge (Cut-In Connection w/ Elbows & Couplings at Exist. Pipe) 1 EA 9 Connect to Existing 16-inch Water Main at North Ends of Bridge (Cut-In Connection including Relocation of Exist. Valve as Shown on Plan) 1 EA
10 Abandon Portion of Existing 16-inch Water Main (Buried & Below Bridge).

Cap Ends at Connection Points with Concrete - Slurry Fill as Directed 1 EA Total
Bid Schedule Total: $________________________________________________________ Bid Schedule Total (Words): _________________________________________________ ___________________________________________________________________________ ____________________________________________________________________________ $500 $500
$80 $2,400
$500 $500
$2,850 $153,900
$1,650 $49,500
$1,500 $4,500
$6,000 $6,000
$19,500 $19,500
$20,000 $20,000
$20,000 $20,000
276,800
Two hundred seventy-six thousand, eight hundred Dollars & No cents $276,800

City of Sierra Madre
Agenda Report
TO: Honorable Mayor and Members of the City Council
FROM: Steven Mc Gee, Water Superintendent
REVIEWED BY: Jose Reynoso, City Manager
DATE: December 10th , 2024
SUBJECT: RECOMMENDATION TO AWARD A CONSTRUCTION
CONTRACT FOR THE 2024-25 WATER MAIN REPLACEMENT
PROJECT TO Big Ben INC, IN AN AMOUNT NOT TO EXCEED
$946,600.00.

STAFF RECOMMENDATION
Staff recommends the City Council award a construction contract to Big Ben Inc., in an amount not to exceed $946,600.00 for the 2024-25 Water Main Replacement.

ALTERNATIVES

1. The City Council may award a contract for construction to Big Ben Inc. to replace water mains on Woodland Drive. for an amount not to exceed $946,600.00.

2. The City Council may decide not to award a contract to Gentry Brothers Inc. and provide Staff with further direction.

SUMMARY
Staff continues to prioritize the replacement of water main infrastructure based on leak frequency, age of pipe, type of material, water pressure, and the likelihood of future failure.

Staff has identified a section of Woodland Drive as being of high priority for replacement.

Woodland Drive is located in a high-pressure section of Zone 3. The frequency of leaks along with the high system pressure have pushed this area into the top priority for main line replacement. Staff solicited West and Associates to assist in the design of plans for the upcoming 2024-2025 water main replacement project. Staff solicited bids for the construction replacement of the following water mains.

Woodland Drive
Woodland Drive from Sunnyside Ln to the end of Woodland Drive at the Sierra Madre Dam.

Kelly Kriebs, Mayor
Robert Parkhurst, Mayor Pro Tem
Edward Garcia, Council Member
Gene Goss, Council Member
Kristine Lowe, Council Member
Michael Amerio, City Treasurer

ANALYSIS
Staff solicited bids for the construction of the 2024-25 Water Main Replacement in October 2024. Staff also hosted a mandatory job walk at the construction site to better inform potential bidders. Bids were publicly opened at Sierra Madre City Hall at 2:00 pm on Novermber 21st, 2024.One bid was received for the project, from a credible and capable contractor. The following is the bidder and their bid results.

BIDDER Bid Amount
Big Ben Inc. $ 860,490.00
Big Ben Inc. provided the lowest qualifying bid for the 2024-2025 water main replacement project. Big Ben Inc. comes with positive references from our staff, as the company has completed several main line projects for the City in the past. Big Ben Inc. has successfully completed several mainline projects for the City, including sections of Grandview Ave, Camillo Road, Liliano Drive, and Santa Anita Ave. Additionally, Big Ben has replaced mainlines in the more challenging terrain of our canyon areas, including Sunnyside Lane, Woodland Drive, and Alta Vista Drive. These canyon locations are particularly difficult to excavate and construct new mainlines due to the tight and rocky terrain, but Big Ben has developed valuable operational knowledge from their past work in these areas, demonstrating their capability to handle complex projects.

FINANCIAL REVIEW/SOURCE OF FUNDING
Staff is recommending awarding the 2024-2025 Water Main Replacement Project to Big Ben Inc. at a price not to exceed $946,600.00, which includes an amount of $86,110.00 contingency.

The available funding was budgeted based on previous competitive main line replacement bids.

The amount plus contingency is within the budgeted amount for the Fiscal 2024/25 year water main infrastructure replacement program. $155,755.00 will funded by development impact fees for water main replacement projects.

ENVIRONMENTAL (CEQA)
This project, consisting of the replacement of existing water mains with similarly sized pipelines, is categorically exempt from review under CEQA pursuant to Guidelines section 15302, subdivision (c), which exempts “replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced, including… (c) Replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity.”

PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process. Copies of this report can be accessed on the City’s website at www.cityofsierramadre.com.

Attachments

1. Big Ben Inc. bid

2. Construction Agreement
TO: Mayor and City Council Members
FROM: Amy Hsu, Administrative Analyst
Brent Bartlett, Fire Chief
REVIEWED BY: Jose Reynoso, City Manager
DATE: May 27, 2025
SUBJECT: CONSIDERATION OF THE FIRST READING OF ORDINANCE NUMBER 1483 ADOPTING THE FIRE HAZARD SEVERITY ZONE
(FHSZ) MAP A DESIGNATED BY THE CALIFORNIA STATE FIRE

MARSHAL

STAFF RECOMMENDATION
It is recommended that the City Council consider Ordinance 1483, first reading, the updated Fire Hazard Severity Zone (FHSZ) map for the City’s Local Responsibility Area, as designated by the California Department of Forestry and Fire Protection (CAL FIRE), through the Office of the State Fire Marshal.

ALTERNATIVES

1. Approving Ordinance No. 1483 to adopt the updated Fire Hazard Severity Zone (FHSZ) map for the City’s Local Responsibility Area as designated by CAL FIRE through the Office of the State Fire Marshal.

2. Do not approve Ordinance No. 1483 to adopt the updated Fire Hazard Severity Zone (FHSZ) map for the City’s Local Responsibility Area as designated by CAL FIRE through the Office of the State Fire Marshal.

3. Alternately, discuss and take other possible action related to this item.

EXECUTIVE SUMMARY
In alignment with the City of Sierra Madre’s 2025 Strategic Plan under Goal 2: Public Safety, this ordinance reinforces the City’s commitment to proactive risk reduction and resident protection by adopting CAL FIRE’s updated FHSZ map. This action enables the City to apply defensible space requirements and ignition-resistant building standards in designated areas to better protect life, property, and the environment.

City of Sierra Madre

AGENDA REPORT
Robert Parkhurst, Mayor
Kristine Lowe, Mayor Pro Tem
Edward Garcia, Council Member
Gene Goss, Council Member
Kelly Kriebs, Council Member
Sue Spears, City Treasurer

ANALYSIS
The California Department of Forestry and Fire Protection (CAL FIRE), through its Office of the State Fire Marshal, is required by Government Code Section 51178 and Public Resources Code Section 4202 to classify lands within Local Responsibility Areas into Fire Hazard Severity Zones (FHSZ) of Moderate, High, or Very High. These classifications are based on fire behavior modeling, fuel loading, terrain, and ember exposure. California Fire Code Section 4911 allows local jurisdictions to adopt these maps and designate additional zones when supported by substantial local evidence.

Under Government Code Section 51179(b), the City may include areas within the City not expressly designated by Cal Fire as Moderate, High, or Very High. To do so, the City Council would have to make specific findings supported by substantial evidence that the inclusion of additional areas is necessary for effective fire protection. City staff does not recommend expanding any of the designations at this time.

Adopting the updated FHSZ map enables the application of defensible space standards (Government Code Section 51182) and Wildland-Urban Interface construction requirements (California Building Code Chapter 7A), ensuring that the City remains aligned with state fire safety mandates. Upon adoption, City staff will transmit a copy of the Ordinance to Cal Fire.

ENVIRONMENTAL(CEQA)
This ordinance is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b)(3) (common sense exemption) and Section 15308 (actions by regulatory agencies to protect the environment).

STRATEGIC PLAN CORRELATION
This action directly supports Goal 2 – Public Safety in the City’s 2025 Strategic Plan: Ensure a safe and secure community for all residents and visitors. It advances Objective 2.1: Sustaining Sierra Madre’s Fire Services and supports Initiative PS 2.3: Ensure the Fire Department is Properly Equipped, by improving the City’s ability to identify high-risk areas and enforce wildfire mitigation policies.

FINANCIAL REVIEW/SOURCE OF FUNDING
There is no direct fiscal impact associated with this ordinance. Indirect benefits may include reduced suppression costs, eligibility for mitigation grants, and enhanced community resilience.

PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process. Copies of this report can be accessed on the City’s website at www.sierramadreca.gov.

ATTACHMENTS:

Attachment A: Ordinance No. 1483 – Adoption of Updated FHSZ Map Attachment B: CAL FIRE 2024 Updated Fire Hazard Severity Zone Map for Sierra Madre Attachment C: CAL FIRE 2011 Fire Hazard Severity Zone Map for Sierra Madre (for reference) Ordinance No. 1483
ORDINANCE NO. 1483

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SIERRA

MADRE, CALIFORNIA, ADOPTING THE UPDATED FIRE HAZARD

SEVERITY ZONE MAP AS DESIGNATED BY THE CALIFORNIA STATE

FIRE MARSHAL

RECITALS
WHEREAS, the California Department of Forestry and Fire Protection (CAL FIRE), through the Office of the State Fire Marshal, is required under Government Code Section 51178 and Public Resources Code Section 4202 to identify and classify lands within the Local Responsibility Area (LRA) into Fire Hazard Severity Zones (FHSZ) as Moderate, High, or Very High, based on consistent statewide criteria;
WHEREAS, the Office of the State Fire Marshal has prepared an updated FHSZ map for the LRA based on fire behavior modeling, fuel loads, ember exposure, terrain, and weather data, and has provided this updated mapping to the City of Sierra Madre for adoption and enforcement;
WHEREAS, California Fire Code Section 4911 authorizes local jurisdictions to formally adopt FHSZs recommended by CAL FIRE and to designate additional zones where local conditions indicate the need for fire protection measures; WHEREAS, adoption of the FHSZ map ensures consistent application of statemandated wildfire mitigation requirements, including California Building Code Chapter 7A (ignition-resistant construction) and California Fire Code Chapter 49, (defensible space enforcement) within designated zones; and
WHEREAS, the City Council finds that certain areas not identified as Very High, High, or Moderate FHSZs by the State Fire Marshal warrant local designation due to topography, fuel conditions, and proximity to wildlands, and that the requirements of Government Code Section 51182 are necessary in these areas for effective fire protection;

THEREFORE, THE CITY COUNCIL OF THE CITY OF SIERRA MADRE, CALIFORNIA, DOES ORDAIN AS FOLLOWS:

SECTION 1. Adoption of Fire Hazard Severity Zone Map.

The City of Sierra Madre hereby adopts the updated Fire Hazard Severity Zone map for lands within the Local Responsibility Area, as recommended by the California Department of Forestry and Fire Protection (CAL FIRE), through the Office of the State Fire Marshal.

SECTION 2. Map Incorporation.

The official Fire Hazard Severity Zone map, including all State-recommended and Citydesignated areas, is incorporated by reference into this ordinance and shall be maintained by Ordinance No. 1483
the City Clerk and the Fire Department. The public may view the adopted map online at:
https://osfm.fire.ca.gov/FHSZ
SECTION 3. Enforcement and Application.

Development, permitting, and construction within Moderate, High, and Very High FHSZs shall comply with:

A. California Building Code Chapter 7A: Ignition-resistant construction requirements; and B. California Fire Code Chapter 49 and Government Code Section 51182: Defensible space clearance and vegetation management.

SECTION 4. CEQA.

This Ordinance is exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Sections 15061(b)(3) (common sense exemption) and 15308 (actions by regulatory agencies for the protection of the environment).

SECTION 5. Certification.

Pursuant to Government Code Section 36932, the City Clerk shall certify the passage, approval, and adoption of this Ordinance by the City Council.

SECTION 6. Publication.

Pursuant to Government Code Section 36933, the City Clerk shall cause this Ordinance to be published or posted.

SECTION 7. Records.

Pursuant to Government Code Section 40801, proof of certification and publication shall be entered in the book of Ordinances of the City Council.

SECTION 8. Effective Date.

Pursuant to Government Code Section 36937, this Ordinance shall take effect thirty (30) days after its adoption.

PASSED, APPROVED AND ADOPTED this 10th day of June, 2025. __________________________________
Robert Parkhurst, Mayor
Ordinance No. 1483
I HEREBY CERTIFY that the foregoing Ordinance was introduced by first reading on the 27th day of May 2025, and duly adopted at a regular meeting held on the 10th day of June 2025, by the City Council of the City of Sierra Madre, California, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAINED:
__________________________________
Laura Aguilar, City Clerk
City and County boundaries as of 10/22/24 (CA Board of Equalization) CAL FIRE State Responsibility Areas (SRA25_1)
CAL FIRE Fire Hazard Severity Zones (FHSZSRA23_3, FHSZLRA_25_1) Data Sources:

Daniel Berlant, State Fire Marshal, CA Department of Forestry and Fire Protection Joe Tyler, Director/Fire Chief, CA Department of Forestry and Fire Protection Wade Crowfoot, Secretary for Natural Resources, CA Natural Resources Agency The State of California and the Department of Forestry and Fire Gavin Newsom, Governor, State of California Protection make no representations or warranties regarding the accuracy of data or maps. Neither the State nor the Department shall be liable under any circumstances for any direct, special, incidental, or consequential damages with respect to any claim by any user or third party on account of, or arising from, the use of data or maps. and other relevant factors including areas where winds
have been identified by the Office of the State Fire Marshal as a major cause of wildfire spread.
statewide criteria and based on the severity of fire hazard that is expected to prevail in those areas. Moderate, high, and very high fire hazard severity zones shall be based on fuel loading, slope, fire weather, Government Code section 51178 requires the State Fire
Marshal to identify areas in the state as moderate, high, and very high fire hazard severity zones based on consistent Federal Responsibility
Area (FRA)
Unzoned LRA
Incorporated City
Projection: NAD 83 California Teale Albers
Scale: 1:17,000 at 11" x 17"
Km 0 0.2 0.4 0.6 0.8 1 1.2
Mi 0 0.2 0.4 0.6 0.8
Very High
Fire Hazard Severity Zones in State Responsibility
Area (SRA), Effective April 1, 2024
Fire Hazard Severity Zones (FHSZ) in Local Responsibility Area (LRA), as Identified by the State Fire Marshal
Sierra Madre
W Mariposa Ave
Sturtevant Dr
N Canon Ave
W Sierra Madre Blvd
N Baldwin AveW Highland Ave
W Grandview Ave
Auburn Ave Auburn Ave
E Sierra Madre Blvd
N Lima St
Woodland
D
r
E Grandview Ave
N Mountain Trl
W Carter Ave
Santa Anita Ct
W Montecito Ave
W Orange Grove Ave
E Laurel Ave
E Highland Ave
N Sunnyside Ave
Ramona Ave
Manzanita Ave
E Alegria Ave

UNINCORPORATED
LOS ANGELES CO.

UNINCORPORATED
LOS ANGELES CO.

ARCADIA ARCADIA

ARCADIA

PASADENA

PASADENA
March 24, 2025
As Identified by the
State Fire Marshal
Local Responsibility Area
Fire Hazard Severity Zones
CITY OF SIERRA MADRE – LOS ANGELES COUNTY
Very High High Moderate
Sierra Madre
The State of California and the Department of Forestry and Fire Protection make no representations or warranties regarding the accuracy of data or maps. Neither the State nor the Department shall be liable under any circumstances for any direct, special, incidental, or consequential damages with respect to any claim by any user or third party on account of, or arising from, the use of data or maps.

Obtain FRAP maps, data, metadata and publications on the Internet at http://frap.cdf.ca.gov For more information, contact CAL FIRE-FRAP, PO Box 944246, Sacramento, CA 94244-2460, (916) 327-3939.

Jerry Brown, Governor,
State of California
John Laird, Secretary for Resources,
The Natural Resources Agency
Ken Pimlott, Director,
Department of Forestry and Fire Protection
Government Code 51175-89 directs the California Department of Forestry and Fire Protection (CAL FIRE) to identify areas of very high fire hazard severity zones within Local Responsibility Areas (LRA). Mapping of the areas, referred to as Very High Fire Hazard Severity Zones (VHFHSZ), is based on data and models of, potential fuels over a 30-50 year time horizon and their associated expected fire behavior, and expected burn probabilities to quantify the likelihood and nature of vegetation fire exposure (including firebrands) to buildings. Details on the project and specific modeling methodology can be found at http://frap.cdf.ca.gov/projects/hazard/methods.htm. Local Responsibility Area VHFHSZ maps were initially developed in the mid-1990s and are now being updated based on improved science, mapping techniques, and data.

In late 2005 to be effective in 2008, the California Building Commission adopted California Building Code Chapter 7A requiring new buildings in VH FHSZs to use ignition resistant construction methods and materials. These new codes include provisions to improve the ignition resistance of buildings, especially from firebrands. The updated very high fire hazard severity zones will be used by building officials for new building permits in LRA. The updated zones will also be used to identify property whose owners must comply with natural hazards disclosure requirements at time of property sale and 100 foot defensible space clearance. It is likely that the fire hazard severity zones will be used for updates to the safety element of general plans.

This specific map is based on a geographic information system dataset that depicts final CAL FIRE recommendations for Very High FHSZs within the local jurisdiction. The process of finalizing these boundaries involved an extensive local review process, the details of which are available at http://frap.cdf.ca.gov/projects/hazard/btnet/ (click on "Continue as guest without logging in"). Local government has 120 days to designate, by ordinance, very high fire hazard severity zones within its jurisdiction after receiving the recommendation. Local government can add additional VHFHSZs.

There is no requirement for local government to report their final action to CAL FIRE when the recommended zones are adopted. Consequently, users are directed to the appropriate local entity (county, city, fire department, or Fire Protection District) to determine the status of the local fire hazard severity zone ordinance.

California Teale Albers, NAD 1983
Scale 1: 12,000
at 36" x 36"
September 2011
0 ©
2 Miles
0 3
Kilometers
This map was developed using data products such as parcel and city boundaries provided by local government agencies. In certain cases, this includes copyrighted geographic information.

The maps are for display purposes only - questions and requests related to parcel or city boundary data should be directed to the appropriate local government entity.

DATA SOURCES
CAL FIRE Fire Hazard Severity Zones (FHSZL06_1)
CAL FIRE Very High Fire Hazard Severity Zones in LRA - Los Angeles (c19fhszl06_5) MAP ID: Sierra_Madre
Fire Hazard Severity Zones
County Boundary
Parcels
City Boundary
Local Responsibility Area State or Federal Responsibility Areas VHFHSZ
Non-VHFHSZ
VHFHSZ
Non-VHFHSZ
Very High Fire Hazard Severity Zones in LRA As Recommended by CAL FIRE 279687.v2
373079.1
TO: Honorable Mayor and Members of the City Council
FROM: Veronica Saucedo, Acting Police Captain
REVIEWED BY: Gustavo Barrientos, Police Chief
Jose Reynoso, City Manager
DATE: May 27, 2025
SUBJECT: AB 481 MILITARY EQUIPMENT – 2024-2025 ANNUAL REPORT

STAFF RECOMMENDATION
It is recommended that the City Council approve the Annual Military Equipment Annual Report per SMPD Military Equipment Use Policy Section 706, that have been updated per the guidelines of California Government Code § 7072 in compliance with Assembly Bill (AB) 481 and Ordinance No. 1456.

ALTERNATIVES
City Council may:

A. Reject staff’s recommendation.

B. Reject recommendation and request additional information.

EXECUTIVE SUMMARY
On September 30, 2021, the Governor of the State of California approved AB 481 (codified as Chapter 12.8 of the California Government Code), requiring law enforcement agencies such as the Sierra Madre Police Department (SMPD) to have a military use policy approved by the City Council before requesting, seeking funding, acquiring, or using military equipment. AB 481 allows the governing body to approve the policy within its jurisdiction only if it determines that the military equipment meets specified standards.

On May 24, 2022, the City Council approved Ordinance 1456, approving SMPD Policy § 706:

Military Equipment Funding, Acquisition, and Use. As required by AB 481 and the Ordinance, City of Sierra Madre

AGENDA REPORT
Robert Parkhurst, Mayor
Kristine Lowe, Mayor Pro Tem
Edward Garcia, Council Member
Gene Goss, Council Member
Kelly Kriebs, Council Member
Sue Spears, City Treasurer
279687.v2
373079.1
annually, SMPD must prepare a report on the use of each type of military equipment approved in the policy over the last year. Subsequently, the City Council must then review the Ordinance, Policy, and Annual Report to determine whether the Department’s use of military equipment in the past year complied with the Policy and whether to continue the Ordinance and Policy, take action (by ordinance) to modify the Policy or repeal the Ordinance.

As the Policy outlines, SMPD retains and employs limited military equipment to safeguard its community. SMPD officers, certified instructional staff, and specialized units receive training throughout the year on using military equipment approved under the policy.

SMPD will submit its Military Equipment Annual Report to City Council after December 31st of every year. The attached annual report satisfies the reporting requirements outlined in California Government Code § 7072 and complies with AB 481.

California Government Code § 7072 requires law enforcement agencies to prepare a Military Equipment Report annually. The annual Military Equipment Report will contain the following:
• A summary of how the military equipment was used and the purpose of its use. • A summary of any complaints or concerns received concerning the military equipment. • The results of any internal audits, any information about violations of the military equipment use policy, and any actions taken in response. • The total annual cost for each type of military equipment, including acquisition, personnel, training, transportation, maintenance, storage, upgrade, and other ongoing expenses, and from what source funds will be provided for the military equipment in the calendar year following submission of the annual military equipment report. • The quantity possessed for each type of military equipment; and • If the law enforcement agency intends to acquire additional military equipment in the next year, the quantity sought for each type of military equipment.

The Sierra Madre Police Department (SMPD) policy, current inventory list, and 2024 Annual Report are available on the Department’s website. No changes were made to the SMPD policy during the 2024 calendar year.

While the existing inventory list remains in effect, minor updates may be made pending approval.

The 2024-2025 Annual Report was posted publicly in accordance with Government Code section 7071 and City of Sierra Madre Ordinance 1456.

ANALYSIS
The Police Department retains and employs a variety of military equipment to safely achieve its mission through our dedication to professionalism and service, always acting in the interest of justice and the well-being of our community. We strive to enhance the quality of life for all community members by providing professional, compassionate, and responsive law enforcement services. The mere possession of this equipment does not warrant its use for every incident, nor has the Department been accused recently or in the past of indiscriminate use of these types of equipment. The Department recognizes that critical incidents are unpredictable, 279687.v2
373079.1
often fluid and dynamic in nature. The Department prides itself on its training, use of best practices, and forward-thinking in technology and the tools it acquires, and utilizes in its mission for the safety of its personnel and the safety of community members and visitors alike. The use of all equipment, not just “military equipment,” is predicated on the mission of the Department, policy, training, law, the safety of officers, and the safety of the community. Officers and incident commanders alike are influenced by the totality of the circumstances, public safety, civil rights, and all available information at the time of a critical incident or disaster and the desire to bring that incident to a safe resolution.

ENVIRONMENTAL(CEQA)
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).

STRATEGIC PLAN CORRELATION
Approving the recommendations ensures the Department is adequately equipped with necessary equipment and resources to safeguard lives and achieve its mission as described in Goal 2, Initiative PS 2.3 of the Strategic Plan.

PUBLIC NOTICE PROCESS
This item is available through the regular agenda notification process. Copies of the report are available via the City website, www.cityofsierramadre.com.

FISCAL IMPACT
The cost is presently funded and included in the Police Department’s Fiscal Year budget for 2024-2025.

PUBLIC NOTICE
This item has been noticed through the regular agenda notification process. Copies of this report can be accessed on the City’s website at www.cityofsierramadre.com.

ATTACHMENTS:

1. Military Equipment Annual Report

2. SMPD Military Equipment Use policy Section 706

3. Ca Government Code § 7072

4. Ordinance 1456

Sierra Madre
Police Department
2024-2025 Annual Military Equipment Report
Assembly Bill 481
(CA Government Code § 7072; Sierra Madre Ordinance No. 1456)

INTRODUCTION
On September 30, 2021, the Governor of the State of California approved Assembly Bill (AB) 481 (codified as Chapter 12.8 of the California Government Code), requiring law enforcement agencies such as the Sierra Madre Police Department (SMPD) to have a military use policy approved by the City Council before requesting, seeking funding, acquiring or using military equipment. AB 481 allows the governing body to approve the policy within itsjurisdiction only if it determinesthat the military equipment meetsspecified standards.

On May 24, 2022, the City Council approved Ordinance 1456, approving SMPD Policy § 706: Military Equipment Funding, Acquisition, and Use. As required by AB 481 and the Ordinance, SMPD must prepare a report annually on the use of each type of military equipment approved in the policy over the last year.

Subsequently, the City Council must then review the Ordinance, Policy, and Annual Report to determine whether the Department's use of military equipment in the past year complied with the policy and whether to continue the Ordinance and Policy, take action (by ordinance) to modify the policy or repeal the ordinance. The policy and inventory list are located on the Sierra Madre Police Department's website.

As the policy outlines, SMPD retains and employs limited military equipment to safeguard its community. SMPD officers, certified instructional staff, and specialized units receive training throughout the year on using military equipment approved under the policy.

California Government Code § 7072 requires law enforcement agencies to prepare a Military Equipment Report annually. The annual Military Equipment Report will contain the following:
 A summary of how the military equipment was used and the purpose of its use;  A summary of any complaints or concerns received concerning the military equipment;  The results of any internal audits, any information about violations of the military equipment use policy, and any actions taken in response;
 The total annual cost for each type of military equipment, including acquisition, personnel, training, transportation, maintenance, storage, upgrade, and other ongoing expenses, and from what source funds will be provided for the military equipment in the calendar year following submission of the annual military equipment report;
 The quantity possessed for each type of military equipment; and  If the law enforcement agency intendsto acquire additional military equipment in the next year, the amount sought for every kind of military equipment.

This annual Military Equipment Report satisfies the reporting requirements outlined in California Government Code § 7072 and compliance with AB 481. The Department submits its Military Equipment Annual Report to the City Council every year after December 31.

Any complaints, concerns, or questions related to Military Equipment utilization can be through any of the below methods:
 Email: [email protected]
 Mail: Sierra Madre Police Department,
Attn: Military Equipment Coordinator,
242 W. Sierra Madre Blvd,
Sierra Madre, CA, 91024

DEFINITIONS

Pursuant to AB 481, the following definitions are applicable only to the Department's current military equipment inventory and potential future military equipment acquisitions for operational needs. For a more detailed list, refer to Government Code section 7070 for "military equipment" as defined within the Assembly Bill.

Definitions of Military Equipment established by California Government Code §7070; SMPD utilizes a limited number of the resources listed below:

1. Unmanned, remotely piloted, powered aerial or ground vehicles

2. Mine-resistant ambush-protected (MRAP) vehicles or armored personnel carriers

3. High mobility multipurpose wheeled vehicles (HMMWV), two-and-one-half-ton trucks, five-ton trucks, or wheeled vehicles that have a breaching or entry apparatus attached

4. Tracked armored vehicles that provide ballistic protection to their occupants

5. Command and control vehicles that are either built or modified to facilitate the operational control and direction of public safety units

6. Weaponized aircraft, vessels, vehicles, or any kind

7. Battering rams, slugs, and breaching apparatuses that are explosive in nature. This does not include a handheld, one-person ram

8. Firearms and ammunition of .50 caliber or greater, excluding standard-issue shotguns and standard-issue shotgun ammunition

9. Specialized firearms and ammunition of less than .50 caliber, including firearms and accessories identified as assault weapons in Penal Code §30510 and Penal Code §30515, with the exception of standard-issue firearms

10. Any firearm or firearm accessory that is designed to launch explosive projectiles

11. Noise-flash diversionary devices and explosive breaching tools

12. Munitions containing tear gas or OC, excluding standard, service-issued handheld pepper spray

13. Taser Shockwave, microwave weapons, water cannons, and long-range acoustic devices (LRADs)

14. Kinetic energy weapons and munitions (e.g., 40MM launcher, bean bag shotgun, foam-tipped projectiles)

15. Any other equipment determined by a governing body or a state agency to require additional oversight.

DEPARTMENT INVENTORY
The following is a summary of the Military Equipment owned and maintained by the Sierra Madre Police Department as defined by California Government Code §7070 and §7071:

Item Quantity Owned Gov't Code Subsection
Remington 870 Less Lethal Shotgun
6 7070(c)(14)
40mm Less Lethal Launcher
3 7070(c)(14)
PepperBall Tactical Launcher
2 7070(c)(12)
Daniel Defense MK-18
3 7070(c)(10)

Smith & Wesson M&P
6 7070(c)(10)
Item Quantity Owned Gov't Code Subsection
Autel Evo II Dual UAS
1 7070(c)(1)
Autel EVO II Pro 6K UAS
1 7070(c)(1)
Autel EVO II Nano+ UAS
1 7070(c)(1)

DEPARTMENT INVENTORY

EQUIPMENT OWNED BY THE SIERRA MADRE POLICE DEPARTMENT
GOVERNMENT CODE § 7070(c)(14)
Description Remington 870 Shotgun and Kinetic Energy Munitions Quantity 6
Capabilities The shotgun Less Lethal platform can fire the Defense Technologies Drag Stabilized Beanbag munitions, which are fiber bean bag projectiles.

Expected Lifespan 15-20 years Shotgun / 5 years Beanbag Munition Manufacturer's Description
This shotgun is a U.S.-made pump-action shotgun. The stock and fore grip is comprised of fiberglass-reinforced polymer with a rubber over-molding.

The Remington Shotgun is milled from a single block of steel.

Purpose(s) Authorized Use The shotgun Less Lethal platform and Kinetic Energy Munitions are intended for use as a less-lethal use-of-force option.

Initial Cost $0
Annual Cost $700 (includes fiber bean bag projectiles)
Legal All applicable State, Federal, and Local laws governing police use of force Procedural
Policy § 300 – Use of Force, 303 – Control Devices and Techniques, 706- Military Equipment
Required Training
Four hours of initial training and four hours every year (includes qualification)
Other
Government Code Section § 7072 – Annual Report:

Remington 870 Shotgun and Kinetic Energy Munitions
Summary of how the military
equipment was used and the
purpose of its use
This equipment is used in situations where a subject is armed with a weapon or a situation that requires a less-lethal option to be deployed. The lesslethal munitions are used to disarm individuals from a safe distance.

This equipment was deployed but has yet to be used in different incidents.

Complaints or Concerns SMPD did not receive any complaints or concerns Audits, Violations, Actions There were no violations of any audits, deployment, or policies.

Total Annual Cost:

Acquisition: $0
Training: $500
Others: $0
Funding Source: Police Department Budget
Quantity: 6
Intention to acquire more: No
Note

EQUIPMENT OWNED BY THE SIERRA MADRE POLICE DEPARTMENT
GOVERNMENT CODE § 7070(c)(14)
Description 40mm Less Lethal Launchers and Kinetic Energy Munitions Quantity 3

Capabilities The 40mm Less Lethal Single shot Launcher can fire 40mm Kinetic Energy Munitions, known as sponge projectiles.

Expected Lifespan 15-20 years
Manufacturer's Description
Defense Technology Tactical LMT 40mm is a single shot launcher with an expandable Rogers Super Stock and adjustable Integrated Front Grip (IFG) with light rail, Ambidextrous Lateral Sling Mount (LSM), and QD mounting systems. The Defense Technology Tactical LMT 40mm will fire a standard 40mm less lethal ammunition, up to 4.8 inches in cartridge length. The Picatinny Rail Mounting System will accept various enhanced optics/sighting systems.

Purpose(s) Authorized Use The 40mm Less Lethal Launchers and Kinetic Energy Munitions are intended for use as a less-lethal use-of-force option.

Initial Cost $ 1,800 each
Annual Cost $ 550 (includes sponge projectiles for training) Legal All applicable State, Federal, and Local laws governing police use of force Procedural
Policy § 300 – Use of Force, 309 - 40MM Less Lethal Launcher Guidelines, 706- Military Equipment
Required Training
Four hours of initial training and four hours every year (includes qualification)
Other The Department purchased two 40MM launchers and 25 sponge rounds.

Government Code Section § 7072 – Annual Report:
40mm Less Lethal Launchers and Kinetic Energy Munitions Summary of how the
military equipment was
used and the purpose of its
use
This equipment is used in situations where a subject is armed with a weapon or a situation that requires a less-lethal option to be deployed. The less lethal munitions are used to disarm individuals from a safe distance.

This equipment was deployed but has yet to be used in different incidents.

Complaints or Concerns SMPD did not receive any complaints or concerns Audits, Violations, Actions There were no violations of any audits, deployment, or policies.

Total Annual Cost:

Acquisition: $3,500 (Two additional 40MM launcher and sponge rounds) Training: $500
Others: $0
Funding Source: Police Department Budget
Quantity: 4 (with the acquisition noted above)
Intention to acquire more: Yes
Note

EQUIPMENT OWNED BY THE SIERRA MADRE POLICE DEPARTMENT
GOVERNMENT CODE § 7070(c)(12)
Description
PepperBall Full Tactical Carbine (FTC) Launcher and Pava (OC) Projectiles
Quantity 2
Capabilities The PepperBall FTC launcher can fire paintball-sized kinetic energy munition filled with an oleoresin capsicum powder mixture.

Expected Lifespan 15-20 years
Manufacturer's Description
 PepperBall FTC Launcher:

The PepperBall FTC launcher, with its simple-to-operate controls, functions in semiautomatic mode only and is supplied with an adapter so it can be deployed in a bottle-forward or bottle-rearward configuration. The hopper can hold up to 180-round pepper ball projectiles. The PepperBall FTC can utilize an electronic or gravity feed hopper and exhibits a profile that is distinct to officers and the public.

The FTC utilizes a 0.68 caliber projectile with a maximum distance of 150 feet. The FTC has a height of 13in/33cm and a length of

8.5in/21.6cm (without tank) with an overall weight of 2.95 lbs.  PepperBall Live Pava (OC) Powder Projectiles:

The classic .68 caliber PepperBall projectiles contains 2% PAVA and is excellent for direct impact and area saturation, especially in confined interior spaces. Ultrasonically welded, 100% waterproof, and nonflammable.

Purpose(s) Authorized Use The PepperBall FTC and Pava (OC) Powder Projectiles are intended to be a less-lethal use-of-force option.

Initial Cost $ 0
Annual Cost $ 300
Legal All applicable State, Federal, and Local laws governing police use of force Procedural Policy § 300 – Use of Force, 303 – Control Devices and Techniques, 706 - Military Equipment
Required Training Two (2) hours of initial training and (2) hours every two (2) years Other None
Government Code Section § 7072 – Annual Report:

PepperBall Full Tactical Carbine (FTC) Launcher and Pava (OC) Projectiles Summary of how the
military equipment was
used and the purpose of its
use
This equipment is used in situations where a subject is armed with a weapon, a situation that requires a less-lethal option to be deployed, or used to disperse animals. The less lethal munitions are used to disarm individuals from a safe distance.

This equipment was deployed but mainly used to disperse bears. It was not used on a person.

Complaints or Concerns SMPD did not receive any complaints or concerns Audits, Violations, Actions There were no violations of any audits, deployment, or policies.

Total Annual Cost:

Acquisition: $0
Training: $300
Others: $0
Funding Source: Police Department Budget
Quantity: 2

Intention to acquire more: None

EQUIPMENT OWNED BY THE SIERRA MADRE POLICE DEPARTMENT
GOVERNMENT CODE § 7070(c)(1)
Description Unmanned Aerial System (UAS), remotely piloted, powered aircraft Quantity
Total of 3 UAS:

1. Autel EVO II Dual

2. Autel EVO II Pro 6K

3. Autel EVO II Nano+
Capabilities UAS can be remotely navigated to provide scene information and intelligence through video and still images transmitted to first responders.

Expected Lifespan 5-10 years
Manufacturer's Description

1. The Autel EVO II drone provides hi-end specifications and abilities well beyond videography and photography. The
7100mAh battery lets it fly for up to 40 minutes at a time, the motors can fly in Ludicrous Speed mode at up to 44.8 mph, and you can transmit HD footage back to the controller's 3.3" OLED screen from up to 5.6 miles away. While flying and tracking, 12- sensor omnidirectional obstacle avoidance is coupled with a dualcore processor and AI machine learning to let the EVO II navigate itself around the environment safely, while still getting the shot.

2. The Autel EVO II Pro 6K drone provides hi-end specifications and abilities well beyond videography and photography. The 7100mAh battery lets it fly for up to 40 minutes at a time, the motors can fly in Ludicrous Speed mode at up to 44.8 mph, and you can transmit HD footage back to the controller's 3.3" OLED screen from up to 5.6 miles away. While flying and tracking, 12- sensor omnidirectional obstacle avoidance is coupled with a dualcore processor and AI machine learning to let the EVO II Pro 6K navigate itself around the environment safely, while still getting the shot.

3. The Autel EVO II Nano+ drone has a 1/1.28-inch CMOS sensor for 50MP photos. The Nano+ offers superior noise reduction capabilities and the power to effortlessly produce quality images in low-light conditions thanks to its RYYB color filter array design with a large fixed aperture of f/1.9. Track fast-moving subjects with incredible precision through a PDAF + CDAF autofocus system. Squeeze rich detail from shadows and highlights no matter how extreme the lighting conditions using HDR mode, which rapidly snaps several photos at different exposures so they can be stitched together in post-production.

Purpose(s) Authorized Use
UAS may be used in any way that supports the SMPD mission to protect lives and property when not otherwise prohibited by policy or statute. This may include but is not limited to, search and rescue operations, documentation of crimes or accident scenes, documentation of wildlife emergencies or natural disasters, monitoring hazards, suspect apprehension, scene security, crisis communications, emergency calls for service, tactical operations, legally authorized surveillance, or other uses.

Initial Cost

1. Autel EVO II / $12,000.00

2. Autel EVO II Pro 6K / $2,500.00

3. Autel EVO II Nano+ / $2,100.00
Annual Cost $0
Legal All applicable State, Federal, and Local laws governing police use of force Procedural
Policy § 609 - Unmanned Aerial Systems (UAS) Operation and 706 - Military Equipment
Required Training
All UAS/Drone operators shall complete training and certification to receive an FAA Remote Pilot License and any training required by the Sierra Madre Police Department in the care, use, or management of the UAS/Drone.

Other
Government Code Section § 7072 – Annual Report:

Unmanned, remotely piloted, powered aerial and ground vehicles Summary of how the
military equipment was
used and the purpose of its
use
To enhance the safety of potentially dangerous situations by providing first responders with the ability to monitor the video feed from the equipment camera in hazardous conditions before, or in lieu of, sending in personnel.

Remotely piloted ground vehicles may be used to investigate and mitigate potential explosive devices.

Complaints or Concerns SMPD did not receive any complaints or concerns Audits, Violations, Actions There were no violations of any audits, deployment, or policies.

Total Annual Cost:

Acquisition: $0
Training: $0
Others: $0
Funding Source: Police Department Budget
The total impact under this heading for fiscal year 2024-2025 was zero.

Quantity: 3
Intention to acquire more:

SMPD will look to replace the Autel EVO II Nano+ within the next two (2) years with an updated version of the equipment that would provide a better ability to be used indoors and in extreme weather conditions.

EQUIPMENT OWNED BY THE SIERRA MADRE POLICE DEPARTMENT
GOVERNMENT CODE § 7070(c)(10)
Government Code Section § 7072 – Annual Report:

Daniel Defense MK18 With Mil Spec Trigger Model #02-088-07327 Summary of how the
military equipment was
used and the purpose of its
use
The MK18 carbine rifle is the primary duty weapon system for the Foothill Special Enforcement Team (FSET) and will be deployed as part of their missions and training. The weapon system offers a combination of mobility, customization, accuracy, reliability, and ease of use, making it well-suited for the diverse and demanding nature of FSET missions and training.

Complaints or Concerns SMPD did not receive any complaints or concerns Audits, Violations, Actions There were no violations of any audits, deployment, or policies.

Total Annual Cost: Acquisition: $0

Training: $2,000
Others: $0
Funding Source: Police Department Budget
Quantity: 3
Intention to acquire more: None
Description Specialized Firearms and Ammunition of Less Than .50 Caliber Quantity 3
Capabilities
The MK18 rifle is a versatile and widely used firearm, particularly favored for close-quarters operations (CQO) due to its compact size, lightweight, and customization options. Its design allows for effective maneuverability in tight spaces where longer and bulkier rifles would be impractical.

Expected Lifespan 15-20 years
Manufacturer's Description
Daniel Defense MK18 With Mil Spec Trigger Model #02-088-07327 The MK18 AR15 style firearm is unmatched in size, weight, and performance, and features the picatinny quad rail Daniel Defense provides to USSOCOM. The RIS II picatinny quad rail features a Bolt-Up System that has been rigorously tested prior to fielding by USSOCOM. The 10.3 inch Cold Hammer Forged barrel is the same length in use for the MK18 upper most commonly used for CQB operations. The independently ambi GRIP-N-RIP Charging Handle accommodates left- and right-handed shooters. This rifle also comes with the ergonomic Daniel Defense Buttstock and Pistol Grip.

Purpose(s) Authorized Use
This equipment is the primary rifle for personnel assigned to the Foothill Special Enforcement Team (FSET). Only officers who have completed an approved training are permitted to deploy this equipment.

Initial Cost
$ 8,574; this included the following:
 Daniel Defense MK18 With Mil Spec Trigger Model #02-088- 07327 rifle
 Aimpoint RDS Duty Rifle Red Dot 2 MOA with 39MM TNP mount  Surefire Scout Light Pro with MLOK mount
 Surefire Scout Light remote pressure switch
 VTAC 2-point sling
 Magpul QD sling attachment
The cost of ammunition for training and operations in Fiscal Year 2024-2025 is $2,000.

Annual Cost $ 2,000
Legal All applicable State, Federal, and Local laws governing police use of force Procedural All applicable local, state, and federal laws, rules, and regulations governing the use of firearms and any such agency policies
Required Training
All persons qualified to use and assigned to carry the Daniel Defense MK18 or other rifles designated under California Penal Code §33220(b) undergo a California POST Approved course as well as regular departmental firearms training, and qualifications as specified by law, POST regulations, and department policy.

Other
Personnel are trained in the safe, appropriate use of the Daniel Defense MK18 rifle and are issued it. The training includes the minimum standards established by California Penal Code §33220(b) and the firearm training standards set by FSET. Those training days will be planned and overseen by POST Certified Range Instructors assigned to FSET and annual qualifications with the Danile Defense MK18.

EQUIPMENT OWNED BY THE SIERRA MADRE POLICE DEPARTMENT
GOVERNMENT CODE § 7070(c)(10)
Government Code Section § 7072 – Annual Report:

Smith and Wesson M&P 15 Rifle
Summary of how the
military equipment was
used and the purpose of its
use
May be deployed by officers trained in its operation under any circumstances in which deadly force is justified and deemed necessary and reasonable under local, state, and federal law.

Complaints or Concerns None.

Audits, Violations, Actions None.

Total Annual Cost:

Training: $3,000
Description Specialized Firearms and Ammunition of Less Than .50 Caliber Quantity 6
Capabilities Provides precision fire to a threat at greater accuracy and greater distances than that of a handgun.

Expected Lifespan 15-20 years
Manufacturer's Description
Smith and Wesson M&P 15 rifle
M&P15 Rifles are the ideal modern sporting rifle. Built to perform multiple uses under various conditions, M&P15 Rifles are as versatile as they are reliable. Engineered for a wide variety of recreational, sport shooting and professional applications, M&P15 Rifles are easy to accessorize, but hard to put down. M&P15 Rifles are lightweight and rugged embodying the best combination of function and form.

Purpose(s) Authorized Use Only officers who have completed an approved training are permitted to deploy this equipment.

Initial Cost
These items were purchased over a decade ago. The initial cost to acquire these items was approximately $5,040.00. However, the total impact under this heading for fiscal year 2024-2025 was zero.

Annual Cost $ 3,000
Legal All applicable State, Federal, and Local laws governing police use of force Procedural All applicable local, state, and federal laws, rules, and regulations governing the use of firearms and any such agency policies
Required Training
All persons qualified to use and assigned to carry the Smith and Wesson M&P 15 Rifle or other rifles designated under California Penal Code §33220(b)

undergo a California POST Approved course as well as regular departmental firearms training, and qualifications as specified by law, POST regulations, and department policy.

Other
All of the items sought under this heading are meant solely to replenish/ replace the supply so used, to replace due to lifespan, address identified shortages in prior inventory, and to maintain a total inventory at minimum serviceable levels
Quantity: 6
Intention to acquire more:

The lifespan on these items are near exhaustion and the Agency will seek to replenish items that expired, address identified shortages in prior inventory, and to maintain a total inventory at minimum serviceable levels.

EQUIPMENT ACQUISITION REQUEST
For the 2025-2026 fiscal year, the Sierra Madre Police Department projects the purchase of ammunition for 40MM, Pepper Ball, and ten Colt M4 Enhanced Patrol Rifles to replenish inventory due to training and critical incident use. The estimated purchase price for this equipment is approximately $18,000.

Operating Costs:

The operating costs associated with this equipment include:
 Acquisition Costs: Initial purchase price of the ammunition and equipment.  Personnel Time: Man-hours required for training and operational deployment.  Training Facilities: Costs for utilizing training facilities.  Transportation/Storage: Expenses related to transporting and storing the equipment.  Equipment Upgrades: Periodic upgrades and maintenance of the equipment.  Ongoing Expenses: Any other recurring costs associated with the equipment's use and upkeep.

These costs are budgeted within the Department's approved operating budget for FY 24-25, ensuring that the necessary resources are allocated for the effective and efficient use of the equipment throughout the year.

CONCLUSION
This report reaffirms the Sierra Madre Police Department's dedication to transparency, accountability, and service excellence. By equipping our personnel with advanced tools and comprehensive training, we enhance our ability to protect and serve the community effectively. The outlined equipment and resources ensure that our officers are prepared to handle various situations professionally and precisely.

Our commitment to compliance with California State law and continuous improvement in our practices reflects our dedication to maintaining the highest law enforcement standards. The transparency and information provided in this report are essential to fostering trust and collaboration with our community and elected officials.

In conclusion, the Sierra Madre Police Department remains steadfast in its mission to ensure community safety and to deliver the highest quality service through dedication, teamwork, and partnerships. The resources detailed in this report are integral to achieving our goals and upholding our commitment to the Sierra Madre community.

Policy
706
Sierra Madre Police Department
Sierra Madre Police Department Policy Manual
Copyright Lexipol, LLC 2025/05/13, All Rights Reserved.

Published with permission by Sierra Madre Police Department Military Equipment - 1
Military Equipment
706.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidelines for the approval, acquisition, and reporting requirements of military equipment (Government Code § 7070; Government Code § 7071; Government Code § 7072).
706.1.1 DEFINITIONS
Definitions related to this policy include (Government Code § 7070):

Governing body – The elected or appointed body that oversees the Department.

Military equipment – Includes but is not limited to the following:
• Unmanned, remotely piloted, powered aerial or ground vehicles. • Mine-resistant ambush-protected (MRAP) vehicles or armored personnel carriers. • High mobility multipurpose wheeled vehicles (HMMWV), two-and-one-half-ton trucks, five-ton trucks, or wheeled vehicles that have a breaching or entry apparatus attached. • Tracked armored vehicles that provide ballistic protection to their occupants. • Command and control vehicles that are either built or modified to facilitate the operational control and direction of public safety units. • Weaponized aircraft, vessels, or vehicles of any kind. • Battering rams, slugs, and breaching apparatuses that are explosive in nature. This does not include a handheld, one-person ram.
• Firearms and ammunition of_.50 caliber or greater, excluding standard-issue shotguns and standard-issue shotgun ammunition.
• Specialized firearms and ammunition of less than_.50 caliber, including firearms and accessories identified as assault weapons in Penal Code § 30510 and Penal Code § 30515, with the exception of standard-issue firearms.
• Any firearm or firearm accessory that is designed to launch explosive projectiles. • Noise-flash diversionary devices and explosive breaching tools. • Munitions containing tear gas or OC, excluding standard, service-issued handheld pepper spray.
• Area denial electroshock devices, microwave weapons, water cannons, long-range acoustic devices (LRADs), acoustic hailing devices, and sound cannons. • Kinetic energy weapons and munitions.
• Any other equipment as determined by a governing body or a state agency to require additional oversight.

Sierra Madre Police Department
Sierra Madre Police Department Policy Manual
Military Equipment
Copyright Lexipol, LLC 2025/05/13, All Rights Reserved.

Published with permission by Sierra Madre Police Department Military Equipment - 2
706.2 POLICY
It is the policy of the Sierra Madre Police Department that members of this department comply with the provisions of Government Code § 7071 with respect to military equipment. 706.3 MILITARY EQUIPMENT COORDINATOR
The Chief of Police should designate a member of this department to act as the military equipment coordinator. The responsibilities of the military equipment coordinator include but are not limited to:
(a) Acting as liaison to the governing body for matters related to the requirements of this policy.
(b) Identifying department equipment that qualifies as military equipment in the current possession of the Department, or the equipment the Department intends to acquire that requires approval by the governing body.
(c) Conducting an inventory of all military equipment at least annually. (d) Collaborating with any allied agency that may use military equipment within the jurisdiction of Sierra Madre Police Department (Government Code § 7071). (e) Preparing for, scheduling, and coordinating the annual community engagement meeting to include:

1. Publicizing the details of the meeting.

2. Preparing for public questions regarding the department’s funding, acquisition, and use of equipment.
(f) Preparing the annual military equipment report for submission to the Chief of Police and ensuring that the report is made available on the department website (Government Code § 7072).
(g) Establishing the procedure for a person to register a complaint or concern, or how that person may submit a question about the use of a type of military equipment, and how the Department will respond in a timely manner.
706.4 MILITARY EQUIPMENT INVENTORY
The following constitutes a list of qualifying equipment for the Department:

See attachment: AB 481 Military Equipment - Annual Report.pdf 706.4.1 MILITARY EQUIPMENT INVENTORY REPLENISHMENT
The inventory of certain items of consumable "military equipment" (i.e., ammunition, diversionary devices, chemical agents, etc.) can fluctuate throughout the year. This can be due to operational usage, training, operational wear, and/or manufacturer-recommended replacement guidelines.

While the Department strives to provide accuracy in its inventory reporting as prescribed by law, the quantities listed in the inventory reflect approximations of certain consumable items of "military equipment" at the time. By the adoption of the ordinance approving this procedure, the City Council Sierra Madre Police Department
Sierra Madre Police Department Policy Manual
Military Equipment
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Published with permission by Sierra Madre Police Department Military Equipment - 3
hereby approves additional purchases of any item listed in this inventory as needed to meet the Department's operational needs, to be reported on each year's annual report. 706.5 APPROVAL
The Chief of Police or the authorized designee shall obtain approval from the governing body by way of an ordinance adopting the military equipment policy. As part of the approval process, the Chief of Police or the authorized designee shall ensure the proposed military equipment policy is submitted to the governing body and is available on the department website at least 30 days prior to any public hearing concerning the military equipment at issue (Government Code § 7071). The military equipment policy must be approved by the governing body prior to engaging in any of the following (Government Code § 7071):
(a) Requesting military equipment made available pursuant to 10 USC § 2576a. (b) Seeking funds for military equipment, including but not limited to applying for a grant, soliciting or accepting private, local, state, or federal funds, in-kind donations, or other donations or transfers.
(c) Acquiring military equipment either permanently or temporarily, including by borrowing or leasing.
(d) Collaborating with another law enforcement agency in the deployment or other use of military equipment within the jurisdiction of this department. (e) Using any new or existing military equipment for a purpose, in a manner, or by a person not previously approved by the governing body.
(f) Soliciting or responding to a proposal for, or entering into an agreement with, any other person or entity to seek funds for, apply to receive, acquire, use, or collaborate in the use of military equipment.
(g) Acquiring military equipment through any means not provided above. 706.6 COORDINATION WITH OTHER JURISDICTIONS
The Sierra Madre Police Department provides law enforcement services to the City of Sierra Madre and provides mutual aid countywide.

The Sierra Madre Police Department works in conjunction with the Foothill Special Enforcement Team (FSET/SWAT), the Foothill Air Support Team (FAST), Internet Crimes Against Children (ICAC) Task Force and may enter into an agreement with a joint task force to provide services to the City of Sierra Madre. This is done under the guidance of an approved and consolidated Memorandum of Understanding between the entities.

Military equipment used by any member of this Department shall be approved for use and in accordance with this Department policy. Military equipment used by other jurisdictions providing mutual aid to this Department, or otherwise engaged in law enforcement operations in this jurisdiction, shall comply with their respective military equipment use policies in rendering mutual aid.

Sierra Madre Police Department
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Military Equipment
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706.7 USE IN EXIGENT CIRCUMSTANCES
In exigent circumstances and with the approval of the Chief of Police or their designee, the Police Department may acquire, borrow and/or use Military Equipment from a neighboring law enforcement entity that is not included in the Military Equipment Use Policy. If the Police Department acquires, borrows, and/or uses Military Equipment in exigent circumstances, in accordance with this section, it must take all of the following actions • Provide written notice of that acquisition or use to the City Council within 30 days following the commencement of such Exigent Circumstance, unless such information is confidential or privileged under local, state, or federal law. • If it is anticipated that the use will continue beyond the Exigent Circumstance, submit a proposed amended Military Equipment Use Policy to the City Council within 90 days following the borrowing, acquisition, and/or use, and receive approval applicable from the City Council.
• Include the Military Equipment in the Police Department's next annual Military Equipment Report.
706.8 ANNUAL REPORT
Upon approval of a military equipment policy, the Chief of Police or the authorized designee should submit a military equipment report to the governing body for each type of military equipment approved within one year of approval, and annually thereafter for as long as the military equipment is available for use (Government Code § 7072).

The Chief of Police or the authorized designee should also make each annual military equipment report publicly available on the department website for as long as the military equipment is available for use. The report shall include all information required by Government Code § 7072 for the preceding calendar year for each type of military equipment in department inventory. 706.9 COMMUNITY ENGAGEMENT
Within 30 days of submitting and publicly releasing the annual report, the Department shall hold at least one well-publicized and conveniently located community engagement meeting, at which the Department should discuss the report and respond to public questions regarding the funding, acquisition, or use of military equipment.
706.10 COMPLAINT PROCEDURE
Pursuant to California Government Code §7071(d)(6), members of the public may register complaints, concerns, or submit questions about the use of each specific type of Military Equipment in this policy by any of the following means:
(a) Via email to: Military Equipment Coordinator
(b) Via mail sent to: Sierra Madre Police Department, Attn: Military Equipment Coordinator, 242 W. Sierra Madre Blvd, Sierra Madre, CA, 91024 Sierra Madre Police Department
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Military Equipment
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The Sierra Madre Police Department is committed to responding to complaints, concerns, and/or questions regarding its Military Equipment in a timely manner.

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AB 481 Military Equipment - Annual Report.pdf
AB 481 Military Equipment - Annual Report.pdf

Sierra Madre
Police Department
2024-2025 Annual Military Equipment Report
Assembly Bill 481
(CA Government Code § 7072; Sierra Madre Ordinance No. 1456)

INTRODUCTION
On September 30, 2021, the Governor of the State of California approved Assembly Bill (AB) 481 (codified as Chapter 12.8 of the California Government Code), requiring law enforcement agencies such as the Sierra Madre Police Department (SMPD) to have a military use policy approved by the City Council before requesting, seeking funding, acquiring or using military equipment. AB 481 allows the governing body to approve the policy within itsjurisdiction only if it determinesthat the military equipment meetsspecified standards.

On May 24, 2022, the City Council approved Ordinance 1456, approving SMPD Policy § 706: Military Equipment Funding, Acquisition, and Use. As required by AB 481 and the Ordinance, SMPD must prepare a report annually on the use of each type of military equipment approved in the policy over the last year.

Subsequently, the City Council must then review the Ordinance, Policy, and Annual Report to determine whether the Department's use of military equipment in the past year complied with the policy and whether to continue the Ordinance and Policy, take action (by ordinance) to modify the policy or repeal the ordinance. The policy and inventory list are located on the Sierra Madre Police Department's website.

As the policy outlines, SMPD retains and employs limited military equipment to safeguard its community. SMPD officers, certified instructional staff, and specialized units receive training throughout the year on using military equipment approved under the policy.

California Government Code § 7072 requires law enforcement agencies to prepare a Military Equipment Report annually. The annual Military Equipment Report will contain the following:
 A summary of how the military equipment was used and the purpose of its use;  A summary of any complaints or concerns received concerning the military equipment;  The results of any internal audits, any information about violations of the military equipment use policy, and any actions taken in response;
 The total annual cost for each type of military equipment, including acquisition, personnel, training, transportation, maintenance, storage, upgrade, and other ongoing expenses, and from what source funds will be provided for the military equipment in the calendar year following submission of the annual military equipment report;
 The quantity possessed for each type of military equipment; and  If the law enforcement agency intendsto acquire additional military equipment in the next year, the amount sought for every kind of military equipment.

This annual Military Equipment Report satisfies the reporting requirements outlined in California Government Code § 7072 and compliance with AB 481. The Department submits its Military Equipment Annual Report to the City Council every year after December 31.

Any complaints, concerns, or questions related to Military Equipment utilization can be through any of the below methods:
 Email: [email protected]
 Mail: Sierra Madre Police Department,
Attn: Military Equipment Coordinator,
242 W. Sierra Madre Blvd,
Sierra Madre, CA, 91024

DEFINITIONS

Pursuant to AB 481, the following definitions are applicable only to the Department's current military equipment inventory and potential future military equipment acquisitions for operational needs. For a more detailed list, refer to Government Code section 7070 for "military equipment" as defined within the Assembly Bill.

Definitions of Military Equipment established by California Government Code §7070; SMPD utilizes a limited number of the resources listed below:

1. Unmanned, remotely piloted, powered aerial or ground vehicles

2. Mine-resistant ambush-protected (MRAP) vehicles or armored personnel carriers

3. High mobility multipurpose wheeled vehicles (HMMWV), two-and-one-half-ton trucks, five-ton trucks, or wheeled vehicles that have a breaching or entry apparatus attached

4. Tracked armored vehicles that provide ballistic protection to their occupants

5. Command and control vehicles that are either built or modified to facilitate the operational control and direction of public safety units

6. Weaponized aircraft, vessels, vehicles, or any kind

7. Battering rams, slugs, and breaching apparatuses that are explosive in nature. This does not include a handheld, one-person ram

8. Firearms and ammunition of .50 caliber or greater, excluding standard-issue shotguns and standard-issue shotgun ammunition

9. Specialized firearms and ammunition of less than .50 caliber, including firearms and accessories identified as assault weapons in Penal Code §30510 and Penal Code §30515, with the exception of standard-issue firearms

10. Any firearm or firearm accessory that is designed to launch explosive projectiles

11. Noise-flash diversionary devices and explosive breaching tools

12. Munitions containing tear gas or OC, excluding standard, service-issued handheld pepper spray

13. Taser Shockwave, microwave weapons, water cannons, and long-range acoustic devices (LRADs)

14. Kinetic energy weapons and munitions (e.g., 40MM launcher, bean bag shotgun, foam-tipped projectiles)

15. Any other equipment determined by a governing body or a state agency to require additional oversight.

DEPARTMENT INVENTORY
The following is a summary of the Military Equipment owned and maintained by the Sierra Madre Police Department as defined by California Government Code §7070 and §7071:

Item Quantity Owned Gov't Code Subsection
Remington 870 Less Lethal Shotgun
6 7070(c)(14)
40mm Less Lethal Launcher
3 7070(c)(14)
PepperBall Tactical Launcher
2 7070(c)(12)
Daniel Defense MK-18
3 7070(c)(10)

Smith & Wesson M&P
6 7070(c)(10)
Item Quantity Owned Gov't Code Subsection
Autel Evo II Dual UAS
1 7070(c)(1)
Autel EVO II Pro 6K UAS
1 7070(c)(1)
Autel EVO II Nano+ UAS
1 7070(c)(1)

DEPARTMENT INVENTORY

EQUIPMENT OWNED BY THE SIERRA MADRE POLICE DEPARTMENT
GOVERNMENT CODE § 7070(c)(14)
Description Remington 870 Shotgun and Kinetic Energy Munitions Quantity 6
Capabilities The shotgun Less Lethal platform can fire the Defense Technologies Drag Stabilized Beanbag munitions, which are fiber bean bag projectiles.

Expected Lifespan 15-20 years Shotgun / 5 years Beanbag Munition Manufacturer's Description
This shotgun is a U.S.-made pump-action shotgun. The stock and fore grip is comprised of fiberglass-reinforced polymer with a rubber over-molding.

The Remington Shotgun is milled from a single block of steel.

Purpose(s) Authorized Use The shotgun Less Lethal platform and Kinetic Energy Munitions are intended for use as a less-lethal use-of-force option.

Initial Cost $0
Annual Cost $700 (includes fiber bean bag projectiles)
Legal All applicable State, Federal, and Local laws governing police use of force Procedural
Policy § 300 – Use of Force, 303 – Control Devices and Techniques, 706- Military Equipment
Required Training
Four hours of initial training and four hours every year (includes qualification)
Other
Government Code Section § 7072 – Annual Report:

Remington 870 Shotgun and Kinetic Energy Munitions
Summary of how the military
equipment was used and the
purpose of its use
This equipment is used in situations where a subject is armed with a weapon or a situation that requires a less-lethal option to be deployed. The lesslethal munitions are used to disarm individuals from a safe distance.

This equipment was deployed but has yet to be used in different incidents.

Complaints or Concerns SMPD did not receive any complaints or concerns Audits, Violations, Actions There were no violations of any audits, deployment, or policies.

Total Annual Cost:

Acquisition: $0
Training: $500
Others: $0
Funding Source: Police Department Budget
Quantity: 6
Intention to acquire more: No
Note

EQUIPMENT OWNED BY THE SIERRA MADRE POLICE DEPARTMENT
GOVERNMENT CODE § 7070(c)(14)
Description 40mm Less Lethal Launchers and Kinetic Energy Munitions Quantity 3

Capabilities The 40mm Less Lethal Single shot Launcher can fire 40mm Kinetic Energy Munitions, known as sponge projectiles.

Expected Lifespan 15-20 years
Manufacturer's Description
Defense Technology Tactical LMT 40mm is a single shot launcher with an expandable Rogers Super Stock and adjustable Integrated Front Grip (IFG) with light rail, Ambidextrous Lateral Sling Mount (LSM), and QD mounting systems. The Defense Technology Tactical LMT 40mm will fire a standard 40mm less lethal ammunition, up to 4.8 inches in cartridge length. The Picatinny Rail Mounting System will accept various enhanced optics/sighting systems.

Purpose(s) Authorized Use The 40mm Less Lethal Launchers and Kinetic Energy Munitions are intended for use as a less-lethal use-of-force option.

Initial Cost $ 1,800 each
Annual Cost $ 550 (includes sponge projectiles for training) Legal All applicable State, Federal, and Local laws governing police use of force Procedural
Policy § 300 – Use of Force, 309 - 40MM Less Lethal Launcher Guidelines, 706- Military Equipment
Required Training
Four hours of initial training and four hours every year (includes qualification)
Other The Department purchased two 40MM launchers and 25 sponge rounds.

Government Code Section § 7072 – Annual Report:
40mm Less Lethal Launchers and Kinetic Energy Munitions Summary of how the
military equipment was
used and the purpose of its
use
This equipment is used in situations where a subject is armed with a weapon or a situation that requires a less-lethal option to be deployed. The less lethal munitions are used to disarm individuals from a safe distance.

This equipment was deployed but has yet to be used in different incidents.

Complaints or Concerns SMPD did not receive any complaints or concerns Audits, Violations, Actions There were no violations of any audits, deployment, or policies.

Total Annual Cost:

Acquisition: $3,500 (Two additional 40MM launcher and sponge rounds) Training: $500
Others: $0
Funding Source: Police Department Budget
Quantity: 4 (with the acquisition noted above)
Intention to acquire more: Yes
Note

EQUIPMENT OWNED BY THE SIERRA MADRE POLICE DEPARTMENT
GOVERNMENT CODE § 7070(c)(12)
Description
PepperBall Full Tactical Carbine (FTC) Launcher and Pava (OC) Projectiles
Quantity 2
Capabilities The PepperBall FTC launcher can fire paintball-sized kinetic energy munition filled with an oleoresin capsicum powder mixture.

Expected Lifespan 15-20 years
Manufacturer's Description
 PepperBall FTC Launcher:

The PepperBall FTC launcher, with its simple-to-operate controls, functions in semiautomatic mode only and is supplied with an adapter so it can be deployed in a bottle-forward or bottle-rearward configuration. The hopper can hold up to 180-round pepper ball projectiles. The PepperBall FTC can utilize an electronic or gravity feed hopper and exhibits a profile that is distinct to officers and the public.

The FTC utilizes a 0.68 caliber projectile with a maximum distance of 150 feet. The FTC has a height of 13in/33cm and a length of

8.5in/21.6cm (without tank) with an overall weight of 2.95 lbs.  PepperBall Live Pava (OC) Powder Projectiles:

The classic .68 caliber PepperBall projectiles contains 2% PAVA and is excellent for direct impact and area saturation, especially in confined interior spaces. Ultrasonically welded, 100% waterproof, and nonflammable.

Purpose(s) Authorized Use The PepperBall FTC and Pava (OC) Powder Projectiles are intended to be a less-lethal use-of-force option.

Initial Cost $ 0
Annual Cost $ 300
Legal All applicable State, Federal, and Local laws governing police use of force Procedural Policy § 300 – Use of Force, 303 – Control Devices and Techniques, 706 - Military Equipment
Required Training Two (2) hours of initial training and (2) hours every two (2) years Other None
Government Code Section § 7072 – Annual Report:

PepperBall Full Tactical Carbine (FTC) Launcher and Pava (OC) Projectiles Summary of how the
military equipment was
used and the purpose of its
use
This equipment is used in situations where a subject is armed with a weapon, a situation that requires a less-lethal option to be deployed, or used to disperse animals. The less lethal munitions are used to disarm individuals from a safe distance.

This equipment was deployed but mainly used to disperse bears. It was not used on a person.

Complaints or Concerns SMPD did not receive any complaints or concerns Audits, Violations, Actions There were no violations of any audits, deployment, or policies.

Total Annual Cost:

Acquisition: $0
Training: $300
Others: $0
Funding Source: Police Department Budget
Quantity: 2

Intention to acquire more: None

EQUIPMENT OWNED BY THE SIERRA MADRE POLICE DEPARTMENT
GOVERNMENT CODE § 7070(c)(1)
Description Unmanned Aerial System (UAS), remotely piloted, powered aircraft Quantity
Total of 3 UAS:

1. Autel EVO II Dual

2. Autel EVO II Pro 6K

3. Autel EVO II Nano+
Capabilities UAS can be remotely navigated to provide scene information and intelligence through video and still images transmitted to first responders.

Expected Lifespan 5-10 years
Manufacturer's Description

1. The Autel EVO II drone provides hi-end specifications and abilities well beyond videography and photography. The
7100mAh battery lets it fly for up to 40 minutes at a time, the motors can fly in Ludicrous Speed mode at up to 44.8 mph, and you can transmit HD footage back to the controller's 3.3" OLED screen from up to 5.6 miles away. While flying and tracking, 12- sensor omnidirectional obstacle avoidance is coupled with a dualcore processor and AI machine learning to let the EVO II navigate itself around the environment safely, while still getting the shot.

2. The Autel EVO II Pro 6K drone provides hi-end specifications and abilities well beyond videography and photography. The 7100mAh battery lets it fly for up to 40 minutes at a time, the motors can fly in Ludicrous Speed mode at up to 44.8 mph, and you can transmit HD footage back to the controller's 3.3" OLED screen from up to 5.6 miles away. While flying and tracking, 12- sensor omnidirectional obstacle avoidance is coupled with a dualcore processor and AI machine learning to let the EVO II Pro 6K navigate itself around the environment safely, while still getting the shot.

3. The Autel EVO II Nano+ drone has a 1/1.28-inch CMOS sensor for 50MP photos. The Nano+ offers superior noise reduction capabilities and the power to effortlessly produce quality images in low-light conditions thanks to its RYYB color filter array design with a large fixed aperture of f/1.9. Track fast-moving subjects with incredible precision through a PDAF + CDAF autofocus system. Squeeze rich detail from shadows and highlights no matter how extreme the lighting conditions using HDR mode, which rapidly snaps several photos at different exposures so they can be stitched together in post-production.

Purpose(s) Authorized Use
UAS may be used in any way that supports the SMPD mission to protect lives and property when not otherwise prohibited by policy or statute. This may include but is not limited to, search and rescue operations, documentation of crimes or accident scenes, documentation of wildlife emergencies or natural disasters, monitoring hazards, suspect apprehension, scene security, crisis communications, emergency calls for service, tactical operations, legally authorized surveillance, or other uses.

Initial Cost

1. Autel EVO II / $12,000.00

2. Autel EVO II Pro 6K / $2,500.00

3. Autel EVO II Nano+ / $2,100.00
Annual Cost $0
Legal All applicable State, Federal, and Local laws governing police use of force Procedural
Policy § 609 - Unmanned Aerial Systems (UAS) Operation and 706 - Military Equipment
Required Training
All UAS/Drone operators shall complete training and certification to receive an FAA Remote Pilot License and any training required by the Sierra Madre Police Department in the care, use, or management of the UAS/Drone.

Other
Government Code Section § 7072 – Annual Report:

Unmanned, remotely piloted, powered aerial and ground vehicles Summary of how the
military equipment was
used and the purpose of its
use
To enhance the safety of potentially dangerous situations by providing first responders with the ability to monitor the video feed from the equipment camera in hazardous conditions before, or in lieu of, sending in personnel.

Remotely piloted ground vehicles may be used to investigate and mitigate potential explosive devices.

Complaints or Concerns SMPD did not receive any complaints or concerns Audits, Violations, Actions There were no violations of any audits, deployment, or policies.

Total Annual Cost:

Acquisition: $0
Training: $0
Others: $0
Funding Source: Police Department Budget
The total impact under this heading for fiscal year 2024-2025 was zero.

Quantity: 3
Intention to acquire more:

SMPD will look to replace the Autel EVO II Nano+ within the next two (2) years with an updated version of the equipment that would provide a better ability to be used indoors and in extreme weather conditions.

EQUIPMENT OWNED BY THE SIERRA MADRE POLICE DEPARTMENT
GOVERNMENT CODE § 7070(c)(10)
Government Code Section § 7072 – Annual Report:

Daniel Defense MK18 With Mil Spec Trigger Model #02-088-07327 Summary of how the
military equipment was
used and the purpose of its
use
The MK18 carbine rifle is the primary duty weapon system for the Foothill Special Enforcement Team (FSET) and will be deployed as part of their missions and training. The weapon system offers a combination of mobility, customization, accuracy, reliability, and ease of use, making it well-suited for the diverse and demanding nature of FSET missions and training.

Complaints or Concerns SMPD did not receive any complaints or concerns Audits, Violations, Actions There were no violations of any audits, deployment, or policies.

Total Annual Cost: Acquisition: $0

Training: $2,000
Others: $0
Funding Source: Police Department Budget
Quantity: 3
Intention to acquire more: None
Description Specialized Firearms and Ammunition of Less Than .50 Caliber Quantity 3
Capabilities
The MK18 rifle is a versatile and widely used firearm, particularly favored for close-quarters operations (CQO) due to its compact size, lightweight, and customization options. Its design allows for effective maneuverability in tight spaces where longer and bulkier rifles would be impractical.

Expected Lifespan 15-20 years
Manufacturer's Description
Daniel Defense MK18 With Mil Spec Trigger Model #02-088-07327 The MK18 AR15 style firearm is unmatched in size, weight, and performance, and features the picatinny quad rail Daniel Defense provides to USSOCOM. The RIS II picatinny quad rail features a Bolt-Up System that has been rigorously tested prior to fielding by USSOCOM. The 10.3 inch Cold Hammer Forged barrel is the same length in use for the MK18 upper most commonly used for CQB operations. The independently ambi GRIP-N-RIP Charging Handle accommodates left- and right-handed shooters. This rifle also comes with the ergonomic Daniel Defense Buttstock and Pistol Grip.

Purpose(s) Authorized Use
This equipment is the primary rifle for personnel assigned to the Foothill Special Enforcement Team (FSET). Only officers who have completed an approved training are permitted to deploy this equipment.

Initial Cost
$ 8,574; this included the following:
 Daniel Defense MK18 With Mil Spec Trigger Model #02-088- 07327 rifle
 Aimpoint RDS Duty Rifle Red Dot 2 MOA with 39MM TNP mount  Surefire Scout Light Pro with MLOK mount
 Surefire Scout Light remote pressure switch
 VTAC 2-point sling
 Magpul QD sling attachment
The cost of ammunition for training and operations in Fiscal Year 2024-2025 is $2,000.

Annual Cost $ 2,000
Legal All applicable State, Federal, and Local laws governing police use of force Procedural All applicable local, state, and federal laws, rules, and regulations governing the use of firearms and any such agency policies
Required Training
All persons qualified to use and assigned to carry the Daniel Defense MK18 or other rifles designated under California Penal Code §33220(b) undergo a California POST Approved course as well as regular departmental firearms training, and qualifications as specified by law, POST regulations, and department policy.

Other
Personnel are trained in the safe, appropriate use of the Daniel Defense MK18 rifle and are issued it. The training includes the minimum standards established by California Penal Code §33220(b) and the firearm training standards set by FSET. Those training days will be planned and overseen by POST Certified Range Instructors assigned to FSET and annual qualifications with the Danile Defense MK18.

EQUIPMENT OWNED BY THE SIERRA MADRE POLICE DEPARTMENT
GOVERNMENT CODE § 7070(c)(10)
Government Code Section § 7072 – Annual Report:

Smith and Wesson M&P 15 Rifle
Summary of how the
military equipment was
used and the purpose of its
use
May be deployed by officers trained in its operation under any circumstances in which deadly force is justified and deemed necessary and reasonable under local, state, and federal law.

Complaints or Concerns None.

Audits, Violations, Actions None.

Total Annual Cost:

Training: $3,000
Description Specialized Firearms and Ammunition of Less Than .50 Caliber Quantity 6
Capabilities Provides precision fire to a threat at greater accuracy and greater distances than that of a handgun.

Expected Lifespan 15-20 years
Manufacturer's Description
Smith and Wesson M&P 15 rifle
M&P15 Rifles are the ideal modern sporting rifle. Built to perform multiple uses under various conditions, M&P15 Rifles are as versatile as they are reliable. Engineered for a wide variety of recreational, sport shooting and professional applications, M&P15 Rifles are easy to accessorize, but hard to put down. M&P15 Rifles are lightweight and rugged embodying the best combination of function and form.

Purpose(s) Authorized Use Only officers who have completed an approved training are permitted to deploy this equipment.

Initial Cost
These items were purchased over a decade ago. The initial cost to acquire these items was approximately $5,040.00. However, the total impact under this heading for fiscal year 2024-2025 was zero.

Annual Cost $ 3,000
Legal All applicable State, Federal, and Local laws governing police use of force Procedural All applicable local, state, and federal laws, rules, and regulations governing the use of firearms and any such agency policies
Required Training
All persons qualified to use and assigned to carry the Smith and Wesson M&P 15 Rifle or other rifles designated under California Penal Code §33220(b)

undergo a California POST Approved course as well as regular departmental firearms training, and qualifications as specified by law, POST regulations, and department policy.

Other
All of the items sought under this heading are meant solely to replenish/ replace the supply so used, to replace due to lifespan, address identified shortages in prior inventory, and to maintain a total inventory at minimum serviceable levels
Quantity: 6
Intention to acquire more:

The lifespan on these items are near exhaustion and the Agency will seek to replenish items that expired, address identified shortages in prior inventory, and to maintain a total inventory at minimum serviceable levels.

EQUIPMENT ACQUISITION REQUEST
For the 2025-2026 fiscal year, the Sierra Madre Police Department projects the purchase of ammunition for 40MM, Pepper Ball, and ten Colt M4 Enhanced Patrol Rifles to replenish inventory due to training and critical incident use. The estimated purchase price for this equipment is approximately $18,000.

Operating Costs:

The operating costs associated with this equipment include:
 Acquisition Costs: Initial purchase price of the ammunition and equipment.  Personnel Time: Man-hours required for training and operational deployment.  Training Facilities: Costs for utilizing training facilities.  Transportation/Storage: Expenses related to transporting and storing the equipment.  Equipment Upgrades: Periodic upgrades and maintenance of the equipment.  Ongoing Expenses: Any other recurring costs associated with the equipment's use and upkeep.

These costs are budgeted within the Department's approved operating budget for FY 24-25, ensuring that the necessary resources are allocated for the effective and efficient use of the equipment throughout the year.

CONCLUSION
This report reaffirms the Sierra Madre Police Department's dedication to transparency, accountability, and service excellence. By equipping our personnel with advanced tools and comprehensive training, we enhance our ability to protect and serve the community effectively. The outlined equipment and resources ensure that our officers are prepared to handle various situations professionally and precisely.

Our commitment to compliance with California State law and continuous improvement in our practices reflects our dedication to maintaining the highest law enforcement standards. The transparency and information provided in this report are essential to fostering trust and collaboration with our community and elected officials.

In conclusion, the Sierra Madre Police Department remains steadfast in its mission to ensure community safety and to deliver the highest quality service through dedication, teamwork, and partnerships. The resources detailed in this report are integral to achieving our goals and upholding our commitment to the Sierra Madre community.

State of California

GOVERNMENT CODE
Section 7072
7072. (a)  A law enforcement agency that receives approval for a military equipment use policy pursuant to Section 7071 shall submit to the governing body an annual military equipment report for each type of military equipment approved by the governing body within one year of approval, and annually thereafter for as long as the military equipment is available for use. The law enforcement agency shall also make each annual military equipment report required by this section publicly available on its internet website for as long as the military equipment is available for use. The annual military equipment report shall, at a minimum, include the following information for the immediately preceding calendar year for each type of military equipment:
(1)  A summary of how the military equipment was used and the purpose of its use. (2)  A summary of any complaints or concerns received concerning the military equipment.
(3)  The results of any internal audits, any information about violations of the military equipment use policy, and any actions taken in response. (4)  The total annual cost for each type of military equipment, including acquisition, personnel, training, transportation, maintenance, storage, upgrade, and other ongoing costs, and from what source funds will be provided for the military equipment in the calendar year following submission of the annual military equipment report. (5)  The quantity possessed for each type of military equipment. (6)  If the law enforcement agency intends to acquire additional military equipment in the next year, the quantity sought for each type of military equipment. (b)  Within 30 days of submitting and publicly releasing an annual military equipment report pursuant to this section, the law enforcement agency shall hold at least one well-publicized and conveniently located community engagement meeting, at which the general public may discuss and ask questions regarding the annual military equipment report and the law enforcement agency’s funding, acquisition, or use of military equipment.
(Added by Stats. 2021, Ch. 406, Sec. 2. (AB 481) Effective January 1, 2022.)

STATE OF CALIFORNIA

AUTHENTICATED

ELECTRONIC LEGAL MATERIAL

TO: Honorable Mayor Parkhurst and Members of the City Council FROM: James Carlson, Senior Analyst
REVIEWED BY: Jose Reynoso, City Manager
DATE: May 27, 2025
SUBJECT: INFORMATIONAL REPORT FROM PUBLIC HEALTH

REPRESENTATIVE FROM LOS ANGELES COUNTY
DEPARTMENT OF PUBLIC HEALTH REGARDING POSTEATON FIRE ENVIRONMENTAL QUALITY

STAFF RECOMMENDATION
It is recommended that the City Council receive and file an informational presentation from a representative from the Los Angeles County Department of Public Health regarding post-Eaton Fire environmental quality. There is no City Council action required.

ALTERNATIVES

1. The City Council may direct staff to coordinate with staff from the Los Angeles County Department of Public Health regarding post-Eaton Fire environmental quality topics and concerns.

2. The City Council may direct staff to provide additional information.

EXECUTIVE SUMMARY
The City is in receipt of a letter from Sierra Madre residents expressing concern regarding potential environmental hazards resulting from the Eaton Fire. This letter is signed by a total of 63 residents and concerned people and is attached to this staff report.

ANALYSIS
The City of Sierra Madre does not operate its own public health services. Various topics and concerns regarding public health are referred to the Los Angeles County Department of Public City of Sierra Madre

AGENDA REPORT
Robert Parkhurst, Mayor
Kristine Lowe, Mayor Pro Tem
Edward Garcia, Council Member
Gene Goss, Council Member
Kelly Kriebs, Council Member
Sue Spears, City Treasurer
Health. The City maintains a mutually beneficial partnership with the County’s Health staff.

For this evening’s discussion, Dr. Muntu Davis, Los Angeles County Health Officer, will address the City Council and the public’s concerns about environmental quality after the Eaton Canyon Fire.

ENVIRONMENTAL(CEQA)
CEQA does not apply to the strategic planning process.

STRATEGIC PLAN CORRELATION
This informational session is consistent with the following Sierra Madre Strategic Plan efforts:

Strategic Plan Goal 2 “Ensure a Safe and Secure Community for all Residents and Visitors” Strategic Plan Goal 5 “Be a Regional Leader in Sound Stewardship of Water, Power, and Natural Resources”
Initiative CE 4.3.2 “Educational on Key Critical Environmental Issues”

FISCAL IMPACT
There is no fiscal impact to the informational discussion.

PUBLIC NOTICE
This item has been noticed through the regular agenda notification process. Copies of this report can be accessed on the City’s website at www.sierramadre.ca.gov ATTACHMENT:

Letter dated May 13, 2025 to the Mayor and City Council Members, City of Sierra Madre May 13, 2025
Mayor and City Council Members, City of Sierra Madre
232 W. Sierra Madre Blvd.

Sierra Madre, CA 91024
Re: Request for Environmental Assessment Following the Eaton Fire Dear Honorable Mayor and City Council Members,
We are writing to express our serious concern regarding the potential environmental hazards in our community following the January 7, 2025 urban wildfire that affected different neighborhoods in Sierra Madre. Lower Canyon resident Derek Sample recently obtained a professional environmental assessment of his property at 623 Woodland Drive, and the results indicate alarming levels of heavy metals that pose significant health risks to residents. Neighbors have found similar results on Grandview, and it may extend even further down into Sierra Madre.

The attached "CAM17 Heavy Metal Study," conducted by Blue Sky Environmental Consulting, found measurable concentrations of various toxic heavy metals in Derek’s home, including lead, arsenic, cadmium, chromium, and vanadium. The report indicates these contaminants were likely transported into residential areas by heat and strong winds during the fire. Of particular concern are the lead measurements, which reached as high as 188 μg/ft² in certain areas of Derek’s home—levels that far exceed acceptable standards for residential environments, especially for households with children.

According to the report, these heavy metals originate from burned building materials including paint, wiring, plumbing, treated wood, electronics, and other materials that release hazardous substances during combustion. The report's findings suggest this contamination likely extends beyond Derek’s property to affect neighboring areas as well.

In light of these findings, we respectfully request that the City of Sierra Madre take immediate action to:

1. Conduct comprehensive environmental testing of soil, air, and surfaces in public areas and residential neighborhoods adjacent to the fire zone to determine the extent of heavy metal contamination;

2. Establish a public information campaign to alert residents about potential exposure to heavy metals and provide guidance on appropriate precautionary measures;

3. Develop remediation programs for affected areas, particularly focusing on public spaces where children may be exposed;

4. Coordinate with county and state health departments to monitor for health impacts potentially related to heavy metal exposure in our community.

5. Work with county officials to extend debris removal deadlines for Sierra Madre residents, as the current timeline fails to account for the widespread nature of contamination.

The health and safety of our community, particularly our most vulnerable populations, depend on swift action to address these environmental concerns. We would welcome the opportunity to discuss this matter further and am willing to share additional details from the environmental assessment if needed.

Thank you for your attention to this important public health issue.

Sincerely,

1. Derek Sample

2. Laura Akcasu

3. Matt Bryant

4. Anne Chesterman

5. John Clarke

6. Lynne Collmann

7. Richard Correa

8. Sharon Correa

9. Yvette Del Corazon

10. Daniel Golden

11. Arline Golden

12. Caroline Heldman

13. Frances Lacey

14. Valerie Laughton

15. Shirley Moore

16. Carina Nobel

17. Robert Nobel

18. Dede Murphy

19. Randy Murphy

20. Deb Sheridan

21. Mary Sheridan

22. Jill St. Aubyn

23. Randy St. Aubyn

24. Justin Starnes

25. Barbara McCallon

26. Julie Morez

27. Barbara Vellturo

28. Kris Yacharn

29. Jody Gunn

30. Linda Hernandez

31. Alex Arrieta

32. Arlene Arrieta

33. Andy Edmonds

34. Chase Carruth

35. Amy Wasson

36. Ken Huynh

37. Joshua Wong

38. Hik Khoe

39. Gwat Khoe

40. Gilda Fathi

41. Wendy Davis

42. John Brosio

43. Ronald Martinetti

44. Ky Martinetti

45. Becky Roe

46. Bella Roe

47. Connor Paul Jackson

48. Catherine LeClair

49. Jeff Moran

50. Maranda Moran

51. Mattox Moran

52. Madeleine Moran

53. Glenn Brown

54. Kris Yacharn

55. Janine Yacharn

56. Adam DeFrance

57. Kathy DeFrance

58. Patricia Esparza

59. Lauren Pressman

60. Jenny Kay

61. Francisco Montes

62. Raymond Cole

63. Heather Morrison
TO: Honorable Mayor and Members of the City Council
FROM: Veronica Saucedo, Acting Police Captain
REVIEWED BY: Gustavo Barrientos, Police Chief
Jose Reynoso, City Manager
DATE: May 27, 2025
SUBJECT: CONSIDERATION OF ESTABLISHING AN AUTOMATED

DOWNTOWN PARKING ENFORCEMNT PILOT PROGRAM

STAFF RECOMMENDATION
It is recommended that the City Council authorize staff to negotiate terms with Municipal Parking Services (MPS) and return to the City Council with a fully developed one-year pilot program for consideration, including a comprehensive community outreach and education plan to enhance parking enforcement along Sierra Madre Boulevard between Baldwin and Hermosa Avenues and on Baldwin Avenue between Sierra Madre Boulevard and West Montecito Avenue. Final approval is contingent upon Council approval of the finalized program.

ALTERNATIVES

1. Provide Staff with direction on further steps concerning the Automated Downtown Parking Enforcement Pilot Program.

2. Continue this discussion at a future meeting, and/or

3. Take no action.

EXECUTIVE SUMMARY
One of the most frequent complaints received from downtown business owners and residents involves violations of the City’s 20-minute and 2-hour parking ordinances. These violations limit parking turnover in high-demand areas and impede access for visitors and patrons, adversely affecting the local business environment.

The Sierra Madre Police Department (SMPD) has struggled to provide consistent and timely parking enforcement coverage in these areas due to internal staffing limitations and challenges City of Sierra Madre

AGENDA REPORT
Robert Parkhurst, Mayor
Kristine Lowe, Mayor Pro Tem
Edward Garcia, Council Member
Gene Goss, Council Member
Kelly Kriebs, Council Member
Sue Spears, City Treasurer
in sustaining contract enforcement personnel.

To address this persistent concern, staff has identified a technology-based solution that may provide effective and consistent enforcement coverage while also contributing to broader public safety efforts.

ANALYSIS
Staff is proposing the exploration of a one-year pilot program utilizing the Safety Stick™ Technology provided by Municipal Parking Services (MPS). The Safety Stick is an intelligent, curbside parking management device designed to enforce parking limits and enhance vehiclerelated public safety.

About the MPS Safety Stick™:

The Safety Stick is a solar-powered, camera-enabled enforcement tool installed at individual parking stalls. It automatically monitors parked vehicles in real time and detects infractions, such as overstaying time limits. The system captures license plate data and vehicle behavior, enabling enforcement teams to take appropriate action, including issuing digital citations when authorized.

Benefits to Sierra Madre:

1. Supports Business Turnover
▪ Promotes turnover in high-demand parking areas by encouraging adherence to posted time limits, ensuring more availability for visiting customers.

2. Consistent, Automated Enforcement
▪ Reduces dependence on staffing availability by automating violation detection and notification. Improves consistency and fairness of enforcement.

3. Public Safety Integration
▪ Equipped with license plate recognition (LPR) to alert authorities to stolen, expired, or wanted vehicles, enhancing broader community safety.

4. Real-Time Analytics and Reporting
▪ Provides staff with detailed data on parking patterns, violations, and space utilization to inform future planning and enforcement strategies.

5. Community Confidence and Equity
▪ Offers objective and consistent enforcement across all users, helping reduce complaints of selective enforcement and increasing compliance.

6. Cost Efficiency
▪ Through potential cost-sharing or citation revenue recovery models, the program could be implemented with minimal impact to the City’s General Fund.

Public Outreach:

Downtown businesses and residents will be engaged throughout the pilot development process. Staff will host information sessions, distribute educational materials, and collect feedback prior to implementation. Clear signage and outreach efforts will help ensure voluntary compliance and transparency.

ENVIRONMENTAL(CEQA)
The proposed pilot program is categorically exempt from the requirements of the California Environmental Quality Act (CEQA) under Section 15301 (Existing Facilities), as the project involves minor alterations to existing public infrastructure and does not have the potential to cause a significant effect on the environment. Installation of parking management equipment on existing curbsides is considered negligible in environmental impact.

STRATEGIC PLAN CORRELATION
This project aligns with the City of Sierra Madre Strategic Plan 2024–2029, specifically:

Goal 2: Enhance Public Safety and Community Livability – By improving enforcement of parking regulations, this program directly supports traffic safety and accessibility.

Goal 3: Promote Economic Vitality – By increasing parking availability and turnover, the pilot supports local businesses by making it easier for customers to find parking.

Goal 5: Pursue Innovation and Operational Efficiency – The program introduces smart technology to deliver more effective services without significant increases in staffing or budget.

PUBLIC NOTICE PROCESS
Downtown businesses and residents will be directly engaged during the program development through public meetings, direct outreach, and stakeholder input. The final pilot proposal will return to Council for public review and consideration.

FISCAL IMPACT
There is no financial impact at this time. MPS has waived the monthly minimum charges for the duration of the pilot program. Any future fiscal implications, including potential citation revenue or infrastructure costs, will be presented in detail as part of the fully developed pilot program proposal.

PUBLIC NOTICE
This item has been noticed through the regular agenda notification process. Copies of this report can be accessed on the City’s website at www.cityofsierramadre.com.

ATTACHMENTS:

1. Municipal Parking Services (MPS) PowerPoint

City of Sierra Madre
Agenda Report
TO: Honorable Mayor and Members of the City Council
FROM: Arnulfo Yanez, Director of Public Works
REVIEWED BY: Jose Reynoso, City Manager
DATE: May 27, 2025
SUBJECT: CONSIDERATION OF RESOLUTION 25-34 APPROVING THE INTENT TO LEVY AND CONFIRM THE ENGINEER’S REPORT FOR THE DOWNTOWN

LANDSCAPING AND LIGHTING MAINTENANCE DISTRICT FOR THE
FISCAL YEAR 2025-2026

STAFF RECOMMENDATION
It is recommended that the City Council approve Resolution 25-34, the intent to levy and confirm the Engineer’s report and set a date certain of June 10, 2025 as a date for a public hearing on the matter of the Downtown Landscaping and Lighting Maintenance Assessment District for the Fiscal Year commencing July 1, 2025 and ending June 30, 2026.

ANALYSIS
The City Council will consider approval of the Annual Engineer’s Reports and declare intention to confirm and set the assessments for Fiscal Year 2025-26 and set a public hearing date for June 10, 2025 to take public comment, confirm the assessments, and order the levy for the district.

DISTRICT SUMMARY

DOWNTOWN LANDSCAPING AND LIGHTING MAINTENANCE DISTRICT
The City of Sierra Madre has established the Downtown Landscaping and Lighting Maintenance District to replace the City’s four previous special assessment district, which previously funded various services and improvements. The improvements included parking, lighting, landscaping, and associated maintenance within the City’s Downtown business district.

In 1996, California Voters adopted Proposition 218, the “Right to Vote on Taxes Act” which added Article XIII D and imposes certain substantive and procedural requirements in order to levy special assessments. The substantive requirements are twofold: (1) assessments can only be imposed for a “special benefit” conferred on an assessed parcel, and (2) assessments must be in proportion to, and no greater than, the special benefit conferred on an assessed parcel.

Parcels within the boundary of the Downtown Landscaping and Lighting Maintenance District have special benefit conferred from the improvements of the district. The annual assessments are proportional to the special benefit conferred.

Robert Parkhurst, Mayor
Kristine Lowe, Mayor Pro Tem
Edward Garcia, Council Member
Kelly Kriebs, Council Member
Gene Goss, Council Member
Sue Spears, City Treasurer
Resolution of Initiation 2025 – Downtown LLMD
May 27, 2025