Item Number: 4
City Council / Board of Directors
Consent Calendar
Meeting of: September 2, 2025
Submitted By:
Heather Barber, Human Resources Officer
Subject:
Budget Amendment for Fiscal Year 2023 Emergency Management Performance Grant Recommendation:
That the Honorable City Council adopt Resolution No. 25-063 amending the Fiscal Year 2024-2025 budget for the revenue and expenditure of the 2023 Emergency Management Performance Grant program in the total amount of $22,750.00.
Fiscal Impact:
Adopting Resolution No. 25-063 will increase both the revenue and expenditure appropriations in the Emergency Management Performance Grant (EMPG) account by $22,750.00. The funds will be allocated as follows:
Account Code Account Description Amount
2756080-43120-20263 2023 EMPG (Revenue) $22,750.00
2756080-52300-20263 2023 EMPG (Expense) $22,750.00
The grant required a dollar-for-dollar match. The City procured Advanced Mass Notification System software from CivicPlus in the amount of $47,080.00, which was determined to fulfill both the grant funding expenditure and match requirements. The purchase was originally coded to account 1001569-52300 (City Department Systems - Contract Services) in Fiscal Year 2024-25 as it was part of a larger project. Approval of the budget amendment will allow for completion of a journal entry to allocate the applicable portion of the project to the grant.
Strategic Plan Goal:
Strategic Plan Goal A - Financial Stability: Foster fiscal health through long-term planning, cost control, increased revenues, and cost recovery. The receipt of grant funds offset the cost that may otherwise have been incurred by the City’s General Fund for emergency management services.
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Strategic Goal C - Communication and Outreach: Build strong connections with community partners, residents and employees. The mass notification system provides a direct line of communication to employees in the event of a natural disaster or emergency.
Background:
The EMPG provides state, local, tribal and territorial emergency management agencies with resources for implementation of the National Preparedness System and works toward the National Preparedness Goal of a secure and resilient nation. The EMPG’s allowable costs support efforts to build and sustain core capabilities across the prevention, protection, mitigation, response and recovery mission areas.
On December 11, 2023, the City submitted an application for the FY 2023 EMPG Program. As part of the proposal, the City requested funding to establish an emergency notification paging system to alert City staff of emergencies. The procurement of this system was intended to help support the preservation of life and protection of property during disasters and emergencies.
On May 24, 2024, the San Bernardino County Office of Emergency Services notified the City that its application for the FY 2023 EMPG Program had been approved in the amount of $22,750.00. As a condition of approval, the grant required a dollar-for-dollar match.
Following the award, Information Technology staff began evaluating potential software solutions for an emergency notification paging system. Concurrently, several City departments were researching viable options for a 311 reporting software platform. To streamline efforts and enhance efficiency, the emergency notification system was ultimately incorporated into the larger 311 project.
Following a thorough evaluation, staff determined that CivicPlus offered the most comprehensive solution to meet both the 311 reporting and emergency notification system needs. It was determined that the grant funds would be used toward the procurement of CivicPlus’ Advanced Mass Notification System software to provide a direct line of communication to employees in the event of a natural disaster or emergency.
This purchase was verified as allowable per the grant requirements, and reimbursement for this expenditure was formally requested from the San Bernardino County Office of Emergency Services on June 6, 2025. The funds were received on June 18, 2025.
Discussion:
The City utilized the approved $22,750.00 in EMPG funds for the FY 2023 program year to purchase the CivicPlus Advanced Mass Notification System software system that will enhance emergency communication with employees during natural disasters or other emergencies. This expenditure meets the allowable use criteria outlined in the grant and directly supports the City’s emergency preparedness and response capabilities.
The software has been procured and the City has received reimbursement through the EMPG grant. However, the City must formally appropriate the associated revenues and 4 2
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expenditures as part of the Fiscal Year 2024-25 budget. Therefore, staff recommends that the City Council adopt Resolution No. 25-063 amending the Fiscal Year 2024-2025 budget for the revenue and expenditure of the 2023 Emergency Management Performance Grant program in the total amount of $22,750.00.
Staff remains available for any questions the Council may have.
Prepared By:
Sandra Bostick, Assistant Director of Human Resources
Attachments: A. Resolution No. 25-063
B. FY23 EMPG Project Approval Notification