Homeland Security Grant Program

1. Homeland Security Grant Program Reimbursement Workshop May 28, 2009

2. Agenda • Overview • Reimbursement Requests • Workbook Modifications • Equipment Inventory Management • Monitoring Visits

3. Homeland Security Grant Program San Diego County OES City of San Diego OHS

4. Reimbursement Required documents, signed by authorized agent: • Signature Authority Form • Grant Assurance Statement • Memorandum of Understanding (MOU) (UASI only) • Approved Workbook

5. Reimbursement Additional documentation: • Reimbursement Request Cover Page • Reimbursement Checklists • Supporting Documentation

6. Suspension or Grant Termination • Failing to expend funds in a timely manner consistent with grant milestones, guidance, and assurances • Failing to comply with the requirements or statutory objectives of federal or state law • Failing to make satisfactory progress toward the goals and objective set forth in the subgrant application

7. Suspension or Grant Termination • Proposing or implementing substantial plan changes to the extent that, if originally submitted, the application would not have been selected for funding • Failing to submit required reports • Filing a false certification in the application or other report or document • Failing to utilize funds in a timely manner

8. Not Allowed • Commingling of funds • Double billing • Supplanting • Construction/Renovation

9. Additional Approvals Needed from State OHS for: • Aviation/Watercraft requests • Establish/Enhance Emergency Operations Center (EOC) upgrades • Sole Source Procurement requests

10. Performance Bond • Performance bond required for: • any equipment item over $250,000 or • any vehicle (aviation or watercraft) • Performance bond costs • may be built into total cost of the item • are an allowable expense

11. FY 2007Submission Deadlines • Equipment – End of fiscal year – June 30, 2009 • Equipment – Final - June 30, 2009 • Exercise/Planning/Training – End of fiscal year – June 30, 2009 • Exercise/Planning/Training – Final – Dec. 31, 2009

12. Questions on Reimbursements?

13. Workbook Modifications • Modifications can be requested once per quarter • No expenses allowed until after receiving written final approval of the modification from the State. • Failure to receive written approval prior to the expenditure, will result in a disallowance of the expense.

14. Workbook Modifications What is a modification? • Change in project • Creating a new project • Change in Solution Area • Change in Solution Area Sub-Category • Opt in/out of Quarter Master

15. Workbook Modifications What is not a modification? • Change in Exercise title, date, or role • Actual dollar amount • Change in Discipline • Change in vendor • Change in equipment quantity

16. Workbook Modifications Frequently asked modification questions? • What if I already have my Feedback Tracking Number and the training date changes? • What if my funding source was incorrectly listed on my Feedback Tracking Form?

17. Workbook Modification • Modification must be submitted using last approved Workbook • Signed by Authorized Agent • Cover letter explaining changes

18. Modification Schedule • 2009 • 3/31/09 Quarter – Due 3/23/09 • 6/30/09 Quarter – Due 06/01/09 • 9/30/09 Quarter – Due 08/15/09 • 12/31/09 Quarter – Due 11/01/09

19. Workbook Modifications • Format for workbook modifications: • Deleted items – Strikeout, use red font • Added items – Use blue font • Make sure project ledger matches equip, training and exercise ledgers • Make sure total allocation is unchanged • 10% Training minimum (if applicable)

20. Questions on Modifications?

21. Equipment Inventory • Single item >$5,000 value • Tracking number assigned • Equipment tag • Location tracked (actual address) • Point of Contact • Lost/Stolen/Broken – Disposition statement from authorized agent • Can also get tag <$5,000 value, if requested

22. Questions on Equipment Inventory?

23. Monitoring Mission Purpose of Monitoring: • Monitor the progress of projects • Ensure compliance with laws and guidance • Required every two years during grant performance period • Required to close out grant • Assist jurisdiction with grant management

24. Monitoring Scope • Desk Review • Reports and lists provided via e-mail • On-site Review • Review documentation, records management • Site visits to see equipment

25. Monitoring Scope Monitoring scope will include: • Administrative (program/grant specific) • Programmatic (objectives/activities) • Fiscal Management (funds expended accordingly) • Equipment Inventory Management (tracking) • Corrective Action Plan

26. Document Retention • Documents must be kept for 3 years after State requests grant close out • Equipment documentation must be kept for the life of the equipment or 3 years after close of the grant

27. Financial Guidance • US Dept. of Justice Financial Guide http://www.ojp.usdoj.gov/FinGuide/ • CFR Title 28 Sections 66, 67, 69, 70 http://www.gpoaccess.gov/cfr/index.html • Ca. State Administrative Manual (SAM) http:/sam.dgs.ca.gov/default.htm

28. Financial Guidance http:/www.whitehouse.gov/omb • OMB Circular A-87: Cost principles for State and Local Units of Government (LUGs) • OMB Circular A-102: Uniform Administrative Requirements for Grants and Cooperative Agreements with State and LUGs • OMB Circular A-133: Audits of States, LUGs and Non-Profit Organizations

29. Questions on Monitoring?

30. Contacts – San Diego County,Office of Emergency Services SHSP, LETPP, MMRS Grants: • John Wiecjorek (858) 565-5594 John.Wiecjorek@sdcounty.ca.gov Ardath DeRose (858) 715-2208 Ardath.DeRose@sdcounty.ca.gov