Approve amendment agreement with WA State Military Dept for FEMA Emergency Management Performance Grant and authorize signatures thereon BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
IN THE MATTER OF: RESOLUTION NO. 22-179
APPROVE AN AMENDMENT AGREEMENT
BETWEEN LEWIS COUNTY AND WASHINGTON
STATE MILITARY DEPARTMENT FOR THE FEMA
EMERGENCY MANAGEMENT PERFORMANCE
GRANT AND AUTHORIZE SIGNATURES THEREON
WHEREAS, the Board of County Commissioners (BOCC) approved a 2021-22
agreement with the Washington State Military Department for the FEMA
Emergency Management Performance Grant (EMPG) under Resolution 21-393;
and
WHEREAS, the contract amount has already been included in the budget; and
WHEREAS, Amendment E22-134 Revised, Amendment 1 would update the work
plan and budget of the agreement but would not change the total grant amount
of $43,686.00 or the end date of September 30, 2022; and
WHEREAS, it appears to be in the best public interest to authorize the execution
of said amendment for Lewis County.
NOW THEREFORE BE IT RESOLVED that the BOCC hereby approves the
amendment between Lewis County and the Washington State Military
Department; and
NOW THEREFORE BE IT FURTHER RESOLVED that the BOCC hereby delegates
authority to Lewis County Commissioner Lindsey Pollock, DVM, to sign
Amendment E22-134 Revised, Amendment 1 on behalf of Lewis County.
DONE IN OPEN SESSION this 21st day of June, 2022.
Page 1 of 2 Res. 22-179
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
Amber Smith Lindsey R. Pollock, DVM
By: Amber Smith, Lindsey R. Pollock, DVM, Chair
Deputy Prosecuting Attorney
ATTEST: •'�°"NTY"�s•. Sean D. Swope
`�p1iD
Rieva Lester, Clerk of the Board,0 Sean D. Swope, Vice Chair
NCE ‘,2
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Tamara Martin •••SHNCO- s�,• F. Lee Grose
By: Tamara Martin F. Lee Grose, Commissioner
Page 2 of 2 Res. 22-179
SIGNATURE AUTHORIZATION FORM
WASHINGTON STATE MILITARY DEPARTMENT
Camp Murray, Washington 98430-5122
Please read instructions on reverse side before completing this form.
NAME OF ORGANIZATION DATE SUBMITTED
Lewis County Public Works, Division of Emergency Management 6/8/2022
PROJECT DESCRIPTION CONTRACT NUMBER
Emergency Management Performance Grant Agreement E22 134 Amendment 1
1. AUTHORIZING AUTHORITY
SIGNATURE PRINT OR TYPE NAME TITLE/TERM OF OFFICE
rog4a7/14 Lindsey R. Pollock, DVM Commissioner
Sean Swope Commissioner
4/- )
V- Josh Metcalf PW/DEM Director
2. AUTHORIZED TO SIGN CONTRACTS/CONTRACT AMENDMENTS
SIGNATURE PRINT OR TYPE NAME TITLE
1-04,a 't Lindsey R. Pollock, DVM Commissioner
Josh Metcalf PW/DEM Director
3. AUTHORIZED TO SIGN REQUESTS FOR REIMBURSEMENT
SIGNATURE PRINT OR TYPE NAME TITLE
4d116,�/ j/I4'*,' Josh Metcalf PW/DEM Director
/ I
146, / Tina Hemphill Deputy Director PW
NAC-1\VOL1\HOME\KARENB\....\WP\SIGNAUTH Revised 3/03
INSTRUCTIONS FOR SIGNATURE AUTHORIZATION FORM
This form identifies the persons who have the authority to sign contracts, amendments,
and requests for reimbursement. It is required for the management of your contract with
the Military Department (MD). Please complete all sections. One copy with original
signatures is to be sent to MD with the signed contract, and the other should be kept with
your copy of the contract.
When a request for reimbursement is received, the signature is checked to verify that it
matches the signature on file. The payment can be delayed if the request is
presented without the proper signature. It is important that the signatures in MD's files
are current. Changes in staffing or responsibilities will require a new signature
authorization form.
1. Authorizing Authority. Generally, the person(s) signing in this box heads
the governing body of the organization, such as the board chair or mayor. In
some cases, the chief executive officer may have been delegated this
authority.
2. Authorized to Sign Contracts/Contract Amendments. The person(s) with
this authority should sign in this space. Usually, it is the county
commissioner, mayor, executive director, city clerk, etc.
3. Authorized to Sign Requests for Reimbursement. Often the executive
director, city clerk, treasurer, or administrative assistant have this authority.
It is advisable to have more than one person authorized to sign
reimbursement requests. This will help prevent delays in processing a
request if one person is temporarily unavailable.
If you have any questions regarding this form or to request new forms, please call your
MD Program Manager.
Washington State Military Department
Amendments to Agreement E22-134
1. Change the Work Plan, Attachment D.
a. Original Work Plan, Attachment D, with Revision 1 Work Plan, Attachment D.
2. Change the Budget, Attachment F.
a. Original Budget, Attachment F, with Revision 1 Budget, Attachment F.
DHS-FEMA-EMPG-FY21 Page 2 of 8 Lewis County DEM, E22-134 Amendment 1
Attachment D
Revision 1 WORK PLAN
FY 2021 Emergency Management Performance Grant
Emergency Management Organization: Lewis County
The purpose of EMPG is to assist with the enhancement, sustainment and improvement of state, local, and tribal
emergency management programs. Activities conducted using EMPG funding should relate directly to the five
elements of emergency management: prevention, protection, response, recovery, and mitigation. Washington State
does not require a specific number of activities to receive EMPG funding. However,there are required capabilities
that must be sustained in order to remain eligible for EMPG funding, including but not limited to the ability to
communicate and warn, educate the public, plan, train, exercise, and be NIMS compliant. The Work Plan delineates
the Emergency Management Organization's emergency management program planning and priority focus for this
grant cycle (to include EMPG grant and local funds).
Priority Area#1 4.7 Communications and Warning
Primary Core Capability Operational Communications
Secondary Core Capability Public Information and Warning
Build or Sustain Sustaining/Maintaining
WORK PLANNED IDENTIFIED GAP/NEED ANTICIPATED PROJECT IMPACT
Maintain and enhance the Lewis County It is responsibility of emergency Currently there are 77,370 citizens
Alert System, Everbridge, by increasing management to be able to notify signed up for Lewis County Alert,
the number of persons, especially those citizens (countywide) in an with 1 needing Spanish
with Limited English Proficiencies (LEP). emergency.The alert and warning translation. It is expected that not
program allows notification directly only the general sign up will rise,
to citizens by several means. There is but as well as those individuals
a gap in the coverage of citizens with needing Spanish translation. By
cell phones, as well as those with increasing the number of
Limited English Proficiencies (LEP), registrants,the County will be
that have not signed up for the able to deliver emergency alerts
program. to more citizens, including LEP
populations.
Renew subscription for social media The County has a legal requirement Contracting with an outside
archiving system. to archive social media (Twitter, agency will ensure properly
Facebook) entries if used. archiving of county sites and
ensure compliance with the law.
Coordinate, prepare and distribute It is essential to oversee the Ensures consistency and timely
public information notices/alerts. preparedness and distribution of messages to the public before,
emergency alerts and notices to the during, and after incidents. This
public for consistency and reporting results in public confidence that
requirements. there is a system and it works
well.
DHS-FEMA-EMPG-FY21 Page 3 of 8 Lewis County DEM, E22-134 Amendment 1
Priority Area#2 4.4 Operational Planning and Procedures
Primary Core Capability Operational Coordination
Secondary Core Capability Planning
Build or Sustain Sustaining/Maintaining
WORK PLANNED IDENTIFIED GAP/NEED ANTICIPATED PROJECT IMPACT
Continue to develop revisions to the Community planning efforts were The result from a concentrated
Comprehensive Emergency paused during 2020/2021 due to the effort to provide overall planning
Management Plan (CEMP)to include the COVID regulations and response. with all partners within Lewis
base plan as well as ESFs (#1, #3, #4,#8, There is a needed priority on CEMP, County, it will provide some unity
#10, #15), Collaborative Operating COG, and COOP planning to help in plans so they are easily
Group (COG), and Continuity of align partner agencies to better understand and make the effort to
Operations Plan (COOP) plans for prepare, respond, and recover during bring everyone into some level of
County Departments and cities that a disaster. compliance during a response.
contract with DEM.
Conduct a variety of committee There is a need for emergency County departments and
meetings, attend city council meetings, management staff to meet with contracting cities will have current
Board of County Commissioner(BOCC) community and internal county plans, more collaborative
meetings. partners to appropriately collaborate partnership, as well as a better
in the planning process. As plans are understanding of Emergency
Purchases may include: completed, there will need to be an Management planning and
- Rental facility for large meetings, as adoption and approval of these plans mitigation activities.
necessary from the BOCC, city councils, and
- Meeting Supplies committees.
Attend State, Region, and local The partnership needed prior to a Participating in coordination
meetings, discussion groups, and annual disaster is necessary for a more activities with other emergency
conferences. effective response during a disaster. management agencies is needed
By partnering with other emergency to help staff stay current on
Purchases may include: managers, and outside partners it requirements and learning
- Mileage (local and regional meetings) allows us to better align plans for a opportunities.
- Hotel more coordinated response.
- Registrations
- Meals, as appropriate
Coordinate rental facilities to provide Adequate public meeting space for Responders will be able to gather
enough space to bring together large large groups has to be rented in together to ask questions,
groups for the annual Flood meeting, Lewis County. Also most agencies do conduct/attend training, and meet
tabletops and other education not have an opportunity to interact other discipline personnel to share
gatherings. with other disciplines unless information before emergencies
Emergency Management provides occur.
that opportunity.
DHS-FEMA-EMPG-FY21 Page 4 of 8 Lewis County DEM, E22-134 Amendment 1
Priority Area#3 4.11 Emergency Public Information and Education
Primary Core Capability Planning
Secondary Core Capability Public Information and Warning
Build or Sustain Sustaining/Maintaining
WORK PLANNED IDENTIFIED GAP/NEED ANTICIPATED PROJECT IMPACT
Develop and distribute a variety of Unless the public is educated on Staff will interact with citizens,
preparedness and response guides for what is available,what threats may providing guidance and
the public. affect them, and where to locate documents that direct them on
resources,they are unlikely to know where to access warning
how to respond. information and why/how to be
prepared. This will result in a more
resilient community.
Develop and distribute promotional There continues to be a need to Continued DEM outreach
materials for Lewis County Alert, inform new residence on risks and materials will direct citizens to the
Twitter, Facebook, our website, and preparedness messages and how to appropriate sites to connect with
preparedness information. link to DEM resources. DEM materials. These promotions
create the opportunity for staff to
engage the public in discussions of
mitigation, risks, and
preparedness messages.
Develop a backpack program to include There continues to be a gap in The goal is to reach out to 100
families and kids,targeting vulnerable emergency preparedness among the families by utilizing this
populations, in emergency preparedness community and it is unlikely that preparedness-program to create a
activities by building preparedness "Go those in vulnerable populations will more prepared and resilient
Bags" to be used in case of an become prepared without assistance community.
emergency. from DEM resources.
Priority Area#4 4.9 Training
Primary Core Capability Planning
Secondary Core Capability Community Resilience
Build or Sustain Building
WORK PLANNED IDENTIFIED GAP/NEED ANTICIPATED PROJECT IMPACT
Staff to participate in training and Training requirements and prescribed Staff members will be in
development opportunities to expand by law and grant guidelines. Staff compliance with the ICS and
knowledge of the Emergency need to be trained to these emergency management training
Management field (e.g. ICS 400,AWR- requirements Once they meet necessary to perform the duties of
358-W, MGT-902, E0210, E0194, minimum requirements, it is their positions in order to provide
WSEMA, PIEPC,etc.). desirable to expand their knowledge technical assistance to the smaller
-Purchase AARL Training books & by attending additional classes as agencies/cities within the county.
supplies. needs arise.
DHS-FEMA-EMPG-FY21 Page 5 of 8 Lewis County DEM, E22-134 Amendment 1
Priority Area#5 4.8 Facilities
Primary Core Capability Operational Coordination
Secondary Core Capability Economic Recovery
Build or Sustain Building
WORK PLANNED IDENTIFIED GAP/NEED ANTICIPATED PROJECT IMPACT
Develop and supply an alternate mobile Without an alternate mobile location, By identifying and equipping
location to serve as an Emergency emergency management would not mobile EOC's this will provide
Operations Center(EOC)should the be able to serve the community more efficient ways to support
current permanent location be effectively or efficiently during and communities in response and
inaccessible. following a disaster. There are also recovery efforts during and after a
-COOP Storage and Supplies requirements for emergency disaster.
-laptops management agencies to have a
- Portable Generators continuity of operations, as well as
- Portable P25 capable 2-way radios the county continuity of government.
-Portable repeater system Without emergency management, or
-HAM radio the Board of County Commissioners,
-Digital interface adapters response and economic recovery
would be slowed.
Priority Area#6 4.10 Exercises, Evaluations,and Corrective Actions
Primary Core Capability Operational Coordination
Secondary Core Capability Community Resilience
Build or Sustain Building
WORK PLANNED IDENTIFIED GAP/NEED ANTICIPATED PROJECT IMPACT
Develop training opportunities for Due to lack of time and resources, It is important to incorporate
response partners to coordinate plans training and exercise plans need to training and exercises into plan
and plan response while identifying gaps be tested to identify gaps which development to address any gaps
and addressing them collaboratively. could become a major response issue that need improved in the plan.
during a disaster.
During the week of the Cascadia Rising A need to collaborate and exercise Those in attendance will be able
2022 exercise, lead 4 different exercises plans prior to a Cascadia event is better understand the necessary
within the county. Purchases for this necessary to ensure effective communication and coordination
exercise could include: response during a disaster. during a Cascadia type disaster,
-training materials with the importance of
- rental fees relationship building prior to a
- meeting supplies disaster.
DHS-FEMA-EMPG-FY21 Page 6 of 8 Lewis County DEM, E22-134 Amendment 1
Priority Area#7 4.5 Incident Management
Primary Core Capability Operational Coordination
Secondary Core Capability Access Control and Identity Verification
Build or Sustain Building
WORK PLANNED IDENTIFIED GAP/NEED ANTICIPATED PROJECT IMPACT
Purchase 3 sets of protective ensemble During emergency events while in Protective ensemble garments
garments with identification of DEM the field there is a need/gap will protect DEM staff by
staff to wear while in the field during identified to protect Emergency lowering the risk factor of injury
an emergency event. Management staff with protective or other dangers in the field
garments. During different during an emergency while also
emergency events DEM staff go into ensuring they are identified as
the field and perform assistance and DEM staff..
they need to be protected from the
elements and other dangers.This
will help mitigate any injuries or
staff involved issues. This will also
be a way to identify DEM staff in the
field for field command working an
incident. DEM staff currently do not
have protective garments or more
than just an identification card to
identify them as DEM staff in the
field.
DHS-FEMA-EMPG-FY21 Page 7 of 8 Lewis County DEM, E22-134 Amendment 1
Attachment F
Revision 1 BUDGET
FY 2021 Emergency Management Performance Grant
21EMPG Award $ 43,686.00
Modification $ -
Amended 21EMPG Award $ 43,686.00
SOLUTION AMENDED
AREA BUDGET CATEGORY EMPG AMOUNT MODIFICATION EMPG AMOUNT MATCH AMOUNT
Personnel & Fri n e Benefits $ - $ - $ - $ -
Z Travel/Per Diem $ - $ - $ - $ -
Z Supplies $ - $ - $ - $ -
g Consultants/Contracts $ - $ - $ - $ -
a Other $ - $ - $ - $ -
Subtotal $ - $ - $ - $ -
Z Personnel & Fri e Benefits $ - $ - $ - $ 63,686
H Travel/Per Diem $ 3,850 $ - $ 3,850 $ -
Supplies $ 11,650 $ - $ 11,650 $ -
Z Consultants/Contracts $ 6,348 $ - $ 6,348 $
Q
0 Other $ 7,228 $ - $ 7,228 $ -
O Subtotal $ 29,076 $ - F$ 29,076 $ 63,686
Personnel & Fringe Benefits $ - $ - $ - $ -
H Travel/Per Diem $ - $ - $ - $ -
Supplies $ - $ - $ - $ -
XCC
Consultants/Contracts $ - $ - $ - $ -
w Other $ - $ - $ - $ -
Subtotal $ - $ - T$ - $ -
Personnel & Fringe Benefits $ - $ - $ - $ -
ZTravel/Per Diem $ - $ - $ - $ -
Z Supplies $ - $ 600 $ 600 $ -
Consultants/Contracts $ - $ - $ - $ -
I— Other $ - $ - $ - $ -
Subtotal $ - $ 600 '$ 600 $ -
n Equipment $ 14,610 $ (600) $ 14,010 $ -
Subtotal $ 14,610 $ (600)"$ 14,010 $ -
Personnel & Fringe Benefits $ - $ - $ - $ -
Travel/Per Diem $ - $ - $ - $ -
Q Supplies $ - $ - $ - $0 -
2 Consultants/Contracts $ - $ - $ - $ -
Other $ - $ - $ - $ -
Subtotal $ - $ - $ - $ -
Indirect $ - $ - $ -
Indirect Cost Rote on file 0.00%
TOTAL Grant Agreement AMOUNT: $ 43,686 $ $ 43,686 $ 63,686
The Subrecipient will provide a match of$43,686 of non-federal origin, 50% of the total project cost (local
budget plus EMPG award).
Cumulative transfers to budget categories in excess of ten percent(10%) of the Grant Agreement Amount
will not be reimbursed without prior written authorization from the Department.
Funding Source: U.S. Department of Homeland Security - Pl# 713PT— EMPG
DHS-FEMA-EMPG-FY21 Page 8 of 8 Lewis County DEM, E22-134 Amendment 1
BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
IN THE MATTER OF: RESOLUTION NO. 21-393
ACCEPTANCE OF AGREEMENT BETWEEN LEWIS
COUNTY AND WASHINGTON STATE MILITARY
DEPARTMENT FOR THE FEMA EMERGENCY
MANAGEMENT PERFORMANCE GRANT AND
AUTHORIZING SIGNATURES THEREON
WHEREAS, the Board of County Commissioners (BOCC) has reviewed the
Agreement between Lewis County, Washington, and the Washington State Military
Department for FEMA Emergency Management Performance Grant (EMPG); and
WHEREAS, the contract amount of $43,686.00 has already been included in the
budget.
NOW THEREFORE BE IT RESOLVED the BOCC hereby approves an agreement
between Lewis County and the Washington State Military Department, providing
$43,686.00 in EMPG funds; and delegates authority to Lewis County
Commissioner Lindsey R. Pollock, DVM, to sign Agreement #E22-134 Revised on
behalf of Lewis County.
DONE IN OPEN SESSION this 9th day of November, 2021.
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
Amber Smith Lindsey R. Pollock, DVM
By: Amber Smith, Lindsey R. Pollock, DVM, Chair
Deputy Prosecuting Attorney
ATTEST: >'`�,)•. Sean D. Swope
• �S RDOF'-y
° Sean D. Swope, Vice Chair
ci
g45
Rieva Lester •�••::,1°1'•••
Rieva Lester, Vacant, Commissioner
Clerk of the Lewis County Board of
County Commissioners
Page 1 of 1 Res. 21-393
BOCC
AGENDA ITEM SUMMARY
Resolution: BOCC Meeting Date: June 21, 2022
Suggested Wording for Agenda Item: Agenda Type: Deliberation
Approving the amended agreement between Lewis County and Washington State Military
Department for the FEMA Emergency Management Performance Grant and authorizing signatures
thereon
Contact: Erika Katt Phone: 3607401153
Department: DES - Emergency Management (Dept. of Emergency Services)
Description:
Approve the amended agreement between Lewis County and Washington State Military
Department for the FEMA Emergency Management Performance Grant and authorizing signature
thereon.
This amendment is a change in the work plan and budget, with no change to the grant amount or
end date. The work plan update includes changing the purchase of laptops and one of two portable
generators to: radio enhancements to include HAM radio equipment and training supplies/
opportunities, and the purchase of 3 protective garments for DEM staff.
Approvals: Publication Requirements:
Publications:
User Status
Josh Metcalf Pending
PA's Office Pending
Additional Copies: Cover Letter To:
Tine Hemphill, Sadie Rockey