CC SR 20210615 L - Local Match Fund Commitment Letter - Hazard Mitigation Grant Program
CITY COUNCIL MEETING DATE: 06/15/2021
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to commit matching funds supporting the City’s
application for Hazard Mitigation Grant Funding from the Federal Emergency
Management Agency (FEMA).
RECOMMENDED COUNCIL ACTION:
(1) Authorize the Mayor to sign letters of matching funds commitment for the Hazard
Mitigation Grant Program (HMGP) sub-applications for the two accepted Notice of
Interests (NOIs) to California Governor’s Office of Emergency Services (CalOES).
FISCAL IMPACT: Submitting the grant applications has no fiscal impact. However,
should FEMA approve the HMGP grants, a 25% match, up to
$675,000 will be required.
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Jesse Villalpando, Emergency Services Coordinator
REVIEWED BY: Karina Bañales, Deputy City Manager
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Local Match Fund Commitment Letters (page A-1)
BACKGROUND:
The Federal Emergency Management Agency’s (FEMA) Hazard Mitigation Grant
Program (HMGP) provides funding to state, local, tribal and territorial governments so
they can reduce or mitigate future disaster losses in their communities . When a Federal
Disaster Declaration is issued in the State of California, a percentage of dollars are set
aside to provide funding for hazard mitigation projects through the HMGP. The federal
funding for the HMGP is provided under the authority of the Rob ert T. Stafford Disaster
Relief and Emergency Assistance Act (Stafford Act). The HMGP for California is
administered through the California Governor's Office of Emergency Services (Cal OES).
Cal OES is responsible for identifying HMGP priorities, reviewing applications, and
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CITYOF RANCHO PALOS VERDES
T. v.
forwarding recommendation for funding to FEMA, who has the final approval on funding
an eligible activity or project.
As authorized by the Stafford Act, on August 22, 2020, then-President Trump declared a
major disaster for California due to a series of devastating wildfires that began on August
14, 2020. This declaration, numbered DR-4558-CA (DR-4558), authorized funding
through the HMGP nationwide, but is prioritizing projects in areas that were affected by
these wildfires.
DISCUSSION:
On May 7, 2021, Staff submitted two Notice of Interests (NOIs) to Cal OES seeking HMGP
funds under Disaster# DR-4558. On May 24, 2021, Cal OES notified the City that the two
proposed projects are eligible HMGP activities and formally invited the City to submit a
full sub-application for consideration of funding. The grant application is due June 18,
2021.
The summited proposed HMGP projects are as follows:
HMGP #1 – Undergrounding of overhead electrical utility lines located in the Portuguese
Bend Nature Reserve:
The proposed submitted project is to reduce the risk of wildfire disaster through the
undergrounding of overhead electrical utility lines located in the Portuguese Bend
Reserve. Overhead electrical wires and associated hardware are vulnerable to damage
caused by natural conditions (such as high winds, lightning, and tree growth) and human -
caused conditions (such as automobile accidents), creating power outages and, in some
cases, igniting a wildfire if severed or broken.
Burying power cables, or "undergrounding," protects from wind and fire damage, and is
the most comprehensive and effective method of reducing the impact of overhead utility
wires and reducing the risk of significant disasters caused by a down or damaged
powerline. In addition, should a wildfire disaster take place, the wires would be loc ated
underground, and residents would be far less likely to lose essential electric and
communications services.
HMGP #2 – Goat Vegetation Management Project:
The Los Angeles County Fire Code requires the clearance of hazardous vegetation
around structures to create “defensible space” in Fire Hazard Severity Zones and High
Fire Hazard Severity Zones for effective fire protection of property, life and the
environment. Fuel modification reduces the radiant and convective heat and provides
valuable defensible space for firefighters to make an effective stand against an
approaching fire front. The objective is to remove enough vegetation (fuel) so that when
a wildfire burns, it is less severe and can be easier to manage. Historically, the City has
addressed the requirement to remove, trim, or thin flammable vegetation in Fuel
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Modification zones by contracting with third -party vendors to perform fuel modification
work at the City's expense.
The second proposed mitigation project is for the securing of funding for the continued
use of grazing goats to consume hazardous vegetation to reduce the amount or density
of fuel available to burn in a wildfire. Since 2008, the City has used goat grazing as a
method of fuel modification. In comparison to more conventional methods of fuel
modification, grazing performed by goats has proven to be an efficient and cost-effective
way of performing fuel modification in areas of steep and difficult terrain that would
otherwise be difficult and/or costly to have performed by human -operated machinery.
These animals are effective in creating fuel breaks in grass and shrub fuel types and
maintaining fuel breaks in grass, shrub, and timber fuel types. Strategically removing
vegetation through the use of goats would allow for better defensible space for structures
and allow firefighters opportunities to aggressively suppress wildland fire with ground and
air resources.
Fiscal Impact
FEMA’s HMGP is a cost-share program that requires a non-federal match to the funding
that is awarded. The current cost-ratio for HMGP grants is 75:25, meaning that the HMGP
covers 75% of an approved project’s cost, and if awarded, the City is required to fund
25% of the cost of the project using non-federal sources.
The proposed project amounts are as follows:
• HMGP #1 - Undergrounding the utility lines located in the Portuguese Bend
Reserve: The total project cost submitted is $1.5 million of which, the City’s share
would be $375,000.
• HMGP #2 – Goat Vegetation Management Project: The total project cost
submitted is $1.2 million of which, the City’s share would be $300,000.
There would only be a financial impact if FEMA approves the City’s sub-application. If the
City received both grants, the City would receive $2,025,000 in grant funds. If this were
to occur, the City’s 25% total cost share responsibility would be $675,000. A portion of
the required local match could be met through a combination of non-federal funding
sources including staff/consultant time dedicated to program management, and donated
resources of in-kind materials and services.
Local Match Fund Commitment Letter
FEMA’s HMGP requires the City to provide a letter affirming that the City will commit 25%
of project costs as matching funds to the federal grant (Attachment A). This letter simply
tells Cal OES that the City understands there is a 25% commitment and that if the project
is approved, the City is willing to contribute that 25% amount of the funding. Should the
application be approved, Staff will return to City Council to accept the grant funding and
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to determine if there are any concerning strings attached . Since grant funds are typically
appropriated by the City and reimbursed by the grant source, Staff would also request an
appropriation of the grant funds at the same time as requesting acceptance of the grant.
The full details of the project scope would be provided at that time.
Staff recommends the City Council authorize the Mayor to sign letters of commitment for
the HMGP for the two accepted NOIs. This would enable Staff to proceed with submission
of the two sub-applications and potentially secure funding for these two wildfire hazard
mitigation projects.
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative actions are available for
the City Council’s consideration:
1. Do not authorize the Mayor to sign the letters of commitment, thereby not
authorizing the submittal of the application.
2. Take other action, as deemed appropriate.
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LOCAL MATCH FUND COMMITMENT LETTER
June 15, 2021
California Governor’s Office of Emergency Services
Hazard Mitigation Grants Program Unit Attn: HMGP
3650 Schriever Avenue
Mather, CA 95655
SUBJECT: DR-4558 Subapplication Funding Match Commitment Letter
Dear State Hazard Mitigation Officer:
As part of the Hazard Mitigation Grant Program process, a local funding match of at least
25% is required. This letter serves as City of Rancho Palos Verdes’ commitment to meet
the local match fund requirements for the Hazard Mitigation Grant Program.
PROJECT TITLE: Undergrounding of Power Lines to Prevent Wildfires
SOURCE OF NON-FEDERAL
FUNDS:
LOCAL
AGENCY
FUNDING
OTHER
AGENCY
FUNDING
PRIVATE NON-
PROFIT
FUNDING
STATE
AGENCY
FUNDING
NAME OF FUNDING SOURCE: General Fund
FUNDS AVAILABILITY DATE: June 15, 2021
PROVIDE EXACT MONTH/DATE/YEAR OF AVAILABILITY OF FUNDS
FEDERAL SHARE AMOUNT
REQUESTED: $1,125,000
MUST MATCH $ AMOUNT PROVIDED IN SUBAPPLICATION
LOCAL SHARE AMOUNT MATCH: $ 375,000
MUST EQUAL A MINIMUM OF THE 25% FEDERAL SHARE REQUESTED
FUNDING TYPE: Combination of cash, agency personnel and donated resources.
EXAMPLES: ADMINISTRATION, CASH, CONSULTING FEES, ENGINEERING FEES,
FORCE ACCOUNT LABOR, AGENCY PERSONNEL, PROGRAM INCOME, ETC.
If additional federal funds are requested, an additional local match fund commitment letter
will be required. Please contact Jesse Villalpando, Senior Administrative Analyst at
Jvillalpando@rpvca.gov or (310) 544-5209 with any questions.
Sincerely,
Eric Alegria
Mayor, City of Rancho Palos Verdes
A-1
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LOCAL MATCH FUND COMMITMENT LETTER
June 15, 2021
California Governor’s Office of Emergency Services
Hazard Mitigation Grants Program Unit Attn: HMGP
3650 Schriever Avenue
Mather, CA 95655
SUBJECT: DR-4558 Subapplication Funding Match Commitment Letter
Dear State Hazard Mitigation Officer:
As part of the Hazard Mitigation Grant Program process, a local funding match of at least
25% is required. This letter serves as City of Rancho Palos Verdes’ commitment to meet
the local match fund requirements for the Hazard Mitigation Grant Program.
PROJECT TITLE: City of Rancho Palos Verdes Goat Vegetation Management
Project
SOURCE OF NON-FEDERAL
FUNDS:
LOCAL
AGENCY
FUNDING
OTHER
AGENCY
FUNDING
PRIVATE NON-
PROFIT
FUNDING
STATE
AGENCY
FUNDING
NAME OF FUNDING SOURCE: General Fund
FUNDS AVAILABILITY DATE: June 15, 2021
PROVIDE EXACT MONTH/DATE/YEAR OF AVAILABILITY OF FUNDS
FEDERAL SHARE AMOUNT
REQUESTED: $900,000
MUST MATCH $ AMOUNT PROVIDED IN SUBAPPLICATION
LOCAL SHARE AMOUNT MATCH: $300,000
MUST EQUAL A MINIMUM OF THE 25% FEDERAL SHARE REQUESTED
FUNDING TYPE: Combination of cash, agency personnel and donated resources.
EXAMPLES: ADMINISTRATION, CASH, CONSULTING FEES, ENGINEERING FEES,
FORCE ACCOUNT LABOR, AGENCY PERSONNEL, PROGRAM INCOME, ETC.
If additional federal funds are requested, an additional local match fund commitment letter
will be required. Please contact Jesse Villalpando, Senior Administrative Analyst at
Jvillalpando@rpvca.gov or (310) 544-5209 with any questions.
Sincerely,
Eric Alegria
Mayor, City of Rancho Palos Verdes
A-2
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