Item 4.4 - Reso Approving Submittal of Hazard Mitigation Grant Application & $500,000 for Hazardous Tree Removal(FD
City of Poway
COUNCIL AGENDA REPORT
APPROVED a
APPROVED AS AMENDED ❑
(SEE MINUTES)
DENIED ❑
REMOVED ❑
CONTINUED
RESOLUTION NO.
DATE:
March 19, 2019
TO:
Honorable Mayor and Members of the City Council
FROM:
Michael Obermiller, P.E., Director of Public Works
CONTACT:
Eric Heidemann, Assistant Director of Public Works fo aintenance
Operations
eheidemann@poway.org
Susy Turnbull, Disaster Preparedness Coordinator
sturnbull@poway.org
SUBJECT: Consideration of a Resolution Approving the Submittal of a Hazard
Mitigation Grant Application and Appropriation of $500,000 in Funds
for Hazardous Tree Removal from the General Fund Reserve —
Extreme Events/Public Safety Account
Summary:
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 Federal Emergency
Management Agency (FEMA) Hazard Mitigation Grant Program (HMGP). These funds are
administered by the California Governor's Office of Emergency Services (Cal OES) HMGP Unit.
The City filed a Notice of Interest (NOI), seeking a maximum of $2,000,000 for the hazardous tree
removal mitigation project. The FEMA HMGP Section 404 is a competitive program. Cal OES
reviewed the NOls and invited the City to prepare a grant application to request funding for this
project. The HMGP is a 75/25 cost share. If awarded, the City is required to fund 25 percent of
the cost of the project. The application must be submitted by April 18, 2019. Grants are expected
to be awarded by December 31, 2019. If Poway is selected, we would expect the first installment
of funding in Spring 2020.
Recommended Action:
It is recommended that the City Council adopt a Resolution approving the submittal of an HMGP
application, authorizing the City Manager to submit a letter of commitment of matching funds in
the amount of $500,000 and appropriating $500,000 from the General Fund Reserve — Extreme
Events/Public Safety account to meet the 25 percent local match required by the application.
Discussion:
Cal OES in conjunction with FEMA provides financial assistance to local governments for
mitigation of hazards within a community as part of a federal and/or state emergency declaration,
such as the July 2018 wildfires in Shasta and Lake County, CA, through the HMGP.
In October 2018, Cal DES announced the opening of the HMGP made available by the
Presidential Disaster Declaration DR -4382 for the Northern California wildfires that occurred last
year. This program provides funding from FEMA for hazard mitigation projects. FEMA's HMGP
provides up to 75 percent federal funding with the balance being matched by the local agency.
1 of 7 March 19, 2019 Item #4.4
Hazard Mitigation Grant Application and Appropriation of Matching Funds
March 19, 2019
Page 2
Staff submitted a Notice of Interest to Cal OES on October 5, 2018, to perform fuel reduction by
removing hazardous trees along Twin Peaks and Espola roads to protect surrounding structures
and key evacuations routes On December 7. 2018, staff received notification from Cal CES that
the proposed project was eligible for funding and was invited to submit a formal application The
grant application is due April 18. 2019. If approved. the project must be completed within
36 -months upon notification of award
Hazardous trees. including vegetation on both sides of Twin Peaks and Espola roads, increases
the threat of wildfire to homes. businesses, a high school, and most importantly. evacuation
routes The proposed project establishes hazardous fuels reduction (fuel breaks) along Twin
Peaks and Espola roads, critical fire evacuation routes serving approximately 1.000 homes with
2.930 residents. and one high school with 2.250 students The proposed project is to perform
fuel modification along these corridors to protect surrounding structures through the strategic
removal of hazardous trees and vegetation on both sides of these corridors potentially reducing
the fire intensity significantly
Wildfire is a major hazard in the community and Poway's fire history is significant In October
2007, the Witch Creek Fire resulted in 7.247 burned acres, more than 7.000 evacuations and 90
homes destroyed in Poway Only four years earlier. driven by Santa Ana winds. the Cedar Fire
roared through Poway. destroying 53 homes The City s Local Hazard Mitigation Plan includes a
wildfire mitigation action item that states, "Maintain improved wildfire defensible space strategies "
Hazardous trees can increase the threat of damage to homes and critical infrastructure in the
area Additionally. these roads are major evacuation routes to lead residents out of harm's way
quickly The removal of hazardous trees along these routes and surrounding areas can decrease
the impact of these events. The estimated cost of the project is $2,000.000 If the City's
application is approved. the HMGP will fund up to $1.500.000. with a required local match of
$500.000 The funding will come from the General Fund Reserve, specifically the reserve funds
set aside for Extreme Events/Public Safety. The proposed project areas are less than two
miles from the Wildland Urban Interface Zones and would be a crucial means to mitigate
against future wildfires The project areas are noted below
Project Area North:
Espola Road Project
Northern end - Valle Verde Road
Southern end - Just south of Titan Road
West of Espola Road Project
Northern end - Wilderness Road / Summer Sage Road
Southern end - Rock Creek Road / Summer Sage Road (Just North of Poway High)
Proiect Area South
Twin Peaks Road Project
West end - Pomerado Road
East end - Midland Road
The recommended resolution authorizes staff to submit the necessary paperwork and backup
documentation to meet the HMGP funding criteria. including the commitment of local match
funding The resolution designates the City Manager and/or designee as agents of the City for
the purposes of submitting all necessary documents for the HMGP application, and to otherwise
2 of 7 March 19, 2019 Item tf4.4
Hazard Mitigation Grant Application and Appropriation of Matching Funds
March 19, 2019
Page 3
secure the funding The resolution also appropriates $500.000 from the General Fund Reserve -
Extreme Events/Public Safety account as the City's match to the project Should the grant funds
not be awarded, staff will come back to the City Council at a future date to unappropriate the
funds
Environmental Review:
The proposed project may require California Environmental Quality Act (CEQA) review and
related scientific surveys and studies to identify and mitigate environmental impacts of the project.
The Planning Division will review the project and determine if additional studies or mitigation
measures are required Environmental reviews and studies would not be initiated unless the
proposed protect is awarded
Fiscal Impact:
With the approval of this resolution. an appropriation of $500.000 will be made from the General
Fund Reserve - Extreme Events/Public Safety (F1 120-89010) to the Hazard Mitigation Program
(MSC0009) in order to provide a local match A repayment plan of this appropriation will be
presented at a later date. should the City receive the award of HMGP funding
Public Notification:
None
Attachments:
A Resolution
B Project Area Map
C Commitment Letter
Reviewed/Approved By
Wendy Kaserman
Assistant City Manager
Reviewed By:
Alan Fenstermacher
City Attorney
Approved By:
Tina M. White
City Manager
3 of 7 March 19, 2019 Kwn 04A
RESOLUTION NO. 19-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
POWAY, CALIFORNIA, APPROVING A HAZARD MITIGATION
GRANT APPLICATION AND COMMITMENT LETTER IN THE
AMOUNT OF $500.000 FOR HAZARDOUS TREE REMOVAL AND
APPROPRIATING $500,000 FROM THE GENERAL FUND
RESERVE- EXTREME EVENTS/PUBLIC SAFETY ACCOUNT AS
THE CITY'S MATCH TO THE GRANT
WHEREAS, San Diego County has a significant fire history, where wildland fres prompted
five (5) Proclaimed States of Emergency and Urban/Intermix Fires prompted four (4) Proclaimed
States of Emergency between 1950-2014,
WHEREAS. the City of Poway's unique topography and climate contributes to its
vulnerabilities to wildfires:
WHEREAS, in 2003, the Cedar Fire roared through Poway. destroying 53 homes,
WHEREAS, in 2007. San Diego County experienced its worst fire, the Witch Creek Fire,
which burned 7,247 acres. destroyed 90 homes and resulted in more than 7.000 home evacuations
in Poway,
WHEREAS. CalFire has designated Poway as a "very high fire hazard severity zone
WHEREAS. on October 5. 2018, the City submitted a Notice of Interest to the California
Governor's Office of Emergency Services (Cal OES) for a mitigation project to remove hazardous
and compromised trees within proximity of residential, business and roadway facilities along Twin
Peaks and Espola Roads to significantly reduce the fire fuel hazard risk to property and life.
WHEREAS, the City has received an invitation to submit a complete application to the
California Governor's Office of Emergency Services (Cal OES) for the Hazard Mitigation Grant
Program (HMGP) for Hazardous Tree removal:
WHEREAS, in order forthe City's HMGP application to be complete. the City must submit a
letter committing to the local match requirement, provide a complete scope of work and a project
schedule showing completion within 36 -months of award.
WHEREAS, staff recommends authorizing the submittal of necessary paperwork and backup
documentation to meet the HMGP funding criteria. including the commitment of local match funding
in the amount of $500.000:
WHEREAS, staff further recommends designating the City Manager or designee as agents
of the City for the purposes of submitting all the necessary documents for the HMGP application and
to otherwise secure the funding, and
WHEREAS. the City Council supports leveraging local public funds with Federal and State
funds to address critical community needs and has therefore identified the General Fund Reserve —
Extreme Events/Public Safety account as the source of funding for the local match should the City
receive the grant.
4 of 7 Attachment A March 19, 2019 Item #4.4
Resolution No. 19 -
Page 2
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as
follows
Section 1: The City staff is hereby authorized and directed to submit an application
for the Hazard Mitigation Grant Program (HMGP) for Hazardous Tree removal and to commit
funding in the amount of $500,000 for the local match for Hazardous Tree Removal.
Section 2: The City Manager, or their designee, are hereby designated as agents of the
City for purposes of submitting the necessary documents for the HMGP application and to otherwise
secure the funding.
Section 3: Appropriate $500,000 from the General Fund Reserve — Extreme
Events/Public Safety account as the City match to the requested grant funds.
PASSED, ADOPTED AND APPROVED by the City Council of the City of Poway,
California, at a regular meeting this 19th day of March 2019.
Steve Vaus, Mayor
ATTEST:
Faviola Medina, City Clerk
STATE OF CALIFORNIA )
) SS
COUNTY OF SAN DIEGO )
I, Faviola Medina, City Clerk of the City of Poway, California, do hereby certify under penalty
of perjury that the foregoing Resolution No. 19- was duly adopted by the City Council at a meeting
of said City Council held on the 19th day of March 2019, and that it was so adopted by the following
vote:
AYES:
NOES:
ABSENT:
DISQUALIFIED:
Faviola Medina, City Clerk
City of Poway
6 of 7 March 19, 2019 Item f14.4
City of Poway
Figure 1 - Vicinity Map Hazardous Tree Removal
C
Project Area
(North)
NORM
6 of 7 ATTACHMENT B March 19. 2019 Item #4.4
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LOCAL MATCH FUND COMMITMENT LETTER
4/1/2019
California Governor's Office of Emergency Services
Hazard Mitigation Grants Program Unit
Attention: HMGP
3650 Schriever Avenue
Mather. CA 95655
RE: DR -4382-0188 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 Poway's commitment to meet the local match fund requirements
for the Hazard Mitigation Grant Program.
SOURCE OF NON-FEDERAL FUNDS: LOCAL
OTHER
PRIVATE
STATE
AGENCY
AGENCY
NON-PROFIT
AGENCY
FUNDING
FUNDING
FUNDING
FUNDING
®
❑
❑
❑
NAME OF FUNDING SOURCE:
General Fund Reserve
FUNDS AVAILABILITY DATE:
7/1/2019
FEDERAL SHARE AMOUNT REQUESTED:
$1,500,000
LOCAL SHARE AMOUNT MATCH:
$500,000
MUST EQUAL A MINIMUM OF THE 1S% FEDERAL SHARE REQUESTED
FUNDING TYPE:
Cash
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 Mark Sanchez at (858) 668-4461, or MSanchez@poway.org, with questions.
Sincerely,
Tina M. White, City Manager
twhite@poway.ore
858-668-4501 office / 858-668-1205 fax
City Hall Located at 13325 Civic Center Drive
Mailing Address: P.O. Box 789, Poway, California 92074-0789
w'w'w'.pO%vay.Org
7 of 7 Attachment C March 19. 2019 Item #4.4