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Home My WebLink About2017-02-03 - Board of Trustees Special Meeting Documents Village of Rye Brook . F� Agenda Board of Trustees Meeting L0- Friday,February 3,2017 at 11:15 AM �'`"• ,�, Village Hall,938 King Street 1. SPECIAL MEETING: 2. PLEDGE OF ALLEGIANCE: 3. RESOLUTIONS: 3.1. Considering authorization to support the submission of an application for a Staffing for Adequate Fire and Emergency Response (SAFER) grant. *Resolution- SAFER Grant *SAFER Grant Draft Ltr of Support *SAFER Grant Overview 4. ADJOURNMENT Page 1 of 41 February 3, 2017 RESOLUTION CONSIDERING AUTHORIZATION TO SUPPORT THE SUBMISSION OF AN APPLICATION FOR A STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE (SAFER)GRANT WHEREAS,the Village of Rye Brook Board of Trustees is supportive of submitting an application for the Staffing for Adequate Fire and Emergency Response (SAFER) grant issued by the U.S. Department of Homeland Security (DHS), Federal Emergency Management Agency(FEMA), Grant Programs Directorate(GPD);and WHEREAS, the Village of Rye Brook is submitting a SAFER grant for the Hiring of Firefighters Activity and is seeking approval for the hiring of two (2)Firefighters; and Ak WHEREAS, if awarded,the Rye Brook Village Board is committed filling the long-term obligations of the SAFER grant requirements upon acceptance of the award, including the requirement that grantees must maintain their staffing levels and incur no layoffs during the period of performance of the grant. NOW THE ORE BE IT RESOLVED,that theage Board, as the governing body for the Village of Rye Brook,hereby authorizes th ayor to submit a letter on behalf of the Village Board to Catherine Patterson, Branch Chief for the Assistance to Firefighters Grant Branch, indicating the Village Board's support for the submission of the SAFER grant application and acknowledging the understanding of the long-term obligations of a SAFER grant;and be it FURTHER RESOLVED, tha Mayor and Administrator are authorized to submit such application and any porting information required for the SAFER grant. IV Page 2 of 41 CBR VILLAGE OF RYE BROOK MAYOR 938 King Street, Rye Brook, N.Y. 10573 ADMINISTRATOR Paul S.Rosenberg (914) 939-1121 Fax(914)939-0242 Christopher J. Bradbury www.ryebrook.org TRUSTEES Susan R. Epstein David M.Heiser Jason A. Klein Jeffrey B.Rednick Feb 12017 Catherine Patterson,Branch Chief Assistance to Firefighters Grant Branch U.S.Department of Homeland Security(DHS) Federal Emergency Management Agency(FEM Grant Programs Directorate(GPD) Dear Ms.Patterson: I am writing on behalf of the Village Board as the elected governing body for the Village of Rye Brook. The Village of Rye Brook is submitting an application for a Staffing for Adequate Fire and Emergency Response(SAFER)grant for the hiring of two(2)Virefighters. Rye Brook is aware t at SAFEVg is awarded under the Hiring of Firefighters Activity requires grantees to main in their staffing levels a cur no lay-offs during the period of performance of the grant. The Rye Brook Village Board has a clear understanding of the long-term obligations of a SAFER grant and that, if awardee Brook is committed to fulfilling those requirements upon acceptance of the award. Thank you for your cons ation of this SAFER grant for the Village of Rye Brook. Sincerely, Paul S.Rosenberg Mayor CC: Susan R.Epstein,Trustee David M.Heiser,Trustee Jason A.Klein,Trustee Jeffrey B.Rednick,Trustee Christopher J.Bradbury,Administrator Page 3 of 41 JP.�j'i FIRE& ' a 0 rw Ob ti FY 2016 SAFER OVERVIEW 2016 T y I k - T ' y, T s � � 4ND 5tiGJ4 b 0 0 SAFER Goal The goal of SAFER is to assist local fire departments with staffing and deployment capabilities in order to respond to emergencies, and assure that communities have adequate protection from fire and fire-related hazards 00Pj A^T\,y Y ° FEMA v °F7ND SEGJa` b UQ CD Vi O aA.B ries s 9QaTICFY 2016 SAFER o u Funding Application will open January 9, 2017 Application period will close on February 10, 2017 $345 million available Approximately 300 awards All awards will be announced by September 30, 2017 = .FEMI 0ND SfGJ4 CD CD I� a iw K SAFER R L e O °1�S 05r SAFER is composed of two activities: Hiring of Firefighters — Career, combination, and volunteer fire departments are eligible to apply (interest orgs cannot apply) Recruitment and Retention (R&R) of Volunteer Firefighters — Combination fire departments, volunteer fire departments, and national, state, local, or tribal organizations that represent the interests of volunteer firefighters are eligible to apply (career fire departments cannot apply) • If you want to apply for both activities, you will need to submit two separate applications OEQART,y�,M, o�f��ND SECJa CD J 0 'h I� JP.�g PIRG� a w p`� ti Li y Ob �g 2013 $ SAFER Grants i - - ] 4 ' i 14./^14P H T ti o;�r�ND 5£CVR b �Q CD 0 �'h JP.g Ftltg a. � C pb Hiring - FEMA prioritizes bringing non-compliant (NFPA 1710 or 1720) departments into compliance in the most cost-effective manner Applications resulting in the largest percentage increases in compliance with NFPA 1710 or 1720 receive higher consideration — NFPA 1710 Assembly Requirements (Section 5.2.4.1 — Single-Family Dwelling Initial Full Alarm Assignment Capability) — NFPA 1720 Assembly Requirements (Section 4.3 — Staffing and Deployment) �YO4Ar~ertO n T J. - o�FrND SfGJo- � �Q CD 0 'h frig FtRg� e ROd O n w •t i b is 2013 95 M Only • Hires • NEW! No more "'Rehire," " " Retention, and Attrition Grant funds may only be used to hire new, additional firefighters (hired after the date of grant award) Grant funds may not be used to supplant funds that would otherwise be available from State or local sources, or the Bureau of Indian Affairs — You can apply to waive this requirement of,PARiM1t�,. / \N Y O .Y r 5 � b �Q I� 0 I� i �.g FIRQ R, 0 w K 0'Lr Hiring� Period e , • i Performance e • , e P s a5 NEW! POP has been increased from 2 to 3 years 180-day recruitment period after grant is approved for award POP automatically starts after the recruitment period If you hire within the 180-day period, you can request to start the grant POP early through amendment You can only charge the grant for firefighter salary and benefits incurred within the POP NEW! No extensions to the POP will be permitted 0C) �1 o�tMD SGJ? b U4 CD O w "s Z Hiring — Important Change ! • Recipients of Hiring grants are required to contribute non-federal funds through: — Position Cost Limit (no waiver available) and — Cost Share (waiver available) rr.p£fA;t 2EMA CD I� N O L Hiring — Position Cost Limit ( No Waiver) Federal funds will be limited to: — In the first year of the grant, 75 percent of the usual annual cost of a first- year firefighter in that department at the time the grant application was submitted — in the second year of the grant, 75 percent of the usual annual cost of a first-year firefighter in that department at the time the grant application was submitted — in the third year of the grant, 35 percent of the usual annual cost of a first- year firefighter in that department at the time the grant application was submitted TART 0 � FEMA jw Hiring — Position Cost Limit • "Usual annual costs" includes: — base salary (exclusive of overtime) — standard benefits package (including the average health cost, dental, vision, FICA, life insurance, retirement/pension, etc.) offered by fire departments to first-year firefighters — Reference Appendix B of FY 2016 Notice of Funding Opportunity (NOFO) 10 VAR FEMA CD CD L pK8 FIA6& a u , .lts 2013 05 � Position • o . st Limit Example • At the time the application is submitted, the usual annual cost of one first year firefighter in your department is $100,000 The federal funding will be limited to no more than: — Year 1 = $75,000 — Year 2 = $75,000 — Year 3 = $35,000 The Cost Share requirement may further limit this amount... rQgePra,�F. y�° FEMI ND SELJ b �Q CD Vi 0 'h a 00. K "L QCs 2013 8 — Cost Share (Waiver Hiring • • The Federal portion may not exceed: — 75 percent of the actual costs incurred, by the recipient, in year 1 — 75 percent of the actual costs incurred, by the recipient, in year 2 — 35 percent of the actual costs incurred, by the recipient, in year 3 Remember that the Position Cost Limit and the Cost Share requirements overlap... 10,?AR - FEMA 'ND SES' b �Q CD 0 'h r ' n Z Hiring • st I • Example • Remember in our example the Position Cost Limit was $75,000, $75,000, and $35,000 in years 1, 2, and 3 respectively The grant is awarded and the department accrues the following actual costs: — Year 1 = $80,000 — Year 2 = $95,000 — Year 3 = $110,000 If the cost share is not waived, the federal portion will be limited to: — $60,000 in year 1 (less than the Position Cost Limit) — $71,250 in year 2 (less than the Position Cost Limit) — $35,000 in year 3 (because of the Position Cost Limit) • If the cost share is waived the federal portion would be $75,000, $75,000, and $35,000 (because of the Position Cost Limit) FETND x ,� ND 5£GJa b CD J 0 'h w '< u wyY , 20,3 9s O Hiring Minimum Budget • • e Re . ee nt NEW! At the time of application, the applicant's budget for fire- related programs and emergency response must not be below 80 percent of the applicant's average funding level in the 3 years prior to November 24, 2003 — What was your department's operating budget (e.g., personnel, maintenance of apparatus, equipment, and facilities; utility costs; purchasing expendable items, etc.) for 2001, 2002, and 2003 fiscal years? Applicants experiencing economic hardship may apply for a waiver of this requirement AR cmea y ° FEMA nr°sego- b U4 CD O o � w `t 'Yr O� dyM�s 2013 $gcHiring Economic a . . Waiver Applicants experiencing economic hardship may apply to waive or reduce: — Cost share requirement — Minimum budget requirement — Restriction on supplanting You may apply to waive one, two, or all three of these requirements Note your interest in a waiver within the application and we will provide you with more instructions about how to submit the waiver • Read the Information Bulletin (IB) 413 posted to: https://www.fema.gov/staffing-adequate-fire-emergency-response- rants-documents " FEMA ND SES' b �Q CD 0 'h P,K$FIRB& gPoQa ��'Q C 4 n w '< S is ss Hiring — Eligible/Ineligible Costs Only positions hired after the grant award date are eligible Only full-time positions are eligible — You may apply to job-share a position The primary assignment of the SAFER-funded position (more than 501) must be fire suppression, which includes staffing a fire suppression vehicle, regardless of collateral duties, in support of the department's NFPA 1710 or NFPA 1720 compliance O�eAR 1 FEV -. ND SES' CD N 0 'h Jh(8 FIRE& a � w � K Z Hiring — Eligible/ineligible Costs Refer to pages 42-43 of the NOFO Grant funds cover salary and benefits (actual payroll costs) for SAFER positions "Benefits" defined on page 30 of the NOFO and 2 CFR § 200.431 Examples: — Will cover the time recruits are in training/academy — Will not cover PPE or uniform costs paid to a vendor — Will cover certification incentive pay or contractually obligated stipends — Will cover FLSA-required overtime, but not overtime for extra shifts or co m time Oy��ND SECJQ b �Q CD N 0 'h JP.g F[R8& a � a w 't' �,a�rts as`loa Hiring — After Award . , Re , ee No lay-offs permitted during period of performance Must maintain operational staffing at the level that existed at the time of award, in addition to SAFER-funded positions — Applies to the grant period of performance — Must take active and timely steps to backfill any operational vacancies — Waiver available for economic hardship (waivers are not for SAFER positions) No obligation to retain the SAFER-funded positions after POP ends o�ea�MFti k a FFA PEND S�GJ CD N I N O L JP,Cg FIR$& d o -e Recruitment & Retention Category Objective is to create a more favorable working environment for volunteer firefighters in order to encourage volunteerism oFp��Fm _�� FEMA ND SEG b �Q CD N W O �n,g 41Ry a, o � x b F \?yY'S -- ' 950, • � , Priorities • Refer to pages 36-39 of the NOFO The highest priority is to assist departments experiencing a high rate of turnover and with staffing levels significantly below the ideal staffing level required to comply with NFPA 1710 or 1720 Organizations that currently have the lowest recruitment and retention rates are given a higher consideration for funding MA��MFN Y ° � FEMAx , 0� NO SQGJa b Q CD N 0 'h P,tg FIRS& < o� a w '< ♦ ( POP) Between 12 and 48 months Default 90-day recruitment period begins after award You may start the POP early through an amendment All grant related purchases and activities must be incurred, received, and completed within the period of performance Extensions to the POP may be granted if there are unavoidable delays/circumstances Y 3 FEI F�ND SEG` b �Q CD N Vi 0 'h etas ��c a O , ?y b a�r 850 R & • Eligible Costs Activities/costs must correlate to identified recruitment or retention needs Refer to pages 44-50 of the NOFO New! Costs are categorized as High, Medium, Low, and Non- Prioritized Examples of High Priority Costs: — R&R Coordinator — Marketing Program — NFPA 1582 physicals — PPE aFN Tuition assistance J� FEMf 'KD SEG b �Q CD N 0 'h a �t a K U c� Z,ap`'�s 0�'�D4Li • • •Eligible Costs • Examples of Medium Priority Costs: — Stipends — LOSAP — Insurance Examples of Low Priority Costs: — Station duty uniforms — Awards program • Examples of Non-Prioritized Costs: M&A Indirect Costs FEMA 6�N0 SE J CD CD N J O L w '< Ineligible Activities/items normally covered under the department operating budget Costs for food or refreshments "Giveaways" for recruitment events Annual medical exams Payments for student loans Mileage reimbursement for responding to incidents or operational training Station internet access/user fees and equipment to install internet • Computers in common areas or individual computers for training/education o£en�:Ftiti y o FEMA SNA 56G �- b �Q CD N 0 'h P48 F�& a�QaJ ��o � I PPE for new recruits — Must provide proof of NFPA 1582 physicals — Must provide documentation to support actual PPE costs Some items/activities need Environmental Planning and Historic Preservation (EHP) approval before starting All funded activities must be governed by formally adopted Standard Operating Procedures (SOPs). At a minimum, SOPs i should specify who qualifies for each of the incentives, specific requirements for earning the incentives, and the disposition of the awarded incentives if an individual fails to fulfill the stipulations a,ee. .1Fm y �h FEMA �1ND 5� b �Q N 0 I� JP,tB FIRE& o � w K 2013 *I- - _. _ . __- . .. .. All procurement activity must be conducted in accordance with Federal Procurement Standards at 2 C.F.R. § 200.317 - 200.326 You must have a written procurement policy in place You must maintain written standards of conduct covering conflicts of interest and actions of employees engaged in the selection, award, and administration of contracts You must provide full and open competition • You must verify that your contractors are not suspended or debarred • We highly recommend that you do not enter into any contracts prior to the start date of the grant period of performance ID VARY r o Q0 FEMA.. '1ND SEGJ b CD W O O ,P.Ig FtAq� w '< Regional Fire departments may act as a "host applicant" and apply for grant that will have a regional impact (i.e., beyond the immediate boundaries of the applicant's first-due area) — One application can support both the department's own internal needs and the regional initiative — Requires information on participating organizations and size/population of region Prior to submitting application, host must obtain a letter of understanding or MOU with all partners that outlines responsibilities and asset distribution O•DFA�1pj.• T FEMA. 0��N[)SEGJa CD W I� L I� R R Interest Organizations National,, State, Local, or Tribal Organizations that Represent the Interests of Volunteer Firefighters: — Organizations that support or represent the interests of firefighters in front of legislative bodies at the local, state, tribal, and federal level. Such organizations include, but are not limited to, state or local firefighter and/or fire chiefs' associations, volunteer firefighter relief organizations, and associations Intended to create an aggregate increase in the number of trained, certified, and competent firefighters capable of safely responding to emergencies on behalf of the fire departments being represented FEMA ,P,tB PIRG @ era � tt � w " a BudgetR&R Minimum NEW! At the time of application, the applicant's budget for fire- related programs and emergency response must not be below 80 percent of the applicant's average funding level in the 3 years prior to November 24, 2003 — What was your department's operating budget (e.g., personnel, maintenance of apparatus, equipment, and facilities; utility costs; purchasing expendable items, etc.) for 2001, 2002, and 2003 fiscal years? Applicants experiencing economic hardship may apply for a waiver of this requirement FEMAx Z 0� ND 5£`Ja b �Q CD W W O a n R " u t'xr�p`s 2013 94raf • . • Economic a , . Waiver Applicants experiencing economic hardship may apply to waive or reduce the Minimum Budget Requirement Note your interest in a waiver within the application and we will provide you with more instructions about how to submit the waiver Read the Information Bulletin (IB) 413 posted to: https://www.fema.gov/staffing-adeguate- ire-emergency- response-grants-documents gE'A \t y ' �° FEMA F DS CD CD W O L i Srq$Fxes � � K ScoringApplication PHASE 1: Computer will score all complete and eligible applications — Applications will be evaluated relative to eligibility criteria and funding priorities — Answers to activity-specific questions as well as information submitted under the Department Characteristics section of the application will determine an application's standing relative to stated priorities PHASE 2: Panel of peer reviewers score the application (including Narrative Statement) and make funding recommendations • Each phase is 50% of total score O SNA SF.0 b UQ CD W Vi O a . w "S Z Application Scoring (continued ) Technical Review — FEMA conducts technical reviews of the highest-scoring applications, including evaluation of project budgets to determine if costs are reasonable Referral for Award — Applications are rank-ordered starting with the highest-scoring application and combined with the statutory allocation requirements — Applications are sent to FEMA award administration, which conducts additional review QF,pART,�� Y ° FEMA z IV S b �Q CD W O\ O K, Application Tip r' Establish a link between the activities being requested and your department's needs Align your greatest needs with the highest program priorities (starting on page 34 of the NOFO) Use the Self-Evaluation Sheets (https://www.fema.gov/media- library/assets/documents/127856) — Developed to help you understand the criteria that you must address in your Narrative Statement — The Peer Reviewers will use these to score your application h O oy'Nf1 S6GJo- (fQ � I W J O L e4� �•pC aK How to Apply Register or update your SAM registration at http://www.sam.gov — SAM registration is only active for one year and must be renewed annually Submit the application in the e-Grants System at https://portal.fema.gov — Use the same username and password that you used for any Assistance to Firefighters (AFG) applications previously submitted VAR 4,i r FEMA C W OC L I� JP,t447R8,�B. <Q� vPC 0 Application Resources Technical Assistance Tools are available at: https://www.fema.gov/media-library/assets/documents/127856 — Notice of Funding Opportunity (NOFO) — SAFER Application Checklist — Self-Evaluation Guides — SAFER Frequently Asked Questions (FAQs) t — Economic Hardship Waiver Information Bulletin (IB) I OEeA/R"lF+4 I z FEMt SND SES � I+ I CD W O L Application Resources (continued ) • SAFER Program Help Desk — 1-866-274-0960 or via email at firegrants@fema.dhs.gov — Help Desk is open Monday through Friday from 8:00 a.m. to 4:30 p.m. ET • SAFER Program Officers — Julia.Barron@fema.dhs.gov 202-786-0929 — Yesenia.Diaz@fema.dhs.gov 202-431-3310 — Tina.Godfrey@fema.dhs.gov 202-786-9785 — Naomi.Johnson@fema.dhs.gov 202-786-9981 — Daniel le.Shelton @fema.dhs.gov 202-786-0819 z1f " FEMA �P.Ig FIRg a, Questions? Thank you ' Q�,PA�ytti ' FEMA ��Np SES' b �Q CD 0 �'h