To: Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Delegation of Authority to Closeout Grant Assistance Provided by the State of California’s Community Development Block Grant (CDBG) Disaster Recovery Infrastructure (DR-Infra) Programs.
End
Recommended Action:
Recommended action
Adopt a Resolution authorizing the Director of Public Infrastructure to close out grant assistance under the State of California’s Community Development Block Grant Disaster Recovery Infrastructure (CDBG-DR-Infra) Program, execute all necessary documentation, and take all actions required to ensure compliance with grant conditions.
end
Executive Summary:
The U.S. Department of Housing and Urban Development (HUD), through the State of California’s Community Development Block Grant Disaster Recovery Infrastructure (CDBG-DR-Infra) Program, provided funds to reimburse the local match portion of recently completed Federal Emergency Management Agency (FEMA) funded projects, which addressed infrastructure recovery needs following recent disasters. This Resolution authorizes the Director of Public Infrastructure (SPI) to complete the closeout process for the CDBG-DR-Infra Program. The closeout includes finalizing reports, submitting required documentation, and ensuring compliance with HUD and state requirements.
The delegation of authority will facilitate efficient administration and allow the County to fulfill all grant obligations, ensuring successful program completion.
Discussion:
In response to federally declared disasters, Sonoma County received disaster recovery funds provided by FEMA through the Hazard Mitigation Grant Program (75% Federal Share, 25% Local Match) and the Public Assistance Grant Program (75% Federal Share, 18.75% State Share, 6.25% Local Match). The CDBG-DR-Infra Program approved a ceiling amount to reimburse the required local match for these FEMA-funded projects. However, no funds have yet been received from CDBG-DR-Infra.
The approved ceiling amount reflects the estimated total local match for each project. To provide flexibility, reimbursement amounts are presented as “not to exceed” values, ensuring the County can efficiently close out grants in alignment with reimbursement requirements set by the CDBG DR-Infra program. Reimbursement requests will be submitted as part of the grant closeout package.
The four projects eligible for reimbursement under the CDBG-DR-Infra Program are:
1. “Damage #86621; Lighting District - Damaged Equipment,” funded by the FEMA Public Assistance Grant Program - reimbursable local match not to exceed $74,536.
2. “Damage #90549, Countywide Fire Damaged Guardrails,” funded by the FEMA Public Assistance Grant Program - reimbursable local match not to exceed $12,411.
3. “Charles M. Schulz Sonoma County Airport Generator Mitigation Project,” funded by the FEMA Hazard Mitigation Grant Program - reimbursable local match not to exceed $119,820.
4. “Santa Rosa Road Maintenance Yard Generator Mitigation Project,” funded by the FEMA Hazard Mitigation Grant Program - reimbursable local match not to exceed $62,247.
These projects were essential to restoring critical infrastructure following the disasters, and the reimbursement of local match funds ensures the County’s financial resources are preserved for future needs. The accomplishments for these projects include:
1. Damage #86621; Lighting District - Damaged Equipment: repair/replacement of lighting infrastructure damaged in the October 2017 Tubbs Fire to include poles, lighting, pull boxes, luminaires, wires, fuse holders, underground conduit system and components.
2. Damage #90549, Countywide Fire Damaged Guardrails: repair/replacement of County highway guardrails damaged in the October 2017 Tubbs Fire. The Guard Rail System is composed of metal guide rails, steel posts, and wooden posts. Guard Rails were replaced in accordance with CALTRANS Standard Codes and Standards.
3. Charles M. Schulz Sonoma County Airport Generator Mitigation Project: A Tier IV emergency generator with fuel tank, maintenance stairs and maintenance platform were installed, with new supporting cement pad at the Charles M. Schulz - Sonoma County Airport to the north side of the Airport’s current fire station. The generator was installed in order to provide backup power to allow for continuity of Airport operations during power outages or emergency situations. The Cummins generator is a diesel internal combustion engine, 750Kw stationary generator, 279 BHP FPT Industrial 2013 (DFXL06.7DGS), with sound/weatherproof enclosure. The generator sits on top of a 5,950-gallon diesel fuel tank which allows for 96-hours of continuous operation. The scope of work included the installation of a new generator pad, placement of the generator, securing the generator to the pad, electric connections conduit wire, and all other required connections. The generator system is fully operational, fueled, and will be used when the need arises.
4. Santa Rosa Road Maintenance Yard Generator Mitigation Project: An 80kW diesel emergency standby generator was installed on the existing cement pad at the Santa Rosa Road Maintenance Yard to provide backup power to allow for continuity of operations during power outages. The generator sits on top of a 348-gallon tank which allows for 48 hours of continuous operation with a full load or longer at lower loads. The system includes two automatic transfer switches, one for each of the Pacific Gas & Electric (PG&E) power connections to the road yard, to allow for the seamless transition of power to the road yard from PG&E’s power grid to the generator. The generator is enclosed in steel with acoustic insulation, protection against weather events to include 150 mph winds, and a corrosive-resistant automotive-grade textured finish. The generator system is fully operational and will be used when the need arises.
To finalize the CDBG DR-Infra program, formal grant closeout actions must occur, including:
• Certification of project completion
• Compliance with state and federal audit standards
• Submission of final expenditure reports
• Submission of reimbursement requests
This resolution delegates authority to the Director of Public Infrastructure to execute and submit all required documentation to the State of California Department of Housing and Community Development (HCD) for program closeout. This delegation will streamline the closeout process and ensure all compliance requirements are met within the grant timeline.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Resilient Infrastructure
Goal: Goal 4: Seek out grant funding to enhance programs and improve infrastructure
Objective: Objective 1: Align the Board of Supervisor’s strategic priorities, policy, and operational goals with funding and resources.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
May 11, 2021 (item 6) Board authorized acceptance of CBDG Mitigation Grant funding.
January 14, 2020 (item 24) Board authorized acceptance of HMGP funding for Airport Generator project.
November 19, 2019 (item 19) Board authorized acceptance of HMGP funding for Santa Rosa Road Yard Generator project.
Fiscal Summary
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Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
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Budgeted Expenses |
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Additional Appropriation Requested |
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Total Expenditures |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
$269,014 |
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Fees/Other |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
$269,014 |
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Narrative Explanation of Fiscal Impacts:
This Board Item involves four CDBG DR-Infra grant projects, with all associated expenses incurred in prior fiscal years and no expenses occurring in Fiscal Year 2024-25. This Board Item and its fiscal table only show that the revenue reimbursing prior year expenses is expected to be received this fiscal year. There will be no additional costs associated with this Board Item. The total grant revenues, not to exceed $269,014, have been included in the FY 2024-25 adopted budget as follows:
$74,536 for CSA #41 Countywide Lighting (15101, 34090100)
$12,411 for Road Maintenance (11051-34010102)
$119,820 for Airport Capital Improvements (41301, 34030104)
$62,247 for Roads Administration (11051-34010101)
Narrative Explanation of Staffing Impacts (If Required):
No staffing impacts are anticipated as the grant closeout activities will be managed with existing personnel.
Attachments:
FEMA Closeout Letter - Lighting District
FEMA Closeout Letter - Guardrails
FEMA Closeout Letter - Airport Generator
FEMA Closeout Letter - SR Yard Generator
CDBG Allocation Announcement
Related Items “On File” with the Clerk of the Board:
None