To: Board of Supervisors of Sonoma County
Department or Agency Name(s): Auditor-Controller-Treasurer-Tax Collector, County Administrator
Staff Name and Phone Number: Ryan Burns (707) 565-8304, Christina Rivera (707) 565-2048
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Sonoma County Designation of Applicant’s Agent Resolution for Non-State Agencies, Cal-OES Form 130
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Recommended Action:
Recommended action
Adopt resolution designating the County Administrator, the Auditor-Controller-Treasurer-Tax Collector, the Assistant Auditor-Controller-Treasurer-Tax Collector, and the Auditor-Controller-Treasurer-Tax Collector Client Accounting Manager as authorized agents of the County of Sonoma for California Governor’s Office of Emergency Services public assistance grants.
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Executive Summary:
The California Governor’s Office of Emergency Services (Cal OES) requires a Designation of Applicant’s Agent Resolution for Non-State Agencies to be on file for the purpose of obtaining certain state and federal financial assistance. This Designation of the Applicant’s Agent Resolution for Non-State Agencies must be submitted every three years. The last such submission was approved on October 23, 2018, and a new resolution is now required, even absent changes to the designated positions. The attached resolution designates the County Administrator, the Auditor-Controller-Treasurer-Tax Collector (ACTTC), the Assistant ACTTC, and the ACTTC Client Accounting Manager as authorized agents for the County of Sonoma.
Discussion:
Cal OES requires a Designation of Applicant’s Agent Resolution for Non-State Agencies to be on file for the purpose of obtaining certain federal financial assistance under Public Law 93-288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act (CDAA).
As of August 15, 2021, the County has eight active open FEMA/CDAA claims consisting of over 112 projects (2017 and 2019 projects at various levels of project completion a majority of which are permanent repair work):
DR4301 2017 January Flood
DR4308 2017 February Flood
DR4344 2017 Sonoma Complex Fires
DR4434 2019 Late February Storms
FM5295/CDAA2019-06 2019 Kincade Fire
DR4482 2020 COVID-19 Pandemic
DR4558 2020 Lightening (LNU) Complex Fires
DR4569 2020 Glass Fire
The Department of Emergency Management notes the 2021 drought could be added to the list of active claims should conditions continue to worsen and a Presidential Declaration is proclaimed. Currently, the State of California has issued a State of Emergency proclamation which provides for the potential of CDAA assistance.
As of June 30, 2021, the County’s Disaster Finance team estimated the County’s total disaster related costs for the active claims noted above to be approximately $125 million and anticipates reimbursement from State and Federal Disaster Public Assistance programs of $115 million, of which the County has received $38 million to-date. Most of the reimbursements received are associated with the 2017 Sonoma Complex Fires, 2019 Late February Storms, and 2019 Kincade Fire. The balance is projected to be received by 2023/2024 as permanent projects are completed. The County is actively working with Cal-OES and FEMA on finalizing Kincade Fire claim and the COVID, LNU Fire, and Glass Fire claims and anticipates reimbursements of approximately $20 million - $40 million by the end of the current fiscal year.
Estimates and totals provided are related to FEMA and CDAA only and do not include Coronavirus Aid, Relief, and Economic Security (CARES) Act or American Rescue Plan Act funding or the ongoing COVID-19 costs past June 30, 2021.
The Disaster Finance team is currently working with FEMA/Cal OES on finalizing costs and project creation for the 2020 LNU and Glass Fires, is in the process of creating six new projects for COVID-19 costs, and working with Cal OES to finalize the 2019 Kincade documentation to submit final costs to FEMA for Fire Management Assistance Grant reimbursement.
In the current fiscal year 21/22, we anticipate close-out on the 2017 Sonoma Complex Fires, pending the outcome of the 2nd appeal currently under review for the Private Property Debris Removal Program damaged roads, and the 2019 Kincade Fire, pending the final approval of the two remaining projects under review with Cal OES and FEMA. Consequently, the 5+ years audit window will begin. To date, the county has reserved $10.6 million equivalent to 20% of total reimbursement revenue received and projected revenues from Kincade, LNU, and Glass fires.
A new Designation of Applicant’s Agent Resolution for Non-State Agencies is required if the previously submitted document is older than three (3) years from the last date of approval or if changes are required to the name and/or title of authorized agents. The County of Sonoma’s current Designation of Applicant’s Agent Resolution was approved October 23, 2018.
The attached resolution designates the County Administrator, the ACTTC, the Assistant ACTTC and the ACTTC Client Accounting Manager as authorized agents for the County of Sonoma.
Prior Board Actions:
11/19/19 Disaster Finance Update
10/23/2018 Adopted Designation of Applicant’s Agent Resolution.
11/03/2015 Adopted Designation of Applicant’s Agent Resolution.
11/20/2012 Adopted Designation of Applicant’s Agent Resolution.
03/10/1998 Adopted Designation of Applicant’s Agent Resolution.
Fiscal Summary
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Narrative Explanation of Fiscal Impacts:
If a current Designation of Applicant’s Authorized Agent Resolution (Cal OES Form 130) is not on file with Cal OES, the County will be ineligible to apply for future disaster related funding or receive additional reimbursements under any of the 8 currently active FEMA Pubic Assistance or Cal OES CDAA events, or any future public assistance grants available for declared disasters. FEMA mandates current designations as a condition of qualifying for Cal OES public assistance grants.
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Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
2021 Resolution - Sonoma County Designation of Applicant’s Agent for non-State Agencies
Cal OES Form 130-Designation of Applicant’s Agent Resolution for Non-State Agencies
SoCo Cal-OES Current Authorized Agents
Related Items “On File” with the Clerk of the Board:
None