Delaware Homeland Security Terrorism Preparedness Working Group
Funding Subcommittee
Meeting Minutes / December 10, 2012
  1. Allen Metheny convened the Delaware Homeland Security Terrorism Preparedness Working Group (DHSTPWG) Funding Subcommittee meeting at 12:32p.m. in the Delaware Emergency Management Agency (DEMA) Training Room. The following documents were provided to meeting participants:
  2. Meeting Notice & Agenda
  3. DHSTPWG Funding Subcommittee Meeting Minutes from November 26, 2012
  4. DHSTPWG Funding Subcommittee Funding Request Summary
  5. DHSTPWG Monthly Planner & Purchaser Report for December 2012
  6. November 26, 2012 minutes were reviewed and approved. (Motion Approved: Major Hudson; Second: Robert Newnam – Passed Unanimously)
  7. Old Business
  1. FY08 & FY09 Status Update: Jen Dittman briefed that between FY08 & FY09about $611,863.23($31,262.03 in FY08 & $580,601.20 in FY09) in orders could not be paid because they were not received prior to the grant deadline. These items will be reprogrammed to FY10; which is a standard practice in the grant program. DEMA will be reprogramming funds this week and should be working on reconciliation by the following week, which is the last step to close out both grants.
  1. New Business
  1. Reallocation Requests
  2. The Agriculture Discipline would like to reallocate $8,100.00 to the Public Works Discipline to purchase safety barrels that will go with the previously purchased sign boards. Mark Davis, Agriculture Discipline Lead, agreed to this request by email. (Motion Approved: Robert Newnam; Second: Dave Mick - Passed Unanimously)
  3. The Government Administrative Discipline will not be spending all of their funding allocated to the Contractor Support line item due to the time period given to close out the FY10 grant. They would like to reduce their funding amount for Contractor Support to $56,205.00. They are requesting the difference of $25,000.00 be used for the City of Newark to build an Access Control System at the entrance of their City Administrative Building. (Motion Approved: Dave Mick; Second: Ellen Malenfant - Passed Unanimously)

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Delaware Homeland Security Terrorism Preparedness Working Group
Funding Subcommittee
Meeting Minutes / December 10, 2012
  1. The Agriculture Discipline can only spend $91,900.00 out of $312,400.00 of their FY10 funding due to the time constraints of the grant. As a result, $220,500.00 will need to be reallocated to a project with a quick turnaround time. The Law Enforcement Discipline is able to spend all $220,500.00 before the grant expires as part of Delaware’s Maritime Protection Strategy to install portable radar units, as well as, fixed and mobile cameras at several critical infrastructures along Delaware’s waterways. (Motion Approved: Robert Newnam; Second: Mayor Carey - Passed Unanimously)
  2. Law Enforcement will have surplus funding on the WMD Planner ($30,000.00) and CIP Planner ($40,000.00) budget lines. They would like to reallocate the surplus salaries totaling $70,000.00 to establish a new project to refurbish EOD robots to help sustain their current level of EOD capabilities. (Motion Approved: Robert Newnam; Second: Dave Mick - Passed Unanimously)

B. FY2010 Project Status

  1. Jen explained the Monthly Report Handouts. Then, each Planner addressed any concerns for each of their Discipline’s projects. It has been determined to flag the following projects to review at the next meeting: Agriculture, Emergency Management Agencies to include DEMA and Public Health. All other projects are moving forward.
  2. The grant expires July 31, 2013; however, per the decision of the Working Group in October, the specs have to be submitted no later than 12/31/12. All projects (subgrants and DEMA purchases) should be completed by 03/31/13.

5.Open to Floor

  1. Jenadvised the group that FY11 orders are waiting to be processed. DEMA’s fiscal section isa little behind due to closing out three grants, paying invoices and storm activations.
  2. Jen asked that the subcommittee remember to submit monthly reports for all of their subgrants. If there isn’t anything to report, please have your planner write up a memo for record stating that you are exempt from reporting until a specific date.
  3. The meeting adjourned at 1:18 p.m.

6. Next Meeting – The next meeting is scheduled for January 14, 2013 at 12:30 p.m.

J. Allen Metheny

Chairman, Delaware Homeland Security Terrorism Preparedness Working Group Funding Subcommittee

Attachments: Attendance Roster

Note: All Meeting Handouts are available upon request.

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Delaware Homeland Security Terrorism Preparedness Working Group
Funding Subcommittee
Meeting Minutes / December 10, 2012
MEETING ATTENDANCE ROSTER
Name / Agency
Voting Members
Allen Metheny / Chairman, FS Lead
Monroe Hudson / Delaware State Police, LE Lead
Tommy Emerson / Delaware National Guard, Proxy
Mayor Carleton Carey / Delaware League of Local Governments, GA Lead
Joe Thomas / SC Emergency Management
Sharon Duca / City of Dover, PW Lead
Suzanne Raab-Long / DE Healthcare Association, HC Lead
Timothy Sexton / DHSS, Division of Public Health, PH Lead
Ellen Malenfant / DNREC, HZ Lead
Dave Roberts / Public Safety Communications, PSC Lead
David Mick / Emergency Medical Services, EMS Lead
Sandra Ennis-Alexander / Department of Technology & Information, CS Lead
Absent / Departmet of Agriculture, AG Lead
Bob George / Citizen Corps, CCP Lead
Robert Newnam / Delaware Fire School
Kami Beers / Division of Motor Vehicles, DMV Lead
Funding Subcommittee Guests
Joe Wessels / Delaware League of Local Governments
Summer Bowman / Division of Motor Vehicles
Dwayne Day / DelDOT
Delaware Emergency Management Agency Staff
Jennifer Dittman / Terrorism Preparedness Supervisor
Beth Moran / Planner
Will Hayes / Planner
Ron Price / Management Analyst

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