Funding Subcommittee
Meeting Minutes / December 14, 2015
- Call To Order
A.Allen Metheny convened the Funding Subcommittee meeting for the Delaware Homeland Security Terrorism Preparedness Working Group (DHSTPWG) at 12:31 p.m. in the Delaware Emergency Management Agency (DEMA) Training Classroom. The following documents were provided to all meeting participants:
1)Meeting Notice and Agenda
2)DHSTPWG Funding Subcommittee Meeting Minutes,August 10, 2015
3)FY 2014 Homeland Security Grant Program Closeout Timeline
4)DHSTPWG Funding Subcommittee FY 2015 Homeland Security Grant Program Projects Closeout Timeline-Proposed
5)HSGP Funding Reallocations Process
6)DHSTPWG Funding Subcommittee HSGP FY 2015 Reduced Projects
B.An introduction of all committee members and DEMA personnel was conducted due to the number of new personnel in the room.
C.Minutes from theAugust 10, 2015 meeting were reviewed and approved. (Motion Approved: Kevin Sipple; Second:Jamie Bethard– Passed Unanimously)
- Old Business
A.Current Grant Status FY 13/15/15
1)A status update was provided by Mr. Maas; he discussed current balances and projected expenditures. He stated that FY 13 was closed and zeroed out. He provided a reminder of the grant cycle time-lines. He also stated FY14 is off to a good start with the greatest proportion of funds being distributed to Subgrants thus far. There is approximately $2,060,085.00 remaining with $274,484.00 being unobligated. Those unobligated funds mean that the process for ordering has not begun yet, not that they are not assigned to a project. FY15 has not had anything started and the only thing noted is M&A has $186,725.00 assigned to it.
B.FY 2014 HSGP Timeline Review
1)Mr. Maas reviewed the timeline for FY 2014, stating all orders need to be processed and completed by the end of August 2016.
- New Business
- Reallocation Requests
The following reallocation requests were approved by the subcommittee.
FY14, SHSP, Investment 2, T&E
T&E Law enforcement is requesting reallocation of $3,000.00 from the LE Training Local budget line to the LE Training State budget. The following justification was provided: The transfer of funds between the State and Local LE Training budget line is necessary in order to provide the DIAC directors and intelligence analysts training on current processes and trends for information analysis. This LE Training is an allowable expense under the Authorized Equipment List (AEL). It was asked how this would affect the balance of funding between State and Local. Lt. Col Hudson stated that the Local LE board authorized the change to be brought before the committee. (Motion Approved: Robert Newnam; Second: Dave Mick – Passed Unanimously)
FY14, SHSP, Investment 6, T&E
T&E Department of Technology and Information is requesting reallocation of $6,090.42 from the DTI Cyber Security Workshop budget line to the Cyber Security Education budget line. The following justification was provided: The transfer of funds between the State Workshop and Education budget lines is necessary in order to provide the DTI the ability to train critical cyber security awareness throughout the state. This cyber security training is an allowable expense under the AEL. Mr. Dave Carpenter asked if this training would be available to local participants. Ms. Heather Volkomer said that she thought it was only for state agencies, but it may be available to locals, she would clarify the information. (Motion Approved: Robert Newnam; Second: Lt. Col. Hudson – Passed Unanimously)
FY14, SHSP, Investment,PSC
PSC is requesting the reallocation of $168.62 from the Mobile Command Windows Tablets to up with current technology line to the Mobile Command Upgrade Review-Keep vehicle current with updated technology line. The following justification was provided: The transfer of funds is required in order to purchase two (2) laptop mobile computer systems in order to update the Kent County Mobile Command Vehicle with current technology. This PSC equipment purchase is an allowable expense under the AEL. The group asked if this would negatively impact the tablet project and was told it would not impact the project by Mr. Kevin Sipple. (Motion Approved: Robert Newnam; Second: Dave Mick – Passed Unanimously)
- Reallocation Process -Review and Acceptance
Mr. Maas produced the new Reallocation Acceptance that was asked for at the August meeting. Questions about how the process worked were asked with Mr. Dave Mick and Mr. Dave Carpenter talking through a theoretical example. A motion to approve was set by Dave Mick and seconded by Jaime Bethard. The motion was approvedunanimously.
C.Reallocations Priority List
Mr. Maas talked about the Reallocation Priority List that would go along with the Reallocation Process. The document reviews which projects have had their funding reduced. Mr. Metheny explained that the Allocation Column was what the project had after the Reduction Column, not the initial amount and then subtracting the reduction. If there are funds that need to be reallocated, it is proposed that this list be the initial go to for existing projects which need continued or increased funding.
D.Open to Floor
1)There was a question asked if there was any explanation as to why the grant period for FY 15 was extended an additional 12 months. Mr. Maas said it was based on feedback FEMA had gotten regarding the program. It might not be how the grant periods are in the future, but it is in place for FY15. Mr. Carpenter said that this was a good thing in order to give communities longer time to prepare.
2)Further questions regarding the reduced project and prioritization were asked. Mr. Carpenter asked if he had money that could be reallocated, if it could be prioritized to another project he was working on. The group said yes, but it would be decided on depending on the project and what else was happening at the time.
3)The meeting adjourned at 1:01 p.m.
- Next Meeting – The next meeting is scheduled for January 11, 2016 at 12:30 p.m.at DEMA.
Attachments: Attendance Roster
Note: All Meeting Handouts are available upon request.
Minutes approved electronically by Allen Metheny.
MEETING ATTENDANCE ROSTERName / Agency
Voting Members
Allen Metheny / Chairman
Absent / Delaware National Guard
Lt. Col. Hudson / Delaware State Police
Absent / Agriculture
Robert Newnam / Fire Service Delaware State Fire School
Absent / Public Health
Jamie Bethard / Delaware Department of Natural Resources, Hazmat
Absent / HealthCare
Heather Volkomer / Cyber Security Proxy
Amy Anthony / Division of Motor Vehicles
Regina Jones / Division of Motor Vehicles, Proxy
Berley Mears / Public Works
Absent / Delaware League of Local Governments
Joe Hughes / Government Administrative
Absent / Sussex County EMA
Absent / Kent County EMA
Absent / Wilmington EMA
Dave Mick / Emergency Medical Services
Dave Carpenter / New Castle County EMA
Kevin Sipple / Public Safety Communications
Funding Subcommittee Guests
Dwayne Day / DELDOT
Delaware Emergency Management Agency Staff
Shaun Diggs / Terrorism Preparedness Management Analyst
Renee Hupp / Terrorism Preparedness Planner
Arnold Maas / Terrorism Preparedness Planner
Marny McLee / Citizens Corps
Valerie Pryor / Terrorism Preparedness Administrative
Page 1 of 4