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1. Resolution 5533 - FEMA Grant Acceptance & Budget Appropriation - Stillwater River ErosionCity of Kalispell Post Office Box 1997 - Kalispell, Montana 59903-1997 Telephone (406) 758-7000 Fax - (406) 758-7758 REPORT TO: Mayor Fisher and City Council Members FROM: Amy Robertson, Finance Director Jane Howington, City Manager SUBJECT: FY2012 FEMA Grant acceptance and budget appropriation MEETING DATE: November 21, 2011 BACKGROUND: During the spring of 2011 high flood waters caused extensive erosion along the banks of the Stillwater River and in several specific sites at Buffalo Hills Golf Course and Lawrence Park. The city conducted inspections of this erosion and subsequently declared the city a disaster area for purposes of pursuing FEMA funding to remediate this erosion. FEMA representatives conducted site inspections and approved the pre -qualification for a grant assistance submittal for remediation dollars. Said application was submitted and approved with a total funding amount of $424,970. The city is required to provide a 25% match, some of which can be in the form of in -kind services while other portions of the match can include the emergency work already completed to stabilize the eroded banks. This FEMA award will be used to conduct permanent bank stabilization work and in certain areas will include the "lift and willow" methodology that was employed in a test site last winter. RECOMMENDATION: Adoption of Resolution accepting the grant and appropriating the project in the amount of $424,970. FISCAL EFFECTS: $424,970. Amy &Robertson Finance Director Report compiled: November 15, 2011 Attachment: award letter ane Howington City Manager WHEREAS, on August 15, 2011, the City Council adopted Resolution 5513 adopting the annual appropriations of the City of Kalispell for fiscal year 2011-2012; and WHEREAS, on October 26, 2011, the City of Kalispell was informed that it was a recipient of an Federal Emergency Management Agency Grant for the Spring Storm and Flooding; and WHEREAS, the City and the Golf Course will provide an in -kind match in the amount of $76,870 and the State of Montana may contribute $29,372; and WHEREAS, said funds now available to the City have not been appropriated and an increase of appropriation authority is needed for the project total of $424,970. NOW •'E, BE IT RESOLVED BY THE CITY COUNCILOF OF KALISPELL SECTION I. That the City Council hereby accepts the FEMA grant in the amount of up to $318,727. SECTION H. That the City Council hereby appropriates up to the sum of $424,970 and directs the Finance Director to allocate said amount. Tammi Fisher Mayor Theresa White City Clerk a'-r5--2- DEPARTMENT OF MILITARY AFFAIRS DISASTER & EMERGENCY SERVICES DIVISION www.dma.mt.gov/des Ed Tinsley, Administrator STATE OF MONTANA (406) 324-4777 1956 Mt. Majo Street, P.O. Box 4789 Fort Harrison, Montana 59636-4789 October 26, 2011 r N�y PJ Sorenson Cityof Kalispell p E i ivy'/ 0 2011 201 1"Ave East Kalispell MT 59903 SUBJECT: Final Project Application — June 2011, Spring Storm and Flooding Dear PJ: Attached, please find the "Approved Copy" of your Project Applications for the FEMA- 1996-DR-MT, Presidential Declaration. These Project Applications have been approved in the total amount of $424,969.77. Funding sources are as follows: $ 318,727.33 FEMA — 75% Share $ (155,280.75) Less 50% FEMA share for large projects 642-0; 580-0 $ 76,870.00 City of Kalispell — 25% Share $ 29,372.44 State of Montana — 25% Share $ (29,372.44) Less State share for large projects 642-0; 580-0 $ 424,969.77 Total PW 642-0 and 580-0 are large projects. As eligible work is completed under the scope of work on these project applications, and documented, I will need documentation to proceed with a Final Payment adjustment. Remember that reimbursement is made on actual costs of eligible work so documentation is very important. I will be processing a progress payment. You will be receiving an Electronic Funds Transfer from the State in the amount of $163,446.58 within the near future. Deposit these funds in your emergency fund/account and use the proceeds to pay for eligible costs associated with this project application and disaster declaration. Please remember to retain all of your records and supporting documentation relative to this disaster declaration for a period of three (3) years following the receipt of final payment for the possibility of an audit. Also included is the P-4 form. Please complete it after you have finalized your small projects and then return it to me. Thanks for k11 bfVkir help. If you have any questions, please give me a call. 61 Tim Thennis'' - Response & Recovery Bureau Chief Attached: Approved Project Application City of Kalispell 1st Progress Payment PW No. Project # 100% Percent Work FEMA Local/State PW Complete Complete 75% 25% Amount at Inspection at Inspection Share Share 546-0 KCBRP02 $9,599.10 100% $9,599.10 $7,199.33 $2,399.78 642-0 KCGRP04 $303,128.00 0% $0.00 $227,346.00 $75,782.00 580-0 KCGRP03 $110,954.00 0% $0.00 $83,215.50 $27,738.50 575-0 KCGRP01 $1,288.67 0% $0.00 $966.50 $322.17 $424,969.77 $9,599.101 $318,727.33 $106,242.44 $318,727.33 FEMA's 75 % share ($155,280.75) Less 50% FEMA share for large projects 642-0; 580-0 $163,446.58 FEMA Progress Payment $106,242.44 25% Local/State Share ($76,870.00) Less 2-mill Emergency Levy ($29,372.44) Less State share for large projects 642-0; 580-0 $0.00 State Progress Payment $163,446.58 Amount of Progress Payment NOTE: Small Project Progress Payment. When all work is complete I will provide a form (P-4) to certify all work is complete and to show actual costs. Large projects will be based on Actual costs. 10/26/2011 1 of 1 Progress Payment Worksheet