HomeMy WebLinkAbout09/05/1995, C-5 - MARCH STORMS COST RECOVERY ��`�IUI�Wlllll �'l �l city of SA1 1 LUIS OBISPO M NG DATE:
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COUNCIL AGENDA REPORT ren NUMBER: /J
FROM: Bill Statler, Director of Finance
Prepared by Carolyn Dominguez, Accounting Manager/Disaster Recovery
Coordinator
SUBJECT: MARCH STORMS COST RECOVERY
CAO RECOMMENDATION
1. Appropriate $1,435,000 ($1,206,600 General Fund, $15,700 Water Fund, $131,300
Sewer Fund, $75,000 Golf Fund, and $6,500 Whale Rock Fund) to fund emergency
response and permanent disaster recovery work resulting from the March storms.
2. Conceptually approve contracting for the majority of engineering services related to
disaster recovery projects,with specific engineering service contracts to return to the
Council for approval on a case-by-case basis.
3. Continue to pursue 100% reimbursement for all disaster recovery costs through the
Federal and State governments.
4. Defer initiating any mitigation projects identified as potentially reimbursable under
FEMA Hazard Mitigation Grant Program until notice of grant award has been
received.
DISCUSSION
Background
At its May 2, 1995 meeting, the Council received a preliminary report on the March storm
damage which met a 60-day requirement of the Federal Emergency Management Agency
(FEMA) to file a List of Projects with the State Office of Emergency Services (OES) for
potential disaster cost recovery. At that time staff indicated they would return to Council
with the fiscal impact of that list and the potential for recovery from FEMA/OES. It was
anticipated that FEMA would reimburse up to 75% of this cost with OES funding 75% of
the remaining non-FEMA share. This would result in a net city share of 6.25% of disaster
recovery costs.
On June 15, 1995 the Governor signed a bill introduced by Senator O'Connell that
increased the State's portion to 100%of the non-FEMA share.Therefore,local agencies will
not have to fund disaster recovery costs of FEMA approved projects. Staff is confident that
the projects identified on the list presented to Council May 2, 1995 (Attachment A) consists
completely of FEMA eligible projects. However, as discussed below, there are no
guarantees, and it will be some time before project eligibility is officially determined by
OES.
Additionally, on June 22, 1995 the City filed a Notice of Interest (NOI) for the Hazard
Mitigation Grant Program (HMGP) which is designed to fund projects which are cost
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COUNCIL AGENDA REPORT
effective and which substantially reduce the risk of future damage,hardship, loss or suffering
resulting from a presidentially declared disaster. The NOI identifies $7.7 million in projects
which would mitigate potential damages and loss of life from future storms (Attachment B).
Engineering Services for Disaster Recovery
The City's engineering staff is currently faced with an aggressive work schedule as they begin
management of the 1995-97 CIP plan. Because the fees are fully reimbursable by
FEMA/OES, we recommend that the City contract for all engineering services related to
disaster recovery projects which will allow staff to focus on CIP projects approved as part
of the Financial Plan process. However, because 12 of the 78 projects fall into a "crucial"
category along with the uncertainty of the funding source, engineering is performing the
design for these 12 "crucial" projects ahead of CIP projects with the goal of completing
construction prior to this winter. Specific engineering service contracts for the remaining
projects will return to Council for approval on a case-by-case basis.
Hazard Mitigation Grant Program
The Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988 establishes
a federally funded hazard mitigation grant program. It is designed to fund projects which
are cost-effective (cost-benefit ratios must be at least one-to-one, with a desired goal of
ratios that are 5 to 1) and which substantially reduce the risk of future damage, hardship,
loss or suffering resulting from a presidentially-declared disaster. Funding for the program
is set at 15% of the FEMA estimate of all public and individual assistance costs for a given
disaster. The federal government provides 75% of project funding with the remaining 25%
coming from the applicant. The NOI filed by the City on June 22, 1995 is used by FEMA
to accumulate preliminary financial estimates on the number of agencies interested in
participating in the program and the potential size of the request. FEMA is expected to
issue applications for the grant program this Fall.
Until the City receives notification that we have been approved for Hazard Mitigation funds,
we recommend that we defer starting any mitigation projects with the exception of a few
storm drain inlet structures. In the interim, we will use the $50,000 per year already
budgeted for catch basin improvements in the 1995-97 Financial Plan to address the highest
priority needs. The remaining projects will be considered as part of the 1997-99 Financial
Plan.
Status of FEMA/OES Funding
The City has experienced three federally-declared disasters in the past twelve months: the
Highway 41 fire in August 1994, the January 1995 storms, and the March 1995 storms. A
FEMA/OES inspection team began working on preparing Damage Survey Reports (DSR's)
for all three of the disasters for the City of San Luis Obispo as well as other local agencies
within the County on April 13, 1995. Because of the wide-spread nature of the disasters,
FEMA/OES has not been able to meet the 60 day requirement for processing DSR's. Of
the 28 projects the City identified from the January storm (with related damage recovery
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EMU COUNCIL AGENDA REPORT
costs of$631,100) and the 50 projects from the March storm (costing $1.4 million), only 46
DSR's have been written and submitted to Sacramento for approval. None of the DSR's for
the Highway 41 fire have been written (damages approximate $226,000). The 45-day
approval/funding time limit has passed on 23 of the 46 completed DSR's. At this time we
cannot be absolutely certain how many of our projects will be approved, how much in cost
reimbursement we can expect, and when disaster recovery funds will be released. However,
as noted above, we believe that these projects meet FEMA cost recovery eligibility
requirements, and that funding will be approved and made available to us at some point.
Staff is working with our legislators to encourage expedient review of the DSR's,
streamlining of the system for operating efficiencies, and release of funds for disaster
recovery assistance.
The City must go forward with projects to restore infrastructure and equipment to pre-
disaster conditions. Although we feel each of the projects identified for disaster recovery
assistance meet FEMA/OES criteria for reimbursement, there is some level of risk that
100% funding won't be received and the General Fund may have to support completing
these projects.
FISCAL IMPACT
Emergency Response/Pre-Disaster Restoration
The $1.4 million in March rain disaster recovery costs consist of charges to operating
programs for immediate disaster response and potential CIP projects to restore
infrastructure and equipment to pre-disaster conditions summarized as follows:
Operating Capital Total
General Fund $181,700 $1,024,900 $11206,600
Water Fund . 5,600 10,100 15,700
Sewer Fund 47,700 83,500 131,200
Golf Fund 75,000 75,000
Whale Rock 6.500 6.500
Total FEMA/OES Funding 241500 1 193 50 1435 000
ATTACHMENTS
A. Listing of projects needed to restore City facilities to pre-disaster conditions as a
result of the March 1995 storm damage.
B. Summary of projects filed with FEMA on June 22, 1995 under a Notice of Interest
what would mitigate potential damage from future storms.
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ATTACffi4ENT B
'roject Project Project Amount Intended
Name Category Location Source For
& Type 25% Match
Flora Street. A-2 Bishop Creek $75,000 General Fund
Rock Catcher East of Flora
Johnson Ave. A-2 Bishop Creek $75,000 General Fund
Rock Catcher East of Johnson
Spring Court A-2 Alrita Creek $75,000 General Fund
Rock Catcher East end Bahia Ct.
Andrews to-Conejo B-1 Andrews Creek $250,000 General Fund
By-pass Storm Drain East of Conejo at Cazadero
Toro Street By-bass B-2 Lizzie Creek $600,000 General Fund
Storm Drain Toro to Leff
Bishop Creek By-pass B-2 Bishop Creek $1,000,000 General Fund
Storm Drain Johnson Ave to
Helena
Fairhaven A-2 Alrita Creek $50,000 General Fund
Culvert Entrance Woodside to Southwood
El Paseo A-2 .El Cerrifo Creek $60,000 General Fund
Catch Basins at Paseo
Mission Mobile Home B-3 San Luis Obispo Creek $2,000,000 General Fund
Park - Aquisition 500 block Higuera
Highway 101 Culverts B-1 Prefumo Creek $130003000 General Fund
Highway' 101 at Los Osos
Valley Road
Matthews Property B-3 San Luis Obispo Creek $1,000,000 General Fund
Purchase Marsh Street at Highway 101
on-ramp
Broad Street Sewer B-3 San Luis Obispo Creek $503000 Sewer Fund
at Broad Street
Marsh Street Bridge B-1 San Luis Obispo Creek $1,5002000 General Fund
Marsh Street
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C: -.S�Z.
MEM ' AGENDA 7
DATE_ ' ' ITEM #
MEMORANDUM
September 5, 1995
To: City Council
From: John Dunn, City Administrative Office.�.
Subject: MARCH STORMS COST RECOVERY
Council Agenda Report for September 5, 1995
Based on an inquiry from Council member Romero, the following provides supplemental
information on the three debris removal projects listed in Attachment A where no costs are
indicated:
Project 55 3217 Rock-view was combined with Project 54 (3301 Rock-view) by
FEMA/OES for Damage Survey Report (DSR) purposes.
Project 56 Mission Plaza/Nipomo Street debris removal was performed by The
California Conservation Corps at no cost to the City.
Project 88 35 Prado Road tree removal project was combined with Project 58
(Motel Inn tree removal) by FEMA/OES for DSR purposes.
The final List of Projects which will be prepared after all the DSR's have been written will
indicate which projects were combined for reimbursement purposes.
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