DATE: November 6, 2018
TO: Board of Supervisors
SUBMITTED BY: David Pomaville, Director, Department of Public Health
Steven E. White, Director, Department of Public Works and Planning
SUBJECT: Grant Applications and Revenue Agreements with the California Department of Forestry and Fire Protection
RECOMMENDED ACTION(S):
TITLE
1. Retroactively authorize the Department of Public Health’s previous submittal of a grant application in the amount of $840,000 to the California Department of Forestry and Fire Protection, for Fiscal Year 2017-2018 Fire Prevention Grant Program funds to remove and dispose of dead and dying trees on the State Route 168 corridor.
2. Retroactively authorize the Department of Public Health’s previous submittal of a grant application in the amount of $550,032 to the California Department of Forestry and Fire Protection, for Fiscal Year 2017-2018 Fire Prevention Grant Program funds to remove and dispose of dead and dying trees on the State Route 180 corridor.
3. Approve and authorize the Chairman to execute a revenue Agreement with the California Department of Forestry and Fire Protection, for Fiscal Year 2017-2018 Fire Prevention Grant Program funds to remove and dispose of dead and dying trees on the State Route 168 corridor, effective upon execution through March 15, 2022 ($840,000).
4. Approve and authorize the Chairman to execute revenue Agreement with the California Department of Forestry and Fire Protection, for Fiscal Year 2017-2018 Fire Prevention Grant Program funds to remove and dispose of dead and dying trees on the State Route 180 corridor, effective upon execution through March 15, 2022 ($550,032).
5. Approve and authorize the Chairman to execute the Governing Body Resolution.
REPORT
On June 6, 2018, the Director of the Department of Public Health submitted two competitive grant applications for California Department of Forestry and Fire Protection grant funds, contingent upon your Board’s approval. Approval of the recommended actions would allow the Departments of Public Health (DPH) and Public Works and Planning (PWP) to receive Fire Prevention Grant Program funds for the removal of dead and dying trees that are within 300 feet of permanent private structures, roadways, and public or private infrastructure on either the State Route (SR) 168 or 180 corridors, with no increase in Net County Cost. This item pertains to a location in District 5.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, the County would not be eligible for the additional funding to contract for the removal and disposal of dead and dying trees. However, the Fire Prevention Grant Program is the only available grant funding source at this time that allows for removal and disposal of dead and dying trees on private property.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The recommended revenue agreements represent two grant awards in the amount of $840,000 and $550,032 each totaling $1,390,032. The grant allocations are competitive and do not require matching funds; however, DPH proposes to utilize $52,500 in Health Realignment to offset a portion of staff costs associated with grant administration and contract coordination. The grants allow for full reimbursement of direct costs but limits indirect cost recovery to 12% or $148,932. DPH’s current indirect cost recovery rate is 26.50%; the difference ($142,260) will be covered with Health Realignment. Sufficient appropriations and estimated revenues are included in DPH Org 5620 FY 2018-19 Adopted Budget to cover the proposed staff costs and indirect costs. PWP will return to your Board to request an increase in appropriations and estimated revenues for the affected Orgs.
DISCUSSION:
On June 6, 2018, DPH submitted two applications to the California Department of Forestry and Fire Protection (Cal FIRE) requesting a total of $1,390,032 for the removal of dead and dying trees and that are within 300 feet of permanent private structures, roadways, and public or private infrastructure. The first application covered the Pine Ridge, Shaver Lake, Cressman, Bretz Mountain Village, Quartz Mountain, and Wildflower Village communities within the SR 168 corridor. The second application covered the Millwood, Pinehurst, Etheda Springs, Cedarbrook, Dunlap, Miramonte, Deer Crossing and Squaw Valley communities within the SR 180 corridor. On August 3, 2018, the County was notified that both applications were selected for funding award. On September 28, 2018, the County received the final agreements.
Approximately 17,139 dead and dying trees and 75,000 cubic yards of cleanup material have been identified for removal within the SR 168 corridor high hazard zones. Approximately 2,233 dead and dying trees and 50,000 cubic yards of cleanup material has been identified for removal within the SR 180 corridor high hazard zones. The grants allow for the removal and disposal of trees and material around homes and private roads. Approximately 1,567 homes have been identified to be assessed for tree hazard removal work. The departments propose to continue contracting for the assessment, identification, removal, and disposal of dead and dying trees and cleanup projects within the high hazard communities. On August 9, 2016 the Board authorized the Purchasing Manager to establish Master Service Agreements for Registered Professional Foresters (RPF) and Licensed Timber Operators (LTO) to expedite the removal and disposal of dead and dying trees. RPFs will assess, identify, count, and mark dead and dying trees that are within 300 feet of habitable structures, infrastructure, and roads. LTOs will fall trees that have been identified for removal by the RPFs and will dispose of them in the most economical manner. LTOs will also cleanup dead trees and slash on the ground to lower the fuel load during a fire. The departments also propose the utilization of grant funds to partially offset staff costs associated with the coordination of contracted tree removal services up to the 12% or $148,932 limit for indirect costs.
The County has utilized General Fund, State Responsibility Area and Local Assistance for Tree Mortality grants, and California Disaster Assistance Act funding for the removal and disposal of dead and dying trees since April 2016. Approximately 14,400 trees have been removed along County and private roads, near homes, and infrastructure.
In December 2017, the U.S. Department of Agriculture announced that the U.S. Forrest Service had identified an additional 27 million dead trees state-wide since its last aerial survey in November 2016. The increase brings the total number of dead and dying trees since 2010 to over 129 million on 8.9 million acres of California’s drought stricken forests. Approximately 19,372 dead and dying trees have been identified for removal on the high hazard zones adjacent to structures in and around communities in the County. However, available funds will only help address a portion of trees in need of removal.
The recommended revenue agreements are effective upon execution through March 15, 2022. The budget line items within the recommended agreements may be modified up to 10% without exceeding the annual maximums. Additionally, the agreements contain language whereby the County indemnifies the State for any claims arising from the agreements. The County, however, is waiving its right to seek indemnity from the State for claims arising from the agreements. The agreements may be suspended or terminated by the State if the County fails to comply with the terms. The County may terminate the agreements upon providing a 30-day written notice.
REFERENCE MATERIAL:
BAI #31, August 9, 2016
BAI #29, October 9, 2018
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Application submitted to Cal FIRE - SR 168 Corridor
On file with Clerk - Application submitted to Cal FIRE - SR 180 Corridor
On file with Clerk - Agreement with Cal FIRE SR 168 Corridor - 5GG17138
On file with Clerk - Agreement with Cal FIRE SR 180 Corridor - 5GG17139
On file with Clerk - Cal FIRE Governing Body Resolution
CAO ANALYST:
Sonia M. De La Rosa