AGENDA. APPROVAL OF MINUTES FROM THE APRIL 14, 2009 BUDGET SUBCOMMITTEE MEETING (Attachment III)

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1 Central Oklahoma Urban Area Security Initiative (UASI) BUDGET SUBCOMMITTEE MEETING Tuesday, May 12, p.m. Association of Central Oklahoma Governments (ACOG) 21 E. Main Street, Suite 100 Oklahoma City, Oklahoma l. CALL TO ORDER AGENDA II. lll. INTRODUCTIONS APPROVAL OF MINUTES FROM THE APRIL 14, 2009 BUDGET SUBCOMMITTEE MEETING (Attachment III) Action Requested: Motion to approve minutes from the April 14, 2009 meeting. IV. STATUS OF FFY 06 & FFY 07 UASI GRANT FUNDS INFORMATION: ACOG will provide the Budget Subcommittee an update on the current status of FFY 06 & FFY 07 UASI grant funds. Action Requested: As desired by the Budget Subcommittee V. REVIEW AND APPROVE FFY 06, FFY 07, and FFY 08 BUDGET DETAIL WORKSHEETS (BDWS) SUBMITTED TO ACOG A. Cardiac Science AED Adapter for Interface for All Hazards Response (2006) B. Equipment for Edmond Police Department for All Hazards Response (2007) C. Equipment for Edmond Fire Department for All Hazards Response (2007) D. Computer Networking Hardware and Installation for Regional EOC (2008) E. Network Firewall and Equipment for Regional EOC (2008) F. Exalt Tri-band 5 GHZ TDD Radio System for Regional EOC (2008) G. M & A Funds (2008) INFORMATION: Projects Points of Contact will provide information to the Budget Subcommittee on any Budget Detail Worksheets submitted to ACOG. 1

2 Action Requested: Motion to approve individual BDWs. VI. DISCUSS POSSIBLE RESCHEDULING OF JUNE BUDGET SUBCOMMITTEE MEETING The next Budget Subcommittee meeting is scheduled for June 9, The 2009 National UASI Conference is scheduled to begin on that date. The Chairman of the Budget Subcommittee and other voting members of the Budget Subcommittee as well as some ACOG staff and State Office of Homeland Security staff plan to attend this conference. It has been suggested that this meeting be rescheduled. ACOG staff is proposing that the June Budget Subcommittee meeting be rescheduled for Tuesday, June 16. The meeting will be held at the Regional Emergency Operations Center beginning at 1:30 p.m. Action Requested: Motion to approve rescheduling of the June Budget Subcommittee meeting to June 16, VII. VIII. OTHER DISCUSSION ITEMS ADJOURN 2

3 ATTACHMENT III Central Oklahoma Urban Area Security Initiative (UASI) BUDGET SUBCOMMITTEE MEETING Minutes April 14, 2009 A meeting of the Central Oklahoma Urban Area Security Initiative (UASI) Budget Subcommittee convened at 1:30 p.m., April 14, 2009, in the ACOG Conference Room, 21 E. Main, Suite 100, Oklahoma City, Oklahoma. This meeting was held as indicated by advance notice filed with the Oklahoma County Clerk and by notice posted at the ACOG offices. PRESIDING Don Lynch, Shawnee /Pott. County Emergency Management VOTING MEMBERS PRESENT M. T. Berry, City of Oklahoma City Mike Bower, City of Midwest City Pat Byrne, Oklahoma City Police Department Larry Hansen, Oklahoma City Fire Department Tina Johnson, Pottawatomie County Health Department Scott Mason, Putnam North Animal Hospital George Mauldin, City of Norman Michael Murphy, EMSA Jerry Smith, Canadian County OTHERS PRESENT Frank Barnes, City of Oklahoma City David Ball, Logan County Randy Castle, Oklahoma City Police Department Leslie Cole, May Ave. Animal Hospital Chris Fields, Oklahoma City Fire Department Jimmy Gibson, City of Shawnee Chuck Linhardt, City of Edmond Mike Magee, Edmond Emergency Management 3

4 ACOG STAFF Steve Willoughby, Division Director Diane McCullough, Grants Program Manager Barbara Hurdman, Department Secretary OKLAHOMA OFFICE OF HOMELAND SECURITY Steve Almon, Oklahoma Office of Homeland Security Ginny Andrews, Oklahoma Office of Homeland Security Brook Arbeitman, Oklahoma Office of Homeland Security DEPARTMENT OF HOMELAND SECURITY Matt Bower, FEMA Department of Homeland Security Dante Stellar, FEMA Department of Homeland Security l. CALL TO ORDER Don Lynch called the meeting to order at 1:30 p.m. Mr. Lynch announced that John Bridges has resigned as chair of this subcommittee due to expanded job duties in Yukon. Because of this, the Executive Committee has appointed Mr. Lynch chair of the Budget Subcommittee. ll. INTRODUCTIONS Self-introductions were made around the room. lll. APPROVAL OF MINUTES FROM THE MARCH 17, 2009 BUDGET SUBCOMMITTE MEETING Mike Bower made a motion to approve the minutes. Larry Hansen seconded the motion. It carried with the following votes: AYE: NAY: Berry, Bower, Byrne, Hansen, T. Johnson, Lynch, Mauldin, Murphy and Smith None ABSTAIN: None 4

5 IV. STATUS OF FFY 06 AND FFY 07 UASI GRANT FUNDS Diane McCullough said for FFY 06, the amount left to encumber is approximately $443,000. She said she made a couple of major purchases last month using FFY 07 grant funds and there s a little over $1,000, left to encumber. Ms. McCullough said that some of the FFY 06 purchases that she was told would not come in until June or July have already come in. Ms. McCullough said she is continuing to receive approval letters and reimbursements from the State. V. REVIEW AND APPROVE FFY 06 AND FFY 07 BUDGET DETAIL WORKSHEETS (BDWs) SUBMITTED TO ACOG Diane McCullough said she has two BDWs that have been submitted for possible approval. These BDWs were contained in the agenda packet. A. The BDW was submitted by Mike Murphy for fencing for Warehouse and Inventory Storage for the MMRS Med and Public Health project for FFY 07. The total of the BDW is $6, Larry Hansen made a motion to approve the BDW. Tina Johnson seconded the motion. It carried with the following votes: AYE: NAY: ABSTAIN: Berry, Bower, Byrne, Hansen, T. Johnson, Lynch, Mason, Mauldin, Murphy and Smith None None B. The BDW was submitted by Larry Hansen for the 2009 UASI Conference to include registration, travel (airline and mileage), hotel and meals for the All Hazards Response project for FFY 07. There will be three people from the UASI going to the conference. The total of the BDW is $4, Tina Johnson made a motion to approve the BDW. Scott Mason seconded the motion. It carried with the following votes: AYE: Berry, Bower, Byrne, Hansen, T. Johnson, Lynch, Mason, Mauldin, Murphy and Smith 5

6 NAY: None ABSTAIN: None VI. DISCUSS AND CONSIDER FOLLOW-UP ACTION TO LETTER FROM KERRY PETTINGILL Don Lynch discussed the letter that was received from Kerry Pettingill, Director of the Oklahoma Office of Homeland Security, regarding the denial of the request to purchase a boat and dive team equipment for Edmond. Mr. Pettingill said in the letter that these two projects do not benefit the Urban Area as a whole. He also said to warrant such expenditures, regardless of allowability, it must be demonstrated to him that a capability gap exists and that has not been done. Mr. Pettingill gave the Budget Subcommittee some questions that should be contemplated in the future as COUASI funding requests are reviewed and approved by the Budget Subcommittee. One of those was whether or not a gap analysis had been to determine what needs exists. Mike Murphy asked if there had been a gap analysis done on the water rescue capability. Brook Arbeitman said that one had not been done. Mr. Murphy said maybe a gap analysis should be done on the Oklahoma River if there was the capability to cover that. There was more discussion on having a gap analysis done. Frank Barnes said it would be very time consuming when trying to gather all the information. Mr. Lynch said he brought the letter before the Budget Subcommittee to see if the Budget Subcommittee wanted to re-obligate the money for these two projects. There was some discussion about the two projects. Larry Hansen requested that the money be kept in the projects. VII. POLICIES AND PROCEDURES FOR THE BUDGET SUBCOMMITTEE Brook Arbeitman said that each subcommittee needs to have policies and procedures to distribute to people when they step into a new position on that subcommittee. She said this would help them understand the process. Ms. Arbeitman asked for volunteers for this committee. She said Steve Almon will be overseeing this committee. Don Lynch, George Mauldin, Chris Fields, Scott Mason, volunteered to work on the policies and procedures for the Budget Subcommittee. Diane McCullough and Ginny Andrews will also work with the committee. VIII. OTHER DISCUSSION ITEMS Matt Bower, DHS Central Division Branch Chief, talked about the FFY 2009 Grant Funds. Mr. Bower said that the Oklahoma Office of Homeland Security should know sometime in June the target allocation for the FFY 09 Grant Fund, then six or eight weeks after that the 6

7 Oklahoma Office of Homeland Security will be receiving the FFY 09 Grant Funds and that information would then be passed on to the COUASI. Brook Arbeitman said this will be her last Budget Subcommittee meeting and the Budget Subcommittee should make Steve Almon their point of contact. Diane McCullough said that the FFY 08 Memorandum of Understanding (MOU) has arrived at ACOG, and it will be put on the agenda for the April 30 Board Meeting for approval. Ms. McCullough said that the BDWs for FFY 08 funds will go on the May Budget Subcommittee agenda and they have to be turned in a week before the meeting. Jimmy Gibson said there would be a Strategic Planning Subcommittee meeting following the Working Group meeting on April 28, IX. ADJOURN Don Lynch adjourned the meeting at 2:20 p.m. 7

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