NOAA Weather Radio Grant
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MEMORANDUM
December 27,2004
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: NOAA Weather Radio Grant and Deadline
In September 2004 the City of Dubuque received 570 NOAA weather radios through a
federal grant as the result of the local Hazard Mitigation Planning Process and the local
initiatives the City identified in the plan.
Emergency Management Coordinator Tom Berger recommends City Council approval
of a certification letter which will allow the City to continue with the distribution plan that
meets the needs of the community.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
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Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Thomas I. Berger, Emergency Management Coordinator
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Dubuque County Emergency Management Agency
11 West Ninth Street. Dubuque, IA 52001-4839
Phone (563) 589-4170 . Fax (563) 589-4208
E-Mail: dbqema@mwci.net
Thomas I. Berger, Director
Date:
December 22nd, 2004
To:
City Manager Michael C. Van Milligen
From:
Thomas 1. Berger
Subject:
NOAA weather radio grant and deadline
In September of 2004, the City of Dubuque received 570 NOAA weather radios through
a federal grant as the result of our local Hazard Mitigation Planning Process and our local
initiatives we identified in the plan.
We have since been working on a distribution plan that best meets the needs of the City
of Dubuque to include pre-programming the radios, placing donated batteries with the
radios and identifying special needs populations and organizations that would benefit
most uom the uee radios. The radios have been programmed and are ready for
distribution.
The deadline for distribution uom the State Homeland Security and Emergency
Management Division was November I st. On December 6th the Mayor was sent a
certification form to sign and send to the State. This requires us to track the radio
distribution and be responsible in the event of an audit uom the Federal Government,
which we were required to do in the first place. There was a very short timeftarne to
return the certification to the State. The State program director advised that I should sign
the certification form and fax to IHLSEM to allow us to continue with our distribution
plan.
At this point I am recommending that the City of Dubuque officially sign the certification
letter attached. This will allow us to continue with our distribution plan which meets our
needs as a community. We are prepared to track the location of the radios and we have
the State approved forms to do so. I would anticipate it will take us several weeks to
distribute the radios and then we would have all of the documentation on hand in the
Emergency Management Office in the event of an audit.
Thank you for your consideration on this matter.
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Fidds of Opportunities
STATE OF IOWA
THOMAS J. VILSACK
GOVERNOR
SALLY J. PEDERSON
LT GOVERNOR
DEPARTMENT OF PUBLIC DEFENSE
IOWA HOMELAND SECURITY AND
EMERGENCY MANAGEMENT DIVISION
DA VID L MILLER, ADMINISTRATOR
MAJOR GENERAL RON DARDIS,
HOMELAND SECURJTY ADVISOR TO THE GOVERNOR
December 6, 2004
Mayor Terry Duggan
50 W 13th Street
Dubuque, IA 52001-4864
RE: NOAA Weather Radio Grant (#996-NOAA) for City of Dubuque
Dear Mayor Duggan:
As of today, our office has not received your jurisdiction's NOAA Weather Radio participant
spreadsheets. The deadline for returning the spreadsheets to HLSEM was November I, 2004, As
a result, our records show that your jurisdiction is NON-COMPLIANT with the conditions and
guidelines of the NOAA Weather Radio Grant. Non-compliance is grounds for recoupment of all
radios not accounted for on a participant spreadsheet.
In order to avoid recoupment, one of the following items must be received in the HLSEM office
by Wednesday, Dec. 15, 2004--NO EXCEPTIONS AND NO EXTENSIONS WILL BE
GRANTED!
I.) A complete participant spreadsheet(s) for your jurisdiction which accounts for
EVERY radio received and distributed in your jurisdiction (list of addresses of the physical
location of every radio--see attached).
2.) A sIgned CERTIFICATION LETTER acknowledging responsibility of the
jurisdiction to provide proof of disbursement in the event of a federal audit of the NOAA Weather
Radio Grant (see attached).
Either item may be faxed to the HLSEM office at # 515-281-7539 but an e-mail copy of
participant spreadsheets is preferred (theresa.enright@hlsem.state.ia.us ,
linda.roose@hlsem,state.ia,us).
If you have any questions regarding this letter, please contact Theresa Enright or Linda Roose at
# 515-281-323 L Thank you for your cooperation in this matter.
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Theresa-Enright
Mitigation Grants & Planning Specialist
enclosures
~om Berger, Dubuque County EMC
HOOVER STATE OFFICE BUILDING / LEVEL A / DES MOINES, IOWA 5031 9-01 13/515.281.3231
WWW.IOWAHOMELANDSECURITY.ORG
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Certification
DISTRIBUTION REPRESENT A TNE:
Darwin Polk
ECIA
JURISDICTION OF RECEIPT:
Citv of Dubuque Dubuque Countv
JURISDICTION REPRESENT A TIVE:
CERTIFICATION:
The signature below certifies that the radios received by this jurisdiction under the NOAA Weather Radio
Grant (# 996-NOAA) have been distributed throughout the jurisdiction. Furthermore, this signature
certifies that there are no radios stock-piled at any of the locations of distribution, meaning that there is
not an excessive number of radios in any distribution location beyond that location's need or immediate
functional use.
Signature by the jurisdiction's CEO acknowledges responsibility ofthe jurisdiction to provide proof
of distribution in the event that a federal audit of this grant is required. If the jurisdiction is unable
to provide proof of distribution, the federal government may find the jurisdiction financially
responsible for all radios unaccounted for.
Printed Name--Jurisdiction CEO
Date
Signature--Jurisdiction CEO
FOR OFFICIAL USE ONLY:
Total Number of Radios Distributed to this Jurisdiction:
Total Number of Radios Accounted For (on participant spreadsheets):
Total Number of Radios Not Accounted For:
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Certification
DISTRLBUTiON REPRESENTATIVE:
Darwin Polk
ECIA
JURiSDICTION OF RECEIPT:
City of Dubuque Dubuque Coun1Y
JURISDICTION REPRESENTATIVE:
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CERTIFICATION:
The signature below certifies that the radios received by this jurisdiction under the NOAA Weather Radio
Grant (# 996-NOAA) have been distributed throughout the jurisdiction. Furthermore, this signature
certliles that there are no radios stock-piled at any of the locations of distribution. meaning that there is
not an excessive number of radios in any distribution location beyond that location's need or immediate
functional use.
Signature by the jurisdiction's CEO acknowledges responsibility of the jurisdiction to provide proof
of distribution in the event that a federal audit of this grant is required. If the jurisdiction is unable
to provide proof of distribution, the federal government may lind the jurisdiction linancially
responsible for all radios unaccounted for.
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Printed Name--Jmisdiction CEO
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Signature--Jurisùiction CEO
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Date
FOR OFFICIAL USE ONLY:
Total Number of Radios Distributed to this Jurisdiction:
Total Number" of Radios Accounted For (on participant spreadsheets):
Total Number of Radios Not Accounted For:
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