Funding Subcommittee
Meeting Minutes / May 9, 2016
1. Call To Order
A. Allen Metheny, Chairman, convened the Funding Subcommittee meeting for the Delaware Homeland Security Terrorism Preparedness Working Group (DHSTPWG) at 12:30 p.m. in the Delaware Emergency Management Agency (DEMA) Training Classroom. The following documents were provided to all meeting participants:
1) Meeting Notice and Agenda
2) DHSTPWG Funding Subcommittee Meeting Minutes, April 9, 2016
3) Reallocation Summary
B. An introduction of all committee members and DEMA personnel was conducted.
C. Minutes from the April 9, 2016 meeting were reviewed and approved. (Motion Approved: Robert Newnam; Second: Monroe Hudson – Passed Unanimously)
2. Old Business
A. Current Grant Status FY 14/15
1) Mr. Arnold Maas with DEMA presented the current status of FY14 and FY15. FY14 is going well, although there may be some money returned to Projects Unfunded (PUF). Some of the issues arising are coming from changes in scope to work and those changes resulting in additional requirements that may not be completed in time. FY15 is moving along without much of an issue.
3. New Business
A. Reallocation Requests
The following reallocation requests were approved by the subcommittee.
FY14, EMS, Investment 2, SHSP
Sussex County EMS is requesting an additional $291.00 to cover the lettering of their trailer for the upgraded gator. The Following justification was provided: The lettering and striping will be reflective in order to provide extra visibility and protection for EMS staff. The original quote given by the company did not include the reflective type of lettering, which is why there was an increase. Kent County EMS is willing to have the money reallocated from their Medical Supply Sustainment budget line to the Medical Gator Upgrade budget line to assist Sussex County EMS. This EMS equipment is an allowable expense under the current Authorized Equipment list (AEL). (Motion Approved: Robert Newnam; Second: Dwayne Day – Passed Unanimously)
FY14, FS, Investment 4, SHSP
The Fire Service is requesting the reallocation of $63,959.80 from the Fire Service Maintenance budget line (Safeware) to the Special Operations Sustainment budget line. The following justification was provided: Fire years ago the Fire Service obtained Q-Rae II, 4 gas meters for all of the state fire companies, the state fire school, and the City of Wilmington Fire Department. The units are reaching their programmed service life. Fire service was notified that approximately 20 unites ahve been returned to them for service on our yearly maintenance contract, and due to their age, all senseors need to be replaced along with the lithium batteries in order to make them fully operational again. Adding in the cost of repairs and calidbration the cost per unit will be $851.40. It is for these reasons we suggest we turn in the Q-Rae II meters from the fire companies and replace them with newer technology since their useful service life will be coming to an end. The cost per new unites will be approximately $785.00 to $810.00 per or about a $41.00 to $660 savings. This FS equipment is an allowable expense under the current Authorized Equipment List (AEL).
Mr. Arnold Maas of DEMA also let the committee know that as of this morning, Safeware has submitted a number of invoices totaling $40,000. He made note that we could use any of the remaining funds to start upgrading equipment and continue to work with this project going into FY15. Members noted that Q-Rae and the suggested Drager units have some operational differences and perhaps it would be best left to the individual departments to determine what they want to use. A motion was made to accept the reallocation with the stipulations surrounding the Safeware invoices and other information. (Motion Approved: Robert Newnam; Second: Sandra Ennis-Alexander – Passed Unanimously)
B. Project for Consideration - DelDOT
DelDOT brought a project to the subcommittee's attention. This project would be to install data links across the state, starting with the DelDOT/DEMA building. This information would be available to anyone who needed to access it. Mr. Dwayne Day stated that one of the new links was placed in Sussex County and the images received were much better than previous iterations. It would cost approximately $75,000.00 for each antenna, with the state needing 3 for optimal coverage. Mr. Day was asking for any left over funding to be put towards this project within FY14 or FY15. The question was asked about who bought the first one in Sussex County and if it was allowable under the AEL. Mr. Day was not sure. It was also mentioned that such a project may need an EHP to be completed by DHS/FEMA which could take up to 90 days.
This discussion then led into a greater discussion on a more general project list that could be looked at to use when PUF becomes available. This list will be a rolling list of projects to be addressed routinely when PUF comes available and also be vetted for drastic changes. Additions to the list will be needed at least a week ahead of the meeting and having any documentation, such as quotes, model numbers, or EHP reports done at time of presentation would be welcome. The group agreed to start this list, adding DelDOT's project to it. (Motion - Joseph Hughes, Second - Colin Faulkner, Passed Unanimously)
C. Open to Floor
Nothing Additional. Motion to adjourn by Robert Newnam, seconded by Dwayne Day.
4. Next Meeting – The next meeting is scheduled for June 13, 2016 at 12:30 p.m. at DEMA.
Attachments: Attendance Roster
Note: All Meeting Handouts are available upon request.
Minutes approved electronically by Allen Metheny.
MEETING ATTENDANCE ROSTERName / Agency
Voting Members
Allen Metheny / Subcommittee Chair
Amy Anthony / DMV
Sandra Ennis-Alexander / DTI
Colin Faulkner / Kent County Public Safety
Monroe Hudson / DPS
Regina Jones / DMV
Carl Luft / DLLG
Marny McLee / Citizen Corps
David Mick / Kent County Department of Public Safety
Robert Newnam / Delaware State Fire School
Suzanne Raab-Long / DE Healthcare Association
Robert Schoonover / SCEMS-Proxy for Sussex EMA
Tim Sexton / Division of Public Health
Kevin Sipple / Kent County Public Safety
Lisa Tanielian / DDA
Funding Subcommittee Guests
Dwayne Day / DelDOT/Alternative for PW
Joseph Hughes / League of Local Governments
Delaware Emergency Management Agency Staff
Edward Lee / Principal Planner
Shaun Diggs / Terrorism Preparedness Management Analyst
Renee Hupp / Terrorism Preparedness Planner
Arnold Maas / Terrorism Preparedness Planner
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