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HomeMy WebLinkAboutPR 19332: DONATION IN THE AMOUNT OF $10,489.33 FROM PHILLIPS 66 4 ____ City of J ort rthur Texas INTEROFFICE MEMORANDUM Office of the Fire Chief Date: March 10, 2016 To: Brian McDougal, City Manager From: Robert L. Havens, Deputy Fire Chief RE: Proposed Resolution 19332 Nature of the Request: Request for City Council to authorize the Fire Department to accept a directed donation in the amount of$10,489.33 from Phillips 66, through the Sabine Chiefs Association, through the City of Groves, to the City of Port Arthur. This amount, $10,489.33 is donated to the City to cover a portion of the City's cost share portion of the 2014 Port Security Grant Program (PSGP) for projects awarded to enhance the Southeast Texas Regional Radio System. Staff Analysis, Considerations: The Fire Department and Police Department jointly participated in the application, receipt and execution of a PSGP award to the City in the amount of $1,778,000.00 to fund enhancement projects to the Southeast Texas Regional Radio System, which included the construction of the radio tower and repeater installation thereon, located at Savannah Avenue and H.O. Mills Boulevard. The City's cost share portion of this award was $70,238.07. Phillips 66 donated $100,000.00 to the Sabine Neches Chiefs Association to be equitably directed to the shareholders of the SETRRS to partially cover their cost of jointly funding the 2014 PSGP projects. That donation was channeled through the City of Groves to be distributed to the entitled shareholders. The City has already paid their portion of the cost match in the amount of$70,238.07. The City's allocated portion of the Phillips 66 directed donation is $10,489.33. Acceptance of this directed donation would allow the City to recover a portion of their grant share cost and make the PSGP projects more fiscally advantageous to the City. The Fire Chief has determined that accepting this donation is in the best interest of the City. Recommendations: The Fire Department recommends approval of this resolution. Budget Considerations: This directed donation should be deposited in the General Fund to cover monies already expended. "Remember we are here to serve the Citizens of Port Arthur" P. O. BOX 1089 * PORT ARTHUR,TEXAS 77641-1089 * 409/983-8101 * FAX 409/982-6743 P.R. No. 19332 03/11/2016 rlh RESOLUTION NO. A RESOLUTION AUTHORIZING THE ACCEPTANCE OF A DIRECTED DONATION IN THE AMOUNT OF $10 , 489 . 33 FROM PHILLIPS 66 TO COVER A PORTION OF THE CITY' S COST SHARE PORTION OF THE 2014 PORT SECURITY GRANT PROGRAM (PSGP) FOR PROJECTS AWARDED TO ENHANCE THE SOUTHEAST TEXAS REGIONAL RADIO SYSTEM (SETRRS) . WHEREAS, the Port Arthur Fire Department and Police Department jointly participated in the application, receipt and execution of a Port Security Grant Program (PSGP) award to the City in the amount of $1, 778, 000. 00 to fund enhancement projects to the Southeast Texas Regional Radio System (SETRRS) , which included the construction of the radio tower and repeater installation thereon, located at Savannah Avenue and H.O. Mills Boulevard; and WHEREAS, City' s cost share portion of this award was $70, 238 . 07; and WHEREAS, Phillips 66 donated $100, 000 . 00 to the Sabine Neches Chiefs Association to be equitably directed to the shareholders of the SETRRS to partially cover their cost of jointly funding the 2014 PSGP projects; and WHEREAS, that donation was channeled through the City of Groves to be distributed to all entitled shareholders of the SETRRS; and WHEREAS, the City' s portion of the donation was $10, 489 . 33; and WHEREAS, it is in the City' s best fiscal interest to accept this directed donation; and WHEREAS, supporting documents are attached as Exhibit "A" . NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: P.R. No. 19332 03/11/2016 rlh Section 1. That the facts and opinions in the preamble are true and correct . Section 2 . That the Fire Department is hereby authorized to accept on behalf of the City a directed donation from Phillips 66, through the Sabine Neches Chiefs Association, through the City of Groves in the amount of $10, 489. 33 . Section 3 . That a copy of the caption of this resolution shall be spread upon the Minutes of the City Council . READ, ADOPTED AND APPROVED on this day of A. D. , 2016, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: MAYOR: , COUNCILMEMBERS: NOES : Deloris Prince, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: Val Tizeno, City Attorney APPROVED FOR ADMINISTRATION: Brian McDougal, City Manager P.R. No. 19332 03/11/2016 rlh APPROVED AS TO AVAILABILITY OF FUNDS: Jerry Dale, CPA/GFOA ett gii9/14 Interim Director of Finance 61/0407-049.10-330,5-00 FEDiRi; GO&N rt/pont Srcvpl PK'Cfl 4/h 0791-e-,7- No, ,Sao 2. 1 w (e/0—, Clifton Williams, CPPB Acting Purchasing Manager P.R. No. 19332 03/11/2016 rlh EXHIBIT "A" To Whom It May Concern, Please find enclosed two grant applications to Phillip's 66, each for $50,000. Also included is a spreadsheet with the breakdown of how the $100,000 was split out among the 8 jurisdictions who were a party to the 2014 Port Security Grants for the three different projects related to the Regional Radio System. The grant funds were awarded to offset the 20% match each of the entities listed were responsible for in the three grants. As you can see, there were different entities listed for each of the grants, and the grant funds were allocated as they are normally allocated for the 20% match. Also included in the packet is a check in the amount your jurisdiction was awarded based on the allocation determined by the spreadsheet. I am asking each of you to walk the check through the appropriate department in your city to assure the amount is credited to the 2014 Port Security Grant Regional Radio System projects. There is a chance 1 may need additional information from each of you to close this application out. Thanks for your patience and please extend your appreciation to Billy Job with Phillips 66 and a member of SNCA for assisting in getting this grant award. if you have any questions, don't hesitate to contact me at(409)960-5761. Thanks, Dale Jackson, Fire Chief/EMC City of Groves hillips 66 Corporate Citizenship Page 1 of 2 PhillipS66.com Home Review Your Application Please review your impact report information.If you are not ready to submit your impact report at this time,click the"Save Only"button.The impact report will then be available to edit from the Welcome page.Clicking the Submit button will immediately send the report to Phillips 66 and you will then be unable to perform further editing. Contact information *Salutation Chief *first Name Dale *Last Name Jackson *Job Title Fire Chief/EMC *Address 6160 Shod *city Groves *state Texas *Zip Code 77619 *Telephone (409)9635761 *E-mail Address djackson@cigrovestx.corn Request Information *Project Title Grant Match Support for Regional Radio System *Grant Amount 660,000.00 *Project DeScriptien/Purpose As an active member of the Sabine Neches Chiefs Association(SNCA)you have firsthand knowledge of the vast and diverse membership of the organization,which include local first responder entities,state and federal agencies,industry,health,and many other supporting members that make this organization a truly regional response network.In 2006.a Port Security Grant(PSG)was awarded which allowed the region the capability to begin to build the foundation of the regional radio system,and since that time,numerous other grants have been awarded to the region to further enhance the capabilities of the system.As the system grew.more and more entities became system users,which has allowed it to become a true regional system.During the years of building the system,the Department of Homeland Security has made inter-operability the number one priority,and Port Security Grants have continued to be awarded to build out these type systems across the United States.The PSG program is a 75%federal,25%local match,which requires stakeholders and users of the system to meet the 25%match.Currently,there are three projects which have been awarded to enhance the regional radio system,which combined total$2,678,458.00.The federal portion is$2,008,843.50 which leaves the stakeholders having to fund the 25%match ot$669,614.50.As you can see,the local match is quite significant and does put a strain on the first responder organizations to maintain funding to satisfy the 25%match. *Monitoring and Evaluation Please proceed to next section. *Expected Outcomes As an active member of the SNCA.Phillip 66 has continually supported the SNCAs effort in providing a high level of response capability within the region,while also sponsoring projects which greatly enhance the quality of life for communities within the three county area.The SNCA is in need of support in the effort to enhance the regional radio system.The grants mentioned above enhance Public Safety response capabilities of the cities of Beaumont,Nederland,Groves,Port Neches,Port Arthur,Jefferson County.Orange County.Hardin County.and other entities within these counties The impact also affects the operation of Volunteer Fire Departments.Emergency Medical Response,as well as many public safety support agencies within the three county area.Not only will support be realized by these entities,it will also have an impact on the communities whore Phillip 68 employees live.Any consideration of support would be appreciated,and as you can see,this project touches a very large area and many response agencies in the Southeast Texas region.including Phillip 66.It any additional information is needed in consideration of this request,please do not hesitate to contact me at(409)960-5761.Additional information on the Sabine Neches Chief s Association can be found by visiting our web site at snchiefs.com. Gender Served Age Served Income Served Ethnicity Served Impact information ;rvIrsne,t frverinniko,Ar 1 9/111/7(11 Phillips 66 Corporate Citizenship Page 2 of 2 ` indicates required field *Actual Monitoring and Evaluation The match funds for which this grant was provided is monitored by the grant administrator on each of the three projects. *Actual Outcomes The outcome of this project will benefit the entities listed in the grant,helping to offset matching funds on the three projects which these funds are used to offset the matching funds. Actual Gender Served Female Male Actual Age Served Adolescents Adults Children Elderly Actual Income Served under$20,000 $20,000-$35,000 $35,001-$50,000 $50,001-$75,000 $75,001-$100.000 Actual Ethnicity Served 20% African American 20% Asian/Pacific Islander 20% Caucasian 20% Hispanic 20% Native American "Measurable Objectives The funds wit he distributed to offset matching grant funds toward the three projects identified in the grant, which all have to do with interoperability on the Regional Radio system which covers three counties and all entities within. Contribution Use The regional radio system has been an ongoing project for close to 20 years.Each year the region applies for grants to continue to meet P25 standards for interoperability in the region.The three projects identified in this grant ail continue to enhance our communication capabilities within the region.The goal of the region is to continue to work towards full P25 compliance. Publicity The award of those funds was announced at the annual SNCA banquet held on December 5th,2015, recognition will also be given at the regular SNCA meeting set for January 6th.2015 which all members of the SNCA will be in attendance.A picture of the check presentation can also be found on the SNCA website at snchiefs.com. Publicity Photos • Phillips 66 Check presentation.iP0_{ -4 K),uploaded by Dale Jackson on 12/30!201.5 Latest Financial Statements Submit Save Only Need St ri? imriart fnrmcherk 12/30/2015 Phillips 66 Corporate Citizenship Page 1 of 2 phimps66.com Home Review Your Application Please review your impact report information.If you are not ready to submit your impact report at this time,click the"Save Only button.The impact report will then be available to edit from the Welcome page,Cricking the Submit button will immediately send the report to Phillips 66 and you will then be unable to perform further editing, Contact Information *Salutation Chief *First Name Dale *Last Name Jackson *Job Title Fire Chief/EMC *Address 6150 Short it City Groves *State Texas *Zip Code 77819 *Telephone (409)960-5761 *E-mail Address djackson@dgrovestx.com Request Information Project Tele Grant Match Support for Regional Radio System *Grant Amount $50,000.00 *Project Description/Purpose As an active member of the Sabine Neches Griefs Association(SNGA)Phillip's 66 has firsthand knowledge of the vast and diverse membership of the organizationwhich include local first responder entities,stale and federal agencies,industryhealth.and many other supporting members that make this organization a truly regional response network in 2006,a Port Security Grant(PSG)was awarded which allowed the region the capability to begin to build the foundation of the regional radio system,and since that time,numerous other grants have been awarded to the region to further enhance the capabilities of the system.As the system grew,more and more entities became system users,which has allowed Ito become a true regional system.During the years of building the system,the Department of Homeland Security has made interoperability the number one priority,and Port Security Grants have continued to be awarded to build out these type systems across the United States.The PSG program is a 75%federal.25%local match,which requires stakeholders and users of the system to meet the 25%match.Currently,there are three projects which have been awarded to enhance the regional radio system.which combined total$2,678,458.00.The federal portion is$2,008,843,50 which leaves the stakeholders having to fund the 25%match of$669,614.50.As you can see,the local match is quite significant and does put a strain on the first responder organizations to maintain funding to satisfy the 25% match.Over the years,numerous projects have been undertaken,great progress has been made on enhancing the system,and more entities have realized the benefits of merging into the regional radio system The$50.000 request would significantly reduce the amount the stakeholders would need to pay to meet the 25%match. *Monitoring and Evaluation Please proceed to next section. Expected Outcomes As an active member of the SNCA,Phillip 66 has continually supported the SW:Xs effort in providing a high level of response capability within the region,while also sponsoring projects which greatly enhance the quality of life for communities within the three county area.The SNCA is in need of support in the effort to enhance the regional radio system,The grants mentioned above enhance Public Safety response capabilities of the cities of Beaumont.Nederland.Groves.Port Neches.Port Arthur,Jefferson County,Orange County.Hardin County,and other entities within these counties.The impact also affects the operation of Volunteer Fire Departments.Emergency Medical Response,as well as many public safety support agencies within the three county area.Not only will support be realized by these entities,it wilt also have an impact on the communities where Phillip 66 employees live.Any consideration of support would be appreciated,and as you can see,this project touches a very large area and many response agencies in the Southeast Texas region.including Phillip 66.Additional information on the Sabine Neches Chief's Association can be found by visiting our web site at snchiefs.corn Gender Served Age Served • frIrrnoliPet 12/10/2015 Phillips 66 Corporate Citizenship Page 2 of 2 Income Served Ethnicity Served impact information * indicates required field *Actual Monitoring and Evaluation The match funds for which this grant was provided is monitored by the grant administrator an each of the three projects. *Actual Outcomes The outcome of this project will benefit the entities listed in the grant,helping to offset matching funds on the three projects which these funds are used to offset the matching funds Actual Gender Served Female Male Actual Age Served Adolescents Adults Children Elderly Actual Income Served under$20.000 $20,000-$35,000 $35,001-$50,000 $50.001-$75,000 $75.001-$100,000 Actual Ethnicity Served 20% African American 20% Asian/Pacific Islander 20% Caucasian 20% Hispanic 20% Native American Measurable Objectives The funds will be distributed to offset matching grant funds toward the three projects identified in the grant, which all have to do with interoperability on the Regional Radio system which covers three counties and all entities within, Contribution Use The regional radio system has been an ongoing project for close to 20 years.Each year the region applies for grants to continue to meet P25 standards for interoperability within the region.The three projects identified in this grant all continue to enhance our communication capabilities within the region.The goal of the region is to continue to work towards full P25 compliance. 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PO # DESCRIPTION AMOUNT 02/23/2016 PHILLIPS 66 GRANT 09-18043 phillips 66 grant 10,489.33 CHECK TOTAL 10,489.33 Dac MENTis PRINTED ON CHEMICALLY REACTIVE PAPER-THE SACK OF THIS DOCUMENT INCLUDES A TA Rxmorr CHEMICAL RASH WARNING BOX J7 I *SS FIRST FINANCIAL RANK 055372 CITY OF GROVES PORT ARTHUR TX CLAIMS FUND 4°9'736 5951 3947 Lincoln Avenue Groves,TX 77619 DATE 02/26/2016 055372 ,kmouNi 10, 489 . 33 pAN ---- TEN THOUSAND FOUR HUNDRED EIGHTY NINE & 33/10t DOLLAt, - io .fter8i . i CITY OF PORT ARTHUR Aff PO BOX 1089 MAYOR ORDER PORT ARTHUR, TX 77640 it/6 CITY MANAGER