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County to appropriate $28,738 upfront for FEMA BRIC hazard-mitigation planning
Summary
County emergency management staff asked the board to appropriate roughly $28,738 to cover the initial invoice from Burton Planning to update the county’s hazard mitigation plan under a BRIC FY2023 grant; staff said the cost will be submitted for reimbursement.
Williams County emergency management staff told commissioners the county received a FY2023 Building Resilient Infrastructure and Communities (BRIC) grant and needs a supplemental appropriation to cover the upfront invoice for a contractor updating the county hazard mitigation plan.
An EMA staff member said the BRIC award totals $38,317.33; the grant will cover $28,738 while the county’s match or contribution totals $9,579.33. Burton Planning, the contracted consultant, bills at milestone percentages (10%, 40%, 20.5%, 20.5%); the firm billed the county for the initial 10% after the first meeting. The appropriation request before the board would cover that first invoice so staff can pay Burton Planning and then submit the invoice to FEMA for reimbursement.
Staff described the planning process: the updated mitigation plan is required for FEMA approval before the county can apply for future hazard-mitigation project funding. EMA staff said the plan update process includes public meetings and participation-based in-kind match: FEMA awards a specified dollar-amount credit for each resident who attends the public meetings. Staff asked commissioners to encourage township trustees, police and fire chiefs, and other local stakeholders to attend; the next public meeting was scheduled for May 15, with a daytime and an evening session to improve attendance.
Commissioners pressed for documentation and post-reimbursement reporting. One commissioner asked staff to send an email to the board after the county receives the BRIC reimbursement so the board can confirm the funds returned to the general fund. Staff said the grant has a guaranteed minimum 75% reimbursement rate and that the county should expect to recover most of the appropriation if participation goals are met.
The appropriation described in the discussion is to cover the upfront contractor invoice only; reimbursement claims will be submitted to the BRIC grant for payment once paid. The board did not adopt a formal ordinance on record in the excerpt provided; staff said the amount will be covered by a supplemental appropriation and that further reporting will be provided to the board.
