CM-10-03-068Texas Division of Eniergency Management
State Administrative Agency
TDE — SAA Information Bulletin
No. 14
December 1, 2009
To: All Texas State Homeland Security Grant Program Points of Contact
From: Jack Colley
Assistant Director / Chief, Texas Division of Emergency Management
Subject: Grant Funded Out -Of -State Travel
This bulletin alters the approval process for an out-of-state travel request.
Effective immediately, sub -grantees must provide documentation or letter signed by their Chief
Elected Official authorizing them to travel out-of-state. (If signed by someone other than the
elected official, please attach the document which authorizes that person to sign.) This
documentation must be uploaded and attached to the expenditure request in SPARS before the
expenditure will be approved. There will be no letter from Chief Colley authorizing the travel.
The following information should be provided within the documentation:
Who is traveling (either name(s) or number of people if you don't know)
Reason for travel
Where (City and State)
When (provide the travel dates)
Grant Information (grant and grant year)
If you have any additional questions, please feel free to contact the
Texas Division of Emergency Management (TDEM)/State Administrative Agency (SAA) by e-
mail at SAA@bcdps.state.tx.us or by fax at (512) 206-3137.
RESOLUTION NO. R- 10-0 1-28-10C 1
WHEREAS, the City of Round Rock ("City") desires to authorize
the City Manager to sign a travel and reimbursement request related
to the Homeland Security Grant Program, covering travel for grant -
related activities funded through the Strategic Program Area Reviews
System (SPARS), including out-of-state travel, and
WHEREAS, the City does so in compliance with TDEM-SAA
Information Bulletin No. 14 dated December 1, 2009, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK,
TEXAS,
That the City Manager is hereby authorized and directed to sign
the travel and reimbursement documentation related to SPARS,
including the one attached hereto as Exhibit "A" and incorporated
herein by reference for all purposes.
The City Council hereby finds and declares that written notice
of the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to
the public as required by law at all times during which this
Resolution and the subject matter hereof were discussed, considered
and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 28th day of Januar, 2010.
ALAN MCGRAW, Mayor
City of Round Rock, Texas
ATTEST:
SARA . WHITE, City Secretary
O:\wdox\SCC1nt8\0112\1005\MUNICIPAL\00180708.DOC/jkg
TRAVEL AND REIMBURSEMENT REQUEST FOR OUT-OF-STATE TRAVEL
This document is provided in compliance with TDEM-SAA Information Bulletin No. 14 dated
December 1, 2009.
The City of Austin, Texas is the Prime Recipient for the UASI grant, and the City of Round
Rock, Texas, is a sub -recipient thereunder.
By Resolution No. R -10-01-28-10C1, the City Council of the City of Round Rock authorized the
City Manager to sign all travel and reimbursement documentation related to Homeland Security,
covering travel for grant -related activities funded through the State Preparedness Assessment and
Reporting Service (SPARS), including out-of-state travel.
I, James R. Nuse, City Manager of the City of Round Rock, Texas, by signature hereon, author-
ize the following out-of-state travel and training:
Training: 2010 National UASI Conference
Dates: June 21-24, 2010
Location: New Orleans, LA
Staff Attendees: EMC Brad Bradford
Purpose: Conference provides forum for exchange of information on both
technical and managerial aspects of UASI program, including net-
working and discussing best practices with 62 Urban Areas across
the Nation in 54 states, territories and districts. Discuss Homeland
Security Grant Programs with FEMA Grant Programs Staff. Par-
ticipate in information sharing panels in program management,
planning, training & exercises, CBRNE, Interoperable Communi-
cations and other subjects.
Grant:
Benefit:
2008 UASI
City of Round Rock and Austin -Round Rock UASI Urban Area
will benefit from networking and planning opportunities provided.
CITY OF ROUND ROCK, TEXAS
BY:
Printed Name: Ja R. Nuse, P.E.
Title: anager
Date Signed: 3-940-1O
ATTEST: FOR CITY, APPROVED AS TO FORM:
1,00e
Sara L. White, City Secretary
1\i/A
Stephen L. Sheets, City Attorney
DATE: February 19, 2010
SUBJECT: Requesting City Manager's signature for grant funded travel to National UASI
Conference in New Orleans, LA, June 21-24, 2010.
ITEM:
Brad Bradford is requesting the City Manager's approval and signature for grant
funded travel to the June 21-24, 2010, National UASI Conference in New Orleans,
LA. Additional time may be needed to include pre- and post -conference travel.
Funding will be from the 2008 UASI grant.
Per guidance from State Administrative Agency Bulletin 14, December 1, 2009,
the Chief Official or his designee must sign travel approvals for out-of-state tra-
vel. Resolution "R -10-01-28-10C1" authorizes City Manager to sign travel and
reimbursement request related to Homeland Security Grant Program covering
out-of-state travel for grant -related activities funded through State Preparedness
Assessment and Reporting Service (SPARS).
No agenda is available yet; however, Urban Area expenditure requests will be
entered in SPARS on February 26th, and arrangements need to be made shortly
in order to secure registration and hotel.
Department: Administration
Staff Person: Sara White / Monique Adams
Justification: The UASI Conference brings UASI participants, State Administrative Agencies,
Department of Homeland Security officials and private sector partners together
in an open environment for the purpose of exchanging of information on both
technical and managerial aspects of the program. This conference is vital to the
Austin -Round Rock UASI program in that we gain knowledge of best practices,
network with peer UASIs, and learn programmatic and technical information that
assists our planning efforts.
Strategic Plan Relevance: Safety and Security — Goal 30.0: Residents, Visitors and Businesses
continue to experience a high and timely level of public safety and
security; Goal 31.0: Remain prepared to manage disasters and
emergencies
Funding: Cost: TBD
Source of funds: UASI FY08 Grant Funds
Outside Resources (if applicable): UASI FY08 Grant funds
Public Comment (if applicable): n/a
UPDATED: October 19, 2009
10.19.09ED
Request for City Council/City Manager Action
City Council En City Manager
Submit completed form for all City Manager and City Council approvals.
Department Name: Administration
Contact Person: Sara White / Monique Adams
Project Mgr/Resource: Brad Bradford
Project Coordinator:
Assigned Attomey:
City Council or City Manager Approval Date:
Agenda Wording
Fa rChgtt itg Re ONLY
Receive MAR 2 4 2010
Tag #:
et.
( -Q " S
Original Documents Received: 2
Project Name: Travel to National UASI Conference
ContractorNendor:
Funding Source: General Fund
Additional funding Source: UASI FY08 Grant
Amount: TBD
Account Number:
26 -Feb -10
Requesting City Manager's signature for grant funded travel to National UASI Conference in New Orleans, LA, June 21-24, 2010.
Finance Information
Is Funding Required?
Yes ■ Nott::;
= Initial Construction Contract
= Construction Contract Amendment #
change order #
=Change in Quantity =Unforeseen Circumstances
= Initial Professional Services Agreement
= Supplemental Professional Service Agreement
= Purchasing/Service Agreement
= Purchase Order
Item(s) to be purchased
Other (Please clearly identify action below)
Amount
Required for Submission of ALL City Council and City Manager Items
Project Mgr. Signature: Brad Bradford Date:
Dept. Director Signature: Date:
'City Attorney Signature: . N r `' Date:
City Manager Signature: ---- Date: 214r `O
8 -Feb -10
*City Attomey signature is required for all items.
REVISED 2/24/2010
CONTRACT APPROVAL FORM FOR CITY MANAGER ACTION
Required for Submission of Specific City Manager Items Under $20,000
Department Name: Administration
Project Mgr/Resource: Brad Bradford
=City Manager Approval
CMA Wording
Letter authorizing travel related to Homeland
Project Name: Security Grants.
Contractor/Vendor:
Consider authorizing the City Manager to sign a travel and reinbursement request related to the Homeland Security Grant
Program covering out-of-state travel for grant -related activities funded through the State Preparedness Assessment and
Reporting Service (SPARS).
Approval
Q Employee EE Bowden
Notes/Comments
Date 3-17