Fiscal Note
The cost for the safe room construction project is estimated to be $1,568,210, of which $1,176,158 will be funded from a U.S. Department of Homeland Security, Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant; and, $196,026 will be funded from a Wisconsin Division of Emergency Management (WEM) Hazard Mitigation Grant. The required local match of $196,026 will be met as follows: the in-kind value ($114,120) of the land and easements needed for the project will be donated to the City by Highland Manor Associates, Limited Partnership; and, the City will allocate $81,906 towards the cost of constructing the safe room. In addition to these costs, the City of Madison will also provide $65,000 to cover construction costs not eligible for FEMA/WEM funding. These ineligible costs are associated with a storage room within the shelter designed to hold Parks equipment. Funding for this project is contained within the 2013 Parks Capital Budget, Project No. 22 "Highland Manor Storm Shelter."
While the indemnification clause increases the City's exposure to risk, the City has coverage for indemnification clauses under its current insurance policy, subject to the policy's terms and conditions.
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Authorizing City Engineer Rob Phillips to enter into an agreement with the Wisconsin Division of Emergency Management (WEM) to accept a Hazard Mitigation Grant of $1,176,158 from the U.S. Department of Homeland Security, Federal Emergency Management Agency (FEMA) and a WEM Hazard Mitigation Grant of $196,026 for construction of a safe room in the Highland Manor Manufactured Home Community ("Highland Manor").
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WHEREAS, Highland Manor, located at 1501-1515 Moorland Rd. in the City of Madison has 361 improved sites, approximately 243 of which were occupied as of May, 2012. There are estimated to be approximately 544 City residents currently living in Highland Manor, and the entire property may eventually house 813 City residents if fully occupied. Highland Manor is currently owned and operated by Highland Manor Associates, Limited Partnership ("HMA"); and,
WHEREAS, local emergency preparedness officials have identified Highland Manor as a residential community that could greatly benefit from the construction of a safe room that could accommodate residents in the event of tornados or high wind events; and,
WHEREAS, South Side Way, the proposed site of the project, is City right of way located within the Highland Manor property and is being converted to parkland;
WHEREAS, the City Parks Division has agreed that the safe room and parkland surrounding it will be managed as a dual use facility by the Parks Division in conjunction with the City of Madison and Dane County Emergency Management. The Parks Division commits to maintaining the structure as a safe room at all times but will also manage the facility as a reservable shelter accessible to members of the public, including the residents of Highland Manor, on a permit basis; and,
WHEREAS, in July 2012, the City applied to WEM and FEMA for federal funding to build a safe room within Highland Manor through the Section 404-Hazard Mitigation Grant Program (HMGP) and has received approval from FEMA for funding of up to $1,176,158 for this project. The City has also been awarded grant funding of $196,026 from WEM for the project. The local share requirement of $196,026, or 12.5%, is included in the 2013 Parks Division Capital Budget;
NOW THEREFORE BE IT RESOLVED, that City Engineer Rob Phillips is authorized to enter into an agreement with WEM to receive a FEMA HMGP grant of $1,176,158 and a WEM HMGP grant of $196,026 for construction of the Highland Manor safe room and to execute documents required to administer the project and request reimbursement.
AND BE IT FURTHER RESOLVED, that the Common Council approves indemnification of the State of Wisconsin and the Department of Military Affairs, Division of Emergency Management, its agents and employees as set forth in the agreement in order to use funds from the grant award.