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~Ml.l : 986/87 :Opy 2 r ell' /e.·· / STATE OF ARIZONA I Department Of Emergency And Military Affairs 5636 EAST McDOWELL ROAD PHOENIX, ARIZONA 85008 TELEPHONE (602) 267·2700 EVAN MECHAM AUTOVON 853·2700 THE ADJUTANT GENERAL GOVERNOR MG OONALO L OWENS DIRECTOR 15 September 1987 The Adjutant General SUBJECT: Annual Report to the Governor nonorable Evan ~kham Governor of Arizona 1700 \'J. Washington Phoenix, Arizona 85007 Dear Governor 1VEcham: The Annual Report of the Adjutant General of Arizona for Fiscal Year 1987 is stUxoitted in accordance with the provisions of Section 25-112, Title 26 of the Arizona Hevised Statutes. The Annual Report reflects the MISSION, ACTIVITIES, and ACHIEVEMENTS of the Department of :Errergency and Military Affairs. The Departn'ent of :&rergency und Military Affairs provides needed services in tines of natural, as well as manmade disasters. ~~, of the Departnent are committed to provide the residents of Arizona the best possible support in tines of potential or actual disaster conditions. The National GUiJrd of Arizona was very actively involved in the Papal visit of 14 September, 1987. In response to requests from the cities of Phoenix and Terrpe, our 700 guardsnen provided support to the police departrrents to protect the public. Very favorable reports have been received regarding our perfonnance. OUr role contributed to a problem free visit. 1be cooperation of the Executive Branch, the State Legislature, and that of contributing state and federal agencies, in support of our accomplishffi2nts, is deeply appreciated. ARIZON,; DEPT OF U;:iKAFlY Respectfully submitted, Attachment I STATE OF ARIZONA j\NNIJj\l~ 1\1~1~()lfl' 111 If) l'IIIIY Nll'I'I ()NllI.. (.(Jl'111) :If) lllll Nil'I'If)Nil'.. «.IJilI11) I)I\'ISIC)N ()l~ I~III~IIC.I~N(~Y SI~lt"I(~I~S ))1~Pl'Il'I')II~N'I' Ol~ I~)IIUUJI~N(~Y liNI) IIII.. I'lilllY lll~lqlIl1S The Department of Emergency and Mi I itary Affairs, commanded by Major General Donald L. Owens, Adjutant General for the state of Arizona, plans for and provides personnel and equipment to contribute to the defense, safety and welfare of the people of Arizona. The Department is prepared to take appropriate action in case of war or natural/man-made disasters. 2 CHIEF AUDITOR MISSION The Department Chief Auditor position was created by the Arizona legislature to conduct periodic financial and c omp I ian c e au d its 0 f e a c h d i vis ion and 0 f f ice i nth e Department of Emergency and Mi I itary Affairs. As prescr ibed by law, the Chief Auditor also audits emergency programs pursuant to ARS 35-192, and determines whether there is compliance with purchasing procedures, bidding procedures, laws and regulations in each division and office. The objective of the Chief Auditor is to assist all members of the Department in the effective discharge of their responsibi I ities by providing objective analyses appraisals, recommendations and pertinent comments concerning the activities reviewed. ACCOMPLISHMENTS Significant accompi ishments during this reporting period included the fol lowing: a. Conducted audits and management studies--associated with manpower al location, el imination of wasteful practice, improved compl iance with law and enhanced internal control over operations--in the fol lowing departments: -- Emergency Services Payrol I and Exception Time Reporting System. -- Nuclear Emergency Management Fund independent audit -- Fol low-up review to the Auditor General's single aud ito f 1984 State active duty program Grasshopper infestation emergency program December 1978 flood emergency program Management reviews and special projects Quarterly reviews of emergency programs for the Arizona Emergency Counci I b. Automated the quarterly review and reporting process on state emergency program financial activities to the Arizona Emergency Councl I. Also, developed automated eudlt programs for greater efficiency and economy. c. Reduced in number and mater i a I i ty the find i ngs by the State Aud i tor Genera I on a recent f I nanc i a I and comp I lance audit. 3 4 RESOURCE MANAGEMENT MISSION The Department Resource Management section directs. formulates, and establ ishes plans; or-ganizes and coordinates operational policies and pr-ocedures ~n the Department relating to personnel, comptroller, budget, purchasing and contracting and administration. PERSONNEL AND ADM I N I STRAT ION Under the d i r- ec t ion 0 f an Administrative Services Officer, this section provides personnel management/administration; administrative support, mai I receipt and distribution, reproduction/printing and switchboard service. Personnel services provide recruitment and placement, classification, salary, leave, employee performance, employee relations, out and in-service training, and personnel records maintenance. There were 370 permanent state positions author ized dur- ing the year, of which 367 were fi I :ed as of June 30. This unit publ ishes orders and compu tes payro I I on a I I state act i ve du tv. The Support Services unit provides a variety of essential support functions to federal and state offices within the Agency. Communications, mail distribution, reproduction, records storage, and graphic arts services are performed by six full-time employees. Mil itary and civi I ian inactive personnel files and other records generated by federal and state offices are retained pending final disposition. Limited micro-filming services are available. Offset and photocopy support is provided under an i nter-governmenta I agreement. Management of a I I telecommunications assets provides support to all faci I ities funded through the state communications accounts. COMPTROLLER The office of the comptroller IS responsible for the administration and accounting of all National Guard funds, state and federa I, wh i ch are on depos it with the State of Arizona. These funds are for use of or in support of the Department and the Division of Mi I itary Affairs. Four employees are assigned to this office, which is supervised by the position of Accounting Office Manager. 5 The state appropriation to the Division of Mi I itary Affairs for FY 87 operating budget was $3,222.400. $1,423,500 was appropriated in FY 87 for Land, Bui Idings and Improvements (LB&I). A balance from incomplete projects carried forward to FY 87 provided an additional $1,093,933, which made $2,517,433 avai lable for capital accounts. This office also performs the accounting and disbursing for nine Service Contract agreements between the National Guard Bureau and the State of Arizona. Federal funds supporting state administered service contract agreements totaled $9,619,800. The Division of rIIi I itary Affairs also accounted for $ 71,142 reimbursable funds expended in support of emergencies within the state. BUDGET The Budget Officer develops an annual agency-wide budget, from the ca I I to leg is I at i ve act ion. He oversees the execution of Department managed funds, both federal and state. For fiscal year 87, the Department initially received an appropriation in the amount of $6,139,236 as fo I lows: Mi I itary Affairs $3,221 ,400 Emergency Services 468,000 CI if ton Flood 568,136 Through the Nuclear Emergency Management fund, an additional $458,200 was provided. The Capital Outlay bi I I also appropr iated $1,423,500 for capital improvements, armory design and construction and bui Iding renewal. PURCHASING AND CONTRACTING The Purchasing and Contracting Staff provides a central ized purchasing and contracting service in support of requirements of each Division. This unit would augment as necessary to provide support during declared emergencies. The Department entered into either design or supervision of construction contracts with eight (8) different Architect/Engineering (A/E) firms on thirteen (13) projects totally $248,730 in fees. Additionally, twenty eight (28) construction contracts were awarded, or finalized with twenty two (22) different construction 6 contractors total ing $5,261,686. This office processed over 2760 purchase orders representing a total dollar value of $2,435,000. Eight (8) service contract agreements were administered, providing operation, maintenance, security services for both Army and Air National Guard faci I ities. The total amount of these agreements was $6,208,595 of which the federal government provided $5,590,200 and the State $618,395. ACCOMPLISHMENTS Significant accomp I i shments include the fo I low i ng: a. Successful passage of legislation to permit Department fire fighters to participate in the Publ ic Safety Personnel Ret i rement System was fo I lowed by transferr i ng 36 Firefighters in September 1986. b. Revision of statutes covering use of mi I itary leave. c. Consol idation and simpl ification of the communications b i I ling procedures. d. Successfully executed by FY 87 budget programs. e. Awarded the contract resulting in the completion of the Showlow armory. STATE OF ARIZONA j-\J",'l'11U~ 1\1~1)()lrr 7 8 I)Il'ISIC)N C)I~ IIIIJI1'llllY lll~l41lIllS MISSION The Arizona DIvIsion of Military Affairs plans and for the defense, safety, and welfare of the people of the State of Arizona. The division is responsible to train personnel and provIde serviceahle equipment In the event of natural or man-made emergencies. ORGANIZATION The Division of Military Affairs is composed of the Arizona Army National Guard and the Arizona Air NatIonal Guard under the direction of the state positIon of Director. The division has been commanded by retlri~g BrigadIer General Robert B. Pettycrew. On July l, ~987. the divislon will be directed by Brigadier General selectee, Col. Feter D. TOSI Jr. PERSONNEL There are three categories of personnel: full­ tlme employees of the State, full-time employees of the Federal government (including military active duty personnel), and drill-status members of the Arizona National Guard who normally participate in mllitary traIning one weekend a month and 15 additional days each year.
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