Item No. 10.
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:OFFICE OF THE CITY MANAGER
BY:RAKDY KHLOK, EMERGENCY PREPAREDNESS PROGRAM MANAGER
DATE:SEPTEMBER 8, 2026
SUBJECT:
DESIGNATION OF AUTHORIZED AGENTS FOR THE PRE-DISASTER MITIGATION
GRANT FORM TO ENSURE THE CITY CAN OBTAIN FINANCIAL ASSISTANCE FOR
EMERGENCIES/DISASTERS
EXECUTIVE SUMMARY
The City Council will consider approving the Designation of Authorized Agents-Pre-Disaster Mitigation Grant Form to be eligible to apply for disaster assistance from any existing or future grant program. The California Governor’s Office of Emergency Services Designation of Applicant’s Agent Resolution for Non-State Agencies, Form OES- FPD-130 (Cal OES Form 130), designates Authorized Agents who may execute applications for disaster assistance on behalf of the City. The individuals recommended for authorization include the City Manager, Fire Chief, and the Director of Finance and Information Technology. A universal resolution makes the form applicable to all open disasters and disasters declared within three years from the date of approval until closeout.
RECOMMENDATION
That the City Council:
1. Approve the Designation of Authorized Agents - Pre-Disaster Mitigation Grant Form to ensure the City can obtain financial assistance for emergencies/disasters;
2. Authorize the City Clerk to certify the Designation of Authorized Agents- Pre-Disaster Mitigation Grant Form; and,
3. Authorize the City Manager to execute any and all amendments to the Form as deemed necessary.
BACKGROUND
The California Governor ’s Office of Emergency Services (Cal OES) coordinates with the Federal Emergency Management Agency (FEMA) to provide federal financial assistance for disaster relief when state and local resources are insufficient to meet recovery needs. To maintain eligibility for FEMA funding, avoid payment delays, and reduce the risk of federal fund deobligation, Cal OES Form 130 must be completed every three years.
Non-state agencies in California, such as the City of Downey, are required to complete Cal OES Designation of Applicant’s Agent Resolution for Non-State Agencies Form OES-FPD-130 (Cal OES Form 130) and submit it with any application for disaster assistance. This form designates Authorized Agents who may execute applications on behalf of the City for the purpose of obtaining financial assistance for any existing or future grant programs, including, but not limited to any of the following:
Federally declared Disaster (DR), Fire Mitigation Assistance Grant (FMAG), California State Only Disaster (CDAA), Immediate Services Program (ISP), Hazard Mitigation Grant Program (HMGP), Building Resilient
Infrastructure and Communities (BRIC), Legislative Pre-Disaster Mitigation Program (LPDM) Public Law 93-288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act Flood Mitigation Assistance Program (FMA), under Section 1366 of the National Flood Insurance Act of 1968 National Earthquake Hazards Reduction Program (NEHRP) 42 U.S. Code 7704 (b) (2) (A) (ix) and 42 U.S.
Code 7704 (b) (2) (B) National Earthquake Hazards Reduction Program, and also The Consolidated Appropriations Act, 2018, Div. F, Department of Homeland Security Appropriations Act, 2018, Pub. L. No. 115- 141
California Early Earthquake Warning (CEEW) under CA Gov Code – Gov, Title 2, Div. 1, Chapter 7, Article 5, Sections 8587.8, 8587.11, 8587.12
The City Council last authorized the City Clerk to certify Cal OES Form 130 with a universal resolution on September 12, 2023. Staff request the City Council authorize the City Clerk to certify the attached Cal OES Form 130 as a routine update of this form.
ANALYSIS
On Cal OES Form 130, the Authorized Agent resolution may be designated as either universal or disaster-specific.
A universal resolution is applicable to all open disasters and disasters declared within three years from the date of approval until closeout, unless superseded by a newer resolution prior to expiration. A disaster-specific resolution only applies to a specific disaster until closeout, unless superseded. Staff recommends the City complete Cal OES Form 130 with a universal resolution designating Authorized Agents by title every 3 years to maintain compliance documentation and remain eligible to apply for disaster assistance as soon as it is needed and becomes available.
The City Council last authorized the City Clerk to certify Cal OES Form 130 with a universal resolution designating the titles of City Manager, Fire Chief, and Emergency Preparedness Program Manager as the City’s Authorized Agents on September 12, 2023. This resolution is effective until September 12, 2026, unless superseded.
The City needs to execute a new Cal OES Form 130 (Attachment A) with a universal resolution to designate the City’s Authorized Agents for another three years prior to September 12, 2026, to avoid a lapse in disaster assistance eligibility. Staff recommends designating the titles of City Manager, Fire Chief, and Director of Finance and Information Technology as Authorized Agents in this cycle due to their existing capacities in emergency preparedness, grants administration, and financial management. These Authorized Agents may designate additional approved contracts to request or receive information on grant payment status when submitting applications for funding.
CITY COUNCIL PRIORITIES
Quality of Life, Safety & Infrastructure
FISCAL IMPACT
No fiscal impact.
Attachments
Attachment A: Designation of Authorized Agents- Pre-Disaster Mitigation Grant Form 2026
DESIGNATION OF APPLICANT'S AGENT RESOLUTION FOR NON-STATE AGENCIES
BE IT RESOLVED BY THE OF THE
(Governing Body) (Name of Applicant)
THAT , OR
(Title of Authorized Agent)
, OR
(Title of Authorized Agent)
(Title of Authorized Agent)
is hereby authorized to execute for and on behalf of the , (Name of Applicant)
a public entity established under the laws of the State of California, this application and to file it with the California Governor’s Office of Emergency Services for the purpose of obtaining federal financial assistance for any existing or future grant program, including, but not limited to any of the following:
-Federally declared Disaster (DR), Fire Mitigation Assistance Grant (FMAG), California State Only Disaster (CDAA), Immediate Services Program (ISP), Hazard Mitigation Grant Program (HMGP), Building Resilient Infrastructure and Communities (BRIC), Legislative Pre-Disaster Mitigation Program (LPDM), under -Public Law 93-288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act.
- Flood Mitigation Assistance Program (FMA), under Section 1366 of the National Flood Insurance Act of 1968.
- National Earthquake Hazards Reduction Program (NEHRP) 42 U.S. Code 7704 (b) ((2) (A) (ix) and 42 U.S. Code 7704 (b) (2) (B) National Earthquake Hazards Reduction Program, and also The Consolidated Appropriations Act, 2018, Div. F, Department of Homeland Security Appropriations Act, 2018, Pub. L. No. 115-141 - California Early Earthquake Warning (CEEW) under CA Gov Code – Gov, Title 2, Div. 1, Chapter 7, Article 5, Sections 8587.8, 8587.11, 8587.12 That the , a public entity established under the
(Name of Applicant)
laws of the State of California, hereby authorizes its agent(s) to provide to the Governor’s Office of Emergency Services for all matters pertaining to such state disaster assistance the assurances and agreements required.
STATE OF CALIFORNIA
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES
DESIGNATION OF APPLICANT'S AGENT RESOLUTION
NON-STATE AGENCIES
OES-FPD-130 (Rev. 10-2022)
RECOVERY DIRECTORATE
FINANCIAL PROCESSING DIVISION
Cal OES ID No: _____________
OES-FPD-130 Rev. 10-2022 Page 1 of 4
Please check the appropriate box below
This is a universal resolution and is effective for all open and future disasters/grants declared up to three (3) years following the date of approval.
This is a disaster/grant specific resolution and is effective for only disaster/grant number(s):
Passed and approved this __day of , 20
(Name and Title of Governing Body Representative)
(Name and Title of Governing Body Representative)
(Name and Title of Governing Body Representative)
CERTIFICATION
I, , duly appointed and of
(Name) (Title)
, do hereby certify that the above is a true and
(Name of Applicant)
correct copy of a resolution passed and approved by the (Governing Body)
of the on the day of , 20 .
(Name of Applicant)
(Signature) (Title)
STATE OF CALIFORNIA
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES
DESIGNATION OF APPLICANT'S AGENT RESOLUTION
NON-STATE AGENCIES
OES-FPD-130 (Rev. 10-2022)
RECOVERY DIRECTORATE
FINANCIAL PROCESSING DIVISION
OES-FPD-130 Rev. 10-2022 Page 2 of 4
Cal OES Form 130 Instructions
A Designation of Applicant’s Agent Resolution for Non-State Agencies is required of all Applicants to be eligible to receive funding. A new resolution must be submitted if a previously submitted resolution is older than three (3) years from the last date of approval, is invalid, or has not been submitted.
When completing the Cal OES Form 130, Applicants should fill in the blanks on pages 1 and 2. The blanks are to be filled in as follows:
Resolution Section:
Governing Body: This is the group responsible for appointing and approving the Authorized Agents.
Examples include: Board of Directors, City Council, Board of Supervisors, Board of Education, etc.
Name of Applicant: The public entity established under the laws of the State of California.
Examples include: School District, Office of Education, City, County or Non-profit agency that has applied for the grant, such as: City of San Diego, Sacramento County, Burbank Unified School District, Napa County Office of Education, University Southern California.
Authorized Agent: These are the individuals that are authorized by the Governing Body to engage with the Federal Emergency Management Agency and the California Governor’s Office of Emergency Services regarding grants for which they have applied.
There are two ways of completing this section:
1.Titles Only: The titles of the Authorized Agents should be entered here, not their names. This allows the document to remain valid if an Authorized Agent leaves the position and is replaced by another individual. If “Titles Only” is the chosen method, this document must be accompanied by either a cover letter naming the Authorized Agents by name and title, or the Cal OES AA Names document. The supporting document can be completed by any authorized person within the Agency (e.g., administrative assistant, the Authorized Agent, secretary to the Director). It does not require the Governing Body’s signature.
2.Names and Titles: If the Governing Body so chooses, the names and titles of the Authorized Agents would be listed. A new Cal OES Form 130 will be required if any of the Authorized Agents are replaced, leave the position listed on the document, or their title changes.
STATE OF CALIFORNIA
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES
DESIGNATION OF APPLICANT'S AGENT RESOLUTION
NON-STATE AGENCIES
OES-FPD-130 (Rev. 10-2022)
RECOVERY DIRECTORATE
FINANCIAL PROCESSING DIVISION
OES-FPD-130 Rev. 10-2022 Page 3 of 4
Checking Universal or Disaster-Specific Box: A Universal resolution is effective for all past disasters and for those declared up to three (3) years following the date of approval. Upon expiration it is no longer effective for new disasters, but it remains in effect for disasters declared prior to expiration. It remains effective until the disaster goes through closeout unless it is superseded by a newer resolution.
Governing Body Representative: These are the names and titles of the approving Board Members.
Examples include: Chairman of the Board, Director, Superintendent, etc. The names and titles cannot be one of the designated Authorized Agents. A minimum of three (3) approving board members must be listed. If less than three are present, meeting minutes must be attached in order to verify a quorum was met.
Certification Section:
Name and Title: This is the individual in attendance who recorded the creation and approval of this resolution.
Examples include: City Clerk, Secretary to the Board of Directors, County Clerk, etc. This person cannot be one of the designated Authorized Agents or Approving Board Member. If a person holds two positions (such as City Manager and Secretary to the Board) and the City Manager is to be listed as an Authorized Agent, then that person could sign the document as Secretary to the Board (not City Manager) to eliminate “Self-Certification.”
STATE OF CALIFORNIA
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES
DESIGNATION OF APPLICANT'S AGENT RESOLUTION
NON-STATE AGENCIES
OES-FPD-130 (Rev. 10-2022)
RECOVERY DIRECTORATE
FINANCIAL PROCESSING DIVISION
OES-FPD-130 Rev. 10-2022 Page 4 of 4