EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: November 1, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Patrick Heisinger, Interim City Manager
BY: Glen March, Senior Engineer
Humza Javed, Public Works Director
SUBJECT: Designation of CalOES Authorized Agents for All Past, Open, and Future Disasters Declared Up to Three Years from the Date of Approval Recommendation
1. Designate the City Manager, Finance Director, and Public Works Director as authorized agents of the City of East Palo Alto to execute agreements and sign documents for and on behalf of City to obtain federal financial assistance for all past, open, and future disasters declared up to three (3) years following the date of approval.
2. Authorize three members of the City Council present at this meeting, to sign the CalOES Form 130.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 1: Enhance Public Safety and Emergency Preparedness Priority No. 2: Enhance Economic Vitality
Priority No. 4: Improve Public Facilities and Infrastructure Priority No. 6: Create a Healthy and Safe Community
Background
Occasionally, the City of East Palo Alto (City) seeks federal assistance from the Federal Emergency Management Agency (FEMA) and the State of California Governor’s Office of Emergency Services (CalOES). CalOES requires the City to designate three (3) authorized agents to execute agreements and sign documents for all past, open, and future disasters declared up to three years from the date of approval. The primary role of the authorized agents is to perform required work, such as signing forms and/or invoices, to obtain reimbursement from FEMA/CalOES grants.
Analysis
On July 17, 2022, the City Council adopted Resolution No. 95-2022 which designated the City Manager, Deputy City Manager, and Finance Director as Authorized Agents specifically for the COVID-19 disaster. Because the resolution appears to address a single specific disaster, CalOES rejected using the previously authorized agents for the Strategy to Advance Flood Protection, Ecosystems, and Recreation along the San Francisco Bay (SAFER Bay) Project.
Staff worked with CalOES staff to create a more generic resolution (universal resolution) for all past, open, and future disasters declared, regardless of the disaster declared. Staff proposes that the City Council designate the City Manager, Finance Director, and Public Works Director as authorized agents for all past, open, and future disasters declared up to three (3) following the date of approval.
Designating authorized agents at this time is required to secure reimbursement from the Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program (HMGP) grant (Grant) for work on the SAFER Bay Project.
The City is the recipient of a Grant, in the amount of $4,649,240 for planning, obtaining environment clearance, and preparing the preliminary design (Work) of the City segments of the SAFER Bay Project. The San Francisquito Creek Joint Powers Authority (SFJPA) will implement the Work. The City and the SFCJPA will work together to obtain reimbursement for the Work.
Fiscal Impact
There is no immediate financial impact associated with approving the resolution. Approval of the resolution is required for the City to obtain reimbursement of disaster costs from FEMA and the State for all past, open, and future disasters declared up to three years from the date of approval.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City's official bulletin board outside City Hal and making the agenda and report available at the City's website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.
Environmental
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 (b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.
Attachments
A. Resolution
B. CalOES Form 130