CITY COUNCIL STAFF REPORT
Meeting Date: April 03, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-23 DESIGNATING AUTHORIZED
AGENTS FOR DISASTER/EMERGENCY REIMBURSEMENT CLAIMS
SYNOPSIS
In order to receive relevant emergency/disaster reimbursements and grants, federal and state law requires the City Council to adopt a new resolution designating authorized agents to review and sign applications and forms for the funding every three years. Staff recommends the City Council rescind Resolution 26-20 and adopt the proposed resolution and State of Emergency Service Form 130.
DISCUSSION
Background
Under Federal Public Law 93-288 (as amended by the Robert T. Stafford Act) and California law under the California Disaster Assistance Act, the City must maintain a current record of designated authorized agents who can review and sign applications/forms on behalf of the City in order to receive relevant reimbursements and grants related to emergencies/disasters from applicable state and federal agencies. On April 6, 2020, the City Council adopted Resolution 26-20 to designate authorized city employees to perform this function to receive funding due to the Coronavirus pandemic. The State Office of Emergency Services requires this be updated every three years.
Analysis
One of the requirements to receive federal funds for emergency/disaster reimbursements and grants is set forth in State Office of Emergency Services (“Cal OES”) Form 130, “Designation of Applicant’s Agent Resolution for Non-State Agencies.” The form was last approved by City Council on April 6, 2020 and needs to updated every three years. Form 130 includes specific language to give the City the option to designate by name and title or position title only the agent to act on behalf of the City. Staff recommends using positions only in the resolution and the Form 130.These positions are: the City Manager, Chief of Police, Public Works Manager, Finance Manager, and Senior Management Analyst. The recommended positions have high levels of responsibility and oversight in the City’s governing structure.
FISCAL IMPACT
The purpose of this recommended action is to authorize designated staff to act on behalf of the City to review and sign documentation in order to apply for reimbursements/grants for eligible costs related to emergencies/disasters.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt a resolution to designate specific City staff positions under the “position title option” as authorized agents to review and sign applications/forms for emergency/disaster reimbursement claims and grants as required by the relevant State and/or Federal agencies, establish the completed Cal OES Form 130 as valid, and rescind Resolution 26-20.
ALTERNATIVES
Do not adopt the resolution.
Direct staff to include a different set of position titles to designate authorized agents on the resolution and Cal OES Form 130.
Direct staff to select the “name and title” option, which would require a new Cal OES Form 130 if any of the authorized agents are replaced, leave the position, or change titles.
ATTACHMENT(S):
Proposed Resolution
Cal OES Form 130
Exhibit A – Listing of Designation of Applicant’s Agents Resolution 26-20
Prepared by: Erick Cheung, Finance Manager
Approved by: June Catalano, City Manager