CITY COUNCIL MEETING DATE: 10/6/2026
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consider a Memorandum of Understanding with Peninsula Volunteer Alert Network to operate the City’s Emergency Communication Center.
RECOMMENDED COUNCIL ACTION:
(1) Approve a Memorandum of Understanding (MOU) with Peninsula Volunteer Alert Network (PVAN) to operate the City’s Emergency Communication Center (ECC); and,
(2) Authorize the Mayor to sign the MOU in a form approved by the City Attorney.
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Lubna Mohammad, Emergency Management Coordinator REVIEWED BY: Catherine Jun, Deputy City Manager CJ
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Draft MOU with PVAN (Page A-1)
BACKGROUND
The City’s emergency readiness is dependent on its ability to communicate critical life and safety information with first responders, the public, and regional partners. However, disruptions to power, internet, and telecommunication services during a major emergency can impede communications and limit the City’s ability to respond effectively.
Currently, the City maintains several backup radio communication tools to bypass some of these limitations.
• Los Angeles Regional Interoperable Communications System (LA-RICS) – a regional public-safety radio network that allows law enforcement, fire, emergency 1 CITYOF RANCHO PALOS VERDES
U'll
medical services, and other agencies across Los Angeles County (including the City) to communicate with one another during major emergencies. • Countywide Integrated Radio System (CWRIS) – Countywide radios that allow Area G cities and the Disaster Management Area Coordinator (DMAC) to communicate with one another when telephone or other communications are unavailable.
• AM 1680: PV Emergency Radio (PVER) – A local radio station jointly operated by the City and the Palos Verdes Peninsula Unified School District. The antenna/receiver is located at Ridgecrest Intermediate, and emergency messaging can be programmed remotely or in person, if needed.
• Emergency Communications Center (ECC) – Established by the City in December 2004, the ECC is located at the Ken Dyda Civic Center and is primarily comprised of four HAM radios and antenna. Radio messages can be sent and received by other HAM operators and the Los Angeles County Sheriff’s Department (LASD).
DISCUSSION:
The ECC is overseen and maintained by the City, but is tested weekly by PVAN volunteers, whose goal is to maintain a state of readiness on the Peninsula and operate the ECC when requested by the City. PVAN volunteers also maintain and test 30 HAM radio locations throughout and just outside the Peninsula, creating a local network of residents to relay emergency information to surrounding neighborhoods. To further their mission, PVAN also provides routine radio training to interested residents.
Since 2004, PVAN has been testing the ECC and participating in the City’s Emergency Operations Center (EOC) exercises. However, there is no formal agreement between the City and PVAN on their respective roles and responsibilities. This has become more pronounced, as the radio equipment and building structure have aged and require eventual replacement and/or repair. As such, Staff has prepared a draft MOU to clarify those responsibilities, which are summarized below (Attachment A). • PVAN: Test and operate the HAM radio equipment; train PVAN volunteers to receive and send messages; maintain the City’s Federal Communications Commission (FCC) radio license; and promptly notify the City of any issues with the radio equipment. • City: Maintain and repair the ECC building and equipment to ensure functionality as funding permits. While the actual antenna seldom needs maintenance, the radio equipment and cables need more regular maintenance costing approximately $1,500- $2,000 annually and will be absorbed in the City’s Emergency Preparedness Equipment Maintenance line-item budget. However, the ECC has been operating since 2004, and its building structure and radio equipment is reaching the end of life. 2 As such, Staff anticipates requesting a budget of between $5,000-10,000 next fiscal year to make building repairs and to replace the equipment in a timely manner. • ECC: Owned and managed by the City but tested and operated by PVAN, the ECC will establish communication and enhance situational awareness during an emergency and when requested by the City. The ECC’s radio network spans the entire Peninsula and portions of bordering cities such as San Pedro (Los Angeles) and Lomita. During emergencies, PVAN volunteers in their general area may report issues to the ECC, which can relay them to the Sheriff’s Department and the City’s EOC.
Issues may include life threatening circumstances such as a brush fire and injuries or infrastructure status such as damaged roads and buildings. • Provides a coordination framework for ECC operations between the City and PVAN, explaining when and how the ECC activates and communicates with the City during emergencies.
• PVAN volunteers who are authorized by the City to access and operate the ECC will be required to undergo background checks as official City volunteers.
ADDITIONAL INFORMATION:
During emergencies that impact power and communication, AM 1680: PV Emergency Radio will complement the ECC by sharing critical emergency information with the general public. In contrast, the ECC can receive information about life-threatening emergencies and relay them to 911 dispatch, especially when phone lines are down and prevent calls to 911. While these two systems do not directly coordinate with one another, they are both invaluable tools for City emergency operations.
CONCLUSION:
Staff recommend approving and authorizing the Mayor to sign the MOU with PVAN to outline the roles and responsibilities between both parties to manage and operate the ECC.
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative actions are available for the City Council’s consideration:
1. Do not approve the recommended action and direct staff accordingly; or
2. Take other action, as deemed appropriate.
3 ---
MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF RANCHO PALOS VERDES
AND
PENINSULA VOLUNTEER ALERT NETWORK
This Memorandum of Understanding (“MOU”), is made and entered into on October 6, 2026 (“Effective Date”), by and between the City of Rancho Palos Verdes (“City”), a California municipal corporation, and Peninsula Volunteer Alert Network (“PVAN”) a community organization managing a volunteer network of amateur radio communication operators. The City and PVAN may be referred to collectively or individually as “Parties” or “Party.”
RECITALS
WHEREAS, Maintaining citywide communication in a major emergency is integral to Rancho Palos Verdes’ emergency response efforts, but is often disrupted by power outages or infrastructure damage during major emergencies.
WHEREAS, Communication disruptions impact the ability to gather critical public safety information across different agencies, neighborhoods, and other groups and to convey emergency guidance to community members in a timely manner.
WHEREAS, PVAN’s volunteer amateur radio network provides one of the more reliable methods of communicating across the Palos Verdes Peninsula, even during major cell, data, and electrical service disruptions.
WHEREAS, the City established an Emergency Communications Center (ECC) at the Ken Dyda Civic Center in 2004 to house an amateur radio network. The City provided initial funding for the facility and installed radio communications equipment and an antenna.
WHEREAS, since the ECC was established, PVAN has volunteered their services to test and maintain the amateur radio network on a regular basis to ensure its operability; trains and maintains at least one volunteer in each neighborhood to receive and send critical messages during major communication disruptions, as requested by the City; and works with City Staff to recommend new ways to improve or expand the ECC’s communication capabilities.
WHEREAS, The City and PVAN continue to maintain a mutual understanding that this partnership provides a critical communication resource that benefits both Parties and all Rancho Palos Verdes residents and visitors.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual benefits to be derived by the Parties, and of the promises contained in this MOU, the Parties agree as follows:
1. Recitals. The recitals set forth above are incorporated into this MOU.
2. Purpose. The purpose of this MOU is to memorialize the responsibilities of both parties A-1
as it relates to the operations and maintenance of the Emergency Communication Center.
3. Term. This MOU will remain in effect until terminated in accordance with Section 6 of this MOU. The MOU can be reviewed annually to allow for improvements or adjustments, subject to Section 6, below.
4. Parties’ Obligations.
(a) PVAN’s Obligations.
i. PVAN will regularly test the ECC radio equipment and immediately notify the City (within 1 business day) of any equipment issues or malfunctions. ii. The individual designated by PVAN as PVAN’s Manager shall serve as trustee for the PVAN FCC radio license, N6RPV.
iii. PVAN shall recruit and train volunteers and maintain a current list of volunteers and radio locations that will be transmitted to the City on a quarterly basis. PVAN shall provide the City with updates as changes occur.
iv. When the City’s Emergency Operation Center is activated, or by request of the City or any first responder agency under contract with the City, PVAN shall activate the ECC, in preparation for providing situational awareness and emergency communications on behalf of the City. Actual inbound and outbound communications may only take place with the approval and at the continuous direction of the City. After attending to their own safety and the safety of their families, PVAN volunteers shall use reasonable efforts to support ECC operations during an emergency.
v. After the City Emergency Operation Center is deactivated, PVAN shall participate, as appropriate, in the development and review of any applicable After-Action Reports and Improvement Plans prepared by the City.
vi. PVAN shall, as appropriate, review City emergency plans and procedures, ensuring that their own emergency plans or procedures fall in line with those of the City. vii. PVAN shall identify a list of authorized volunteers who may access and operate the ECC, with approval from the City. All authorized volunteers must undergo a background check via the City.
(b) City’s Obligations.
i. City shall maintain and repair the ECC and its equipment, as necessary and as funding permits.
ii. City shall incorporate PVAN and the ECC into its applicable emergency plans and operations, where appropriate.
iii. City shall establish and maintain clear communication pathways between the Emergency Operations Center and Emergency Communication Center.
A-2
iv. City shall swear-in vetted PVAN volunteers as Disaster Service Worker Volunteers, so that they may be called upon to provide communication services, when needed, and are also eligible for workers compensation coverage in the event they are injured while supporting emergency operations during a proclaimed emergency. v. City shall remain informed of PVAN operations, training, tests, and plans, and shall provide support for such activities when the City deems it necessary, appropriate, and within financial means.
vi. City shall maintain access to the ECC at all times. vii. City shall conduct background check of all PVAN volunteers who are authorized and approved by the City to operate the ECC.
5. Indemnification; Release. PVAN must indemnify, defend and hold harmless the City, its elected and appointed officers, employees, AND agents (“City Indemnitees”) from and against any and all liability, including but not limited to demands, claims, actions, fees, costs and expenses (including attorney and expert witness fees), arising from and/or relating to the performance of this MOU, except for such loss or damage arising from the sole negligence or willful misconduct of the City Indemnitees.
6. Termination; Withdrawal. This MOU may be terminated by either Party, with or without cause, upon a 30-day advanced written notice to the other Party.
7. General Provisions
(a) Cooperation. The Members agree to fully cooperate with one another to attain the purposes of this MOU.
(b) Voluntary. This MOU is voluntarily entered into to attain the purposes of this MOU.
(c) Notices. Any notices, invoices, or reports relating to this MOU, and any request, demand, statement, or other communication required or permitted hereunder must be in writing and be delivered to the representatives of the Parties at the addresses set forth below. The Parties shall promptly notify each other in writing of any change of contact information, including personnel changes.
City of Rancho Palos Verdes
Attn: Ara Mihranian, City Manager
30940 Hawthorne Boulevard
Rancho Palos Verdes, CA 90275
email: [email protected]
PVAN
Attn: Ray Day
30241 Via Borica
Rancho Palos Verdes, CA 90275
Email: [email protected]
A-3
(d) Relationship of the Parties. The Parties are, and will at all times remain as to each other, wholly independent entities. No Party to this MOU will have power to incur any debt, obligation, or liability on behalf of any other Party unless expressly provided to the contrary by this MOU. No employee, agent, or officer of a Party will be deemed for any purpose whatsoever to be an agent, employee, or officer of another Party.
(e) Amendment. The terms and provisions of this MOU may not be amended, modified, or waived, except by an instrument in writing signed by both Parties. (f) Law to Govern. This MOU is governed by, and will be interpreted, construed and enforced in accordance with the laws of the State of California. (g) Severability. If any provision of this MOU is to be determined by any court of competent jurisdiction to be invalid, illegal, or unenforceable to any extent, then the remainder of this MOU will not be affected, and this MOU will be construed as if the invalid, illegal, or unenforceable provision had never been contained in this MOU. (h) Entire Agreement. This MOU constitutes the entire agreement of the Parties with respect to the subject matter of this MOU.
(i) Waiver. Waiver by any Party to this MOU of any term, condition, or covenant of this MOU will not constitute a waiver of any other term, condition, or covenant. Waiver by any Party to any breach of the provisions of this MOU will not constitute a waiver of any other provision, nor a waiver of any subsequent breach or violation of any provision of this MOU. (j) Counterparts. This MOU may be executed in counterparts, each of which will be an original, but all of which taken together will constitute one and the same instrument. (k) No Presumption Against Drafter. This MOU will be construed according to its fair language. Any ambiguities will be resolved in a collaborative manner by the Parties and will be rectified by amending this MOU as described in Section 6(C). (l) Force Majeure. No Party shall be deemed in default under this MOU for delays or failures in performance resulting from causes beyond its reasonable control, including but not limited to acts of God, wildfire, earthquake, flood, power failure, telecommunications interruption, cyberattack, labor dispute, governmental action, or other unforeseeable events. The affected Member shall provide notice to the other Members as soon as reasonably practicable following the occurrence of such event.
[Signatures on following page.]
A-4
IN WITNESS WHEREOF, the Parties have caused this MOU to be executed and attested by its duly authorized officers as of the effective date of this MOU.
CITY OF RANCHO PALOS VERDES:
____________________ __________________________________ By: Paul Seo, Mayor
APPROVED AS TO FORM:
____________________ __________________________________ BY: William Wynder, City Attorney
ATTEST:
____________________ __________________________________ Date Teresa Takaoka, City Clerk
PENINSULA VOLUNTEER ALERT NETWORK:
____________________ __________________________________ Date Ray Day, PVAN President
A-5
Date
Date