____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: _______________________
Disposition: ___________________________
Agenda Item No: 4.i
Meeting Date: June 21, 2022
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Fire
Prepared by: Kate Anderson, Hazard Mitigation
Project Manager
City Manager Approval: ______________
TOPIC: FEMA HAZARD MITIGATION AND PRE-DISASTER MITIGATION GRANT FUNDS SUBJECT: RESOLUTION AUTHORIZING DESIGNATED CITY EMPLOYEES TO EXECUTE AND
FILE ON BEHALF OF THE CITY OF SAN RAFAEL ALL ASSURANCES AND
AGREEMENTS REQUIRED TO ACCEPT AND MANAGE FUNDS OF ALL OPEN AND
FUTURE DISASTERS AND GRANTS UP TO THREE YEARS FROM DATE OF
APPROVAL
RECOMMENDATION:
Adopt a resolution authorizing the Administrative Services Director, Fire Chief, Deputy Director of Emergency Management, Director of Public Works, and City Manager each to execute all documents required to accept and obtain hazard mitigation and pre-disaster mitigation grant funding for a period of three years.
BACKGROUND:
The Disaster Mitigation Act (DMA) of 2000 (Public Law 106-390) requires local governments to develop and adopt pre-disaster mitigation plans. To satisfy grant requirements under the DMA, the State of California Governor’s Office of Emergency Services (Cal OES) requires that the City Council authorize, by adoption of a resolution, specified staff to act on behalf of the City for all actions related to the grant.
Based on staff responsibilities in grants and financial management involving homeland security, fire prevention, and law enforcement, three listed positions (Finance Director, Fire Chief, and Emergency Management Project Manager) were initially selected as the most appropriate to execute the required documents for and on behalf of the City.
On April 15, 2019, the City Council adopted a Resolution 14658 authorizing the Finance Director, Fire Chief, and Emergency Management Project Manager to execute all documents required to accept and obtain hazard mitigation and pre-disaster mitigation grant funding. This resolution was valid for three years.
On September 16, 2019, the City Council adopted Resolution No. 14724 adding the Director of Public Works to the Designated Applicants agents list on Cal OES Form 130. This resolution was valid for three years.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
ANALYSIS:
Since the September 16, 2019 City Council meeting, it has become necessary to add the City Manager to the Designated Applicants agents list on Cal OES Form 130. Due to inflation and wage increases industry-wide, the City requested and was awarded increased funding to complete the project. The grant award increase has resulted in the need for the City Manager’s signing authority for contracts. The updated designations will address title changes of the designated applicant agent list and validate the signature authority for three years from the date of the resolution.
FISCAL IMPACT:
There is no fiscal impact associated with this action.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Adopt resolution
2. Adopt resolution with modifications
3. Do not adopt the resolution and provide direction to staff.
RECOMMENDED ACTION:
Adopt a resolution authorizing the Administrative Services Director, Fire Chief, Deputy Director of Emergency Management, Director of Public Works, and City Manager each to execute all documents required to accept and obtain hazard mitigation and pre-disaster mitigation grant funding.
ATTACHMENTS:
1. Resolution
STATE OF CALIFORNIA
CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES Cal OES ID No: ______________________ CAL OES 130 DESIGNATION OF SUBRECIPIENT’S AGENT RESOLUTION
Hazard Mitigation Grant Program and Pre-Disaster Mitigation Program 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 , a public entity (Name of Subrecipient)
established under the laws of the State of California, this application and to file it with the California Governor’s Office of Emergency Service. for the purpose of obtaining certain federal financial assistance 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.
THAT the ________________________________________________, a public entity established under the laws of the State of California, (Name of Subrecipient)
hereby authorizes its agent(s) to provide to the California Governor’s Office of Emergency Service for all matters pertaining to such state disaster assistance the assurances and agreements required.
Please check the appropriate box below:
This is a universal resolution and is effective for all open and futures Disasters/Grants up to three (3) years following the date of approval below.
This is a Disaster/Grant specific resolution and is effective for only Disaster/Grant name/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 correct copy of a (Name of Applicant)
Resolution passed and approved by the of the (Governing Body) (Name of Applicant) on the day of , 20 .
(Signature) (Title)
Cal OES 130 (Rev.03/278/17) Page 1
STATE OF CALIFORNIA
CALIFORNIA GOVERNORS OFFICE OF EMERGENCY SERVICE
CAL OES 130 - INSTRUCTIONS
Cal OES Form 130
Instructions
A new Designation of Applicant’s Agent Resolution is required if the previously submitted document is older than three (3) years from the last date of Board/Council approval.
When completing the Cal OES Form 130, Subrecipients should fill in the blanks on page 1. The blanks are to be filled in as follows:
Resolution Section:
Governing Body: This is the individual or group responsible for appointing and approving the Authorized Agents. Examples include: Board of Directors, City Council, Board of Supervisors, etc.
Name of Subrecipient: This is the official name of the non-profit, agency, city, county or special district that has applied for the grant.
Examples include: City of Sacramento; Sacramento County; or Los Angeles Unified School District.
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 Service regarding grants applied for by the subrecipient.
There are two ways of completing this section:
1. Titles Only: If the Governing Body so chooses, 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 a cover letter naming the Authorized Agents by name and title. This cover letter can be completed by any authorized person within the agency (e.g.; City Clerk, the Authorized Agent, Secretary to the Director) and 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 should 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.
Governing Body Representative: These are the names and titles of the approving board members. Examples include: Chairman of the Board, Superintendent, etc. The names and titles cannot be one of the designated Authorized Agents.
Certification Section:
Name and Title: This is the individual that was in attendance and recorded the Resolution creation and approval.
Examples include: City Clerk, Secretary to the Board of Directors, County Clerk, etc. This person cannot be one of the designated Authorized Agents to eliminate “Self Certification.” Cal OES 130 (Rev.03/28/17 Page 2