CITY OF SIMI VALLEY
MEMORANDUM
March 21, 2022
TO: City Council
FROM: Police Department
SUBJECT: ADOPTION OF A RESOLUTION AUTHORIZING THE CITY MANAGER
OR ASSISTANT CITY MANAGER TO EXECUTE AGREEMENTS,
ASSURANCES, AND REIMBURSEMENT CLAIMS TO OBTAIN 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
STAFF RECOMMENDATION
It is recommended that the City Council adopt the attached resolution ( Cal OES Form 130, page 3) authorizing the City Manager or Assistant City Manager to execute agreements, assurances , and reimbursement claims to obtain 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.
BACKGROUND AND OVERVIEW
State and federal emergency management grant and public assistance disaster recovery applications require the City to designate agents to execute agreements and file applications and related documents on behalf of the City. The City Council designates agents by passing a resolution identifying authorized job titles. The City named the City Manager and Assistant City Manager titles as authorized agents in previous authorized agent resolutions.
Authorized agent resolutions are valid for three years. The City’s last aut horized agent resolution was adopted by the City Council in 2019. The updated Resolution will support future homeland security grant applications.
FINDINGS AND ALTERNATIVES
State and federal grant and public assistance documents require a signature from a designated City official certifying that the City is eligible for the grant and that it meets the various legal requirements of grant recipients. In order to participate in these grant and public assistance programs, the City Council must designate authorized agents to execute agreements, assurances, and reimbursement claims.
AGENDA ITEM NO.
Consent (4)
2 Staff recommends that the City Council designate the City Manager and the Assistant City Manager, in title, as its authorized agents. Failure to adopt and submit a valid Designation of Applicant’s Agent Resolution would preclude the City from participating in state and federal grant and public assistance programs.
T
he following alternatives are available to the City Council:
1. A
pprove the attached Cal OES Form 130, Designation of Applicant’s Agent Resolution (page 3);
2. D
o not approve the attached Cal OES Form 130, Designation of Applicant’s Agent Resolution (page 3);
3. P
rovide staff with other direction.
S
taff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I mov
e that the City Council adopt the attached resolution authorizing the City Manager or Assistant City Manager to execute agreements, assurances , and reimbursement claims to obtain federal financial assistance under Public Law 93- 288 and/or state financial assistance under the California Disaster Assistance Act.
SUMMARY
S
tate and federal emergency management grant and public assistance disaster recovery applications require the City to designate agents to execute agreements and file applications and related documents on behalf of the City. The City Council designates agents by passing a resolution identifying authorized job titles.
S
taff recommends that the City Council designate the City Manager and the Assistant City Manager as authorized agents by adopting the attached resolution (Cal OES Form 130, page 3).
___
_________________________________
David M. Livingstone
Chief of Police
P
repared by: Eileen Connors, Emergency Services Manager INDEX Page
Ca
l OES Form 130, Authorized Agents Resolution .......................... 3
STATE OF CALIFORNIA
GOVERNOR’S OFFICE OF EMERGENCY SERVICES Cal OES ID No: ______________________ Cal OES 130
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 , a public entity (Name of Applicant)
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 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 Applicant)
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.
Please check the appropriate box below:
This is a universal resolution and is effective for all open and future disasters up to three (3) years following the date of approval below.
This is a disaster specific resolution and is effective for only disaster 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.9/13) Page 1
3 STATE OF CALIFORNIA
GOVERNOR’S OFFICE OF EMERGENCY SERVICES
Cal OES 130 - Instructions
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 Resol ution 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 page 1. 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 Governor’s Office of Emergency Services regarding grants applied for by the Applicant. There are two ways of completing this section:
1. T itles Only: If the Governing Body so chooses, the titles of the Authorized Agents would be entered here, not their names. This allows the document to remain valid (for 3 years) if an Authorized Agent leaves the position and is replaced by another individual in the same title . 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 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 would be listed. A new Cal OES Form 130 will be required if any of the Authorized Agents are replaced, leave the position lis
ted 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, Director, Superintendent, etc. The names and titles cannot be one of the designated Author ized Agents, and a minimum of two or more approving board members need to be listed.
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 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 the same person holding the Secretary position would sign the document as S ecretary to the Board (not City Manager) to eliminate “Self Certification.”
Cal OES 130 (Rev.9/13) Page 2
4