CITY OF SIMI VALLEY
MEMORANDUM
May 9, 2022
TO: City Council
FROM: Police Department
SUBJECT: AUTHORIZATION TO ACCEPT UP TO $98,976 IN JOINT FUNDING
FROM THE STATE COMMUNITY DEVELOPMENT BLOCK GRANT WITH
THE CITIES OF MOORPARK AND THOUSAND OAKS FOR A REGIONAL
EVACUATION PLAN AND AN EMERGENCY PREPARE DNESS
OUTREACH CAMPAIGN, APPROVE A MEMORANDUM OF
UNDERSTANDING BETWEE N THE CITIES OF MOORPARK, SIMI
VALLEY AND THOUSAND OAKS , AND AUTHORIZE THE CITY
MANAGER TO EXECUTE THE CITY OF SIMI VALLEY’S PORTION OF
THE GRANT PROGRAM AN D OTHER DOCUMENTS AS MAY BE
REQUIRED
STAFF RECOMMENDATION
It is recommended that the City Council accept joint receipt of S tate Community Development Block Grant Mitigation funding up to $98,976 with the cities of Moorpark and Thousand Oaks , for a regional evacuation plan and an emergency preparedness outreach campaign, approve a Memorandum o f Understanding between the cities of Moorpark, Simi Valley and Thousand Oaks , and authorize the City Manager to execute the City of Simi Valley’s portion of the grant program and other documents as may be required.
BACKGROUND AND OVERVIEW
The City has been awarded $98,976 joint funding with the cities of Moorpark and Thousand Oaks from the State Community Development Block Grant Mitigation funding.
The City’s Emergency Services includes several key elements, such as training, response, recovery, funding, public outreach, multi -agency coordination, and reimbursement. This grant would fund the opportunity for the three cities to develop a regional evacuation plan and conduct emergency preparedness outreach. The City is a member of the Ventura Count y Emergency Planning Council (EPC), a countywide advisory body whose mission is to facilitate a unified effort with local emergency incident preparation, mitigation, response, and recovery. A function of this group is the coordination of state and federal grants.
The California Department of Housing and Community Development (HCD) administers grant funding for disaster recovery, mitigation, disaster resiliency, and unmet incident recovery. HCD established the Resilient Planning and Public Services Program to fund projects that address lifelines to support human health, safety, and community -based
AGENDA ITEM NO.
Consent (4)
2 public safety systems. The program’s objective is to fund planning and public service projects that reduce risk from natural hazards. Eligible activities include community evacuation planning and public outreach activities.
At its regular meeting of February 8, 2021, the City Council approved a resolution approving an application for funding and execution of a grant agreement for the 2019- 2020 HCD Community Development Block Grant Mitigation Program.
On March 9, 2022, the City of Moorpark received a Notice of Award from HCD in the amount of $98,976.00 for funding evacuation planning and public outreach for Moorpark, Simi Valley, and Thousand Oaks. The scope of wor k for the grant is to update existing evacuation plans and conduct a bilingual public outreach and education campaign in specific neighborhoods within each jurisdiction. The City of Moorpark is the designated Fiscal Agent of the Grant and MOU. Representatives of the three cities are coordinating with the County Office of Emergency Services and the Ventura County Fire Department.
A requirement of the HCD Grant is for the cities of Moorpark, Simi Valley, and Thousand Oaks to execute a Memorandum of Understanding (MOU) that authorizes the three cities to manage and administer the program (Attachment 1).
FINDINGS AND ALTERNATIVES
Over the past several years, Ventura County has been impacted by several wildfires and power outages which required evacuations. To address common emergency management needs of eastern Ventura County, the cities of Moorpark, Simi Valley, and Thousand Oaks prepared an application and were awarded funding to support evacuation planning and public outreach and education. Upon award of the grant funding, HCD converted the grant into a single agency award to the City of Moorpark, with Thousand Oaks and Simi Valley as sub-recipients. The grant funds will be equally allocated among the three applicant cities as outlined below:
Upon execution of the MOU by the three agencies, staff will proceed with finalizing a planning schedule for HCD review and approval. Staff from the three cities will develop a public education and implementation plan that will be shared within each of the three communities. This project is to be completed by the end of calendar year 2023.
To proceed, the City Council must accept the joint grant award and approve a Memorandum o f Understanding between the cities of Moorpark, Simi Valley and Thousand Oaks governing the joint administration of the grant.
3 The following alternatives are available to the City Council:
1. Authorize the acceptance of the $98,976 joint grant funding from the California Department of Housing and Community Development;
2. Approve a Memorandum of Understanding between the cities of Moorpark, Simi Valley and Thousand Oaks governing the joint administration of the grant;
3. Authorize the City Manager to execute the City of Simi Valley’s portion of the grant program and sign other documents as may be required;
4. Do not approve acceptance of the California Department of Housing and Community Development joint grant funding.
5. Provide staff with other direction.
Staff recommends Alternative Nos. 1, 2 and 3.
SUGGESTED CITY COUNCIL MOTION
I move that the City Council accept the $98,976 joint grant funding from the California Department of Housing and Community Development , approve the Memorandum of Understanding between the cities of Moorpark, Simi Valley and Thousand Oaks governing the joint administration of the grant and authorize the City Manager to execute the City of Simi Valley’s portion of the grant program and sign other documents as may be required.
SUMMARY
The City was awarded $98,976 in a joint application with Moorpark and Thousand Oaks from the State Community Development Block Grant Mitigation funding to develop a regional evacuation plan and conduct preparedness outreach campaign.
Staff recommends that the City Council accept the $98,976 joint grant funding from the California Department of Housing and Community Development , approve the Memorandum of Understanding between the cities of Moorpark, Simi Valley and Thousand Oaks governing the joint administration of the grant and authorize the City Manager to execute the City of Simi Valley’s portion of the grant program and sign other documents as may be required.
________________________
David M. Livingstone
Chief of Police
Prepared by: Eileen Connors, Emergency Services Manager
INDEX Page
Attachment 1 – Memorandum of Understanding .............................. 4 Exhibit A – Scope of Work………………………………………… .... 10
Exhibit B – Placeholder HCD Grant Agreement ............................. 15 Exhibit C – Maps of Low-to-Moderate Income Areas ..................... 16 4 MEMORANDUM OF UNDERSTANDING BETWEEN
THE CITIES OF MOORPARK, SIMI VALLEY
AND
THOUSAND OAKS
FOR THE IMPLEMENTATION AND ADMINISTRATION OF
CDBG MIT-PPS GRANT FUNDS
This Memorandum of Understanding (MOU) between the Cities of Moorpark, Simi Valley and Thousand Oaks (hereinafter referred to individually as “Agency” or collectively as “Agencies”) is intended to describe the roles and responsibilities of the Agencies specific to the implementation and administration of a Community Development Block Grant (CDBG) from the California Department of Housing and Community Development Department (HCD) for evacuation planning and public outreach otherwise defined as a Mitigation Resilience Planning and Public Services Plan (MIT-PPS).
RECITALS
WHEREAS, the Cities of Moorpark, Simi Valley and Thousand Oaks have all suffered the effects of recent natural disasters and share exposure to future emergencies; and
WHEREAS, the Agencies share common goals to enhance community preparedness and resiliency and are geographically located such that a mutually developed evacuation plan would be beneficial to the entire region; and
WHEREAS, HCD administers disaster recovery funding, including the CDBG - Mitigation (CDBG-MIT), CDBG National Disas ter Resilient (CDBG -NDR), and the 2017 CDBG-DR Unmet Recovery Needs funding; and
WHEREAS, the Agencies agreed jointly and severally to apply to the State for CDBG-MIT funding for emergency operations improvements; and
WHEREAS, the City of Moorpark has been awarded CDBG -MIT grant funds to 1) update local evacuation plans, and 2) conduct a bilingual public outreach campaign; and
WHEREAS, it is of mutual benefit for the Agencies, and by extension HCD, to share resources, information, and technology to prepare for and respond to emergency incidents that may require an evacuation; and
WHEREAS, each Agency will have one designated representative to work in coordination with the other Agency representatives as a committee to assist in the administration of approved allocation of grant funds to fulfill the terms of the MIT -PPS program as awarded to the City of Moorpark and which will be referred to herein as the “Agency Committee”.
NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants contained, the Agencies agree as follows:
5 1. PURPOSE OF MOU
The Agencies participating in this MOU, with the consent of their respective legislative bodies, hereby join for the purpose of performing the tasks necessary, including the hiring of consultants, to accomplish the following, as more specifically described in the Scope of Work (Exhibit A):
A. Regional evacuation planning; and
B. Public outreach and emergency preparedness education.
2. RESPONSIBILITIES
The Agencies agree to manage the Program jointly through participation in the Agency Committee. By parti cipating in this MOU, the represented legislative bodies agree and acknowledge the need for consistent equitable service throughout the Program Service Area, as defined in Section 6. Agencies also agree to work closely with residents identified as Low-to Moderate-Income as further as described in the HCD Grant Agreement with the City of Moorpark (to be included as Exhibit B when received) and Scope of Work.
3. TERM
This MOU shall commence on the Effective Date, as defined in Section 10 hereof and terminate five (5) years after the Effective Date, or upon termination of the grant agreement with HCD, whichever occurs first The Agencies understand and agree that the Program funds must be expended within three (3) years of the date of the grant award.
4. FISCAL AGENT
A. The City of Moorpark will serve as the Fiscal Agent on behalf of all three Agencies.
B. The duties of the Fiscal Agent include, but are not limited to, the following:
a. Serving as treasurer of Program funds as described herein and in the HCD Grant Agreement. The Fiscal Agent, in accordance with generally accepted accounting procedures, shall keep Program funds segregated from any other funds administered by the Fiscal Agent and may not expend any funds except in accordance with the Program budget approved by the Agency Committee.
b. Managing the MIT- PPS Budget for review and consensus agreement of the Agency Committee.
c. Executing all contracts approved by the Agency Committee d. Invoicing the remaining Agencies for their agreed upon share for such management services as provided in the Program Budget.
e. Ultimate responsibility for the collection of data and submission of reports as required by the Grant Agreement, provided that the other Agencies have provided the information and assistance requested by the Fiscal Agent to complete and timely file all reports required by the Grant Agreement.
6 C. The Fiscal Agent will retain all fiscal records for five years after the close of the grant and make records available for review by any Agency upon request. Any contracts executed on behalf of the Agencies must be made available to Agencies upon request.
5. AGENCY COMMITTEE
A. Each Agency shall designate a representative to serve on the Agency Committee.
B. The Agency Committee shall:
a. Develop and approve detailed Program Budget
b. Participate in the selection and approval of all consultants required to complete the scope of work of the grant.
c. Collect data required for inclusion in mandatory reports to HCD under the terms of the Grant Agreement.
6. PROGRAM SERVICE AREA
The evac uation planning and outreach components of the MIT -PPS shall include the geographic service area within the jurisdictional boundaries of the Agencies. The current maps are attached hereto and incorporated herein as Exhibit C.
7. BUDGET
The City of Moorpark as the Fiscal Agent in cooperation with the Agencies will manage the expenditures $98,976 of awarded Program Funds per the HCD Agreement with the City of Moorpark in the following two components:
1) $57,713 - Evacuation Planning and
2) $41,263 - Emergency Preparedness Outreach
In the event that additional funds are needed to complete the Program, the Agencies shall contribute in an amount proportionate to their population as follows, to be billed as stated in Section 4 above:
City of Thousand Oaks 43.85%
City of Simi Valley 43.63%
City of Moorpark 12.52%
Should any Agency’s governing body fail to allocate the funding necessary to complete any part of the Program, that Agency shall not participate in that work.
8. MITIGATION RESILIENCE PLANNING AND PUBLIC SERVICES PLAN
The development and implementation of the MIT-PPS is to be jointly accomplished by the Agency Committee in accordance with HCD guidelines and the approved Program Grant Agreement.
7 The development, implementation, and funding of the MIT- PPS is to be governed by the goals and objectives of reducing risks to, or across, community lifelines that support human health and safety and mitigate individual and community public safety conditions.
9. INDEMNIFICATION AND HOLD HARMLESS
Agencies to this Agreement agree to mutually indemnify, hold harmless and defend, including the officers, agents and members of each other’s departments and agencies, from all liability, damage (whether in contract or tort), including personal injury, death at any time, or property damage, costs and financial loss, including all costs and expense of litigation, for the sole wrongful or negligent acts or omissions of the indemnifying Agency’s officers, agents, or department members in the performance of any services described in this Agreement that cause such liability, damage, costs and financial loss. If the injury, death or loss that forms the basis of any claim, suit or judgment is determined to have been caused by the combined negligent or willful acts or omissions of more than one Agency in the performance of any services described in this Agreement, each such Agency agrees to bear its respective share of the payment of any award, settlement, or judgment, and each such Agency shall bear its own costs of defense, including attorneys’ fees.
10. AMENDMENTS
This MOU may be amended only by mutual written agreement of all Agencies hereto.
11. EFFECTIVE DATE
The MOU shall become effective upon the date that the last of the three Agencies execute this MOU.
12. SEVERABILITY
In the event that any provision of this Agreement shall be held to be void, voidable or unenforceable, the remaining portions thereof shall remain in full force and effect.
13. GOVERNING LAW
This Agreement has been executed in the State of California. This Agreement and the rights and obligations of the Parties hereto under this Agreement shall be construed and enforced in accordance with and governed by the internal laws of the State of California without regard for conflict of law provisions.
14. HEADINGS
The headings and the order in which the paragraphs appear in this Agreement have no significance whatsoever.
15. NOTICES
Any notice, request, demand or other communication which is required or may be given under or in connection with this Agreement shall be in writing and shall be deemed to 8 have been duly given if mailed by certified or registered mail, return receipt requested, by personal delivery by overnight delivery service (e.g. Federal Express), or by fax addressed as follows:
If to City of Moorpark:
City Manager
City of Moorpark
799 Moorpark Ave.
Moorpark, CA 93021
If to City of Simi Valley:
Emergency Services Manager
Police Department
City of Simi Valley
2929 Tapo Canyon Road
Simi Valley, CA 93063
(805) 583-6700
If to City of Thousand Oaks:
Grahame Watts
Disaster Services Coordinator
Public Works Department
City of Thousand Oaks
2100 Thousand Oaks Blvd.
Thousand Oaks, CA 91362
(805) 449-2453
[email protected]
Notices, demands, consents, approvals, and other communications which are mailed by certified or registered mail shall be given when delivered; provided, however, that if any such notice or other communication shall also be sent by electronic mail, such notice shall be deemed given at the time and on the date of transm ittal if the sending party provides a copy of the sent communication with the relevant time and date information thereof.
16. AUTHORITY
Each of the undersigned in executing this Agreement represents and warrants that it has full authority and legal power to represent and execute this Agreement on behalf of itself and its Related Parties, and that such party’s signature hereon shall be binding thereon.
17. EXECUTION
This Agreement may be executed and delivered in two or more counterparts, each of which when so ex ecuted and delivered shall be the original, but such counterparts together shall constitute but one and the same instrument.
9 IN WITNESS WHEREOF, the AGENCIES have caused this MOU to be executed on their behalf as of the date specified below, respectively, as follows:
CITY OF MOORPARK
Date: __________________ APPROVED AS TO FORM:
___________________________ _______________________
Janice Parvin, Mayor Kevin Ennis, City Attorney
CITY OF SIMI VALLEY
Date: __________________ APPROVED AS TO FORM:
___________________________ _______________________
Keith L. Mashburn, Mayor David L. Caceres, City Attorney
ATTEST:
____________________________
Lucy Blanco, City Clerk
CITY OF THOUSAND OAKS
Date: __________________ APPROVED AS TO FORM:
____________________________ _______________________
Bob Engler, Mayor Tracy Friedl, Assistant City Attorney
EXHIBIT A
S
COPE OF WORK
Regional Evacuation & Public Outreach Plan
A. E
vacuation Element
The City of Moorpark as the Subrecipient and Fiscal Agent will be responsible for completing a planning project related to regional evacuation over the period of April 2022 to December, with funding from the Year 2017 CDBG MIT-PPS program of HCD.
The major tasks that the Subrecipient will perform in connection with the provision of the eligible public services project include, but are not limited to, the following:
1. Enter a Memorandum of Understanding between City of Moorpark , City of Simi Valley and City of Thousand Oaks, defined as the “Agencies,” that identifies roles and responsibilities for the project.
2. Develop a regional evacuation and public outreach plan, serving the residents of the Cities of Moorpark, Simi Valley and Thousand Oaks.
3. Execute a Grant Agreement between the HCD and the Agencies as listed herein.
Phase I: Project Initiation
Task 1-A: Project Initiation & Development of Work Plan:
Consultant will converse with the emergency management teams of Moorpark, Simi Valley and Thousand Oaks, and the County of Ventura to gain a comprehensive understanding of the project goals and specific concerns that need to be addressed. The Consultant will develop and refine a proposed work plan that will guide the project team. This work plan shall be developed identifying:
• Primary tasks to be performed
• Person(s) responsible for each task
• Timetable for each task to be completed
• Resources to be utilized
• Possible obstacles or problem areas associated with the accomplishment of each task
T
his meeting will also help to establish working relationships, make logistical arrangements, determine an appropriate line of communications, and finalize contractual arrangements.
Task 1-B: Acquisition & Review of Background Information 10
Consultant will request the following information and data from each City’s Emergency Manager. This data will be used extensively in the analysis and development of the ev acuation plan document. The documents and information relevant to this project will include, but not be limited to, the following:
• Past or current emergency service studies or research • Each City’s General Plan documents, including current and future land use information
• Local census and demographics data
• Fire history in each city, zoning maps and codes
• Administrative policies and procedures, including the County and each City’s Emergency Operations Plan
• Facilities and equipment inventories
• Any extant mutual aid agreements
• Local Geographic Information Systems (GIS) data maps
Task 1-C: Stakeholder Input
Consultant will conduct site visits as needed in each City for the purpose of gathering information from key personnel including:
• Fire Department Leadership
• Law Enforcement Leadership
• Potential Evacuation Site Managers
P
hase II: Evaluation of Current Conditions
The initial phases of the study focus on a baseline assessment of current conditions.
Task 2-A: Current Conditions Analysis
An overview of each of the three Cities will be developed discussing:
• Service area population and demographics
• Description of the current service delivery infrastructure • Existing evacuation resources including sites and evacuation routes, as well as transportation infrastructure available to carry out a mass evacuation • Historical evacuation events and experiences
P
hase III: Community Risk Analysis and Sectionalization
Task 3-A: Community Risk Analysis
Land use and zoning classifications will be used, along with specific target hazard information, to analyze and classify community risk. This process will be completed with GIS software for each of the three Cities and will consider:
• Population and population density
• Demographics
11
• Occupancy types by land use designation
• Hazardous substances and processes as referenced in the Ventura County Hazard Mitigation Plan
Task 3-B Community Sectionalization
Based on the Risk Analysis prepared in Task 3- B and evacuation routes, transportation assets, and evacuation site assets identified in Task 2- A, all three Cities will be broken up into evacuation zones. Each identified evacuation zone will be assigned primary and contingency evacuation routes and sites. The map of evacuation zones will be made available in a variety of formats, including as a GIS layer for each City.
Task 3-C Emergency Evacuation Tabletop Exercise
An Emergency Evacuation Tabletop Exercise including key Emergency Operations team members from each City will provide an opportunity to test the evacuation plan in a controlled environment. Lessons learned from this exercise will inform changes made to the final version of the Evacuation Plan and provide a basis for forward looking recommendations.
Phase IV: Future Recommendations
The project concludes with recommendations for strategies intended to improve emergency evacuation outcomes for the County and three Cities.
Recommendations may be provided identifying the following:
• Zoning Code changes
• Capital Improvement Projects
• Equipment acquisitions
• Training regimens
• Establishment of mutual aid or other related agreements • GIS or jurisdictional evacuation by zone or a grid
N
ational Objective
Planning projects do not require a national objective.
Beneficiaries:
Proposed Total Beneficiaries: 287,140
Proposed Total Low-to-Moderate Income Beneficiaries: 84,525 Mitigation Requirements:
The project will meet the definition of mitigation as follows:
A regional approach to evacuation planning will increase resilience and mitigate future risks for all communities due to their proximity and the likelihood that if an 12
emergency incident impacts one city, that incident will impact all three cities and the County. The Agencies recognize that for evacuation planning to be successful, a regional approach is required. The plan will prepare the C ities to help these disadvantaged populations who will be the most in need of support when an emergency incident forces evacuation, due to economic need, language barriers or other factors.
The project will benefit the Most Impacted and Distressed Areas (MID) as follows:
The project is in Ventura County, a MID-area.
Project schedule:
The project will take place over 36 months starting at the time of standard HCD agreement execution.
1. Execute the Standard Agreement and Memorandum of Agreement between the Agencies.
2. Provide HCD the partnership agreement with the Agencies within 90 days of executing the MOU.
3. Issue procurement for planning services within 90 days of executing the Standard Agreement.
4. Review procurement responses and complete evaluation.
5. Provide procurement package to HCD for review following procurement evaluation within 10 days of response evaluation.
6. Issue contract for plan development within 30 days of HCD procurement review approval.
7. Receive Plan from vendor within 180 days of contract award.
8. Begin plan analysis and development efforts and provide draft plan for HCD review within 30 days of receipt of Plan from Vendor.
9. Grant Closeout.
B. P
ublic Outreach Element
The Subrecipient and Fiscal Agent will be responsible for completing a new public services project related to public outreach and education April 2022 to December 2023 with funding from the Year 2017 CDBG MIT-PPS program of HCD.
The major tasks that the Subrecipient will perform in connection with the provision of the eligible public services project include, but are not limited to the following:
1. Implement an outreach and educational campaign for the residents of the Cities of Moorpark, Simi Valley, and Thousand Oaks.
a. Provide education on emergency preparedness and evacuation plans. b. Make the campaign available to all residents and specifically target LMI and Spanish-speaking households.
13
c. Develop and distribute CERT training materials and supplies.
2. Enter a Memorandum of Understanding between the Agencies to clearly identify roles and responsibilities for the project.
National Objective
Urgent Need Mitigation
Beneficiaries:
Proposed Total Beneficiaries: 287,140
Proposed Total Low-to-Moderate Income Beneficiaries: 84,525 Mitigation Requirements:
The project will meet the definition of mitigation as follows:
The outreach and educational campaign is a risk -reduction initiative focused on disaster evacuation and disaster preparedness. The campaign will increase resilience and reduce future risks by educating residents on how best to prepare for a disaster, as well as how to evacuate.
The project will benefit the Most Impacted and Distressed Areas (MID) as follows:
The project is in Ventura County, a MID-area.
Project schedule/Timeline
The project will take place over 36 months starting at the time of standard agreement execution.
1. Execute the Standard Agreement.
2. Provide HCD the partnership agreement with the Agencies within 90 days of executing the HCD Standard Agreement.
3. Issue procurement(s) for outreach and training services within 90 days of executing the HCD Standard Agreement.
4. Review procurement responses and complete evaluation and provide procurement package to HCD for review within 10 days procurement evaluation.
5. Issue contract(s) for outreach and training services within 30 days of HCD procurement review approval.
6. Begin outreach and training activities within 60 days of awarding consultant services.
7. Grant Closeout.
14
PLACEHOLDER FOR EXHIBIT B
HCD Grant
Agreement with the
City of Moorpark
TO BE INCLUDED IN THE MOU WHEN RECEIVED
15 EXHIBIT C
16 17
18 19