10A
Date: June 3, 2025
To: Honorable Mayor and Members of the City Council
From: Aram Chaparyan, City Manager
By: Nazanin Chiniforoushan, Emergency Services Manager | [email protected]
Subject: City Manager – Approve Shelter Operations Facility Use Agreement (FUA) with American National Red Cross (Red Cross) and Authorize City Manager as City’s Signatory. Expenditure: None.
RECOMMENDATION
Recommendation of the City Manager that City Council approve a Shelter Operations Facility Use Agreement (FUA) between the City of Torrance (City) and the American National Red Cross (Red Cross) to enhance community disaster response, coordination and emergency preparedness and authorize the City Manager to be the designated signatory.
FUNDING
None required.
DISCUSSION
The American National Red Cross (Red Cross) provides vital emergency services to the public, including disaster response, sheltering, and recovery assistance. In the event of natural disasters or other major emergency incidents, it is important to have an established plan that allows for the swift use of City facilities for temporary shelters, and/or logistical support locations. Establishing a Shelter Operations Facility Use Agreement (FUA) with the Red Cross enables a plan so the City can collaborate quickly and effectively during emergencies, minimizing response times and enhancing services provided to residents.
City Staff, in partnership with the Red Cross, engaged in discussions to draft an FUA, outlining roles, responsibilities, and coordination efforts to ensure efficient disaster response and recovery.
The FUA includes the following key elements:
Sheltering Activation
Red Cross and/or City may request activation of a pre-designated City facility to serve as temporary disaster shelter, temporary service center, parking or storage staging site. Sheltering activities may house any affected individuals, not limited to Torrance residents. The City retains the right to determine which facility to open and to deny the activation request. 1 City Council
June 3, 2025
Designated Facilities
To determine which City facilities were best suited for temporary sheltering, the Red Cross inspected proposed facilities that met the Red Cross Sheltering Standards (Sheltering Standards) The Sheltering Standards include criteria such as facility size, amenities and logistics. Based on the inspection, four City facilities met the Sheltering Standards; Dee Hardison Sports Center, George Nakano Theater, Ken Miller Recreation Center, and Toyota Meeting Hall. Based on the scope of the emergency, one or all the facilities can be activated as authorized by the City.
Red Cross Responsibilities
Red Cross will oversee shelter management, client intake, and provide emergency supplies, food (with support from the City if available), and custodial services of the facility.
City Responsibilities
The City will coordinate access to facilities, assign staff for support roles (if available), and assist with logistics, inspections, and help ensure the security of the facility.
Fees and Reimbursement
Red Cross will not pay a rental fee to use City facilities as emergency shelters. However, the Red Cross will reimburse the City for the following costs:
✓Facility damage costs resulting from Red Cross operations. ✓Personnel costs including staff time related to custodial and food support. ✓Reasonably traceable costs incurred for utilities including water, gas and electricity associated with shelter operations.
Liability and Indemnification
Red Cross will indemnify the City and provide evidence of insurance coverage.
The combined provisions of the Red Cross FUA strengthens the City’s ability to respond quickly and effectively to disasters, ensuring the community receives critical assistance during emergencies. Staff recommends formalizing this partnership with the Red Cross by approving the FUA and authorizing the City Manager to be the designated signatory.
ATTACHMENT
1 Red Cross Facility Use Agreement
2 Shelter Operations
Facility Use Agreement
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Agreement
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5 The American National Red Cross (“Red Cross”), a non
-
profit corporation chartered by the United States Congress,
provides services to individuals, families
and communities when disasters strike. The disaster relief activities of the Red Cross are made possible by the American public who support the Red Cross with generous donations. The Red Cross’s disaster services are also supported by facility owners who permit the Red Cross to use their buildings as
shelters and other service delivery sites for disaster victims. This agreement is between the Red Cross and a facility owner (“Owner”) so the Red Cross can use the facility to provide services during a disaste r.
This agreement only
applies when Red Cross requests use of the facility and is managing the activity at the facility.
Parties and Facility
Owner
:
RC View NSS Facility
Site
Identification Number
:
203496
Full
Name
of Owner
City of Torrance
Address
City of Torrance
3031 Torrance Blvd.
Torrance,
CA
90503
24 -
Hour Point of Contact
Name and Title
Work Phone
Cell Phone
Primary
John La Rock,
(Community
Services Director)
310
-961-6080 24hr#
/
310-
618
-2937
Office
Secondary
Gerry Pinela (General Services Facility Operations Manager) 323
-828-5242 24hr #
/
310-784-7908 Office
Tertiary
Danny Santana (Assistant
City
Manager)
424
-323-2119 24
hr#
/
310-
618
-5880 Office
Quaternary
24/7
Non
Emergency
Intake
Interactive Communication
Office
310
-618-5725
24hr#
Address for
Official
Notices
(only if different
from above address)
n/a
Red Cross:
Chapter Name
The
American
National
Red Cross, Los
Angeles Region
Chapter Address
1450 S Central Ave, Los Angeles CA 90021
24 -
Hour Point of Contact
Name and Title
Work Phone
Cell Phone
Disaster Duty Officer
(800) 675
-
5799
Address for Official
Notices
1. American Red Cross,
Disaster Cycle Services Logistics
8550 Arlington Blvd., Fairfax, VA 22031
2. The American National Red Cross, Los Angeles Region
1450 S Central Ave, Los Angeles CA 90021
3 ATTACHMENT 1
Shelter Operations
Facility Use Agreement
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5 Facility
:
Insert name and complete street address of building or, if multiple buildings, write “See attached facility l
ist
,
” and
attach facility list, including complete street address of each building that is part of this agreement.
If the Red Cross
will use
only a portion of a building, then describe the portion of the building that the Red Cross will use.
Dee Hardison Sports Center
NSS #
159888
2400 Jefferson St
reet
Torrance, CA
90501
George Nakano Theater
NSS # TBD
3300 Civic Center Drive
Torrance, CA
90503
Ken Miller Recreation Center
NSS #
159887
3300 Civic Center Drive
Torrance, CA
90503
Toyota Meeting Hall
NSS # TBD
3300 Civic Center Drive
Torrance, CA
90503
Terms and Conditions
1. Use of Facility
:
Upon request and if
feasible, O
wner will permit the Red Cross to use and occupy the
F
acility on
a temporary basis to conduct emergency, dis
aster
-
related activities.
Owner
may request
Red Cross to respond
to local emergencies and
open facilities as designated by Owner.
The F
acility may be used for the following
purposes (both parties must initial all that apply):
Facility Purpose
Owner I
nitials
Red Cross I
nitials
Service Center (Operations, Client Services, or Volunteer Intake)
Storage of supplies
Parking of
vehicles
Disaster
Shelter
2. Facility Management:
The
Red
Cross will designate
a
Red
Cross official to manage the activities
at
the Facility
(“Red Cross Manager”). The Owner will designate a Facility Coordinator to coordinate with the Red Cross
Manager regarding the use of the Facility by the Red
Cross.
3. Condition of Facility
:
The Facility Coordinator and Red Cross Manager (or designee) will jointly conduct a survey
of
the Facility before it is turned over to the Red Cross.
They will use the first page of the Red Cross’s
Facility/Shelter Opening/Closing Form
to
record any existing damage
or
conditions. The Facility Coordinator
will identify and secure all equipment in the Facility that the Red Cross should not use. The Red Cross will exercise reasonable care while using the Facility and will not modify the Facility without the Owner’s express written approval.
4. Food Services
(
This paragraph applies only when
the Facility is used as
a
shelter
or
service center.
): Upon
request by the Red
Cross, and if such resources
are
available, the Owner will make the food service resources
of
the Facility, including food, supplies, equipment and food service workers, available to feed the
shelter
occupants. The Facility Coordinator will designate a Food Service Manager to coordinate meals at the direction of
and in cooperation with the Red Cross Manager. The Food Service Manager will establish a
feeding schedule
and supervise meal planning and preparation. The Food Service Manager and Red Cross Manager will jointly conduct a pre-occupancy inventory of the food and food service supplies before the Facility is turned over to the
Red
Cross. When the Red Cross vacates the Facility, the Red Cross Manager and Facility Coordinator or
Food
Service Manager will conduct a
post-
occupancy inventory
of the food and supplies used during the Red Cross’s
activities at the Facility.
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5 5. Custodial Serv
ices
(
This paragraph applie
s
only when the Facility is used as
a
shelter
or
service center.
): Upon
request of
the Red Cross and if such resources
are
available, the Owner will make its custodial resources,
including supplies and workers, available to provide cleaning and sanitation services at
the Facility. The Facility
Coordinator will designate a Facility Custodian to coordinate these services at the direction of and in cooper
ation
with the Red Cross Manager.
6. Security/Safety
:
In
coordination with the Facility Coordinator, the Red Cross Manager, as he or
she deems
necessary and appropriate, will coordinate with law enforcement regarding any security and safety issues at
the
Facility.
7. Signage and Publicity:
The Red Cross may post signs identifying the Facility as a site of Red Cross operations
in locations approved by the Facility Coordinator. The Red
Cross will remove such signs when the Red Cross
concludes its activities at
the Facility.
The Owner will not issue press releases
or
other publicity concerning the
Red Cross’s activities at the Facility without the written con
sent
of the Red Cross Manager. The Owner will refer
all media questions about the Red Cross activities to the Red Cross Manager.
8. Closing the Facility
:
The Red Cross will notify the Owner
or
Facility Coordinator
of the date when the Red Cross
will vacate the Facility. Before the Red Cross vacates the Facility, the Red Cross Manager and Facility
Coordinator will jointly conduct a post-occupancy inspection, using the second page of the Shelter/Facility Opening/Closing Form,
to record any
damage or conditions.
9. Fee
(
This paragraph does not apply when the Facility is used as a
shelter. The Red Cross does not pay fees to
use facilities as shelters.
):
Both
parties must initial one of the two statements below:
a. Owner will not charge a fee for the use of the Facility.
Owner initials:
____
Red
Cross
initials:
____
b.
The Red Cross will pay
$
per day
/
week
/
month (circle one) for the right to use and occupy
the Facility
.
Owner initials: _____ Red Cross initials: _____
10. Reimbursement:
Subject to the conditions in paragraph 10(e) below, the Red Cross will reimburse the Owner
for
the
following:
a. Damage to the Facility or
other property of Owner
,
reasonable wear and tear excepted, resulting
from the operations of
the Red Cross. Reimbursement for facility damage will be based on
re
placement
at
actual cash value. The Red Cross, in consultation with the Owner, will select from
bids from at least three
reputable contractors. The Red Cross is not responsible for storm damage
or other damage caused by the disaster.
b. Reasonable costs associated with custodial and food service personnel and supplies
which would
not have been incurred but for
the Re
d
Cross’s use of the Facility.
The
Red
Cross will reimburse at
per
-hour, straight-time rate
for
wages actually incurred but will not reimburse for (i) overtime or
(ii)
costs of salaried staff.
c. Reasonable, actual, out-of
-pocket costs
for
the utilities indicated below
,
to
the extent that such costs
would not have been incurred but for the Red Cross’s use of the Facility
.
(B
oth parties must initial all
utilities that may be reimbursed by the Red Cross):
Utility
Owner Initials
Red Cross Initials
Water
Gas
Electricity
Waste Disposal
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5 d.
The Owner will submit any request for reimbursement to the Red Cross within 60 days after the oc
cupancy of the Red Cross ends.
Any request for
reimbursement must be accom
panied by
supporting invoices.
Any request for reimbursement for personnel costs must be accompanied by a list of the personnel with the dates and hours worked.
e.
If the disaster is a Federally
-
declared disaster and Owner is a
municipal or state government entity,
then the Owner will work with appropriate emergency management agencies to seek cost reimbursement through the Federal Emergency Management Agency’s program for administering Public Assistance Category B
under the Robert T. Stafford Act.
The Red Cross is not obligated to
reimburse the Owner for costs covered by
Public Assistance Category B.
If requested t
he Red Cross
will provide information
and documents
t
o support the Owner
’s cost recovery from
Federal
Emergency Management Agency
’s cost recovery
program
.
11. Insurance: The Red Cross shall carry insurance coverage in the amounts of at least $1,000,000 per occurrence for Commercial General Liability including coverage for volunteers and Automobile Liability including owned, non owned and hired vehicles. The Red Cross shall also carry Workers’ Compensation coverage with statutory limits for the jurisdiction within which the facility is located and $1,000,000 in Employers’ Liability.
12. Indemnification: The Red Cross shall defend, hold harmless, and indemnify Owner , the City Council, each member thereof, members of boards and commissions, their officers, agents, employees and volunteers (collectively "City Affiliates") against any legal liability, including attorney fees, in respect to claims for bodily injury, death, and property damage arising from the Red Cross’s use of the Facility, to the extent not caused by the City’s Affiliates’s gross negligence or willful misconduct.
13. Term: The term of this agreement begins on the date of the last signature below and ends 30 days after written notice by either party.
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5 Digital Signature
: Each party agrees that either party’s execution of this agreement by DIGITAL signature (whether ELECTRONIC or encrypted) is expressly intended to authenticate this AGREEMENT and to have the same force and effect as manual signatures. The term DIGITAL sig
nature means any electronic sound, symbol, or process attached to or logically associated with a record and executed and adopted by a party with the intent to sign such record, including facsimile or email electronic signatures. The use of
digital signatures is intended to facilitate more efficient execution and delivery of signed documents.
OWNER
RED CROSS
City of Torrance
The American National Red Cross
Owner
(Legal Name)
(
Legal Name)
By (Signature)
By (Signature)
Aram Chaparyan
Erica
Frausto
-
Aguado
Name
(Printed)
Name
(Printed)
City
Manager
Los Angeles Region
al Disaster Officer
Title
Title
Date
Date
7