Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Trevor Benson, Public Safety Manager
FOR: City Council Meeting of August 28, 2023
SUBJECT: Resolution and Update of Designation of City Agent(s) for Purposes of Obtaining Federal and State Assistance for Disasters
RECOMMENDATION:
That City Council adopt Resolution No. 2023-41 naming the agents of the City who may execute applications and other documents for the purpose of obtaining federal and or state financial assistance; and
2. Approve the attached Designation of the Applicant's Agent Resolution for Non -State Agencies form designating the City's Authorized Agents to execute agreements or other documents required in connection with obtaining Federal and State disaster assistance.
BACKGROUND:
The State of California, Governor's Office of Emergency Services (CaIOES) requires resolutions for the appointment of authorized agents for the purpose of obtaining federal and state financial assistance and grants. As personnel and title(s) within the City change these forms must be updated and memorialized by City resolution.
DISCUSSION:
In order to ensure prompt payment of state and federal funding, the City of Yucaipa must submit a Designation of Applicant's Agent Resolution form to the State of California Governor's Office of Emergency Services (CaIOES) that identifies the City of Yucaipa's authorized agent(s).
The universal resolution requires the City Council to designate authorized agents (by title) to execute for and on behalf of the City, applications and other documents for both the Federal and/or state governments in order to pursue financial assistance for all open and future disasters.
In June 2019, the Yucaipa City Council approved a Designation of Applicant's Agent Resolution, No. 2019-28, authorizing the City Manager, Emergency Coordinator and Director of Public Works/City Engineer as the authorized agents. The Designation of Applicant's Agent Resolution is only valid for three years; therefore, an updated Designation of Applicant's Agent form must be submitted to CalOES. Staff is recommending that the City Manager, Public Safety Manager and Director of Development Services/City Engineer positions be designated agents.
FISCAL IMPACT:
There is no fiscal impact to adopting Resolution No. 2023-41 and updating the Designation of Applicant's Agent Resolution form.
Attachments:
1. Resolution No. 2023-41
Approved by.- ���
ATTACHMENT 1
RESOLUTION NO.2023-41
7O)FS STATE OF CALIFORNIA RECOVERY DIRECTORATE
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES FINANCIAL PROCESSING DIVISION * DESIGNATION OF APPLICANT'S AGENT RESOLUTION
NON -STATE AGENCIES Cal OES ID No:
OES-FPD-130 (Rev. 10-2022)
DESIGNATION OF APPLICANT'S AGENT RESOLUTION FOR NON -STATE AGENCIES BE IT RESOLVED BY THE CITY COUNCIL oOF THE CITY OF YUCAIPA (Governing Body) (Name of Applicant)
THAT CITY MANAGER OR
(Title of Authorized Agent)
PUBLIC SAFETY MANAGER OR
(Title of Authorized Agent)
DIRECTOR OF DEVELOPMENT SERVICES/CITY ENGINEER
(Title of Authorized Agent)
is hereby authorized to execute for and on behalf of the CITY OF YUCAIPA (Name of Applicant)
a public entity 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 federal financial assistance for any existing or future grant program, including, but not limited to any of the following:
- Federally declared Disaster (DR), Fire Mitigation Assistance Grant (FMAG), California State Only Disaster (CDAA), Immediate Services Program (ISP), Hazard Mitigation Grant Program (HMGP), Building Resilient Infrastructure and Communities (BRIC), Legislative Pre -Disaster Mitigation Program (LPDM), 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.
- Flood Mitigation Assistance Program (FMA), under Section 1366 of the National Flood Insurance Act of 1968.
- National Earthquake Hazards Reduction Program (NEHRP) 42 U.S. Code 7704 (b) ((2) (A) (ix) and 42 U.S. Code 7704 (b) (2) (B) National Earthquake Hazards Reduction Program, and also The Consolidated Appropriations Act, 2018, Div. F, Department of Homeland Security Appropriations Act, 2018, Pub. L. No. 115-141 - California Early Earthquake Warning (CEEW) under CA Gov Code - Gov, Title 2, Div. 1, Chapter 7, Article 5, Sections 8587.8, 8587.1 1, 8587.12 That the CITY OF YUCAIPA
a public entity established under the
(Name of Applicant)
laws of the State of California, 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.
Rev. 10-2022 Page 1 of 4 OES-FPD-130
7O;FS STATE OF CALIFORNIA RECOVERY DIRECTORATE
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES FINANCIAL PROCESSING DIVISION `� DESIGNATION OF APPLICANT'S AGENT RESOLUTION
�(y NON -STATE AGENCIES
OES-FPD-130 (Rev. 10-2022)
Please check the appropriate box below
❑✓ This is a universal resolution and is effective for all open and future disasters/grants declared up to three (3) years following the date of approval. ❑ This is a disaster/grant specific resolution and is effective for only disaster/grant number(s):
Passed and approved this 28 day of AUGUST 2023
Justin Beaver, Mayor
(Name and Title of Governing Body Representative)
(Name and Title of Governing Body Representative)
(Name and Title of Governing Body Representative)
CERTIFICATION
Ana V. Sauseda Director of General Services/City Clerk
I, ,duly appointed and of
(Name) (Title)
CITY OF YUCAIPA do hereby certify that the above is a true and (Name of Applicant)
correct copy of a resolution passed and approved by the CITY COUNCIL of the CITY OF YUCAIPA on the 28
(Name of Applicant)
(Signature)
(Governing Body)
day of August
, 20 23
Director of General Services/City Clerk
(Title)
Rev. 10-2022 Page 2 of 4 OES-FPD-130
7OES STATE OF CALIFORNIA RECOVERY DIRECTORATE
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES FINANCIAL PROCESSING DIVISION
DESIGNATION OF APPLICANT'S AGENT RESOLUTION
NON -STATE AGENCIES
OES-FPD-130 (Rev. 10-2022)
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 resolution 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 pages 1 and 2. The blanks are to be filled in as follows:
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 California Governor's Office of Emergency Services regarding grants for which they have applied.
There are two ways of completing this section:
Titles Only: 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 either a cover letter naming the Authorized Agents by name and title, or the Cal OES AA Names document. The supporting document can be completed by any authorized person within the Agency (e.g., administrative assistant, the Authorized Agent, secretary to the Director). It 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 listed on the document, or their title changes.
Rev. 10-2022 Page 3 of 4 OES-FPD-130
OES STATE OF CALIFORNIA RECOVERY DIRECTORATE
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES FINANCIAL PROCESSING DIVISION
DESIGNATION OF APPLICANT'S AGENT RESOLUTION
NON -STATE AGENCIES
OES-FPD-130 (Rev. 10-2022)
Checking Universal or Disaster -Specific Box: A Universal resolution is effective for all past disasters and for those declared up to three (3) years following the date of approval. Upon expiration it is no longer effective for new disasters, but it remains in effect for disasters declared prior to expiration. It remains effective until the disaster goes through closeout unless it is superseded by a newer resolution.
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 Authorized Agents. A minimum of three (3) approving board members must be listed. If less than three are present, meeting minutes must be attached in order to verify a quorum was met.
Name and Title: This is the individual in attendance who recorded the creation and approval of this resolution.
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 that person could sign the document as Secretary to the Board (not City Manager) to eliminate "Self -Certification." Rev. 10-2022 Page 4 of 4 OES-FPD-130