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Home My WebLink AboutItem 12e - Cal-OES Authorized Agents for Financial Assistance DATE: June 7, 2022 TO: Honorable Mayor and City Council FROM: Barry R. Spriggs, Fire Chief By: Chen Suen, Deputy Fire Chief SUBJECT: RESOLUTION NO. 7447 AUTHORIZING DESIGNATED STAFF TO FILE WITH THE CALIFORNIA OFFICE OF EMERGENCY SERVICES REQUESTS FOR FINANCIAL ASSISTANCE UNDER THE NATURAL DISASTER ASSISTANCE ACT AND SIMILAR STATUTES Recommendation: Adopt SUMMARY The State of California Governor’s Office of Emergency Services (“CalOES”) requires cities to designate by resolution employees who have authority to apply for financial assistance in the event of a disaster. To comply with this requirement, it is recommended that the City Council adopt Resolution No. 7447, which designates the City Manager, the Fire Chief, and the Public Works Services Director as the three (3) authorized agents for the City of Arcadia on the Designation of Applicant’s Agent Resolution Form (see Exhibit “A”, OES Form 130). DISCUSSION CalOES requires cities to have on file an OES Form 130, “Designation of Applicant’s Agent Resolution for Non-State Agencies.” This form is required for obtaining state financial assistance under the California Disaster Assistance Act and/or federal financial assistance under Public Law 93-288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988. OES Form 130 allows for up to three designated names and/or position titles. The City Council previously designated the City Manager, the Fire Chief, and the Public Works Services Director as the City’s three authorized agents. CalOES also requires a new City Council resolution submission if a previously submitted resolution is older than three years from the last date of adoption. The City Council last adopted a resolution for this purpose (Resolution No. 7243) on February 19, 2019; therefore, a new resolution designating City authorized agents to apply for disaster assistance will need to be submitted to CalOES this year. Resolution No. 7447 accomplishes this requirement and continues to designate the same three employees. Resolution No. 7447 for Designation of Applicant’s Agent June 7, 2022 Page 2 of 2 ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT Adoption of Resolution No. 7447 has no immediate fiscal impact to the City. However, during a potential disaster, possible financial assistance may be delayed or denied if no resolution is approved and in place authorizing agents. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project and is therefore, exempt under, the California Environmental Quality Act (“CEQA”); and adopt Resolution No. 7447 authorizing designated staff to file with the California Office of Emergency Services requests for financial assistance under the Natural Disaster Assistance Act and similar statutes. Attachments: Exhibit “A” – Cal OES Form 130 - Designation of Applicant’s Agent Resolution for Non-State Agencies Resolution No. 7447 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 Exhibit "A" 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 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 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. Titles 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 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, Director, Superintendent, etc. The names and titles cannot be one of the designated Authorized 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 Secretary to the Board (not City Manager) to eliminate “Self Certification.” Cal OES 130 (Rev.9/13) Page 2