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Home My WebLink AboutItem 6l. Adopt a Resolution naming the City Agents authorized to seek financial assistance from CalOES following a disaster Item 6l Department: Public Works Cost Center: 5001 For Agenda of: 10/19/2021 Placement: Consent Estimated Time: NA FROM: Matt Horn, Public Works Director Prepared By: Paul Fields, Administrative Analyst SUBJECT: ADOPT A RESOLUTION NAMING THE CITY AGENTS AUTHORIZED TO SEEK FINANCIAL ASSISTANCE FOLLOWING A DISASTER RECOMMENDATION Adopt a Resolution entitled, “A Resolution of the Council of the City of San Luis Obispo, California, designating its agents for Disaster Reimbursement” and work with the California Governor's Office of Emergency Services (Cal OES) to receive financial assistance for disasters, including damage caused in the January and February 2021 storm event. DISCUSSION Background In late January and February of 2021, the City of San Luis Obispo experienced a forceful storm event that severely damaged a storm drain on Olive St. and caused damage at the community services and Police building. In response to the storm, City staff worked overtime clearing storm drains, removing downed trees, blocking flooded areas, and monitoring creek levels for flooding. The Federal Emergency Management Agency (FEMA) recognized the event and grant funds became available to reimburse jurisdictions for expenditures related to infrastructure repairs and staff overtime. Cal OES, the agency responsible for administering FEMA funds requires submittal of the Designation of Applicants Agent Resolution (OES 130 -Attachment A) and a project application for federal assistance. Once received, Cal OES will reimburse the City for eligible expenditures related to the storm. According to Public Law 93-288, as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, it is required that the City Council designate an approved agent(s) every three years to execute and file the application to the Cal OES to obtain certain federal and/or state financial assistance. Page 751 of 850 Item 6l The Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988 constitutes the statutory authority for most federal disaster response activities, especially as they pertain to FEMA programs. This universal resolution is not disaster-specific and will be kept on file by Cal OES for a period of three years. The City of San Luis Obispo agents designated by title include the Finance Director, Accounting Manager/Controller, and the Senior Accountant. The previous resolution expired on September 18, 2021. Previous Council or Advisory Body Action On September 18, 2018, the City Council adopted a resolution authorizing the City of San Luis Obispo’s agents to work with Cal OES to receive financial assistance for disasters, the authorization expired on September 18, 2021. Policy Context Section 740 of the City’s Financial Management Manual requires City Council approval to pursue grants in excess of five thousand dollars. While the reimbursement amount has not yet been determined staff anticipates it will exceed that threshold. The reimbursement is in compliance with all aspects of the City’s grant management policy. The reimbursement requires minimal administrative effort and costs; the reimbursement amount will exceed the cost of staff time spent on the application considerably. Given this is a reimbursement-based grant it will not necessitate additional resources for administration and there are no audit or reporting requirements beyond the reimbursement application. Public Engagement No public engagement is necessary as this is an administrative item. The public will have an opportunity to comment on this item during the meeting. CONCURRENCE The Finance department has been consulted and is supportive of the recommended action. ENVIRONMENTAL REVIEW The California Environmental Quality Act does not apply to the recommended actions in this report because the actions do not constitute a “project” under CEQA guidelines sec. 15378. Page 752 of 850 Item 6l FISCAL IMPACT The FEMA funds will reimburse the City for work related to a storm drain repair, and building repairs related to the storm. Additionally, the City will be reimbursed for overtime spent on clearing storm drains, removing downed trees, clearing debris from the City right-of-way and monitoring creek levels for flooding. The authorization will allow the City to apply for future reimbursements for eligible costs related to declared emergencies under the California Disaster Assistance Act (CDAA). ALTERNATIVES The City Council could opt not to pursue reimbursements for storm related expenditures. This is not recommended as this funding was approved specifically for storm related expenditures and would be granted without additional requirements. ATTACHMENTS A – Draft Resolution designating Agents for Disaster Reimbursement B – Cal OES Form 130 – Designation of Applicant’s Agent Resolution for Non-State Agencies Page 753 of 850 Page 754 of 850 RESOLUTION NO. (2021 SERIES) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO, CALIFORNIA, DESIGNATING ITS AGENTS FOR DISASTER REIMBURSEMENT WHEREAS, in late January and February 2021, the City of San Luis Obispo experienced a forceful storm event that was recognized by the Federal Emergency Management Agency (FEMA); and WHEREAS, FEMA funds were made available to jurisdictions to assist with clean- up of the debris caused by the storm event; and WHEREAS, in order to access the approved funds, the City of San Luis Obispo needs to designate authorized agents to act on its behalf as required by FEMA and the State Office of Emergency Services (CalOES) to receive the financial assistance. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: SECTION 1. The Finance Director, the Accounting Manager/Controller, and the Senior Accountant are hereby designated as the City's agents to CalOES for all matters pertaining to such federal and state disaster assistance, the assurance, and agreements required. Furthermore, the Finance Director is hereby authorized to execute any and all documents, forms, and agreements in order to implement FEMA and CalOES required forms. Page 755 of 850 Resolution No. _____ (2021 Series) Page 2 R _____ SECTION 2. The Mayor is hereby authorized to execute CalOES Form 130 Designation of applicant's agent resolution for non -state agencies. Upon motion of Council Member ________________, seconded by Council Member ____________, and on the following roll call vote: AYES: NOES: ABSENT: The foregoing resolution was adopted this ____ day of _______________ 2021. ___________________________ Mayor Erica A. Stewart ATTEST: ______________________ Teresa Purrington City Clerk APPROVED AS TO FORM: ______________________ J. Christine Dietrick City Attorney IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Luis Obispo, California, on ______________________. ___________________________ Teresa Purrington City Clerk Page 756 of 850 67$7(2)&$/,)251,$ *29(5125¶62)),&(2)(0(5*(1&<6(59,&(6 &DO2(6 &DO2(6 ,'1RBBBBBBBBBBBBBBBBBBBBBB '(6,*1$7,212)$33/,&$17 6 $*(175(62/87,21 )2512167$7($*(1&,(6 %(,75(62/9('%<7+(2)7+( *RYHUQLQJ %RG\1DPH RI $SSOLFDQW 7+$7 25 7LWOH RI $XWKRUL]HG $JHQW 25 7LWOH RI $XWKRUL]HG $JHQW 7LWOH RI $XWKRUL]HG $JHQW LV KHUHE\DXWKRUL]HG WR H[HFXWHIRUDQG RQ EHKDOI RIWKH D SXEOLFHQWLW\ 1DPH RI $SSOLFDQW HVWDEOLVKHGXQGHUWKHODZV RIWKH6WDWH RI&DOLIRUQLDWKLVDSSOLFDWLRQ DQG WR ILOHLWZLWKWKH &DOLIRUQLD*RYHUQRU¶V2IILFHRI(PHUJHQF\ 6HUYLFHV IRUWKH SXUSRVH RIREWDLQLQJFHUWDLQ IHGHUDO ILQDQFLDODVVLVWDQFH XQGHU 3XEOLF/DZ DVDPHQGHG E\WKH 5REHUW76WDIIRUG 'LVDVWHU 5HOLHIDQG (PHUJHQF\$VVLVWDQFH$FWRIDQGRUVWDWH ILQDQFLDODVVLVWDQFH XQGHUWKH&DOLIRUQLD 'LVDVWHU$VVLVWDQFH $FW 7+$7WKHBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBD SXEOLFHQWLW\HVWDEOLVKHGXQGHUWKH ODZV RI WKH6WDWHRI&DOLIRUQLD 1DPH RI $SSOLFDQW KHUHE\DXWKRUL]HVLWVDJHQWVWRSURYLGHWR WKH*RYHUQRU¶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ity Council City of San Luis Obispo Finance Director Accounting Manager Senior Accountant City of San Luis Obispo City of San Luis Obispo 19th October 21 City Council City of San Luis Obispo 19th October 21 Teresa Purrington City Clerk 1DPH X City of San Luis Obispo Page 757 of 850 Page 758 of 850