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Home My WebLink About11/01/1994, C-7 - HIGHWAY 41 FIRE REIMBURSEMENT REQUEST: LATE AGENDA ITEM FOR NOVEMBER 1ST MEETING MEMORANDUM October 24, 1994 To: City Council From: Ken Hampian, Assistant CAO Subject: HIGHWAY 41 FIRE REIMBURSEMENT REQUEST: LATE AGENDA ITEM FOR NOVEMBER 1st MEETING On Friday of last week (after the agenda close for the November 1st meeting), County Office of Emergency Services (OES) staff advised the Fire Chief that the State was giving local agencies until November 14 to submit any requests for cost reimbursement relative to the Highway 41 Fire. OES staff is now forwarding to City staff the forms that need to be completed as a part of the City's reimbursment request. Our final request must be approved by the City Council. Staff has largely completed the process of documenting City costs, and has been awaiting further instructions on the process and paperwork required to submit a reimbursement request. Given the short deadline we have now been given, and the lack of a Council meeting on November 8th, it is essential that the formal request be placed on the November 1 agenda (as has been done). However, the agenda report and supporting documents, which are now being prepared by the Fire and Finance Departments, will be "late". At worst, we anticipate providing the material to the City Council by the end of this week. If you have any questions, please contract myself or Bob Neumann. f� 411H(I��IIIIIIIIIIilllll�l city f MEETING DATL. November 1, 1994 I�>nui� u c� of san lurs os�spo 110111110 COUNCIL AGENDA REPORT FROM: Robert F. Neumann, Fire Chief SUBJECT: Highway 41 Fire Cost Recovery CAO RECOMMENDATION By motion, authorize the Mayor and City Administrative Officer to sign a Designation of Agents Resolution with the State Office of Emergency Services for the purpose of applying for cost reimbursement associated with the Highway 41 Fire. DISCUSSION The County of San Luis Obispo appealed to both the federal and state governments to declare the Highway 41 Fire a disaster in an effort to receive disaster assistance for the large, unanticipated costs due to this fire. The federal government declined stating that the fire damage was not severe enough to be considered a federal disaster. The Governor's Office did determine the fire to be a natural disaster. Even though man-made, it presented a significant threat to public safety. As such, local agencies are now eligible for state financial assistance. Under the Natural Disaster Assistance Act Program the City can seek reimbursement for personnel costs, equipment costs, supplies and materials costs used during disaster response activities as well as indirect and administrative costs could be sought. Please note that the State limits reimbursement to 75% of allowable costs and only allows cost recovery for overtime for emergency services staff. (Recovery for all personnel costs associated with non-public safety staff can be requested.) Due to the significant time delay of the declaration, the County of San Luis Obispo as well as all cities within the county designated a local agency, were not prepared to submit information on the proper forms to the State within the 60 day time limit allowed by the State. On October 12, 1994 Lee Williams, the Deputy Emergency Services Director for the County of San Luis Obispo, petitioned Director Richard Andrews of the Governor's Office of Emergency Services for a 30 day extension for the Natural Disaster Assistance Act program application process for the 41 Fire. On October 19, 1994, the City of San Luis Obispo received official notification by the San Luis Obispo County Office of Emergency Services that it had until November 14, 1994 to apply to the State of California Office of Emergency Services for reimbursement of the Highway 41 Fire costs. Under the terms of the Natural Disaster Assistance Act a written application must be made by the local agency to the Director of the Office of Emergency Services petitioning the state for financial assistance. A crucial aspect of this process is the signing of the Designation of Applicant's Agent Resolution. A request is being made to designate the City Administrative Officer as the authorized agent for the City of San Luis Obispo. The City Clerk shall certify the document to be true and correct. ��►�i►I�IIIIIIIIIpp1 ��IIII city of San LUIS OBISp0 COUNCIL AGENDA REPORT FISCAL IlVIPACT: The fiscal impact for this is significant. The City has the opportunity to recover a majority of its costs associated with the Highway 41 Fire, provided all forms are completed and received by the Governor's Office of Emergency Services by November 14, 1994. Total amount of our claim.could equal $226,300 summarized as follows. CATEGORY B - DISASTER RESPONSE Staffing Regular 252200. Overtime 819200. Materials 10,900. Rental Equipment 2,400. City Equipment 3.900. TOTAL - Category B 123,600. CATEGORY E - DISASTER RECOVERY Replacement of Communications & Telemetry Equipment Located at Tassajara Peak 94,000 ADMINISTRATIVE COSTS AT 4% 8.700. TOTAL ELIGIBLE 226,300. (Of this amount, we would expect State reimbursement of 75% or 169.725. ATTACHMENTS: 1. OES Form 130 - Designation of Applicant's Agent Resolution 2. Back-Up Documentation on Costs (Available in Council Office for review.) �P. State of California State Application No. OES OFFICE OF FedeE )isaster FEMA- -DR EMERGENCY SERVICES Federal P.A.. No. DESIGNATION OF APPLICANT'S AGENT RESOLUTION BE IT RESOLVED BY THE City Council OF THE City of San Luis Obispo THAT John Dunn City Administrative Officer (Name) (Title) OR (Name) (Title) OR (Name) (Title) is herrby authorized to execute for and in behalf of the City of San Luis Obispo , a public entity rslahlishcd under the laws of the State of California, this application and to file it in Elie Office of Emergency Servicrs lOr the purpose of obtaining certain federal financial assistance under P.L. 93-288 as amended by the Robert T. Slaffurd Disaster Relief and Emergency Assistance Act of 1983, and/or state financial assistance under the Natur l Dis.sler Assistance Act for a fire (41 Fire) , which occurred in August of 1944 (fire, flood, earthquake, etc.) (month and )-car) THAT the City of San Luis Obispo , a public entity established under the laws of the State or California, hereby authorizes its agent to provide to the State Office of Emergency Services for all matters pertaining to such state disaster assistance the assurances and agreements required. Passed and approved this day of 19 (Name and Title) (Name and Title) r (Name and Title) CERTIFICATION I, duly appointed and of (Title) do hereby certify that the above is a true and correct copy of a resolution passed and approved by the of the on the day of , 19. Date: (Official Position) (Signature) DES Form 110 (Rev 12191) DAD Form e-T-3