Loading...
HomeMy WebLinkAboutC34760 - MOU - FT Emrgncy Svcs CoordinatorContract No. C34760 CITY OF PALM DESERT OFFICE OF THE CITY MANAGER STAFF REPORT REQUEST: APPROVAL OF A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF PALM DESERT AND INDIAN WELLS TO CONTRACT FOR A FULL-TIME EMERGENCY SERVICES COORDINATOR. SUBMITTED BY: Stephen Y. Aryan, Risk Manager DATE: October 22, 2015 CONTENTS: Memorandum of Understanding Recommendation By Minute Motion, approve the attached Memorandum of Understanding between the Cities of Palm Desert and Indian Wells to contract for a Full -Time Emergency Services Coordinator. Commission Action The Palm Desert Public Safety Commission approved this matter at their October 14, 2015, meeting. Strategic Plan Objective This matter is related to the Public Safety and Emergency Services section of the Palm Desert Strategic Plan, specifically under Priority 3: Help the community become more prepared for disasters and public safety emergencies. The priority's strategy is to expand the city's current disaster preparedness efforts through increased education and public outreach. A full-time contracted Emergency Services Coordinator will assist in meeting this priority through numerous public outreach efforts and hosting of Community Emergency Response Team classes. Background Earlier this year, the Cove Communities (Palm Desert, Rancho Mirage, and Indian Wells) explored the option of contracting with the Riverside County Office of Emergency Services (OES), to provide an enhanced Emergency Services Program to all three cities. However, the City of Rancho Mirage did not wish to proceed with this partnership. The Cities of Palm Desert and Indian Wells would like to proceed with contracting for a shared full-time Emergency Services Coordinator and have drafted a Memorandum of Understanding outlining the specific details of this partnership. This position will work in many areas including, but not limited to, emergency planning, staff training, community outreach, coordinating exercises, grant management, emergency response, and post -event recovery. Emergency Services Coordinator MOU October 22, 2015 Page 2 of 3 Needs Assessment The National Incident Management System (NIMS) guides local governments to prevent, protect against, respond to, recover from, and mitigate the effects of emergency incidents, regardless of cause, size, location, or complexity. The State of California adopted NIMS on February 8, 2005, by Executive Order S-2-05. One of the key components of NIMS compliance and qualifier for Federal Preparedness Grant Funding is on -going training and credentialing. If County and Local Jurisdictions are not in compliance, they may become ineligible to apply for Federal Homeland Security grant funding. In addition to NIMS, California jurisdictions operate under the Standardized Emergency Management System (SEMS), which is California's fundamental structure for the response phase of emergency management. SEMS is required for managing multiagency and multijurisdictional responses to emergencies. Local government entities must use SEMS in order to be eligible for any reimbursement of response -related costs under the state's disaster assistance programs. The California Governor's Office of Emergency Services (Cal OES) is responsible for coordinating and monitoring the overall statewide integration of the SEMS and NIMS. The City has not held any formal NIMS or SEMS training in many years and with recent staff turnover, many city employees are not current on their emergency response training. The contracted Emergency Services Coordinator would provide training and drills for all staff in NIMS and SEMS, to bring the City into compliance. County OES also met with staff from the three Cove Cities and prepared an assessment which summarizes these additional needs: • Grant administration for the State Homelands Security Grant that can fund CERT classes and the Emergency Management Program Grant that can offset the Emergency Services Program's costs, • Conducting outreach to the local vulnerable populations within the Cove Communities including preschools, public schools, higher learning institutions, and numerous skilled nursing and assisted living facilities; • Identifying and coordinating mass care and shelter locations, including maintaining an updated Mass Care Plan; • Ensuring continuity of government and updating the emergency operations plan, EOC checklists, Local Hazard Mitigation Plan, and other related documentations; • Responding to emergency events and coordinating resource and mutual aid requests with the County Operation Area; • Overseeing each city's disaster volunteer program efforts, including having an organized Community Emergency Response Team program in each city that does Emergency Services Coordinator MOU October 22, 2015 Page 3 of 3 not only include holding courses, but also incorporates on -going coordination, communication, and training; and Fiscal Impact The operating cost to Palm Desert and Indian Wells is based upon the following estimate: CoordinatorEmergency Services . Salary Rate $116,074 Vehicle & Supplies -Initial Costs T $57,635 TOTAL A^ $173,709 The indicated salary cost reflects the maximum step level for the Emergency Services Coordinator position is likely to be less based on candidate selection. A vehicle and other equipment can be provided by the Member Cities reducing costs. Staff has applied for the 2015 Emergency Management Performance Grant, which can be used to fund labor costs associated with emergency management function. Once the final operating cost is determined, both cities will equally share the cost of this position. There is currently $50,000 budgeted for this position in FY 15/16. Staff expects the remaining portion of this position and equipment to be funded by saving realized by sharing a Fire Safety Specialist (FSS) with the City of Indian Wells. The Fire Marshall estimates that the FSS position will be shared equally, potentially saving the City $70,379 in salary costs. Submitted By: Stepheh Y. A an, Risk Ma ager Reviewed By: Paul S. Gibson, Director of Finance/City Treasurer Approval: M. Wohlmuth, City Manager Contract No. C34760 MEMORANDUM OF UNDERSTANDING EMERGENCY SERVICES COORDINATOR POSITION This Memorandum of Understanding ("Agreement") is entered effective July 1, 2015, by and between the Cities of Indian Wells and Palm Desert (hereinafter collectively referred to as the "Member Cities"). I. PURPOSE The purpose of this Agreement is to set forth the responsibilities of the Member Cities as they relate to the funding and coordination of a dedicated Emergency Services Coordinator position, provided under contract with the Riverside County Office of Emergency Services ("County OES"). II. MISSION In an effort to proactively prepare, respond, and recover from multi -hazard emergency events, the Member Cities seek to share a full-time Emergency Services Coordinator position. This position, under general supervision of County OES, plans, develops, and coordinates multi -hazard emergency response and recovery activities in support of the Member Cities and may perform other related duties as required. III. MANAGEMENT The management and supervision of the Emergency Services Coordinator position, including all liability, will be the responsibility of the County OES. The Member Cities shall equally share the services provided by the Emergency Services Coordinator position. Deployment policy and protocols, including, but not limited to, office location and hours worked in each Member City, will be determined jointly by the Member Cities, in conjunction with County OES. IV. EFFECTIVE DATE This Agreement shall be binding upon execution by each of the Member Cities. The Agreement is effective as of July 1, 2015, and shall continue until terminated as provided in Section VIII. V. SALARY CONTRIBUTIONS The operating cost to the Member Cities shall be based upon the following estimate: CoordinatorEmergency Services . Salary Rate $116,074 Vehicle & Supplies -Initial Costs $57,635 �_____ � TOTAL $173,709 Memorandum of Understanding Emergency Services Coordinator Page 2of3 Contract No. C34760 Please note that the indicated salary cost reflects the maximum step level for the Emergency Services Coordinator position and may be less based on candidate selection. A vehicle and other equipment may also be provided by the Member Cities also reducing initial costs. Once the final operating cost is determined, Member Cities shall adhere to the following payment formula: (a) Each Member City will pay fifty percent (50%) of the operating cost VI. ACCOUNTING The Member Cities shall be responsible for contracting for their respective share of the Emergency Services Coordinator position, as detailed in Section V, and submit payment to County OES separately. VII. WITHDRAWAL Any party to this Agreement may withdraw from all of the activities specified herein, effective at the end of the then current fiscal year, by providing a minimum of thirty (30) days written notice to the other City. The withdrawing member shall continue funding the costs as included in this Agreement, from the time notification to withdraw from the Agreement is given until the end of that fiscal year. [SIGNATURES ON THE FOLLOWING PAGE] Memorandum of Understanding Emergency Services Coordinator Page 3 of 3 Dated: Dated: Contract No. C34760 CITY OF INDIAN WELLS By Wade McKinney, City Manager Approved as to Form: By Stephen Deitsch, City Attorney CITY OF PALM DESERT By John M. Wohlmuth, City Manager Approved as to Form: By David Erwin, City Attorney