Meeting Date: November 07, 2017
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STAFF REPORT
AGENDA ITEM: Resolution Approving and Certifying “Designation of Applicant’s Agent Resolution for Non-State Agencies” for Federal Assistance Form Cal OES 130.
MEETING DATE: November 7, 2017
PREPARED BY: Ruben Chavez, Chief of Police
REVIEWED BY: Jose Antonio Ramirez, City Manager
RECOMMENDATION:
That City Council approve and certify Cal OES Form 130 to receive current and future reimbursement for approved expenses from the State of California Governor’s Office of Emergency Services
BACKGROUND:
The City of Livingston incurred expenses due to storm related damages in January and February 2017. These include damage to the roof of the police department and city water pump as well as costs associated with repair and cleanup. The estimated total of damages is estimated at $90,009.56. The State Office of Emergency Services has approved the reimbursement of approximately 93% of the total incurred costs.
DISCUSSION:
The State of California Governor’s Office of Emergency Services provides a reimbursement process to assist cities recover from costs associated with disasters. The city activity participated in the process to seek reimbursement through attending several collaborative meetings that were held at the Merced County Office of Emergency Services. The detailed process was explained to all city and county representatives and the exhaustive process was followed including seeking repair quotes, calculating all associated staff time, and completing all the necessary paperwork.
Police Chief Ruben Chavez, who was designated Acting City Manager, Public Works lead Tony Avina, and Administrative Analyst Connie Payan have worked closely with state and local officials and entertained several contractors to facilitate the necessary reimbursement mandates. In addition, staff has completed all the necessary steps and paperwork for reimbursement.
One of the items needed for reimbursement is the designation of applicant’s agent resolution for non-state agencies. This form will remain on file for 3 years to serve for reimbursement needs for future disasters. The form and resolution will need to be approved and certified by council.
The form will cover the costs for two separate approved projects for the damage, cleanup, and repairs which occurred during two separate storms. The numbers associated with each are State of California Governor’s Office of Emergency Services Disaster FEMA DR-4301-CA and State of California Governor’s Office of Emergency Services Disaster FEMA DR-4308-CA.
FISCAL IMPACT:
93% of all incurred costs will be reimbursed through the process. There are no direct costs associated with designating the applicant’s agent.
ATTACHMENTS:
1. Resolution No. 2017-
2. State of California Governor’s Office of Emergency Services Form Cal OES 130
3. Incurred Costs Form for Disaster 4301 and Disaster 4308
4. Damage Description DR 4301 DDD PW MCLVAl0
5. Damage Description DR 4308 DDD PW MCLVAl0
6. Damage Description DR 4308 DDD PW MCLVA80
7. Project Assurance Federal Assistance Form 89 4301
8. Project Assurance Federal Assistance Form 89 4308
9. LOP#l
10. LOP#2
11. State of California List of Projects 4301
12. State of California List of Projects 4308
RESOLUTION NO. 2017-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LIVINGSTON APPROVING AND CERTIFYING THE “DESIGNATION OF APPLICANT’S AGENT FOR NON-STATE AGENCIES FOR FEDERAL ASSISTANCE FROM THE STATE OF CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES FORM 130
WHEREAS, in January and February, 2017, the City of Livingston sustained storm related damages which exceeded $90,000 in costs; and
WHEREAS, the City actively participated in the reimbursement process through the State of California Governor’s Office of Emergency Services (OES); and
WHEREAS, the City has applied through State Office of OES for all costs incurred associated with the two storms utilizing Cal OES Project Assurances for Federal Assistance Form 89 for both storms; and
WHEREAS, the City has been approved for reimbursement of a portion of the costs associated with expenditures related to the storms which amounts not to exceed 93% of the costs for Disaster FEMA DR-4301-CA and FEMA DR-4308-CA; and
WHEREAS, the State of California has requested the State of California Governor’s Office of Emergency Services Form Cal OES Form 130 to be completed prior to reimbursement; and
WHEREAS, the City has designated the following titles as authorized agents on behalf of the City: City Manager, Police Chief, and Accountant; and
WHEREAS, the City desires to file the proper form as a Universal Resolution for all open and future disasters up to three (3) years following the date of approval; and
WHEREAS, the City desires to be reimbursed through the instructed process for all costs associated for the recent and future disasters.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Livingston hereby adopts a Resolution to approve the “Designation of Applicants’ Agent Resolution for Non-State Agencies” Form 130.
Passed and adopted this 7th day of November, 2017, by the following vote: AYES:
NOES:
ABSENT:
ABSTAIN:
Jim Soria, Mayor
of the City of Livingston
ATTEST:
I, hereby certify that the foregoing resolution was regularly introduced, passed and adopted at a regular meeting of the City Council of the City of Livingston this 7th day of November, 2017.
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