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HomeMy WebLinkAbout07 AMERICAN RED CROSS SHELTER AGREEMENT TO PERMIT THE USE OF CITY FACILITIES FOR EMERGENCY SHELTERSAgenda Item 7 Reviewed. AGENDA REPORT City Manager Finance Director ttN/A MEETING DATE: JUNE 17, 2014 TO: JEFFREY C. PARKER, CITY MANAGER FROM: CHARLES F. CELANO, JR., CHIEF OF POLICE 6) SUBJECT: AMERICAN RED CROSS SHELTER AGREEMENT TO PERMIT THE USE OF CITY FACILITIES FOR EMERGENCY SHELTERS SUMMARY Staff and the American Red Cross (Red Cross) have identified City facilities which could be utilized as emergency shelters. It is requested that the City Council approve an Agreement with the Red Cross designating the selected facilities for use by the Red Cross during an emergency. RECOMMENDATION Approve the Emergency Shelter Agreement with the American Red Cross and authorize the Mayor to execute the Agreement. FISCAL IMPACT There is no fiscal impact to the City associated with this action. During an emergency, the Red Cross will assume responsibility for shelter operating costs. CORRELATION TO THE STRATEGIC PLAN The recommendation correlates to the City's strategic plan by implementing Goal B, item number two and enhancing the City's readiness to respond to major disasters. BACKGROUND /DISCUSSION After a disaster or local emergency incident, life safety concerns may require the displacement or relocation of people. Pursuant to the California Health and Safety Code, local government is to provide or contract with recognized community organizations to make emergency or temporary shelter available for people made homeless by a natural disaster or other emergency. Agreement with the American Red Cross to Permit the Use of Designated City Facilities for Emergency Shelters June 17, 2014 Page 2 of 2 In collaboration with the American Red Cross, staff has identified three City facilities that could be utilized as short-term Emergency Reception Centers or as overnight Emergency Shelters. The selected facilities' are the Clifton Miller Community Center, the Tustin Area Senior Center, and the Columbus Tustin Activity Center. Pursuant to the City's Emergency Operations Plan, the Community Center is designated primarily for City Staff use in a disaster. The Senior Center and the Columbus Tustin facilities would be for public use. The Red Cross may also utilize the Tustin, Beckman or Foothill High Schools in accordance with a separate agreement with the Tustin Unified School District. Other shelter services in Tustin may be provided by the Orange County Rescue Mission, the Salvation Army or other community or faith -based organizations. Establishment of this pre- disaster agreement with the Red Cross is necessary to establish the legal and operational conditions by which the City grants access to the specific City facilities. The agreement has been reviewed and approved by the City Attorney. F. CELANO, JR. Chief of Police Attachments: 1. American Red Cross Shelter Agreement d P_U� J ,J EYERS Emergency Mgmt. Coordinator ATTACHMENT NO. 1 American Red Cross Shelter Agreement The American National Red Cross ('Red Cross "), a not - for - profit corporation chartered by the United States Congress, provides services to individuals, families and communities when disaster strikes. The disaster relief activities of the Red Cross are made possible by the American public, as the organization is supported by private donations and facility owners who permit their buildings to be used as a temporary refuge for disaster victims. This agreement is between the Red Cross and a facility owner ( "Owner ") so the Red Cross can use the facility as an emergency shelter during a disaster. DR #: Owner: Legal name: City of Tustin Chapter: n/a 24 -Hour Point of Contact: Tt Facility: Parties and Facility Name and title: Watch Commander Work phone: (714) 573 -3220 Cell phone /pager: Address for Legal Notices: ent Joe Meyers, Emergency Management Coordinator 300 Centennial Wav Red Cross: Legal name: The American Chapter: Orange Count 24 -Hour Point of Contact: Name and title Work phone: Address for Legal Notices: National Red Cross Bobby Simmons, Disaster Program Manager (714) 481 -5392 Cell phone /pager: (714) 833 -4215 Copies of legal notices must also be sent to: The American National Red Cross, Office of the General Counsel, 2025 E Street, NW, Washington DC 20006 and The American National Red Cross, Disaster Operations, 2025 E Street NW, Washington, DC 20006. Shelter Facility: (Insert name and complete street address of building or, if multiple buildings, write "See attached Facility List" and attach Facility List including complete street address of each building that is part of this Agreement). Rev. 12 -07 Terms and Conditions 1. Use of Facilitv: Upon request and if feasible, the Owner will permit the Red Cross to use the Facility on a temporary basis as an emergency public shelter. 2. Shelter Management: The Red Cross will have primary responsibility for the operation of the shelter and will designate a Red Cross official, the Shelter Manager, to manage the sheltering activities. The Owner will designate a Facility Coordinator to coordinate with the Shelter Manager regarding the use of the Facility by the Red Cross. 3. Condition of Facilitv: The Facility Coordinator and Shelter Manager (or designee) will jointly conduct a pre- occupancy survey of the Facility before it is turned over to the Red Cross. They will use the first page of the Facility/Shelter OaeninglClosing Form, available on CrossNet, to record any existing damage or conditions. The Facility Coordinator will identify and secure all equipment that the Red Cross should not use while sheltering in the Facility. The Red Cross will exercise reasonable care while using the Facility as a shelter and will make no modifications to the Facility without the express written approval of the Owner. 4. Food Services: Upon request by the Red Cross, and if such resources exist and are available, the Owner will make the food service resources of the Facility, including food, supplies, equipment and food service workers, available to feed the shelter occupants. The Facility Coordinator will designate a Food Service Manager to coordinate the provision of meals at the direction of and in cooperation with the Shelter Manager. The Food Service Manager will establish a feeding schedule, determine food service inventory and needs, and supervise meal planning and preparation. The Food Service Manager and Shelter Manager will jointly conduct a pre- occupancy inventory of the food and food service supplies in the Facility before it is turned over to the Red Cross. 5. Custodial Services: Upon request by the Red Cross and if such resources exist and are available, the Owner will make its custodial resources, including supplies and custodial workers, available to provide cleaning and sanitation services at the shelter. The Facility Coordinator will designate a Facility Custodian to coordinate the provision of cleaning and sanitation services at the direction of and in cooperation with the Shelter Manager. 6. Security: In coordination with the Facility Coordinator; the Shelter Manager, as he or she deems necessary and appropriate, will coordinate with law enforcement regarding any public safety issues at the Shelter. 7. Signage and Publicity: The Red Cross may post signs identifying the shelter as a Red Cross shelter in locations approved by the Facility Coordinator and will remove such signs when the shelter is closed. The Owner will not issue press releases or other publicity concerning the shelter without the express written consent of the Shelter Manager. The Owner will refer all media questions about the shelter to the Shelter Manager. 8. Closing the Shelter: The Red Cross will notify the Owner or Facility Coordinator of the closing date for the shelter. Before the Red Cross vacates the Facility, the Shelter Manager and Facility Coordinator will jointly conduct a post- occupancy survey, using the second page of the Shelter /Facility Opening /Closing Form to record any damage or conditions. The Shelter Manager and Facility Coordinator or Food Service Manager will conduct a post- occupancy inventory of the food and supplies used during the shelter operation. 9. Reimbursement: The Red Cross will reimburse the Owner for the following: a. Damage to the Facility or other property of Owner, reasonable wear and tear excepted, resulting from the operations of the Red Cross. Reimbursement for facility damage will be based on replacement at actual cash value. The Red Cross will select from among Rev. 12 -07 bids from at least three reputable contractors. The Red Cross is not responsible for storm damage or other damage caused by the disaster. b. Reasonable costs associated with custodial and food service personnel which would not have been incurred but for the Red Cross's use of the Facility for sheltering. The Red Cross will reimburse at per -hour, straight -time rate for wages actually incurred but will not reimburse for (i) overtime or (ii) costs of salaried staff. c. Reasonable, actual, out -of- pocket operational costs, including the costs of the utilities indicated below, to the extent that such costs would not have been incurred but for the Red Cross's use of the Premises (both parties must initial all utilities to be reimbursed by the Red Cross): Owner initials Red Cross initials Water Gas Electricity Waste Disposal The Owner will submit any request for reimbursement to the Red Cross within 60 days after the shelter closes. Any request for reimbursement for food, supplies or operational costs must be accompanied by supporting invoices. Any request for reimbursement for personnel costs must be accompanied by a list of the personnel with the dates and hours worked at the shelter. 10. Insurance: The Red Cross shall carry insurance coverage in the amounts of at least $1,000,000 per occurrence for Commercial General Liability and Automobile Liability. The Red Cross shall also carry Workers' Compensation coverage with statutory limits for the jurisdiction within which the facility is located and $1,000,000 in Employers' Liability. 11. Indemnification: The Red Cross shall defend, hold harmless, and indemnify Owner against any legal liability, including reasonable attorney fees, in respect to bodily injury, death and property damage arising from the negligence of the Red Cross during the use of the Premises. 12. Term: The term of this agreement begins on the date of the last signature below and ends 30 days after written notice by either party. CITY OF TUSTIN Owner (legal name) By (signature) Elwyn A. Murray Name (printed) Mayor Title THE AMERICAN NATIONAL RED CROSS (legal name) By (signature) Name (printed) Title Date Rev. 12 -07