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Home My WebLink About04 DESIGNATION OF APPLICANT'S AGENT RESOLUTION Agenda Item 4 Reviewed: AGENDA REPORT City Manager MW Finance Director MEETING DATE: MARCH 31, 2020 TO: MATTHEW S. WEST, CITY MANAGER FROM: JASON AL-IMAM, FINANCE DIRECTOR SUBJECT: APPROVE A "DESIGNATION OF APPLICANT'S AGENT RESOLUTION" TO BEGIN THE RECOVERY PROCESS WITH FEMA AND CAL-OES FOR THE COVID-19 EMERGENCY SUMMARY: In accordance with section 502 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, eligible emergency protective measures taken to respond to the COVID- 19 emergency at the direction or guidance of public health officials may be reimbursed under Category B of FEMA's Public Assistance Program. California Office of Emergency Services (Cal-OES) form 130 — Designation of Applicant's Agent Resolution must be approved to begin the recovery process for the COVID-19 emergency. RECOMMENDATION: Adopt the resolution approving a CalOES Form 130 — Designation of Applicant's Agent Resolution to begin the recovery process for the COVID-19 emergency. FISCAL IMPACT: There is no immediate fiscal impact of adopting the resolution, but doing so is the first step to enabling the City to recover funding for disaster-related costs from the COVID-19 emergency. CORRELATION TO THE STRATEGIC PLAN: Correlates with the City's Strategic Plan Goal C: Financial Strength, Item 4. This resolution is the first step in seeking cost recovery for the City's response to the COVID-19 emergency. 46 APPROVE A "DESIGNATION OF APPLICANT'S AGENT RESOLUTION" TO BEGIN THE RECOVERY PROCESS WITH FEMA AND CAL-OES FOR THE COVID-19 EMERGENCY BACKGROUND AND DISCUSSION: A designation of Applicant's Agent Resolution is required of all Applicants to be eligible to receive funding. The Authorized Agents are the individuals that are authorized by the City Council to engage with the Federal Emergency Management Agency and the Governor's Office of Emergency Services regarding grants applied for by the Applicant. There are two ways of designating agents: • Titles Only: The titles of the Authorized Agents would be indicated on the attached resolution (Form 130). This allows the document to remain valid (for 3 years) if an Authorized Agent leaves the position and is replaced by another individual with the same title. • Names and Titles: The names and titles of the Authorized Agents would be listed. A new resolution (Form 130)would be required if any of the Authorized Agents are replaced, leave the position listed on the document, or their title changes. Staff recommends that the attached resolution be adopted by Council designating Authorized Agents by titles only, which provides for three authorized agents for three years. Jason AI-Imam Finance Director Attachment: Resolution 47 STATE OF CALIFORNIA 20-1863 GOVERNOR'S OFFICE OF EMERGENCY SERVICES Cal OES ID No: Cal OES 130 DESIGNATION OF APPLICANT'S AGENT RESOLUTION FOR NON-STATE AGENCIES BE IT RESOLVED BY THE City Council OF THE City of Tustin (Governing Body) (Name of Applicant) THAT City Manager OR (Title of Authorized Agent) Finance Director OR (Title of Authorized Agent) Public Works Director (Title of Authorized Agent) is hereby authorized to execute for and on behalf of the City of Tustin a public entity (Name of Applicant) established under the laws of the State of California,this application and to file it with the California Governor's Office of Emergency Services for the purpose of obtaining certain federal financial assistance under Public Law 93-288 as amended by the Robert T.Stafford Disaster Relief and Emergency Assistance Act of 1988,and/or state financial assistance under the California Disaster Assistance Act. THAT the City of Tustin a public entity established under the laws of the State of California, (Name of Applicant) hereby authorizes its agent(s)to provide to the Governor's Office of Emergency Services for all matters pertaining to such state disaster assistance the assurances and agreements required. Please check the appropriate box below: NThis is a universal resolution and is effective for all open and future disasters up to three(3)years following the date of approval below. ]This is a disaster specific resolution and is effective for only disaster number(s) t Passed and approved this day of ,20 f= (Name and Title of Governing Body Representative) i I i (Name and Title of Governing Body Representative) I (Name and Title of Governing Body Representative) I CERTIFICATION duly appointed and of (Name) (Title) I do hereby certify that the above is a true and correct copy of a (Name of Applicant) Resolution passed and approved by the of the (Governing Body) (Name of Applicant) on the day of 120— (Signature) 20_(Signature) (Title) Cal OES 130(Rev.9/13) Page 1 48 STATE OF CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES Cal OES 130-Instructions Cal OES Form 130 In r tion A Designation of Applicant's Agent Resolution for Non-State Agencies is required of all Applicants to be eligible to receive funding. A new resolution must be submitted if a previously submitted Resolution is older than three(3)years from the last date of approval,is invalid or has not been submitted. When completing the Cal OES Form 130,Applicants should fill in the blanks on page 1. The blanks are to be filled in as follows: Resolution Section: Governing Body: This is the group responsible for appointing and approving the Authorized Agents. Examples include: Board of Directors,City Council,Board of Supervisors,Board of Education,etc. Name of Applicant: The public entity established under the laws of the State of California. Examples include: School District,Office of Education,City,County or Non-profit agency that has applied for the grant,such as: City of San Diego, Sacramento County,Burbank Unified School District,Napa County Office of Education,University Southern California. Authorized Agent: These are the individuals that are authorized by the Governing Body to engage with the Federal Emergency Management Agency and the Governor's Office of Emergency Services regarding grants applied for by the Applicant.There are two ways of completing this section: 1. Titles Only: If the Governing Body so chooses,the titles of the Authorized Agents would be entered here,not their names.This allows the document to remain valid(for 3 years)if an Authorized Agent leaves the position and is replaced by.another individual in the same title. If"Titles Only"is the chosen method,this document must be accompanied by a cover letter naming the Authorized Agents by name and title.This cover letter can be completed by any authorized person within the agency and does not require the Governing Body's signature. 2. Names and Titles: If the Governing Body so chooses,the names and titles of the Authorized Agents would be listed.A new Cal OES Form 130 will be required if any of the Authorized Agents are replaced,leave the position listed on the document or their title changes. Governing Body Representative: These are the names and titles of the approving Board Members. Examples include: Chairman of the Board,Director,Superintendent,etc. The names and titles cannot be one of the designated Authorized Agents,and a minimum of two or more approving board members need to be listed. Certification Section: Name and Title:This is the individual that was in attendance and recorded the Resolution creation and approval. Examples include: City Clerk,Secretary to the Board of Directors,County Clerk,etc.This person cannot be one of the designated Authorized Agents or Approving Board Member(if a person holds two positions such as City Manager and Secretary to the Board and the City Manager is to be listed as an Authorized Agent,then the same person holding the Secretary position would sign the document as Secretary to the Board(not City Manager)to eliminate"Self Certification." Cal OES 130(Rev.9/13) Page 2 49