Item 20 - Cal OES Auth. Agent Signature Form 130 for Non-State AgenciesJune 15, 2021, Item #20DATE: TO: FROM: CONTACT: SUBJECT: Summary: AGENDA RE PO RT City of Poway June 15, 2021 Honorable Mayor and Me'ffi of the City Council Jon M. Canavan, Fire Chief'@/ Susy Turnbull, Management Analyst (858) 668-4474 or sturnbull@poway.org CITY COUNCIL Cal OES Authorized Agent Signature Form 130 for Non-State Agencies The State of California Governor's Office of Emergency Services (Cal OES) requires non-state agencies to execute a Designation of Subrecipient's Agent Resolution Form 130 (Cal OES Form 130) to receive State grants and financial assistance in the event of a declared emergency. This form must be on file with Cal OES and issued every three years. Cal OES Form 130 must be approved by resolution of the Governing Body, authorizing agents of the agency to file and engage with FEMA and Cal OES for State grants and disaster assistance. Recommended Action: It is recommended that the City Council adopt a resolution authorizing the Mayor and City Clerk to execute a State of California Governor's Office of Emergency Services Designation of Subrecipient's Agent Resolution Form 130 (Cal OES Form 130) appointing and authorizing the City Manager, Assistant City Manager, and Fire Chief as authorized agents of the City of Poway (City) to file and engage with the Federal Emergency Management Agency (FEMA) and the State of California Governor's Office of Emergency Services (Cal OES) for grants and disaster assistance applied for by the City. Discussion: Cal OES requires non-state agencies to execute a Cal OES Form 130 to receive State grants, certain financial assistance under Public Law 93-288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and State financial assistance under the California Disaster Assistance Act. Cal OES Form 130 must be approved by resolution of the Governing Body, authorizing agents of the agency to file and engage with FEMA and Cal OES for State grants and disaster assistance. The Cal OES Form 130 will be in effect for three years, following the date of Council approval, for all open and future disaster assistance. Staff recommends completing the Cal OES Form 130 with titles of authorized agents only, which will require a cover letter accompanying the Cal OES Form 130 naming the authorized agents by name and title. This method allows the Cal OES Form 130 to be valid for three years. If an individual assigned to a particular job title or position changes, an 1 of 7
June 15, 2021, Item #20updated letter may be sent to the Office of Emergency Services to avoid having to amend the City's Form 130 Resolution. Environmental Review: This action is not subject to review under the California Environmental Quality Act (CEQA). Fiscal Impact: Adoption of the Resolution allows staff to seek Cal OES grant opportunities and apply for State and/or Federal Funding for disaster assistance. Public Notification: None. Attachments: A. Resolution B. Letter to Cal OES C. California Office of Emergency Services Cal OES Form 130 Reviewed/Approved By: Wendyaserman Assistant City Manager 2 of7 Reviewed By: Alan Fenstermacher City Attorney Approved By: Ch~ City Manager
June 15, 2021, Item #20RESOLUTION NO. 21-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE ON BEHALF OF THE CITY A STATE OF CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES DESIGNATION OF SUBRECIPIENT'S AGENT RESOLUTION FORM 130 WHEREAS, the State of California Governor's Office of Emergency Services (Cal OES) requires non-state agencies to execute a Designation of Subrecipient's Agent Resolution Form 130 (Cal OES Form 130); WHEREAS, the Cal OES form 130 must be approved by resolution from the non-state agency Governing Body; WHEREAS, an executed Cal OES Form 130 allows the City of Poway (City) to file and engage with the Federal Emergency Management Agency (FEMA) and Cal OES for grants and disaster assistance applied for by the City; WHEREAS, the Cal OES Form 130 allows for three titles as authorized agents of the non-state agency; WHEREAS, the City Council authorizes the City Manager, Assistant City Manager, and the Fire Chief as its agents to execute for and on behalf of the City; and WHEREAS, an executed Cal OES Form is effective for all open and future disasters and grants up to three years following the date of approval. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as follows: SECTION 1: That the above recitations are true and correct; and (a) That the City Council is authorized, on behalf of the City, to empower the City Manager, Assistant City Manager, and the Fire Chief as its agents to execute for and on behalf of the City of Poway with Cal OES for State grants and disaster assistance; and (b) The Mayor and City Clerk are authorized to execute, on behalf of the City, a Cal OES Designation of Subrecipient's Agent Resolution Form 130. PASSED, ADOPTED AND APPROVED at a Regular Meeting of the City Council of the City of Poway, California on the 15th day of June, 2021 by the following vote, to wit: AYES: NOES: ABSENT: 3 of7 ATTACHMENT A
June 15, 2021, Item #20DISQUALIFIED: Steve Vaus, Mayor ATTEST: Vaida Pavolas, CMG, City Clerk 4of7
June 15, 2021, Item #20STEVE Vi\US, Mayor CITY OF POWAY Bi\lUlY LEONARD, Deputy Mayor CA YLIN FRANK, Councilmcmbcr Dr\ VE GROSCH, Councilmcmbcr JOHN MULJ JN, Councilmembcr June 15, 2021 California Governor's Office of Emergency Services Recovery Unit 3650 Schriever Avenue Mather, CA 95655 RE: Cal OES Form 130 Designation of Subrecipient's Agent Resolution To Whom it May Concern: Please be advised the following individuals are Authorized Agents for the City of Poway: Chris Hazeltine, City Manager Wendy Kaserman, Assistant City Manager Jon Canavan, Fire Chief Please see the attached Cal OES Form 130 Designation of Applicant's Agent Resolution for Non-State Agencies. Please contact me if you need any further information regarding this matter. Sincerely, ,. \l,l9s, _ 1LL\f c~U--J_ SU~Turnb§I Disaster Preparedness Coordinator sturnbull@poway.org 858-668-44 7 4 Attachment: Cal OES Form 130 Designation of Subrecipients Agent Resolution 5 of7 City Hall Located at 13325 Civic Center Drive Mailing Address: P.O. Box 789, Poway, California 92074,0789 www.poway.org ATTACHMENT B
June 15, 2021, Item #20STATE Or: CALIFORNIA CALffORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVfCES CAL OES 130 Cal OES ID No: ----------DESIGNATION OF SUBRECIPIENT'S AGENT RESOLUTION Hazard Mitigation Grant Program and Pre-Disaster Mitigation Program BE fT RESOLVED BY THE ___ ----'C~i-'--'ty_C.;;;...o.;c...;u=n=c=il ___ OF THE ____ __:::C...;;..;it:.,....y....::.o.c....f.c....Po.c....w;..;...a=y ____ _ (Governing Body) (Name of Applicant) THAT _____ C_i ..... ty'-M_a_n_a"""g_er _________ ~ OR (Title of Authorized Agent) _____ A_s_s_is_ta_n_t_C~ity._M_._an_a__.g"'-e_r ______ _, OR (Title of Authorized Agent) Fire Chief (Title of Authorized Agent) is hereby authorized to execute for and on behalfofthe ________ C_i_ty'--o_f_P_o_w_a~y _______ __,, a public entity (Name of Subrecipient) established under the laws of the State of California, this application and to file it with the California Governor's Office of Emergency Service. 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 Poway , a public entity established under the laws of the State of California, (Name of Subrecipient) hereby authorizes its agcnt(s) to provide to the California Governor's Office of Emergency Service for all matters pertaining to such state disaster assistance the assurances and agreements required. Please check the appropriate box below: ~This is a universal resolution and is effective for all open and futures Disasters/Grants up to three (3) years following the date of approval below. D This is a Disaster/Grant specific resolution and is effective for only Disaster/Grant name/number(s) _________ _ Passed and approved this __ 1_5t_h __ day of ____ Ju_n_e ___ _, 20_2_1 __ Steve Vaus, Mayor (Name and Title of Governing Body Representative) Barry Leonard. Deputy Mayor (Name and Title of Governing Body Representative) David Grosch. Council Member (Name and Title of Governing Body Representative) CERTIFICATION I, _______ V_a_i_d_a_P_a_vo_l_a_s _____ _, duly appointed and _______ C_it ___ y_C_l_e_rk ______ of (Name) (Title) _______ ....,:C:;..:i..a.tyr......=..o.::....f-=-P=o..:....:w-=a:,,L..y ______ _,, do hereby certify that the above is a true and correct copy of a (Name of Applicant) Resolution passed and approved by the ____ C_i .... ty"--'-C_o_u_n_c_il ____ ofthe _____ C_it ..... Y_-o_f_P_o_w_a~y'-----(Governing Body) (Name of Applicant) on the ___ 1 _5t_h ____ day of ___ J_u_n_e ___ ~ 2021 . Cal OES 130 (Rev.03/278/17) 6 of7 (Signature) Page I ATTACHMENT C City Clerk (Title)
June 15, 2021, Item #20STATE OF CALIFORNIA CALIFORNIA GOVERNORS OFFICE OF EMERGENCY SERVICE CAL OES 130 -INSTRUCTIONS Cal OES Form 130 Instructions A new Designation of Applicant's Agent Resolution is required if the previously submitted document is older than three (3) years from the last date of Board/Council approval. When completing the Cal OES Form 130, Subrecipients should fill in the blanks on page 1. The blanks are to be filled in as follows: Resolution Sectjon; Governing Body: This is the individual or group responsible for appointing and approving the Authorized Agents. Examples include: Board of Directors, City Council, Board of Supervisors, etc. Name of Subrecipient: This is the official name of the non-profit, agency, city, county or special district that has applied for the grant. Examples include: City of Sacramento; Sacramento County; or Los Angeles Unified School District. Authorized Agent: These are the individuals that are authorized by the Governing Body to engage with the Federal Emergency Management Agency and the California Governor's Office of Emergency Service regarding grants applied for by the subrecipient. There are two ways of completing this section: l. Titles Only: If the Governing Body so chooses, the titles of the Authorized Agents should be entered here, not their names. This allows the document to remain valid if an Authorized Agent leaves the position and is replaced by another individual. 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 (e.g.; City Clerk, the Authorized Agent, Secretary to the Director) 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 should be listed. A new Cal OES Form 130 will be required if any of the Authorized Agents arc 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, Superintendent, etc. The names and titles cannot be one of the designated Authorized Agents. 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 to eliminate "Self Certification." Cal OES 130 (Rev.03/28/17 Page 2 7 of7