04-07-2020 - AGENDA ITEM 10 CONSIDERATION OF DESIGNATION OF AUTHORIZED AGENT FOR OFFICE OF EMERGENCY SERVICES GRANTSAGENDA ITEM NO. 10
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AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: April 7, 2020
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF DESIGNATION OF AUTHORIZED AGENT FOR OFFICE OF
EMERGENCY SERVICES GRANTS
RECOMMENDATION:
It is recommended that the City Council adopt the following resolution:
RESOLUTION NO.2020-21 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST
COVINA, CALIFORNIA, DESIGNATING CERTAIN CITY OFFICIALS TO ACT ON BEHALF OF THE
CITY FOR THE PURPOSE OF OBTAINING FEDERAL AND STATE FINANCIAL ASSISTANCE FOR
EMERGENCY AND DISASTER RELIEF, AND AUTHORIZING SUBMITTAL OF REQUIRED
RESOLUTION TO CAL OES
BACKGROUND:
The California Governor's Office of Emergency Services (Cal OES) requires non -state agencies to update the
Designation of Applicant's Agent Resolution for Non -State Agencies every three years.
DISCUSSION:
The City of West Covina regularly applies for competitive grants and emergency response reimbursement through
the Cal OES. The grant funds administered by Cal OES may come from State or Federal resources. The Cal OES
requires that the City of West Covina maintain a current Designation of Applicant's Agent Resolution on file. A
new resolution must be submitted every three years.
Funds available to offset costs incurred for emergency response and disaster recovery are available through Cal
OES and the United States Department of Homeland Security (DHS). The Grants Payment Unit requires the City to
maintain an up-to-date list of City employees with the authority to sign the necessary documents to apply for and
receive monies available.
Over the years, the City of West Covina has received grant funds from various programs; all State or Federal funds
directed through the State require the signature authority to have approval of the City Council. As required by the
Cal OES, the City of West Covina has over the years maintained an Authorized Agent Resolution on file with Cal
OES. It has been more than three years since the City updated the resolution. Therefore, the City must submit a new
resolution to the Cal OES.
The proposed Resolution No. 2020-21 designates the City Manager and Finance Director to act on behalf of the
City for the purpose of obtaining Federal and State financial assistance for emergency and disaster relief, including
authorization to execute any required documents, agreements, and certifications. It also authorizes the submittal of
Cal OES Form 130 in the manner required by Cal OES.
LEGAL REVIEW:
The City Attorney's Office has reviewed the proposed resolution and approved it as to form.
OPTIONS:
The City Council has the following options:
1. Approve Staffs recommendation;
2. Provide alternative direction.
FISCAL IMPACT:
NONE
Fiscal Impact
Attachments
Attachment 1 - Resolution 2020-21 (Designation of Authorized Agents)
Attachment 2 - Cal OES Form
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A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF WEST COVINA, CALIFORNIA, DESIGNATING
CERTAIN CITY OFFICIALS TO ACT ON BEHALF OF
THE CITY FOR THE PURPOSE OF OBTAINING
FEDERAL AND STATE FINANCIAL ASSISTANCE FOR
EMERGENCY AND DISASTER RELIEF, AND
AUTHORIZING SUBMITTAL OF REQUIRED
RESOLUTION TO CAL OES
WHEREAS, the City of West Covina is eligible to receive State and Federal funding for
disaster planning, mitigation, response, and recovery; and
WHEREAS, the California Governor's Office of Emergency Services ("Cal OES')
administers certain State and Federal financial assistance programs for emergency and disaster
relief, and
WHEREAS, Cal OES requires that the City designate City agents that are authorized to
apply for financial assistance relating to emergency and disaster relief and act on the City's
behalf in connection with matters relating to such financial assistance, and requires the submittal
of a Designation of Applicant's Agent Resolution (Cal OES Form 130) every three (3) years;
and
WHEREAS, the City wishes to designate certain City officials to act as its agents in
connection with matters relating to State and Federal financial assistance relating to emergency
and disaster relief, and to authorize the submittal of Cal OES Form 130 as required by Cal OES.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA,
CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The following City officials are authorized to act on the City's behalf in
connection with all matters relating to obtaining State and Federal financial assistance relating to
emergency and disaster relief, including but not limited to executing all required documents,
agreements, and certifications:
City Manager
2. Finance Director
SECTION 2. The City Council authorizes the submittal of Cal OES Form 130 in
the manner required by Cal OES.
SECTION 3. This Resolution is intended to authorize submissions of Cal OES Form
130 until such time as the City Council decides to repeal this Resolution.
Resolution No. 2020-21 Page 1 of 2
SECTION 4. The City Clerk shall certify to the adoption of this resolution and shall
enter the same in the book of original resolutions and it shall become effective immediately.
APPROVED AND ADOPTED this 7th day of April, 2020.
Tony Wu
Mayor
APPROVED AS FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina,
California, do hereby certify that the foregoing Resolution No. 2020-21 was duly adopted by the
City Council of the City of West Covina, California, at a regular meeting thereof hell on the 7th
day of April, 2020, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Sherrick
Assistant City Clerk
Resolution No. 2020-21 Page 2 of 2
ATTACHMENT NO.2
STATE OF CALIFORNIA
GOVERNOR'S OFFICE OF EMERGENCY SERVICES Cal OES ID No: 037-84200
Cal OES 130
DESIGNATION OF APPLICANT'S AGENT RESOLUTION
FOR NON -STATE AGENCIES
BE IT RESOLVED BY THE City Council OF THE City of West Covina
(Governing Body) (Name of Applicant)
THAT City Manager OR
(Tide of Authorized Agent)
Finance Director OR
(Tide of Authorized Agent)
(Tide of Authorized Agent)
is hereby authorized to execute for and on behalf of the City of West Covina , 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 West Covina , 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:
® This 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 numbers)
Passed and approved this 7th day of April , 2020
Tony Wu, Mayor
(Name and Title of Governing Body Representative)
Letty Lopez-Viado, Mayor Pro Team
(Name and Title of Governing Body Representative)
(Name and Title of Governing Body Representative)
CERTIFICATION
I Lisa Sherrick duly appointed and Assistant City Clerk of
(Name) (Tide)
City of West Covina do hereby certify that the above is a true and correct copy of a
(Name of Applicant)
Resolution passed and approved by the City Council of the City of West Covina
(Governing Body) (Name of Applicant)
on the 7th day of April , 2020.
(Signature)
Cal OFS 130 (Rev.9/13) Page 1
STATE OF CALIFORNIA
GOVERNOR'S OFFICE OF EMERGENCY SERVICES
Cal OES 130 - Instructions
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 (R-9/13) Page 2