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HomeMy WebLinkAbout07/15/2014 07 Yakima Valley Office of Emergency Management Agreement WithdrawalITEM TITLE: SUBMITTED BY: SUMMARY EXPLANATION: Please see attached information. BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 7. For Meeting of: July 15, 2014 Consideration of withdrawal from Yakima Valley Office of Emergency Management Agreement Bob Stewart, Fire Chief Perry Tarrant, Emergency Preparedness/Gang Free Initiative Manager Resolution: Ordinance: Other (Specify): Contract: Contract Term: Start Date: End Date: Item Budgeted: Amount: Funding Source/Fiscal Impact: Strategic Priority: Insurance Required? No Mail to: Phone: APPROVED FOR SUBMITTAL: RECOMMENDATION: ATTACHMENTS: Description D memo OEM contract City Manager Upload Date 7/10/2014 7/10/2014 Type Cover Memo Cover Memo MEMORANDUM July 15, 2014 To: Honorable Mayor and Members of the City Council From: Bob Stewart, Fire Chief Perry Tarrant, Emergency Preparedness Coordinator/Gang Free Initiative Manager Subject: Consideration of withdrawal from Yakima Valley Office of Emergency Management Agreement Since 1984, the City of Yakima has contracted with Yakima County and other cities and towns to establish a joint emergency services organization, the Yakima Valley Office of Emergency Management (YVOEM). The main functions of YVOEM are to support agencies during large scale disasters, to assist agencies in exercising emergency plans and capabilities and to provide training support and outreach to the public. Today, thirty years since its inception, YVOEM serves fourteen cities and towns and all of Yakima County with a population totaling nearly 250,000. This service is provided by a staff consisting of one manager, one program analyst and one staff support position with an annual budget of approximately $384,000. Funding for the office is through a per capita -based annual assessment of the participating agencies. The City of Yakima represents the largest stakeholder with an annual assessment of nearly $70,000, or 18% of YVOEM's annual budget. A successful outcome for the response and mitigation of any large scale incident requires a level of preparedness — not only for the responders, but for the citizens as well. With a population of nearly 100,000, it is not conceivable that Yakima's emergency responders will be able to address the needs of all citizens during a large scale incident. It is for this reason a public outreach and preparedness training program is so important for the City. The lean staff of YVOEM does not possess the capacity to optimize preparedness for the 250,000 population it serves. Since the inception of the agreement thirty years ago, both the City's population base and monetary investments have increased significantly, yet the capacity of YVOEM has not kept pace. The City has added staffing specifically to better serve the people living, working and traversing Yakima. It would be appropriate for the City to reevaluate the historical agreement. The City of Yakima has a wealth of experience and expertise for a self -determined, whole community approach to Emergency Management. Our public safety departments and public works functions are led by seasoned professionals. The City recently hired Perry Tarrant as Emergency Preparedness Coordinator/Gang Free Initiative Manager. Mr. Tarrant has an extensive background in "All -Hazards Incident Management Teams." His FEMA training, event, and incident leadership experience spans decades. He has experience and certifications in prevention, mitigation, and incident response. Additionally, he is certified to do instruction and program development in Emergency Management, and has a comprehensive public safety background. The Yakima Police and Fire Departments leadership have years of experience in emergency response. Both departments have aided the Yakima Valley Office of Emergency Management in developing the City's Comprehensive Emergency Management Plan. Yakima public safety resources will be our initial response to natural and manmade incidents within our jurisdiction. Our Public Works Department will also have a significant role in our response and recovery. We have already enhanced our coordination. FEMA support protocols suggest preparedness strategies, response, mitigation, and recovery efforts will start local and end locally. The City of Yakima 2013 Citizen Survey indicates a 34% positive rating in "... services that prepare the community for a natural disaster or other emergency situations." The perception of the "... quality of the emergency preparedness..." speaks to the opportunity for a better return on investment. Yakima's independence from the YVOEM does not impact either organization's ability to receive available grant funds, nor does it have an adverse effect upon the long-standing Mutual Aid Agreement with our regional emergency response partnerships. Several other cities in the YVOEM agreement are evaluating their commitments. On the state level, the City of Everett, WA has withdrawn from the Snohomish County Office of Emergency management and operates a successful preparedness program. There is opportunity to reinvest in training our current employees, build our programs (and materials), communicate with our constituents, and improve our survey results. The infrastructures and expertise of our City has improved over time. Emergency Preparedness Coordinator Perry Tarrant, will coordinate our experience and expertise to better prepare and engage our community. The City will have a tailored message and outreach programs for our citizens. The community's knowledge, confidence and security will increase with a city -centric approach to emergency management. Staff is proposing the City of Yakima withdraw from the YVOEM agreement effective December 31, 2014; yet continue our mutual aid and long-term partnership with Yakima County communities. Under the direction of the City's recently -hired Emergency Preparedness Coordinator/Gang Free Initiative Manager, the $70,000 annual assessment would be reinvested with the express purpose of preparing both our citizen and emergency responders to deal with large scale incidents. AGREEMENT FOR YAKIMA VALLEY OFFICE OF EMERGENCY MANAGEMENT The Washington State R.C.W. 38.52.070 provides for the establishment of a local organization for emergency services in which two or more political subdivisions may join for the establishment and operation thereof; and, WHEREAS, the Board of County Commissioners of Yakima County, Washington and Mayors of incorporated cities and towns within Yakima County, Washington have agreed to the joint operation of the emergency services organization as provided by the R.C.W. 38.52; and, WHEREAS, the declared purposes of this agreement are to provide for the preparation and carrying out of plans, including mock or practice drills, for the protection of persons and property within this county in the event of a disaster, and to provide for the coordination of the emergency service functions of this county with other public agencies and affected private persons, corporations and organizations; and, WHEREAS, any expenditures made in connection with such emergency services activities, including mutual aid activities, and mock or practice drills, shall be deemed conclusively to be for the direct protection and benefit of the inhabitants and property of Yakima County and its participating, incorporated cities and towns; and, WHEREAS, "emergency services" denotes the preparation for and the carrying out of emergency functions other than functions for which the military forces are primarily responsible, and the activities necessary or incidental to the preparation and for carrying out of these activities; now, therefore BE IT HEREBY AGREED as follows: CREATION (A) There is hereby created a joint local organization pursuant to RCW 38.52.070 for emergency services, to be composed of Yakima County, Washington and its participating incorporated cities and towns, to be known as the "Yakima Valley Office of Emergency Management" to be administrated by the Yakima County Emergency Services Council. (B) This joint organization shall commence its existence upon the approval of this agreement by the County Commissioners of Yakima County and the Council of any city or town. Thereafter any incorporated city or town may become a participating member upon the adoption of a resolution by its legislative body to that effect and agreeing to the provisions hereof and the deposit with the Director of Emergency Services of a duly executed copy of this agreement. (C) There is hereby created and established a special pooled fund to be administered by the Treasurer of Yakima County, which fund shall be known as the "Yakima County Emergency Services Fund", into which shall be deposited funds received for the account of this joint organization and from which shall be paid all proper claims. The Director of Emergency Services is empowered to authorize the payment of claims and expenses which are properly budgeted. The participating members' contributions to the Emergency Services Fund shall be based upon a per capita charge of that portion of the Emergency Services Budget that is not reimbursed by the Federal Government through the State agency. The charges, determined by the Emergency Services Executive Board, shall be payable by the 1St day of February of each calendar year. The per capita charge shall be based on the latest official population estimates of the State Office of Financial Management. In the event of an emergency resulting in the necessity for the carrying out of emergency functions for the preservation and protection of lives and/or property, the cost of emergency functions above and beyond the permanent staff and facilities of the Office of Emergency Management shall be borne by the participating member or members affected by such emergency and promptly remitted to the Emergency Services Fund, provided that the Director shall obtain approval from the executive head or his designee of the affected political subdivision prior to providing the services. In any case the ESEB cannot agree upon the proper division of cost, the matter shall be referred to the State Emergency Services Council for arbitration; its decision shall be binding. (D) An annual budget shall be prepared by the Director and the Emergency Services Executive Board, presented to the entire Emergency Services Council which by majority vote shall recommend the budget to each political subdivisions for approval. (E) The Office of Emergency Management may accept gifts, grants or loans of money, equipment or services from any lawful source and perform functions authorized by law to be performed by departments of emergency services. EMERGENCY SERVICES ORGANIZATION EMERGENCY SERVICES COUNCIL (A) Membership. In accordance with R.C.W. 38.52.070, the Yakima County Emergency Services Council shall consist of the County Commissioners and the Mayors of each participating incorporated city and town. The Chairman of the Board of County Commissioners shall act as Chairman of the ESC. The Director, ex -officio non- voting member, shall act as Vice Chairman. An executive board shall be formed consisting of one County Commissioner and 4 mayors, to be elected at the annual meeting. The Yakima County Sheriff will be a permanent ex -officio non-voting member of the ESEB and the ESC. A quorum of the ESEB shall be a simple majority of the voting members. (B) Powers and Duties. The ESC shall perform duties imposed by statute upon executive heads of emergency service departments. It shall review and recommend for adoption emergency services and mutual aid plans and agreements and such resolutions and rules and regulations as are necessary to implement such plans and agreements. It shall do the things herein provided and/or reasonably necessary to the accomplishments of the purpose hereof. The ESEB (Emergency Services Executive Board) shall assist the director in preparation of the duties described herein. The ESEB shall meet at least quarterly. (C) Quorum and Meetings. A majority of the members of the ESC shall constitute a quorum. Any meeting in which a budget is to be adopted or a financial obligation is to be assessed to a member thereof shall require a quorum. The ESC shall meet annually to review the Emergency Services budget, organization and plans. Meeting date and time will be published by the Emergency Services Director prior to the meeting. Other meetings of the ESC shall be called by the Chairman or Vice -Chairman or by a majority of the members of the ESC. Emergency meetings may be called by any ESC member. (D) Division, Services and Staff. The ESC shall adopt an annual plan which prescribes divisions and services, assigns functions, duties and powers, and designates officers and employee positions as it deems appropriate. Insofar as possible, the form of organization, titles and terminology shall conform to the recommendations of the federal government and the Department of Emergency Services of the State of Washington. DIRECTOR OF EMERGENCY SERVICES, POWERS AND DUTIES The Director shall be selected by a majority vote of the ESC. The Director of Emergency Services shall be responsible for the coordination and development of overall emergency services planning and regular training exercises. The Emergency Services Director shall report activities to the ESEB. (A) Subject to the direction of the ESC, the Director is hereby empowered and directed: (1) To provide an emergency services operating plan for Yakima County and its participating cities and towns, conforming to the state emergency services plan and program. (2) To coordinate the effort of the emergency services organization for the accomplishment of the purposes of this resolution. (3) To direct coordination and cooperation between divisions, services and staff of the joint emergency services jurisdiction. (4) To present the emergency services organizations of these cities in dealings with public or private agencies pertaining to emergency services and disaster. 2 (5) To keep and maintain an inventory of goods, supplies and equipment of the Office of Emergency Management or in its custody including federal excess property on loan to the department with said inventory to specify the location of each item listed thereon. (B) In the event of a disaster, the Director shall be empowered (1) To coordinate matters reasonably related to the protection of life and property as affected by such disaster. (2) To obtain vital supplies, equipment and such other properties found to be lacking and needed for the protection of the life and property of the people, and bind the participating members thereof and if required immediately, to commandeer the same for public use. (3) To execute the special powers conferred upon him by this agreement or by resolution adopted pursuant thereto, by powers conferred upon him by statute, or by agreement approved by the ESC or other lawful authorities. (4) To request necessary personnel or material of any county, city or town department or agency. Officers and employees of these counties, cities, and towns with those volunteer forces enrolls to aid them during a disaster, and groups, organizations and persons who may by agreement or operation of law charged with duties, incident to the protection of life and property in these counties, cities, and towns during disaster, shall constitute the emergency services organization of the counties, cities and towns. SERVICES TO BE PROVIDED TO PARTICIPATING SUBDIVISIONS The Yakima Valley Office of Emergency Management shall provide service, equipment, and personnel to participating political subdivisions to assist them in effecting emergency operational plans and programs, to include the following: A. To provide an Emergency services organization to coordinate operational activities and to minimize death, injury and damages for periods before, during and after a natural disaster or man -caused disaster. B. To coordinate local Emergency Services planning with the federal government, State of Washington, neighboring counties, military organizations and other support agencies. C. To provide for the effective utilization of resources within or from outside these jurisdictions to minimize the effects of disaster and to request assistance as needed through established Emergency Services channels, county to state, to federal. D. To recruit, register and identify personnel and to seek compensation coverage for volunteers who suffer injury or equipment loss as a result of Emergency Services duty. E. To establish and maintain training and public information programs. F. To identify protection for the population against all hazards. G. To provide emergency disaster control and coordination through the County Emergency Services office. H. To develop a system for warning the general public, and to provide for information and guidance to the general public. I. To provide support for search and rescue operations. J. To perform normal office procedures, correspondence and inventories. K. To provide excess property support functions to the participating agencies. DURATION This agreement shall remain in full force and effects from date of adoption by the Yakima County Board of Commissioners and each respective incorporated city or town within Yakima County. WITHDRAWAL Any participating party to this agreement shall have the right to withdraw from this agreement by giving 180 days notice in writing to the other parties. PROPERTY DISPOSAL UPON MEMBER WITHDRAWAL OR AGREEMENT CANCELLATION (A) No real property ownership or acquisition is anticipated. Property, for the purpose of this section, refers to personal property only. (B) Federal or state-owned properties shall be disbursed in accordance with appropriate federal or state guidelines. (C) Items loaned to the Office of Emergency Management by a participating member shall be returned to that member upon that member's withdrawal from this agreement, upon this agreement's cancellation or upon the expirations of this agreement. 3 (D) Items owned by the Office of Emergency Management and financed through per capita quarterly billings of serving members, or through federal or state funding shall be dispensed of as follows: (1) Upon agreement cancellation or expiration of the entire agreement, unspent funds shall be distributed on a current per capita basis to members. (2) Upon the withdrawal of any or all cities or towns, such city or town shall be refunded any funds unspent from the preceding per capita billings. Properties owned by the Office of Emergency Management will remain with Office of Emergency Management and shall not be subject to disbursement. Yakima County and the following incorporated towns and cities are Equal Opportunity Employers. DATED the 18th day of October, 2000. 4 AGREEMENT FOR YAKIMA VALLEY OFFICE OF EMERGENCY MANAGEMENT CITY OF GRANDVIEW Mike Bren, Mayor CITY OF SELAH b ,cones, Mayor e, °.,CITY OF TOPPENiI Al Hubert, Mayor CITY OF YAKIMA 24(ed Maly e, Mayor Dick Zais,"City Manager Attest: Clerk of the 13 TOWN OF GRANGER TOWN OF HARRAH CITY OF MOXEE CITY OF SUNNYSIDE TOWN OF NACRES TOWN OF TIETON CITY OF UNION GAP via E. Cervantes 1 of Yakima County Ronald F. Gamache, Commissioner se S. Palacios; Commissioner Constituting the Board of County Commissioners for Yakima County, Washington