HomeMy WebLinkAbout07/15/2014 07 Yakima Valley Office of Emergency Management Agreement WithdrawalITEM TITLE:
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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:
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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.
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(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.
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(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.
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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