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HomeMy WebLinkAboutPR 21005: MEMORANDUM OF UNDERSTANDING WITH THE PAISD AS IT PERTAINS TO THE RESSPNSIBILITIES OF THE AGENCIES DURING HURRICANE EVACUATION P. R. No. 21005 08/08/19 gt RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE THE MEMORANDUM OF UNDERSTANDING WITH THE PORT ARTHUR INDEPENDENT SCHOOL DISTRICT AS IT PERTAINS TO THE RESPONSIBILITIES OF THE AGENCIES DURING HURRICANE EVACUATION WHEREAS, it is deemed in the best interests of the citizens to authorize a Memorandum of Understanding with the Port Arthur Independent School District as it pertains to the responsibilities of the agencies during hurricane evacuation. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That the City Manager is herein authorized to execute the Memorandum of Understanding, in substantially the same form as attached hereto as Exhibit "A". Section 3. That Resolutions 06-385 is herein repealed. Section 4. That a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of August, A.D., 2019, at a Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: s.pr21005 AYES: Mayor: , Councilmembers: NOES: Thurman "Bill" Bartie, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: 1 Valecia R. ize4, City Attorney APPROVED FOR ADMINISTRATION: Ronald Burton, Interim City Manager s.pr21005 EXHIBIT "A" s.pr21005 MEMORANDUM OF UNDERSTANDING BETWEEN CITY OF PORT ARTHUR AND PORT ARTHUR INDEPENDENT SCHOOL DISTRICT This Memorandum of Understanding is entered into as of the day of between the City of Port Arthur, Texas (City) and the Port Arthur Independent School District (PAISD) and concerns the responsibilities of the agencies during hurricane evacuation. In the event that the Texas Legislature enacts laws addressing any item in this MOU,the parties agree that State Law shall supersede any issues agreed to in this MOU. I. Evacuation Procedure The City anticipates need for consolidating people with transportation needs in the event an evacuation of the City is required. To that end, coordination between the City and PAISD is outlined as follows. 1. For planning purposes,the City has traditionally initiated mandatory evacuation in coordination with Jefferson County. 2. The City of Port Arthur has designated Bob Bowers Civic Center as the main evacuation point for the general population. 3. PAISD buses and drivers will be assigned to City designated Assembly Sites and make routine trips carrying people and luggage to the Evacuation Point. Only PAISD appointed staff will disseminate PAISD buses. 4. The Evacuation Point will serve both as an assembly site and as an embarkation site where citizens board transport vehicles to be taken out of Port Arthur. 5. PAPD police officers will be assigned to provide security and parking oversight at the Assembly Sites and Evacuation Point. 6. PAISD will provide information technology(IT) support for interne connectivity, camera surveillance access,printers, copiers, and other needs as assets are available at any assembly site located on PAISD property. 7. Evacuees will be transported to Walker County, Huntsville, Texas. 8. The Evacuation Route will be U.S. Highway 69 North to Beaumont,to State Highway 105. Follow Highway 105 West to Conroe and then Interstate 45 North to Huntsville. Buses will be met in Huntsville by the Walker County Emergency Management Team and directed to shelter sites within Walker County. ("Reception Site"). 1 II. The Port Arthur Independent School District shall: 1. Provide facilities for assembly and evacuation points, as requested. 2. Assist the City in recruiting drivers, as requested. 3. Provide the City a list of drivers willing to drive during an evacuation. This list shall include the drivers' names, addresses, telephone numbers, and cell phone numbers (if appropriate). 4. Make every effort to provide air-conditioned buses and buses with wheelchair lifts so as to make evacuees as comfortable as possible. Non-air-conditioned buses will be used only as necessary to accommodate those who still need to evacuate. 5. Provide one PAISD administrator to accompany each bus convoy and shall provide an administrator as a single point of contact for communication concerning the evacuated buses, drivers and their passengers. The Administrator shall act as the liaison between the City, the City's Emergency Management Team and the PAISD evacuation staff and as the point of contact with the City in order to communicate with and to direct the PAISD staff and riders on the evacuation buses for the duration of the evacuation. 6. Permit qualified and licensed non-PAISD personnel to drive buses, if necessary, to ensure all people needing evacuation transportation are served. Non-PAISD drivers must hold a Commercial Driver's License and be at least 18 years of age. 7. Provide PAISD drivers with Fuel-Man cards for use in fueling the buses. 8. Provide one service truck and mechanic with spare tires and supplies necessary to support buses for each twenty-five PAISD buses used during the evacuation. PAISD has the capability to supply 3 mechanics. 9. Require each PAISD personnel to keep time logs and submit for each shift. Time logs will be provided to the City. 10. PAISD will track all appropriate costs related to this agreement and will provide appropriate documentation to the City to meet FEMA standards and requirements for reimbursement. III.The City of Port Arthur shall: 1. Publicize in public notices and announcements for both voluntary and mandatory evacuations, that weapons and illegal drugs will not be allowed on evacuation vehicles and that evacuees wishing to board evacuation buses are subject to search by law enforcement officers. If officers discover weapons or illegal items, the individuals will be denied access to evacuation vehicles and could face criminal charges. 2 2. Provide on-site guidance and security to PAISD drivers while they are in the City during bus loading for evacuation and upon unloading and any reloading at reception site. 3. Advance pay on a cash or debit card of $1,100 for each PAISD driver utilized, each administrator that accompanies the buses and each mechanic that accompanies the buses during evacuation. This amount includes a per diem rate of$25 a day for the first four (4) days of evacuation and pay of $1,000 ($250.00 per day) for the first four (4) days of evacuation. PAISD will retain this payment even if circumstances allow the buses to return immediately or before the first four (4) days have passed. The $250.00 a day rate is intended to fairly compensate PAISD for all work provided during the first four (4) days of evacuation and for any and all unknown difficulties PAISD Personnel may encounter in the early days of evacuation. 4. Beginning with the fifth (5th) day of evacuation, PAISD will be paidl 1/2 the hourly rate of each nonexempt employee and $25 per diem to fairly compensate PAISD for continued services provided by PAISD personnel to the passengers on their buses. Any portion of a day during the evacuation will be counted as a full day and PAISD will receive a full day's rate of pay and $25 per diem for each PAISD employee utilized on that day. PAISD will be paid 2 times the hourly rate of each nonexempt employee who works beyond 40 hours during any week. 5. Beginning with the fifth (5th) day of evacuation, PAISD will be paid a daily rate of$250 for each exempt employee and $25 per diem to fairly compensate PAISD for continued services provided by PAISD personnel to the passengers on their buses. Any portion of a day during the evacuation will be counted as a full day and PAISD will receive a full day's rate of pay and $25 per diem for each PAISD employee utilized on that day. 6. Provide and facilitate hotel arrangements or other lodging facilities for stay of PAISD personnel and drivers, including transportation of drivers and accompanying personnel from bus arrival staging location to the lodging facility. PAISD personnel and drivers will not be sheltered with general population. 7. Within 30 days of return to the City of Port Arthur, the City will pay PAISD any outstanding amount due, regardless of any intended state or federal reimbursement. 8. Pay PAISD for personnel who report for evacuation duty, but are not needed, an amount equal to $250, which is equal to a day's rate during the first four (4) days of an evacuation. 9. Provide credit cards for PAISD personnel to use for fuel or replacement parts in the event of a mechanical problem or lack of access to the School District's regular fuel supplier. 10. If the PAISD is not able to provide cell phones, the City will provide PAISD personnel with cell phones or reimburse them for minutes used on their personal cell phones for official calls. If a personal cell phone is used, PAISD personnel will submit copies of 3 their cell phone monthly statements to document the minutes used for reimbursable calls. PAISD personnel will be reimbursed at their phone plan per minute cost for official calls related to the evacuation. 11. Indemnify PAISD for any damages, expenses or liability for any amounts not paid or covered by insurance or any 3`d Party for all claims resulting from operation of PAISD buses for the duration of the evacuation. 11. Facilitate bus staging/parking/security. Provide maintenance and sheltering of PAISD buses upon unloading of evacuees at Reception Site. 12. Provide at least 2 medics and 2 law enforcement officers per each convoy of evacuees to accompany evacuees to reception site. 13. Provide an evacuation route with site maps for planned primary and alternate site maps for planned primary and alternate evacuee reception locations. 14. Provide a list of non-PAISD drivers and buses assigned that City appoints to drive PAISD buses. 15. The City shall pay PAISD all costs related to its use of PAISD buses and personnel regardless of whether the City receives any intended reimbursement from any source. IV.Intercity Evacuation 1. If lodging within City is necessary prior to anticipated evacuation, the District is responsible for allowing the use of its facilities and utilities (gas, electric, water, and telecommunications) normally associated with its use as a school facility. Such use shall be for immediate, emergency use only. 2. The Superintendent of Schools shall be notified and give authority for the use of all district facilities prior to entry. 3. The use of District facilities will not disrupt classes at a facility. 4. Pets shall not be housed within any PAISD facility. 5. The City shall supply or arrange for all equipment, supplies, materials and personnel necessary for staffing, crowd control, and security, as deemed necessary by PAISD. 6. The City shall be responsible for disposal of all waste, repair and disinfection at the facility following its use for the emergency. 7. The City shall pay a facility use fee of $10,000 per day. and $250 per day for each PAISD employee assigned to each district facility as necessary. 4 8. PAISD will be paid 1 %z the hourly rate of each nonexempt employee and $25 per diem to fairly compensate PAISD for services provided by PAISD nonexempt personnel. PAISD will be paid 2 times the hourly rate of each nonexempt employee who works beyond 40 hours during any week. 9. PAISD will be paid a daily rate of$250 for each exempt employee to fairly compensate PAISD for services provided by PAISD exempt personnel. 10. PAISD will require each PAISD personnel to keep and submit time logs for each shift. Time logs will be provided to the City. 11. PAISD will track all appropriate costs related to the use of its facilities, damages and personnel costs and will provide appropriate documentation to the City to meet FEMA standards and requirements for reimbursement. 12. The City shall pay PAISD all costs related to its use of PAISD facilities regardless of whether the City receives any intended reimbursement from any source. Executed this day of , 2019. Port Arthur Independent School District Brandon Bartie, Board President Attest: Robert Reid, Board Secretary City of Port Arth Thurm artie, ayor Attest: Sherri Bellard, City Secretary 5