HomeMy WebLinkAboutPR 12072:INTERAGENCY AGREEMENTMemorandum
To: Mayor, City Council and City Manfig~
From: J. Owens, Deputy Chief of Polic~c'
Date: February 10, 2003. lJ
Re: P.R. No. 12072 for Council Meeting on February 18, 2003.
RECOMMENDATION;
The police department recommends that the City Council adopt proposed resolution
#12072, authorizing the City of Port Arthur to support and participate in an Interagency
Cooperative Working Agreement regarding the development of the Southeast Texas
Regional Mitigation Plan. This Agreement is made and entered into by the South East
Texas Regional Planning Commission (SETRPC) and the Emergency Management
Offices of Jefferson, Orange, and Hardin counties and the Emergency Management
Offices of the cities within this geographical region. This plan, when approved by the
Federal Emergency Management Agency (FEMA) will ensure City of Port Arthur
residents have access to FEMA assistance in the event of a manmade or natural disaster.
BACKGROUND:
Chapter 791 of the Texas Government Code authorizes agreements between political
subdivisions of the state in order to more efficiently provide services to the citizens.
Local government authorities have a responsibility to act in time of emergency. The
SETRPC, the Emergency Management Offices within Jefferson, Orange and Hardin
counties and the Emergency Management offices of the cities within desire to establish a
comprehensive Regional Disaster Mitigation Plan which enhances safety for the 385,090
residents of Jefferson, Orange and Hardin Counties. The SETRPC has obtained a grant
for $75,000 from FEMA to prepare the Regional Mitigation Plan. This grant requires a
match of $25,000. The counties and the cities within the described region will pay a pro-
rata share which has been estimated for the city of Port Arthur at $3,750. If the plan costs
more money, the SETRPC will go back to the counties and cities within the described
region for additional authorization.
BUDGET/FISCAL EFFECTS:
Sufficient funding for this project/plan is available in Police Special-State Account #
126-1118-521.92-00.
STAFF/EMPLOYEE EFFECT;
None.
SUMMARY;
The police department recommends that the City Council adopt proposed resolution
# 12072, authorizing the City of Port Arthur to support and participate in an Interagency
Cooperative Working Agreement regarding the development of the Southeast Texas
Regional Mitigation Plan. This plan will assist the Port Arthur Office of Emergency
Management and all other Emergency Management Offices within the Jefferson, Orange
and Hardin Counties to compile a comprehensive regional plan that evaluates the nature
and extent of vulnerability within the area as it relates to natural and manmade hazards.
This plan, when approved by the Federal Emergency Management Agency (FEMA) will
ensure City of Port Arthur residents will have access to FEMA assistance in the event of
a manmade or natural disaster.
P.R. No. 12072
2/7/03 JO
RESOLUTION NO.
A RESOLUTION SUPPORTING AN "INTERAGENCY COOPERATIVE
WORKING AGREEMENT" REGARDING THE DEVELOPMENT OF THE
SOUTHEAST TEXAS REGIONAL MITIGATION PLAN.
WHEREAS, the City Council of the City of Port Arthur recognizes the potential
for regional disasters, both natural and manmade, in the geographical location of
Southeast Texas: and
WHEREAS, because of this potential, The City Council of the City of Port
Arthur recognizes the need for cooperative efforts between all areas within the region in
the formulation and implementation of a Southeast Texas Regional Mitigation Plan; and
WHEREAS, the Southeast Texas Regional Planning Commission is in the
process of developing a Regional Disaster Mitigation Plan pursuant to the "Interagency
Cooperative Working Agreement" with the Jefferson County Office of Emergency
Management, the Orange County Office of Emergency Management and the Hardin
County Office of Emergency Management, with the purpose of accomplishing the
following:
Establishment of protocol for disaster mitigation amongst the Offices of
Emergency Management in the Southeast Texas region;
· Creation of a comprehensive Regional Disaster Mitigation Plan, which enhances
safety for the 385,090 residents in Jefferson, Orange and Hardin Counties
· To obtain the Federal Emergency Management Agency's (FEMA's) approval of
the plan, thereby ensuring in the event of a manmade or natural disaster that
residents will have access to FEMA assistance.
WHEREAS, the Southeast Texas Regional Planning Commission has obtained a
grant for $75,000 from FEMA with a requirement for a $25,000 match.
WHEREAS, the City of Port Arthur desires to support and participate in this
Interagency Cooperative Working Agreement, and
WHEREAS the City of Port Arthur's anticipated pro-rata cost is expected to be
$3,750:
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR, TEXAS:
That the City Council of the City of Port Arthur, Texas, does hereby support the
development of the Southeast Texas Mitigation Plan through the "Interagency
Cooperative Working Agreement," in substantially the same form as attached hereto as
Exhibit "A". That the City Council authorizes the expenditure of the City's pro-rata
share based on population in order to meet the 25% match requirement for the Pre-
Disaster Mitigation Program Grant, not to exceed the dollar amount of $5,000.
READ ADOPTED AND APPROVED by vote of the City
Council of the City of Port Arthur, Texas, on this the day of
,2003, at a Regular Meeting of the City Council of the City of Port
Arthur, Texas, by the following vote:
Mayor AYES:
NOES:
ATTEST:
Mayor
City Secretary
APPROVED AS TO FORM:
City Attorney
APPROVED FOR ADMINISTRATION:
City Manager
APPROVED AS TO AVAILABILITY OF FUNDS:
Director of Finance
EXHIBIT "A"
INTERAGENCY COOPERATIVE WORKING AGREEMENT
This Interagency Cooperative Working Agreement, hereinafter referred to as ICWA, is made and
entered into by the South East Texas Regional Planning Commission, hereinafter referred to as
SETRPC, Hardin County Office of Emergency Management, hereinafter referred to as HCOEM,
Jefferson County Office of Emergency Management, hereinafter referred to as JCOEM, and
Orange County Office of Emergency Management, hereinafter referred to as OCOEM r~..e, garding
the development of the South East Texas Regional Mitigation Plan, hereinafter referred to as
SETRMP.
I. Purpose of Agreement
It is the purpose of this ICWA to outline the responsibilities and commitments of SETRPC,
HCOEM, JCOEM and OCOEM and the cities and local and jurisdictions within the catchment
area of the triTcounty region in creating the SETRMP.
This ICWA will structure the coordination of a network of regional emergency management
professionals participating in the development of the SETRMP and pertains solely to the
SETRMP.
II. Period of Agreement
This Agreement shall become effective on August 15, 2002 and shall remain in effect until
terminated by one or more of the parties in accordance xvith the terms set forth or until the
SETRMP is submitted to and accepted by the Federal Emergency Management Agency
hereinafter referred to as FEMA.
III. General Provisions
The parties hereto, individually and collectively, agree by the execution of this ICWA to the
obligations, performances and accomplishments of the tasks hereinafter described. Specifically,
the parties agree to coordinate resources to ensure the effective and efficient accomplishment of
the Regional Mitigation Plan activities described in Section IV of this a~eement.
IV. Description of Duties and Responsibilities
A. Joint Responsibilities
(a) sharing information that enhances the development of the SETRMP
(b) procuring a contractor to accomplish data collection, coordination and
information compilation of the SETRMP into a written format acceptable by
FEMA
(c) contributing personnel time to the project in order to provide needed
information needed to contractor, attend consortium meetings, coordinate
efforts.
EXHIBIT "A"
B. Individual Responsibilities
SETRPC shall be responsible for:
(a) managing the Pre-Disaster Mitigation Pmg~am grant (CFDA 83.557)
(b) providing fiscal oversight of the grant funds, submitting timely financial
reports, remitting accounts payable, providing quarterly financial reports and
quarterly progress reports to consortium members
(c) coordinating monthly meetings of the consortium , :,
(d) providing training and technical assistance to consortium members as n~eded.
SETRPC SHALL NOT be responsible for:
(a) compiling information required of the local jurisdictions for the Annex P
(b) writing the Pre-Disaster Hazard Mitigation Plans for consortium members or
local jurisdictions
(c) updating and/or maintaining the SETRMP collectively nor individually for
consortium members or local jurisdictions
SETRPC, its staff, directors, or member organizations SHALL NOT be held responsible
for FEMA's acceptance or refusal of the SETRMP
Office of Emergency Management personnel within the HCOEM, JCOEM, and
OCOEM catchment area shall be responsible for:
(a) contributing on a pro rata basis to meet the 25% match requirement for the
Pre-Disaster Mitigation Program grant
(b) documenting match requirements in a fashion that is consistent with FEMA
requirements
(c) submitting match requirements in a timely manner to SETRPC
(d) providing information to contractor required to facilitate the creation of the
SETRMP
(e) attending monthly consortium meetings
(f) sharing, on a pro rata basis, any expenses relative to the development of a
Regional Mitigation Plan not covered by the Pre-Disaster Mitigation Program
grant
(g) compiling and meeting the Federal Emergency Management Administration
(FEMA) established criteria for an Annex P for respective political
subdivision
(h) updating the SETRaMP and respective Annex P as required by the Federal
Emergency Management Agency (FEMA).
EXHIBIT "A"
V. Outcome Measures of Success
The success of this initiative shall be measured by the ability of SETRPC and OEMs within the
catchment area ofHCOEM, JCOEM and OCOEM to:
establish a protocol for disaster mitigation amongst the OEMs in the South
East Texas region
create a comprehensive Regional Disaster Mitigation Plan which enhandes
safety for the 385,090 residents in Hardin, Jefferson and Orange.
c. obtain FEMA's approval of the plan thereby ensuring in the event of a
mam-nade or natural disaster that residents will have access FEMA assistance.
VI. Allocation of Costs
Each party in' the consortium is responsible for covering expenses it incurs and respective costs
associated with the performance of the terms and responsibilities except for those expenses
provided for in the Pre-Disaster Mitigation Plan grant for the services of a contractor.
Applicable expenses may and should be documented as in-k/nd contributions to the project and
submitted to SETRPC to meet the 25% match requirement of the grant. Each party is
responsible for contributing on a pro rata basis to meet the 25% match requirement for the Pre-
Disaster Mitigation Program grant.
SETRPC xvill be compensated to administer the Pre-Disaster Mitigation Plan grant on behalf of'
the Offices of Emergency Management within the Hardin, Jefferson and Orange county
catchment area.
Each party in the consortium will be responsible for sharing, on a pro rata basis, any expenses
relative to the development of a Regional Mitigation Plan not covered by the Pre-Disaster
In no event shall a party be obligated to pay or reimburse any expense incurred by any other
party under this ICWA.
VIII. Amendment or Termination oflCWA
The IC'~¥A may be amended at any time in writing and by mutual consent of the parties. The
ICWA may be terminated by any party upon thirty (30) days written notice accept where the
provisions provide otherxvise, tfthe termination is due to material or significant breach of any of
the provisions of this ICWA, it may be terminated immediately upon delivery of written notice to
the other party.
IX. Damages
It is expressly understood and agreed that nonperformance of this ICWA shall not give rise to
any claim for costs or damages by the parties hereto.
3
EXHIBIT "A"
Agreed Between:
South East Texas Regional Planning Commission
By:
Mayor Dean Robinson, SETRPC 1't Vice-President
Hardin County Office of Emergency Management
By:
Judge Billy Caraway, Hardin County Judge
Jefferson County Office of Emergency Management
By:
Judge Carl Griffith, Jefferson County Judge
Orange County Office of Emergency Management
By:
Judge Carl Thibodeaux, Orange County Judge