HomeMy WebLinkAbout2020-04-14; City Council; ; Adopt a resolution to designate and authorize agents to act on behalf of the city in the processing of disaster claims related to COVID-19Meeting Date: April 14, 2020
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Laura Rocha, Deputy City Manager, Administrative Services
laura.rocha@carlsbadca.gov, 760-602-2415
Kim Riboni, Senior Accountant
kim.riboni@carlsbadca.gov, 760-434-2428
Subject: Adopt a resolution to designate and authorize agents to act on behalf
of the city in the processing of disaster claims related to COVID-19
Recommended Action
Adopt a resolution designating and authorizing agents to act on behalf of the city in the
processing of disaster claims to obtain certain state and/or federal assistance related to COVID-
19.
Executive Summary
For the City of Carlsbad to apply for federal and state financial assistance for costs incurred by
the city because of the COVID-19 public health emergency, the city must designate and
authorize an agent to act on its behalf. To do this, the attached California Office of Emergency
Services Form Cal EOS 130, Designation of Applicant's Agent Resolution for Non-State Agencies,
must be approved by the City Council.
Discussion
The city will be applying for Federal Emergency Management Agency disaster relief for a
COVID-19 disaster event (under FEMA Major Disaster Declaration FEMA-4482-DR-CA). The
COVID-19 crisis was proclaimed as a Local Emergency throughout the City of Carlsbad effective
as of February 14, 2020.
To complete the application process, the city must designate and authorize an agent to act on
its behalf on the attached state Office of Emergency Services Form 130, Designation of
Applicant's Agent Resolution for Non-State Agencies. This application allows for the designation
by job title, and authorization of as many as three people to act as agents on behalf of the city.
This item designates and authorizes the City of Carlsbad’s city manager; deputy city manager,
administrative services; or finance director to act as authorized agents of the city in matters
relating to disaster relief and emergency assistance. The form will be filed with the California
Office of Emergency Services and will remain valid for three years.
April 14, 2020 Item #5 Page 1 of 6
The job titles or positions for the designated agents are identified on the form rather than
individual names. The city will provide the Office of Emergency Services with a list of the
individuals holding the identified job titles or positions. If an individual assigned to a particular
job title or position changes, an update letter may be sent to the Office of Emergency Services
to avoid having to amend the city’s Form 130 resolution.
Fiscal Analysis
The city will be able to apply for federal and/or state financial assistance for disaster relief and
emergency assistance for the costs of responding to the COVID-19 emergency.
Next Steps
Staff will process requests for federal and/or state financial assistance.
Environmental Evaluation (CEQA)
Pursuant to California Public Resources Code Section 21065 and the California Environmental
Quality Act Guidelines Section 15378, this action does not constitute a "project" within the
meaning of CEQA in that it has no potential to cause either a direct physical change in the
environment or a reasonably foreseeable indirect physical change in the environment and
therefore does not require an environmental review.
Public Notification and Outreach
This item was noticed in accordance with the Ralph M. Brown Act and was available for public
viewing and review at least 72 hours prior to scheduled meeting date.
Exhibits
1. City Council resolution
2. California Office of Emergency Services Cal OES Form 130
April 14, 2020 Item #5 Page 2 of 6
RESOLUTION NO. 2020-062
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, DESIGNATING AND AUTHORIZING AGENT(S) TO ACT ON
BEHALF OF THE CITY IN THE PROCESSING OF DISASTER CLAIMS
WHEREAS, the City of Carlsbad has incurred financial losses and expenses from the COVID-19
pandemic state of emergency and may incur financial losses and expenses in future states of
emergency; and
WHEREAS, under Public Law 93-288 as amended by the Robert T. Stafford Disaster Relief and
Emergency Assistance Act of 1988, and/or the California Disaster Assistance Act, the City of Carlsbad is
entitled to reimbursement for certain financial losses and expenses; and
WHEREAS, the City of Carlsbad must designate and authorize up to three individuals as agents
to act on its behalf in the processing of disaster claims; and
WHEREAS, the City of Carlsbad designates the city manager, or deputy city manager,
administrative services or finance director to act on its behalf; and
WHEREAS, individuals eligible to act on behalf of the City of Carlsbad will be designated and
authorized based on their respective job title/position.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
2. That the city manager, or deputy city manager, administrative services or finance
director are hereby designated and authorized to act, to apply for, and to execute
necessary documents 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.
3. That the City Clerk shall certify the Cal OES Form 130 on behalf of the City of Carlsbad, a
public entity established under the laws of the State of California.
4. That the City of Carlsbad, a public entity established under the laws of the State of
California, designates and authorizes its agents to provide the California Office of
April 14, 2020 Item #5 Page 3 of 6
Emergency Services for all matters pertaining to such state disaster assistance the
assurances and agreements required.
5. That Cal OES Form 130 is a universal resolution and is required to file for state financial
assistance.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 14th day of April 2020, by the following vote, to wit:
AYES: Hall, Blackburn, Bhat-Patel, Schumacher
NAYS: None.
ABSENT: None.
MATT HALL, Mayor
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~ARBARA ENGLESON, City Clerk
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April 14, 2020 Item #5 Page 4 of 6
ST A TE OF CALIFORNIA
GOVERNOR'S OFFICE OF EMERGENCY SERVICES
Cal OES 130
Cal OES ID No: 073-11194-00
DESIGNATION OF APPLICANT'S AGENT RESOLUTION
FOR NON-STATE AGENCIES
BE IT RESOLVED BY THE -=C'--"it_.._y--=Cc...=co--'Cu..C..Cn-=c.ccc..il ______ OF THE ---=C:..:.;it:..,_y_;:o::...:f_;:C=-=a:..:..r-=-=ls=b-=a-=d _____ _
(Governing Body) (Name of Applicant)
THAT _C~i_ty~M_a_n_a~g~e_r ______________ ,OR
(Title of Authorized Agent)
Deputy City Manager, Administrative Services , OR
(Title of Authorized Agent)
Finance Director
(Title of Authorized Agent)
is hereby authorized to execute for and on behalfofthe _____ __;:Ce:..:i..:.ty.,__,,o'-'f-'C""a""'"'rl-"'s=b..:::a..:::d'---------• 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.
!Exhibit 2 j
THAT the ______ c~·~1t_,_y_o~f~C~a-'-r=ls~b~a~d~--------'' 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 Otlice 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 uni\'ersal resolution and is effective for all open and future disasters up to three (3) years following the date of approval below.
OThis is a disaster specific resolution and is effective for only disaster number(s) _________ _
Passed and approved this 14th day of April , 20_2Q__
Matt Hall, Mayor
Cori Schumacher, Council Member
(Name and Title of Governing Body Representative)
Keith Blackburn, Council Member
(Name and Title of Governing Body Representative)
Priya Bhat-Patel, Council Member
(Name and Title of Governing Body Representative)
CERTIFICATION
I, ---=B--=a-'-rb=a=-r:....:a=-=E;:,.:n.ag;;.,;:le=s=o..:..n'---------'' duly appointed and ___ __:C::..:.i-=-tyL.....=C..:..:le::..:.r..:..k'--______ of
(Name) (Title)
____ C_it~y_o_f_C_a_rl_s_b_a_d _________ , do hereby certify that the above is a true and correct copy of a
(Name of Applicant)
Resolution passed and approved by the __ C-=-=it.Ly-=C=-=o::...:u::..:n..:..:c::..:.i.:....I _____ of the ----=C:.:..it:..,yc.....o=-f.:......=C-=a:....:rlc:::s=-b-=a-=d __ _
(Governing Body) (Name of Applicant)
r onjhe 14th . day of __ A~p __ ril ___ , 20_1.Q.
V~1ll2r1UA& J City Clerk
(Signature) (Title)
Cal OES 130 (Rev.9/13) Page I
April 14, 2020 Item #5 Page 5 of 6 April 14, 2020 Item #5 Page 5 of 6
STATE OF CALIFORNIA
GOVERNOR’S OFFICE OF EMERGENCY SERVICES
Cal OES 130 - Instructions
Cal OES Form 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.”
Page 2Cal OES 130 (Rev.9/13)
April 14, 2020 Item #5 Page 6 of 6
Sheila Cobian
Subject: FW: Pis Read -#5 Item Designate and Authorize Agents to process claims ...
From: Diane Rivera
Sent: Tuesday, April 14, 2020 2:57 PM
To: City Clerk <Cle rk@carlsbadca.gov>.
Subject: Pis Read -#5 Item Designate and Authorize Agents to process claims ...
Honorable Mayor Matt Hall
Council Members
City Manager Scott Chadwick
April 14, 2020
Please read during the meeting
Subject: #5 -Designate and Authorize Agents to process claims ...
Greetings:
All Receive • Agenda Item# .Q. ,1 ··. :, •. : _ -" ,~c:1 ,1.
For the Information of the:
CIJY COUNCIL
Date l)J1'i,,t CA __k(cc i----
CM -~-:ACM _!_-m:M (3) =:::::::-
Thank you for all your continued hard work to keep the citizens of Carlsbad healthy and safe
during this extraordinary event ~ COVID-19. Thanks to your leadership, Carlsbad is keeping the
curve from climbing. Thank you for our daily reports.
'
I respectfully request that Council make a motion:
1. to set aside a fund dedicated to the needs of our homeless community who are and have
been a part of our community to be used by a specific coalition group
2. to act on this request immediately without red tape as the need is great
Citizens of Carlsbad have and continue to support our homeless residents: preparing meals,
clothing, sleeping bags, personal items, blankets, etc. Not to mention the donations from many
other business organizations: prepared meals, etc.
More is needed.
What is needed-Specific Funds to be set aside:
• A critical need to provide weekly showers
• A centralized location where homeless or any other individuals can
receive ancillary services to stay well and informed -following all Covid 19 guide lines.
1
• Funds available to purchase miscellaneous items not supplied through donations
Who would be responsible: ·
• One part time City staff manager
• One designated person from the Coalition of Persons who have been orchestrating the
cmTent and ongoing efforts to care for our un-housed and persons in need.
Why
1. Because this is our duty to care for those who need our help
2. Because this is the compassionate thing to do
3. Because this keep everyone safe and healthy
5. DESIGNATE AND AUTHORIZE AGENTS TO ACT ON BEHALF OF THE CITY IN THE PROCESSING OF DISASTER
CLAIMS RELATED TO COVID-19 -Adoption of a resolution designating and authorizing agents to act on behalf of the City of
Carlsbad in the processing of disaster claims to obtain certain state and/or federal assistance related to COVID-19. (Staff contact:
Laura Rocha and Kim Riboni, Administrative Services)
Thank you
Sincerely,
Diane Rivera
Carlsbad Citizen and voter
92008
"As our case is new, we must think and act anew." Abraham Lincoln
From the words of our Governor today: ..,Passive or Expressed; Everybody; At Risk; Are they
Supported; Deserve Support; Work together; I D and Contain; Put a program in place;
Address staffing questions . ..,
jCAUTION: Do not open attachments or click on links unless you recognize the sender and know the content!
jis safe.I
2
Ryan Green, Assistant Finance Director
Kim Riboni, Senior Accountant
April 14, 2020
California Governor’s Office of
Emergency Services Form 130
Background and purpose
City expenses related to COVID-19 may be reimbursed by:
Federal Emergency Management Agency (FEMA)
California Governor’s Office of Emergency Services (Cal OES)
Both agencies require specific documentation prior to
submitting requests for disaster and emergency assistance
relief
Form Cal OES 130 Designation of Applicant’s Agent
Resolution
2
Resolution and Form 130
Authorizes the following three positions as agents to engage
with both Cal OES and FEMA
1.City manager
2.Deputy city manager, administrative services
3.Finance director
The city will continue tracking COVID-19 expenses and
request relief for eligible costs
3
Questions
4