HomeMy WebLinkAboutReso - CC - 098-2014RESOLUTION NO. 98-2014
RESOLUTION OF THE CITY COUNCIL OF THE C1TY OF BURLINGAME APPROVING THE FIRST
REVISED AND RESTATED JOINT EXERCISE OF POWERS AGREEMENT FOR THE SAN MATEO
OPERATIONAL AREA EMERGENCY SERVICES ORGANIZATION
WHEREAS, in 1997, the City of Burlingame, with other cities of San Mateo County,
entered into a San Mateo Operational Area Joint Powers Agreement for emergency services;
and
WHEREAS, the 1997 Agreement was deemed
outdated and
in need
of updating to
reflect the current compliances, practices and
procedures
of emergency
services;
and
WHEREAS, in October 2014, the Agreement was updated to include current federal,
state, and local codes, laws, and directives and to comply with California's Joint Powers law;
and
WHEREAS, this Agreement has been reviewed by the County Fire Chiefs, Police Chiefs,
Emergency Managers, City Managers, and City Attorneys; and
WHEREAS, this Agreement has been reviewed by the County's Emergency Services
Council; and
WHEREAS, during the revision process this Agreement was reviewed by the City
Councils of the Member Agencies.
NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Burlingame
approves the First Revised and Restated Joint Exercise of Powers Agreement for the San Mateo
Operational Area Emergency Services Organization.
I, Mary Ellen Kearney, City Clerk of the City of Burlingame, do hereby certify that the foregoing
Resolution was introduced at a regular meeting of the City Council held on the 17th day of
November, 2014 and was adopted thereafter by the following vote:
NOES: Councilmembers: NONE
ABSENT: Councilmembers:
Mary Elle Kearne , City Clerk
First Revised and Restated
Joint Exercise of Powers Agreement
San Mateo County Operational Area Emergency Services Organization
THIS JOINT POWERS AGREEMENT ("Agreement") is made as of the Effective Date by and
between the public entities set forth below, creating the San Mateo County Operational Area
Emergency Services Organization Authority ("Organization"),
Each public entity
executing
this Agreement
shall be referred to individually as a "Member
Agency," with all
referred to
collectively as
"Member Agencies."
RECITALS
Whereas the Member Agencies' goal is to establish a unified emergency services organization; and
Whereas the Member Agencies agree that the purpose of this Organization will be to operate
pursuant to Presidential Directive 5, the National Response Framework, National Incident
Management System (NIMS), Presidential Directive 8, the National Preparedness Goal and
California's Standardized Emergency Management System (SEMS) and local adopted Emergency
Operations Plans and Annexes.
Whereas the Member Agencies agree that the participants within this Organization may include all
local governments within the geographic area of the County, special districts, unincorporated areas,
and participating non-governmental entities; and
Whereas the Member Agencies agree that the collective goal is to provide coordinated plans for the
protection of persons and property based on the phases of emergency management; and
Whereas the Member Agencies have the authority to enter into this Agreement under the Joint
Exercise of Powers Act, California Government Code Section 6500 et seq. ("Act").
NOW, THEREFORE, in consideration of the recitals and mutual obligations of the Member
Agencies as herein contained, the Member Agencies agree as follows:
Article I - GENERAL PROVISIONS
1.01 Purpose
This Agreement creates an entity to exercise the powers shared in common by the Member Agencies
to engage in local and regional cooperative planning and coordination and delivery of services. As
part of this Organization's purpose, Member Agencies seek to meet or exceed the current
Emergency Response Planning and Management Capabilities within the Operational Area. Further,
Member Agencies seek to support existing regional Public Information and Notification Systems,
and to continue to support the regional hazardous materials emergency response program. Such
purposes are to be accomplished and the Members Agencies' common powers exercised as set forth
in this Agreement.
1.02 Creation of Authority
Pursuant to the Joint Exercise of Powers Act, the Member Agencies hereby create a public entity to
be known as the "San Mateo County Operational Area Emergency Services Organization Authority"
("Organization.") The Organization shall be a public entity separate and apart from the Member
Agencies. The geographic jurisdiction of the Organization is all territory within the geographic
October 17, 2014 Page 1
boundaries of the Member Agencies; however, the Organization may undertake any action outside
those geographic boundaries as is necessary and incidental to accomplishing its purpose.
1.03 Membership in the Organization
Membership in the Organization is limited to public entities, as defined by the Joint Exercise of
Powers Act, located or operating within San Mateo County that have approved and executed this
Agreement, and contributed resources of any kind toward establishing and supporting the
Organization (including, but not limited to financial, personnel, equipment, or other resources) as
approved by the Emergency Services Council.
1.04 Participating Members/Partners in the Organization
Participation in the Organization is intended to ensure cooperative emergency planning and
response; all participating Member Agencies and partners are expected to attend all regular and
special meetings of the Emergency Services Council, encourage active participation by their
jurisdictions in the development of plans and training programs, drills, exercises and training
opportunities, and otherwise assist in supporting the implementation of this Agreement.
1.05 Powers of the Organization
The Organization may purchase, lease, own and/or dispose of property and equipment and enter into
contract(s), as required to satisfy the purposes of this Agreement. The Organization may employ
agents and/or employees, operate works and improvements, sue and be sued in its own name, and
invest surplus funds.
Article II- COMMON TERMINOLOGY
2.01 Terminology Defined
Not all vocabulary of technical terms listed in the Agreement is used in the Agreement. In part, the
terms are included as a resource to further clarify terminology utilized in documentation, field
operations and/or applicable subject matter.
2.02 All -Hazards: "Grouping classification encompassing all conditions, environmental or
manmade, that have the potential to cause injury, or death; damage to or loss of equipment,
infrastructure services, or property; or alternately causing functional degradation to societal,
economic or environmental aspects. Annotation: All -hazards preparedness ensures that if a disaster
occurs, people are ready to get through it safely, and respond to it effectively. FEMA began
development of an Integrated Emergency Management System with an all -hazards approach that
included `direction, control and warning systems which are common to the full range of emergencies
from small isolated events to the ultimate emergency — war." (DHS, Lexicon, October 23, 2007, p. 1)
2.03 Catastrophe: An event during which a society
incurs, oris threatened to incur, such losses to
persons and/or property that the entire society is affected and extraordinary resources and skills are
required, some of which must come from other nations.
2.04 Community Emergency Response Team (CERT): "Community
Emergency
Response Team" (CERT) training is one way for citizens to prepare for an emergency.
CERT training is designed to prepare people to help themselves, their families and their
neighbors in the event of a catastrophic disaster. Because emergency services personnel
may not be able to help everyone immediately, residents can make a difference by using
the training obtained in the CERT course to save lives and protect property. (DHS,
National Response Framework (Comment Draft). DHS, September 10, 2007, p. 18)
October 17, 2014
Page 2
2.05 Command: The
act
or directing and or
controlling by
virtue
of explicit legal, agency or
delegated authority.
The
term "Command"
may also refer
to the
Incident Commander.
2.06 Emergency: Any incident, whether natural or manmade, that requires responsive action to
protect life or property. Under the Robert T. Stafford Disaster Relief and Emergency Assistance Act,
an emergency means any occasion or instance for which, in the determination of the President,
federal assistance is needed to supplement state and local efforts and capabilities to save lives and to
protect property and public health and safety or to lessen or avert the threat of a catastrophe in any
part of the United States.
2.07 Emergency Management: A subset of incident management, the coordination and integration
of all activities necessary to build, sustain and improve the capability to prepare for, protect against,
respond to, recover from or mitigate against threatened or actual natural disasters, acts of terrorism
or other manmade disasters.
2.08 Emergency Operations Center (EOC): The physical location at which the coordination of
information and resources to support incident management activities normally takes place. An EOC
may be a temporary facility or may be located in a more central or permanently established facility,
perhaps at a higher level of organization within a jurisdiction.
2.09 Incident: An occurrence or event, natural or manmade, which requires a response to protect life
or property. Incidents can, for example, include major disasters, emergencies, terrorist attacks,
terrorist threats, civil unrest, wild land and urban fires, floods, hazardous materials spills, nuclear
accidents, aircraft accidents, earthquakes, hurricanes, tornadoes, tropical storms, tsunamis, war -
related disasters, public health and medical emergencies and other occurrences requiring an
emergency response.
2.10 Incident Command System (ICS): A standardized on -scene emergency management
construct specifically designed to provide for the adoption of an integrated organizational structure
that reflects the complexity and demands of single or multiple incidents, without being hindered by
jurisdictional boundaries. It is used for all kinds of emergencies and is applicable to small as well as
large and complex incidents.
2.11 Local Emergency: The duly proclaimed existence of conditions of disaster or extreme peril to
the safety of persons and/or property within territorial limits of a county, city and county, or city
caused by such conditions as fire, flood, storm, epidemic, riot, drought, sudden and severe energy
shortage, plant or animal infestation or disease, earthquake, tsunami or other conditions which are
likely to be beyond the control of the services, personnel, equipment and facilities of that local
political subdivision to combat.
2.12 Local Government: A county, municipality, city, town, township, local public authority,
school district, special district, intrastate district, council of governments (regardless of whether the
council of governments is incorporated as a nonprofit corporation under state law;) regional or
interstate government entity or agency or instrumentality of a local government; an Indian tribe or
authorized tribal entity, or in Alaska a Native Village or Alaska Regional Native Corporation; a rural
community, unincorporated town or village or other public entity. See Section 2 (10), Homeland
Security Act of 2002, P.L. 107-296, 116 Stat. 2135 (2002).
October 17, 2014 Page 3
2.13 Mitigation: Activities providing a critical foundation in the effort to reduce the loss of life
and/or property from natural and/or human-caused disasters by avoiding or lessening the impact of a
disaster and providing value to the public by creating safer communities. Mitigation seeks to fix the
cycle of disaster damage, reconstruction, and repeated damage. These activities or actions, in most
cases, will have a long-term sustained effect.
2.14 National Incident Management System (NIMS): System that provides a proactive approach
guiding government agencies at all levels, the private sector and nongovernmental organizations to
work seamlessly to prepare for, prevent, respond to, recover from, and mitigate the effects of
incidents, regardless of cause, size, location or complexity, in order to reduce the loss of life or
property and harm to the environment.
2.15 National Response Framework: This document establishes a comprehensive, national, all-
hazards approach to domestic incident response. It serves as a guide to enable responders at all levels
of government and beyond to provide a unified national response to a disaster. It defines the key
principles, roles, and structures that organize the way U.S. jurisdictions plan and respond.
2.16 Operational Area: An intermediate level of the state emergency services organization,
consisting of the County and all political subdivisions within the county area. In a state of
emergency, the operational area shall serve as a link in the system of communications and
coordination between the political subdivisions comprising the operational area and the Regional or
State Emergency Operations Center.
2.17 Preparedness: Actions that involve a combination of planning, resources, training, exercising
and organizing to build, sustain and improve operational capabilities. Preparedness is the process of
identifying the personnel, training and equipment needed for a wide range of potential incidents and
developing jurisdiction-specific plans for delivering capabilities when needed for an incident.
2.18 Recovery: The development, coordination and execution of service- and site-restoration plans;
the reconstitution of government operations and services; individual, private-sector,
nongovernmental and public-assistance programs to provide housing and to promote restoration;
long-term care and treatment of affected persons; additional measures for social, political,
environmental and economic restoration; evaluation of the incident to identify lessons learned; and
post-incident reporting and development of initiatives to mitigate the effects of future incidents.
2.19 Resources: Personnel and major items of equipment, supplies and facilities available or
potentially available for assignment to incident operations and for which status is maintained. Under
the National Incident Management System, resources are described by kind and type and may be
used in operational support or supervisory capacities at an incident or at an emergency operations
center.
2.20 Response: Immediate actions to save and sustain lives, protect property and the environment,
and meet basic human needs. Response also includes the execution of plans and actions to support
short-term recovery.
2.21 Standardized Emergency Management System: The Standardized Emergency Management
System (SEMS) is the cornerstone of California's emergency response system and the fundamental
structure for the response phase of emergency management. SEMS is required by the California
Emergency Services Act (ESA) for managing multiagency and multijurisdictional responses to
emergencies in California. The system unifies all elements of California's emergency management
October 17, 2014 Page 4
community into a single integrated system and standardizes key elements. SEMS incorporates the
use of the Incident Command System (ICS), California Disaster and Civil Defense Master Mutual
Aid Agreement (MMAA,) the Operational Area (OA) concept and multiagency or inter -agency
coordination. State agencies and local governments are required to use SEMS in order to be eligible
for any reimbursement of response -related costs under the state's disaster assistance programs.
Article III —GOVERNANCE
3.01 Composition of the Council
The Organization shall be administered by the Emergency Services Council ("Council") consisting
of the following members:
a) A member of the San Mateo County Board of Supervisors, who shall be designated by the
Supervisors.
b) Each governing body of a Member Agency shall annually select and appoint a representative
to serve on the Council and may select and appoint an alternate representative. Each
representative and alternative representative must be a member of the governing body of the
Member Agency.
c) The Chair of the Emergency Services Council shall be the representative from the Board of
Supervisors.
d) A Vice -Chair shall be selected by the Council.
3.02 General Purpose of the Organization
The general purpose of the Organization is to:
a) Provide structure for administrative and fiscal policies and procedures;
b) Identify and pursue funding sources;
c) Set policy;
d) Maximize the utilization of available resources; and
e) Oversee all committee activities.
3.03 Specific Responsibilities of the Council
The specific responsibilities of the Council shall be as follows:
a) To review and recommend adoption by the Board of Supervisors and Ciry Councils of each
City, Emergency Plans, programs and agreements, in addition to the basic agreements as
deemed necessary to carry out the purpose of the Organization.
b) To approve an annual budget in an amount necessary to carry out the purposes of the
Organization. Upon review and approval of the annual budget by the Council, each Member
Agency shall recommend the budget to the governing body of the Member Agency for the
purpose of securing from each the appropriations in accordance with each Member Agency's
identified allocation (via Budget Sheets.)
c� Each Member Agency's Executive Officer shall identify and designate at the beginning of
each fiscal year, a local coordinator for regular participation in the San Mateo County
Emergency Managers Association. Should the identified Coordinator change at any time
during the year, the Member Agency shall advise the Director of Emergency Services within
30 days-.
d) If a Member Agency participates in a contract relationship for the provision of emergency
services, it is still required to name a local emergency coordinator to the Emergency
Managers Association who will assure the continuity of communication between the Member
Agency, the County Office of Emergency Services (OES) and the Organization.
October 17, 2014 Page 5
3.04 Meetings of the Organization.
a)
Regular Meetings: The Council shall approve a schedule for its regular meetings provided,
however, that the Council shall hold at least one regular meeting quarterly. The Council
shall fix the date, hour and location of regular meetings by resolution and the Secretary shall
transmit a copy of the resolution to each Member Agency at the first meeting of the fiscal
year.
b)
Special Meetings: Special meetings of the Council may be called in accordance with the
Brown Act by the Chair, a majority of the Council or the Director.
c)
Call, Notice and Conduct of Meetings: All meetings of the Council, including without
limitation, regular, adjourned regular and special meetings, shall be noticed, held and
conducted in accordance with the provisions of the Ralph M. Brown Act, California
Government Code section 54950 et seq. As soon as practicable, but no later than the time of
posting, the Secretary shall provide notice and the agenda to each Member Agency. Any
Member Agency may request that an item be considered for placement on the Agenda by
submitting the request to the Director of Emergency Services.
d)
Meetings of the Council shall be conducted by the Chair or by the Vice -Chair in the absence
of the Chairperson. In the absence of both Chair and Vice -Chair, the meeting shall be
chaired by member of the Council selected by a majority
vote of the Council.
3.05 Minutes
The Secretary of the Organization shall cause to be kept a digital recording of each meeting, which
shall be posted on the SMC OES Website. The Secretary will create brief summary written minutes
for approval by the Council.
3.06 Voting
All power of the Organization shall reside with the Council. Each Member Agency shall have one
vote. A Member Agency's alternate representative may participate and vote in the proceedings of the
Council only in the absence of that Member Agency's regular representative. No absentee ballot or
proxy voting is permitted.
3.07 Quorum; Required Votes; Approvals
A quorum of the Council is a majority of the representatives of the Member Agencies of the
Organization. If the number of Member Agencies is an even number, a majority is fifty percent of
the Member Agencies, plus one. The Council may not take any substantive action without a
majority of the Member Agencies voting to take that action. Action on non -substantive procedural
matters may be taken by a majority of a quorum.
Article IV —PARTICIPATING PARTNERS, EMPLOYEES AND ADVISORY
COMMITTEES
4.01 Participating Part
ners
In order to ensure cooperative emergency planning and response, the following maybe invited to
attend, as non-voting members, all regular and special meetings of the Council, participate in the
development of plans and training programs, and otherwise assist in supporting the implementation
oI this Agreement:
a) A representative of the American Red Cross to be invited by the Chair with the approval of
the Council
b) One representative each from the San Mateo County Fire Chiefs Association and the San
Mateo County Police Chiefs and Sheriff Association as may be invited by the Chair with
approval of the Council.
c) One representative for Water Districts as may be invited by the Chair with approval of the
Council.
October 17, 2014 Page 6
d)
One representative
for
Sanitary Districts as may be invited by the Chair with approval of the
Council.
e)
One representative
for
the San Mateo County Harbor District as may be invited by the Chair
with approval of the
Council.
f)
One representative
for
the Port Authority as may be invited by the Chair with approval of the
Council.
g)
One representative
for
San Mateo County Transit District as may be invited by the Chair
with approval of the
Council.
h)
One representative
for
Pacific, Gas and Electric Company as may be invited by the Chair
with approval of the
Council.
i)
One representative
for
the Office of Education as may be invited by the Chair with approval
of the Council.
j)
One representative
for
the Hospital Consortium as may be invited by the Chair with approval
of the Council.
k)
One representative
for
the EMS Agency as may be invited by the Chair with approval of the
Council.
I)
One representative
for
the San Mateo Emergency Managers Association as may be invited by
the Chair with approval of the Council.
Should other interested parties be identified for participation, the Organization shall consider a
written request for participation and may be invited by the Chair with approval of the Council.
4.02 Treasurer
The Treasurer of the County of San Mateo shall be the Treasurer of the Organization. The Treasurer
shall be the depository, shall have custody of the accounts, funds and money of the Organization
from whatever source, and shall have the duties and obligations set forth in the Joint Exercise of
Powers Act.
4.03 Auditor and Financial Accountability
The Organization will ensure financial accountability as required by Section 6505 of the
Government Code. The Organization will ensure that audits are conducted as required by that
Section. Unless the Council votes to appoint a separate auditor, audits will be conducted by auditor
selected to conduct the audit of the Sheriff's Office. In the event that the Council selects a separate
auditor, the full cost of the audit will be the responsibility of the Organization.
The Auditor shall perform the functions of auditor for the Organization and shall make or cause an
independent annual audit of the accounts and records of the Organization by a certified public
accountant, in compliance with the requirements of the Joint Exercise of Powers Act and generally
accepted auditing standards.
4.04 Legal Counsel
The San Mateo County Counsel's Office shall be the legal counsel for the Organization. To the
extent permitted by the Joint Exercise of Powers Act, the Organization may change, by resolution,
the legal counsel to the Organization. The full cost of outside legal counsel will be the responsibility
of the Organization.
4.05 Secretary to the Organization
The San Mateo County Office of Emergency Services shall provide a Secretary and administrative
support to the Organization.
4.06 Contractors
The Organization shall have the power by resolution to appoint and employ such other consultants
and independent contractors as may be necessary to cant' out the purposes of the Organization. The
Organization will be responsible for any/all incurred costs.
October 17, 2014 Page 7
4.07 Committees
The Organization may form and dissolve Committees as determined by the Council.
4.08 Director of Emergency Services
The Sheriff or his/her designee is the Director of the San Mateo County Area Office of Emergency
Services ("Director"). The SMC Area Office of Emergency Services is responsible for the on-going
operation of the San Mateo County Operational Area and is also responsible for achieving the
purposes of the Organization as follows:
a) Emergency Response -coordination and planning during any regional emergency in
accordance with adopted emergency plans.
b) Plans and Operations - preparation, development, coordination, and integration of compatible
and complimentary unified area -wide emergency plans for approval by the State of
California and adoption by the Council.
c) Communications - coordination, development and maintenance of an area -wide emergency
communications service, including public alert and warning systems, and other situational
awareness tools.
d) Public Education and Information - coordination and support of an area -wide public
education and information program.
e) Training and Exercise -coordination and assistance in the training and exercising of all
County employees identified as Disaster Service Workers, as defined by Sect. 3100 of the
California Government Code and volunteers. The Member Agencies will be responsible for
the training and exercise of their identified employees; however, OES will provide needed
support as requested.
f) Grant Program Administration - coordination and assistance with designated emergency
coordinators within the Operational Area in the securing and distribution of grant funds for
regional emergency management initiatives and program support.
g) General Administration - coordination and assistance in the procurement and inventory of
emergency equipment, management of, maintenance and distribution of area -wide
inventories of vital supplies and equipment.
h) The Organization does not intend to acquire title to any property. But in the event that it
does, pursuant to Section 6505.1 of the Government Code, the Organization designates the
Director to handle that property. In the event that the Organization does acquire title to
property, the Director will obtain a bond in the amount determined by the contracting parties.
4.09 Staffing Reimbursement
The County Office of Emergency Services is a bureau of the Sheriff's Office, staffed by sworn
officers and other civil service employees of the County of San Mateo appointed by the Sheriff. The
Office of Emergency Services supports the purposes of the Organization. A portion of the cost of
Office of Emergency Services staff is reimbursed by the Organization in an amount determined by
the funding allocation in this Agreement.
Article V —BUDGET AND COST-SHARIN
G
In consideration of the mutual promises herein contained, itis hereby agreed that the cost of
maintaining the Organization will be shared as described below.
October 17, 2014 Page 8
a) From the total amount of the annual budget there shall be deducted estimated revenue from
federal "matching funds," state grants, and other service revenues.
b) The balance of the annual budget remaining after anticipated revenues have been deducted
shall be paid as follows:
1. The county shall pay 50% of the remaining balance.
2. The cities shall pay the remaining 50% of the balance, apportioned in accordance
with the following formula:
i. One half of said 50% to be apportioned by people units or population.
a) Total population of all member cities divided into one-half of the total
of the cities' share of the budget equals a factor in cents.
b) Population of each member city times the factor in cents equals the
share for each city.
ii. The remaining one-half of said 50% to be apportioned on the basis of assessed
valuation as follows:
a) Total assessed value of real and personal property in all member cities
divided into one-half of the total of the city's share of the budget
equals a factor in mils.
b) Assessed value of real and personal property of each member city
times the factor in mils equals the share for each city.
c) For the purpose of this Agreement the total assessed valuation of real and personal property
in all Member Agencies shall be the most recent such total maintained by the offices of the
County Assessor.
d) The figures used for population in each city shall be determined by a method and from a
source that is mutually acceptable to the majority of members.
e) It is understood and agreed that the financial obligations incurred by the Member Agencies
under the provisions of this Agreement will be incurred annually, subject to the limitation
that the county and cities are financially able to make funds available.
f) If the Member Agencies representing 25% or more of the county's population do not approve
the budget in any fiscal year, the proposed budget will be referred back to the Director and
the Finance Committee for revision and recommendation. If no resolution can be reached by
the committee, the Member Agencies may proceed to adopt budgets that provide those
services they deem necessary for adequate emergency services protection as a whole, but any
Member Agency shall be financially responsible for that portion of the budget unilaterally
adopted. Any Member Agency that does not meet its financial commitment under the
adopted budget will lose its voting status and/or other such privileges of membership as
determined by the Council.
g) It is further agreed that any excess in federal or state funds, in any year, shall be reviewed by
the Finance Committee, who will then make a recommendation to the Council, as to the
disposition of the excess funds.
h) With respect any Member Agency that is not a City or the County, the amount to be
contributed is determined by a negotiation between those Member Agencies and the Director
Emergency Services and must be approved by the Council. A letter memorializing the
agreed contribution will be an attachment to this Agreement.
Article VI -INSURANCE
a) The County shall add the Organization and Emergency Services Council to its existing
excess liability insurance coverage and shall maintain such coverage in full force and effect
during the life of the Agreement. Member Agencies understand that the County is partially
self-insured. Unless the Organization decides otherwise, County shall provide for the
defense of any claims or litigation within the self-insured retention. Legal representation by
the County will ordinarily be provided by the County Counsel.
October 17, 2014 Page 9
b) Any out-of-pocket expense or loss, by way of judgment or settlement, arising out of the
operation of this Agreement, within the limits of the County's self-insured retention shall be
shared by the parties in accordance with the formula as described in Article V (b).
Article VII -EFFECTIVENESS
This Agreement shall be effective upon its execution by all Member Agencies. It is effective as to
new Members Agencies upon adoption and approval by the Council and by the new Member
Agency's governing body. This Agreement shall continue in effect until terminated as provided
herein.
Article VIII —TERM AND TERMINATION
8.01 Withdrawal by Members
a) Any Member Agency may withdraw from this Agreement by written notice given by such
Member Agency to all other Member Agencies, which notice shall be given at least 120
days prior to the commencement of the fiscal year in which it is to take effect. For the
purpose of such notice, a fiscal year is defined as July 1 of a calendar year through June 30
of the succeeding calendar year.
b) Any former or prospective Member Agency may enter or re-enter the organization by
petition to the Council by its governing body, and majority approval of the petition by the
Council. Upon approval, the new Member Agency must agree in writing to all terms of this
Agreement.
c) Should a Member Agency withdraw less than 120 days prior to the commencement of the
fiscal year, the withdrawal will be effective but that Member Agency will be responsible for
its calculated contribution for that year pursuant to Article V.
d) Should a Member Agency give required notice and withdraw from the Agreement, the prior
contribution of that Member Agency will be divided equally by formula among the
remaining Member Agencies.
8.02 Termination of Organization and Disposition of Surplus Money and Property
This Agreement shall terminate effective upon a vote of the Council, the County and by at least
eleven (11) cities representing the majority of the population of the County. In the event that the
Organization ceases to exist, surplus funds will be returned consistent with Section 6512 of the
Government Code in proportion to the contributions made. The Organization does not intend to
acquire title to any property. But in the event that it does, title to all property acquired by the
Organization, shall be owned by the County of San Mateo to be used for "County Wide" purposes.
8.03 Amendments
Any proposed Amendments to this Agreement may be recommended by the Council but must be
ratified by each Member Agency's governing body.
8.04 Review of this Agreement
The Council will conduct a review of this Agreement in 2020 and every five years thereafter to
determine whether any changes to the Agreement are necessary or advisable. In the event that the
Council concludes that changes should be made, each Member Agency representative will take those
recommended changes to the governing body of the Member Agency for ratification.
8.05 Bylaws
The Council may, from time to time, adopt and/or amend Bylaws for the conduct of its affairs;
provided the purpose is consistent with this Agreement and/or are necessary and appropriate.
October 17, 2014 Page 10
Article IX - MISCELLANEOUS PROVISIONS
9.01 Notices
It shall be the responsibility of the Sheriff or his/her designee to ensure all notices are provided to
Member Agencies and posted in compliance with the legal requirements of the Agreement.
9.02 Severability
If any one or more of the terms, provisions, promises, covenants, or conditions of this Agreement
were, to any extent, adjudged invalid, unenforceable, void, or voidable for any reason whatsoever by
a court of competent jurisdiction, each and all of the remaining terms, provisions, promises,
covenants, and conditions of this Agreement shall not be affected thereby and shall be valid and
enforceable to the fullest extent permitted by law.
9.03 Supersession
It is mutually understood and agreed by the Member Agencies that this Agreement supersedes the
1997 San Mateo County Operational Area Joint Powers Agreement, any previous agreements on this
subject matter and any amendments thereto.
9.04 Assignment
No Member Agency shall assign any rights or obligations under this Agreement without the prior
written consent of the Council.
9.05 Governing Law
This Agreement is made and to be performed in the State of California, and as such, California
substantive and procedural law shall apply. Venue for any litigation under this Agreement shall be
in the County of San Mateo.
9.06 Headings
The section headings herein are for convenience only and are not to be construed as modifying or
governing the language of this Agreement.
9.07 Counterparts
This Agreement may be executed in counterparts, each of which will be deemed an original and all
of which shall constitute this Agreement.
9.08 No Third Party Beneficiaries
This Agreement and the obligations hereunder are not intended to benefit any party other than the
Authority and its Members Agencies, except as expressly provided otherwise herein. No entity that
is not a signatory to this Agreement shall have any rights or causes of action against any party to this
Agreement as a result of that party's performance or non-performance under this Agreement, except
as expressly provided otherwise herein.
9.09 Filing of Notice of Agreement
Within 30 days after the Effective Date, the Secretary shall cause to be filed with the Secretary of
State the notice of Agreement required by the Act. Within 30 days after any amendment to this
Agreement, the Secretary shall file the amendment with the Secretary of State.
9.10 Conflict of Interest Code
The Organization shall adopt a conflict of interest code as required by law. Member Agencies
understand that representatives and alternate representatives are listed on the Organization's Conflict
of Interest Code and will be responsible for filing a Form 700 with the Organization.
October 17, 2014 Page 11
9.11 Indemnification
The Organization shall defend, indemnify and hold harmless each Member Agency (and each
Member Agency's officers, agents, and employees) from any and all liability, including but not
limited to claims, losses, suits, injuries, damages, costs and expenses (including attorney's fees,)
arising from or as a result of any acts, errors or omissions of the Organization or its officers, agents
or employees.
Each Member Agency shall defend indemnify and hold harmless the other Member Agencies (and
their officers, agents, and employees) from any and all liability, including but not limited to claims,
losses, suits, injuries, damages, costs and expenses (including attorney's fees,) arising from or as a
result of any acts, errors or omissions of that party or its officers, agents or employees.
9.12 Dispute Resolution/Legal Proceedings
Disputes regarding the interpretation or application of any provision of this Agreement shall, to the
extent reasonably feasible, be resolved through good faith negotiations between the Member
Agencies and/or the Organization.
9.13 Authorization to Enter Into Agreement
Each party warrants that the person signing this Agreement on its behalf is authorized to bind that
party to this Agreement.
9.14 Confirmation of Jurisdictional Authority
By signing this Agreement, the Member Agencies retain all authority granted to them by the State
and/or their respective Charters. The powers and/or authority granted pursuant to this Agreement
shall in no way serve to limit or restrict an individual Member Agency's jurisdictional authority.
9.15 Participation Understanding
The Member Agencies understand that to facilitate proper emergency response, each public entity
has an important role to play. By adopting this Agreement, the Member Agencies recognize the
importance of that role. Descriptions of the activities that are expected of each Member Agency are
contained in Attachment A to this Agreement. Attachment A may be modified by a majority of the
Council at a meeting of the Organization.
(SIGNATURES ARE ON FOLLOWING PAGE)
October 17, 2014 Page 12
N WITNESS WHEREOF, each Member Agency has caused this Agreement to be executed and
attested by its proper officers thereunto duly authorized, as follows:
Signatories
Resolution/Action Number
Date of Adoption
Atherton
Belmont
Brisbane
Burlingame
Cohna
Daly Cit
East Palo Alto
Foster Cit
Half Moon Ba
Hillsborough
Menlo Park
Millbrae
Pacifica
Portola Valle
Redwood Cit
San Bruno
San Carlos
San Mateo
South San Francisco
Woodside
County of San Mateo
October 17, 2014 Page 13
ATTACHMENT A
SUPPLEMENTAL AGREEMENT
The following list of responsibilities was developed by asub-committee of the Emergency Managers
Association of San Mateo County. The determined need is to assure the Member Agencies meet the
basic functional needs of the communities within San Mateo County during a disaster. To determine
the readiness of Member Agencies to respond to an emergency, each Member Agency agrees to
participate in an annual survey or other mechanism, developed by the EMA Policy & Continuity
Working Group, to gather preparedness data from Member Agencies. An evaluation shall be
presented to the Emergency Services Council as set forth in section 1.01 of this Supplemental
Agreement.
Article I — MEMBER AGENCY RESPONSIBILITIES AND TRAINING
1.01 Emergency Preparedness and Planning Standards
The Member Agencies shall each accept primary responsibility for the readiness within their
respective jurisdictions and development of disaster preparedness plans which shall be compatible
with and complimentary to the area -wide emergency planning and organization, formulated pursuant
to this Agreement. As such, each Member Agency agrees that it will adhere to current state and
federal NIMS/SEMS requirements.
The Director will provide an annual report of each Member Agency's attainment towards the current
State and federal NIMS/SEMS requirements, as well as assist the Member Agencies in working
towards full compliance.
1.02 Information Reporting
Member Agencies of the Organization shall report on the agreed adopted standards, cited in Section
1.01 of this Supplemental Attachment, annually to the Director of the Office of Emergency Services,
who will compile the information and report to the Council at its January meeting.
a. The following is an example of the type of information to be collected annually; other
formats may be developed or used as needed. Adopt an Emergency Operations Plan and
Annexes, review and update no less than every three years
City/Town Percentage Complete
1 0 10 20 30 40 50 60 70 80 90 100
b. Have a Local Hazard Mitigation Plan, internally reviewed annually and provide updates
as required, and a roved by FEMA. (Currently no less than every five years.
Cit /Town Percenta e Com lete
0 10 20 30 40 50 60 70 80 90 100
C. Partici ate in the O erational Area Multi- ear Training and Exercise Plan
Cit /Town
Percenta e Com Tete
0
10
20
30
40
50
60
70
80
90
100
October 17, 2014 Page 14
d. Adopt use
of the Homeland Security
Exercise and Evaluation Program
(HSEEP)
Cit /Town
Percenta e Com let
0
10
20
30
0
10
20
70
30
40
50
60
70
1 80
90
100
e. Participate in meetings and activities including the Emergency Managers Association
(EMA)
City/Town Percentage Complete
0 10 20 30 40 50 60 70 80 90 100
f. Partici ate in
Training and Exercises
to facilitate
Cit /Town
om e
Percenta e Clet
Percenta
0
10
20
30
40
50
60
70
1 80
90
1 100
. Prepare and
maintain necessary plans and agreements
to facilitate
emergency shelter ng
Cit /Town
Percenta
e Com Tete
0
10
20
30 40
50
60
70
1 80
1 90
1 100
1.03 Training and Exercises
A Training and Exercise an is a means to establishing a standard of readiness and initiates abasic
knowledge and capability skill set. Full participation by Member Agency Emergency Managers and
other Operational Area stakeholders is important to developing a multi-year training program.
Training and exercise planning and development will be the responsibility of the EMA T&E Group
to accommodate the needs of the stakeholders. Full commitment and participation by the Member
Agencies and participating partners will also be recommended in at least one annual exercise, in
some capacity, to ensure the preparedness level of our Operation Area. Further, Member Agencies
agree to support the NIMS compliance of each of their jurisdictions.
1.04 Recommended Training for the Governing Bodies of Member Agencies
In au effort to ensure NIMS Compliance and a standardized understanding among Member
Agencies, the following training curriculum, is recommended for representatives of each
Member Agencies' governing bodies:
a) 100: Introduction to ICS or equivalent
b) FEMA IS 700. a: NIMS An Introduction
c) ICS -402: Incident Command System (ICS) Overview for Executives/Senior
Officials(G402)
1.05 Local Coordinator Responsibilities
All Member Agencies have adopted this Agreement with a commitment to engage in local and
regional cooperative planning, coordination and delivery of services. Each Member Agency will
provide local support via staff with primary and/or secondary responsibilities including, but not
limited to the following:
a) Management/Coordination of the Local Emergency Operations Center (EOC) — (functional
and support services.)
October 17, 2014 Page 15
b) Provide liaison support to the County Emergency Operations Center (EOC) Director or
his/her designee in emergency or disaster situations.
c) Oversee the preparation and prepare and modify elements of the local Emergency Operations
Plan and Disaster Recovery Plan to ensure compatibility with the Operational Area
Emergency Operations Plan and Annexes.
d) Develop relationships with representatives of local departments, public and private support
and relief agencies, business, educational, homeowners' and other groups regarding
emergency services; prepare specialized plans designed to meet the needs of various sections
of the community.
e) Prepare and disseminate training materials to ensure effective response in a disaster situation;
f) Develop, train and maintain community engagement, through programs such as Community
Emergency Response Team (CERT)
g) Develop relationships with representatives of other emergency management and response
agencies and organizations; review legislation, regulations and other documentation to ensure
that the City is in compliance with such regulations and avail itself of all financial and other
resources.
h) Respond to the Emergency Operations Center when it is activated; ensure that appropriate
documents are available at the center and provide liaison and coordinative support as
required.
1.06 Operational Area District Coordinator Responsibilities
In addition to the roles and responsibilities identified in Section 4.09, The Director of Emergency
Services will provide staff in direct support of the Local Coordinators. These Operational Area
District Coordinators are not intended to replace local staff, as they do not have the required
authority within local jurisdictions to operate as the primary coordinators. They will, however,
provide the following services, which include but are not limited to:
a) Develop, review and update emergency operations plans.
b) Develop, review and update detailed standard operating procedures, checklists and resource
documents.
c) CompIle data and prepare program papers and progress reports for the jurisdictions served.
d) Compile and review jurisdictional data in support of the annual Standards Review.
e) Support a Planning and Exercise Design Team as well as complete a 3-5 year Training and
Exercise Program that is HSEEP compliant.
f) Act as information, education and/or resource officer for the jurisdicti
ons served.
g) Speak to civic groups, clubs, and organizations to promote emergency services programs,
encouraging public understanding and support. Notify local jurisdiction when appropriate.
h) Work cooperatively with other office staff on area -wide projects and in training programs.
i) Develop relationships with representatives of other emergency management and response
agencies and organizations, review legislation, regulations and other documentation to ensure
that the County is in compliance with such regulations and avail itself of all financial and
other resources.
October 17, 2014 Page 16
Atherton
City Manager/Mayor Date
Belmont
City Manager/Mayor Date
Brisbane
City Manager/Mayor Date
A
Burlingame v
City Manager/Mayor Date
Colina
City Manager/Mayor
Daly City
City Manager/Mayor
East Palo Alto
City Manager/Mayor
Foster City
City Manager/Mayor Date
Half Moon Bay
City Manager/Mayor Date
Hillsborough
City Manager/Mayor Date
Menlo Park
City Manager/Mayor
Millbrae
City Manager/Mayor
Pacifica
City Manager/Mayor
October 17, 2014
Portola valley
Redwood City
San Beano
San Carlos
San Mateo
South San Francisco
Woodside
County of San Mateo
October 17, 2014
City Manager/Mayor
City Manager/Mayor
City Manager/Mayor
Date
Date
Date
City Manager/Mayor Date
City Manager/Mayor Date
City Manager/Mayor Date
City Manager/Mayor Date
County Manager/President of the Date
Board of Supervisors