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HomeMy WebLinkAboutResolution #4063 - agreement with esda RESOLUTION NO. 4063 A RESOLUTION APPROVING AN AGREEMENT BETWEEN THE CITY OF CANTON AND ESDA WHEREAS, in 2011, the City of Canton and Fulton County, Illinois, merged their respective emergency service and disaster agencies; and WHEREAS, both parties have found the arrangement to be mutually beneficial and cost effective; and WHEREAS,the attached agreement will continue to provide the Fulton County ESDA services for a period of two years; and WHEREAS, the Legal and Ordinance Committee has determined that it is necessary and in the best interest of the City of Canton to continue its arrangements with Fulton County ESDA services; and WHEREAS,the City Council of the City of Canton has made a similar determination. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF CANTON, FULTON COUNTY, ILLINOIS, AS FOLLOWS; 1. That the agreement between the City of Canton and ESDA, is hereby approved in the form attached hereto and incorporated herein as Exhibit A. 2. That the Mayor and the City Clerk of the City of Canton, Illinois, is hereby authorized and directed to execute and deliver said Agreement on behalf of the City of Canton. 3. That this Resolution shall be in full force and effect immediately upon its passage by the City Council of the City of Canton, Fulton County, Illinois, and approval by the Mayor thereof. PASSED by the City Council of the City of Canton, Illinois, at a regular meeting this 20 day of May, 2014,upon a roll call vote as follows: AYES: Aldermen Ellis,Justin Nelson, West, Putrich, Pickel,Jim Nelson NAYS: None ABSENT: Aldermen Lovell, Pasley APPROVED: Jeffrey A. F ' , Mayor A EST . � Diana Pavley-Rock, City Clerk 4/1/2014 Fulton County ESDA is an emergency management agency made up of approximately 25 volunteers. Its staff is trained in NIMS (and NIMS Compliant), Search and Rescue (referred as SAR in further discussions within this document) Protocol, Hazardous Material Awareness (note: This does not enable our agency to respond to "hot zones" of hazmat scenes), Emergency Operations Plans, Grants, Hazardous Mitigation and other areas of emergency response. The agency maintains a working relationship with all emergency response agencies in Fulton County along with public preparedness agencies and public response agencies. Fulton County ESDA is equipped with the following various assets: • 2012 Ford Explorer: Owned by ESDA Director Chris Helle. The vehicle is equipped with VHF, UHF and Starcom Radios. The vehicle also contains various SAR Gear, Laptop, Flashlights, NIMS Forms, ICS Forms, Maps and other equipment. This vehicle is leased to the County Of Fulton and insured bv the Countv Of Fulton for ESDA use onlv. • 2005 Chevrolet Suburban — VHF/UHF/Starcom Radios with Patch Capability. The vehicle is 4wd and has the 1 ton Chassis. • VHF Portables: A cache of VHF Radios is owned by the agency and all staff are equipped with radios. • UHF Portables: Command Staff is equipped with UHF Portables. A private encrypted channel is set up for command staff. • Laptops: Secretary, ESDA Director, Field Director are equipped with laptops. • Humvee: Military Humvee with both UHF and VHF Radio • Project Lifesaver: This program mirror images the CPD program and the two are working hand in hand. • Snowmobiles: We have 3 Snowmobiles within the Emergency Response Cache. • VHF Portables: All non probationary staff are equipped with VHF Radios in their personal vehicles. Neither Fulton County ESDA nor the County of Fulton insures personal vehicles for ESDA use. Volunteers donate the use of their vehicles. Training opportunities or long distance travel is normally reimbursed at the rate set by the Fulton County Finance Committee and or Fulton County Board Chairperson. • Various Flashlights, SAR Gear, Tactical Vests, etc are used by personnel. All personnel are instructed to never deploy to an incident without appropriate identification. - Continued - CONFIDENTIAL— This attached proposal is in draft form. It is not intended nor should be considered an official offer from The County Of Fulton or Fulton County ESDA. This proposal still needs the approval of Fulton County Safety Committee at the minimum. 4/1/2014 � Fulton County ESDA proposes the following services to be tentatively offered to The City Of Canton. • Storm Spottinq: Fulton County ESDA Personnel would operate the Canton Emergency Operations Center only; Fulton County would NOT maintain two EOCs during any storm event. Canton safety concerns would be covered by Fulton County ESDA staff. Emergency Siren Control would be programmed into Staff Radios (Director/Assistant Director/SAR Director) for instant activation. • LarQe Scale Emerqencies: Fulton County ESDA would provide an agency representative (likely the ESDA director or Assistant Director) during a large scale emergency. Fulton County ESDA would run under the "unified command" system for an event affecting multiple areas. Area agency representatives and elected officials (or their delegates) would be gathered and response decisions would be made on a mutually beneficial case by case benefit. • Work Comp/Personnel Insurance: Fulton County ESDA is covered by the State Of Illinois Work Comp Program. Canton would NOT be required to provide insurance for personnel or responders. Fulton County ESDA provides it's own work comp coverage. • Traffic Control/Scene Securitv: Fulton County ESDA would NOT offer traffic control or scene security. Fulton County ESDA is not trained in traffic control or scene security. During a large scale emergency traffic control direction made be flexible. This determination can be made by the ESDA Director or his designee and Fulton County Board Chairperson or Fulton County Board Public Safety Chair. • Traininq: Fulton County ESDA would also offer the City of Canton a Table Top or Functional Exercise every 2 years and offer a Full Scale Exercise every 5 years. The exercise choice would be determined by The Fulton County ESDA Director (or his designee), City Of Canton Police Chief and City Of Canton Fire Chief. - Continued - CONFIDENTIAL— This attached proposal is in draft form. It is not intended nor should be considered an official offer from The County Of Fulton or Fulton County ESDA. This proposal still needs fhe approval of Fulton County Safety Committee at the minimum. 4/1/2014 • Emerqencv Response Protocol: Fulton County ESDA would deploy under request for small routine incidents. Fulton County ESDA would self deploy to the City of Canton for Storm Spotting only. Fulton County ESDA would deploy for any other incidents requested by any Public Service Agency. Fulton County ESDA does NOT monitor 911 PSAP communications 24 hours a day/7 Days a week. Fulton County ESDA would need to be contacted by the Canton 911 PSAP or FC 911 PSAPs for incidents and would have a representative immediately report to the incident (staging zone or command post as designated by requesting agency). • Mileaae: Fulton County ESDA would cover mileage/fuel costs to its vehicle(s) any personnel. • Office Suaplies: Fulton County ESDA would provide office supplies to Canton EOC • FEMA Reimbursement or Emerqencv Declarations: Fulton County would be the receiving agency for any Emergency Management Costs Reimbursed during a disaster. This would apply to costs related to ESDA functions only and would NOT apply to any costs such for other city agencies. • Reports: Fulton County ESDA would provide a monthly report to the City's Public Safety Chair. Fulton County ESDA would also attempt to have the Director or Assistant Director at a city council meeting or meeting(s) per City Administrators request with appropriate advanced notice. COSTS TO THE CITY OF CANTON • The City Of Canton would reimburse Fulton County ESDA for its services. The rates of $300 per month paid to the County Of Fulton (or $3,600 a year) would be the fee. • The City Of Canton would provide Fulton County ESDA and its personnel unfettered access to the Canton EOC. • EOC: The City Of Canton would provide Fulton County ESDA the flowing items: 1. TELEPHONE: Fulton County ESDA would be provided with at least one functional dedicated landline phone. Fulton County ESDA would provide its own cellular telephone(s) and mobile internet access. 2. UTILITIES: City Of Canton would provide heat/air condition/electric to the Emergency Operations Center. 3. INTERNET: Fulton County ESDA requires high speed internet access. A wireless internet hub will also be set up (Fulton County ESDA has the equipment for this but would need the ability to set this up). 4. ACCESS: City Of Canton would provide unlimited access to City EOC for county wide events. The EOC usage would not be limited to City Of Canton events. Also access to the Canton Fire Departments CONFIDENTIAL—This attached proposal is in draft form. It is not intended nor should be considered an official offer from The County Of Fulton or Fulton County ESDA. This proposal still needs fhe approval of Fulton County Safety Committee at the minimum. Training Room under guidance and authorization from the Canton Fire Department would be allowed. - Continued - REIMBURSEMENTS: Fulton County ESDA has approximately Y2 of its costs reimbursed by the state. Starting in 2014-2015 Fulton County ESDA would work with IEMA in setting up a possible reimbursement for The City Of Canton. The following items would tentative/v be scheduled for reimbursement: 1. Utilities: Fulton County ESDA in conjunction with the City Of Canton would determine the utility costs of the area used by Fulton County ESDA for Emergency Management Usage. This would be done on a square footage basis. EXAMPLE: If Fulton County ESDA occupies 25% of the facility and the monthly utility bill (heat/air/electrical) is $1,000, the Fulton County ESDA usage would be $250. The 2. Telephone: Landline costs for Emergency Management. If Fulton County/Canton EOC uses 2 Landlines for DEDICATED ESDA USAGE those would be reimbursable. These rates are reimbursed by IEMA/FEMA at 50%. This would need approval of IEMA/FEMA and at this time cannot be guaranteed. Discussion is ongoing with IEMA/FEMA and would be dependent upon grant funding. GRANTS: Fulton County ESDA would still develop its grant programs. The City Of Canton would be included in all grant applications and their needs would be discussed during the grant writing program. During the previous agreement we have been able to provide state of the art communication equipment to the City Of Canton Police, Fire, Public Works and Water Department at little or no cost to the City. GOALS FOR 2014-1015 Fulton County ESDA in conjunction with the Fulton County Safety Committee sets yearly goals. This helps keep Fulton County ESDA on a track and developmental path. The agency is still in the rebuilding and re-tooling process and is working on that plan. These goals are not a requirement for the agency or its staff, merely a path to follow. The goals are adapted and modified based upon emergency response(s) during the year and other unforeseen circumstances. • Zone Gridding: Development of a "Zone Grid" for faster disaster response. • Preparedness Education: Continuing to develop and educate the companies and public service agencies within the City. • Full Scale: Conduct a full scale exercise within the two year time period herein. Tentative discussions indicate a FSE at an area school. • Search and Rescue: Continue the training on this program • Project Lifesaver: Expanding the solid base our agency has assisted with and saving the Police Department Man Hours on overhead issues. CONFIDENTIAL—This attached proposal is in draft form. It is not intended nor should be considered an official offer from The County Of Fulton or Fulton County ESDA. This proposal still needs the approval of Fulton County Safety Committee at the minimum. 4/1/2014 AGREEMENT TERMS: This agreement shall be effective for 2 years from start date. Upon renewal either party may terminate the agreement with 120 day notice. Updates and changes to the agreement may be made when agreed too by both parties. CONFIDENTIAL— This attached proposal is in draft form. It is not intended nor should be considered an official offer from The Counfy Of Fulton or Fulton County ESDA. This proposal still needs the approval of Fulton Counfy Safety Committee at the minimum.