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HomeMy WebLinkAbout05 - American Red Cross Shelter AgreementItem No. 5 February 22, 1999 COMMUNITY SERVICES DEPARTMENT FIRE & MARINE DEPARTMENT To: Mayor and Members of the City Council From: La Donna Kienitz, Community Services Director /City Librarian Donna Boston, Emergency Services Coordinator, Fire & Marine Department Re: American Red Cross Shelter Agreement RECOMMENDATION Authorize the City Manager to sign and execute the attached Training Agreement between the City of Newport Beach and the Orange County Chapter of the American Red Cross. DISCUSSION It is important that there is formal coordination established between the City and the American Red Cross (ARC), in order to be prepared for an effective and efficient response to emergencies. In the past, cities in Orange County and the ARC have had informal arrangements with the ARC by which City staff participated in ARC training classes, became certified as ARC Shelter Managers, and then operated as primary contacts and coordinators for their jurisdictions. Recent organizational changes have resulted in a new interpretation of the term "Shelter Manager." Thus persons previously trained as qualified for shelter management no longer meet the stated requirements. The Orange County Emergency Managers Organization (OCEMO) recognized the problems which would arise in a large -scale shelter situation. Meetings were held to examine the current interpretation, establish needs, and develop a plan, which would allow ARC to maintain the administrative control they require and meet the immediate needs posed by a localized emergency. The attached agreement, developed by OCEMO, specifically sets forth cooperative training standards for City staff to become Red Cross Volunteers authorized to open a care and reception center or shelter under the name of the American Red Cross. Failure to participate in this program would add additional cost to the City should an emergency occur. If a shelter is not opened in the name of the ARC, the City is responsible for hard costs for food, equipment, etc., and the liability for damages to the facilities and any injuries. This, of course, has potential for major fiscal impact on the City, dependent on the size of the emergency. Establishing a training partnership with the ARC places their resources at the City's disposal and ensures a unified team effort for the benefit of City residents. It also places the burden for liability and costs under the umbrella of the American Red Cross, consistent with operations in other jurisdictions. Westminster was the first city in Orange County to sign the attached agreement. However, they were not participating at the time of the water tank rupture, and as a result, had full liability for relocation costs, etc., resulting from the disaster. This agreement and the cooperative approach now in place is a result of the fact finding undertaken by the OCEMO. If the City is a timely participant in this agreement, City employees will be eligible to participate in the ARC program for 1999. The City Attorney has approved the agreement as to form. Attachment AGREEMENT BETWEEN THE CITY OF NEWPORT BEACH AND THE ORANGE COUNTY CHAPTER AMERICAN RED CROSS This Planning and Coordination Agreement ( "Agreement ") between the City of Newport Beach, a Municipal Corporation and Charter City ( "City") made and entered into the of ' 1999 and The Orange County Chapter of The American Red Cross ( "Red Cross ") is made reference to the following facts, the materiality and existence of which is stipulated and agreed by the Parties hereto: RECITALS PURPOSE In planning for an effective response to man -made or natural disasters, City and Red Cross recognize a common responsibility to insure the highest level of mutual cooperation and coordination of their respective emergency services and resources. This Agreement, therefore, serves as a basic planning and coordination document for disaster services, setting forth the Parties' mutual interests and intent to cooperate in disaster preparedness, training, planning, operations, and related training exercises. This Agreement is not intended to confer rights upon any individual or group not a party hereto and is entered into by City and Red Cross solely for the foregoing stated purpose. 2. AUTHORITY The legislation and regulations governing the respective disaster preparedness and disaster recovery activities of City and Red Cross are as follows: A. City The City conducts its preparedness activities and operations under these authorities: Federal Civil Defense Act of 1950, as amended; and Disaster Relief Act of 1974, as amended Red Cross Red Cross conducts preparedness activities and operations under these authorities: i. Act of Congress of January 5, 1905, as amended; ii. Disaster Relief Act of 1974, as amended; and iii. American Red Cross Disaster Services Regulations and Procedures (ARC 3000 series) 3. RESPONSIBILITIES A. CCU As a general -law, City has responsibility for the maintenance of public health, welfare and safety within its geographic boundaries and for the preservation of life and property of its residents in the event of a man -made or natural disaster, through specific preparedness activities and by conducting and coordinating actual disaster relief operation, including the maintenance or restoration of normal government services and facilities. Consistent with municipal ordinances and City's Emergency Management Plan, City shall be responsible for the following: Extension and augmentation of certain government services including police and fire protection, warning and evacuation, search and rescue, emergency medical, public health and sanitation services; Provision of communications, transportation and manpower to extend or augment normal government services; CJ American Red Cross Shelter Agreement Page 2 iii. Survey and damage assessment, designation of hazardous areas and structures, removal of debris from public property, and restoration of utilities and services; iv. Coordination of the care for the general public including the aged and infirm and those persons injured, disabled or displaced as a result of man -made or natural disasters; V. Coordination with county agencies in the identification and disposition of deceased persons; and vi. Determination and coordination of priorities in the allocation and use of available local resources, and channeling requests for support through other public or private agencies. Red Cross By Charter of the United States Congress, Red Cross has the responsibility for undertaking relief activities for the purpose of mitigating suffering of 'disaster victims" by man -made or natural disasters. This is accomplished by: Providing emergency mass care including care and reception centers and shelters to any number of persons affected by disasters or in response to threats; ii. Handling disaster welfare inquiries from relatives outside the disaster area; iii. Providing emergency assistance to individuals and families on the basis of need, facilitating their ability to resume living in customary dwellings rather than in shelters; iv. Providing licensed nurses to supplement the existing community health care delivery system; V. Providing emergency and preventative health services, including psycho - social support to disaster victims and workers; vi. Providing referrals to families regarding other available governmental and private assistance and, if necessary, assisting them in making application for such aid; vii. Providing additional recovery assistance on an individual or family basis, when other resources are not available to meet disaster - caused needs. This will be in accordance with Red Cross national standards for additional assistance; and viii. Providing blood and blood products for disaster victims. Red Cross assistance shall be channeled through normal commercial establishments in City to aid in restoring disrupted local economies. All disaster assistance provided by Red Cross to disaster victims shall be an outright grant with no repayment required or requested. 4. METHODS OF COOPERATION AND COORDINATION City and Red Cross mutually agree to cooperate in the development, implementation and coordination of their respective disaster preparedness, operations and training plans. This will be as follows: 3 American Red Cross Shelter Agreement Page 3 A. Disaster Preparedness i. City and Red Cross will exchange disaster plan information and revisions through the Orange County Emergency Management Organization (OCEMO) to encourage uniformity; ii. Red Cross and City mutually agree to share their respective written disaster plans. B. Operations Liaison During an actual disaster, City will provide space within its Emergency Operations Center for a Red Cross Liaison. Red Cross will assign a liaison to City's Emergency Operations Center to assist in disaster relief operations during an actual disaster. C. Emergency Mass Care i. City and Red Cross agree to cooperatively conduct and maintain an inventory of all buildings which could potentially serve as mass care facilities. As the need arises, City and Red Cross will cooperatively designate one or more of these facilities based on projected need. ii. City will advise Red Cross immediately when the possibility of a shelter is indicated. iii. Red Cross will retain administrative authority and financial responsibility for the mass care activities which it provides. A Red Cross shelter manager will be assigned to each mass care facility and will be responsible for managing the shelter, including assuming the responsibility for the costs involved in providing Red Cross shelter and feeding operations. iv. City agrees to admit properly identified Red Cross personnel into disaster areas to provide mass care services, such as feeding of emergency workers and disaster victims. Red Cross agrees to train City staff and volunteers as Red Cross volunteers. Training will consist of those courses outlined below. Upon completion of said training and approval of the Red Cross, individuals will be able to open a care and reception center or shelter in the name of the Red Cross. If City and Red Cross mutually agree to open a care and reception center or shelter, Red Cross will assume administrative and financial authority. City staff opening these facilities must complete at a minimum the following training which will be provided at not cost by Red Cross: Class Hour Volunteer Orientation 1 Introduction to Disaster Services, ARC 3066 3 (self- study) Mass Care: An Overview, ARC 3068 3 Shelter Operations, ARC 3068 -11 3 Shelter Simulation, ARC 3068 -12 3.5 Total Training 13.5 D. Damage Assessment Operation 1. City and Red Cross mutually agree to exchange and share damage assessment information and to conduct assessments cooperatively to the maximum extent possible. 2. City agrees to admit Red Cross Personnel into disaster areas to render assistance and conduct disaster damage assessments. American Red Cross Shelter Agreement Page 4 E. Direct Assistance to Families 1. City agrees to assist Red Cross in establishing facilities as disaster service centers by providing use of City-owned facilities as available and requested. 2. Red Cross will provide emergency assistance to disaster victims. In carrying out any relief activities, Red Cross will exercise administrative and financial authority over its own operations. Disaster Health Services 1. Red Cross agrees to recruit and train volunteer, licensed nurses to supplement local health care delivery systems. 2. Red Cross agrees to staff Red Cross shelters with at least one trained, licensed nurse on a twenty-four (24) hour basis. 3. City and Red Cross agree to collaborate and exchange information regarding health services issues and concerns. G. Recurrent Local Disasters City will notify Red Cross of recurrent disasters (such as house fires) when families or individuals require immediate assistance. Red Cross shall use its best efforts to dispatch a Disaster Action Team to meet the emergency needs of victims. H. Notification and Contact City agrees to promptly alert Red Cross of actual or potential disasters at the earliest possible time, using a pre- designated Red Cross 24 hour emergency reporting number. 5. INDEMNITY A. Red Cross' Negligence Red Cross shall indemnify, defend, save and hold harmless City, its City Council, boards and commissions, officers and employees from and against any and all loss, damages, liability, claims, allegations of liability, suits, costs and expenses for damages of any nature whatsoever, including, but not limited to, bodily injury, death, personal injury, property damages, or any other claims arising from any and all negligent acts or omissions of Red Cross, its employees, agents or subcontractors in the performance of its responsibility under this Agreement. City's Negligence City shall indemnify, defend, save and hold harmless Red Cross, its officers and employees, from and against any and all loss, damages, liability, claims, allegations of liability, suits, costs and expenses for damages of any nature whatsoever, including, but not limited to, bodily injury, death, personal injury, property damages, or any other claims arising from any and all negligent acts or omissions of City, its employees, agents or subcontractors in performance of its responsibilities under this Agreement. 6. CONFORMITY WITH STATE/FEDERAL AGREEMENTS Nothing in this Agreement shall be considered to invalidate or change any existing agreements currently entered into with Federal or State agencies, by City and /or Red Cross and in the event of future understandings with Federal or State agencies, the Parties may revise this Agreement to assure compliance thereto. This Agreement shall be reviewed annually from the date fully executed and modified as appropriate by mutual agreement of all Parties. 01 American Red Cross Shelter Agreement Page 5 CANCELLATION City and Red Cross agree that either party may cancel this Agreement at any time, for any reason, by providing the other party written notice thirty (30) calendar days prior to the termination date. IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed the day and year first above written. CITY OF NEWPORT BEACH, a Municipal corporation BY: Dennis O'Neil, Mayor THE ORANGE COUNTY CHAPTER AMERICAN RED CROSS BY: Chief Operating Officer APPROVED AS TO FORM: By: Robert H. Burnham, City Attorney ATTEST: By: LaVonne Harkless, City Clerk Dated: Dated: Dated: