HomeMy WebLinkAboutAGENDA REPORT 2022 0504 CCSA REG ITEM 10ECITY OF MOORPARK, CALIFORNIA
City Council Meeting
of May 4, 2022
ACTION APPROVED STAFF
RECOMMENDATION. (ROLL CALL
VOTE: 3-0, COUNCILMEMBERS
ENEGREN AND POLLOCK ABSENT).
BY A. Hurtado.
E. Consider Approval of a Memorandum of Understanding between the Cities of
Moorpark, Simi Valley, and Thousand Oaks Governing the Joint Administration of
Community Development Block Grant Funds for Emergency Management and
Authorizing the City Manager to Administer the City of Moorpark’s Portion of the
Grant Program and Sign Other Documents as Required. Staff Recommendation:
1) Accept joint receipt of State Community Development Block Grant Mitigation
funding up to $98,976 total, with the cities of Moorpark and Simi Valley for
evacuation planning and public outreach; and 2) Approve a Memorandum of
Understanding between the cities of Moorpark, Simi Valley, and Thousand Oaks
governing the joint administration of the grant authorizing the City Manager to
administer the City of Moorpark’s portion of the grant program and sign related
documents as may be required. (ROLL CALL VOTE REQUIRED) (Staff: Mack
Douglass, Program Manager)
Item: 10.E.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Mackenzie Douglass, Program Manager
DATE: 05/04/2022 Regular Meeting
SUBJECT: Consider Approval of a Memorandum of Understanding between the
Cities of Moorpark, Simi Valley, and Thousand Oaks Governing the
Joint Administration of Community Development Block Grant Funds
for Emergency Management and Authorizing the City Manager to
Administer the City of Moorpark’s Portion of the Grant Program and
Sign Other Documents as Required
BACKGROUND AND DISCUSSION
The City’s Emergency Management Program includes several key elements, such as
training, response, recovery, funding, public outreach, multi-agency coordination, and
reimbursement. The City is a member of the Ventura County Emergency Planning
Council (EPC), a countywide advisory body whose mission is to facilitate a unified effort
with local emergency incident preparation, mitigation, response, and recovery. A function
of this group is the coordination of state and federal grants.
The California Department of Housing and Community Development (HCD) administers
grant funding for disaster recovery, mitigation, disaster resiliency, and unmet incident
recovery. HCD established the Resilient Planning and Public Services Program to fund
projects that address lifelines to support human health, safety, and community-based
public safety systems. The program’s objective is to fund planning and public service
projects that reduce risk from natural hazards. Eligible activities include community
evacuation planning and public outreach activities.
At its regular meeting of February 3, 2021, the City Council approved a resolution
approving an application for funding and execution of a grant agreement for the 2019-
2020 HCD Community Development Block Grant Mitigation Program.
On March 9, 2022, the City of Moorpark received a Notice of Award from HCD in the
amount of $98,976 for funding evacuation planning and public outreach for Moorpark,
Simi Valley, and Thousand Oaks. The scope of work for the grant is to update existing
Item: 10.E.
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evacuation plans and conduct a bilingual public outreach and education campaign in
three specific neighborhoods within each jurisdiction. The City of Moorpark is the
designated Fiscal Agent of the Grant and Memorandum of Understanding (MOU).
Representatives of the three cities are coordinating with the Ventura County Office of
Emergency Services and the Ventura County Fire Department to ensure that the work
products of this grant complement existing and planned emergency management
initiatives.
A requirement of the HCD Grant is for the cities of Moorpark, Simi Valley, and Thousand
Oaks to execute a MOU that authorizes the three Cities to manage and administer the
program (Attachment).
ANALYSIS
Over the past several years, Ventura County has been impacted by several wildfires and
power outages which required evacuations. To address common emergency
management needs of eastern Ventura County, the cities of Moorpark, Simi Valley, and
Thousand Oaks prepared an application and were awarded funding to support evacuation
planning and public outreach and education. Upon award of the grant funding, HCD
converted the grant into a single agency award to the City of Moorpark, with Thousand
Oaks and Simi Valley as sub-recipients. The grant funds will be equally allocated among
the three applicant cities as outlined below:
HCD Grant Allocation
Description Thousand
Oaks
Simi Valley Moorpark Total
Award
Evacuation Planning
Consultant
$19,237.67 $19,237.67 $19,237.67 $57,713.00
Public Outreach Materials $13,754.33 $13,754.33 $13,754.33 $41,263.00
Approximate Total Project
Costs
$32,992.00 $32,992.00 $32,992.00 $98,976.00
Upon execution of the MOU by the three agencies, staff expects to receive a standard
grant agreement from HCD. Staff from the three cities will develop a regional evacuation
plan and public education program that will be implemented in each of the three
communities. This project is to be completed by the end of calendar year 2023.
FISCAL IMPACT
The City’s proportionate share of the MOU proceeds ($33,000) will be included in the
proposed Fiscal Year (FY) 2022/23 General Fund Budget. Staff time to prepare the
application is included in the Adopted FY 2021/22 General Fund Budget. The additional
awarded grant funding will fully offset costs to the City.
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COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION (ROLL CALL VOTE REQUIRED)
1. Accept joint receipt of State Community Development Block Grant Mitigation
funding up to $98,976 total, with the cities of Moorpark and Simi Valley for
evacuation planning and public outreach; and
2. Approve a Memorandum of Understanding between the cities of Moorpark, Simi
Valley, and Thousand Oaks governing the joint administration of the grant
authorizing the City Manager to administer the City of Moorpark’s portion of the
grant program and sign related documents as may be required.
Attachment: Draft Memorandum of Understanding
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ATTACHMENT
MEMORANDUM OF UNDERSTANDING BETWEEN
THE CITIES OF MOORPARK, SIMI VALLEY
AND
THOUSAND OAKS
FOR THE IMPLEMENTATION AND ADMINISTRATION OF
CDBG MIT-PPS GRANT FUNDS
This Memorandum of Understanding (MOU) between the Cities of Moorpark, Simi Valley
and Thousand Oaks (hereinafter referred to individually as “Agency” or collectively as
“Agencies”) is intended to describe the roles and responsibilities of the Agencies specific
to the implementation and administration of a Community Development Block Grant
(CDBG) from the California Department of Housing and Community Development
Department (HCD) for evacuation planning and public outreach otherwise defined as a
Mitigation Resilience Planning and Public Services Plan (MIT-PPS).
RECITALS
WHEREAS, the Cities of Moorpark, Simi Valley and Thousand Oaks have all
suffered the effects of recent natural disasters and share exposure to future emergencies;
and
WHEREAS, the Agencies share common goals to enhance community
preparedness and resiliency and are geographically located such that a mutually
developed evacuation plan would be beneficial to the entire region; and
WHEREAS, HCD administers disaster recovery funding, including the CDBG-
Mitigation (CDBG-MIT), CDBG National Disaster Resilient (CDBG-NDR), and the 2017
CDBG-DR Unmet Recovery Needs funding; and
WHEREAS, the Agencies agreed jointly and severally to apply to the State for
CDBG-MIT funding for emergency operations improvements; and
WHEREAS, the City of Moorpark has been awarded CDBG-MIT grant funds to
1) update local evacuation plans, and 2) conduct a bilingual public outreach campaign;
and
WHEREAS, it is of mutual benefit for the Agencies, and by extension HCD, to
share resources, information, and technology to prepare for and respond to emergency
incidents that may require an evacuation; and
WHEREAS, each Agency will have one designated representative to work in
coordination with the other Agency representatives as a committee to assist in the
administration of approved allocation of grant funds to fulfill the terms of the MIT-PPS
program as awarded to the City of Moorpark and which will be referred to herein as the
“Agency Committee”.
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NOW, THEREFORE, in consideration of their mutual promises, obligations, and
covenants contained, the Agencies agree as follows:
1. PURPOSE OF MOU
The Agencies participating in this MOU, with the consent of their respective legislative
bodies, hereby join for the purpose of performing the tasks necessary, including the hiring
of consultants, to accomplish the following, as more specifically described in the Scope
of Work (Exhibit A):
A. Regional evacuation planning; and
B. Public outreach and emergency preparedness education.
2. RESPONSIBILITIES
The Agencies agree to manage the Program jointly through participation in the Agency
Committee. By participating in this MOU, the represented legislative bodies agree and
acknowledge the need for consistent equitable service throughout the Program Service
Area, as defined in Section 6. Agencies also agree to work closely with residents identified
as Low-to Moderate-Income as further as described in the HCD Grant Agreement with
the City of Moorpark (to be included as Exhibit B when received) and Scope of Work.
3. TERM
This MOU shall commence on the Effective Date, as defined in Section 10 hereof and
terminate five (5) years after the Effective Date, or upon termination of the grant
agreement with HCD, whichever occurs first The Agencies understand and agree that
the Program funds must be expended within three (3) years of the date of the grant award.
4. FISCAL AGENT
A. The City of Moorpark will serve as the Fiscal Agent on behalf of all three Agencies.
B. The duties of the Fiscal Agent include, but are not limited to, the following:
a. Serving as treasurer of Program funds as described herein and in the
HCD Grant Agreement. The Fiscal Agent, in accordance with generally
accepted accounting procedures, shall keep Program funds segregated
from any other funds administered by the Fiscal Agent and may not
expend any funds except in accordance with the Program budget
approved by the Agency Committee.
b. Managing the MIT- PPS Budget for review and consensus agreement of
the Agency Committee.
c. Executing all contracts approved by the Agency Committee
d. Invoicing the remaining Agencies for their agreed upon share for such
management services as provided in the Program Budget.
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e. Ultimate responsibility for the collection of data and submission of reports
as required by the Grant Agreement, provided that the other Agencies
have provided the information and assistance requested by the Fiscal
Agent to complete and timely file all reports required by the Grant
Agreement.
C. The Fiscal Agent will retain all fiscal records for five years after the close of the
grant and make records available for review by any Agency upon request. Any
contracts executed on behalf of the Agencies must be made available to Agencies
upon request.
5. AGENCY COMMITTEE
A. Each Agency shall designate a representative to serve on the Agency Committee.
B. The Agency Committee shall:
a. Develop and approve detailed Program Budget
b. Participate in the selection and approval of all consultants required to
complete the scope of work of the grant.
c. Collect data required for inclusion in mandatory reports to HCD under the
terms of the Grant Agreement.
6. PROGRAM SERVICE AREA
The evacuation planning and outreach components of the MIT-PPS shall include the
geographic service area within the jurisdictional boundaries of the Agencies. The current
maps are attached hereto and incorporated herein as Exhibit C.
7. BUDGET
The City of Moorpark as the Fiscal Agent in cooperation with the Agencies will manage
the expenditures $98,976 of awarded Program Funds per the HCD Agreement with the
City of Moorpark in the following two components:
1) $57,713 - Evacuation Planning and
2) $41,263 - Emergency Preparedness Outreach
In the event that additional funds are needed to complete the Program, the Agencies shall
contribute in an amount proportionate to their population as follows, to be billed as stated
in Section 4 above:
City of Thousand Oaks 43.85%
City of Simi Valley 43.63%
City of Moorpark 12.52%
Should any Agency’s governing body fail to allocate the funding necessary to complete
any part of the Program, that Agency shall not participate in that work.
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8. MITIGATION RESILIENCE PLANNING AND PUBLIC SERVICES PLAN
The development and implementation of the MIT-PPS is to be jointly accomplished by the
Agency Committee in accordance with HCD guidelines and the approved Program Grant
Agreement.
The development, implementation, and funding of the MIT- PPS is to be governed by the
goals and objectives of reducing risks to, or across, community lifelines that support
human health and safety and mitigate individual and community public safety conditions.
9. INDEMNIFICATION AND HOLD HARMLESS
Agencies to this Agreement agree to mutually indemnify, hold harmless and defend,
including the officers, agents and members of each other’s departments and agencies,
from all liability, damage (whether in contract or tort), including personal injury, death at
any time, or property damage, costs and financial loss, including all costs and expense
of litigation, for the sole wrongful or negligent acts or omissions of the indemnifying
Agency’s officers, agents, or department members in the performance of any services
described in this Agreement that cause such liability, damage, costs and financial loss. If
the injury, death or loss that forms the basis of any claim, suit or judgment is determined
to have been caused by the combined negligent or willful acts or omissions of more than
one Agency in the performance of any services described in this Agreement, each such
Agency agrees to bear its respective share of the payment of any award, settlement, or
judgment, and each such Agency shall bear its own costs of defense, including attorneys’
fees.
10. AMENDMENTS
This MOU may be amended only by mutual written agreement of all Agencies hereto.
11. EFFECTIVE DATE
The MOU shall become effective upon the date that the last of the three Agencies execute
this MOU.
12. SEVERABILITY
In the event that any provision of this Agreement shall be held to be void, voidable or
unenforceable, the remaining portions thereof shall remain in full force and effect.
13. GOVERNING LAW
This Agreement has been executed in the State of California. This Agreement and the
rights and obligations of the Parties hereto under this Agreement shall be construed and
enforced in accordance with and governed by the internal laws of the State of California
without regard for conflict of law provisions.
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14. HEADINGS
The headings and the order in which the paragraphs appear in this Agreement have no
significance whatsoever.
15. NOTICES
Any notice, request, demand or other communication which is required or may be given
under or in connection with this Agreement shall be in writing and shall be deemed to
have been duly given if mailed by certified or registered mail, return receipt requested,
by personal delivery by overnight delivery service (e.g. Federal Express), or by fax
addressed as follows:
If to City of Moorpark:
City Manager
City of Moorpark
799 Moorpark Ave.
Moorpark, CA 93021
If to City of Simi Valley:
Emergency Services Manager
Police Department
City of Simi Valley
2929 Tapo Canyon Road
Simi Valley, CA 93063
(805) 583-6700
If to City of Thousand Oaks:
Grahame Watts
Disaster Services Coordinator
Public Works Department
City of Thousand Oaks
2100 Thousand Oaks Blvd.
Thousand Oaks, CA 91362
(805) 449-2453
gwatts@toaks.org
Notices, demands, consents, approvals, and other communications which are mailed by
certified or registered mail shall be given when delivered; provided, however, that if any
such notice or other communication shall also be sent by electronic mail, such notice shall
be deemed given at the time and on the date of transmittal if the sending party provides
a copy of the sent communication with the relevant time and date information thereof.
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16. AUTHORITY
Each of the undersigned in executing this Agreement represents and warrants that it has
full authority and legal power to represent and execute this Agreement on behalf of itself
and its Related Parties, and that such party’s signature hereon shall be binding thereon.
17. EXECUTION
This Agreement may be executed and delivered in two or more counterparts, each of
which when so executed and delivered shall be the original, but such counterparts
together shall constitute but one and the same instrument.
IN WITNESS WHEREOF, the AGENCIES have caused this MOU to be executed on their
behalf as of the date specified below, respectively, as follows:
CITY OF MOORPARK
Date: __________________ APPROVED AS TO FORM:
___________________________ _______________________
Janice Parvin, Mayor Kevin Ennis, City Attorney
CITY OF SIMI VALLEY
Date: __________________ APPROVED AS TO FORM:
___________________________ _______________________
Keith L. Mashburn, Mayor David L. Caceres, City Attorney
CITY OF THOUSAND OAKS
Date: __________________ APPROVED AS TO FORM:
____________________________ _______________________
Bob Engler, Mayor Tracy Friedl, Assistant City Attorney
ATTEST:
____________________________
Cynthia M. Rodriguez, City Clerk
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EXHIBIT A
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SCOPE OF WORK
Regional Evacuation & Public Outreach Plan
A. Evacuation Element
The City of Moorpark as the Subrecipient and Fiscal Agent will be responsible for
completing a planning project related to regional evacuation over the period of April 2022
to December, with funding from the Year 2017 CDBG MIT-PPS program of HCD.
The major tasks that the Subrecipient will perform in connection with the provision of the
eligible public services project include, but are not limited to, the following:
1. Enter a Memorandum of Understanding between City of Moorpark, City of
Thousand Oaks, and City of Simi Valley defined as the “Agencies” that identifies
roles and responsibilities for the project.
2. Develop a regional evacuation and public outreach plan, serving the residents of
the Cities of Moorpark, Simi Valley and Thousand Oaks.
3. Execute a Grant Agreement between the HCD and the Agencies as listed herein.
Phase I: Project Initiation
Task 1-A: Project Initiation & Development of Work Plan:
Consultant will converse with the emergency management teams of Moorpark,
Thousand Oaks, Simi Valley, and the County of Ventura level to gain a
comprehensive understanding of the project goals and specific concerns that need
to be addressed. The Consultant will develop and refine a proposed work plan that
will guide the project team. This work plan shall be developed identifying:
Primary tasks to be performed
Person(s) responsible for each task
Timetable for each task to be completed
Resources to be utilized
Possible obstacles or problem areas associated with the accomplishment
of each task
This meeting will also help to establish working relationships, make logistical
arrangements, determine an appropriate line of communications, and finalize
contractual arrangements.
Task 1-B: Acquisition & Review of Background Information
Consultant will request the following information and data from each City’s
Emergency Manager. This data will be used extensively in the analysis and
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development of the evacuation plan document. The documents and information
relevant to this project will include, but not be limited to, the following:
Past or current emergency service studies or research
Each City’s General Plan documents, including current and future land use
information
Local census and demographics data
Fire history in each city, zoning maps and codes
Administrative policies and procedures, including the County and each
City’s Emergency Operations Plan.
Facilities and equipment inventories
Any extant mutual aid agreements
Local Geographic Information Systems (GIS) data maps
Task 1-C: Stakeholder Input
Consultant will conduct site visits as needed in each City for the purpose of
gathering information from key personnel including:
Fire Department Leadership
Law Enforcement Leadership
Potential Evacuation Site Managers
Phase II: Evaluation of Current Conditions
The initial phases of the study focus on a baseline assessment of current
conditions.
Task 2-A: Current Conditions Analysis
An overview of each of the three Cities will be developed discussing:
Service area population and demographics
Description of the current service delivery infrastructure
Existing evacuation resources including sites and evacuation routes, as well
as transportation infrastructure available to carry out a mass evacuation.
Historical evacuation events and experiences
Phase III: Community Risk Analysis and Sectionalization
Task 3-A: Community Risk Analysis
Land use and zoning classifications will be used, along with specific target hazard
information, to analyze and classify community risk. This process will be completed
with GIS software for each of the three Cities and will consider:
Population and population density
Demographics
Occupancy types by land use designation
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Hazardous substances and processes as referenced in the Ventura County
Hazard Mitigation Plan
Task 3-B Community Sectionalization
Based on the Risk Analysis prepared in Task 3-B and evacuation routes,
transportation assets, and evacuation site assets identified in Task 2-A, all three
Cities will be broken up into evacuation zones. Each identified evacuation zone will
be assigned primary and contingency evacuation routes and sites. The map of
evacuation zones will be made available in a variety of formats, including as a GIS
layer for each City.
Task 3-C Emergency Evacuation Tabletop Exercise
An Emergency Evacuation Tabletop Exercise including key Emergency
Operations team members from each City will provide an opportunity to test the
evacuation plan in a controlled environment. Lessons learned from this exercise
will inform changes made to the final version of the Evacuation Plan and provide
a basis for forward looking recommendations.
Phase IV: Future Recommendations
The project concludes with recommendations for strategies intended to improve
emergency evacuation outcomes for the County and three Cities.
Recommendations may be provided identifying the following:
Zoning Code changes
Capital Improvement Projects
Equipment acquisitions
Training regimens
Establishment of mutual aid or other related agreements
GIS or jurisdictional evacuation by zone or a grid
National Objective
Planning projects do not require a national objective.
Beneficiaries:
Proposed Total Beneficiaries: 287,140
Proposed Total Low-to-Moderate Income Beneficiaries: 84,525
Mitigation Requirements:
The project will meet the definition of mitigation as follows:
A regional approach to evacuation planning will increase resilience and mitigate
future risks for all communities due to their proximity and the likelihood that if an
emergency incident impacts one city, that incident will impact all three cities and
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the County. The Agencies recognize that for evacuation planning to be successful,
a regional approach is required. The plan will prepare the cities to help these
disadvantaged populations who will be most in need of support when an
emergency incident forces evacuation, due to economic need, language barriers
or other factors.
The project will benefit the Most Impacted and Distressed Areas (MID) as follows:
The project is in Ventura County, a MID-area.
Project schedule:
The project will take place over 36 months starting at the time of standard HCD agreement
execution.
1. Execute the Standard Agreement and Memorandum of Agreement between the
Agencies
2. Provide HCD the partnership agreement with the Agencies within 90 days of
executing the MOU
3. Issue procurement for planning services within 90 days of executing the Standard
Agreement.
4. Review procurement responses and complete evaluation.
5. Provide procurement package to HCD for review following procurement evaluation
within 10 days of response evaluation.
6. Issue contract for plan development within 30 days of HCD procurement review
approval.
7. Receive Plan from vendor within 180 days of contract award
8. Begin plan analysis and development efforts and provide draft plan for HCD
review within 30 days of receipt of Plan from Vendor.
9. Grant Closeout
B. Public Outreach Element
The Subrecipient and Fiscal Agent will be responsible for completing a new public
services project related to public outreach and education April 2022 to December 2023.
With funding from the Year 2017 CDBG MIT-PPS program of HCD.
The major tasks that the Subrecipient will perform in connection with the provision of the
eligible public services project include, but are not limited to the following:
1. Implement an outreach and educational campaign for the residents of the Cities
of Moorpark, Simi Valley, and Thousand Oaks.
a. Provide education on emergency preparedness and evacuation plans.
b. Make the campaign available to all residents and specifically target LMI
and Spanish-speaking households.
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c. Develop and distribute CERT training materials and supplies.
2. Enter a Memorandum of Understanding between the Agencies to clearly identify
roles and responsibilities for the project.
National Objective
Urgent Need Mitigation
Beneficiaries:
Proposed Total Beneficiaries: 287,140
Proposed Total Low-to-Moderate Income Beneficiaries: 84,525
Mitigation Requirements:
The project will meet the definition of mitigation as follows:
The outreach and educational campaign is a risk reduction initiative focused on
disaster evacuation and disaster preparedness. The campaign will increase
resilience and reduce future risks by educating residents on how best to prepare
for a disaster, as well as how to evacuate.
The project will benefit the Most Impacted and Distressed Areas (MID) as follows:
The project is in Ventura County, a MID-area.
Project schedule/Timeline
The project will take place over 36 months starting at the time of standard agreement
execution.
1. Execute the Standard Agreement
2. Provide HCD the partnership agreement with the Agencies within 90 days of
executing the HCD Standard Agreement.
3. Issue procurement(s) for outreach and training services within 90 days of
executing the HCD Standard Agreement.
4. Review procurement responses and complete evaluation and provide
procurement package to HCD for review within 10 days procurement evaluation.
5. Issue contract(s) for outreach and training services within 30 days of HCD
procurement review approval.
6. Begin outreach and training activities within 60 days of awarding consultant
services
7. Grant Closeout
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PLACEHOLDER FOR EXHIBIT B
HCD Grant
Agreement with the
City of Moorpark
TO BE INCLUDED IN THE MOU WHEN RECEIVED
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