HomeMy WebLinkAbout2011 05 23 Consent 201 Memorandum Of Understanding Damage Assessment Services - Seminole CountyCITY
COMMISSION AGENDA
ITEM 201
May 23, 2011
Meeting
CONSENT X
INFORMATIONAL
PUBLIC HEARING
REGULAR
MGR /DEPT
Authorization
REQUEST:
The Community Development Department, Building Division is requesting approval of the proposed
Memorandum of Understanding (MOU) between Seminole County and all of its cities establishing authority
and expectations for sharing resources and personnel as needed for damage assessment after a natural or
man -made disaster.
SYNOPSIS:
Conducting comprehensive damage assessment after natural and man -made disasters is vital in securing
outside funding. The attached MOU is a proactive approach aimed at minimizing the "red tape" so all
agencies can act swiftly and collectively after a disaster.
CONSIDERATIONS
Seminole County will act as the "convener" of agencies in providing collective damage assessment
information to the State and /or Federal Government(s). They will provide space in their Emergency
Operations Center (EOC) when activated and associated computer software and training as needed.
This MOU also authorizes personnel to work in each other's jurisdictions for this function, if requested, and
agrees to hold each other harmless for same. It does not authorize interference, if assistance is not requested.
Modifications to the MOU will be in writing and can only be made by mutual consent of all parties. It does
not restrict any party from entering into similar agreements with other parties.
This Agreement has been reviewed and approved by the City Attorney for consideration by the City
Commission. It also has the endorsement of the Seminole County Building Official's Association (see
Attachment A).
FISCAL IMPACT:
This agenda item has no specific fiscal impact to the City; however, allowing shared damage assessment
resources among all the cities within Seminole County is good fiscal management with positive results to all.
This allows a higher level of service to be provided to our citizens during this time of minimum staffing.
COMMUNICATION EFFORTS:
This Agenda Item Has Been Electronically Forwarded To The Mayor And City Commission, City Manager,
City Attorney /Staff, And All eAlert /eCitizen Recipients; And Is Available On The City's Website,
LaserFiche, And The City's Server. Additionally, Portions Of This Agenda Item Are Typed Verbatim On
May 23, 2011
Commission Consent Agenda Item 201
Paget of 2
The Respective Meeting Agenda Which Has Also Been Electronically Forwarded To The Individuals Noted
Above; And Which Is Also Available On The City's Website, LaserFiche, And The City's Server; Has Been
Sent To City Staff, Media /Press Representatives Who Have Requested Agendas /Agenda Item Information,
Homeowner's Associations /Representatives On File With The City, And All Individuals Who Have
Requested Such Information; And Has Been Posted Outside City Hall; Posted Inside City Hall With
Additional Copies Available For The General Public; And Posted At Five (5) Different Locations Around
The City. This Agenda Item Is Also Available To Any New Individual Requestors. City Staff Is Always
Willing To Discuss This Or Any Agenda Item With Any Interested Individuals.
RECOMMENDATION: The Community Development Department- Building Division requests that the
City Commission authorize the Mayor to execute the attached Memorandum of Understanding for
Countywide Damage Assessment Services.
ATTACHMENTS:
A Seminole County Building Official's Association endorsement
B Memorandum of Understanding for Countywide Damage Assessment Services
ATTACHMENT A
SEMINOLE COUNTY BUILDING
OFFICIALS
Altamonte Springs, Casselberry, Lake Mary, Longwood, Oviedo, Sanford,
Seminole County, Winter Springs
Date: May 13, 201 1
To: Alan Harris, Emergency Manager, Seminole County
From: Anthony Apfelbeck, Fire Marshal /Building Official, City of Altamonte
Springs /Contract Building Official, City of Casselberry
Doug Tilley, Building Official, City of Lake Mary
Bob Pike, Building Official, City of Longwood
David Aldrich, Contract Building Official, City of Oviedo
Dan Florian, Building Official, City of Sanford
Paul Watson, Building Official, Seminole County
Michael Scheraldi, Building Official, City of Winter Springs
Subject: County -wide MOU on Damage Assessment Service
The Seminole County Building Officials unanimously support and recommend
execution of the county -wide memorandum of understanding on damage
assessment services.
While the county and the municipalities are already parties to the Statewide
Mutual Aid Agreement and the provisions of Florida Statutes Chapter 252, this
agreement establishes common expectations for the completion of damage
assessment in a post disaster environment.
Timely completion of damage assessment data is a priority in establishing
Presidential Disaster Declarations, ensuring disaster recovery funds are available
to our citizens and the municipalities /county are reimbursed for our
response /recovery expenditures.
Highlight of the MOU include:
1. Seminole County will provide the municipalities with common software,
training and materials necessary to collect damage assessment
information and;
2. Seminole County will provide the municipal emergency operations
centers with real time damage assessment data via a web portal and;
3. The municipalities and county will share damage assessment resources as
needed to collect damage assessment data.
We recommend each municipality and the county execute this memorandum
of understanding.
On Behalf of the Seminole County Building Officials,
Anthony C. Apfelbeck
Fire Marshal /Building Official
City of Altamonte Springs
Contract Building Official
City of Casselberry
2
ATTACHMENT B
MEMORANDUM OF UNDERSTANDING
BETWEEN
SEMINOLE COUNTY,
LTAMONTE SPRINGS, CAS SELBE RY , LADE MARY
L I G oo , OVIEDO r SANFORD AND TINTER SPRINGS
THIS MEMORANDUM O UNDERSTANDING 'is h ereby m ade and ent ered into
this day o f
, 201 by a nd b the Seminol
County, a politi subdivision of t State of Fl and the
Cities of Al tamonte springs, Casselberry, Lake M ary, Lon gwood, Oviedo,
S anford, and Winter Springs.
W I T N E S S E
WHEREAS th su bject of this Memorandum of Understanding is to
establish County -wide damage assessment services across City and
County borde in an e to obt accurate quick, and e fficie nt
accountability of damage during t . ,: `.of disaster and
WHEREAS, dis asters oft en cross .. C ounty and City Jurisdi a d
WHEREAS, eac a. City and C ount y h ave designated individu or
departments responsible for damage e a. e en immediately after a
d i saster ; and
WHEREAS Chapter 252 Florida St atutes , directs the use of
p ersonnel, resources and equipment t o facilitate response and
recovery efforts for local. 3urisdictions, and
WHEREAS, each City is obligated to request assistance through the
County Em ergency Management office if damage and c itiz ens needs meet
thresholds for Presidential Disaster Declaration; are. .
W dama assessment must be co before di
assistance can be provided by the Small Business Administratio
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M emorandum of Understanding for D amage Assessment Services
Page 1 of 1
WH local go office staffing t co da
assessments are minimal and the crit ical time for making these
as is paramount and
WHEREAS some jurisdIctions jurisdictions may not b e aff ected b y an individua
dis and requir the ass from a. neighboring jurisdiction o
the County,
NOW THEREFORE for and in cons ideration of the terms
c onditions, a .d mut ual covenants .e e of ter contained, SEMINO
C OUNTY, ALTAMONTE SPRINGS, CASSELDERRY LAKE MARY, LONGWOOD, OVI EDO,,
AN O D , and W INTER SPRINGS, all int ending t be legal bound., h ereb y
agre as o l . own
1 . AGREEMENT
a. SEMINOLE COUNTY,, ALTAMONTE SPRINGS CASSELBERRY, LAKE
MARY LONGWOOD,, OVIEDO, SANFORD, :' � d. WINTER SPRINGS will work togethe
t o coll damage assess and dis aster los i immedi
after a disaster.
S eminole Co r, in accordance with Florida Statute
252 ag rees to serge as the convener of agencies and jurisdictions t
provide damage assessment information to the St ate of l o` i a, and
Federal government to request Presidential Disaster Declaration.
C) All jurisdictions agree to work cooperatively with all
other agencies o collect, v a ida e, and produce preliminary damage
assessment statistics to request SBA. and FED ass istance t citizens.
d. All jurisdictions agree t pr ovide resources t o
affected jurisdiction when disaster is .oc al i e d in one area o th
County (e .g. tornado, wildfire, airplane crash).
....
.... ............................... .
Me morandum of Understanding for Damage Assessment Se yri e
Pa 2 of 1
e Seminole C ounty will support the response and recovery
efforts by working with the State of Florida and Federal Emergency
Management Agency to establish pre i inary damage assessment
information and statistics through. the Countyfs Emergency Operations
Center.
Seminole mole County will provide damage assessment
software, training, and m aterials necessary to collect damage
assessment information n accordance with FEMA guidelines.
Each jurisdiction will rovid.e Seminole County with
current damage assessment information and request assistance when
necessary, All information will be provided back to the municipalities
through a. secure web portal.
h. Seminole County's Office of .e enc r Management will
provide space for the function.. : of damage e assessment i nside the
Emergency Operations Center during activation.
2 . .R C K " I The parties will retain all records
pertaining to this Iemorandu of der tandi and the subject matter
thereto in compliance with State and Federal records retention law
and shall allow each other access to such records upon request.
3 . M NSIAD E UM: Modifi c n within the scope o f
this Agreement shall be made by mutual consent of the part ies and by
issuance of a written modification, signed and da by all parties to
any changes being pe r or es .
4. PARTICIPAT101V IN SIMILAR S: This n t r ment in no
war restricts any party to this Memorandum of n er tand,in from
participating in s imilar activi with other public or private
Memorandum of n, er tandi for D amage Ass essment Services
Page 3 of 1
agencies, or a i at .ons, and individuals. All activities will be
communicated and coordinated with each jurisdiction.
S Liability: Each p arty shall be solely responsible to third
parties with whom they may contract in carrying out the terms of this
agreement, .t, and shall hold each other harmless against all claims of
whatsoever kind or nature by such third parties arising out of the
performance of work under the agreement.
6 . Contacts: Seminole County Office of erase r Management,
Seminole County Growth Management, Altamonte Springs, Ca sel err ,
Lake Mary, Longwood, Oviedo, Sanford, and Winter Springs will ur i S
the names of the individuals, i t a. }pup , who will be responsible for
administering this Memorandum of .dersta .di .
N WITNESS THEREOF,, Altamonte Springs, Ca s el err r, L ake Mary,,
L ongwood, Oviedo, Sanford, winter . Springs and Seminole County
Government, have caused this Memorandum of ..dersta di to e
executed. Said Memorandum of Understanding to become effective and
operative with the fixing of the last signature hereto.
(Signature Pages Foll
Memorandum of nder to din for Damage Assessment Services
Page 4 of
ATTEST:
LINDA SUN LL, City Clerk
LAM
CITY of ALTAMONTE SPRINGS
PATRICIA BAT S, Mayor
(Signature Pages n. uLz on Following Pages)
memorandum of Understanding for Damage Assessment Services
Page 5 of 1
ATTEST.-
.......... . . . ....... .
DONNA G. GARDNER, Cit Clerk
Date:
CITY OF CAS SELBERRY
CHARLENE GEC', or
(Si Pa Con 6--i u6"'., on Followin Pa
Memorandum of Understandin for Dama Assessment Services
Pa 6 of 12
S
CAROL FOSTER, Cit Clerk
By:
Date:
CITY of LAKE MARY
DAVID MEALOR, Ma
(Signature Pages ontan" -&' on ollow n Pages)
memorandum of Understanding for Damage Assessment Services
Page 7 of 1
ATT
SARAH M. MIRUS, City Clerk
By:
Date
CITY OF LONGWOO
J OHN C. MAING T, Mayo
Pages ,. in ue on FolloUring Pages)
memorandum e to din for Damage Assessment e vi e
Page 8 of 1
ATTEST:
BARBARA BARBOUR, City Clerk
.
Date
CITY of OVIEDO
( Signature g `o °11" h e. on owing Pages
Memorandum of de ing for Damage Assessment Services
Pa 9 of
1 T
.. ...............................
JANET R. DOUGHERTY
City Clerk
Date:
CITY OF SANFORD
JEFF TRIPLETT, Ma
(S 3 1 4natu.re Pages Con .n: u , on Following Wages
Memorandum of Understanding for Damage Assessment Se vi
.e 10 of 1
ATTEST:
ANDREA LORENZO-LUACES
Cit Clerk
(Si Pa
CITY OF WINTER SPRINGS
y .
CHARLES LACEY, Ma
Date -.
colit:
'Inue on Followin Pa
Memorandum of Understandin for Dama Assessment Services
Pa 11 of 12
ATTEST:
Clerk MARYANNE MORSE
to the Board of
County Commissioners of
Seminole C ounty, Fl orida.
For the use and reliance
of Seminole County only.
Approved as to o m and
legal sufficiency.
County Attorney
BOARD OF COUNTY COMMISSIONERS
SEMINOLE COUNTY, FLORIDA
BRENDA CAREY, Chairman
Date:
s authorized for execution
b the Board of County Commissioners
a their 2
re meeting.
AEC / i / 1pk
2/22/11, 2/24/11 3/24/11
P ; \USe 0 \Le ad. Secretary B\Pubn at ty\mo -- Damage ASSeSSMent {v r } .do
Memorandum of Understanding for Damage Assessment Services
Page 12 of 1
, f
MEMORANDUM OF UNDERSTANDING
BETWEEN
SEMINOLE COUNTY,
ALTAMONTE SPRINGS, CASSELBERRY, LAKE MARY,
LONGWOOD, OVIEDO, SANFORD AND WINTER SPRINGS
THIS MEMORANDUM OF UNDERSTANDING is hereby made and entered into
this day of , 2011, by and between the Seminole
County, a political subdivision of the State of Florida, and the
Cities of Altamonte Springs, Casselberry, Lake Mary, Longwood, Oviedo,
Sanford, and Winter Springs.
W I T N E S S E T H:
WHEREAS, the subject of this Memorandum of Understanding is to
establish County -wide damage assessment services across City and
County borders in an effort to obtain accurate, quick, and efficient
accountability of damage during times'.of disaster; and
WHEREAS, disasters often cross County and City jurisdictions; and
•
WHEREAS, each City and County have designated individuals or
departments responsible for damage assessment immediately after a
disaster; and
WHEREAS, Chapter 252, Florida Statutes, directs the use of
personnel, resources, and equipment to facilitate response and
recovery efforts for local jurisdictions; and
WHEREAS, each City is obligated to request assistance through the
County Emergency Management Office if damage and citizens needs meet
thresholds for Presidential Disaster Declaration; and
WHEREAS, damage assessment must be completed before disaster
assistance can be provided by the Small Business Administration (SBA)
Memorandum of Understanding for Damage Assessment Services
Page 1 of 12
WHEREAS, local governments office staffing to complete damage
assessments are minimal and the critical time for making these
assessments is paramount; and
WHEREAS, some jurisdictions may not be affected by an individual
disaster and require the assistance from a neighboring jurisdiction or
the County,
NOW, THEREFORE, for and in consideration of the terms,
conditions, and mutual covenants hereinafter contained, SEMINOLE
COUNTY, ALTAMONTE SPRINGS, CASSELBERRY, LAKE MARY, LONGWOOD, OVIEDO,
SANFORD, and WINTER SPRINGS, all intending to be legally bound, hereby
agree as follows:
1. AGREEMENTS:
a) SEMINOLE COUNTY, ALTAMONTE SPRINGS, CASSELBERRY, LAKE
MARY, LONGWOOD, OVIEDO, SANFORD, nd %WINTER SPRINGS will work together
to collect damage assessment and disaster loss information immediately
after a disaster.
b) Seminole County, in accordance with Florida Statute
252, agrees to serve as the convener of agencies and jurisdictions to
provide damage assessment information to the State of Florida, and
Federal government to request Presidential Disaster Declaration.
c) All jurisdictions agree to work cooperatively with all
other agencies to collect, validate, and produce preliminary damage
assessment statistics to request SBA and FEMA assistance to citizens.
d) All jurisdictions agree to provide resources to
affected jurisdiction when disaster is localized in one area of the
County (e.g. tornado, wildfire, airplane crash).
Memorandum of Understanding for Damage Assessment Services
Page 2 of 12
e) Seminole County will support the response and recovery
efforts by working with the State of Florida and Federal Emergency
Management Agency to establish preliminary damage assessment
information and statistics through the County's Emergency Operations
Center.
f) Seminole County will provide damage assessment
software, training, and materials necessary to collect damage
assessment information in accordance with FEMA guidelines.
g) Each jurisdiction will provide Seminole. County with
current damage assessment information and request assistance when
necessary. All information will be provided back to the municipalities
through a secure web portal.
h) Seminole County's Office of Emergency Management will
provide space for the function., #off, damage assessment inside the
Emergency Operations Center during activation.
2. RECORDKEEPING: The parties will retain all records
pertaining to this Memorandum of Understanding and the subject matter
thereto in compliance with State and Federal records retention laws
and shall allow each other access to such records upon request.
3. MODIFICATIONS /ADDENDUMS: Modifications within the scope of
this Agreement shall be made by mutual consent of the parties and by
issuance of a written modification, signed and dated by all parties to
any changes being performed.
4. PARTICIPATION IN SIMILAR ACTIVITIES: This instrument in no
way restricts any party to this Memorandum of Understanding from
participating in similar activities with other public or private
Memorandum of Understanding for Damage Assessment Services
Page 3 of 12
agencies, organizations, and individuals. All activities will be
communicated and coordinated with each jurisdiction.
5. Liability: Each party shall be solely responsible to third
parties with whom they may contract in carrying out the terms of this
agreement, and shall hold each other harmless against all claims of
whatsoever kind or nature by such third parties arising out of the
performance of work under the agreement.
6. Contacts: Seminole County Office of Emergency Management,
Seminole County Growth Management, Altamonte Springs, Casselberry,
Lake Mary, Longwood, Oviedo, Sanford, and Winter Springs will furnish
the names of the individuals, with backup, who will be responsible for
administering this Memorandum of Understanding.
IN WITNESS THEREOF, Altamonte Springs, Casselberry, Lake Mary,
Longwood, Oviedo, Sanford, Winter\ Springs and Seminole County
Government, have caused this Memorandum of Understanding to be
executed. Said Memorandum of Understanding to become effective and
operative with the fixing of the last signature hereto.
(Signature Pages Follow)
Memorandum of Understanding for Damage Assessment Services
Page 4 of 12
ATTEST: CITY OF ALTAMONTE SPRINGS
By:
LINDA SUNDVALL, City Clerk PATRICIA BATES, Mayor
Date:
•
(Signature Pages ContOutt on Following Pages)
Memorandum of Understanding for Damage Assessment Services
Page 5 of 12
ATTEST: CITY OF CASSELBERRY
By:
DONNA G. GARDNER, City Clerk CHARLENE GLANCY, Mayor
Date:
(Signature Pages Continue, on Following Pages)
Memorandum of Understanding for Damage Assessment Services
Page 6 of 12
ATTEST: CITY OF LAKE MARY
By:
CAROL FOSTER, City Clerk DAVID MEALOR, Mayor
Date:
(Signature Pages Contii u +�e on Following Pages)
.... ... . .. ... ....
... . .. ... . .... ..
Memorandum of Understanding for Damage Assessment Services
Page 7 of 12
ATTEST: CITY OF LONGWOOD
By:
SARAH M. MIRUS, City Clerk JOHN C. MAINGOT, Mayor
Date:
(Signature Pages ConLnue on Following Pages)
....... ... .. .... ...
Memorandum of Understanding for Damage Assessment Services
Page 8 of 12
.
ATTEST: CITY OF OVIEDO
By:
BARBARA BARBOUR, City Clerk DOMINIC PERSAMPIERE, Mayor
Date :
(Signature Pages Conei5ue on Following Pages)
Memorandum of Understanding for Damage Assessment Services
Page 9 of 12
ATTEST: CITY OF SANFORD
By:
JANET R. DOUGHERTY JEFF TRIPLETT, Mayor
City Clerk
Date:
(Signature Pages Con /inu9 on Following Pages)
................. ..
Memorandum of Understanding for Damage Assessment Services
Page 10 of 12
1
ATTEST: CITY OF WINTER SPRINGS
Ade r/1/-21'///
By: 4!.5—atA60%!
er,/
P'Z' ORENZO-LUACES
C '• r LACEY, M. •r
City .lerk
Date:
(Signature Pages Continue on Following Page)
Memorandum of Understanding for Damage Assessment Services
Page 11 of 12
ATTEST:_ BOARD OF COUNTY COMMISSIONERS
SEMINOLE COUNTY, FLORIDA
By:
MARYANNE MORSE BRENDA CAREY, Chairman
Clerk to the Board of
County Commissioners of Date:
Seminole County, Florida.
For the use and reliance As authorized for execution
of Seminole County only. by the Board of County Commissioners
at their , 20
Approved as to form and regular meeting.
legal sufficiency.
County Attorney
AEC /sjs /lpk
2/22/11, 2/24/11 3/24/11
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Memorandum of Understanding for Damage Assessment Services
Page 12 of 12