Westminster City Council
SUBJECT
Title
Approval of Amendment No. 1 to the Agreement with Anna M. Burton for Continued Emergency Operations Center Coordination Services in Fiscal Year 2024-2025.
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From: Darin Lenyi, Chief of Police
Requested by: Administration
Prepared by: Karla Santillan, Business Services Manager
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RECOMMENDED ACTION
Recommendation
A. Approve Amendment No. 1 to the Agreement with Anna M. Burton for continued emergency operations center coordination services for a one-year term beginning November 1, 2024 through October 31, 2025, in the amount of $82,560; and
B. Authorize the City Manager or her designee to execute Amendment No. 1 to the Agreement in a form approved by the City Attorney.
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BACKGROUND
Emergency Operations are a critical part of city operations and encompass many projects and tasks. On November 1, 2023, the city signed a contract with Anna Burton to provide services as the Emergency Services Coordinator. Her contract expires on October 31, 2024 and there is an identified need to amend her contract for an additional year.
During her contracted time, the Emergency Services Coordinator has assured that the City of Westminster is included in regional conversations on topics such as grants, training, disaster response, Community Emergency Response Team (CERT), and preparedness. Our involvement in county and regional meetings brings resources to our city and allows us to participate in regional training to better prepare for future emergencies, including qualifying the city for grant funds.
Anna Burton has been an asset to the city and some of her accomplishments include:
Grants:
• Processed subrecipient application for inclusion in the FY2023 Emergency Management Performance Grant.
• Submitted FY2024 Emergency Management Performance Grant, notice of intention to participate
Training:
• Created three-year Training Strategy ensuring the City remains in compliance with state and federal emergency management training. (SEMS/NIMS/ICS)
• Created a process for emergency management to be involved in new employee orientation for civilian and sworn personnel.
• Conducted Safety Officer training outlining the new Building Emergency Plan, replacement supplies and equipment, and the availability of an employee preparedness intranet folder.
Exercises:
• Conducted a disaster tabletop exercise for Police Command Staff.
• Conducted Emergency Operations Center notification tests.
• Conducted citywide panic button test ensuring awareness of location, response, and connectivity.
• Participated in monthly countywide communications exercises.
• Conducted Executive Level, Department Head Tabletop
• Conducted citywide ShakeOut Earthquake Drop Cover and Hold On Drill with full city building evacuation drill.
• Participated in monthly Training and Exercise meetings coordinated by the Orange County Office of Emergency Management.
Disaster Response:
• Coordinated implementation of MyShake on all City-issued cellular telephones ensuring advanced notice of earthquake shaking.
• Replaced city cache of disaster supplies for use by employees during a disaster (including food and sanitation kits).
• Replaced all Safety Officer emergency kits with new supplies and equipment.
Planning:
• Completed review and update of citywide Building Emergency Plan.
• Created Emergency Management Guidelines outlining duties and responsibilities of the Emergency Services Coordinator.
• Coordinated with Orange County American Red Cross to update Disaster Shelter Plan including site visit of Westminster shelter location.
Emergency Operations Center:
• Updated city access to Orange County AlertOC mass notification system allowing disaster messaging to all city employees and process for public messaging.
• Activated the Emergency Operations Center in support of the 2024 TET Parade.
• Coordinated disaster situational awareness based on the February 2024 winter storm. The information included damage and safety assessments ensuring possible future public assistance funding,
• Ongoing collaboration with IT on the EOC Enhancement Project.
Community Preparedness:
• Conducted disaster preparedness presentation at Westminster Senior Center on September 24, 2024.
• Ensured regular preparedness information, checklists, and public health alert warnings were posted on social media platforms.
• Ensured emergency preparedness material/literature was available at public counters of city buildings in English, Spanish and Vietnamese. (As required by AB 1638, effective 01/01/2025).)
• Participated in 2024 Safety Day providing information on disaster preparedness, CERT and RACES programs to the public.
• Coordinate participation of RACES/CERT at the 2024 Fall Festival.
Community Emergency Response Team (CERT):
As City CERT Coordinator:
• Coordinated with West County Community Emergency Response Team (CERT) (WCC) completion of a new Memorandum of Understanding for member in the WCC.
• Update WCC Standard Operating Procedures to ensure proper onboarding of new volunteer members.
• Hosted WCC meetings in City EOC.
• Participated in the June 2024 CERT Academy resulting in 3 new CERT members joining the City team.
Radio Amateur Civil Emergency Services (RACES)
As City RACES Coordinator:
• Assisted in the onboarding of new RACES volunteers.
• Coordinated the hosting of regular RACES membership meetings in EOC.
• Identified funding for the purchase of equipment enhancing connectivity and communications among RACES members.
Administration/Liaison
• Ensured City was represented at Orange County Operational Area emergency management meetings as required to receive EMPG funding.
• Liaison with contiguous jurisdictions based on disaster preparedness activities, plans, and outreach.
Preparedness
• Updated City emergency preparedness website ensuring information and links remain functional.
• Ordered and received FEMA preparedness material (English, Vietnamese, Spanish)
• Participated in August 8, National Night Out.
There are pending projects to be completed throughout the next twelve months. These projects include the renewal of the Local Hazard Mitigation Plan, supporting the enhancements in the Emergency Operations Center, and continued disaster preparedness training and exercises. Renewing the Emergency Operations Center Coordinator contract will ensure that we continue moving in the direction of hazard preparedness.
FISCAL IMPACT
The cost to provide these services is $82,560 per year. Approval of this item would extend the contract one additional year. The remaining ARPA project funds allocated to the Emergency Operations Consultant Contract are available in Fiscal Year 2024-2025 in Account no. 21500-48000-212303.
LEGAL REVIEW
The City Attorney’s Office has reviewed as to form.
CONCLUSION
Public health emergencies and natural disasters are unpredictable. The consultant will continue to work on training staff on emergency preparedness and bring forward our regional resources. Renewing the contract with our current Emergency Operations Consultant emphasizes the city’s commitment to emergency preparedness.
ATTACHMENTS
1. First Amendment to Professional Services Agreement with Anna M. Burton.
2. Professional Services Agreement with Anna M. Burton.
REVIEWED BY
Erin Backs, Finance Director
Christian Bettenhausen, City Attorney
Christine Cordon, City Manager