Westminster City Council
SUBJECT
Title
Approval of Amendment No. 2 to the Professional Services Agreement with Anna M. Burton for Emergency Coordination Services in Fiscal Year 2025-2026.
End
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. 2 to the professional services agreement with Anna M. Burton for emergency coordination services for fiscal year 2025-2026; and
B. Authorize the City Manager or her designee to execute Amendment No. 2 to the agreement in a form approved by the City Attorney.
end
BACKGROUND
Emergency operations are a critical part of city operations and encompass many projects and tasks. To ensure the effectiveness of emergency operations and compliance with applicable laws, cities generally assign emergency operations management to someone specializing in disaster response, training and development, community preparedness, and grants, among other components.
Since November 2023, the City has contracted with Anna Burton for emergency services coordination. The initial agreement expired on October 31, 2024 (Attachment 2) and was renewed for an additional year (Attachment 3). Based on the current needs of the organization, including pending projects such as oversight of contractual review and update of the Local Hazard Mitigation Plan, it is important to maintain continuity by retaining an experienced emergency services coordinator who is familiar with Westminster. Therefore, amending the agreement by approving Amendment No. 2 (Attachment 1) will allow Ms. Burton to continue providing services for an additional year, effective November 1, 2025 through October 31, 2026.
During her contracted time, Ms. Burton has assured the City of Westminster is included in regional conversations on topics such as grants, training, disaster response, Community Emergency Response Team (“CERT”), and preparedness. The City’s involvement in regional meetings brings resources and allows staff to participate in regional training to better prepare for future emergencies; and ensures communication received from the County and State related to emergencies and threats is disseminated in a timely manner. Ms. Burton’s additional accomplishments include:
Grants
• Ensured reimbursement related to the FY 2023 Emergency Management Performance Grant.
• Processed and confirmed City allocation from the FY 2024 Emergency Management Performance Grant.
• Conformed City inclusion in FY 2025 Emergency Management Performance Grant.
• Supported the development and acceptance of Hazard Mitigation grant funds intended to be used to update City Local Hazard Mitigation Plan.
Training
• Maintained a multi-year training strategy, ensuring the City remains compliant with state and federal emergency management training.
• Ensured the City remains compliant per the Federal Emergency Management Agency National Qualification System, a requirement for Homeland Security Grants.
• Conducted safety officer training, including update of the Building Emergency Plan which is used during building evacuation exercise.
• Participated in new employee orientations, ensuring compliance with Standardized Emergency Management System and National Incident Management System training requirements.
Exercises
• Conducted Emergency Operation Center (“EOC”) notification tests.
• Participated in monthly countywide communications exercises.
• Participated in Annual Regional “AlertOC” mass notification drill.
• Participated in West Justice Center earthquake exercise, ensuring city coordination and collaboration issues were included.
• Conducted citywide “ShakeOut” Earthquake 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
• Activated City EOC in support of the annual Tet Parade.
• Coordinated distribution of information related to earthquakes, wind, heat, fire, and tsunami warnings.
• Coordinated ongoing implementation of the “MyShake” App on all city-issued cellular telephones, ensuring advanced notice of earthquake shaking.
• Continued in the augmentation of disaster supplies supporting citywide response to emergencies.
Planning
• Completed annual review and update of citywide Building Emergency Plan.
• Conducted review of City Continuity of Operations Plan.
• Ongoing review of City Emergency Operations Plan.
• Updated Emergency Management Guidelines outlining duties and responsibilities of the Emergency Services Coordinator.
• Conducted ongoing coordination with Orange County American Red Cross to update Disaster Shelter Plan, including site visit of Westminster shelter location with updated guidelines, per California Office of Emergency Services.
Emergency Operations Center
• Managed city access to Orange County “AlertOC” mass notification system, allowing disaster messaging to all city employees and process for public messaging.
• Activated the EOC in support of the 2025 Tet Parade.
• Coordinated disaster situational awareness based on wind and heat events, tsunami warnings, and repeated earthquake events, including damage and safety assessments ensuring possible future public assistance funding.
• Ongoing collaboration with the City’s Information Technology Division on EOC Enhancement Project.
Community Preparedness
• Participated in the outreach during the City’s National Night Out/Safety Day event.
• Updated the city website with information related to disaster preparedness.
• Supported the distribution of emergency preparedness information using social media; and 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 Assembly Bill 1638.
Community Emergency Response Team (“CERT”)
• Coordinated the 2025 CERT Training Academy with focused outreach to Westminster residents.
• Hosted West County CERT meetings in City EOC.
Radio Amateur Civil Emergency Services (“RACES”)
• Assisted in the onboarding of new RACES volunteers.
• Coordinated the hosting of regular RACES membership meetings in EOC.
• Identified funding for 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 Emergency Management Performance Grant funding.
• Served as liaison with contiguous jurisdictions based on disaster preparedness activities, plans, and outreach.
FISCAL IMPACT
The maximum expenditure will be $82,560 with funds already budgeted in Fiscal Year 2025-2026 under Account No. 31000-43090. No additional budget appropriation is required at this time.
LEGAL REVIEW
The City Attorney’s Office has reviewed as to form.
CONCLUSION
Natural and manmade disasters, including public health emergencies, are unpredictable. The City is committed to effective and adequate emergency preparedness and relies on the expertise of a qualified and experienced Emergency Services Coordinator. By renewing the existing agreement, the Emergency Services Coordinator will continue to work on training staff in emergency preparedness and bring forward regional resources critical to the safety and well-being of the community.
ATTACHMENTS
1. Draft Amendment No. 2 to the Professional Services Agreement with Anna M. Burton.
2. 2023 Professional Services Agreement with Anna M. Burton
3. 2024 1st Amendment to Agreement with Anna M. Burton
REVIEWED BY
Erin Backs, Finance Director
City Attorney’s Office
Christine Cordon, City Manager