Resolution No. 13-30 CITY OF TIGARD, OREGON
TIGARD CITY COUNCIL
RESOLUTION NO. 13-_30
A RESOLUTION APPROVING THE EMERGENCY MANAGEMENT COOPERATIVE
AGREEMENT OF WASHINGTON COUNTY
WHEREAS,in 2005,Tigard joined the Office of Consolidated Emergency Management (OCEM);and
WHEREAS,Tigard's membership in OCEM satisfied Oregon Revised Statute 401.305(3) which requires inter-
agency coordination of emergency management policy and planning activities;and
WHEREAS, while emergency management and preparation is a primary responsibility of the county, the
members of OCEM agreed to delegate this function to Tualatin Valley Fire and Rescue (TVF&R);TVF&R has
provided oversight and operational support since OCEM's inception;and
WHEREAS,with regard to emergency management and preparation,the attached agreement
■ Shifts responsibility for oversight and operational support to Washington County.
■ Clarifies some operational details.
■ Provides for broader participation of other Washington County public agencies;and
WHEREAS, the attached agreement is viewed by the OCEM Executive Board as a very positive step for
improved emergency management in Washington County.
NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that:
SECTION 1: The Tigard City Council approves the Emergency Management Cooperative Agreement for
Washington County (Exhibit A).
SECTION 2: This resolution is effective immediately upon passage.
4)1-
PASSED: This day ofOlee� 2013.
Mayolocity of Tigard
ATTEST:
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City Recorder-City of Tigard
RESOLUTION NO. 13-,3U
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Exhibit A
INTERGOVERNMENTAL AGREEMENT
EMERGENCY MANAGEMENT COOPERATIVE
OF WASHINGTON COUNTY
This Agreement is entered into, pursuant to ORS 190.010, by and among
Washington County (the County) and other public sector jurisdictions within Washington
County (herein collectively "participating jurisdictions") and supersedes previous
agreements for the coordination of emergency management programs in Washington
County
WITNESSETH
WHEREAS ORS 401.305 (3) requires the local governing bodies of counties and
cities that have both city and county emergency management programs to jointly
establish policies which provide direction and identify and define the purpose and roles
of the individual emergency management programs, specify the responsibilities of the
emergency program managers and staff and establish lines of communication, succession
and authority of elected officials for an effective and efficient response to emergency
conditions; and
WHEREAS the participating jurisdictions desire to collaborate beyond statutory
requirements and cooperatively identify, design, implement, and test the structure,
systems, facilities, plans, and procedures of a comprehensive, countywide emergency
management system; and
WHEREAS the goal of such collaboration is to enhance the level of disaster and
emergency preparedness within and across the boundaries of the participating
jurisdictions and to develop and maintain an effective multi-agency coordination system;
and
WHEREAS improved preparedness will be achieved through coordination among
the participating jurisdictions and among the various emergency service functions
provided within those jurisdictions; and
WHEREAS many of the participating jurisdictions entered into an
Intergovernmental Agreement in November 1995, which has been subsequently amended
and revised, to improve the level of disaster and emergency coordination and
preparedness within the boundaries of the participating jurisdictions
TERMS AND CONDITIONS
I. EMERGENCY MANAGEMENT COOPERATIVE
The participating jurisdictions hereby create an emergency management
cooperative responsible for the development, enhancement, maintenance, and
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Intergovernmental Agreement(EMC)
coordination of emergency management structures, systems, facilities,plans,
procedures,training, and exercising within(and between)the jurisdictions of the
participating entities and agree that the organization shall be known as the
EMERGENCY MANAGEMENT COOPERATIVE(EMC).
II. PURPOSE OF AGREEMENT
The purpose of the EMC is to enhance the level of disaster and emergency
preparedness and coordination within and across the boundaries of the
participating jurisdictions by focusing on improvements to emergency
management structures, systems, facilities,plans,procedures,training, and
exercising.
III. MEMBERSHIP
A. Eligibility: Washington County and all Washington County public sector
jurisdictions with an emergency management program.
B. Membership Types:
1. Voting Member: Participating jurisdictions that make a financial
contribution per section VII of this Agreement.
2. Non-Voting Member: Participating jurisdictions that do not make a
financial contribution per section VII of this Agreement.
I V. ORGANIZATION
A. Director: The work of the cooperative will be managed and coordinated
by an EMC Director. The Director will serve at the pleasure of the
County,with input from the Executive Committee,and be housed by the
County unless otherwise approved by the Executive Committee. The
Director's primary duties will be to: 1)develop and maintain
comprehensive, integrated, and effective emergency management and
multi-agency coordination systems in concert with the participating
jurisdictions; 2)oversee implementation of the annual EMC work plan and
budget; 3) coordinate emergency management activities within and
between the participating jurisdictions; and 4)coordinate emergency
management activities with other local,regional,and state agencies and
organizations.
B. Staff: The participating jurisdictions will identify staff to work with the
EMC. Staff assigned to work with the EMC will be housed at their
respective jurisdictions. The County will provide work space for staff of
participating jurisdictions to temporarily or periodically collocate in order
to enhance coordination and coproduction efforts.
C. Work Teams:
1. Emergency Management Team(EMT):
a. The EMT consists of the EMC Director and designated emergency
management staff from participating jurisdictions. The team is
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Intergovernmental Agreement(EMC)
tasked to 1)collaboratively identify,design, implement,and test
the structure, systems,facilities,plans,and procedures of a
comprehensive, integrated, countywide emergency management
system;2)participate in the development of the annual work plan
and budget; and 3)assist in the planning and conduct of training
and exercises.
b. The team will receive administrative support from the County.
2. Multi-Agency Coordination System(MACS)Planning Team:
a. The MACS Planning Team consists of law enforcement, fire,
public works,public health,other emergency responder, and
emergency management representatives of the participating
jurisdictions. The team will only meet with the consent and
support of the participating jurisdictions' first responder
departments. The team will be responsible for developing the
countywide plan for multi-agency incident coordination.
b. The team will receive administrative support from the County.
V. GOVERNANCE
A. Executive Committee:
1. The EMC will be governed by an Executive Committee consisting of
the chief executive officer of each participating jurisdiction. Each of
these primary representatives may designate an alternative
representative who may attend Executive Committee meetings and act
in the absence of the participating jurisdiction's primary representative.
2. The representative of each voting member jurisdiction has the right to
vote on all matters before the Committee. Representatives of non-
voting jurisdictions may participate in all Committee discussions and
deliberations but cannot vote. An affirmative act of the Executive
Committee requires that a majority of the voting member
representatives are present and the decision is unanimous.
3. The Executive Committee will be chaired by a voting member
representative selected by the Committee. Chair of the Executive
Committee may be rotated among the voting member representatives
on an annual basis.
4. The Executive Committee will be responsible for:
a. Approving the annual EMC work plan and budget;
b. Approving policies related to EMC functions;
c. Coordinating EMC actions and activities with jurisdictional elected
officials and other key decision makers; and
d. Reviewing the efficacy of the EMC and this Agreement on an
annual basis.
B. Disputes: Any disputes as to the interpretation of this Agreement between
two or more of the participating jurisdictions will be resolved by a
unanimous decision of the Executive Committee.
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Intergovernmental Agreement(EMC)
C. Administrative Support: Administrative support for Executive Committee
meetings will be provided by the County.
VI. OPERATING GUIDELINES
A. National Standards: The participating jurisdictions agree to adopt and
implement the National Incident Management System(NIMS)and
Incident Command System (ICS)as the incident management organization
required by ORS 401.305(5)(b).
B. Local Standards: Participating jurisdictions agree to work toward
attaining and maintaining minimum emergency management performance
standards,which include, but are not limited to:
I. Developing and maintaining a functional Emergency Operations
Center(EOC), including written position descriptions,trained
emergency management staff,displays, communication equipment,
etc.
2. Developing and maintaining a multi-hazard functional Emergency
Operations Plan(EOP)that is consistent with Federal Emergency
Management Agency(FEMA)and state guidance.
3. Developing and maintaining a Natural Hazards Mitigation Plan
(NHMP)that is consistent with FEMA and state guidance.
4. Developing and maintaining a Continuity of Operations(COOP)Plan
that is consistent with FEMA and state guidance.
5. Conducting at least an annual exercise of the EOC and emergency
management plans at a functional or full scale level.
6. Providing educational materials and programs on disaster preparedness
for individuals,families,and businesses.
C. EMC Work Plan: The Emergency Management Team will develop, for
Executive Committee consideration and approval, an annual work plan
detailing the purposeful actions to be pursued on behalf of the
collaborative. The work plan will identify specific tasks to enhance the
systems, facilities,plans,procedures,training,and exercising of the
countywide emergency management and multi-agency coordination
systems and include an implementation plan with timelines,descriptions
of required resources and operational implications,and lead agency
contact information.
D. EMC Budget:
1. The Emergency Management Team will develop,for Executive
Committee consideration and approval, an annual budget detailing the
costs associated with implementing the annual work plan and
supporting EMC operation and administration.
2. The Executive Committee may amend the approved budget mid-year,
as needed, subject to the funding methodology outlined in section VII
of this Agreement.
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Intergovernmental Agreement(EMC)
VII. EMC FUNDING
A. Method: Washington County will fund 51%of annually approved EMC
expenditures. Other participating jurisdictions will collectively fund the
remaining 49%. The funding allocation between the County and other
participating jurisdictions may be adjusted during the annual budget
development process. The method for allocating the non-county share
amongst the other participating jurisdictions will be determined each year
as part of the budget process and may be based on proportionality or any
other method approved by the Executive Committee.
B. Voting/Non-Voting Members: The Executive Committee may establish a
minimal membership fee for a participating jurisdiction to receive voting
privileges on the Executive Committee. Non-paying jurisdictions,or
those under the established threshold,will be considered non-voting
members.
C. Payments: The County will invoice all financially contributing members
based on the allocations approved by the Executive Committee. The
invoices will be distributed during the month of July for the new fiscal
year(July 1 —June 30 fiscal year). Payments are due within 45 days of
receipt of invoice unless other arrangements have been made with the
County.
VIII. DURATION, WITHDRAWAL,AND TERMINATION
A. Effective Date: This Agreement will go into effect on July 1,2013,
following its authorization by the governing bodies of the jurisdictions
participating in the intergovernmental agreement for consolidated
emergency management as of January 1,2013 (City of Beaverton, City of
Hillsboro, City of Tigard,Tualatin Valley Fire and Rescue,and
Washington County).
B. Termination: This Agreement will remain in effect until June 30,2018,
unless the participating jurisdictions unanimously agree in writing to an
earlier termination, extension, or modification of its terms.
C. Withdrawal: A participating jurisdiction may withdraw at the end of a
fiscal year by providing written notice of its intent to withdraw to all other
participating jurisdictions no less than 90 days before the end of that fiscal
year. A participating jurisdiction may also withdraw effective as of any
other date provided the withdrawing jurisdiction receives unanimous
approval of the Executive Committee. The remaining funding obligation
of a jurisdiction withdrawing under this circumstance will be determined
by the Executive Committee at the time the withdrawal is approved.
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Intergovernmental Agreement(EMC)
D. Non-Appropriation: Notwithstanding any other provisions provided
herein, a participating jurisdiction's continuation in the EMC is subject to
the jurisdiction's annual budget appropriation of funds in support of the
EMC.
IX. AMENDMENTS
Proposed amendments to this Agreement shall be approved by unanimous consent
of the Executive Committee and must be subsequently approved by each of the
participating jurisdiction's governing bodies.
X. ADDITIONAL JURISDICTIONS
Any jurisdiction not a party to this Agreement may become a party by first
obtaining the unanimous approval of the Executive Committee and then securing
approval of the terms in this Agreement and any accompanying amendments from
its governing body.
XI. RESPONSIBILITY FOR ACTS
Each of the participating jurisdictions shall be solely responsible for its own acts
and the acts of its employees and officers under this Agreement. No participating
jurisdiction shall be responsible or liable for consequential damages to any other
participating jurisdiction arising out of the performance of the terms and
conditions of this Agreement.
XII. INSURANCE
Each of the participating jurisdictions shall contribute to the purchase and
maintenance of such insurance as will protect the EMC from claims of third
parties arising from its performance under this Agreement. The amount of
insurance shall be not less than the organization's liability under the Oregon Tort
Claims Act.
XIII. SEVERABILITY
The terms of this Agreement are severable and a determination by an appropriate
body having jurisdiction over the subject matter of this Agreement that results in
the invalidity of any part shall not affect the remainder of the Agreement.
XIV. INTERPRETATION
The terms and conditions of this Agreement shall be liberally construed in
accordance with the general purposes of the Agreement.
SUBSCRIBED TO AND ENTERED INTO by the appropriate officer(s)who are
duly authorized to execute this Agreement on behalf of the governing body of the below-
named unit of local government.
DATED this day of , 2013.
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Intergovernmental Agreement(EMC)
[Agency Name] APPROVED AS TO FORM
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