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Item 4CCITY OF r`� ij S0U 1 HLA1 \E MEMORANDUM (November 10, 2010) To: Shana Yelverton, City Manager From: Ben Thatcher, Assistant City Manager Subject: Item 4C: CISD Joint Utilization agreement for emergency fuel and bus usage. Action Requested: Review and approve CISD Joint Utilization agreement for emergency fuel and bus usage. Background: For the past three years, CISD and the City of Southlake have undertaken an effort to streamline and merge emergency management planning from a joint city and district perspective. This agreement is a continuation of that effort. This interlocal agreement acts to provide for emergency fuel services and buses for instances of extreme public emergency. An example of such an event may be an F5 tornado that severely damages the infrastructure of the community. In this type of event, the District would loan fuel and buses to the City of Southlake as needed to assist the community through a crisis. The City would then seek expense reimbursement from the Federal Emergency Management Agency to reimburse the school district. Financial Considerations: N/A Strategic Link: Focus Area: Safety and Security; Partnerships and Volunteerism Corporate Objectives: C1 — Achieve the highest standards of Safety and Security; C5 — Promote opportunities for partnerships and volunteer involvement; B2 — Collaborate with select partners to implement service solutions. Citizen Input/ Board Review: The Joint Utilization Committee met on October 14, 2010 and discussed this item during their meeting. CISD approved this agreement at their November 1, 2010 meeting. Legal Review: This agreement resembles the other JUC agreements which have been reviewed by the City Attorney. Alternatives: Look for other entities to provide this support. Supporting Documents: CISD Joint Utilization Agreement: Fuel and Bus Usage Addendum. Staff Recommendation: Approve the CISD Joint Utilization Agreement Fuel and Bus Usage Addendum as proposed by the Joint Utilization Committee and approved by CISD. CISD Joint Utilization Agreement Fuel and Bus Usage Addendum 1. RECITALS The parties hereto recognize the vulnerability of the people, communities and schools located within the City of Southlake, Texas to damage, injury, and loss of life and property resulting from natural or manmade catastrophes; and The full and effective utilization of the resources available to the City and the District is necessary for the prompt and efficient rescue, care and treatment of persons victimized or threatened by disaster; and The parties hereto desire to enter into an agreement to provide assistance consistent with the plans developed by the City and District; NOW, THEREFORE, the City and the District, in consideration of the mutual covenants and agreements herein contained, do mutually agree as follows: II. SERVICES District shall provide the following: (a) Use of the District's school busses to the City in the event of an emergency to ensure the health and safety of citizens consistent with the City's Emergency Response Plan. (b) Use of qualified personnel to operate any busses provided for use by the City. (c) Use of the District's fuel pumps to the City in conjunction with the use of the District's school busses to ensure the health and safety of citizens consistent with the City's Emergency Response Plan. (d) Prompt and immediate access to both the District's busses and fuel pumps in the event of the activation of this agreement. (e) Record keeping for fuel and personnel used by the City in association with this agreement. City shall provide the following: (a) Notice to District that bus or fuel services will be required in conjunction with an emergency response. (b) Coordination of bus and fuel services provided by the District. (c) Support personnel necessary for the operation of bus and fuel services provided by the District. III. COSTS Each Party agrees to cooperate in the process of seeking FEMA and State direct reimbursement for the services provided under this Agreement. In the event neither FEMA nor the state reimburses District for usage of busses, fuel and personnel, City agrees to provide any payment for the performance of services detailed in this agreement, IV. AUTHORIZATION The undersigned officers of the parties are the properly authorized officials and have the necessary authority to execute this Agreement on behalf of the parties. Each party hereto certifies to the other that any necessary resolutions or orders extending said authority have been duly passed and are now in full force and effect. Executed this � � � day of r�' o� `a , 2010 in Tarrant County, Texas. CITY OF SOUTHLAKE (CITY) By: John Terrell, Mayor CARROLL INDEPENDENT SCHOOL DISTRI ) By: Erin Shoupp, Pr si u Board of Trustees Date: ATTEST: Date ATTEST: Lori Payne, City Secretary