Red Cross Emerg Shelter AgreementsTHE CITY OF
DuB E MEMORANDUM
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March 10, 2007 cam' c^~ -- `
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TO: The Honorable Mayor and City Council Members i~ --- ~..J
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FROM: Michael C. Van Milligen, City Manager
SUBJECT: Red Cross Emergency Shelter Agreements
During the design phase of the Municipal Services Center, it was determined that, in the
best interests of the citizens of Dubuque, the new facility be able to serve as an
emergency shelter. As a result, it was equipped with an auxiliary power generator
capable of powering the entire facility. Also, monies were budgeted for the acquisition
of cots, blankets, and pet kennels.
Public Works Director Don Vogt recommends City Council approval of the Emergency
Shelter Agreements with the American Red Cross.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
V
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Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Don Vogt, Public Works Director
THE CITY OF
DUB E
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MEMORANDUM
March 8, 2007
TO: Michael C. Van Milligen, City Manager
FROM: Don Vogt, Public Works Director ~~
~~
SUBJECT: Red Cross Emergency Shelter Agreements
INTRODUCTION
The purposes of this memorandum are to provide information and recommend that the
City Council be asked to authorize you to sign the attached emergency shelter
agreements with the American Red Cross.
BACKGROUND
During the design phase of the Municipal Services Center, it was determined that, in the
best interests of the citizens of Dubuque, the new facility be able to serve as an
emergency shelter. As a result, it was equipped with an auxiliary power generator
capable of powering the entire facility. Also, monies were budgeted for the acquisition
of cots, blankets, and pet kennels. Staff was also instructed to negotiate a partnership
agreement with the local chapter of the American Red Cross.
DISCUSSION
Staff contacted the Red Cross in October of 2005, within weeks after moving into the
facility. An inspection of the Municipal Services Center was conducted by a Red Cross
team that same month. The team members judged the facility to more than satisfy their
requirements and appeared quite excited about the Municipal Services Center joining
their very small inventory of fully-powered emergency shelters. However, a number of
delays arose over the ensuing year as the Red Cross sought to revise its contract forms
in order to address concerns and deficiencies exposed during the Hurricane Katrina
disaster and City concerns regarding contract language, owner's rights, and insurance.
After numerous discussions and proposals, City Attorney Barry Lindahl and I met with
the local chapter's Mike Clifford and Heidi Goin on February 22nd to finalize
agreements that we are now able to recommend that the City Council authorize you to
sign. They are the attached master agreement - "Agreement to Permit the Use of a
Facility as a Red Cross Emergency Shelter" -which is ready for immediate signature,
and, the attached "Facility Agreement", which is not signed until immediately before
actual occupation and use of the Municipal Services Center as an emergency shelter.
ACTION STEP
I recommend that the attached Red Cross agreements be submitted to the City Council
for action as outlined immediately above.
CC: Barry A. Lindahl, City Attorney
Attachments
AGREEMENT TO PERMIT THE USE
OF A FACILITY AS A RED CROSS EMERGENCY SHELTER
Effective Date: Upon execution.
Expiration Date: None. Owner or Red Cross may terminate the agreement upon 30 days' notice.
Owner: [legal name of Owner of facility] City of Dubuque
Owner's 24 Hour Point of Contact (name and cell phone number)
Primary: Don Vogt 563-599-1581
Alternate: John Klostermann 563-590-4981
Owner's Address for Leal Notices: 925 Kerper Court, Dubuque, Iowa 52001
Red Cross: The American National Red Cross, anot-for profit corporation under the laws of the United States.
Red Cross 24 Haur Point of Contact (name and cell phone number)
Primarv: Heidi Goin 563-590-9326
Alternate; Stan Schwartz 563-599-2998
Red Cross Address for Legal Notices: The American National Red Cross, American Red Cross of the Tri-States,
Dubuque Chapter, 2400 Asbury Road, Dubuque, IA 52001 with a co~•y. to The American National Red Cross,
Office of the General Counsel, 2025 E Street, N.W., Washington, D.C. 20006 and with a copy to The American
National Red Cross, Disaster Operations, 2025 E Street, N.W., Washington, D.C. 20006;
Red Cross Address for Invoices: American Red Cross of the Tri-States, 2400 Asbury Road, Dubuque, IA 52001,
with a copy to: Facilities Associate, Field Logistics, The American National Red Cross, Disaster Response 2025 E
Street, Washington, D.C. 20006.
Name and Address of Shelter: Municipal Services Center, 925 Kerper Court, Dubuque, IA 52001
OWNER: City of Dubuque
~j r
Name: Michael C. Van Milligen
Title: City Manager
Date:
RED CROSS:
The American National Red Cross
By:
Name:
Title: Chapter CEO
American Red Cross of the Tri-States Chapter
Date:
TERMS AND CONDITIONS
This Agreement is made for the temporary use of a facility designated by Owner for use as a public shelter during a
declared or undeclared natural disaster or other condition or event requiring the activation of the disaster relief
functions of The American National Red Cross (referred to as an "Emergency"}, The parties desire to reach an
understanding that will result in providing the facility owned by the Owner to the Red Cross to operate an
emergency shelter for the benefit of Owner's community.
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1. Owner's Responsibilities.
(a) Owner has identified the facility, and Red Cross has determined that the facility may be suitable for use
as a public shelter, or staging area, or for other purposes in connection with disaster relief operations. (The facility is
referred to as the "Shelter"). Upon request by the Red Cross (which may be made orally or in writing) Owner will
make the facility available to Red Cross for use as a Shelter.
(b) Owner will appoint a person to coordinate the Owner's activities (This individual is referred to as the
Owner's "Facility Coordinator"). The Facility Coordinator will coordinate the use of the Shelter with the Red
Cross's designated official. (The Red Cross official is referred to as the "Shelter Manager"). The Facility
Coordinator and the Shelter Manager will collaborate to resolve questions regarding Shelter operations. The
Facility Coordinator and the Shelter Manager will jointly conduct apre-inspection survey of the Shelter before it is
turned over to the Red Cross. The pre-inspection survey, attached as Exhibit A, will be used to identify and record
any existing damage or conditions. The Facility Coordinator will secure all equipment that is not supposed to be
used by the Red Cross in the operation of the Shelter.
(c) The Facility Coordinator will, on request and if feasible, designate a "Foodservice Manager" to
establish a feeding schedule and determine foodservice inventory and supply needs. The Facility Coordinator also
will, on request and if feasible, designate a Facility Custodian, to establish and direct the sanitation inventory and
supply needs. The Shelter Manager and the Facility Coordinator will jointly coordinate a work schedule for any
personnel who are not Red Cross employees, volunteers, or contractors. If it is not feasible for one or both of a
Foodservice Manager or a Facility Custodian to be designated by the Facility Coordinator, the Facility Coordinator
will inform the Shelter Manager, who may obtain such services by contract.
(d) At the direction of and in cooperation with the Shelter Manager, the Foodservice Manager will provide
the food and supplies needed for meals at the Shelter site. If, in the opinion of the Shelter Manager, additional food
or supplies are needed, the Shelter Manager will coordinate the procurement of the additional food or supplies. Red
Cross will pay or reimburse Owner for all food and supplies as approved by the Shelter Manager and used in the
course of operating the Shelter.
(e) The Facility Custodian will provide sanitation services and supplies for custodial care at the Shelter as
directed by the Shelter Manager. The Facility Coordinator or Facility Custodian will order and provide all
additional sanitation and custodial supplies and services as shall be determined by the Shelter Manager. Red Cross
will pay or reimburse Owner for all sanitation supplies as approved by the Shelter Manager and used in the course of
operating the Shelter.
(f) Red Cross is not responsible for police or public safety at the Shelter. Any private security services that
are to be the responsibility of Red Cross must be arranged under a separate agreement. Shelter population shall be
exclusively the role of Red Cross. Owner shall not distribute or reveal any information concerning occupants of a
Shelter without the express written consent of the Shelter Manager. No press releases or other information shall be
disseminated without the express written consent of the Shelter Manager. Owner will refer all media questions
related to the Shelter to the Shelter Manager.
(g) Within thirty (30) days after the close of a Shelter, the Facilities Coordinator shall submit to the Red
Cross all invoices to the address above. Invoice backup must include a list of the Shelter operations personnel and
hours worked at the Shelter, and details on any materials or goods used or consumed.
2. Red Cross's Obligations.
(a) The Red Cross Shelter Manager has primary responsibility for the operation of the Shelter. Red Cross
will provide additional Red Cross staff and volunteers to carry out the activities of the Shelter. Red Cross will post
signs identifying the Shelter. Red Cross will remove all Red Cross signs when the Shelter is closed. Red Cross and
all of its agents, and employees, and volunteers will exercise reasonable care in the operation of any Shelter.
Rev. May 2006
(b) Storm damage or other damage caused by the Emergency is not the responsibility of Red Cross. Red
Cross reimburses personnel costs at actual current per hour straight time rate for instruction, custodial, maintenance,
and food service. Red Cross will reimburse Owner for the reasonable actual out-of-pocket costs and expenses for
operational expenses, including the replacement of food, supplies, equipment. Property damaged, lost or stolen due
to the negligence of Red Cross will be compensated based on depreciated actual cash value. Reimbursement for any
extraordinary or capital expenses (including without limitation painting, carpeting, wiring, and structural work) will
be limited to replacement at actual cash value of the property. In such cases, Red Cross will select from among bids
from at least three reputable contractors.
(c) Red Cross will notify the Owner or Facilities Coordinator of the closing schedule for the Shelter.
After the Shelter has been closed, the Facility Coordinator and the Shelter Manager will conduct apost-disaster
facilities survey to ensure that the Shelter is returned to the Owner in the same condition as it was when it was
opened, ordinary wear and tear excepted. The form to be used for this post-operation survey is Form 6556 (Release
of Facility) attached as Exhibit B.
Rev. May 2006
Exhibits A and B
Exhibit A: https://crossnet.redcross.or~office/forms/disaster 6564 shelter Shelter-survey dot
Exhibit B: https://crossnet.redcross.orgJforms/disaster 6556 release of Shelter pdf
Rev. May 2006
SHELTER FACILITY SURVEY
Directions:
Print legibly. This form is used to record
information needed to make effective decisions
whenever it becomes necessary to open a shelter.
The form has fields to record information unique
to many types of disasters, and some may not be
applicable to your situation. Complete all sections
as thoroughly as possible, indicating numbers,
space dimensions, etc. Record only usable
space. If a room is 600 square feet, but has
furniture or fixtures occupying half that space that
can't or won't be removed, the usable space is
300 square feet. Data fields not appropriate to
your application may be left blank or "NJA" may
be inserted. All phone numbers should include
area codes.
(GPS Information)
Latitude:
Longitude:
Map locator information: ADA compliant? ^ Yes ^ No ^ Part
(Map name, page, grid)
Site Name Database ID
Street Address
TownlCity County
State Zip Code District Name
Mailing Address (If different)
Phone ( ) - Fax ( ) -
Directions to the facility from the chapter identified below. Use major landmarks (e.g., highways,
intersections, rivers, railroad crossings, etc.).. Do not use landmarks likely to be destroyed or
unrecognizable after the disaster.
Capacity E= P=
Evacuation @ 20 sq. ft.Jperson
Post Impact @ 40 sq. ft./person
County:
Town:
In Storm Surge/SLOSH area? ^Yes ^No
In Flood Plain?
^No ~ 100yr event ^SOOyr event
Shelter type:Primary
Red Cross Chapter Chapter Code Chapter jurisdiction or SSDA?Chapter
Street Address
Town/City State Zip Code_
Contact Name and Title Phone Number (Y_~_ -
To authorize facility use, call
Name
To open facility, call
Name
Title
Daytime phone number
After-hours/emergency phone
number
American Red Cross Form
Alternate contact to open facility,
call
Name
Title
Daytime phone number
After-hours/emergency phone
number
1 of 6
Title
Daytime phone number
After-hours/emergency phone
number
6564 (Rev. 01/02)
LIMITATIONS ON FACILITY USE
^This facility will be available for use at any time during the year.
^This facility is only available for use during the following time periods.
From to
From to
^This facility is not available for use during the following time periods:
From to
From to
FACILITY INFORMATION
Exterior information Number of parking spaces Handicapped spaces
Number of lots Type of surface
Thickness or load bearing capacity of surface (if known)
Athletic field(s) (Quantity and size [sq. ft.])
Fenced court(s) (Quantity and size [sq. ft.])
Is the facility securable (fenced
Facility construction ^Wood Frame ^Concrete ^Masonry (Brick) ^Metal
^Prefabricated ^Trailer ^Bungalow ^Pod
^Other (describe)
Number of stories (floors) Approximate year of construction
Are there long or open roof spans?^Yes ^No
If yes, where and what length?
(Note: This is for hurricane planning purposes. See ARC 4496 for current standards regarding long/open
roof spans.)
Are there windows in the sleeping area? ^Yes ^No
If yes, are they: Protected from shattering? (Earthquake) ^Yes ^No
Protected by storm shutters? (Hurricane) ^Yes ^No
Does the facility have fire extinguishers? ^Yes ^No
Does the facility have fire sprinklers? ^Yes ^No
Does the facility have a fire alarm? ^Yes ^No
If yes choose one: ^Manual (pull-down) ^Automatic
If requested, who would inspect the facility post-impact to determine that the facility is safe to
occupy?
Name/Agency Phone Number( ) -
2of6
UTILITIES
Electricity Emergency generator on site? ^Yes ^No
Capacity in kilowatts Power for entire shelter? ^Yes ^No
If no, what will it operate?
Operating time, in hours, withou t refueling, at rated capacity
^Auto start ^Manual start Fuel type
Utility company name
Contact name Emergency phone number ( ) -
Generator fuel vendor Emergency phone number( ) -_
Generator repair contact Emergency phone number(-) -_
Heating ^Electric ^Natural gas ^Propane ^ Fuel ^oil
Utility/vendor name_
Contact name Emergency phone number( ) -
Repair contact Emergency phone number( ) -
Cooling ^Electric^ Natural gas ^Propane
Utility/vendor name
Contact name Emergency phone number( ) -
Repair contact Emergency phone number( ) -
Cooking ^Electric ^Natural Gas ^Propane
UtilityNendor name
Contact name Emergency phone number( ) -.
Repair contact Emergency phone number(-) -.
Telephones Business phones available to shelter staff?
^Yes ^No
Number of phones Locations
Utility/vendor name
Contact name Emergency phone number( )
Repair contact Emergency phone number( )
Water ^Municipal ^Well(s) ^Trapped water
If trapped: Potable (drinkable) storage capacity in gallons
Non-drinkable storage capacity in gallons
Utilitylvendor name
Contact name Emergency phone number( )
Repair contact Emergency phone number( )
3 of 6
ACCESSIBILITY FOR PEOPLE WITH DISABILITIES
^Curb cuts (minimum 35 inches wide) ^Accessible doorways (minimum 35 inches wide)
^Ramps (minimum 35 inches wide) ^Automatic doors or appropriate door handles
^Fixed
^Portable
^Level Landings
Accessible and accommodating restrooms
^Grab bars (33-36 inches wide) ^Sinks @ 34 inches in height
^Stall (38 inches wide) ^Towel dispenser @ 39 inches in height
Showers
^Shower stall (minimum 36 inches by 36 inches) ^Grab bars (33-36 inches in height)
^Shower seat (17-19 inches high) ^Hand-held spray unit with hose
^Fixed shower head (48 inches high)
Accessible and accommodating cafeterias
^Tables (28-34 inches high)
^Serving line [counter] (28-34 inches high)
^Aisles (minimum 38 inches wide)
Accessible telephones
^Maximum 48 inches high
^TDD available
^Earpiece (volume adjustable)
Note: No single deficiency in the above list makes a facility "out of compliance" or unfit for
consideration. There are many
acceptable temporary mechanisms that can make a facility accessible. For guidance in this area
contact either your
local Building and Safety Department, Assisted Living Center or adisability-related organization.
Sanitation (List only those facilities that will be accessible to shelter residents and Red Cross staff)
Number of toilets available Men Women Unisex People with disabilities
Number of sinks available: Men Women Unisex People with disabilities
Number of showers available: Men Women Unisex People with disabilities
Are there any limitations on the availability of any of these facilities? ^Yes ^No
If yes, describe limitations. (Only during specific time blocks, etc.)
4of6
FOOD PREPARATION
ONone on site ^Warming oven kitchen
^Full-service kitchen (If full-service meals, "per meal" number that can be produced)
^Facility uses central kitchen -meals are delivered
Central kitchen contact Phone Number( ) -
Equipment (Indicate quantity and size [sq. ft.] as appropriate)
Refrigerators Walk-in refrigerators Ice machines
Freezers Walk-in freezers Braising pans
Burners Griddles Warmers
Ovens Convection ovens Microwave ovens
Steamers Steam kettles
Sinks Dishwashers
FEEDING AREAS
ONone on site ^Snack Bar (seating capacity ) Cafeteria (seating capacity )
^Other indoor seating (describe, including size and capacity estimate)
Total estimated seating capacity for eating
Comments related to feeding
LAUNDRY FACILITIES
Number of clothes washers Number of clothes dryers
Will the Red Cross have access to these machines? []Yes ^No
Special conditions or restrictions
HEALTH SERVICES
Number of rooms available Number of beds or cots
Total square footage of available health care space
5 of 6
ADDITIONAL INFORMATION
Does the chapter have a current agreement for this site? ^Yes ^No
Is this facility within five miles of an evacuation route? ^Yes ^No
Is this facility within 10 miles of a nuclear power plant? ^Yes ^No
Does this facility comply with ARC 4496 (Hurricane)? ^Yes ^No
If no, and this facility is being evaluated for use as a hurricane evacuation shelter, are there any mitigation
steps other actions that can be taken to make the facility safer for shelterees and comply with ARC 4496?
Are there trees, towers or other potential hazards that can affect the safety of the facility or block access to
it during or after a storm or other disaster? ^Yes ^No
If yes, are there any mitigation measures that could reduce or eliminate those hazards?
Groups associated with this facility
^Facility staff required when using facility? ^Yes ^No
^Paid feeding staff required when using facility? ^Yes ^No
^Church auxiliary required when using facility? ^Yes ^No
^Fire auxiliary required when using facility? ^Yes ^No
^Other Required ^Yes ^No
^Other Required ^Yes ^No
Will any of the above groups be trained or experienced in shelter management?
RECOMMENDATIONS/OTHER INFORMATION (Be specific)
••••• Attach a sketch or copy of the facility floor plan •••••
Survey completed/updated by
Printed Name Signature Date completed
Printed Name Signature Date completed
Action taken
^Chapter will use as primary disaster shelter (non-hurricane).
^Chapter will propose inclusion in hurricane evacuation shelters to state.
^Chapter will use as a secondary shelter only.
^Chapter will not pursue use of this facility as a shelter.
6 of 6
AII18~`i~t'.B~II ~i~ed L~~088
RELEASE OF FACILITY
This is to certify that the
controlled, owned, or operated by
and used temporarily by the American Red Cross, DRx
as an emergency disaster facility from to
(date)
American Red Crosa to
less the following deficiencies:
is hereby returned by the
(date)
in a satisfactory condition,
Signaturo of Owner/Operator Signature of American Red Cross Representative
Date Date
Crou 108, FNS 13J62 Amsriun Rsd Cross Form 6558 f7~B71
AMERICAN RED CROSS
Facility Agreement
DR#:
Facility:
This agreement is made and entered into between (Owner/Operator)
and [Chapter ofJ The American National Red Cross (collectively
"the Parties") in order to provide physical facilities to support American Red Cross [DISASTER
RELIEF NUMBER OR NAME OF DISASTER].
A. As such Owner/Operator agrees to:
1. Provide facilities, approximately square feet, known as
[OR IF USING A PORTION OF BUILDING CLEARLY
INDICATE SPACE PARAMETERS YOU WILL BE USING, ADD ATTACHMENT IF
NECESSARY], located at
(City) (State)
(Zip) ("Facility/Property") for the sum of $0.00 or $ per
day/week/month, beginning on for a period of
days/weeks/months ("Term"). The Parties may extend the term by
mutual agreement. Owner/Operator agrees to provide the Red Cross with days prior
written notice should Owner/Operator need to terminate this Agreement for any reason.
2. Provide support to access appropriate telecommunications resources. The
installation, maintenance and removal costs of radios, telephones and related automation
equipment will be borne by the American Red Cross, unless specified otherwise:
3. Provide support to access utilities and other resources. Indicate which party will be
responsible for the cost of the following utilities, on a prorated basis, for utilities actually
used during the Term:
Water: Electricity: Gas:
Furnishings:
Other:
Theselother costs are further specified as:
A separate agreement must be executed between the Parties for use and or reimbursement
for any other Owner/Operator services, including, but not limited to, personnel.
ARC F6621
B. Red Cross agrees:
1. The Facility/Property will be returned to the Owner/Operator in the same condition
as it was when occupied/acquired. Normal wear and tear is considered to be the
responsibility of the Owner/Operator.
2. The [Chapter of ]The American National Red Cross agrees to
defend, hold harmless and indemnify the Owner/Operator against any legal liability in
respect to bodily injury, death and property damage to the extent arising from the sole
negligence of the said Chapter during its use under this Agreement of the property belong to
the Owner/Operator.
C. Both of the above named Parties agree to the following:
1. No modifications or changes will be made to the Facility/Property by the Red Cross
without the express written approval of the Owner/Operator.
2. Prior to occupancy, representatives of both Parties will inspect the Facility/Property
and will note any discrepancies and/or concerns on the inspection form attached to this
Agreement as Attachment l .
3. Prior to vacating the Facility/Property, representatives of both Parties will again
inspect the Facility/Property to note any discrepancies and/or concerns on the release form
attached to this Agreement as Attach~ncnt_?. Normal wear and tear is considered to be the
responsibility of the OwnerlOperator.
4. Prior to occupancy, representatives of both Parties will document the food and
supplies inventory.
5. Prior to vacating the facility, representatives of both Parties will document the food
and supplies used by the Red Cross. The Red Cross agrees to replace or reimburse
for any foods or supplies that may be used by the Red
Cross in the conduct of its relief activities in said Facility/Property.
Other provisions as follows: [FOR EXAMPLE, PARKING, ADA]
8. Contact persons/agents for both Parties are identified as follows. Additional contact
information may be included on a separate page and attached to this agreement:
Red Cross Representative:
Phone ( )
Organization/Owner/Operator:
Phone ( )
9. The American National Red Cross is atax-exempt organization and generally is not
subject to federal, state or local taxes.
ARC F6621
The Parties, acting through their duly authorized officers, have executed this Agreement as of the
Effective Date.
THE CHAPTER
OF THE AMERICAN NATIONAL RED CROSS
By:
Print Name:
Title:
By:
Print Name:
Title:
ARC F6621