12-57 Resolution No. 12-57
RESOLUTION
AUTHORIZING EXECUTION OF A MEMORANDUM OF UNDERSTANDING
WITH THE AMERICAN RED CROSS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS. that
David J. Kaptain, Mayor, be and is hereby authorized and directed to execute a Memorandum of
Understanding with The American Red Cross on behalf of the City of Elgin to provide a framework
for cooperation between The American Red Cross and the City of Elgin in preparing for and
responding to disaster situations and assisting emergency response efforts, a copy of which is
attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: March 21, 2012
Adopted: March 21, 2012
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
Memorandum of Understanding
between
The American Red Cross
and
The City of Elgin
American
Red Cross
I. Purpose
The purpose of the Memorandum of Understanding (hereinafter referred to as "MOU") is to
document the relationship between the American Red Cross (hereinafter referred to as "ARC")
and the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as the `'City").
This MOU provides a broad framework for cooperation between the parties hereto in preparing
for and responding to disaster situations at all levels and assisting emergency response efforts, where
necessary. This MOU describes the broad framework for cooperation between the parties hereto to
provide assistance and support services to victims of major emergencies or disasters as well as emergency
responders, and to coordinate emergency preparedness activities where practical and beneficial.
11. Independence of Operations
Each party to this MOU will maintain its own identity in providing service. Each party hereto is
separately responsible for establishing its own policies and financing its own activities.
III. ARC Organization
Founded in 1881, ARC is a humanitarian organization led by volunteers and guided by its
Congressional Charter and the Fundamental Principles of the International Red Cross and Red
Crescent Movement. ARC provides relief to victims of disasters and helps people prevent,
prepare for and respond to emergencies. ARC provides services to those in need regardless of
citizenship, race, religion, age, sex, national origin, disability, sexual orientation, veteran status
or political affiliation.
In providing disaster relief, ARC has both a legal and a moral mandate that it has neither the
authority nor the right to surrender. ARC has the power and the duty to act in a disaster and
its prompt action is expected and supported by the public. The authority of ARC to perform
disaster relief services was established when it was originally chartered by the Congress of
the United States in 1905. The charter charges ARC with the following mandate:
To carry out a system of national and international relief in time of peace,
and apply that system in mitigating the suffering caused by pestilence,
famine, fire, floods, and other great national calamities, and to devise and
carry out measures for preventing those calamities.
U.S.C. §§300101-300111 re-codified 2007 Congressional Charter of the American National
Red Cross.
ARC authority to provide disaster services was reaffirmed by federal law in the 1974
Disaster Relief Act (Public Law 93-288) and in the 1988 Robert T. Stafford Disaster Relief
and Emergency Assistance Act (PL 100-707).
MOU—American Red Cross and The City of Elgin Page 2 of 8
Document version 12/21/2011
III. Methods of Cooperation
ARC and the City desire to expand their mutually-beneficial relationship to enhance community
disaster preparedness and coordinate disaster planning and response activities as follows:
1. ARC and the City will each provide disaster relief services according to the mandate, policies,
and procedures of their individual organizations, and pursuant to the City's code of Ordinances.
2. Both parties hereto will endeavor to coordinate efforts and maintain communications to
maximize timely and comprehensive services to disaster clients and prevent duplication of efforts.
3. To the extent of its abilities. ARC will provide, at no charge to disaster victims, disaster relief
assistance including emergency mass care and individual assistance for individuals with urgent and
verified disaster-caused needs. Assistance is provided to sustain human life, reduce the harsh
physical and emotional distress that prevents victims from meeting their own basic needs, and
promote the recovery of victims when such relief assistance is not available from other sources.
4. ARC assistance to disaster victims is not dependent upon a local, state or federal declaration. All
ARC Disaster Services are provided in accordance with ARC Disaster Services Regulations and
Procedures. ARC will maintain administrative and financial control over its activities.
5. In carrying out its responsibilities to provide for mass care in peacetime disasters, including
precautionary evacuations and peacetime radiological emergencies/nuclear accidents,ARC will
operate appropriate shelter facilities and arrange for mass feeding and other appropriate support. In
doing so, ARC will pay related costs only when such activities are under administrative control of or
authorized by ARC, or when prior written agreements have been made for some other organization to
provide emergency services on behalf of ARC.
6. Close liaison will be maintained between the City and ARC by conference, telephone, facsimile,
email, and other means to facilitate the coordination of resources, both human and material, and the
cooperation of the parties in areas of mutual interest.
7. To facilitate client access to additional City resources, ARC, with the approval from the client,
will share the disaster clients contact information with the City.
8. The City and ARC will include representatives of the other in its committees,task forces, and
working groups formed to mitigate, prepare for, respond to and recover from disasters or other
emergencies.
9. During emergency operations, the City may provide workspace for liaisons of ARC in the City's
Emergency Operations Center and other locations as appropriate, and ARC agrees to supply such
liaison personnel, if requested to facilitate the communication between agencies and vice versa.
10. The City and ARC agree to keep the other informed of emergency situations and of any known
victim or emergency responder needs relating to the disaster or emergency situation.
11. ARC will operate shelters and arrange for mass feeding and other appropriate support, as
available. City volunteers will assist ARC in staffing and arranging for meals as appropriate.
MOU—American Red Cross and The City of Elgin Page 3 of 8
Document version 12/21/2011
12. During major emergency events or disasters where ARC services are deemed necessary by the
City; ARC and the City will advise each other on the actions they have taken, in order to ensure
effective assistance to all disaster victims and to ensure efficient use of resources.
13. Vehicles operated by or for ARC will be considered authorized emergency vehicles for the
purpose of proceeding to or entering a disaster site.
14. Each party hereto agrees to continue cooperative efforts in the areas of disaster preparedness,
training and planning.
IV. General
a. ARC and the City will use or display the name, emblem, or trademarks of the other party hereto
only in the case of defined projects and only with the prior, express, written consent of the other party
hereto.
b. ARC and the City will use their best efforts to generally inform the public of their cooperative
efforts.
c. ARC and the City will widely distribute this MOU within their respective departments and
administrative offices of each party hereto and urge full cooperation.
d. ARC and the City will allocate responsibility for any shared expenses in writing in advance of any
commitment.
e. The City agrees to adhere to Attachment B- the Code of Conduct for the International Red Cross
and Red Crescent Movement and Non Government Organizations (Ngo's) in Disaster Relief as it
applies to disaster—caused situations in the USA.
V.Periodic Review and Analysis
Representatives of ARC and the City will, on an annual basis, on or around the anniversary date of this
MOU,jointly evaluate their program in implementing this MOU and revise and develop new plans or
goals as may be appropriate.
VI. Term and Termination
The parties hereto shall each use their best efforts, in all respects, to coordinate efforts between them in
accordance with the terms of this MOU, and the responsibilities enumerated herein to best serve the
community. This MOU shall be effective immediately upon the signature of the last party of the MOU.
It may be terminated by written notice from either party to the other at any time.
MOU—American Red Cross and The City of Elgin ' Page 4 of 8
Document version 12/21/2011
VII. No Partnership
This MOU shall not be construed so as to create a joint venture, partnership, employment or other
agency relationship between the parties hereto, except as may be specifically provided for herein.
VIII. Sole Agreement
This MOU is the only agreement between the parties hereto regarding the subject matter hereof. There
are no other agreements, oral, written or implied, between the parties hereto regarding the subject
matter hereof.
IX.Third Parties
This MOU is not intended to and shall not be construed so as to benefit any third party or to create any
special duties, rights or obligations as to any third parties.
X. Miscellaneous
Neither party to this MOU has the authority to act on behalf of the other party or bind the other party to
any obligation. This MOU is not intended to be enforceable in any court of law or dispute resolution
forum. The sole remedy for non-performance under this MOU shall be termination, with no damages or
penalty.
MOU—American Red Cross and The City of Elgin Page 5 of 8
Document version 12/21/2011
American Red Cross - 6 -
VIII. Signatures
American Red Cross City of Elg'n
By: By:
'Signature Signature
Name: LaForice Nealy Name: David J Kaptain
Print Name Print Name
Title: Chief Operating Officer Title: Mayor
Print Title Print Title
Date: Date: March 21, 2012
MOU American Red Cross Page 6 of 8
Document version:06/28/11
I
ATTACHMENT A—Organization Contact Information
Primary Points of Contact
The primary points of contact in each organization will be responsible for the implementation of
the MOU in their respective organizations, coordinating activities between organizations, and
responding to questions regarding this MOU. In the event that the primary point of contact is no
longer able to serve, a new contact will be designated and the other organization informed of the
change.
NOTE: When Attachment A is updated, the revised attachment is inserted in the MOU. The MOU does
not need to be signed again.
Relationship Manager Contact*
American Red Cross City of Elgin
Contact Ronald Carlson Contact
Title Government Liaison Title
Office phone 847-878-6689 Office phone
Mobile 847-878-6689 Mobile
e-mail Carlson usa.redcross.or e-mail
*The Relationship Manager is the person that works with the partner organization in developing and executing the MOU.
Operational Contact**
American Red Cross City of Elgin
Contact ARC Dispatch Contact
Title Emergency Dispatch Title
Office phone 877-597-0747 Office phone
Mobile Mobile
e-mail e-mail
**The Operational Contact is the person each organization will call to initiate the disaster response activities as defined in
the MOU.
Organization Information
American Red City of Elgin
Department Disaster Services/Government Liaison Department
Address 1293 Windham, Romeoville, 1160446 Address
e-mail carlsonrRusa.redcross.or1g e-mail
Website www.redcross.or4 Website
MOU—American Red Cross and the City of Elgin Page 7 of 8
Attachment A—Organization Contact Information
Document version: 12/21/2011
1
ATTACHMENT B
Code of Conduct for
The International Red Cross and Red Crescent Movement
and
NGOs in Disaster Relief
Principle Commitments:
1. The Humanitarian imperative comes first.
2. Aid is given regardless of the race; creed or nationality of the recipients and without adverse
distinction of any kind. Aid priorities are calculated on the basis of need alone.
3. Aid will not be used to further a particular political or religious standpoint.
4. We shall endeavor not to act as instruments of government foreign policy.
5. We shall respect culture and custom.
6. We shall attempt to build disaster response on local capacities.
7. Ways shall be found to involve program beneficiaries in the management of relief aid.
8. Relief aid must strive to reduce future vulnerabilities to disaster as well as meeting basic needs.
9. We hold ourselves accountable to both those we seek to assist and those from whom we accept
resources.
10. in our information, publicity and advertising activities, we shall recognize disaster victims as
dignified human beings; not hopeless objects.
More information about the code of conduct can be found at www.ifrc.org—Code of Conduct
Signatories of the Code of Conduct:
The International Federation keeps a public record of all the humanitarian organizations that become signatories of
the code. The contact details of each organization are verified.
Non-governmental Organizations who would like to register their support for this Code and their willingness to
incorporate its principles into their work should fill in and return the registration form.
MOU—American Red Cross and the City of Elgin Page 8 of 8
Attachment C—Roles and Responsibilities
Document version: 12/21/2011
ii
REPORT TO MAYOR & MEMBERS OF CITY COUNCIL ELGIN
THE CfTY IN THE SUBURBS-
AGENDA ITEM: M
MEETING DATE: March 7, 2012
ITEM:
Memorandum of Understanding with the American Red Cross to Provide Assistance and
Support Services
(No Cost to the City)
OBJECTIVE:
Provide a broad framework for cooperation between the American Red Cross and the city to
provide assistance to victims of major disasters within Elgin.
RECOMMENDATION:
Approve the memorandum of understanding agreement with the American Red Cross for
services to victims of disaster situations.
BACKGROUND
In September of 2011, the fire department was approached by Ron Carlson of the American
Red Cross to develop an agreement between the city of Elgin and his organization. This
agreement, a memorandum of understanding, provides that the American Red Cross will offer
assistance and support services to Elgin victims of major emergencies or disasters. Additionally,
the American Red Cross can offer deployment of emergency responders to assist with the
coordination of emergency preparedness activities where practical and beneficial.
OPERATIONAL ANALYSIS
The American Red Cross offers services for victims of major emergencies at no cost to them or
to the city. Services provided include relief assistance, emergency mass care and individual
assistance for those with urgent and verified disaster-caused needs. The American Red Cross
strives to help to sustain human life and reduce the harsh physical and emotional distress that
prevents victims from meeting their own basic needs. Currently, Elgin responds to victim needs
by providing a packet of information entitled "After the Fire," which includes no direct
assistance, but information on how to obtain assistance. By entering into this memorandum of
understanding with the American Red Cross, Elgin's response to victim needs will be greatly
improved; victims will have the option of receiving personal help meeting their immediate
needs after a catastrophe.
•
1
• INTERESTED PERSONS CONTACTED
The American Red Cross and the Elgin fire department worked collaboratively throughout the
process of developing this agreement.
FINANCIAL ANALYSIS
There are no direct costs associated with executing this memorandum of understanding.
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
N/A N/A N/A N/A N/A
LEGAL IMPACT
None.
ALTERNATIVES
• The city council may choose not to enter into this memorandum of understanding with the
American Red Cross, leaving Elgin's victim response to disasters unchanged.
NEXT STEPS
Execute the memorandum of understanding between the American Red Cross and the city of
Elgin.
Originators: John P. Fahy, Fire Chief
Final Review: Colleen Lavery, Chief Financial Officer
William A. Cogley, Corporation Counsel/Chief Development Officer
Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Sean R. Stegall, City Manager
ATTACHMENTS
A: Memorandum of Understanding with the American Red Cross
•
(ice
2
Memorandum of Understanding
between
The American Red Cross
and
The City of Elgin
American
Red Cross
•
• L Purpose
The purpose of the Memorandum of Understanding (hereinafter referred to as "MOU") is to
document the relationship between the American Red Cross (hereinafter referred to as "ARC")
and the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as the "City").
This MOU provides a broad framework for cooperation between the parties hereto in preparing
for and responding to disaster situations at all levels and assisting emergency response efforts, where
necessary. This MOU describes the broad framework for cooperation between the parties hereto to
provide assistance and support services to victims of major emergencies or disasters as well as emergency
responders,and to coordinate emergency preparedness activities where practical and beneficial.
II. Independence of Operations
Each party to this MOU will maintain its own identity in providing service. Each party hereto is
separately responsible for establishing-its own policies and financing its own activities.
M. ARC Organization
Founded in 1881, ARC is a humanitarian organization led by volunteers and guided by its
Congressional Charter and the Fundamental Principles of the International Red Cross and Red
Crescent Movement. ARC provides relief to victims of disasters and helps people prevent,
• prepare for and respond to emergencies. ARC provides services to those in need regardless of
citizenship, race, religion, age, sex, national origin, disability, sexual orientation, veteran status
or political affiliation.
In providing disaster relief; ARC has both a legal and a moral mandate that it has neither the
authority nor the right to surrender. ARC has the power and the duty to act in a disaster and
its prompt action is expected and supported by the public. The authority of ARC to perform
disaster relief services was established when it was originally chartered by the Congress of
the United States in 1905. The charter charges ARC with the following mandate:
To carry out a system of national and international relief in time of peace,
and apply that system in mitigating the suffering caused by pestilence,
famine, fire, floods, and other great national calamities, and to devise and
carry out measures for preventing those calamities.
U.S.C. §§300101-300111 re-codified 2007 Congressional Charter of the American National
Red Cross.
ARC authority to provide disaster services was reaffirmed by federal law in the 1974
Disaster Relief Act (Public Law 93-288) and in the 1988 Robert T. Stafford Disaster Relief
and Emergency Assistance Act (PL 100-707).
• MOU—.American Red Cross and The City of Elgin Page 2 of 8
Document version 12121!2011
• III. Methods of Cooperation
ARC and the City desire to expand their mutually-beneficial relationship to enhance community
disaster preparedness and coordinate disaster planning and response activities as follows:
1. ARC and the City will each provide disaster relief services according to the mandate,policies,
and procedures of their individual organizations,and pursuant to the City's code of Ordinances.
2. Both parties hereto will endeavor to coordinate efforts and maintain communications to
maximize timely and comprehensive services to disaster clients and prevent duplication of efforts.
3. To the extent of its abilities. ARC will provide, at no charge to disaster victims, disaster relief
assistance including emergency mass care and individual assistance for individuals with urgent and
verified disaster-caused needs. Assistance is provided to sustain human life, reduce the harsh
physical and emotional distress that prevents victims from meeting their own basic needs, and
promote the recovery of victims when such relief assistance is not available from other sources.
4. ARC assistance to disaster victims is not dependent upon a local, state or federal declaration. All
ARC Disaster Services are provided in accordance with ARC Disaster Services Regulations and
Procedures. ARC will maintain administrative and financial control over its activities.
5. In carrying out its responsibilities to provide for mass care in peacetime disasters, including
precautionary evacuations and peacetime radiological emergencies/nuclear accidents,ARC will
• operate appropriate shelter facilities and arrange for mass feeding and other appropriate support. In
doing so, ARC will pay related costs only when such activities are under administrative control of or
authorized by ARC, or when prior written agreements have been made for some other organization to
provide emergency services on behalf of ARC.
6. Close liaison will be maintained between the City and ARC by conference, telephone, facsimile,
email, and other means to facilitate the coordination of resources, both human and material, and the
cooperation of the parties in areas of mutual interest.
7. To facilitate client access to additional City resources,ARC, with the approval from the client,
will share the disaster clients contact information with the City.
8. The City and ARC will include representatives of the other in its committees, task forces, and
working groups formed to mitigate,prepare for, respond to and recover from disasters or other
emergencies.
9. During emergency operations, the City may provide workspace for liaisons of ARC in the City's
Emergency Operations Center and other locations as appropriate, and ARC agrees to supply such
liaison personnel, if requested to facilitate the communication between agencies and vice versa.
10. The City and ARC agree to keep the other informed of emergency situations and of any known
victim or emergency responder needs relating to the disaster or emergency situation.
11. ARC will operate shelters and arrange for mass feeding and other appropriate support,as.
available. City volunteers will assist ARC in staffing and arranging for meals as appropriate.
• MOU—American Red Cross and The City of Elgin Page 3 of 8
Document version 12/21/2011
• 12. During major emergency events or disasters where ARC services are deemed necessary by the
City;ARC and the City will advise each other on the actions they have taken, in order to ensure
effective assistance to ail disaster victims and to ensure efficient use of resources.
13. Vehicles operated by or for ARC will be considered authorized emergency vehicles for the
purpose of proceeding to or entering a disaster site.
14. Each party hereto agrees to continue cooperative efforts in the areas of disaster preparedness,
training and planning.
IV. General
a. ARC and the City will use or display the name, emblem, or trademarks of the other party hereto
only in the case of defined projects and only with the prior, express, written consent of the other party
hereto.
b. ARC and the City will use their best efforts to generally inform the public of their cooperative
efforts.
c. ARC and the City will widely distribute this MOU within their respective departments and
administrative offices of each party hereto and urge full cooperation.
d. ARC and the City will allocate responsibility for any shared expenses in writing in advance of any
commitment.
• e. The City agrees to adhere to Attachment B-the Code of Conduct.for the International Red Cross
and Red Crescent Movement and Non Government Organizations(Ngo's) in Disaster Relief as it
applies to disaster—caused situations in the USA.
V. Periodic Review and Analysis
Representatives of ARC and the City will, on an annual basis, on or around the anniversary date of this
MOU,jointly evaluate their program in implementing this MOU and revise and develop new plans or
goals as may be appropriate.
VI. Term and Termination
The parties hereto shall each use their best efforts, in all respects, to coordinate efforts between them in
accordance with the terms of this MOU, and the responsibilities enumerated herein to best serve the
community. This MOU shall be effective immediately upon the signature of the last party of the MOU.
It may be terminated by written notice from either party to the other at any time.
• MOU—American Red Cross and The City of Elgin Page 4 of 8
Document version 12/21/2011
I
• VII.No Partnership
This MOU shall not be construed so as to create a joint venture, partnership, employment or other
agency relationship between the parties hereto, except as may be specifically provided for herein.
VIII. Sole Agreement
This MOU is the only agreement between the parties hereto regarding the subject matter hereof There
are no other agreements, oral, written or implied, between the parties hereto regarding the subject
matter hereof.
IX. Third Parties
This MOU is not intended to and shall not be construed so as to benefit any third party or to create any
special duties, rights or obligations as to any third parties.
X.Miscellaneous
Neither party to this MOU has the authority to act on behalf of the other party or bind the other party to
any obligation. This MOU is not intended to be enforceable in any court of taw or dispute resolution
forum. The sole remedy for non-performance under this MOU shall be termination, with no damages or
penalty.
•
MOU—American Red Cross and The City of Elgin Page 5 of 8
Document version 12/2I/2011
• Signatures
American Red Cross
By: B`:
Signa a Signature
Name: La Forice Nealy Name:
Print Name Print Name
Title: Chief Operating Officer Title:
Print Title Print Title
Date: Date:
•
6
• ATTACHMENT A—Organization Contact Information
Primary Points of Contact
The primary points of contact in each organization will be responsible for the implementation of
the MOU in their respective organizations, coordinating activities between organizations, and
responding to questions regarding this MOU. In the event that the primary point of contact is no
longer able to serve, a new contact will be designated and the other organization informed of the
change.
NOTE: When Attachment A is updated, the revised attachment is inserted in the MOU. The MOU does
not need to be signed again.
Relationship Manager Contact*
American Red Cross City of Elgin
Contact Ronald Carlson Contact
Title Government Liaison Title
Office phone 847-878-6689 Office phone
Mobile 847-878-6689 Mobile
e-mail carlson @usa.redcross.org e-mail
*The Relationship Manager is the person that works with the partner organization in developing and executing the MOU.
Operational Contact**
American Red Cross City of Elgin
Contact ARC Dispatch Contact
Title Emergency Dispatch Title
Office phone 877-597-0747 Office phone
Mobile Mobile
e-mail e-mail
"The Operational Contact is the person each organization will call to initiate the disaster response activities as defined in
the MOU.
Organization Information
American Red City of Elgin
Department Disaster Services/Government Liaison Department
Address 1293 Windham, Romeoville, 11 60446 Address
e-mail carlsonrnusa.redcross.org e-mail
Website www.redcross.or Website
• MOU—American Red Cross and the City of Elgin Page 7 of 8
Attachment A—Organization Contact Information
Document version: 12/21/2011
ATTACHMENT B
Code of Conduct for
The International Red Cross and Red Crescent Movement
and
NGOs in Disaster Relief
Principle Commitments:
1. The Humanitarian imperative comes first.
2. Aid is given regardless of the race, creed or nationality of the recipients and without adverse
distinction of any kind. Aid priorities are calculated on the basis of need alone.
3. Aid will not be used to further a particular political or religious standpoint.
4. We shall endeavor not to act as instruments of government foreign policy.
5. We shall respect culture and custom.
6. We shall attempt to build disaster response on local capacities.
7. Ways shall be found to involve program beneficiaries in the management of relief aid.
. 8. Relief aid must strive to reduce future vulnerabilities to disaster as well as meeting basic needs.
9. We hold ourselves accountable to both those we seek to assist and those from whom we accept
resources.
10. In our information, publicity and advertising activities, we shall recognize disaster victims as
dignified human beings, not hopeless objects.
More information about the code of conduct can be found at www.ifrc.org—Code of Conduct
Signatories of the Code of Conduct:
The International Federation keeps a public record of all the humanitarian organizations that become signatories of
the code.The contact details of each organization are verified.
Non-governmental Organizations who would like to register their support for this Code and their willingness to
incorporate its principles into their work should fill in and return the registration form.
• MOU—American Red Cross and the City of Elgin Page 8 of 8
Attachment C—Roles and Responsibilities
Document version: 12/21/2011