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2018-40 RESOLUTION NO. 2018-40 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, STATE OF CALIFORNIA, ADOPTING A RESOLUTION RE-ESTABLISHING THE COMMUNITY EMERGENCY RESPONSE (CERT) PROGRAM AND DISBANDING, EFFECTIVE ON JANUARY 1, 2019, THE VOLUNTEER EMERGENCY OPERATIONS COMMITTEE WHEREAS, the City of Grand Terrace has determined that is in the best interest of the public health, safety and welfare to reestablish the Community Emergency Response (CERT) Program; and WHEREAS, the CERT Program was developed to create a well-trained civilian emergency volunteer force to respond during major disasters; and WHEREAS, the CERT Program will educate the citizens of Grand Terrace on disaster preparedness; and WHEREAS, the CERT Bylaws clarify the role and responsibilities of the Grand Terrace CERT Program by outlining the requirements to become a member of the team, organizational structure, responsibilities, and ongoing participation requirements; and WHEREAS, re-establishing the CERT Program supports recommendations established In the Emergency Operations Coordination Assessment Report. WHEREAS, re-establishing the CERT Program demonstrates the City's commitment to educate and better prepare the community in the event of an emergency. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES HEREBY RESOLVE AS FOLLOWS: Section 1. That the foregoing recitals are true and correct. Section 2. The City Council hereby disbands the Volunteer Emergency Operations Committee effective on January 1, 2019. Section 3. The City Council hereby re-establishes the Grand Terrace CERT Program. Section 4. The City Council hereby adopts the Grand Terrace CERT Program Bylaws, attached as Exhibit A. Reso No. 2018-40 Page 1 of 2 October 9, 2018 Section 5. The City Council hereby directs the City Clerk to certify and adopt this resolution. PASSED, APPROVED AND ADOPTED by the City Council of the City of Grand Terrace, California, at a regular meeting held on the 9'-' day of October 2018. ar y McNaboa ATTEST: h4 Debra L. Thomas City Clerk APPROVED AS TO FORM: 2 1 Richard L. Adams, II City Attorney Reso No. 2018-40 Page 2 of 2 October 9, 2018 STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) CITY OF GRAND TERRACE ) I Debra L. Thomas, City Clerk of the CITY OF GRAND TERRACE, CALIFORNIA, DO HEREBY CERTIFY that the foregoing Resolution, being Resolution No. 2018-40 was duly passed, approved and adopted by the City Council, approved and signed by the Mayor, and attested by the City Clerk, at the regular meeting of said City Council held on the 9ttl day of October 2018, and that the same was passed and adopted by the following vote: AYES: Council Members Henderson, Hussey, Wilson; Mayor Pro Tern Robles; Mayor McNaboe NOES: None. ABSENT: None. ABSTAIN: None. Executed this 10th day of October 2018, at Grand Terrace, California. Debra L. Thomas City Clerk [SEAL] Page 1 of 8 BY-LAWS OF THE GRAND TERRACE COMMUNITY EMERGENCY RESPONSE TEAM (CERT) Preamble Initiated by Resolution of the Grand Terrace City Council on October 9, 2018, The Grand Terrace Community Emergency Response Team (CERT) Program was developed to create a well-trained civilian emergency volunteer force. These teams are vital for disaster situations when the number and scope of incidents clearly overwhelm conventional emergency services. CERT training provides community self-sufficiency through the development of multi-functional response teams that can act as an adjunct to local emergency services during major disasters. In the initial phases of a disaster, CERT Members, empowered by this unique training, can assemble, under the direction of the City Manager, as a Community Emergency Response Team, can perform as individual leaders, directing untrained volunteers while in the field or at the Emergency Operations Center. Article I. The Association Section 1 Association The name of this unincorporated, not for profit association shall be “Grand Terrace CERT.” CERT stands for Community Emergency Response Team. Section 2 Offices The principal office of Grand Terrace CERT is in the State of California and will be located in the City of Grand Terrace, County of San Bernardino. Page 2 of 8 Article II. Objectives of the CERT Organization Section 1 Objectives 1. To promote general public knowledge of the functions, services, resources of CERT, and the needs of the City during a disaster and to encourage individuals and groups to seek them out when appropriate. 2. To educate the citizens of Grand Terrace on disaster preparedness and be a resource to the community. 3. To assist the City in its implementation of the Emergency Operations Coordination Services Report, Emergency Operations Plan and Local Hazard Mitigation Plan, as identified by the City, as applicable. 4. To promote awareness of public safety departments and provide a variety of training opportunities enabling Members to assist the officers of public safety departments in the execution of their duties. Article III. Board Section 1 Board of Directors The CERT Board of Directors is comprised of the City Manager or designee, the CERT Coordinator and four other Board Members. Section 2 Term of Office Each elected Director shall serve for a two (2) year term. The term of a new Director shall begin at the end of the business session at which he/she was elected. Section 3 CERT Coordinator The CERT Coordinator will be elected by the general CERT Membership and Page 3 of 8 approved by the City Manager as the representative of the City. Under the direction of the City Manager, the CERT Coordinator shall assist with the day- to-day activities and responsibilities of CERT and be the primary point of contact for the CERT organization. The CERT Coordinator shall organize and chair all CERT meetings, assign and delegate as appropriate to the other Members of the Board. Section 4 Board Members Board Members will be elected by the general CERT Membership. Section 5 Board Member Responsibilities The Board Members will be responsible for the following functions. Assignment of Members to each function will be based on agreement of the CERT Coordinator and the Board. 1. Planning and Outreach 2. Secretary/Treasurer 3. Training 4. Logistics Section 6 Planning and Outreach Coordinator The Planning and Outreach Coordinator shall provide overall collection, evaluation and dissemination of CERT related information to better understand current CERT status, forecast future needs and assist in the preparation of objectives and strategies and needs. The Planning/Outreach Coordinator will also be the key individual to plan and coordinate outreach activities to the local community. Section 7 Secretary/Treasurer The Secretary/Treasurer carries out the following functions: ● Prepares agendas for meetings and provides notices as specified by these Bylaws. ● Keeps Records, minutes and vital data for the CERT Organization ● Assists the City Manager and CERT Coordinator with financial forecasting, tracking, and works with the Board to keep within established financial goals as set by the City Council, via the City Page 4 of 8 Manager. Section 8 Training Coordinator The Training Coordinator assists the City Manager and CERT Coordinator in the planning, organizing, budgeting, and execution of the Annual CERT Training Program for current and new Members, and is tasked with the execution of the annual training plan. Section 9 Logistics Coordinator The Logistics Coordinator works closely with the Board to ensure adequate provisions of supplies and materials for the CERT organization and provides the CERT Coordinator and City Manager with semi-annual inventory of supplies and equipment and prepares replenishment plans for the CERT organization. Section 10 Salaries Board Members shall not receive financial compensation. They serve on a volunteer basis. Section 11 Vacancies Vacancies in the Board positions may be filled by an appointment made by a quorum of the Board. If the CERT Coordinator position is vacated, the Planning/Outreach Coordinator will become Acting CERT Coordinator, until the position is filled pursuant to Article II. Article IV. Board Meetings Section 1 Regular Meetings A meeting of the Board of Directors will be held at least quarterly. Section 2 Special Meetings The CERT Coordinator or a majority of the Board of Directors may call special meetings. Page 5 of 8 Section 3 Place of the Meeting The annual meetings, regular meetings, or any special meeting called by the Board of Directors shall be held at Grand Terrace City Hall. Section 4 Notice of Meeting Written notice stating the place, date and time of any meeting of the Board will be emailed to each Director no less than 72 hours nor more than ten (10) days before the date of the meeting. Except that special meetings shall require notice of no less than 24 hours. Board meetings are public meetings subject to compliance with California Government Code Section 54950 (Ralph M. Brown Act). Section 5 Quorum A majority of the Board shall constitute a quorum and the majority of the Directors present at a meeting at which a quorum is present shall constitute the acting authority of the Board. Article V. Members Section 1 Eligibility The City Manager and the Board shall admit to general CERT Membership any person who is interested in the furtherance of the purposes of CERT and who satisfies the following eligibility requirements. Applicants must: 1. Be at least 18 years of age; 2. Must pass a Background Check; and 3. Upon admission, be willing to wear a designated uniform during authorized CERT events and training. Section 2 Members Members must successfully complete the prerequisite twenty (20) hours of initial training and remain active CERT participants. Members are expected to attend all CERT meetings. To remain in good standing, Members must attend at least Page 6 of 8 one General Meet or training within a 12-month period. Section 3 Voting Members All CERT Members shall be voting Members at General Membership meetings. A voting Member’s membership shall be deemed automatically vacated and that Member removed from CERT upon failure to meet the requirements of these By-laws. Vacation of membership and removal from CERT for any other reason shall only be for cause as determined by a favorable vote of at least a quorum of the Board. The member must have the opportunity to be heard by the Board before removal, unless the Member’s location is unknown. Article VI. Meetings of Members Section 1 General Membership Meeting General Membership meetings are to be held a minimum of two (2) times per year to transact such matters as deemed proper by the Board of Directors. The time and place of the semi-annual General Member meeting shall be held at Grand Terrace City Hall. General Member meetings should be held no later than seven (7) months from the previous meeting. Failure to hold a semi-annual meeting in a timely manner shall in no way affect the Board of Director ’s or the validity of CERT’s actions. Section 2 Special Meetings A special meeting of the Members may only be called by the Board. Section 3 Training Meetings Training shall be held on a quarterly basis commencing with each fiscal year (July 1-June 30). Page 7 of 8 Section 4 Notice of Meetings Written notice stating the place, date and time of any meeting of the General Meetings will be emailed to each Member no less than 72 hours nor more than sixty (60) days before the date of the meeting. Except that, special meetings shall require written notice of no less than 24 hours. • Members shall provide upon admission to CERT an active email address; however, circumstances may dictate the necessity of alternate method of notification. General Membership meetings, except for training, are public meetings subject to compliance with California Government Code Section 54950 (Ralph M. Brown Act). Section 5 Member Quorum and Voting A majority of current, eligible Members, present at a General Membership meeting constitutes a quorum unless otherwise required by law. Once a meeting of the quorum of Members has convened, subsequent withdrawal by some Members shall not affect the validity of any action taken at the meeting, even if the number of Members drops below the number of Members required for a quorum. Section 6 Votes Each eligible Member present at a General Membership meeting shall have one vote on each matter submitted to a vote at such meeting of the Members. Article VII. Contracts, Checks, Deposits, and Funds Section 1 All City ordinances and policies relating to purchases and fiscal policies shall be followed. Section 2 Gifts The Board of Directors, with approval of the City Manager, may accept on behalf of CERT any contribution, gift, bequest or device intended for the benefit Page 8 of 8 of any general purpose or special purpose of CERT, subject to the compliance with the City of Grand Terrace regulations related to gifts and contributions. Article VIII. Amendments to By-Laws Section 1 These By-Laws may be altered, amended or repealed and new by-laws may be adopted by a majority of the Board present at any regular meeting or at any special meeting of CERT. Any minor changes to the by-laws must be approved by the City Manager, except that substantive changes shall be approved by the City Council.