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Home My WebLink AboutFS 2008-10-07 COMPLETE AGENDA PACKET City of Tukwila Distribution; M. Miotke �y11�4 Duffle J. Morrow 9S P. Linder G. Labanara D. Finance Safety Committee K. Hougaaard J J. I Pace Mayor Haggerton D. Speck Dennis Robertson, Chair R. Berry R. Still C. O'Flaherty D. Tomaso Pam Linder B. Fletcher Judge Walden 1908 D. Haynes C. Parrish Kathy Hougardy S. Hunstock B. Arthur M. Hart K. Narog(cover) AGENDA V. Jes S. Kirby (email) S. Kerslake S. Norris (email) T. Kinlow C. Flores K. Matei L. Verner TUESDAY, O CTOBER 7, 2008 CONFERENCE ROOM ##3; 5 PM PLEASE NOTE THE PRESENTA TIoN BELOW BEGINS A T 4 PM Item Action to be Taken Page 1. PRESENTATIONS 4 PM Representatives from the City of DesMoines will be in attendance to provide an overview of their Animal Control Process; Police Chief Roger Baker and Animal Control O>fcer Jan Magnuson. 2. BUSINESS AGENDA a. A resolution authorizing the cancellation of a. Forward to 10/13 C.O.W. Pg.1 outstanding claims checks, Municipal Court checks, and 10/20 Reg. and Foster Golf gift cards; Shawn Hunstock, Finance Director. b. A resolution ordering the cancellation of past -due b. Forward to 10/13 C.O.W. Pg.7 accounts receivables and returned check write -offs; and 10/20 Reg. Shawn Hunstock, Finance Director. c. Memorandum of Agreement for FEMA National Urban c. Forward to 10/13 C.O.W. Pg.11 Search Rescue Response System; and 10/20 Reg. Chris Flores, Assistant Fire Chief. 3. ANNOUNCEMENTS 4. MISCELLANEOUS Next Scheduled Meeting: Tuesday, October2l, 2008 Future Agenda Items: Council Goal #3; work together in cooperation with nearby cities to address common problems (safety) in the Highway 99 corridor and Military Road. Animal Control status monitoring. Safety in Overnight Lodging (on hold pending outcome of court case). Panhandle ordinance. The City of Tukwila strives to accommodate individuals with disabilities. Please contact the City Clerk's Office at 206- 433 -1800 for assistance. City-2f Tukwila Department of Finance Shawn Hunstock, Finance Director MEMORANDUM October 7,2008 From: Mayor Jim Haggerton Finance & Safety Committee Shawn Hunstock, Finance Director'&- Finance Department To: Subject: Annual Write-Off of Outstanding/Unredeemed Accounts Payable Claims Checks, Municipal Court Checks, and Foster Golf Claims Checks/Gift Cards The attached proposed resolution will write-off a total of $4,624.80 in unredeemed/outstanding items to be reported in the year 2008 to the Washington State Department of Revenue Unclaimed Property Section as follows: General Fund (000): Claims Checks (various) Municipal Court Checks (various) General Fund Subtotal $ 339.57 2,141.00 $2,480.57 Water (401 Fund): Claims Check (Annalisa Blacker) Claims Check (Specialtees) Claims Check (Lucky Irish Holdings) Water Fund Subtotal $ 16.00 35.00 15.00 $ 66.00 Golf Course (411 Fund): Claims Check (Jim Sullivan) Gift Cards (various) Grand Total - All $ 25.00 $2,053.23 $4.624.80 Once the City cancels these outstanding items, the amounts will be retained by the City and returned to the General, Water and Golf Course Funds, respectively. The Golf Course outstanding gift cards amount will be remitted as payment to the Washington State Dept. of Revenue Unclaimed Property Section. Attachments Lej! 6200 Southcenter Boulevard' Tukwila, Washington 98188-2544' Phone: (206) 433-1838' Fax: (206) 433-1833 Email: shunstock@ci.tukwila.wa.us RAFT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, AUTHORIZING THE CANCELLATION OF OUTSTANDING CLAIMS CHECKS, MUNICIPAL COURT CHECKS, AND FOSTER GOLF GIFT CARDS. WHEREAS, the State of Washington, Department of Revenue Unclaimed Property Section, for the reporting year 2008/ requires a one-year dormancy period for outstanding claims checks, a two-year dormancy period for municipal court checks, and a three-year dormancy period for gift cards; and WHEREAS, the City Finance Department has made all reasonable attempts to resolve the outstanding, unredeemed claims checks, municipal court checks, and gift cards; and WHEREAS, the City Council of the City of Tukwila wishes to cancel all outstanding, unclaimed claims checks issued prior to July 1, 2007, municipal court checks issued prior to July 1, 2006, and gift cards issued prior to January 1, 2006; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: The Tukwila City Council authorizes the cancellation of claims checks, municipal court checks, and gift cards, as detailed on Attachment A. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of ,2008. ATTEST/AUTHENTICATED: Joe Duffie, Council President Christy 0' Flaherty, CMC, City Clerk APPROVED AS TO FORM BY: Filed with the City Clerk: Passed by the City Council: Resolution Number: Office of the City Attorney Attachments: -- Attachment A, Washington State Department of Revenue 2008 Unclaimed Property Reporting (1 page) -- 2008 Unclaimed Property Summary Report (2 pages) C:\Documents and Settings\All Users\Desktop\Kelly\MSDATA \Resolutions\Outs Warrants 2008.doc LJ:kn 9/23/2008 Page 1 of 1 Attachment "A" .. " , .C' 00 'W:" :4' "S't' .t.- .. -- - - . - - - ---- -- -- - -- - - --.- ----- ----- - -- ----. - - -..- -- -- ~%~:c~""'~'7c'.cnn cc1!- - - - . - - - ------ - --------- ______ - - - ___ __ - .__ . __ ____ - __ . __n_ ..c~~.....n.~n.C_nc. '2nO'0' uS' 'U' n.~ --------------- - - ---- R-7"E~~~~~~ .....nc - --- - - - -- -- -- ill NU1\ffiER 000 - General Fund VariOllS Various 11863 11866 11882 DATE VEl\TDOR AMOUNT Various Various 08/26/05 09/23/05 12/29/05 Aggregate-Various (Claims Checks under $50) Aggregate-Various (Court Checks under $50) Baljit Singh David Keith Legge Alliance One Inc. General Fund Total: $339.57 $25.00 $1,900.00 $150.00 $66.00 $2,480.57 401 - Water Utility Fund 324862 07/17/06 325038 07/17/06 329636 02/20/07 Annalisa Blacker Specialtees Lucky Irish Holdings Inc. 401 Fund Total: $16.00 $35.00 $15.00 $66.00 411- Foster Golf Course 326201 09/05/06 Jim Sullivan 411 Fund Total: $25.00 $25.00 Seventy-two (72) miscellaneous gift cards 411 Fund Total: $2,053.23 $2,053.23 GRAIVD TOTAL: $4,624.80 Treasurer's Checks: No outstanding treasurer's checks to report for 2008 Unclaimed Property filing year. Total Treasurer's Checks: Claims_Ch k G #324698 324925 324934 324956 325027 325035 325419 325796 325817 326868 326971 327665 327680 327841 327898 329523 330837 330851 330865 330939 331599 331770 ec s Gen 000 Fund: 07/03/06 07/17/06 07/17/06 07/17/06 07/17/06 07/17/06 08/07/06 08/21/06 08/21/06 10/16/06 10/16/06 11/20/06 11/20/06 11/20/06 11/20/06 02/20/07 04/16/07 04/16/07 04/16/07 04/16/07 05/21/07 05/21/07 .Claims_Ch?J ks Water 401 Fund: #324862 07/17/06 325038 07/17/06 329636 02/20/07 Property Owner:. Laura Lilyblade Brett Gallaguer Ronald Green Jennifer Jergensen Leda Schuening Lois E. Slade Jon H. Blount Sanja Gregor Kearns Stanley A. Leghorn Chris Buser David L. Jacobson Bill Britt Phuoc Chiem Joseph Nguyen Daniel Shample Joe Bays Lien Lai Jacob Magnusson Stephen A. Muckerheide Susan Stark Vildana Jusufbegovic John R. Young Total General Fund Claims Checks: Psoerty Owner: Annalisa Blacker Specialtees Lucky Irish Holdings Inc. Total 401 Fund Claims Checks: Claims Checks GQjLGQU1 411 Fund: Property Owner: Ck #326201 09/05/06 Jim Sullivan Total 411 Fund Claims Checks: 2008 Unclaimed Property Summary Report Total All Claims Checks: Rescri tion• Refund Swim Lesson Juror fee Juror fee Juror fee Juror fee Juror fee 2005 PSE Utility Tax Rebate Juror fee Juror fee Juror fee Juror fee Refund TCC Fitness Pass Juror fee Juror fee Juror fee Refund Permit #PG06 -049 Juror fee Juror fee Juror fee Juror fee Juror fee Juror fee ILeacrigtion: Refund Overpayment on water bill Refund Account credit balance Refund Overpayment on water bill D_escrip_tiom. Refund Tourney Fee $0.00 All Code: CK04 0.00 0.00 $4.50 15.34 12.23 11.78 14.45 12.67 35.16 12.22 10.00 12.22 12.22 27.00 14.00 15.34 17.12 30.00 24.84 11.69 12.91 10.00 11.94 11.94 339.57 $66.00 $430.57 $16.00 35.00 15.00 General Fund All Code: CK06 401 Fund All Code: CK06 $25.00 411 Fund $25.00 All Code: CK06 lej 09/21/2008 6:09 PM p ��Cjp �tl4l rncmed Property filing Yea to report fo payroll checks No outstanding p Del' #11863 08126105 11866 09123105 11882 12129!05 11920 02128106 G9 Various ID Number G Fund Total Payroll Claims: Baljit Singh David Keith Legge Alliance One Inc. Paul Jon Dewald Total Municipal Court Checks: (72) Misc. Gift Cards aperty owners) unknown p ed (All variously nom to State: Grand Total to be Reported Vendor Aggregates (under $50) Total General Fund Date, Various ao ptioD:. Bail refund Bail bert Trust #57694 Overpayment court Fee 2008 Unclaimed Propel Page 2 $1,90 150.Q 66.0 25.0 2, 1 4 $2,053. L$11,6 All Code: CK06 G Fund All General Fun All Code 411 Fund All Code: Mg•2 Am $339. $33 lej 09/21/2008 6:09 PM MEMORANDUM To: Mayor / City Council . Shawn Hunstock, Finance Director~ From: Date: September 29, 2008 Subject: CANCELLATION OF ACCOUNTS RECEIVABLE The annual proposed resolution totaling $9,080.51 reflects amounts deemed uncollectible. The items listed have been through the City's collection program and have not been successfully resolved. Although we are writing them off the "official" City books, these amounts will still be subject to collection. These items include: False Alarms Account total of $175.00, NSF Checks Account total of $lJ77.00 and all other Miscellaneous Billing Account total of $7,728.51. The funds affected will be properly adjusted. The process for tracking accounts receivable is quite thorough. The steps below are followed prior to the attached write-off resolution: · Invoice is sent to recipient by the Finance Department, payable in 30 days. · Second notice is then sent specifying due date before receivable is forwarded to collection agency. · Collection agency sends a series of three letters for the original amount due, with the final letter advising that legal action will be taken if payment is not made. If there is no response from debtor after the letter series, the debt is then reported to the National Credit Bureaus. · Collection agency then pursues legal action after the debtor is given a final opportunity to dispute the claim. This includes attaching checking accounts, garnishments, lawsuits and other legal methods. The items on the proposed resolution reflect those that have been through the process above and receivables are still due with the likelihood of collection being very low. We do collect amounts after write-offs, but very seldom. The City cannot revoke or deny a business license for non-payment of an accounts receivable claim. C:\Documents and Settings\A1l Users\Desktop\Kelly\MSDATA\Finance\Cancellation of Accounts Receivable memo.doc ksn 9/29/2008 DRAFT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, ORDERING THE CANCELLA TION OF PAST-DUE ACCOUNTS RECEIVABLE AND RETURNED CHECK WRITE-OFFS. WHEREAS, certain receivables and checks have been deemed uncollectible after efforts by both the City and a collection agency have been unsuccessful; and WHEREAS, the City will continue to pursue these receivables when practical; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Miscellaneous Accounts Receivable and Returned Checks. The total of $9,080.51 is deemed uncollectible. See Attachment A. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of , 2008. ATTEST / AUTHENTICATED: Joe Duffie, Council President Christy O'Flaherty, CMC, City Clerk APPROVED AS TO FORM: By: Office of the City Attorney Filed with the City Clerk Passed by the City Council Resolution Number Attachment: "Attachment A" C:\Documents and Settings\All Users\Desktop\Kelly\MSDATA \Resolutions\ Write offs.doc LA:kn 10/1/2008 Page 1 of 1 Return Date 01/26/07 04/09/07 04/05/07 05/14/07 06/29/07 08/16/07 12/14/07 Invoice Date 06/30/05 12/31/06 03/31/05 12/31/07 12/31/07 12/31/06 08/23/06 08/23/06 09/06/06 10/02/06 Invoice Date 05/23/06 05/23/06 12/31/06 12/31/06 12/31/06 05/14/06 12/27/07 Attachment A- Past Due Accounts Receivable and Returned Check Write -offs as of 10/6/08 Customer Tanisha Brown (MB0605) Geico Insurance (MB1209) Antoinette Jones MB0345) Phil Kneedler Dennis Knudson Charles Lau Master Printers Northwest Master Printers Northwest Master Printers Northwest Master Printers Northwest Miscellaneous Billing Total Customer Champs Sports Warehouse Champs Sports Warehouse Eagle Global Warehouse Eagle Global Warehouse Eagle Global Warehouse Furniture Factory Jiffy Lube MISCELLANEOUS Fund Invoice No. Amount For Water CD -00394 1,131.04 Fire hydrant damage Water CD -00397 372.50 Fire hydrant damage General CD -00384 1,883.12 jersey barrier damage General MB -00134 1.78 Clean -up program excess fees General MB -00131 23.16 Clean -up program excess fees General MB1215 3,926.91 Tree and shrub damage -EMW So General CD -00336 60.00 Reinspection fee General CD -00335 85.00 Reinspection fee General CD -00334 110.00 Reinspection fee General CD -00333 135.00 Reinspection fee Customer Mac D Services /Willie Jones Leonard Sampson Leonard Sampson Artina Mitchell Jeffrey W. Kairis Jose A. Garza Clarence McMillan Returned Check Total Write -off Grand Total Fund General General General General General General General False Alarms Total Fund General Golf Golf General General Golf General Invoice No. CD -00166 CD -00174 CD -00103 CD -00092 CD -00105 CD -00110 PF -00431 Check No. Ck 1032 Ck #1104 Ck 1107 Ck 104 Ck 1522 Ck 3444 Ck 1034 7,728.51 i FA'I SE ALARM§ Amount For 25.00 Police false alarm 25.00 Police false alarm 25.00 Police false alarm 25.00 Police false alarm 25.00 Police false alarm 25.00 Police false alarm 25.00 Police false alarm 175.00 RETURN CHECKS Amount For 30.00 Fitness Pass -TCC 66.00 Greens fees, power cart 70.00 Greens fees 36.00 Fitness Pass -TCC 220.00 Daycamp -TCC 720.00 24- greens fees 35.00 Fitness Pass -TCP 1,177.00 9,080.51 Notes To EPR 3/2/07 To EPR 5/9/07,9/29/08 To EPR 5/9/07,9/29/08 To EPR 8/2/07 To EPR 9/14/07 To EPR 9/24/07 To EPR 2/6/08 Notes Failed to pay court ordered restitution 11/23/07 Insurance company would only pay 1/2 of bill Pd. $75.00 then did not pay further restitution Mail returned 1/16/08 -too small for collections Wrong address given -mail returned 1/21/08 Vehicle stolen- insurance will not pay Out of business 3/5/07 -To EPR 8/10/07 Out of business 3/5/07 -To EPR 8/10/07 Out of business 3/5/07 -To EPR 8/10/07 Out of business 3/5/07 -To EPR 8/10/07 Notes To EPR 8/10/07 To EPR 8/10/07 Business not licensed w/ City -To EPR 9/26/07 Business not licensed w/ City -To EPR 9/26/07 Business not licensed w/ City -To EPR 9/26/07 To EPR 9/26/07 Bankruptcy 1/7/08 [ x ] Action Required [ ] Informational [ ] Review with Cre\vs Tukwila Fire Department Informational Memorandum TO: The Finance and Safety Committee Mayor Haggerton FROM: Chris Flores, Operations Chief DATE: 09/26/08 RE: FEMA MOA Issue: Approval of the Memorandum of Agreement between the City of Tukwila and Pierce County Department of Emergency Management for the continued participation of Tukwila Fire Department members in 'Washington Task Force 1 ofthe FEMA National Urban Search and Rescue Task Force System. Background: Tukwila Fire Department members are, under the existing agreement, also members ofW ATF-l. When activated these members become temporary federal employees. All expenses related to their deployment, including back fill and overtime, are reimbursed. They are tasked with responding to nationally declared disasters. Our members have been deployed to the Oklahoma City Bombing, Northridge Earthquake, \\Torld Trade Center, and Hurricane Katrina, to name a few. Discussion: Our participation in this FEMA program allows our members to be exposed to experiences and specialized training that would not normally be available to the average fire department or its members. These experiences and training have proved invaluable in assisting our members in dealing with emergencies that have occurred within our response area and that of our mutual aid neighbors. In general these experiences and training have greatly enhanced the careers and response capabilities of our participants. The city benefits greatly from such investments in its personnel. Recommendation: It is the recommendation of the Tukwila Fire Department Administration that this MOA with Pierce County DEM be approved and signed and that the relationship between the City of Tukwila and Pierce County DEM, with regard to W ATF-l and the FEMA National Urban Search and Rescue Task Force System, be maintained as long as is possible and feasible to the advantage of all involved parties. Weare requesting this item be fonvarded to the next Committee of the Whole Meeting for consideration. POLICY BOARD Pierce Co. DEM, Sponsor King Co. DEM King Co. Fire Chiefs Assn. Pierce Co. Fire Chiefs Assn. Seattle DEM Seattle Fire Department OTHER AGENCIES Arneberg Consutling Auburn Fire Department Bellevue Fire Department King County Fire District 6 4 Kent Fire Department I.'PFF Engineering Mercer Island Fire Department Pierce Co. Public Works Pierce Co. Sheriff's Department Pierce County Fire District 2 Pierce County Fire District 6 3 Pierce County Fire District 6 5 Pierce County Fire District `6 6 Puyallup Fire Department R Hudson Engineering R. Middleton Engineering Redmond Fire Department Renton Fire Department Shoreline Fire Department South King Fire and Rescue 1MRU Tacoma Fire Department Tukwila Fire Department Woodinville Fire Life Safety WASHINGTON STATE TASK FORCE 1 NATIONAL URBAN SEARCH RESCUE TEAM 2501 S 35 Street Tacoma, WA 98409 (253) 798 -6595 Fax (253) 798 -3307 August 20, 2008 Nick Olivas, Chief Tukwila Fire Department 444 Andover Park East Tukwila, WA 98188 RE: Memorandum of Agreement with Participating Agencies Dear Chief, Sincerely, Cthia�._ Faj ardo Acting Program Manager WATF -1 cfaiardna co.nierce.wa.us WA -TF -1 is a Member of the Department of Homeland Security/FEMA Sponsored, National Urban Search and Rescue System Steve Bailey Sponsoring Chief Tom Miner Program Manager Since 1989, Washington Task Force 1 has been an integral part of the Federal Emergency Management Agency's (FEMA) National Urban Search and Rescue (US &R) Response System. Pierce County, through the Department of Emergency Management (DEM) has been designated the Sponsoring Agency for this program. Pierce County and the Participating Agencies have been operating under the same Memorandum of Agreement since nearly the inception of the program. There have been a number of legal and regulatory changes made since then, including the transfer of FEMA to the Department of Homeland Security and the publication of the US &R Final Interim Rule at 44 CFR Part 2008. Pierce County DEM is requesting that you review, sign and return three (3) original copies of the enclosed MOA with in 60 days. We recognize that your agency may need additional time to confer with your legal counsel on this matter, and ask that you notify us of any needed extension. Any questions or concerns can be directed to Tom Miner 253- 798 -2682, tminer@co.nierce.wa.us. We look forward to continuing the strong, cooperative relationship that has been established over the years. 'MEMORANDUM OF AGREEMENT BETWEEN Pierce County AS THE SPONSORING AGENCY OF THE WASHINGTON STATE TASK FORCE 1 OF THE NATIONAL URBAN SEARCH AND RESCUE RESPONSE SYSTEM AND [LEGAL ENTITY NAME] AS A PARTICIPATING AGENCY OF THE TASK FORCE This "Agreement" is entered into by and between the parties designated in Section 1, below, who agree that subject to all of the provisions of this Agreement, The Pierce County Sheriffs Department will serve as a Participating Agency for the Washington State Task Force 1 of the National Urban Search and Rescue Response System. Each party further agrees that it assumes all of the duties and responsibilities assigned to that party under this Agreement and that so long as this Agreement remains in effect, the party will fully perform all of those duties and responsibilities. 1. PARTIES The parties to this Agreement are the following entities: 1.1. Sponsorinq Aqency: Pierce County 2501 So 35TH. Street, Suite D Tacoma WA 98409 253-798-6595 1 1.2 Participatinq Aqency: [LEGAL ENTITY NAME] 2. RECITALS Sponsoring Agency and Participating Agency have entered into this Agreement in recognition of the following Recitals: 2.1 Sponsorinq Aqency. Sponsoring Agency is a cooperating party under a "Memorandum of Agreement" with the Federal Emergency Management Agency ("FEMA") and the State of Washington. 2.2 National Urban Search & Rescue Response System. Pursuant to federal law, principally the Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. SS 5121 through 5206 (the "Stafford Act"), the U.S. Department of Homeland Security ("DHS"), acting through FEMA, operates the National Urban Search & Rescue Response System ("System") in conjunction with State and local governments. 2.3 Task Forces. Each Sponsoring Agency is responsible for recruiting and organizing a Task Force consisting of individuals occupying certain specified positions plus additional support personnel, all of whom have been properly trained with the requisite skills and capabilities required for urban search and rescue operations and/or deployment of the Task Force. A Task Force may be deployed as a single unit or it may be reorganized into teams for purposes of modularized responses for limited or specialized Activations. Members of a Task Force may also be deployed as members of a management or other technical team. 2.4 Washinqton State Task Force 1. Pierce County Department of Emerqency Manaqement is the Sponsoring Agency for Washington Task Force 1 (the "Task Force") and is charged with, among other things, recruiting and organizing members for the Task Force. In the performance of its responsibilities, the Sponsoring Agency may enter into cooperative arrangements with federal, state, or local government entities, or non-profit or for-profit entities, to serve as participating Agencies in the Task Force and with individuals to serve as Affiliated Personnel of the Task Force. The Sponsoring Agency is obligated to enter into written agreements with those Participating Agencies and Affiliated Personnel setting forth the relationship between the parties. 2.5 Participatinq Aqency. The [LEGAL ENTITY NAME] desires to be a Participating Agency in the Task Force, subject to all of the provisions of this Agreement. 2.6 Applicable Provisions. With respect to National Urban Search & Rescue Response System activities, this Agreement incorporates the provisions of Interim Final Rule, "National Urban Search and Rescue Response System," 70 Fed. Reg. 9182 (Feb. 24, 2005) 2 ("Interim Final Rule") as well as the provisions of the FEMA MOA. To the extent the Interim Final Rule is contrary to the FEMA MOA, the Interim Final Rule will prevail. Upon the effective date of the Final Rule governing this subject ("Final Rule"), the Final Rule shall supersede the Interim Final Rule and shall prevail over any contrary provisions of the Interim Final Rule or the FEMA MOA. 2.7 Definitions of Terms. Capitalized words and phrases in this Agreement have the same meaning as they do in the Interim Final Rule, unless or until superseded by the Final Rule. Capitalized words and phrases not defined in the Interim Final Rule or the Final Rule have the meaning given in this Agreement. 3. AGREED TERMS AND CONDITIONS 3.1 Participatinq Aqency. 3.1.1 Participating Agency agrees to provide personnel to serve in certain designated positions on the Task Force as determined by Sponsoring Agency. A list of the individuals who will occupy those designated positions, and who are referred to in this Agreement as "Participants or authorized members," as well as other pertinent information about them is contained in Appendix A. 3.1.2 Participating Agency further agrees that Participants will meet the required qualifications for the positions to be filled, will receive the required training specified in this Agreement and will satisfy other conditions of preparedness and response as required by the Sponsoring Agency as listed in Appendix B. 3.1.3 The Parties will cooperate with each other so as to facilitate achievement of the goals and objectives of the System as fully and completely as possible. 3.2 Third Party Liability and Workers' Compensation. 3.2.1 Participating Agency and its Participants shall be afforded such coverage for third party liability and workers' compensation as is afforded all Task Forces and their System Members under Federal law, the scope of which is generally described in the Interim Final Rule. 3.2.2 Except as afforded by the Federal Government, the responsibility for risks associated with claims for third party liability and workers' compensation arising out of participation in the Task Force, either organizationally by the Participating Agency or Individually by its Participants, shall be the responsibility of Participating Agency and not under any circumstances, the responsibility of Sponsoring Agency. At all times, Participating Agency shall maintain in full force and effect, and provided proof thereof, for the benefit of its Participants and its other employees engaged in System activities, coverage for workers compensation and third party liability to the full extent required by law. 3 3.3 Financial Provisions. 3.3.1 Preparedness Funds 3.3.1.1 In its sole discretion, Sponsoring Agency may distribute to Participating Agency such preparedness grant funding as Sponsoring Agency shall be eligible to and does receive from FEMA. Any such distributions shall be subject to the requirements of the preparedness grants and the needs of the Task Force generally. 3.3.1.2 Any other funding received by Sponsoring Agency from sources other than the federal government may also be made available as Sponsoring Agency determines in its discretion. Sponsoring Agency shall make such distributions fairly and equitably taking into account the mission, goals and objectives of the Task Force and the needs of the Sponsoring Agency as compared to other proper needs and demands. 3.3.2 Response Funds 3.3.2.1 Sponsoring Agency shall promptly reimburse Participating Agency for response expenses that are authorized to be incurred by or for the benefit of Participants engaged in Task Force activities, upon receiving reimbursement for such expenses from the federal government. Such expenses must be properly ascertained, accumulated and reported to the Sponsoring Agency, and the funds to be utilized for payment must have been reimbursed by or on behalf of FEMA to Sponsoring Agency. 3.3.2.2 After an Activation, Participating Agency shall provide Sponsoring Agency with a complete cost reimbursement package to be submitted by Sponsoring Agency as part of an overall claim package which Sponsoring Agency is obliged to submit to FEMA. The Participating Agency's cost reimbursement package shall be submitted to the Sponsoring Agency within 60 days after the end of the Personnel Rehabilitation Period established by FEMA. Participating Agency's cost reimbursement package shall be prepared in conformance with applicable federal directives which Sponsoring Agency shall disseminate to Participating Agency. See Appendix C for reimbursement procedures and applicable Federal Directives for compensation. 3.3.2.3 Participating Agency shall provide Sponsoring Agency with employee compensation information for its Participants at least annually, or as changes occur in compensation rates payable to Participants. That information and other pertinent Participant data required by Sponsoring Agency shall be provided in an updated version of Appendix D. 3.3.2.4 To ensure proper reimbursement from FEMA, the compensation of Participants on the Task Force shall be in accordance with pay 4 schedules and policies established by the Final Interim Rule from the time of activation and until the Task Force returns, is deactivated and Participants are returned to regular work schedules. 3.3.2.5 All financial commitments of Sponsoring Agency are subject to the availability and receipt of funds by Sponsoring Agency from FEMA and other sources. 3.3.2.6 Neither Participating Agency nor any Participant shall be reimbursed for costs incurred outside the scope of this Agreement. 3.4 Reportinq And Record Keepinq Requirements. 3.4.1 The Participating Agency shall provide the Sponsoring Agency with the records described in Appendix E. 3.4.2 The Sponsoring Agency shall issue a Task Force Picture Identification Card for all authorized members listed in Appendix A. 3.4.3 Participating Agency and Sponsoring Agency shall ensure that any medical or other records and information that are afforded confidentiality under applicable law are protected from unauthorized disclosure. 3.4.4 Participating Agency shall provide prompt and accurate reporting as specified in this Agreement as outlined in Appendix C, D and F. 3.5 Mandatory Minimum Requirements For Participation. Each Participant must satisfy all of the following for participation on the Task Force. 3.5.1 Each Participant shall be an employee in good standing of the Participating Agency. Entry-level employees who are probationary or in a similar status are not eligible. 3.5.2 Each Participant shall be of good moral character and shall not have been convicted of any felony or any other criminal offense involving moral turpitude. 3.5.3 Participants serving in a Task Force position that requires the individual to hold a license, registration, certificate or other similar authorization to lawfully engage in an activity must hold the appropriate authorization, which must be current and validly issued. 3.5.4 Subject to any applicable FEMA standards, each Participant must meet the medical/fitness standards mutually agreed upon by Sponsoring Agency and Participating Agency and not have any medical condition or disability that will prevent performance of the duties of the Task Force position he/she occupies. 5 3.5.5 Each Participant must be available on short notice to mobilize within 2 hours of request and be able to respond on a mission for up to 14 days. 3.5.6 Each Participant must be capable of improvising and functioning for long hours under adverse working conditions. 3.5.7 Each Participant must receive such inoculations as are specified by the DHS/FEMA in Appendix G. 3.5.8 Each Participant must be aware of the signs, symptoms and corrective measures of Critical Incident Stress Syndrome. 3.5.9 Each Participant must understand and adhere to safe working practices and procedures as required in the urban disaster environment. 3.5.10 Each Participant must have a working knowledge of the US&R System and the Task Force's organizational structure, operating procedures, safety practices, terminology and communication protocols. 3.5.11 Each Participant must have completed such courses of education and training and other requirements as FEMA shall specify. 3.5.12 Sponsoring Agency has authority to immediately suspend or terminate a Participant's participation on the Task Force for failure to satisfy any mandatory requirement. 3.6 Clothinq and Equipment. 3.6.1 Sponsoring Agency will issue to each Participant certain items of personal protective clothing and equipment, as outlined in the WA TF-1 "Activation Manual", for use in Task Force activities and operations. In the event of Activation, Participant shall provide certain additional items of personal clothing and equipment. Items of clothing and equipment supplied by Sponsoring Agency shall remain the property of Sponsoring Agency and shall be returned promptly whenever a person ceases to be a Participant. 3.6.2 Subject to FEMA requirements, all uniforms will display the official patch of the Task Force and the official patch of the US&R system, as specified by FEMA. The Sponsoring Agency shall specify the design of the uniform and any identifying insignia or markings. 3.7 Command, Control and Coordination. 3.7.1 When a Participant has been activated or has otherwise been placed at the direction, control and funding of FEMA, such as, for example, during participation in FEMA sponsored training, the ultimate authority for command, control and coordination of the service of the Participant reposes with FEMA 6 exercised through the system chain of command. Subject to the principle just stated, the following provisions of this Section 3.7 govern the responsibilities of the parties with respect to supervisory, disciplinary and other specified aspects of the Participant's employment within the context of his/her participation on the Task Force 3.7.2 Sponsoring Agency shall exercise direct supervisory authority over Participants during Activations, deployments and other activities of the Task Force conducted by Sponsoring Agency, but for disciplinary purposes, that authority is limited to temporary suspension or permanent exclusion from participation. In all other instances where disciplinary action may be necessary, Sponsoring Agency shall report the pertinent circumstances to Participating Agency, which shall cooperate with Sponsoring Agency and shall administer discipline as appropriate in accordance with the Participating Agency's established rules and regulations. 3.7.3 Nothing in this Agreement is intended to, nor does it, affect the employer- employee relationship between Participating Agency and its employees who are Participants, and Participating Agency shall at all times continue to be fully responsible for all of its employment obligations to its employee Participants, including the compensation and benefits that the Participating Agency has agreed to provide. 3.7.4 While participating in System activities conducted by the Task Force, Participants shall be subject to and observe and comply with all lawful orders and directions of the authorized representatives of Sponsoring Agency and the Task Force. Sponsoring Agency retains the right to suspend or exclude any Participant from participation on the Task Force for cause including failure to abide by the provisions of this Agreement. 3.8 Media and Information Policy. 3.8.1 Subject to applicable law, including FEMA regulations and directives, all photographs and video taken during a deployment will be kept under the control of Sponsoring Agency until use in internal or external education programs or other dissemination is approved by FEMA. 3.8.2 All applicable federal, state, and local media policies will be strictly enforced and followed. 3.8.3 Subject to applicable rules and regulations, Sponsoring Agency will have the primary responsibility for coordination of media coverage and liaison with media sources and representatives concerning activities of the Task Force. Sponsoring Agency shall endeavor to expose all Participating Agencies to favorable media coverage opportunities. 7 3.9 Rules of Conduct. 3.9.1 All Participants will be expected to abide by the code of conduct established by FEMA and the Sponsoring Agency. 3.9.2 The failure of a Participant to abide by the rules of conduct constitutes a violation of the US&R code of conduct and may result in suspension or exclusion from the Task Force under Section 3.7 above. 3.10 Preparedness Activities. 3.10.1 Sponsoring Agency shall conduct Task Force management administration, training, equipment procurement and other preparedness activities required by FEMA. Participating Agency and its Participants shall cooperate with Sponsoring Agency and shall participate in the activities as necessary to achieve Task Force preparedness goals and objectives. 3.10.2 Specific training activities to be conducted, respectively, by Sponsoring Agency and by Participating Agency, including training, administration and reporting requirements, are contained in Appendix E 3.10.3 As established by System directives but subject to the availability of federal funding, Sponsoring Agency shall procure and maintain required caches of equipment and supplies. The contents of these caches shall be utilized for deployments of the Task Force and, subject to federal rules and regulations, will be made available for training activities of Sponsoring Agency and Participating Agency. Participants shall use Task Force cache equipment and supplies only for authorized purposes and shall exercise reasonable care to protect and preserve the property against loss or damage. The Participating Agency shall be financially accountable for any Task Force property that is lost or damaged due to negligence or unauthorized use by the Participating Agency or its authorized personnel. 3.11 Notification Procedures and Other Communications. 3.11.1 Alerts and Activation. 3.11.1.1 Sponsoring Agency's commander/chief executive officer or his/her designee shall determine whether the Task Force is capable of and will respond to Activation Orders. 3.11.1.2 Participating Agency shall maintain at all times a "Point of Notification" for receipt of notices from Sponsoring Agency concerning possible deployments of the Task Force. The Point of Notification shall include 24-hour telephonic and electronic capabilities. Information concerning the Participating Agency Point of Notification shall be set forth in Appendix F. 8 3.11.1.3 Upon receipt of Alert or Activation Orders, Sponsoring Agency shall give prompt telephonic and electronic notice to Participating Agency's Point of Notification. The notice shall designate the Task Force positions for which Participating Agency's Participants are being requisitioned, the location of the assembly point, and to the extent known, the nature and character of the Activation. 3.11.1.4 Participating Agency shall at all times maintain the capability of providing requisitioned Participants for participation on a deployment of the Task Force. 3.11.1.5 Upon receipt of an Activation Order for the Task Force, Participating Agency shall cause the required Participants to respond to the assembly point designated in the notice. 3.11.2 Mobilization. 3.11.2.1 All requisitioned Participants will respond to the designated assembly point within 2 hours of notification with all required personal clothing and equipment and required documentation. 3.11.2.2 Participating Agency will select its Participants through a pre- established selection system that ensures the requisition is promptly filled with fully qualified Participants. 3.11.2.3 Selected Participants will be subject to a pre-deployment medical screening. Any Participant who fails the screening will not be deployed. 3.11.2.4 Sponsoring Agency retains the sole right to determine which Participating Agency personnel, if any, will respond with the Task Force when Activated. 3.11.3 Other Communications. Sponsoring Agency will remain in contact with Participating Agency through the Participating Agency Point of Notification during the period of Activation. 3.12 Critical Incident Stress Syndrome ("CISS") and Manaqement. 3.12.1 Sponsoring Agency will have primary responsibility to provide CISS training, intervention and support, before, during and after activation. 3.12.2 Costs incurred for unauthorized CISS activities are not eligible for reimbursement. 9 4. GENERAL PROVISIONS 4.1 Effective Date. This Agreement shall be effective has been duly and regularly authorized and executed by both parties. 4.2 Authority. As more specifically indicated above and below, this Agreement is made (a) pursuant to the provisions of the Interim Final Rule or the Final Rule; and (b) under the authority of Washington State law, in furtherance of the purposes of the National Urban Search and Rescue Response System, [date], and when it 4.3 Contents of the Aqreement. Upon its execution, the Agreement consists of this Agreement, along with the following Appendices and other attachments, if any: 4.3.1 Appendix "A" - Roster of personnel updated twice annually on January 30 and June 30 each year with name of individual and task force position. Participating agency may not exceed number of personnel authorized by Sponsoring Agency. 4.3.2 Appendix "B" - List of general training required for all participants which identifies who is responsible for providing funding and to what extent. A list of position specific, FEMA sponsored or sanctioned training and the financial responsibility associated with each course] 4.3.3 Appendix "C" - Cost reimbursement procedures required by sponsoring agency in accordance with final interim Rule and Pierce county budget and Finance policy and procedures 4.3.4 Appendix "0" =-Compensation rates updated annually for each participant from the participating agency. 4.3.5 Appendix E - List of required documents and records from participating agency for each participant to include required certificates, licenses, Continuing education credits. 4.3.6 Appendix F - List of participating agency contacts to be updated twice annually on January 30 and June 30 each year. 4.3.7 Appendix G - Directive 2005-008, Medical screening requirements 4.4 Amendments and Termination. 4.4.1 Except as otherwise expressly provided, this Agreement may be modified or amended only by another written agreement approved and executed by both parties, and all such amendments will be attached to this Agreement. 4.4.2 Term and Termination. The Agreement shall continue in effect unless and until terminated as provided in this Agreement. The Agreement may be terminated by 10 either party upon 30 days written notice, except that Participating Agency may not terminate this Agreement without the written consent of Sponsoring Agency during any time interval when the Task Force has been placed on Alert status or has been Activated if the Alert or Activation affects Participants of the Participating Agency. 4.5 Miscellaneous Provisions. 4.5.1 The obligations of the Participating Agency set forth in this Agreement are non-delegable and may not be assigned to or assumed by any other person without the prior written consent of Sponsoring Agency. 4.5.2 Except and to the extent federal law controls, this Agreement shall be construed and enforced, as between the parties, according to the laws of the State of Washington. 4.5.3 No party shall engage in any conduct or activity in the performance of this Agreement or participation in the System that constitutes a confiict of interest under applicable federal, state or local law, rules and regulations. 4.5.4 Each party shall at all times observe and comply with all applicable federal, state and local laws, rules and regulations. 4.5.5 Except as provided otherwise with respect to emergency notifications, if it is necessary for the purposes of this Agreement for one of the named parties to give notice to the other named party, notice shall be in writing with the expenses of delivery or mailing fully prepaid and shall be delivered by personal service or a form of public or private mail service requiring proof of delivery. Notice is effective upon personal delivery, or by mail service, on the date of either actual receipt or five days after posting, whichever is first. Unless changed in writing in accordance with this Section, notice shall be served on the party at the address shown in Sections 1.1 and 1.2 of this Agreement. 4.5.6 Titles and section headings are for convenience only and are not a part of the parties' Agreement. 4.5.7 Should any provision of this Agreement be determined to be invalid or unenforceable under applicable law, the provision shall, to the extent required, be severed from the remainder of the Agreement which shall continue in full force and effect. 4.5.8 This Agreement and its provisions are binding upon and inure to the benefit of the parties and to their respective successors in interest, provided, however, this Agreement does not and will not bestow any rights or remedies upon persons to whom an unlawful delegation or assignment has been made by Participating Agency. 11 4.5.9 This Agreement is made for the sole and exclusive benefit of the named parties and their lawful successors in interest, and no other person or entity is intended to, nor shall such other person or entity acquire or be entitled to receive any rights or benefits as a third-party beneficiary of this Agreement. 4.5.10 Neither the United States of America or the State of Washington is a party to this Agreement. 4.5.11 Each person executing this Agreement represents that: he/she was and is lawfully authorized to sign the Agreement on behalf of the party he/she represents; execution of the Agreement was duly and regularly authorized by the party's governing body; and, to the person's best knowledge and belief the Agreement is a binding and enforceable obligation of the party on whose behalf he/she acted. 4.5.12 Each party represents to the other: that the party has fully read and understood all of the provisions of this Agreement including the Appendices and other attachments, if any; that the party has secured and considered such legal advice and other expert counsel as the party deemed necessary and advisable for these purposes; and, that in agreeing to execute and become a signatory to this Agreement the party has deemed itself adequately informed and advised as to all of the risks assumed and obligations undertaken pursuant to this Agreement. 4.5.13 This Agreement, including the Appendices and attachments, if any, constitutes the entire agreement between the parties and it supersedes any prior agreements on this matter. 12 5. Execution This Agreement was executed by the parties on the dates shown below. SPONSORING AGENCY: Date: By: Title: And By Title: PARTICIPATING AGENCY: Date: By: Title: And By Title: 13 Appendix A WATF 1 Personnel Roster [PARTICIPATING AGENCY TO LIST THEIR ROSTERED PERSONNEL AND POSITION ASSIGNED] 14 Appendix 8 Training responsibilities Sponsoring agency responsibility FEMA Sponsored, Sanctioned, Equivalent, approved training 1. The sponsoring agency will provide funding for travel, lodging and meals for all FEMA sponsored and FEMA sanctioned training for participating members selected to attend by the Sponsoring Agency as funding from the CA permits. Salary expense to include backfill or overtime is not authorized 2. The sponsoring agency will provide funding for travel, lodging and meals for FEMA approved and FEMA Equivalent training on a case by case basis and only with prior approval as funding from the CA permits. Salary expense to include backfill or overtime is not authorized 3. The sponsoring agency will provide funding for travel, lodging, meals and wages to include overtime or backfill for hours worked only, for training that is required to maintain a certification. Salary expenses are authorized only if the training is unique to the task force and is not a requirement of the individuals participating agency as a condition of continued employment and as funding from the CA permits. 4. The Sponsoring agency will provide funding for expenses to include overtime or backfill for mobilization exercises and other activities identified on a case by case basis and as funding from the CA permits. 5. The Sponsoring Agency will financially support only the authorized members from a participating agency, identified in Appendix C, and no more than the allowed 3 deep for each functional position on the FEMA US&R approved Task Force compliment. . Authorized members from the participating agency must be identified by name as well as position and the list must be updated twice annually on January 30 and June 30 by the participating agency. . An individual may hold only a single position on the task force. The only exception to this rule is that a member may also hold a position as a CDL driver. . A maximum of 210 positions have been identified and each participating agency is authorized to have on the task force a set number of positions which they are allowed to fill with qualified personnel. Thirty additional positions are allocated for CDL drivers. The US&R Task Force Readiness Cooperative Agreement specifies the number of authorized personnel. . The specific positions available for a participating agency to fill are determined by the Task Force Leaders from Seattle, King County and Pierce County in consultation with the participating agency. 15 General requirements I Sponsoring Agency 1. Inoculations: The sponsoring agency will provide funding for the expense of obtaining the required inoculations. Reimbursement for salary to include overtime or backfill for the time required to obtain them is NO authorized for these individuals. See appendix J for list of required inoculations. 2. Hazmat Operations: The Sponsoring Agency will provide annual refresher training for First Responder Operations Level Hazardous Materials per OSHA standard 1910.120, Hazardous Waste Operations and Emergency Response if a participant would not normally receive that training as a condition of employed by a first response organization. Reimbursement for salary to include overtime or backfill is authorized for these individuals. 3. US&R orientation: Four hours of training will be provided by the Sponsoring Agency. Salary expense to include reimbursement for backfill or overtime is authorized. 4. Annual quantitative Fit testinq: The Sponsoring Agency will provide opportunity to fit test the Task Force Scott Face pieces and will issue a certificate of refresher training per 29 CFR 1910.134. Reimbursement for salary to include overtime or backfill is not authorized. Every effort will be made to provide fit testing opportunities to individuals who are on duty and at a location within their area of responsibility. 5. FEMA US&R WMD enhanced operations: Training will be provided by the Sponsoring Agency. Salary expense to include backfill or overtime reimbursement is authorized. 6. Water rescue operations: Awareness level training for will be provided by the sponsoring agency. Salary expense to include backfill or overtime reimbursement will be authorized 7. Confined space: Awareness level training for will be provided for individuals who do not receive this training from their agency as a condition of employment or who do not have operations or technician level confined space training as required by their position description. Reimbursement for salary to include backfill or overtime expenses will be authorized. 8. GPS: Awareness level training will be provided. Reimbursement for salary to include backfill or overtime expenses will be authorized 9. Biennial medical screeninq: The Sponsoring Agency contracts with a medical service provider for this purpose. (Appendix J) . All participants who do not receive medical screening as a condition of employment will receive this service according to the process outlined in Appendix J. . Expenses associated with medical screening requirements that exceed a participating agencies medical screening process will be reimbursable by the Sponsoring Agency. . Reimbursement for salary to include backfill or overtime expenses will not be authorized 16 Participating Agency Responsibility I General Requirements Authorized members will be allowed to attend FEMA Sponsored and FEMA Sanctioned training as staffing allows, when the opportunity presents itself and when the training is an identified requirement for the specific position on the task force. Participating agency's are responsible for an authorized member's salary or backfill expense and it is not eligible for reimbursement from the Sponsoring Agency. Participating agencies are responsible for a participant meeting the general training requirements listed below 1. Must be Physically fit to perform the duties assigned without accommodations 2 Must be available on short notice to mobilize within 2 hours to the point of assembly, be self sufficient for at least 72 hours and be available for a response assignment of up to 10 days. 3. Must be capable of improvising and functioning for long hours under adverse conditions. 4. Must be able to function safely at heights and on and around rubble. 5. Participating agency must provide certificate of training or letter signed by their agency, showing an individual has been provided training to make them aware of the signs and symptoms of Critical Incident Stress Syndrome. 6. Provide and maintain a current certificate for American Heart Association or equivalent CPR, Basic Life Support. 7. Provide a current certificate of training or agency letter as proof of annual refresher training for First Responder Operations Level Hazardous Materials per OSHA standard 1910.120, Hazardous Waste Operations and Emergency Response if employed by a first response organization and if it is required as a condition of employment. 8. Certificates of completion for IS 100, IS 200, IS 700 and IS 800 on line courses must be on file with the sponsoring agency. Salary expense to include backfill or overtime reimbursement is not authorized for taking these courses. 9. Participating agencies will schedule authorized members to attend annual fit testing opportunities while the individual is working and on duty to reduce expense. 10. Participating agencies will provide certificates of completion for DOJ Emergency Response to Terrorism, Basic Concepts or equivalent. Salary expense to include backfill or overtime is not authorized 11. Rescue Systems 1 training is a requirement for all members and is the responsibility of the participating agency. Tuition and Salary expense to include backfill or overtime is not authorized. 12. Participating Agencies that have an annual or bi annual medical screening program will provide a fit for duty letter signed by the agencies medical service provider per FEMA directive 2005-008. See appendix J 17 Participating agency responsibility I Position Specific Requirements If an individual must maintain a certificate or license as a condition of employment it is the responsibility of the Participating Agency to forward to the Sponsoring Agency a copy of updated license or certification. Examples are; . Hazmat Medical Surveillance . Annual EMT CE's . EMT Certification . Medical Licensure . CPR Recertification every three years 18 Appendix C Reimbursement procedures The Sponsoring Agency will reimburse a Participating Agency in accordance with the language of the Interim Rule in a timely manner upon receipt of accurate and complete required documentation of expenses. Only actual expenses authorized will be reimbursed. Equipment expenses . All purchases related to activation must be processed and approved by the Sponsoring Agency and must be items located on the DHS/FEMA approved US&R cache list. . Purchase orders must include the cache item number associated with the purchased equipment. . Cache item numbers are located on the current cache list which can be found in the WA TF 1 web portal. . For every equipment item procured, there must be proper supporting documentation to receive reimbursement including, purchase orders, requisitions, and invoices from the vendors with appropriate authorizing signatures. . If an equipment purchase exceeds the item's cost cap, the purchasing agent must receive in advance Sponsoring Agency approval and provide written justification to the Sponsoring Agency for documentation purposes. . Requests for purchase or maintenance of equipment and supplies not appearing on the equipment cache list, or that exceed the number specified in the equipment cache list, must be made in writing to the DHS/FEMA US&R Program Manager. . No Federal funds provided under any preparedness cooperative agreement may be expended to purchase or maintain any equipment or supply item unless: 1. The equipment and supplies directly support the Sponsoring Agencies US&R capability, or 2. The DHS/FEMA US&R Program Manager approves the expenditure and gives written notice of his or her approval to the Sponsoring Agency before the participating agency, or Sponsoring Agency purchases the equipment or supply item. . The Sponsoring Agency is responsible for compiling all reimbursement claims. For each invoice, the Sponsoring Agency will provide a cover sheet. The invoice cover sheet will itemize each item purchased. A summary document will be provided to list all invoices submitted. Salary and Wage reimbursement . Salaries and Backfill reimbursement for Readiness activities shall be reimbursed as specified above and in accordance with the Participating Agency's standard pay policy. The Sponsoring Agency retains the right to modify reimbursement levels for each Readiness activity based on Cooperative Agreement funding availability and other mitigating factors. . Salaries and Backfill reimbursement for Activation activities shall be reimbursed in accordance with the Participating Agency's standard pay policy and all rules as specified in 19 the Interim Rule. Furthermore, the Participating Agency must prepare and submit to the Sponsoring Agency, in the proper claim format, all requests for reimbursements within 60 days after the Rehabilitation Period has ended. The Sponsoring Agency will provide the Participating Agency the most current format available at time of activation. Proof of salaries/benefits/backfill payments to Activated Personnel and backfill personnel must be submitted as part of the reimbursement claim request packet. . The Sponsoring Agency will submit a full claim reimbursement request to DHS/FEMA. Upon completion of review by DHS/FEMA, the Sponsoring Agency will process payments to the Participating Agency based on the final claim approval by DHS/FEMA. . The Participating Agency can request the Sponsoring Agency submit an appeal of any un- allowed expenses within 30 days of receiving notification of an exception to the original reimbursement claim amount. Additional documentation or explanation must accompany the appeal request. 20 Appendix 0 Compensation Rates [PARTICIPATING AGENCY TO LIST THE COMPENSATION RATE FOR THEIR ROSTERED PERSONNEL] 21 Appendix E Required documents and records from Participating agency 1. On Agency letterhead, verification of "General Training Requirements" for rostered personnel. 2. Certificates of completion for requirements listed in the "Position Description Directive" dated 2008-05, or any subsequent revisions of this document. 3. Participating Agencies that have an annual or bi annual medical screening program will provide a fit for duty letter signed by the agencies medical service provider per FEMA directive 2005. This is to include a respiratory questionnaire. 22 Appendix F List of participating agency contacts Participating agency: [LEGAL ENTITY NAME] Address Phone Point of Contact 23 Appendix G Medical Screening Medical Screening of all authorized members is required annually by DHS I FEMA US&R program directive. Departments with an existing annual medical screening program; . WA TF-1 will reimburse Task Force member's agency for any required additional medical testing that is not currently provided under the agency's existing program. The Department may bill WA TF-1 with a single billing for all of its authorized members for the additional testing required by FEMA. . WA TF-1 will reimburse agencies for expenses incurred up to but no more than the current contracted prices from the Sponsoring Agencies Contracted Medical Service Provider. . Individual Task Force members may not submit medical bills for reimbursement - only participating agency bills will be accepted. Departments without an existing annual medical screening program . Authorized members without existing health screening from their Participating Agency will be required to use the Sponsoring Agency's contracted medical service provider for health screening. Required testing includes; . Vital signs and standard physical examination . Laboratory o CBC, Differential platelets o Chemistry panel to include liver & renal function tests · Aspartate Aminotransferase (AST) · Alanine Aminotransferase (AL T) · Alkaline Phosphatase (AlkPhos) · Gamma-Glutamyl Transpeptidase (GGTP) · Total and direct Bilirubin · creatinine · blood Urea Nitrogen (BUN) · Glucose · electrolytes, (Na, K, CI, Co2) · Total protein · Albumin · Calcium. o Urinalysis (urine dip, microscopic if indicated) o Urine heavy metal screen, (qualitative, spot urine). HAZMAT task Force members onlv o Spirometry o Chest x-ray (PA and Lateral) To establish baseline, Does not need to be repeated annually unless medically indicated o Resting 12-lead ECG 24 Stress 12 -lead ECG (as indicated, stratified by age above 46 years, or coronary artery disease risk factor assessment in accordance with sponsoring agency policy) RBC cholinesterase (initial baseline or additional testing if medically indicated) does not need to be repeated annually unless medicallv indicated. HBsAB Hepatitis B Surface Antibody, (validation of hepatitis B immunity) Titer need only be done once unless previously documented and greater than 10mU /ml; Administer Hepatitis B vaccine series if titer less than 10 mU /ml and repeat approximately 6 weeks after vaccination series. Frequency: All current and future newly assigned US &R task force members shall receive the minimum baseline health screening to be repeated annually unless procedure is to establish baseline. The need for post deployment interval screening will be determined by the presence of symptoms or based upon mission risk assessment by the Incident Support Team Medical and Safety Officers and consultants like CDC, NIOSH, OSHA, and EPA. Vaccinations and TB Screening PPD (TB skin Test) annually Influenza A B (Seasonal) Tetanus Toxoid or teanus /diptheria (Td) every 10 years MMR (measles, Mumps and Rubella) Polio (OPV or elPV) Hepatitis A B Varicella (or personal history of illness or prior antibody titer) Documentation of MMR, polio, hepatitis A &B and varicella by reported history and signed by. the Authorized member should be reasonable proof of vaccination if other documentation is not available. Vaccination declination must be documented in TF occupational health records. 25