September 27, 2005

SUBJECT:      Hurricane Katrina Relief and Recovery

REPORT IN BRIEF

On September 13, 2005 Council held a Study Session to discuss the effects of Hurricane Katrina in the Gulf Coast Region.  After a presentation of preparedness efforts in Sunnyvale, Mayor Chu facilitated a brainstorming session on possible efforts the city may wish to undertake to provide support to the region.  This report addresses the feasibility of implementing some of the suggestions raised by Council and staff during the brainstorming session.

EXISTING POLICY

Policy B3 – Emergency Planning & Coordination - Provide an integrated approach to planning and preparedness for emergencies and disasters.

Action Statement B.3.4 – Coordinate planning and training with other agencies and jurisdictions to provide an effective and coordinated response to any emergency/disaster.

Policy B6 – Provide the citizens of Sunnyvale information, encouragement and assistance with emergency planning and preparedness.

Action Statement B.6.3 – Identify and coordinate community volunteers that wish to participate in planning, preparedness or response activities.

DISCUSSION

Hurricane Katrina devastated many cities in the Gulf Region and affected hundreds of thousands of people who suffered the loss of their families, their homes, and their communities.  Although relief and recovery efforts are underway, the region is not expected to fully recover for quite some time.

The Council Study Session on September 13, 2005 raised some suggestions on how city staff and the community may be able to provide immediate and long-term support to victims of Katrina.  Staff has evaluated many of the suggestions discussed by Council as follows:

Monetary Donations – There are many opportunities in place for community members to donate money.  The Federal Emergency Management Agency (FEMA) is the lead governmental agency in disaster relief and recovery efforts for the affected region.  FEMA has designated a number of non-profit relief agencies such as the American Red Cross and Catholic Charities USA as organizations to which interested community members can donate.  A list of Agencies is posted on the FEMA website and web links have been posted on the City of Sunnyvale website and on K-SUN for interested persons to consider.

Additionally, staff intends to provide opportunities during the upcoming annual City Giving Campaign that highlight the FEMA specified organizations, making it easy for individual employees to contribute if they so choose.

City Sponsored Fundraising Efforts – Staff evaluated this idea and believes that such an effort may be best accomplished if community members take a lead role in the organization and coordination of fundraising events, with support from city staff as available.

Donation of Goods – FEMA has made it clear that individual donation campaigns collecting goods and/or equipment for the region are not as effective as monetary donations, and are difficult to deliver.  In fact, such efforts are discouraged, absent a formal request from FEMA as the lead agency.  For these reasons, staff does not believe such efforts should be undertaken.

City “Set Aside” of Funds – Mayor Ron Gonzales, San Jose, and Liz Kniss, Santa Clara County Board of Supervisors, held a regional meeting on September 7, 2005 to discuss the possibility of cities “setting aside” funds to support relief efforts related to transitional housing needs for evacuees.   The matter was heard by San Jose City Council on September 13, 2005 and the Council approved a “set aside” of $500,000 ($.50 per capita) to be donated to the Red Cross to support any future transitional housing needs within the county.

At present, very few evacuees have been located in Santa Clara Valley, and consequently, the need for transitional housing funds does not exist at present. Staff agrees in concept with the San Jose approach, but suggests Council defer any decision until a direct need is identified. 

Release Time for Personnel – Staff supports allowing individual employees to utilize accrued vacation time or other approved leaves, including leave without pay, to encourage employees to volunteer as they choose.   Further, staff believes that a continuance of benefits such as medical and retirement contributions would be appropriate given the circumstances of the volunteer services being provided by our employees.  Staff believes that up to two months release for staff members, as volunteers, would be appropriate.  Release time should be based on the volunteer’s home department’s ability to continue to deliver services during the employee’s absence, and the employees willingness to use accrued leave and/or unpaid leave.

National Guard Armory – Early Opening – The National Guard Armory located near Fair Oaks Park, is operated as a homeless shelter during winter months.  This facility could be used only as a shelter should the need arise.  The land is owned by the city and leased to the National Guard for $1.00 annually; the physical facility is owned by the National Guard.  Should the need arise for shelter facilities, a coordinated effort between the City and the Guard would have to occur.  At present, the need does not exist nor does the Red Cross anticipate the need for additional shelters related to Hurricane Katrina.

Public Information – Staff has been working to ensure public information related to disaster preparedness and relief and recovery efforts in the Gulf Region is available to our community.  New Web postings have been added to the Sunnyvale website providing information and links to other sites, and similar information is now available on K-SUN.

Additionally, staff plans to use the Quarterly Report as a means to provide information to our residents on city preparedness and local efforts and opportunities related to Hurricane Katrina.

Red Cross Support – Staff is working closely with the Red Cross to provide support for response and recovery efforts.  The Department of Public Safety Office of Emergency Services staff (OES) has been trained and has provided instruction to volunteers being deployed to the Gulf Region.  Additionally, staff has offered the use of city facilities for training classrooms.   Staff believes an ongoing commitment to supporting Red Cross efforts is appropriate.

Levee Reconstruction – Staff is participating in an effort currently underway with the Santa Clara Valley Water District (SCVWD) to ensure our levee system will withstand a local disaster. 

Conclusion

Staff believes that a local commitment toward relief and recovery in the Gulf Region helps to provide essential support for affected individuals and communities.  Any commitment made by the Council must fall within National Incident Management System (NIMS) guidelines and the National Emergency Management Assistance Compact for mutual aid (EMAC) which was signed into law by Governor Schwarzenegger on September 13, 2005 to ensure all efforts are coordinated through FEMA as the responsible agency.

PUBLIC CONTACT

Public contact was made through posting of the Council agenda on the City’s official notice bulletin board, positing of the agenda and report on the City’s web page, and the availability of the report in the Library and Office of the City Clerk.

ALTERNATIVES

1.  Encourage City Employees and community members to support relief and recovery efforts in the Gulf region by: