HomeMy WebLinkAboutMS OES Grant Get Ready 5th GradeAgenda Item No: 4 a.
C,Ty 01�aplt Meeting Date: November 21, 2011
no
Department: Management Services
Prepared by: Steven Hancock,
Emergency Services
City Manager Approval.�
SUBJECT: RESOLUTION AUTHORIZING CITY MANAGER TO ACCEPT GRANT AWARD
FROM THE REGIONAL CATASTROPHIC PREPAREDNESS GRANT PROGRAM IN THE
AMOUNT OF $198,000 TO LEAD PLANNING EFFORTS FOR A BAY AREA WIDE
IMPLEMENTATION OF THE GET READY 5TH GRADE DISASTER PREPAREDNESS
PROGRAM.
RECOMMENDATION: Adopt Resolution.
BACKGROUND:
In 2007, the Urban Areas Security Initiative (UASI) grant program, funded by the United States
Department of Homeland Security (DHS), provided approximately $200,000 to several Marin
County agencies to develop and implement a countywide individual and household based
disaster preparedness program called Get Ready Marin. In addition to the creation of the core
Get Ready Marin program, additional funds were provided to develop a youth based curriculum
that would also follow the same format, thus creating a redundant disaster preparedness
teaching platform geared towards both adults and children. The Get Ready Marin program, with
strong leadership from the City of San Rafael, was implemented in the Fall of 2007 and has
demonstrated continued success throughout the county since then, providing basic disaster
preparedness education and information to thousands of Marin County residents. In San Rafael
alone, the number of residents trained to date is nearly 4000.
Upon the successful implementation of the Get Ready Marin program, a group was assembled
in 2008 to create the youth based version of the program. The group was made up of public
safety officials, parents, teachers, and was led by the San Rafael Office of Emergency Services.
The goal of the group was to take the original Get Ready Marin program and tailor it to a fifth
grade audience. Fifth graders were chosen based on their age and overall ability to understand
and apply the information presented.
The curriculum developed, called Get Ready 51h Grade (GR5), engages the students in a
classroom setting with a 1 -hour lesson covering a variety of emergency preparedness topics.
Through the in -class lesson, the GR5 program empowers the students as "Chief Inspectors" of
FOR CITY CLERK ONLY
File No.:
Council Meeting: ( � ( ,20 1/ —
Disposition:
their households and teaches them how to take actions to get their families prepared for
emergency or disaster event. Through the course, students are prepared to lead their family
through the necessary steps in learning about the hazards and dangers in their area, creating
emergency plans, and putting together individual and family emergency kits. The GR5 program
was piloted late in 2008 and fully implemented in the school year 2009-2010. Since then, the
feedback from the teachers, students, and parents has been very positive and the program has
proven successful. During the 2010-2011 school year, 73% of fifth grade students across the
county received the training. In San Rafael's 10 public schools with fifth grade classes, we
provided the training to nearly 400 students, equaling 62% of our San Rafael fifth grade public
school population. With the demonstrated success of the GR5 program, agencies throughout
the Bay Area region have repeatedly expressed interest in acquiring the program for
implementation in their communities.
The DHS funded UASI program, which provided the original funding for the development of the
Get Ready Marin and GR5 programs, has since funded another program titled the Regional
Catastrophic Preparedness Grant Program (RCPGP). This program has undertaken capacity
building throughout the Bay Area region with a focus on developing regional disaster plans as
well as sharing best practices and enhancing disaster resilience. One of the programs identified
by the RCPGP Advisory Board to model as a best practice and to provide to the Bay Area was
Marin's successful GR5 program. As San Rafael was the lead agency in design, development,
and implementation of the program, the San Rafael Office of Emergency Services (OES) was
approached and asked to submit a project proposal outlining how the Marin GR5 program can
be taken and applied throughout the Bay Area.
In September 2011, OES submitted a project proposal outlining how the Marin GR5 program
can be modified into and implemented as a Bay Area wide program. The project was budgeted
at $198,000 and identified OES as the lead agency for the development of the Bay Area 5th
Grade Program. The grant was awarded to OES as part of a larger Regional Public Outreach
and Community Preparedness Project being led by the Marin County Sheriff's Office of
Emergency Services.
ANALYSIS:
Community preparedness has been a priority for the City Council as well as the City of San
Rafael as a whole for a number of years. With that focus, OES has been committed to the
development, enhancement, and implementation of the numerous disaster preparedness
programs and projects that exist countywide. OES has also been committed to working with
neighboring agencies and jurisdictions in an effort to standardize and coordinate our disaster
preparedness efforts to the betterment of our communities as well as our individual agencies.
Within the OES 2007-2012 Emergency Management Strategic Plan, two goals have been
identified which support the efforts associated with this grant award.
• Goal #3 — Prepare and Empower San Rafael neighborhoods and businesses to respond
to and recover from a disaster.
• Goal #5 — Build new and further develop existing partnerships with neighboring agencies
and jurisdictions and lead the enhancement of emergency management programs
countywide.
FOR CITY CLERK ONLY
Council Meeting:
Disposition:
The grant award reinforces our commitment to collaborative efforts as well as enhancing our
ability to provide quality public disaster education programs to our community. Additionally, it
spotlights the City of San Rafael for its commitment and provides the City an opportunity to be
modeled as a best practice by the entire Bay Area.
The grant award of $198,000 will go to OES. OES will work as the project manager and lead
agency to:
1 ) Establish a GR5 working group (GR5WG) comprised of agency representatives from
throughout the Bay Area to revise the current Marin County GR5 manual into a Bay Area
GR5 manual.
2) Develop, along with support from the GR5WG, an outreach and marketing plan
describing regional roll out and implementation targeting the 2012/2013 school year.
3) Conduct GR5 orientation sessions in each of the established Bay Area UASI Hubs to:
• Provide overview of GR5 program
• Describe the processes associated with GR5 implementation
• Identify interest in delivering the GR5 program to local schools.
0 Provide information regarding follow-up train -the -trainer (T3) sessions.
4) Print in bulk GR5 manuals for local agency use. While this is not intended to be a forever
grant funded project, initial inventories of manuals and materials will be provided in order
to assist in the program implementation. Costs for publication of materials will be
factored into long term sustainability.
5) Conduct one T3 session for each of the four Hubs.
• Provide all GR5 program resources and materials for implementation of the GR5
program by the local agencies.
6) Develop a website for GR5 materials and resources to be available for all agencies to
access. The materials can be easily downloaded and printed making the program easy
to implement and sustainable.
7) Develop, along with support from the GR5WG, a Bay Area GR5 Sustainability Plan to
addresses issues and concerns regarding long term implementation of the program.
8) Develop, along with support from the GR5WG, a Bay Area GR5 Evaluation Plan which
determines the level of regional use of the program as well as effectiveness and value of
the program.
The grant award of $198,000 will go to OES as the lead agency. The Emergency Services
Manager will provide general oversight to the grant -funded coordinator who will work as the
project manager. This project will take only minimal/negligible time for supervision from the
manager position and will result in little impact on already scheduled work, projects, and tasks.
The full amount of the grant award is provided to San Rafael with a soft match of 25%, equaling
$49,500. This soft match will be made in-kind from participating agencies throughout the Bay
Area through the design and implementation of this project.
FOR CITY CLERK ONLY
Fd I rl- NON
Council Meeting:
Disposition:
FISCAL IMPACT:
This action will require no new funds from the City and will bring $198,000 in revenues to
oversee and run the grant funded program.
1. Approve the acceptance of the grant award.
2. Do not approve the acceptance of the grant award.
ACTION REQUIRED:
Adopt Resolution as presented.
ATTACHMENTS:
Attachment A: Resolution
Attachment B: Award letter from Marin County Sheriff's Office of Emergency Services
Attachment C: Project Outline: Get Ready 51h Grade — A Proposal for a Bay Area
implementation
FOR CITY CLERK ONLY
File No.:
Council Meeting:
90�1- 101
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING
CITY MANAGER TO ACCEPT GRANT AWARD FROM THE REGIONAL CATASTROPHIC
PREPAREDNESS GRANT PROGRAM IN THE AMOUNT OF $198,000 TO LEAD PLANNING
EFFORTS FOR A BAY AREA WIDE IMPLEMENTATION OF THE GET READY 5T" GRADE
DISASTER PREPAREDNESS PROGRAM
WHEREAS, the City of San Rafael has
management system while recognizing it
coordination, and the sharing of best practices
more disaster resilient community; and
a desire to develop a collaborative emergency
is through interagency information sharing,
that we can be most effective at developing a
WHEREAS, the City has made a priority of providing effective disaster preparedness and
education programs to its community and has worked collaboratively with agencies from across
the county to develop a standardized approach to disaster preparedness and education; and
WHEREAS, the City has successfully led the efforts of developing and implementing the
Marin County CERT Program, the Get Ready Marin Program, as well as the Get Ready 5th
Grade Program; and
WHEREAS, the Regional Catastrophic Preparedness Grant Program has identified the
Get Ready 5th Grade Program as a best practice to model throughout the entire Bay Area and
has provided the City with a grant award to lead the planning efforts in providing this program to
the Bay Area region; and
WHEREAS, the City Office of Emergency Services will be granted $198,000 as the lead
agency for the development and implementation of the Get Ready 5th Grade Program on a
regional level.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL DOES RESOLVE,
DETERMINE AND ORDER AS FOLLOWS:
The City Council authorizes the City Manager to accept the grant award from the
Regional Catastrophic Preparedness Grant Program in the amount of $198,000 to lead planning
efforts for a Bay Area implementation of the Get Ready 5th Grade Disaster Preparedness
0
1, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the City
Council of said City held on Monday, the 21St day of November, 2011 by the following vote, to
wit:
AYES: Councilmembers: Brockbank, Connolly, Heller, Levine & Mayor Baro
NOES: Councilmembers: None
ABSENT: Councilmembers: None
Esther C. Beirne, City Clerk
November 2nd, 2011
Office of Emergency Services
Civic Center, 3501 Civic Center Drive, Room 266, Son Rafael, CA 94903
Steve Hancock
Emergency Manager
City of San Rafael Office of Emergency Services
1400 Fifth Avenue -PO Box 151560
San Rafael, CA 94915-1560
Re: Get Ready 5 (GR5) 2011-12 Proposal Funding Award
Dear Steve,
(415) 499-6584 FAX (415) 499-7450
www.co.marin.ca.us/dIsaster
Congratulations! Your Get Ready 5th
Grade proposal has been accepted as a Regional
Catastrophic Preparedness Grant Program (RCPGP) Public Outreach and Community
Preparedness project for 2011-12. The San Francisco Bay Area Urban Area Security
Initiative (UASI) Approval Authority approved the funds ($198,000) for the City of San
Rafael's GR5 project on October 13th, 2011.
We look forward to working with you on the GR5 project over the next year. Thank you
for your proposal.
Steve Fracolli
Emergency Manager
Marin County Office of Emergency Services
It's a disaster when you are not prepared!
5th Get ° pGrmde—A Proposal for a Bay Area Implementation
Problem Statement:
There is currently no disaster neo program available that fosters family emergency preparedness
through the efforts of the children within a household. As we have seen with many of our more recent societal
changes, the efforts tochange aspects ofour culture begin with the education ofour youth and making them our
advocates for change. We have seen program after program focus on family disaster preparedness, but we have
yet to see a program that targets the children with the specific purpose of having them, through their actions,
foster and develop their family's emergency readiness and ultimate disaster resilience.
To address the above mentioned problem,local agencies within the county of Marin came together tocreate the
Get Ready 5 th Grade (GR5) program. The GR5 program is a school-based disaster preparednessprogoann
specific to multi -hazard emergency preparedness planning that targets the children but also engages the
participation of the entire family and household. GR5 is taking the first steps in changing our youth's perceived
vulnerabilities to disasters. Through their empowerment and the leading of their family in disaster preparedness
activities, they are complementing our culture of preparedness and turning those vulnerabilities to strengths.
The curriculum engages the students ineclassroom setting with a1-hourlesson covering avariety of emergency
preparedness topics. Through the in -class |aaoon, theGR5 program empowers the students oo"Chief Inspectors"
of their households and teaches them how to take actions to get their families prepared for an emergency or
disaster event. Through the course, students are prepared to lead their family through the necessary steps in
learning about the hazards and dangers in their area, creating emergency plans, and putting together individual
and family emergency kits.
The GR5Student Preparedness Manual has Get Reedy Now! activity markers throughout the manual
where students work independently as well as with their family and other members of the household to:
* Establish emergency contacts
° Determine the location of utilities and understand when and how to secure them
* Map their homes, create evacuation plans, identify exit routes out of the house, and mark meeting places
° Identify items totake during onevacuation
° Create orupdate emergency kits, ifneeded
* Establish family communications plans
bis through these actives that, while working asafamily and household unit, the students are leading their
families in developingtheir emergency plans and increasing their state ofdisaster readiness.
The curriculum concludes when the student, aathe "Chief | , evaluates their family's level of
preparedness through an Inspection Report. The report outlines basic information and supplies they have ready
and what action steps they still need to take to become prepared for a disaster or emergency event. This
homework is turned back into their teachers and a prize is given to the student. With the returned Inspection
Report, vwsare able hnmeasure the family preparedness levels.
Marin County Implementation:
The GR5program has been inplace inMarin County since 2OU8with demonstrated success. After initial pilot
classes toevaluate the program, ofull school year implementation began in2U08.Funds todevelop the initial
GR5 program as well as to implement the first few years were provided by existing homeland security grant funds.
Many teachers, local agencies, and students have praised this program and find the material very fun and
engaging during the classroom aswell aothe homework activities.
Statistics
* 2008/200 -GF5 pilot program taught at7schools, 175students
* 2O0S/2010-1.552or57q6students participated inGR5countywide
0 2010/2011 - 2,071 or 73% students participated in GR5 county\Mde
City of San Rafael [ffio ofEmergency Services September 29.2011
A C -?,t Ready 5th Grade — A Proposal for a Bay Area Implementation
Budget Breakdown:
Project Management & Oversight $35,000
General management & oversight of project, plan development, and program roll out
will be by San Rafael OES existing staff. Additional part-time staff will be hired if
needed.
Development of Regional Implementation & Sustainability Plan $5,000
Develop regional implementation plans for roll out of GR5 program. Research and
develop a plan for sustainability for continued success of GR5 program for all of Bay
Area once implemented.
Development of Materials $15,000
Lead the development of materials appropriate for Bay Area roll out of GR5 program.
Revise all support and program management and classroom materials for the GR5
Marin program for Bay Area. Materials translated into Spanish are budgeted into this
estimate. Additional language translations will be done as needed for an additional
$5000 per language.
Program Roll Out
$10,000
Implement and facilitate the GR5 program roll out plan across the Bay Area. Conduct
train -the -trainer sessions with program participants.
Marketing & Outreach
$2,500
Perform marketing and outreach activities for the GR5 program. Develop tracking
and measurement tools to evaluate the success of program implementation. Lead
workgroup with program objectives.
Total
$67,500
Materials
Printed student manuals for 1 year. 50,000 x $1.16 each =
$58,000
Target 57% of 5t"grade student population. Stats based on Marin's first year of
program implementation.
Total
$125,500
Printed student manuals for two years. 63,000 x $1.16 each
$73,000
Target 73% of 5 th grade student population. Stats based on Marin's second year of
program implementation
Total
$198,500
*The above are rough estimates based on the planning and implementation of the
Marin County GR5 program.
City of San Rafael Office of Emergency Services
3
CITY OF SAN RAFAEL
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRRA/ SRCC AGENDA ITEM NO.
DATE OF MEETING: November 21, 2011
FROM: Steven Hancock, Emergency Services Manager
DEPARTMENT: Management Services
DATE: November 16, 2011
TITLE OF DOCUMENT: RESOLUTION AUTHORIZING CITY MANAGER TO ACCEPT GRANT AWARD
FROM THE REGIONAL CATASTROPHIC PREPAREDNESS GRANT PROGRAM IN THE AMOUNT OF
$198,000 TO LEAD PLANNING EFFORTS FOR A BAY AREA WIDE IMPLEMENTATION OF THE GET
READY 5TH GRADE DISASTER PREPAREDNESS PROGRAM.
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL / AGENCY
AGENDA ITEM:
L
City Manager (signature)
NOT APPROVED
safflus1w
APPROVED AS TO FORM:
City Attorney (signature)