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HomeMy WebLinkAbout020-R-23 Authorizing the City Manager to Execute the Illinois Public Works Mutual Aid Network Agreement3/06/2023 20-R-23 A RESOLUTION Authorizing the City Manager to Execute the Illinois Public Works Mutual Aid Network Agreement WHEREAS, the Constitution of the State of Illinois, 1970, Article VII, Section 10, authorizes units of local government to contract or otherwise associate among themselves in any manner not prohibited by law or ordinance; and WHEREAS, the "Intergovernmental Cooperation Act", 5 ILCS 220/1 et seq., provides that any power or powers, privileges or authority exercised or which may be exercised by a unit of local government may be exercised and enjoyed jointly with any other unit of local government; and WHEREAS, Section 5 of the "Intergovernmental Cooperation Act", 5 ILCS 220/5, provides that any one or more public agencies may contract with any one or more public agencies to perform any governmental service, activity or undertaking which any of the public agencies entering into the contract is authorized by law to perform, provided that such contract shall be authorized by the governing body of each party to the contract; and WHEREAS it is in the best interests of the City and its residents to enter into an intergovernmental agreement to secure to each the benefits of mutual aid in public works and the protection of life and property from an emergency or disaster and to provide for public works assistance, training and other necessary functions to further the response and recovery from said emergency or disaster. The principal objective of the public works mutual aid assistance being the response to and recovery from any Page 1 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 20-R-23 ~2~ emergency or disaster and the return of the community to as near normal as quickly as possible, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS THAT: SECTION 1: The City Manager is hereby authorized and directed to sign, and the City Clerk hereby authorized and directed to attest on behalf of the City, an Agreement for participation in the Illinois Public Works Mutual Aid Network, a copy of said Agreement being attached hereto as Exhibit 1 and being made a part hereof. SECTION 2: The City Manager is hereby authorized and directed to negotiate any additional terms and conditions of said Agreement as determined to be in the best interests of the City and in a form acceptable to the Corporation Counsel. SECTION 3: This resolution shall be in full force and effect from and after the date of its passage and approval in the manner required by law. _______________________________ Daniel Biss, Mayor Attest: ______________________________ Stephanie Mendoza, City Clerk Adopted: __________________, 2023 Approved as to form: ______________________________ Nicholas E. Cummings, Corporation Counsel March 13 Page 2 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 20-R-23 ~3~ EXHIBIT 1 Page 3 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 1 of 9 revised 6/13/10 Illinois Public Works Mutual Aid Network Agreement This Public Works Agreement (hereinafter “Agreement”) is entered into by which has, by executing this Agreement, manifested its intent to participate in an Intrastate Program for Mutual Aid and Assistance, hereinafter entitled the “Illinois Public Works Mutual Aid Network (IPWMAN)”; and WHEREAS, the Constitution of the State of Illinois, 1970, Article VII, Section 10, (hereinafter “Act”) authorizes units of local government to contract or otherwise associate among themselves in any manner not prohibited by law or ordinance; and WHEREAS, any community that is a home rule unit of local government under the 1970 Constitution of the State of Illinois and as such may exercise any power and perform any function pertaining to its government and affairs; and WHEREAS, the Act provides that any one or more public agencies may contract with any one or more other public agencies to set forth fully the purposes, powers, rights, objectives and responsibilities of the contracting Parties; and WHEREAS, the Illinois Intergovernmental Cooperation Act, 5 ILCS 220/1 et seq., provides that any power or powers, privileges or authority exercised or which may be exercised by a unit of local government may be exercised and enjoyed jointly with any other unit of local government including a unit of local government from another state; and WHEREAS, the Parties to this Agreement may voluntarily agree to participate in mutual aid and assistance activities conducted under the State of Illinois Intrastate Mutual Aid and Assistance Program and the Interstate Emergency Management Assistance Compact (EMAC). Parties may voluntarily agree to participate in an interstate Mutual Aid and Assistance Program for public works related agencies including, but not limited to; local municipal public works departments, township road districts, unit road districts, county highway departments, public water agencies and public wastewater agencies or any other governmental entity that performs a public works function through this Agreement if such a program were established. WHEREAS, the Parties hereto are units of local government as defined by the Constitution of the State of Illinois and the Intergovernmental Cooperation Act; and WHEREAS, the Parties recognize that they are vulnerable to a variety of potential, natural and man-made disasters; and WHEREAS, the Parties to this Agreement wish to provide mutual aid and assistance to one another during times of disaster or public works emergencies. NOW, THEREFORE, the Parties agree as follows: Page 4 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 2 of 9 revised 6/13/10 SECTION I: PURPOSE The Illinois Public Works Mutual Aid Network (IPWMAN) program is hereby established to provide a method whereby public works related agencies, including, but not limited to, local municipal public works departments, township road districts, unit road districts, county highway departments, public water agencies and public wastewater agencies or any other governmental entity that performs a public works function in need mutual aid assistance may request aid and assistance in the form of personnel, equipment, materials and/or other associated services as necessary from other public works related agencies. The purpose of this Agreement is to formally document such a program. SECTION II: DEFINITIONS The following definitions will apply to the terms appearing in this Agreement. A. “AGENCY” means any municipal public works agency, township road district, unit road district, county highway departments, publicly-owned water organization and publicly-owned wastewater organization or any other governmental entity that performs a public works function that abides by the provisions as found in this Agreement. B. “AID AND ASSISTANCE" includes, but is not limited to, personnel, equipment, facilities, services, materials and supplies and any other resources needed to provide mutual aid response. C. "AUTHORIZED REPRESENTATIVE" means a Party's employee who, by reason of his or her position, has been authorized, in writing by that Party, to request, offer, or provide aid and assistance pursuant to this Agreement. Each Party’s initial authorized representative, and the representative’s title, is listed on the contact list. If the title of the authorized representative as listed by name on the contact list has changed, such change shall have no effect on the authority of the authorized representative and the named person shall continue to be the authorized representative until a different person is named as the authorized representative in writing by the Party. In the event that the person who is listed as authorized representative is no longer employed by the Party, the successor in the office formerly held by the authorized representative shall automatically become the authorized representative unless the Party indicates otherwise in writing. Each Party’s authorized representative shall be responsible to designate someone to supervise that Party’s employees who are engaged in the receipt or furnishing of aid and assistance, including, but not limited to, opening of public ways; removal of debris; building of protective barriers; management of physical damage to structures and terrain; transportation of persons, supplies, and equipment; and repair and operation of municipal utilities. D. “BOARD OF DIRECTORS” is a group of representatives from the Parties to the IPWMAN Agreement elected to organize and maintain the program. The Board of Directors shall consist of members of the IPWMAN. Qualifications and terms for the Board members shall be defined in the By- Laws of the Illinois Public Works Mutual Aid Network, Inc. E. “BOARD MEMBER” is a representative of the Association (IPWMAN) serving on the Board of Directors. F. “DISASTER" means a calamitous incident threatening loss of life or significant loss or damage to property, including, but not limited to flood, winter storm, hurricane, tornado, dam break, or other naturally-occurring catastrophe or man-made, accidental, military, or paramilitary incident, or biological or health disasters or a natural or manmade incident that is, or is likely to be, beyond the control of the services, personnel, equipment and facilities of a Party that requires assistance under this Mutual Aid and Page 5 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 3 of 9 revised 6/13/10 Assistance Agreement, but must be coordinated through the appropriate local accredited/certified Emergency Management Agency coordinator. G. “IPWMAN” is the acronym for the Illinois Public Works Mutual Aid Network. H. “LOCAL EMERGENCY” is defined as an urgent need requiring immediate action or attention beyond normal capabilities, procedures and scope for aid and assistance by an agency. I. "MUTUAL AID RESOURCE LIST" means the list of the equipment, personnel and other resources that each Party has available for the provision of aid and assistance to other Parties. This list shall be periodically updated in accordance with the Operational Plan. J. “NATIONAL INCIDENT MANAGEMENT SYSTEM (NIMS)” a Presidential directive that provides a consistent nationwide approach that allows federal, state, local and tribal governments as well as private- sector and nongovernmental organizations to work together to manage incidents and disasters of all kinds. K. "PARTY" means an agency which has adopted and executed this Agreement. L.”PERIOD OF ASSISTANCE” means a specified period of time when a Responding Agency assists a Requesting Agency. The period commences when personnel, equipment, or supplies depart from a Responding Agency’s facility and ends when the resources return to their facility (portal to portal). All protections identified in the Agreement apply during this period. The specified Period of Assistance may occur during response to or recovery from an emergency, as previously defined. M. "RESPONDING AGENCY" means the Party or Agency which has received a request to furnish aid and assistance from another Party and has agreed to provide the same. N. “REQUESTING AGENCY” means the Party or Agency requesting and receiving aid and assistance from a Responding Agency. SECTION III: RESPONSIBILITY OF PARTIES A. PROVISION OF AID. Each Party recognizes that it may be requested to provide aid and assistance at a time when it is necessary to provide similar aid and assistance to the Party’s own constituents. This Agreement shall not be construed to impose any unconditional obligation on any Party to provide aid and assistance. A Party may choose not to render aid and assistance at any time, for any reason. B. RECRUITMENT. The Parties hereby encourage each other to enlist other agencies to adopt and execute this Agreement. C. AGREEMENT FOR BENEFIT OF PARTIES. All functions and activities performed under this Agreement are for the benefit of the Parties to this Agreement. Accordingly, this Agreement shall not be construed to be for the benefit of any third parties and no third parties shall have any right or cause of action against the Parties to this Agreement. D. IMMUNITIES. All immunities provided by law to the Parties shall be fully applicable to the Parties providing or receiving aid and assistance pursuant to this Agreement, including, but not limited to, the Local Governmental and Governmental Employees Tort Immunity Act, 745 ILCS 10/1-101, et seq. E. MEMBERSHIP. To be a member in good standing, a Party shall be responsible for dues and other obligations as specified in the IPWMAN By-Laws and Operational Plan. Page 6 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 4 of 9 revised 6/13/10 SECTION IV: ANNUAL REVIEW At a minimum, the Board of Directors shall meet annually at a meeting place designated by the Board of Directors to review and discuss this Agreement and, if applicable, to recommend amendments to this Agreement. The Board of Directors shall have the power and signing authority to carry out the purposes of this Agreement, including but not limited to the power to: adopt by-laws; execute agreements and documents approved by the Board of Directors; develop specific operating plans, procedures and protocol for requesting assistance; organize meetings; operate a website; disseminate information; create informational brochures; create subcommittees; maintain lists of the Parties; maintain equipment and supply inventory lists; and deal with Party issues. SECTION V: PROCEDURES FOR REQUESTING ASSISTANCE The Board of Directors will promulgate and regularly update procedures for requesting assistance through the Illinois Public Works Mutual Aid Network (IPWMAN) Operational Plan. SECTION VI: RESPONDING AGENCY'S ASSESSMENT OF AVAILABILITY OF RESOURCES The Board of Directors will promulgate and regularly update procedures for responding agency’s assessment of availability of resources through IPWMAN Operational Plan. SECTION VII: SUPERVISION AND CONTROL A. DESIGNATION OF RESPONDING AGENCY’S SUPERVISORY PERSONNEL. Responding Agency shall designate a representative who shall serve as the person in charge of coordinating the initial work assigned to the Responding Agency’s employees by the Requesting Agency. The Requesting Agency shall direct and coordinate the work being assigned to the Responding Agency(s) and the Requesting Agency’s employees. All actions shall be consistent with and in accordance with the National Incident Management System (NIMS) and the IPWMAN Operational Plan. B. RESPONSIBILITIES OF RESPONDING AGENCY’S SUPERVISORY PERSONNEL. The Board of Directors will promulgate and regularly update procedures for Responding Agency’s supervisory personnel through the IPWMAN Operational Plan. SECTION VIII: LENGTH OF TIME FOR AID AND ASSISTANCE; RENEWABILITY; RECALL The Board of Directors will promulgate and regularly update procedures for length of time for aid and assistance; renewability; recall through the Illinois Public Works Mutual Aid Network (IPWMAN) Operational Plan. It is presumed that a Responding Agency’s aid and assistance shall be given for an initial minimum period of twelve (12) hours. Thereafter, assistance shall be extended as the Responding Agency and Requesting Agency shall agree. The twelve (12) hour period shall start when the aid and assistance departs from Responding Agency’s location with the intent of going to Requesting Agency’s location. The aid and assistance shall end when it returns to Responding Agency’s location with the understanding between the Responding Agency and Requesting Agency that provision of aid and assistance is complete. Page 7 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 5 of 9 revised 6/13/10 Responding Agency may recall its aid and assistance at any time at its sole discretion. Responding Agency shall make a good faith effort to give the Requesting Agency as much advance notice of the recall as is practical under the circumstances. SECTION IX: DOCUMENTATION OF COST & REIMBURSEMENT OF COST A. PERSONNEL − Responding Agency shall continue to pay its employees according to its then prevailing ordinances, rules, regulations, and collective bargaining agreements. At the conclusion of the period of aid and assistance, the Responding Agency shall document all direct and indirect payroll costs plus any taxes and employee benefits which are measured as a function of payroll (i.e.; FICA, unemployment, retirements, etc.). B. RESPONDING AGENCY'S TRAVELING EMPLOYEE NEEDS − Responding Agency shall document the basic needs of Responding Agency's traveling employees, such as reasonable lodging and meal expenses of Responding Agency's personnel, including without limitation transportation expenses for travel to and from the stricken area during the period of aid and assistance. C. EQUIPMENT − Responding Agency shall document the use of its equipment during the period of aid and assistance including without limitation all repairs to its equipment as determined necessary by its on- site supervisor(s) to maintain such equipment in safe and operational condition, fuels, miscellaneous supplies, and damages directly caused by provision of the aid and assistance. D. MATERIALS AND SUPPLIES − Responding Agency shall document all materials and supplies furnished by it and used or damaged during the period of aid and assistance. E. REIMBURSEMENT OF COSTS – Equipment, personnel, materials, supplies and/or services provided pursuant to this Agreement shall be at no charge to the Requesting Agency, unless the aid and assistance is requested for more than five (5) calendar days. If aid and assistance is requested from the State of Illinois to be activated as a State asset, the Responding Agency will be reimbursed for personnel, materials, supplies and equipment from the first day of the response to the event by the State of Illinois. Materials and supplies will be reimbursed at the cost of replacement of the commodity. Personnel will be reimbursed at Responding Agency rates and equipment will be reimbursed at an appropriate equipment rate based upon either pre-existing locally established rates, the Federal Emergency Management Agency Equipment Rate Schedule or that published by the Illinois Department of Transportation. In the event that there is no such appropriate equipment rate as described above, reimbursement shall be at the actual cost incurred by the Responding Agency. SECTION X: RIGHTS AND PRIVILEGES OF RESPONDING AGENCY'S EMPLOYEES Whenever Responding Agency's employees are rendering aid and assistance pursuant to this Agreement, such employees shall retain the same powers, duties, immunities, and privileges they would ordinarily possess if performing their duties within the geographical limits of Responding Agency. Page 8 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 6 of 9 revised 6/13/10 SECTION XI: WORKERS' COMPENSATION The Parties agree that Requesting Agency shall be responsible for payment of workers’ compensation benefits owed to Requesting Agency’s employees and that Responding Agency shall be responsible for payment of workers’ compensation benefits owed to Responding Agency’s employees. SECTION XII: INSURANCE Each Party shall bear the risk of liability for its agency and its agency’s employees’ acts and omissions and shall determine for itself what amount of insurance it should carry, if any. Each Party understands and agrees that any insurance coverage obtained shall in no way limit that Party’s responsibility under Section XIII of this Agreement to indemnify and hold the other Parties to this Agreement harmless from such liability. SECTION XIII: INDEMNIFICATION Each Party hereto agrees to waive all claims against all other Parties hereto for any loss, damage, personal injury or death occurring in consequence of the performance of this Mutual Aid Agreement; provided, however, that such claim is not a result of gross negligence or willful misconduct by a Party hereto or its personnel. Each Party requesting aid pursuant to this Agreement hereby expressly agrees to hold harmless, indemnify and defend the Party rendering aid and its personnel from any and all claims, demands, liability, losses, suits in law or in equity which are made by a third party provided, however, that all employee benefits, wage and disability payments, pensions, worker’s compensation claims, damage to or destruction of equipment and clothing, and medical expenses of the Party rendering aid or its employees shall be the sole and exclusive responsibility of the Party rendering aid; and further provided that such claims made by a third party are not the result of gross negligence or willful misconduct on the part of the Party rendering aid. This indemnity shall include attorney fees and costs that may arise from providing aid pursuant to this Agreement. SECTION XIV: NON-LIABILITY FOR FAILURE TO RENDER AID The rendering of assistance under the terms of this Agreement shall not be mandatory if local conditions of the Responding Agency prohibit response. It is the responsibility of the Responding Agency to immediately notify the Requesting Agency of the Responding Agency's inability to respond; however, failure to immediately notify the Requesting Agency of such inability to respond shall not constitute evidence of noncompliance with the terms of this section and no liability may be assigned. No liability of any kind or nature shall be attributed to or be assumed, whether expressly or implied, by a party hereto, its duly authorized agents and personnel, for failure or refusal to render aid. Nor shall there be any liability of a party for withdrawal of aid once provided pursuant to the terms of this Agreement. Page 9 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 7 of 9 revised 6/13/10 SECTION XV: NOTICE OF CLAIM OR SUIT Each Party who becomes aware of a claim or suit that in any way, directly or indirectly, contingently or otherwise, affects or might affect other Parties of this Agreement shall provide prompt and timely notice to the Parties who may be affected by the suit or claim. Each Party reserves the right to participate in the defense of such claims or suits as necessary to protect its own interests. SECTION XVI: AMENDMENTS Proposed amendments to this Agreement shall be submitted to the Board of Directors. Amendments shall be approved by majority vote of the Board of Directors. SECTION XVII: ADDITIONAL PARTIES Additional agencies may become Parties to this Agreement, provided that such agencies: (1) Approve and execute this Agreement. (2) Provide a fully executed copy of this Agreement to the Board of Directors. (3) Provide the name and title of an authorized representative to the Board of Directors. (4) Annually provide a list of mutual aid resources to its local accredited/certified Emergency Management Agency. If requested, the agency may need to assist its local accredited/certified Emergency Management Coordinator with data entry of its mutual aid resources into a web-based format (NIMS Source). Upon submission of the items enumerated above to the Board of Directors and receipt of acknowledgement from the Board of Directors, the submitting agency shall be regarded as a Party to the Agreement. SECTION XVIII: NOTICES Notices and requests as provided herein shall be deemed given as of the date the notices are deposited, by First Class Mail, addressed to the Board of Directors who will notify each of the Parties’ representatives. SECTION XIX: INITIAL TERM OF AGREEMENT; RENEWAL; TERMINATION The initial term of this Agreement shall be one (1) year from its effective date. Thereafter, this Agreement shall automatically renew for additional one-year terms commencing on the anniversary of the effective date of this Agreement. Any Party may withdraw from this Agreement at any time by giving written notification to the Board of Directors. The notice shall not be effective until ninety (90) days after the notice has been served upon the Board of Directors by First Class mail. A Party’s withdrawal from this Agreement shall not affect that Party’s liability or obligation incurred under this Agreement prior to the date of withdrawal. This Agreement shall continue in force and effect as to all other Parties until such time as a Party withdraws. Failure to adopt any amended agreement within ninety (90) days of said amended agreement will signify a Party’s withdrawal from the Agreement. Page 10 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 8 of 9 revised 6/13/10 SECTION XX: HEADINGS The headings of various sections and subsections of this Agreement have been inserted for convenient reference only and shall not be construed as modifying, amending, or affecting in any way the express terms and provisions of this Agreement or their interpretation. SECTION XXI: SEVERABILITY Should any clause, sentence, provision, paragraph, or other part of this Agreement be adjudged by any court of competent jurisdiction to be invalid, such judgment shall not affect, impair, or invalidate the remainder of this Agreement. Each of the Parties declares that it would have entered into this Agreement irrespective of the fact that any one or more of this Agreement's clauses, sentences, provisions, paragraphs, or other parts have been declared invalid. Accordingly, it is the intention of the Parties that the remaining portions of this Agreement shall remain in full force and effect without regard to the clause(s), sentence(s), provision(s), paragraph(s), or other part(s) invalidated. SECTION XXII: EFFECTIVE DATE This Agreement shall be effective on the date of the acknowledgement letter sent by the Board of Directors. SECTION XXIII: WAIVER Failure to enforce strictly the terms of this Agreement on one or more occasions shall not be deemed a waiver of the right to enforce strictly the terms of this Agreement on any other occasion. SECTION XXIV: EXECUTION OF COUNTERPARTS This Agreement may be signed in any number of counterparts with the same effect as if the signatures thereto and hereto were upon the same instrument. SECTION XXV: PRIOR IPWMAN AGREEMENTS To the extent that provisions of prior IPWMAN Agreements between signatories to this Agreement are inconsistent with this Agreement, all prior agreements for mutual aid and assistance between the Parties hereto are suspended. SECTION XXVI: PROHIBITION ON THIRD PARTIES AND ASSIGNMENT OF RIGHTS/DUTIES This Agreement is for the sole benefit of the Parties and no person or entity shall have any rights under this Agreement as a third-Party beneficiary. Assignments of benefits and delegations of duties created by this Agreement are prohibited and must be without effect. Page 11 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 On behalf of the Illinois Public Works Mutual Aid Network Approved and executed this _______________day of _______________________, 20___. By: _______________________________________________________ Mark Runyon President of IPWMAN Board of Directors Attest: ________________________________________________________ 9 of 9 revised 6/13/10 NOW, THEREFORE, each of the Parties have caused this IPWMAN Mutual Aid Agreement to be executed by its duly authorized representative who has signed this Agreement as of the date set forth below. Approved and executed this ______ day of _______________. 20__. For the Agency By:________________________________________ Attest:______________________________________ APPROVED (as to form): By: Approved by the IPWMAN Interim Board of Directors on September 17, 2008. Amended by the IPWMAN Interim Board of Directors on August 19, 2009. Amended by the IPWMAN Board of Directors on June 16, 2010 Mark Doerfler IPWMAN Secretary Page 12 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 Region 4 Members- Cook County Member Member Village of Alsip Village of Lincolnwood Village of Arlington Heights Maine Township Road District Village of Barrington Village of Maywood Village of Bellwood Village of Mount Prospect Village of Bridgeview Village of Niles Village of Brookfield Village of Northfield City of Burbank Village of Oak Lawn Village of Calumet Park Village of Oak Park Cook County Village of Orland Park City of Countryside Orland Township Highway Department City of Des Plaines Palatine Township Road District Elk Grove Village Village of Palatine City of Elmhurst City of Palos Heights Village of Evergreen Park Village of Palos Park Village of Forest View Palos Township Village of Glendale Heights City of Prospect Heights Village of Glenview Village of River Forest Village of Hanover Park Village of Riverside Hanover Township City of Rolling Meadows Village of Harwood Heights Village of Schaumburg Village of Hoffman Estates Village of Schiller Park City of Hometown Village of South Barrington Village of Homewood Village of Streamwood Village of Inverness Village of Westchester Village of Justice Village of Western Springs Page 13 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 Village of Kenilworth Village of Wilmette Lemon Township IPWMAN Regional Breakdowns Page 14 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 Frequently Asked Questions (as listed on IPWMAN’s website) What Is IPWMAN? The Illinois Public Works Mutual Aid Network (IPWMAN) provides a formalized system for government agencies to enter into a written mutual aid agreement to provide and receive emergency assistance in the event of natural or man-made disasters or other situations that require action or attention beyond the normal capabilities of an agency. This organization embodies the concept of “community helping community” by providing an organized process for response to an emergency. An agency requesting assistance receives the type of equipment, materials and personnel services that are needed to react to the event. What Is The Purpose Of The Mutual Aid And Assistance Agreement? The formation of IPWMAN complies with criteria established by the Federal Emergency Management Agency (FEMA) for recognizing the eligibility of costs under the Public Assistance Program incurred through mutual aid agreements between applicants and other entities. (FEMA Disaster Assistance Policy Number DAP9523.6, August 13, 2007) IPWMAN provides a network to help others with personnel, equipment, materials and other resources for natural and man-made disaster response. Who Can Belong To This Organization? This organization was formed to coordinate resources for local municipal public works departments, public water agencies, public waste water agencies, township road districts, unit road districts, county highway departments and any other governmental entity that performs a public works function as they respond to emergency situations. Does My Agency Have The Legal Authority To Become A Member? The Illinois Intergovernmental Cooperation Act, 5 ILCS 220/1 et seq., provides the basic legal authority for units of local government to contract with other units of government. Please consult your agency’s legal counsel for detailed legal advice. What Are The Benefits Of Belonging To This Organization? Members of IPWMAN: 1. In an emergency, members receive assistance from other members with appropriate resources. There is no cost for the first five days of assistance. 2. Provide a network of responding agencies with more diverse resources. Page 15 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 3. Have access to various resources for all areas of the state, not just limited to the areas in close proximity to the event. 4. Promote educational workshops and training to prepare agencies for emergencies and disasters 5. Have a membership agreement that provides reimbursement protocols after the first five days or if the disaster becomes eligible for FEMA or IEMA aid. 6. Have a defined operation plan that expedites the arrival of aid. 7. Have access to a list of emergency contacts. 8. Have added peace of mind knowing that your community has access to aid during time of need when local resources are overwhelmed. How Does An Agency Request Aid? In the event of major incident disaster: 1. The requesting agency assesses the extent of the event to determine what type of assistance is needed. 2. The requesting agency contacts its accredited Emergency Management Agency Coordinator to request needed assistance. 3. The Emergency Management Agency Coordinator will contact member agencies to secure the requested resources. In the event of a local emergency: 1. The requesting agency assesses the extent of the event to determine what type of assistance is needed. 2. The requesting agency contacts the organization’s Call Center to request assistance. 3. The organization’s Call Center sends the request to member agency and coordinates response. What Is The Difference Between A Major Incident And A Local Emergency? A major incident is a natural or man-made event that has a widespread impact on your community. Examples include tornadoes, ice storms with significant damage to utilities and public property, floods, wind storms, widespread damage from explosions or chemical spills as may result from a railroad, freight or industrial accidents, and terrorist-caused incidents. A local emergency is an event that may have limited geographical impact requiring a response that exceeds the capacity of local agencies to respond. Examples may include large sewer, water main or pipeline collapses, bridge collapses, or an unusual event that requires specialized equipment for the response that is not available locally. Does An Agency Have To Respond To A Request For Assistance? Page 16 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 No. The idea behind the mutual aid agreement is that we are here to help each other when an unusual situation needs an immediate response beyond our resources. There will be times when an agency may call for assistance, but another neighboring agency is unable to respond. They may be experiencing effects of the same disaster events, or may be fully committed to other work, or may not be in the financial position to assist. The mutual aid agreement does not obligate any agency to respond, nor does it require an explanation as to why it chose not to respond. What If An Agency Responds And Needs Its Resources Back? An agency is not expected to send resources if it impacts its own ability to effectively manage daily operations or response to its emergency. Resources remain under the authority of the responding agency and can be recalled at any time. What Happens If An Agency's Employees Gets Hurt While Rendering Aid To Another Agency? Each member agency remains fully responsible for their employees. This means that each agency will pay its employees' salaries, benefits, insurance and provide liability coverage. Should a disaster become eligible for IEMA or FEMA reimbursement, these costs may be paid by FEMA. How Long Must I Provide Assistance If Deployed? There is no obligation to respond. However, we ask that responding agencies put in at least one full work day. The total length of your response may be as long as the requester needs assistance or as long as you can help, whichever is less. If you need to bring your resources home, you always have the right and authority to do so under the IPWMAN agreement. Will An Agency Receive Reimbursement After Providing Assistance? The intent of “mutual aid” is that we help each other. We have the same relationship with each other—“If I need help, you will help me; if you need help, I will help you.” The original premise of the mutual aid movement was that we helped each other without the thought of getting paid. Based on the principle of neighbor helping neighbor, no financial reimbursements will be paid to the responding community for the first five work days of assistance. (There is one exception to this principle that will be explained later.) In other words, the first five days of help are free. Page 17 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 Why Are The First Five Days Free? What Happens After The First Five Days? In the past, agencies operated with the understanding that the responding agency would not seek reimbursement from the agency requesting assistance unless the requesting agencies received state and/or federal assistance. That type of understanding is no longer possible. Under current federal guidelines, reimbursement cannot be contingent upon receiving state or federal assistance. Thus, IPWMAN was faced with a dilemma. If a responding agency does not bill the requesting agency for its personnel, equipment and materials, the responding agency may not receive funding from FEMA for work performed by the neighboring community. If the responding agency does bill the requesting agency, that agency may be pushed into further economic hardship as a result of a disaster that didn’t qualify for state or federal assistance. Also, it was learned that bills submitted with “a wink and a nod” to informally indicate that the bill need not be paid will receive the same response from FEMA – they won’t get paid. The agency plans to check past practice to verify performance on written agreements. As a compromise, IPWMAN (with the assistance of the Illinois Emergency Management Agency) proposed a plan for reimbursement that will benefit both the requesting party and the responding party. Under the IPWMAN agreement, the responding party will provide personnel, equipment and materials for the first five (5) days of the event without reimbursement. If the requesting party requires assistance longer than five days, the responding party will bill the requesting party. The value of donated assistance helps the community requesting help in a second way: The value of the unpaid assistance may be credited to the requesting agency as part of the non-federal cost share of the requesting agency’s emergency work under the provisions of Disaster Assistance Policy #9525.2., entitled “Donated Resources.” FEMA reimbursement may apply only after a Presidential declaration of emergency and the following eligibility requirements: 1. The assistance must be requested by the agency in need; 2. The work performed, supplies used and materials consumed are directly related to the disaster and is otherwise eligible for FEMA assistance; 3. The entity can provide documentation of rates and payment for services if requested; and 4. The agreement is written and was in effect prior to the disaster. 5. The One Exception: If an agency responds to a request for assistance made by the State of Illinois, the agency will be reimbursed from the first day of response. Page 18 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 Can The Responding Party Be Forced To Work At A Location? No. Although there may be times when a responding party may be relocated to better utilize the resource, the responding agency may refuse to go there. What If An Agency Is Part Of Another Mutual Aid Agreement? Signing the Illinois Public Works Mutual Aid Network Agreement does not invalidate any other mutual aid agreement. Signing the IPWMAN agreement should increase the resources available to the agency during an emergency situation. Is There A Fee For Membership? Yes. IPWMAN dues are a necessity to enable the organization to cover the operating costs for processing applications, maintaining resource records and updating and maintaining our website and to provide support for the IPWMAN dispatch center and costs to sustain the operation of the network. The dues paid by an agency are based upon the population of the area the agency serves. Currently, the dues have been established to be: ●$100 for agencies with a population of 15,000 or less ●$250 for agencies with a population between 15,001 and 75,000 ●$500 for agencies with a population greater than 75,000. What Does An Agency Need To Do To Become A Member? To become a member of IPWMAN, an agency must submit the following documents: 1. A signed copy of an ordinance, resolution or other legally binding document authorizing the agency to enter into the IPWMAN Mutual Aid Agreement, 2. A signed copy of the IPWMAN Mutual Aid Agreement, 3. A completed application form, 4. A list of mutual aid resources submitted to its local accredited/certified Emergency Management Agency, and 5. Payment of dues. Visit our How To Join IPWMAN page for more information.For more information including an online new member submission form. My Agency Is Not NIMS Compliant At This Time. Can My Agency Still Become A Member? Yes, your agency may become a member. However, should a disaster become eligible for IEMA or FEMA reimbursement, your organization may not be eligible to receive reimbursement unless you are NIMS compliant. Page 19 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239 My County Is A Member. Do I Need To Become A Member To Get Help? Your county can assist you, but to request aid from IPWMAN for your organization, your agency must have signed an agreement with IPWMAN to legally allow our members to respond to your jurisdiction. Where Can My Agency Obtain More Information About IPWMAN? You can obtain a copy of the membership agreement, by-laws, operation plan and other information within the Documents section of this website. Page 20 of 20 Doc ID: d0da7edfd58e9cb9d29ad43f6c11aa8e380c9239