(A) Mutual aid and assistance shall not be requested unless the resources available within the stricken area are deemed inadequate by recipient. When recipient becomes affected by a disaster and deems its resources inadequate, it may request mutual aid and assistance by communicating the request to provider, indicating the request is made pursuant to this mutual aid agreement. The request shall be followed as soon as practicable by a written confirmation of that request, including the transmission of a proclamation of a local state of emergency and a statement or completed form describing its projected needs in light of the disaster.
(B) All requests for mutual aid and assistance shall be transmitted by the party's authorized representative or to the coordinator of the local agency as set forth below.
(1) Method of request for mutual aid and assistance. Recipient shall set forth requests by means of 1 of the 2 options described as follows:
(a) Requests routed through the recipient's local agency. Recipient may directly contact the local agency, in which case it shall provide the local agency with the information in division (B)(2) of this section. The local agency shall then contact other parties on behalf of recipient to coordinate the provision of mutual aid and assistance. Recipient shall be responsible for reasonable and documented costs and expenses incurred by any provider in providing aid and assistance pursuant to this agreement.
(b) Requests made directly to provider. Recipient may directly contact the provider's authorized representative, setting forth the information in division (B)(2) of this section. All communications shall be conducted directly between recipient and provider. Recipient shall be responsible for the reasonable and documented costs and expenses incurred by any provider in providing aid and assistance pursuant to the provisions of this agreement as noted in § 32.21. Provider and recipient shall be responsible for keeping local agencies advised of the status of response activities, in a timely manner.
(2) Required information. Each request for assistance shall be accompanied by the following information, in writing or by an available means, to the extent known:
(a) Stricken area and status. A general description summarizing the condition of the community (such as, whether the disaster is imminent, in progress or has already occurred) and of the damage sustained to date;
(b) Services. Identification of the service function(s) for which assistance is needed and the particular type of assistance needed;
(c) Infrastructure systems. Identification of the type(s) of the public infrastructure system for which assistance is needed and the type of work assistance needed;
(d) Aid and assistance. The amount and type of personnel, equipment, materials and supplies needed and a reasonable estimate of the length of time they will be needed;
(e) Provider's traveling employee needs. Unless otherwise specified by recipient, it is mutually understood that recipient will provide for the basic needs of provider's traveling employees. Recipient shall pay for all reasonable and documented out-of-pocket costs and expenses of provider's personnel, including transportation expenses for travel to and from the stricken area. Further, recipient shall house and feed provider's personnel at its (recipient's) sole cost and expense. If recipient cannot provide the food and/or housing at the disaster area, recipient shall specify in its request for assistance that self-sustained and supported personnel are needed;
(f) Facilities. The need for sites, structures or building outside recipient's geographical limits to serve as relief centers or staging areas for incoming emergency goods and services; and
(g) Meeting time and place. An estimated time and a specific place for a representative of recipients to meet the personnel and resources of any provider.
(3) State and federal assistance. Recipient shall be responsible for coordinating requests for state or federal assistance with its (recipient's) local agency.
(Ord. passed 2-14-2005)