H-2 - Resolution 2023-036 - Policies and Procedures for SAFER Grant

7. The City Administrator is hereby authorized to review, modify, deny, or approve changes or amendments to any policy, guideline, or procedure of the fire department or the City on an as needed basis without further approval from the City Council to implement or carry out the 2021 SAFER grant award for the fire department. It is the City Council’s intent to provide flexibility and support to adapt to the circumstances and allow for innovation within the fire department and under the 2021 SAFER grant. 8. The City authorizes the City Administrator, Grant Administrator, Program Manager, and/or Finance Officer to communicate with FEMA on behalf of the City and to take all steps to carry out and implement the 2021 SAFER grant award. The Grant Administrator will prepare and submit any amendments under the grant award to FEMA subject to review by the City Administrator. 9. The Grant Administrator is hereby authorized to administer, oversee, and coordinate the 2021 SAFER grant award and its activities. In addition, the Grant Administrator will ensure data collection practices and procedures are implemented, measure the performance and effectiveness of the grant activities, and review, evaluate, and make changes to grant activities and fire department operations to meet program and activity goals and objectives, including NFPA 1720. The Grant Administrator will be responsible for preparing and submitting any amendments to FEMA, including requesting FEMA changes the start date of the Period of Performance to June 1, 2023. The Grant Administrator will oversee and evaluate the Program Manager’s performance for grant related activities, prepare periodic grant reports to FEMA, or will cause said performance reports to be prepared, and will provide analysis of goals, objectives, and benchmarks, including as requested or required by FEMA. 10. The City hereby authorizes Fire Marshal/Code Enforcement Officer Erb to serve as the Program Manager for the 2021 SAFER grant award and amends his job listed duties to add the following: a. Manages recruitment of volunteer firefighters for the fire department, including print and media marketing, onboarding, and orientation; b. In conjunction and coordination with the City Clerk/Finance Officer and Fire Chief, manages payroll for the fire department’s volunteers and documentation; c. Manages and schedules NFPA 1582 compliant physicals (medical evaluations) for applicants to the fire department and manages documentation and all records related to the same; d. Manages and maintains confidential personnel records and medical records for the fire department; e. Manages, purchases, and issues new NFPA compliant personal protective equipment (PPE) to new recruits who meet the recruitment requirements in coordination with the Grant Administrator; 4