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08/24/2015 6.3.A. - Page 13 6. Arran�e Care for Assistin_g Farces The Agreement requires that the Reque.�ting Party be responsible for the safekceping of the resources providcd by the Assisting Party. 7. Docum�tation for Reimbursement In accordance with the Agreement, each requesting and assisting party is required to keep accounting records of the personnel,equapment,and materials provided under the Mutual Aid Agreement as required by the Federal Stafford Act administeaed by the Federal Emerg�ency Mauagement Adminish�ation(FEMA) and State guidelines. Tlus requireu�ent is to ma,ximize the requesting agencies reimbursement of costs expended to receive mutual aid. Each party to the Agreement shouid become thoroughly familiar with those federal and state accounting requirements and pro-establish emergency management procedures and training of their peisonnel to carefully documeat all costs of labor, equipment and personnel, iacluding administrative costs, accounted by specific damage location. These practices are not only for mutual aid reimbursement but for reimbursement of all agency costs associated with the disaster. 8. PrQClauiation of Emer¢encv The Agreement requires that a Proclamation of Loca1 Emergency must be approved by an authorized official of the impacted jurisdiction. A Sta.te of Emergency should also be requested through the Operational Area for approval by the Governar to authorize State reimbursement and, if warranted,a request for a Presidential Proclamation of Emergency to authorize federat reimbursement. Each Agency should include in their emergency plan a provision to seek such a proclamation from the authorized official in their jurisdiction as soon as they can reasonably detetmine that the disaster will be beyond the scope of mutual aid assistance. Because cwmulative estimates of damage across the county may be combined to establish a basis for reimbursement from the state and a gubernatorial declazation of emergency, the collection and provision of damage estimates to the 4perational Are$for aay incid,ent that might ha.ve countywide implication is important in obtaining external resources. 9. A�ency in CharQe The Agreement provides that the Requesting Coordinator shall remain in charge of the incident aad pmvide direction and control to the resources provided by the assisting party. The request may also include having the Assisting Party prc�viding supervisory personnel to take direct charge of their farces under the overall direction of the Requesting Coordinator. The intent is that the Assisting Party will comply with all reasonable directions from the Requesting Coordinator. However, the Assisting Party should not be obligated ta perform any work that it reasonably believcs would unduly jeapardize the safety of its employees. County of 8aa Mateo Public Norks rlutual Aid ngreesieat Prxedure Guide �� RES0.15437 MUFF#304