Mutual Aid Agreement

The VA WARN Committee has developed the Mutual Aid Agreement (MAA) documents.

The MAA documents were developed taking into account the following existing forms of agreements and information:

• Virginia Department of Emergency Management (VDEM) Statewide Mutual Aid (SMA) Authorizing Resolution
• National Capital Region (NCR) Water/Wastewater MAA
• WARN model MAA developed by AWWA

Where possible, the attached documents were drafted to be consistent with the VDEM and NCR models (in that priority). The benefits of doing so include increasing acceptance and approval by Virginia localities and authorities already party to one or both of those agreements, avoiding inconsistent programs, and facilitating transition from a VA WARN-level response to a response by VDEM or others after a formal emergency or disaster declaration.

Summary of MAA Documents

• Authorizing Resolution
  This form would be used by each locality or authority in obtaining governing body authorization for its chief administrative officer to execute the MAA on its behalf. It is expected that each locality or authority would adapt this form for use in accordance with its local procedures such as, for example, converting it to the form of a city ordinance rather than a resolution.
  Alternate PDF Download

• VA WARN Mutual Aid Agreement (MAA), Assistance Request Form (Exhibit A), & Event Agreement Form (Exhibit B) with Attachment
  Each Member Utility would execute the MAA at the outset and would thereby become a member of the VA WARN network upon acceptance and acknowledgment by the VA WARN Committee. Key issues covered by the MAA include: Definitions, Procedure for Requesting Assistance, Use of Event Agreements, Authorized Representatives, Withdrawal from VA WARN, and Amendments to VA WARN MAA.

  Assistance Request Form
  In accordance with Section 2.1 of the MAA, a Member Utility may request assistance by submitting a written request using the Assistance Request Form (an Excel spreadsheet) or verbally requesting service (in which case the a verbal request shall be followed as soon as practical by the written request using the Assistance Request Form.)
  Assistance Request Form

  Event Agreement Form
  The Event Agreement form is included as Exhibit B to the MAA and is used by the Requesting Utility and Assisting Utility to establish an agreement to provide and receive assistance. Key issues covered by the Event Agreement include: Scope of Assistance, Procedures for Provision of Assistance, Reimbursement, and Insurance Coverage. The Event Agreement would be signed when a Requesting Utility and Assisting Utility reach agreement on the specific Scope of Assistance to be provided. The Scope of Assistance established by the Requesting and Assisting Utilities will set forth on Attachment A (an Excel spreadsheet) to the Event Agreement.
  Event Agreement Attachment A

• Authorized Representative Form
  An Authorized Representative Designation Form is included for your use in accordance with section 2.4 of the MAA, which requires each Member Utility upon execution of the MAA to designate one or more Authorized Representatives to act on its behalf in requesting or agreeing to provide assistance.

• VA WARN Event Agreement Attachment A - Addendum No. 1 (Scope of Assistance)

The Mutual Aid Agreement is structured to facilitate rapid emergency response between and among VA WARN Member Utilities. Having a signed MAA already in place and on file prior to an emergency can greatly facilitate planning and prioritizing by other Utilities responding to your requests for help in time of need.

Please download the MAA and execute the MAA in accordance with the requirements of your locality or authority. It is anticipated that each Utility will need governing body authorization and the signature of the chief administrative officer or executive director.

Please note that with governing body authorization in the manner provided in the Authorizing Resolution form, the MAA is designed to enable the Utility to execute an appropriate Event Agreement at the time of the emergency without further governing body action.

Upon executing the MAA, please forward the following documents to the address shown below:

1. Copy of the MAA adopted authorizing resolution/ordinance
2. An executed copy of the MAA
3. Authorized Representative Form

VA WARN 
Attn: Geneva Hudgins
14805 Forest Road, Suite 210
Forest, VA 24551
Phone: 434.386.3190
geneva.hudgins@vaawwa.org