Meeting Type: BCC Regular Meeting
Meeting Date: 11/19/2026
Item Status: New
From: Tom Tyler, EMA Director
Submitted by: Amanda Thweatt, EMA Operations Division Manager
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ITEM TITLE
Title
Memorandum of Agreement with Baldwin County Fire Chiefs’ Association for Use of Baldwin County EMA Mailing Address
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STAFF RECOMMENDATION
Recommendation
Approve the revised Memorandum of Agreement (MOA) between the Baldwin County Commission, Baldwin County Emergency Management Agency (EMA), and the Baldwin County Fire Chiefs’ Association (BCFCA), to allow the BCFCA to utilize the physical mailing address of the Baldwin County EMA/Emergency Operations Center (EOC) to receive correspondence. This agreement supersedes and replaces the current agreement approved on December 16, 2025.
This Agreement shall become effective upon execution by both parties and shall remain in effect until terminated. Either the County or the Fire Chiefs’ Association may terminate this Agreement at any time, with or without cause, by giving thirty (30) days’ written notice of termination to the other party.
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BACKGROUND INFORMATION
Background: The Baldwin County Fire Chiefs’ Association has no permanent address since the presidency changes annually. To provide a permanent mailing address, the BCFCA has requested to use the Baldwin County EMA's physical mailing address to receive mail. Mail will be collected by the BCFCA per the MOA and will not interfere with or burden the EOC facility or staff. The agreement has been updated to revise the termination clause to have no end date, as there are no monetary agreements in the MOA. Therefore, a renewal every three years is not needed.
Previous Commission action/date:
December 16, 2025 - Approved the MOA with BCFCA to use the EMA physical mailing address. Currently in place but will be superseded by the revised MOA if approved.
December 5, 2022 - Approved the MOA with BCFCA to use the EMA physical mailing address. The agreement ended on December 5, 2025.
February 19, 2019 - Approved the MOA with BCFCA to use the EMA physical mailing address. The agreement ended February 19, 2022.
FINANCIAL IMPACT
Total cost of recommendation: N/A
Budget line item(s) to be used: N/A
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: This is a replacement for the previously approved agreement.
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: EMA Staff and Administration
Action required (list contact persons/addresses if documents are to be mailed or emailed):
EMA Staff:
1.) Obtain signature of the BCFCA authorized representatives on the agreement;
2) Send original agreement to Administration for processing;
3) Retain ONE copy of the fully executed MOA and provide ONE fully executed copy via email to the BCFCA President, Raymond Lovell.
Administration:
1) Obtain the Chairman’s signature on the original agreement;
2) Send one (1) copy of the fully executed MOA to the EMA Staff email of Amanda Thweatt and Danon Smith.
3.) Upload to the portal and retain the original.
4.) Replace the agreement approved on December 16, 2025, in the portal with this agreement.
Additional instructions/notes: N/A