Title
Chief Administrative Office recommending the Board:
1) Adopt and authorize the Chair to sign Resolution 141-2023, amending the Authorized Personnel Allocation Resolution 088-2023 to add 1.0 Full Time Equivalent (FTE) Administrative Analyst I/II to the Sheriff’s Office of Emergency Services (OES); and
2) Authorize the Chief Administrative Officer to negotiate a Memorandum of Understanding with El Dorado Hills County Water District (El Dorado Hills Fire Department) for the assignment of 1.0 FTE Battalion Chief to serve as a dedicated fire liaison to the County’s OES for a period of four years, in an amount not-to-exceed $850,000.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
During the County’s budget presentation meeting on February 1, 2023, with Legistar Item 23-0248, the Board directed the Chief Administrative Office to return to the Board on February 14, 2023, with an item to explore how to assess and evaluate the delivery of the County’s emergency preparedness, operations, and response given the increased workload that has developed as a result of the increasing number of disasters in the County.
Staff returned on February 14, 2023, with Legistar Item 23-0346, and the Board directed staff to identify a consultant to work in collaboration with the Chief Administrative Office and the Sheriff's Office to understand the roles and responsibilities of the County’s emergency preparedness, operations, response, and recovery and to return to the Board within six months with a consultant contract for Board approval.
On August 29, 2023, with Legistar Item 23-1567, staff returned with an update regarding the prior Board direction to hire a consultant, and a recommendation to the Board to direct staff to discontinue the pursuit of a consultant contract and return within 60 days with an updated organizational structure and staffing plan to enhance the delivery of the County’s emergency preparedness, response and recovery services, which the Board approved.
Pursuant to that direction staff are recommending the following staffing plan: add 1.0 FTE Administrative Analyst to OES; enter into an MOU with the El Dorado Hills Fire Department (EDHFD) for 1.0 FTE Battalion Chief to serve as a fire liaison within OES; and dedicate 1.0 FTE vacant Deputy Chief Administrative Officer to serve as a liaison to the Board, Department heads, and impacted non-governmental organizations during emergency preparedness, response, and recovery.
The Administrative Analyst will report to the OES sergeant and will be responsible for the maintenance of, and updates to, the County’s Emergency Operations Plan and Local Hazard Mitigation Plan (LHMP); tracking OES-related legislative changes; research on LHMP and hazard mitigation grants; updating and managing MOUs with partners; OES recovery operations lead; community outreach; and other OES support duties as assigned.
The EDHFD fire liaison will be a Chief Officer-level employee billed at the lower cost of a Battalion Chief who will report directly to the Lieutenant in charge of OES and will provide all aspects of emergency management including, but not limited to: development and implementation of emergency response plans; conduct risk assessments and hazard analyses; facilitate large scale exercises; facilitate or assist with public preparedness drills, meetings and other tasks; coordinate and oversee response efforts during an emergency; assist with strategic goal plans as appropriate; facilitate or assist with Disaster Council meetings and tasks; act as Fire Rescue Operational Area coordinator; Emergency Operations Center (EOC) duties as assigned during an activation, which may include any EOC position; Incident Management Team duties; and, coordinate/liaison with local authorities and agencies, to include during emergencies. The CAO will return to the Board for approval of the MOU once it has been completed.
The Deputy Chief Administrative Officer will report directly to the Chief Administrative Officer and will serve as a liaison between OES/EOC, the Board of Supervisors, County Department Heads and the public to ensure accurate and prompt communications before, during and after emergencies, and to serve as the conduit between the County and the outside organizations that are active with the County during emergencies, disasters, and recovery efforts. This position will provide the communication and programmatic cohesion between the myriad departments, offices, and external groups that engage in emergency preparedness, response, and recovery, and fill the gaps that arise during such efforts. They will also be responsible for proactively identifying and executing the necessary agreements related to emergency preparedness, response, and recovery that are beyond the scope of OES, and serving as the administrator of said agreements.
ALTERNATIVES
The Board could choose to reject or make changes to the proposed organizational structure and staffing request.
PRIOR BOARD ACTION
02/01/2023 Legistar Item 23-0248
02/14/2023 Legistar Item 23-0346
08/29/2023 Legistar Item 23-1567
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Sheriff’s Office of Emergency Services
Health and Human Services Agency
Planning and Building
Office of Wildfire Preparedness and Resilience
Environmental Management
Department of Transportation
Emergency Preparedness and Response
Human Resources
County Counsel
FINANCIAL IMPACT
The estimate annual cost of the Administrative Analyst is $130,000. This cost will be absorbed by the Sheriff’s Office for Fiscal Year 2023-24 and be included in the Sheriff’s Office budget as a General Fund cost in future years. The Administrative Analyst will be tasked with pursuing grant funding to offset the cost of their position, and potentially the fire liaison position in future years.
The cost of the MOU with El Dorado Hills Fire Department is estimated at $205,000 for the first year, increasing by $5,000 for each succeeding year. This cost will be added to the Sheriff’s Office budget as a General Fund cost for Fiscal Year 2023-24 and will be included in the Sheriff’s Office budget as a General Fund cost in future years.
The Deputy CAO is already allocated and funded within the Chief Administrative Office; there is no additional general fund cost associated with this position.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Public Safety - promptly responds to emergencies
Healthy Communities - well being of residents and visitors
Good Governance - best possible process for making and implementing decisions
CONTACT
Carla Hass, Director of Communications and Outreach