To: Board of Supervisors, County of Sonoma
Department or Agency Name(s): Emergency Management
Staff Name and Phone Number: Jeffrey DuVall / 707-565-1152
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Extreme Temperature Response Annex
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Recommended Action:
Recommended action
Receive and approve the Extreme Temperature Response Annex to the Emergency Operations Plan.
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Executive Summary:
In March 2022, the Board of Supervisors adopted the County’s Emergency Operations Plan (EOP). The EOP facilitates coordination between County departments and Operational Area partners, including cities, special districts, community-based organizations, and the private sector in the event of a major emergency incident or disaster. The EOP outlines the specific actions that the County and the Operational Area will carry out when an emergency exceeds or has the potential to exceed the capacity of a single agency or jurisdiction to respond, as well as outlining an organizational framework and addressing steps needed to safeguard the whole community.
The proposed Extreme Temperature Response Annex to the EOP outlines the policies, procedures, and area partners’ roles in response to an extreme temperature incident. While this annex acknowledges that local city jurisdictions can detail their own criteria for response to an extreme temperature incident, this annex provides criterion for implementing this annex to unincorporated Sonoma County and positions the County as the Operational Area to prioritize the support of pre-established facilities and the expansion of their warming or cooling services and if necessary, establish additional facilities. The annex uses a three-phase approach to extreme-temperature incidents. Pre-determined actions and responses have been established for each phase to ensure an effective and timely response. The three phases are based on the risk and impact to vulnerable populations and the general population. The three phases are: Readiness, Cold/Heat Alert, and Cold/Freeze/Heat Warning.
An ‘extreme temperature event’ is a time and place in which weather, climate, or environmental conditions, such as temperature, rank above a threshold value near the upper or lower ends of the range of historical measurements.
Implementation criteria for each phase’s extreme temperature-related activities is based on information including historical data, predicted outlook data, best practices from the region, and input from the County Health Officer and the National Weather Service.
Equity Analysis Tool review is included in this staff report.
Discussion:
Overview
As the frequency of extreme weather grows, the potential need to respond to annual extreme temperature incidents also increases. The accelerating rate of climate change reveals that the state’s 117 years of weather-related record-keeping can lead to significant underestimates as predictors of future weather-related events. Extreme temperatures can pose a public health risk to residents in the County, especially for temperature-sensitive groups such as children, the elderly, the unhoused, and people with respiratory conditions. Heat waves and cold temperatures may lead to illness and death in vulnerable populations. Extreme heat and cold can also lead to power outages as heavy demands for heating and air conditioning strain the electrical grid.
The annex was developed using historical data and best practices with the intention of providing support to as many community members as possible through a myriad of providers that include county departments/agencies, cities, and community-based organizations.
Response Phases
Phase I: Readiness - Heat or Cold
Phase I readiness actions are taken when the National Weather Service issues a partner email or delivers an operational area briefing that indicates an extreme temperature incident is possible (or that temperatures may meet implementation criteria in the next 7 days). During the Readiness phase, \County departments start enhanced monitoring, assessing potential impacts to department service operations, assessing potential impacts to service providers, along with conducting internal County Temperature Coordination Call.
Phase II: Alert - Heat or Cold
Phase II is activated when the Department of Health Services (DHS) and the Department of Emergency Management (DEM) determine that an extreme temperature incident (which is defined based on the criteria below) is likely to occur within 3 days, based on an assessment of extreme temperature indicators or notification of a potential incident.
During the Alert phase, coordination is occurring between County departments, special districts, cities, health care partners, service providers, and Non-Governmental Organizations (NGO)s/Faith-Based Organizations (FBO)s to alert staff of the upcoming event and to mobilize support systems to support warming/cooling centers, IHSS client support phone calls, along with increased surveillance planning efforts pertaining to temperature-related medical calls from the Emergency Medical Services Agency.
Identify staffing needed to support county-hosted and operated warming/cooling centers and prepare to mobilize equipment and supplies needed for potential warming/cooling center(s). Coordinate public information across the county’s platforms and update SoCoEmergency.org
Implementation Criteria - Heat
A single or combination of the below conditions may prompt activation of this phase:
1. NWS HeatRisk Forecast at Level 3 or greater for at least 3 consecutive days; and
2. NWS issuance of Excessive Heat Watch or Warning; and/or
3. California Independent System Operator (CAISO) issues an Energy Emergency Alert 2 electrical emergency.
Implementation Criteria - Cold
A single or combination of the below conditions may prompt activation of this phase:
1. Forecast overnight temperatures are expected to drop below 32 degrees, and conditions are projected for a minimum of 3 consecutive days; or
2. Forecast temperatures to drop below an average nighttime low of 37 degrees for two consecutive days with accompanying hazardous conditions; and/or
3. NWS issues a Frost Advisory and/ Freeze Watch.
Phase III: Warning - Heat or Cold
Phase III is activated when DHS and DEM determine that an extreme temperature incident is likely to occur within 24 hours or is occurring, based on an assessment of extreme temperature indicators. During the Warning phase, County departments, agencies, special districts, cities, health care providers, service providers, and NGO/FBO’s are implementing warming/cooling center plans, coordinating support services for centers, supporting public information, contingency planning for cascading events (power loss, increased in EMS call volume) conducting stakeholder conference calls, and evaluating the need for an EOC activation.
Implementation Criteria- Heat
A single or combination of the below conditions may prompt activation of this phase:
1. NWS HeatRisk Level of Level 3 or greater for at least 3 consecutive days; and
2. NWS issuance of Excessive Heat Warning; and/or
3. Forecast high daytime temperatures are accompanied with overnight low temperature of at least 75°F or higher; and/or
4. CAISO issues an Energy Emergency Alert 2 or 3 electrical emergency.
Implementation Criteria - Cold
A single or combination of the below conditions may prompt activation of this phase:
1. Forecast overnight temperatures are expected to drop below 28 degrees, and conditions are projected for a minimum of 2 consecutive days; or
2. Forecast overnight temperatures are expected to drop below 32 degrees, and conditions are projected for a minimum of 3 consecutive days; or
3. Forecast temperatures to drop below an average nighttime low of 37 degrees for two consecutive days with accompanying hazardous conditions; and/or
4. NWS issues cold-related Warnings (Freeze, Cold, Frost, etc.).
Public Information
Public messaging and information dissemination will be crucial during extreme temperature incidents. Public Information will focus on sharing of public health alerts, raising public awareness of the potential risks, warning of the imminent hazard, messaging on both prevention and immediate treatment of potential injuries and illnesses, response actions taken by the County and allied stakeholders, and information on how the public can access public services.
Warming and Cooling Centers
Sonoma County’s approach to warming and cooling center implementation is to prioritize the support of pre-established facilities and the expansion of their services before opening new temporary warming or cooling centers.
The threshold for the County operating a warming or cooling center will follow the phases outlined in the annex. As the weather and public health indicators in phases two and three are forecasted to be met, DEM and DHS will begin outreach to local jurisdictions and service providers to track the anticipated service delivery across the Operational Area.
The implementation of warming or cooling centers may vary across the Operational Area due to local jurisdiction’s policies and criteria for implementation, as well as variance in temperature and hazards. The County will analyze the need for centers in the County’s unincorporated areas based on social vulnerability of residents in those areas and the proximity of centers and services available to those residents in both incorporated and unincorporated jurisdictions.
The County will open a temporary warming or cooling center and/or support the expansion of services at a standing location (staffing, facilities, equipment etc.) if there are significant service gaps for residents in the county unincorporated areas.
The location of any County operated warming or cooling centers will be determined based on the gaps in service identified in the criteria above and available facilities.
Additionally, the County may create independent agreements with local jurisdictions to provide warming and cooling center locations, equipment, staffing, and management that serve both incorporated and unincorporated residents in that area.
Roles and Responsibilities
DEM, DHS, and the CAO’s Communication Division are emphasized in the annex for their primary roles in response to extreme temperature incidents; however, other County departments and Operational Area partners (which includes the cities) also play an important role in the response.
DEM
Responsible for coordination of Operational Area resources and response actions as well as the montioring and notifications of the incident along with any other concurrent hazards.
DHS
Responsible for the development and dissemination of public health messaging and alerting related to extreme temperature incidents. Manages the coordination with homeless service providers and medical/health care providers organizations, facilities, and systems.
CAO/Public Information Officer
Responsible for the coordinated production and dissemination of public information related to the prevention and treatment of temperature-related health risks as well as public resources in response to the incident.
Warming/Cooling Center (Human Services Department)
Responsible for the implementation of the annex and operations of County hosted and operated Warming/Cooling Centers.
By approving this annex, the Board will establish clear protocols and criteria for response to an extreme temperature incident. This annex outlines implementation criteria that incorporate extreme temperatures, concurrent hazards, public health, and utility indicators to form a comprehensive approach to the evolving extreme temperature incidents. Additionally, this annex focuses on response actions to support the entire population, including those most vulnerable population groups.
Strategic Plan:
N/A.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
Yes
Different areas and topics have been identified in respect to the annex, along with recent response operations:
1. Access to transportation is a barrier to accessing services such as warming and cooling centers. Not only for those who do not live near facilities, this also includes those who don’t live near public transit lines. Strategies are needing more paratransit operations and use of transit buses, along with the frequency of service.
2. There are a variety of factors that influence those that may be the most vulnerable to extreme temperatures, such as overall health, living conditions, and available financial resources. Of note are the unhoused population and the need for augmented capacities of established resource providers.
3. Workers, especially those who work outdoors, such as agricultural/field workers, have little recourse to safety oversight through Cal OSHA, which can be a time-consuming process that often does not get addressed until after the extreme temperature incident has passed.
4. Temperature-related health impacts are often underestimated because hospitals and medical systems typically only document the most extreme conditions like heat stroke or hypothermia. Exacerbating the influence of extreme temperatures on underlying health conditions can also impact vulnerable populations.
5. Financial security typically allows for the best protection from extreme temperatures. It allows for better home weatherproofing measures, the ability to pay for increased utility bills, and the ability to move/go to other locations if needed
Prior Board Actions:
December 13, 2022: Adoption of the Earthquake Annex to the Sonoma County Operational Area Emergency Operations Plan.
May 10, 2022: Adoption of the Care & Shelter Annex to the Sonoma County Operational Area Emergency Operations Plan.
March 22, 2022: Adoption of the 2022 Sonoma County Operational Area Emergency Operations Plan.
August 17, 2021: Adoption of the Evacuation Annex to the Sonoma County Operational Area Emergency Operations Plan.
July 20, 2021: Adoption of the Public Safety Power Shutoff Annex to the Sonoma County Operational Area Emergency Operations Plan.
April 13, 2021: Adoption of the Alert & Warning Annex to the Sonoma County Operational Area Emergency Operations Plan.
March 10, 2020: Adoption of the Pandemic Annex to the Sonoma County Operational Area Emergency Operations Plan.
Fiscal Summary
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Narrative Explanation of Fiscal Impacts:
The adoption of the annex does not have a fiscal impact, but that based on existing data, a potential cost of $1,500 to $2,000 per center, per day, is estimated, and funding will come from a request for contingencies, if needed.
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Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
1. Extreme Temperature Response Annex
2. PowerPoint
Related Items “On File” with the Clerk of the Board:
None.