To: Board of Supervisors
Department or Agency Name(s): County of Administrator’s Office
Staff Name and Phone Number: Lois Hopkins 707-565-2431
Vote Requirement: Informational Only
Supervisorial District(s): Countywide
Title:
Title
Quarterly Ad Hoc Update
End
Recommended Action:
Recommended action
Receive the third quarterly update (July to September 2023) from the Ad Hoc Committees established for or continued into calendar year 2023.
end
Executive Summary:
Following the Ad Hoc Committee Rule 43 <https://sonomacounty.ca.gov/administrative-support-and-fiscal-services/board-of-supervisors/about-the-board/board-rules-of-procedures/ix-committees> of the Board’s Rules of Procedures on January 24, 2023, the Board approved Ad Hoc assignments for calendar year 2023. As directed by the Board of Supervisors staff provides quarterly updates on the Ad Hoc activities to keep the Board and public informed about the progress being made by these committees.
Each committee is unique in its mission, outcomes, and process, therefore individual committee reports are enclosed to provide expanded information. This Ad Hoc report summarizes activities that occurred in the third quarter, covering July to September 2023.
As this is the last 2023 quarterly report it is worth noting that Ad hoc committees with work still in progress will be considered for a time limited continuation by the Board Chair in January 2024. Per Rule 43, if there is a need for a long-term committee to continue to meet, it shall be transitioned to a Standing Committee subject to the Brown Act.
Discussion:
The Ad Hoc committee assignments webpage can be found here <https://sonomacounty.ca.gov/administrative-support-and-fiscal-services/board-of-supervisors/assignments/ad-hoc-committees>. Below is a list of CY 2023 ad hocs and their current status.
|
Ad Hoc Committee |
Supervisor Assigned |
Department /Agency |
Lead Staff Member |
Ad Hoc Status |
|
Climate Action Workshop Planning |
Gorin and Hopkins |
County Administrator |
Barbara Lee |
In progress |
|
Community Survey Ad Hoc |
Rabbitt and Coursey |
County Administrator |
Christel Querijero |
Complete |
|
Ad Hoc Committee |
Supervisor Assigned |
Department /Agency |
Lead Staff Member |
Ad Hoc Status |
|
Fire Services |
Rabbitt and Hopkins |
County Administrator |
Christel Querijero |
In progress |
|
|
|
|
|
|
|
Healthy Forests |
Gore and Hopkins |
Ag & Open Space |
Misti Arias |
In progress |
|
Living Wage |
Rabbitt and Hopkins |
County Administrator |
Yvonne Shu |
In progress |
|
Moorland Annexation |
Coursey and Gorin |
County Administrator |
Christel Querijero |
In progress |
|
Onsite Wastewater Treatment Systems |
Rabbitt and Hopkins |
Permit Sonoma |
Tennis Wick and Nathan Quarles |
In progress |
|
Potter Valley Project |
Rabbitt and Gore |
Sonoma Water |
Grant Davis |
In progress |
|
Procurement |
Rabbitt and Gore |
County Administrator |
Yvonne Shu |
In progress |
|
Project Labor Agreement Policy Update Review |
Rabbitt and Hopkins |
County Administrator |
Yvonne Shu |
Completed |
|
Public Art Policy Review |
Gorin and Rabbitt |
Economic Development |
Formerly Kristin Madsen, now Samantha Kimpel |
In progress |
|
Unincorporated Governance Ad Hoc |
Gorin and Hopkins |
County Administrator |
Christel Querijero |
In progress |
Active Ad Hoc Summaries:
The Ad Hoc updates covering information from July through September 2023 are included as Attachment A. Key highlights of the updates for active Ad Hoc Committees include:
The Climate Workshop Planning Ad Hoc was formed to plan the content and format of Climate Workshops planned for August and December 2023 to provide public input that will inform recommendations to the Board pertaining to climate action planning. The Summer workshop occurred on August 29, 2023 here <https://sonoma-county.legistar.com/LegislationDetail.aspx?ID=6326370&GUID=C1AD234F-7823-4BE8-B3B7-1E5934F970D7>. The Climate Workshop Planning Ad Hoc Committee did not formally meet during this reporting period. The Committee did, however, review draft agendas and speakers for the November 1, 2023, Climate Resilience Town Hall meeting. On December 11, 2023, a second workshop is planned to occur in the Board of Supervisors chambers with the goal collecting final input to develop the County of Sonoma Climate Resilience Master Action Plan also known as Blueprint.
The Community Survey Ad Hoc work was completed in the second quarter of 2023. The survey results were presented to the Board on May 23, 2023 and can be found here <https://sonoma-county.legistar.com/LegislationDetail.aspx?ID=6213821&GUID=6F56922B-0827-441A-ACD0-0B283AFD3D95&Options=&Search=>.
The Crisis Response Ad Hoc chose not to move forward in 2023.
The Fire Services Ad Hoc was reappointed for 2023, and established to provide direction on revenue-boosting activities to enhance the efficiency, effectiveness, and sustainability of fire services. On September 26, 2023, the Board of Supervisors adopted a resolution submitting the Improved and Enhanced Local Fire Protection, Paramedic, and Disaster Response Initiative Sales Tax Petition to the Voters of Sonoma County. The Ad Hoc met in October 2023 and remains in contact with the Fire Services Working Group in support of their work on the Fire Tax measure, anticipated to be on the March 2024 ballot.
The Healthy Forests Ad Hoc was established in February 2022 to propose specific strategies to leverage and utilize the remaining PG&E settlement funds to best protect our communities and the health of landscapes from large scale wildfires. The Ad Hoc Committee did not meet during this quarter. Ag + Open Space staff finalized 19 new vegetation management grant agreements for the 2023 Vegetation Management Grant cycle to support wildfire resilience. Staff began working with Gold Ridge Resource Conservation District to plan Resilient Forests and Watersheds workshop series supported in part by National Fish and Wildlife Foundation grant and matched by PG&E settlement funds. The purpose of these workshops is to provide training in wildfire resilience, watershed protection, carbon sequestration and resource conservation to landowners within the Russian River watershed.
The Living Wage Ad Hoc was formed to provide input to staff on potential updates, previously determined by the Board, to the County’s Living Wage Ordinance. The Ad Hoc met twice during the quarter, and a first read of the amended Ordinance occurred on September 12, 2023. However, the second read did not occur. Staff anticipates returning to the Board in the first quarter of 2024.
The Moorland Annexation did not meet during the third quarter. Further discussion has been delayed pending progress on the City of Santa Rosa’s development of a South Santa Rosa Specific Plan. An RFP process to identify a consultant to do this work took place during the quarter. County and City staff have been in communication regarding next steps for coordination for County staff to support the City’s work related to the Santa Rosa Specific Plan.
The Onsite Wastewater Treatment Systems (OWTS) was established to consider stakeholder input and recommendations for OWTS regulations. Permit Sonoma staff used the September meeting to keep the committee apprised of efforts during the last three months. Staff meets weekly with the OWTS Manual technical writer, outreach to the Land Use Advisory Panel has begun, and community engagement will occur in December 2023 and January 2024. The OWTS Manual is tentatively scheduled (CR) and a Countywide Septic System (OWTS) Mapping Study are estimated to be presented to the Board in the first half of 2024.
The Potter Valley Project Ad Hoc was established to collaborate with Sonoma Water staff in evaluating options related to the Potter Valley Project and the reliability and resiliency of the Russian River water supply. The Ad Hoc members met with staff monthly during the third quarter. A Joint Exercise of Powers Agreement between the Mendocino County Inland Water and Power Commission, County of Sonoma, and Sonoma County Water Agency, and creating the Eel-Russian Project Authority will be considered in today’s agenda, see file 2023-1409.
The July meeting covered a draft proposal for possible inclusion in the draft License Surrender Application and Decommissioning Plan for the Project. August’s meeting discussed a purchase and sale agreement for the Project, and communication with Lake County, the Russian River Water Forum, and regional entity formation. The September meeting focused on implementation of the tentatively accepted proposal: continued work toward forming a regional entity, continued work on the engineering design for Project options, and development of a purchase and sale agreement for the Project.
The Procurement Ad Hoc was formed to provide guidance to staff on the comprehensive review of the County’s procurement systems and policies being conducted by Civic Initiatives, LLC. In October, the Ad Hoc received a briefing from the consultant on needs assessment recommendations, which was presented to the Board of Supervisors on October 17, 2023. In consideration for available and/or estimated resources, staff is prioritizing which projects/areas to further examine for implementation.
The Project Labor Agreement (PLA) Policy Update Ad Hoc is to explore updates to the County’s PLA policy last approved in 2014. On September 12, 2023, the Board of Supervisors approved a PLA policy update here <https://sonoma-county.legistar.com/LegislationDetail.aspx?ID=6338156&GUID=D336488E-078C-4D8A-AE6F-D29A2A1E64E7>. The Ad Hoc completed its work and will no longer meet.
The Public Art Policy Review Ad Hoc was formed in 2022 to explore options for expanding public art in Sonoma County. The Ad Hoc met in July and August 2023. Three documents were drafted for the Ad Hoc’s review: Public Art Policy, Public Art Master Plan, and a Public Art Procedures manual. The Master Plan was posted to the Creative Sonoma website and community feedback was received. Staff also received input from County departments to ensure that the policy can be implemented effectively and without undue administrative burden on existing staff. Feedback has also been received to assure that the new policy does not conflict with other construction policies and procedures. A presentation to the full Board of Supervisors is expected in early 2024.
The purpose of the Unincorporated Governance Ad Hoc is to guide staff in the exploration of governance solutions for the unincorporated areas of Sonoma County. The Board of Supervisors approved <https://sonoma-county.legistar.com/LegislationDetail.aspx?ID=6208102&GUID=BE5D3060-2A75-4110-BA8A-877708F25884&Options=&Search=> the Unincorporated Governance Ad Hoc charter and priority areas of focus on May 23, 2023. The Ad Hoc participated in four meetings this quarter, including a meeting to preview the Parks GIS tool, a Municipal Advisory Council listening session, and meetings focused on confirming which proposed work efforts to include in the recommended Unincorporated Governance work plan. Staff will continue to work with the Ad Hoc to develop a recommended work plan to present to the Board of Supervisors in 2024.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
January 24, 2023 - Approval of Ad Hoc assignments for calendar year 2023
April 18, 2023 - First Quarter Update to the Board of Supervisors
September 19, 2023 - Second Quarter Update to the Board of Supervisors
Fiscal Summary
Narrative Explanation of Fiscal Impacts:
Some of the Ad Hocs are or will be incurring expenses associated with their work. Fiscal information is reflected, when applicable, in the attached report.
Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
Attachment A - Quarterly Ad Hoc Reports
Related Items “On File” with the Clerk of the Board:
None