To: Board of Supervisors of Sonoma County
Department or Agency Name(s): Sheriff’s Office
Staff Name and Phone Number: Melissa MacDonald, 565-3922
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
Facility Use Agreements for Community Engagement Events
End
Recommended Action:
Recommended action
Adopt resolution delegating authority to the Sheriff to execute facility use agreements for community engagement events held at non-county owned facilities. (4/5th Vote Required)
end
Executive Summary:
The Sheriff’s Office hosts a variety of community engagement events throughout the year such as town hall and emergency preparedness meetings. The Recommended Action before the Board would delegate authority to the Sheriff to execute facility use agreements and any associated amendments with Sonoma County schools, school districts, and community centers for community engagement events. The total aggregate annual payments to all districts will not exceed the Sheriff’s delegated purchasing authority of $50,000. The Sheriff’s Office budgets approximately $1,200 for facility rentals each year; though, schools often waive their rental fees for our community engagement events. The Sheriff’s Office is requesting delegated authority to execute Facilities Use Agreements, because school districts and community centers typically include indemnification and liability waiver provisions in their agreements that exceed the Sheriff’s authority to sign and require approval of the Board of Supervisors.
Discussion:
The Sheriff’s Office is committed to community engagement and approaches that engagement in three ways: broad, issue-specific, and focused engagement. Broad engagement involves meetings, events, and staying active on social media. Issue-specific engagement includes outreach and education focused on particular topics. Focused engagement typically involves rapid response and outreach during and following a critical incident or safety emergency such as a natural disaster.
Community Engagement staff attempt to host these meetings in different locations throughout the County in order to increase accessibility for Sonoma County citizens and reach people where they are. School campuses and other community facilities provide cost-effective, ideal sites for events with locations throughout the County equipped to handle large groups of attendees. Different schools and community centers have offered the use of their facilities and waived the rental fees. However, they typically require the Sheriff’s Office to sign Facilities Use Agreements, which contain provisions that currently exceed the Board’s delegated authority to department heads, such as the Sheriff. For example, these agreements typically contain indemnification and liability waiver terms that only the Board can authorize.
Sheriff’s Office staff host community events as part of both broad and issue-specific engagement. Examples of events in recent years include Town Hall meetings to introduce the newly-elected Sheriff to his constituents and emergency preparedness events to distribute evacuation tags to residents. The Recommended Action before the Board would delegate authority to the Sheriff to execute facility use agreements with Sonoma County schools, school districts, and community centers which will allow staff to engage with the community and further strengthen the relationship that the Sheriff’s Office has with the citizens of Sonoma County.
The Sheriff is requesting authorization to execute facility use agreements in consultation with County Counsel and County Risk Management for community engagement events. Samples of the type of agreements which the requested delegated authority would cover are attached.
Prior Board Actions:
None.
Fiscal Summary
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Expenditures |
FY 21-22 Adopted |
FY22-23 Projected |
FY 23-24 Projected |
|
Budgeted Expenses |
$1,200 |
$1,200 |
$1,200 |
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Additional Appropriation Requested |
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Total Expenditures |
$1,200 |
$1,200 |
$1,200 |
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Funding Sources |
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General Fund/WA GF |
$1,200 |
$1,200 |
$1,200 |
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State/Federal |
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Fees/Other |
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Use of Fund Balance |
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Contingencies |
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Total Sources |
$1,200 |
$1,200 |
$1,200 |
Narrative Explanation of Fiscal Impacts:
The FY 21-22 Adopted Budget includes $1,200 in funding for facility rental fees for community engagement events.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
There are no staffing impacts associated with this Agreement.
Attachments:
Resolution
Sample Sonoma County Office of Education Facilities Use Agreement
Sample Bellevue Union School District Building Facility Use Application and Permit
Related Items “On File” with the Clerk of the Board:
N/A