To: Board of Supervisors, County of Sonoma
Department or Agency Name(s): Emergency Management
Staff Name and Phone Number: Christopher Godley / 565-1152
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
Amend the Position Allocation List for the Department of Emergency Management
End
Recommended Action:
Recommended action
A) Adopt a Resolution amending the Department of Emergency Management Position Allocation List effective December 13, 2022, to:
i) Add 1.0 Full-Time Equivalent Department Analyst Time-Limited (through June 30, 2025) to support the Unified Community Preparedness and Long-Term Disaster Project.
ii) Add 1.0 Full-Time Equivalent Department Program Manager Time-Limited (through June 30, 2025) to support the Drought Response and Flood Control Coordination Project.
B) Adopt a Budget Resolution increasing FY2022-23 revenue and expenditure appropriations by $68,228 to support the addition of 1.0 FTE Department Program Manager position. (4/5th Vote Required)
(4/5th Vote Required)
end
Executive Summary:
The Department of Emergency Management has been given direction by the Board of Supervisors to collaborate with county departments on two multi-year priority projects that directly support the County’s Five-year Strategic Plan.
The Unified Community Preparedness and Long-Term Disaster Recovery Project will develop equitable, sustainable, unified, community-based disaster preparedness, response, and recovery platform development to rapidly assess communities’ needs, implement solutions, and deliver targeted and relevant resources for disaster and recovery. The Department is requesting 1.0 Full-Time Equivalent (FTE) Department Analyst Time-Limited to administer the program through June 30, 2025. This position will be funded with American Rescue Plan Act funds as this project was one of the projects that received funding under the Community Resilience Program approved by the Board on May 24, 2022.
The Drought Response and Flood Control Coordination Project will develop planning and response capabilities urgently needed to respond to current catastrophic drought conditions and State drought response requirements while also planning for future flooding events and developing a more defined flood coordination framework. This position will be funded by the Water Security Fund, created by the Board during FY2022-23 Budget Hearings. The Department is requesting 1.0 FTE Department Program Manager Time-Limited to administer the program through June 30, 2025. The Department is additionally requesting a Budget Resolution to increase Fiscal Year 2022-23 revenue and expenditure appropriations by $68,228 ($34,114 Department of Emergency Management and $34,114 Water Security Fund) to support the addition the Department Program Manager position.
Discussion:
Department Analyst - Unified Community Preparedness Project
On May 24, 2022, The Board approved the American Rescue Plan Act (ARPA) Community Resilience Programs Funding Plan, which included the Unified Community Preparedness and Long-Term Disaster Recovery Project to develop equitable, sustainable, unified, community-based disaster preparedness, response, and recovery platform development to rapidly assess communities’ needs, implement solutions, and deliver targeted and relevant resources for disaster and recovery.
The Department of Emergency Management was identified to lead the fiscal and administrative oversight of the project, in collaboration with the Sonoma County Office of Equity; Sonoma County Human Services Department; Community Urgent Response and Aid (CURA); Community Organizations Active in Disaster (COAD); COAD member agencies; FeatherVine (faith-based organizations); County Department of Health Services; Just Recovery Partnership, and Just Recovery Promotora Network.
The total project award through December 2024 is $1,925,470. Of this, $326,250 was allocated to fund a 1.0 FTE Department Analyst Time-Limited position to oversee the following program responsibilities on behalf of the project participants:
1. Budget Management
2. Programmatic Reporting
3. Manage and liaise for stakeholders
4. Procurement Oversight
5. Programmatic navigation
6. Creating MOUs
7. Creating Subcontractor Agreements
8. Reimbursement Requests
9. Program Fiscal Management
10. Allocate and Administer Funds
11. Administer related County budget actions
12. Organize and facilitate meetings
13. Fiscal reporting
Due to the complex nature of this project, advanced fiscal, budget and project management skills will be required to administer successful fiscal and administrative oversight needed to meet project deliverable milestones and requirements needed for funding eligibility.
The department’s FY2022-23 includes the revenue and expenditure appropriations needed to fund this position and is therefore not requesting any budget adjustments for this position with this Board item.
Department Program Manager - Drought Response and Flood Control Project
During the June 17, 2022, Budget Hearings, the Board set aside $5 million from County discretionary one-time balances to create a Water Security Fund, which is the source approved to finance staff to implement a Drought Response and Flood Control Project for two years at $1,130,000. The fund has a remaining balance of $3,870,000.
On July 12, 2022, the Board of Supervisors approved the Drought Response and Flood Control Coordination Project recommended by the Department of Emergency Management and Sonoma Water. The Project will develop planning and response capabilities urgently needed to respond to current catastrophic drought conditions and State drought response requirements while also planning for future flooding events and developing a more defined flood coordination framework. The Board approved $1.13 million over two years ($565k each year) to support requested staff and operational needs for the Project.
The Department of Emergency Management was awarded a total of $420,000 over the term of the project to staff a 1.0 FTE Department Program Manager Time-Limited to perform regional drought planning and analysis of the incident while collaborating with diverse stakeholder groups on response, unmet needs, and community engagement. In parallel, this position will start to draft the County/Operational Area’s response to floods. Analyzing consequence management and response within the nine Sonoma County Water Agency’s Flood protection zones. Currently, DEM only has a response plan for Zone 5A - Lower Russian watershed.
Salary and benefits costs for the remainder of Fiscal Year are $93,125, of which $34,114 will be charged against the Water Security Fund. The remaining $59,011 Salary and Benefits and overhead expenses for FY2022-23 will be realized through departmental salary savings.
This Board item requests adoption of a Budget Resolution increasing revenue and expenditure appropriations by $34,114 for the addition of the Department Program Manager position.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillars, goals, and objectives:
Pillar: Healthy and Safe Communities
Goal: Goal 1: Expand integrated system of care to address gaps in services to the County’s most vulnerable.
Objective: Objective 2: Identify gaps in the Safety Net system of services and identify areas where departments can address those gaps directly, and seek guidance from the Board when additional resources and/or policy direction is needed.
Pillar: Resilient Infrastructure
Goal: Goal 2: Invest in capital systems to ensure continuity of operations and disaster response.
Objective: Objective 1: Strengthen critical communications infrastructure, interoperability, and information technology tools relied upon during disasters.
Prior Board Actions:
07/12/2022: Approved the Drought Response, and Flood Control Coordination Project recommended by the Department of Emergency Management and Sonoma Water.
06/17/2022: Adopted Fiscal Year 2022-23 budget, including creation of the $5 Million Water Security Fund.
05/24/2022: Approved the American Rescue Act (ARPA) Community Resilience Programs Funding Plan.
Fiscal Summary
|
Expenditures |
FY 22-23 Adopted |
FY23-24 Projected |
FY 24-25 Projected |
|
Budgeted Expenses |
$207,591 |
$388,782 |
$393,316 |
|
Additional Appropriation Requested |
$34,114 |
|
|
|
Total Expenditures |
$241,705 |
$388,782 |
$393,316 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
$148,580 |
$198,106 |
$198,106 |
|
Fees/Other |
$59,011 |
|
|
|
Use of Fund Balance (Water Security Fund) |
$34,114 |
$190,676 |
$195,210 |
|
Contingencies |
|
|
|
|
Total Sources |
$241,705 |
$388,782 |
$393,316 |
Narrative Explanation of Fiscal Impacts:
Department Analyst
This position will be partially funded with Unified Community Preparedness and Long-Term Disaster Recovery Project (funded with American Rescue Plan Act funds as approved on 5/24/22). In addition, this position will provide support for other DEM grants and a portion of this position will be funded with available grant overhead sources for this work.
Department Program Manager
The Drought Response and Flood Control Coordination Project Program Manager will be nearly fully funded from the Water Security Fund. During FY22-23, the Department will utilize approximately $59,000 in projected salary savings to cover a portion of this position’s cost. This will ensure sufficient funds from the Water Security Fund will be available for the remaining term of this position. This position will be fully funded from the Water Security fund in FY23-24 and FY24-25.
During the June 17, 2022, Budget Hearings, the Board set aside $5 million from County discretionary one-time balances to create a Water Security Fund, which is the source approved to finance program staff at Sonoma Water and the Department of Emergency Management to implement the Project for two-years at $1,130,000. Each department was allocated $420,000 over the course of the two-year project to fund a Department Program Manager position, for a total of $840,000. The $290,000 balance will fund programmatic support services costs for two years, including Public Information, County Counsel, ISD, fiscal administration, and program materials and supplies.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
Department Analyst (0826) |
$6,251- $7,599 |
+1.0 |
0 |
|
Department Program Manager (3085) |
$7,112 - $8,644 |
+1.0 |
0 |
Narrative Explanation of Staffing Impacts (If Required):
If approved, this will increase Emergency Management’s Department Position Allocation Table by 2.0 Full-Time Equivalents through FY2024-25.
Attachments:
1. Personnel Resolution
2. Budget Resolution
Related Items “On File” with the Clerk of the Board:
None.