To: Board of Supervisors of Sonoma County
Department or Agency Name(s): Economic Development Board
Staff Name and Phone Number: Tara Thompson, 707-565-6120
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Fire Memorial Site Selection and Project Update
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Recommended Action:
Recommended action
A) Receive an update on the Fire Memorial Task Force’s process for selecting a site for the Fire Memorial art project.
B) Select a principal and alternate site from the list evaluated and prioritized by the Board established Task Force.
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Executive Summary:
Following its establishment and subsequent approval by the Board, the Fire Memorial Task Force established by Creative Sonoma in 2023, conducted an analysis to identify a suitable location for the Fire Memorial art project. This effort began with an extensive list of 32 potential sites.
Following significant considerations and an evaluation process with the following goals: emphasize tranquility, natural beauty, emotional resonance, and a significant connection to the events of the 2017 fires, six potential sites remain for consideration.
Based on a scoring system that is detailed below, this prioritized list presents sites uniquely poised to honor the memory of those affected by the fires while highlighting our community's resilience. Staff seek Board direction on the final site selection for the project to proceed.
The selected site will be made the focus for the proposed project, with site control, feasibility, planning, and other pre-project efforts to be addressed as the Fire Memorial continues to develop.
Staff recommends site 1) Nagasawa Community Park as the primary selection and site 2) Maddux Ranch Regional Park as the alternative site for contingency planning.
Discussion:
The Fire Memorial Task Force is made up of seven community members appointed by the Board of Supervisors <https://sonoma-county.legistar.com/LegislationDetail.aspx?ID=6277659&GUID=BE768CAE-3E37-4A23-97EB-9B435FCE908E>. Karin Demarest, the project manager contracted for this project, alongside Creative Sonoma staff, engaged in detailed consultations with an array of stakeholders, including county representatives from various agencies, Ag & Open Space, Regional Parks, the City of Santa Rosa, and representatives from the Airport and County Fairgrounds, to collect data on each site.
Selecting a site for the Sonoma County Fire Memorial is a task approached with deep respect and attention to detail. The Fire Memorial Task Force embarked on this journey with the goal of finding a location that honors those who lost their lives in the fires, reminds us of our community's resilience, and serves as a sanctuary for reflection, remembrance, and healing. These original goals are included in the Fire Memorial Work Plan, which was approved by the Board of Supervisors in December 2022 (see Attachment C). Through a comprehensive evaluation process, the Task Force developed specific criteria to assess potential sites, focusing on the site's resonance with the project's goals and practical site condition (“hardscape”) considerations. This section delves into the nuanced criteria formulated for this purpose, the sites considered, and the thoughtful deliberations that led to the recommendations being presented to the board.
Site Criteria
Developing criteria for site selection was a nuanced process for the Task Force, balancing between a number of complex and emotional factors such as accessibility and tranquility, proximity to burn scars versus a distance from fire reminders, and catering to individual reflection or group commemoration. This led to a dual screening approach: evaluating the resonance of the site with project goals and hardscape considerations. Within each of those screening processes were further criteria. The attached Fire Memorial Site Selection Matrix documents these considerations and scores for each site and includes narrative site details (see Attachment B).
Criteria for Scoring “Resonance of the Site with Project Goals”:
• Tranquility: Does the site provide a peaceful, serene environment free from urban noise and interruptions?
• Natural Beauty: Do the aesthetic qualities of the landscape, such as trees, water features, and views, contribute to a reflective atmosphere?
• Emotional Resonance: Does the site provoke an emotional impact for visitors, including feelings of respect, hope, or a sense of closure?
• Connection to the Fire: Does the site have a meaningful connection to the fires?
• Sound Environment: Does the auditory environment support a contemplative experience?
• Space for Reflection: Does the overall site encourage wandering, pondering, and pausing for a contemplative journey?
• Located Near Those Impacted: Is the site near people most impacted by fires?
• Supports Group Visits: Does the site accommodate group visits for reflection and commemoration?
Criteria for Scoring “Hardscape Considerations”:
• Exterior lighting
• Restrictive conservation easement
• Number of entrances (driving)
• ADA accessibility
• Type of parking
• Free parking
• Available parking spaces
• Overall acreage of park
• Access to electricity
• Restrooms
• Known future development
• Accessible public transportation
• Park hours
Sites for Consideration
The following sites are presented in order based on the Fire Memorial Task Force recommendations:
1) Nagasawa Community Park, 1313 Fountaingrove Parkway, Santa Rosa
2) Maddux Ranch Regional Park, 4655 Lavell Rd, Larkfield-Wikiup
3) Sonoma Valley Regional Park, 13630 Sonoma Highway, Glen Ellen
4) Los Guilicos, 7425 Rancho Los Guilicos Rd, Santa Rosa
5) Paulin Creek Pathway, County Administration Center, Santa Rosa
6) Finley Community Park, 2060 W College Ave, Santa Rosa
The attached Fire Memorial Site Selection Matrix (Attachment B) includes scores for each site and narrative site details.
Next Steps
The selected site will be made the focus for the proposed project, with site control, feasibility, planning, and other pre-project efforts to be addressed as the Fire Memorial continues to develop.
A Request for Qualifications (RFQ) for artist qualifications will be developed and approved by the Fire Memorial Task Force prior to publishing. Artist qualifications will be reviewed by the Task Force, who will select 3-5 finalists to interview. Finalist artists will be invited to attend a site orientation meeting with appropriate County and/or City agencies to learn about additional site considerations. Once the Task Force selects one artist for the project, staff will prepare an artist contract for the Fire Memorial project and submit for Board approval. The artist commission is included to be up to $320,000 in the project budget. (See Attachment D.)
Phase 1 of artist services is expected to involve community engagement, working with the Task Force and other stakeholders to develop a proposed design. Proposed artwork design will be subject to Task Force approval. Phase 2 of artist services is expected to involve final design, engineering, and permitting. Phase 3 of artist services involves fabrication. Phase 4 of artist services involves installation. It is anticipated that a dedication event will be planned with Task Force members, and other stakeholders.
Depending on specifics of the artist proposals that will be determined later, any proposed Fire Memorial is expected to be categorially exempt from applicable environmental laws if undertaken at any of the potential sites. All of the locations present already improved or disturbed areas such that the addition of a modest-scale memorial site would involve little to no expansion of existing use and development. Further design and site analysis work is necessary to develop basic project characteristics and other information to more meaningfully evaluate the potential location and the proposed development and use. Any final decision to proceed on the Fire Memorial project will include all required environmental analysis, including as may be required under CEQA.
Anticipated Timeline (subject to change):
Site Selection: March 2024
Selected Site Negotiations: April - May 2024
Request for Qualifications Published: April 2024
Artist Selection Process: July - Aug 2024
Artist Contract Approval: September 2024
Artist-Led Community Engagement
and Site-Specific Project Development: Sept - Dec 2024
Final Design Approval: March 2025
Fabrication & Site Preparation: April - June 2025
Installation Completed: September 2025
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
October 17, 2023: Approved budget resolution adjusting the revised FY23-24 budget to reflect revenues and expenditures related to a grant received from Community Foundation Sonoma County for supplemental funding of the Fire Memorial project in the amount of $100,000 (https://sonoma-county.legistar.com/LegislationDetail.aspx?ID=6379284&GUID=BF9211AE-07E2-42E3-9B3C-D0693D1939CA&Options=&Search=)
July 11, 2023: Approved appointments to Fire Memorial Task Force (Alma Bowen, Cyndi Foreman, Jessica Tunis, Margie Maynard, Pamela Van Halsema, Paul Lowenthal and Tammy Sakanshi) (https://sonoma-county.legistar.com/LegislationDetail.aspx?ID=6277659&GUID=BE768CAE-3E37-4A23-97EB-9B435FCE908E&Options=&Search=)
June 6, 2023: Approved a budget resolution to increase the Fire Memorial budget by $186,000 (https://sonoma-county.legistar.com/LegislationDetail.aspx?ID=6231219&GUID=AD506918-6F62-46ED-ABB7-E4D41C546227&Options=&Search=)
December 6, 2022: Approved Fire Memorial Work Plan, authorized establishment of a Fire Memorial Task Force (https://sonoma-county.legistar.com/LegislationDetail.aspx?ID=5948414&GUID=B4D7D117-71CA-4019-8B5B-129F4B5125C0&Options=&Search=)
June 17, 2022: Allocated $250,000 for Fire Memorial during FY22-23 budget hearings, to be managed by Creative Sonoma in consultation with the Public Infrastructure Department (https://sonoma-county.legistar.com/LegislationDetail.aspx?ID=5679627&GUID=DE64364A-0AF8-4930-ADC4-FDFEB75F985B&Options=&Search=)
Fiscal Summary
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Expenditures |
FY23-24 Adopted |
FY24-25 Projected |
FY25-26 Projected |
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Budgeted Expenses |
$536,000 |
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Additional Appropriation Requested |
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Total Expenditures |
$536,000 |
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Funding Sources |
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General Fund/WA GF |
$436,000 |
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State/Federal |
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Fees/Other (Grant from Community Foundation Sonoma County) |
$100,000 |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
$536,000 |
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Narrative Explanation of Fiscal Impacts:
Total project costs are estimated to be $536,000. This includes $250,000 initial amount allocated during FY22-23 budget hearings and additional allocated funding in the amount of $186,000 in F22-23. An additional $100,000 has been provided through a grant from the Community Foundation in FY23-24. The anticipated project budget for the Fire Memorial is attached (Attachment D) and includes $320,000 for the artist commission, as well as allocations for artist selection costs, technical advisor stipends, contract staff, site work, signage and lighting, community engagement, contingency and a maintenance reserve.
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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):
N/A
Attachments:
• Attachment A: Presentation
• Attachment B: Fire Memorial Site Selection Matrix with Site Details
• Attachment C: Approved Fire Memorial Work Plan
• Attachment D: Approved Fire Memorial Budget
Related Items “On File” with the Clerk of the Board:
N/A