CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM REPORT
Meeting Date: November 15, 2022
To: Honorable Mayor and Honorable City Councilmembers
From: Bill Braga, Fire Chief/Director of Emergency Services Subject: Public Hearing – First Reading and Introduction of Ordinance XXXX, Amendment to City Ordinance, Chapter Two, Section 2.36 Emergency Management Follow up Council report on Sebastopol Emergency Operation Plan Recommendation: Approval of Chapter Two, Section 2.36 Emergency Management Ordinance Funding: Currently Budgeted: ___X____ Yes _________ No ____ N/A Net General Fund Cost:
Amount: $5,000_
Account Code 100-3114-4330/Costs $5,000 authorized in City Approved Budget (if applicable) ___AK____ (verified by Administrative Services Department)
PURPOSE/INTRODUCTION:
At the September 7, 2021, City Council meeting, the City Council received a presentation, discussed the draft proposed Emergency Operations Plan (EOP) and on September 21st, 2021, by resolution adopted the EOP. During the meetings Council provided direction to the Director of Emergency Services (Fire Chief) for additional information and preparing amendments to the Municipal Code, Chapter Two, Section 2.36 Emergency Management Ordinance, to be consistent with the EOP.
BACKGROUND:
The City’s Emergency Operations Plan (EOP) is a foundational document for emergency management systems, practices, and procedures for City staff, key partners, and the community and shall be based on and consistent with the Standardized Emergency Management System (SEMS) as adopted by the State of California and the National Incident Management System (NIMS) as adopted by the Federal government.
The Sebastopol Municipal Code Title Two, Administration and Personal, Section 2.36 pertains to Emergency Management within the City. With the adoption of the revised EOP, Council directed staff to review and make the necessary recommendations ensuring the code is consistent with the adopted EOP.
DISCUSSION:
At the March 15, 2022, City Council meeting, the City Council received a presentation, discussed the draft proposed Emergency Operations Plan (EOP), and supported adoption of the proposed document with the following direction to the Director of Emergency Services as provided in the EOP and as listed below:
a. Current budget for modifications to the Emergency Operations Center located at the Sebastopol Police Department. Future budget for the EOC at the Sebastopol Fire Department. b. Amendments to the Emergency Management Ordinance to be consistent with Emergency Operations Plan
c. Update on conducting of annual mock training drills/exercises to ensure staff is prepared for emergency situations and maintain certificates of training; and Agenda Item Number 12 Agenda Item Number 12
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d. Proposed Appendixes to Approved Plan to include but not limited to:
i. Location of Cooling Centers and Warming Centers
ii. Location of Buildings with City Generators
iii. Location of our Evacuation Centers
iv. Procedures for opening said buildings (Cooling Centers, Warming Centers, Evacuation Centers, etc.)
v. Location of Radio Operators & Hubs utilizing FRS/GMRS Radios with SNCU Team Members
a. Return to City Council with current budget for modifications to the Emergency Operations Center located at the Sebastopol Police Department.
The primary City Emergency Operations Center (EOC) is located at the Sebastopol Police Department, 6850 Laguna Parkway. The alternate EOC is located at the Sebastopol Fire Department, 7425 Bodega Avenue.
Generally, emergency management operations will be conducted from the primary EOC, however situations may arise which dictate EOC operations be conducted from alternate sites, i.e., the primary EOC is either nonoperational due to damage or inaccessible, or the situation resulting from the event may dictate that both facilities be activated. As a result, both centers should be equipped to manage any emergency that arises in the city. Funding for the alternative EOC at the Sebastopol Fire Department will be budgeted for the FY2023-2024 Fiscal Year.
The Director of Emergency Services completed an assessment of both buildings and prepared a list of equipment and materials needed to update and operate the centers efficiently. Items include. • First Responder SIM Cards for Dept Laptops, Hotspots, Routers • Monitors
• Mounting units, cables, electrical surge protectors
• Miscellaneous office supplies
b. Return to Council with Amendments to the Emergency Management Ordinance to be consistent with Emergency Operations Plan.
Current Sebastopol Municipal Code Title Two, Administration and Personal, section 2.36 pertains to Emergency Management. With the adoption of the revised EOP, staff is recommending making the following changes to section 2.36 for consistency with city practices and the EOP:
• 2.36.010 – Purpose
Current language - The declared purposes of this chapter are to provide for the preparation and carrying out of plans for the protection of persons and property within this City in the event of an emergency; the direction of the emergency organization; and the coordination of the emergency functions of this City with all other public agencies, corporations, organizations, and affected private persons.
Proposed language - The purpose of this chapter is to provide for the preparation and implementation of plans for: protection of persons and property within the City in the event of a local emergency; the direction of the emergency organization; delegation of authority to the Director of Emergency Services and the emergency organization; coordination of the emergency functions of the City with all other public agencies, corporations, organizations, and affected persons; facilitation of mutual aid to and for affected persons; and implementation of the California Emergency Services Act (Government Code Section 8550, et seq.).
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With the proposed language staff is recommending stronger clarification in the identification of a local emergency, providing the delegation of authority to the Director of Emergency Services as stated in the EOP, and additional language for facilitation of mutual aid for affected persons; and implementation of the California Emergency Services Act (Government Code Section 8550, et seq.). • 2.36.030 – Disaster Council Membership
Current language - The Sebastopol Disaster Council is hereby created and shall consist of the following:
A. The Mayor or his/her designee, who shall be Chairperson.
B. The Director of Emergency Services, who shall be Vice Chairperson.
C. The Assistant Director of Emergency Services.
D. Such chiefs of emergency services as are provided for in a current emergency plan of this City adopted pursuant to this chapter.
E. Such representatives of civic, business, labor, health, educational, professional, or other organizations having an official emergency responsibility, as may be appointed by the Chairperson.
Proposed Language – The City of Sebastopol Disaster Council is hereby created and shall consist of the members of the City Council. The duties of the Disaster Council shall be to perform the actions which the City Council finds to be authorized or required by the California Emergency Services Act. The Mayor shall be the chairperson, and the Vice Mayor shall be the vice chairperson, and the Committee shall also consist of the Director of Emergency Services and such Department Heads as are provided for in a current emergency plan of the City. There shall be no regular meetings of the Disaster Council; and special meetings of the Disaster Council shall be called in accordance with the requirements of the Ralph M.
Brown Act. (See California Government Code Section 54956.) Additional language also clarifies the duties of the Disaster Council and authorization as provided by the California Emergency Services Act. All meetings must be called in accordance with the requirements of the Ralph M. Brown Act. (See California Government Code Section 54956.). • 2.36.040 – Disaster Council Powers and Duties
Current Language - It shall be the duty of the Sebastopol Disaster Council, and it is hereby empowered to develop and recommend for adoption by the City Council, emergency and mutual aid plans and agreements and such ordinances and resolutions and rules and regulations as are necessary to implement such plans and agreements. The Disaster Council shall meet upon call of the Chairperson or, in his absence from the City or inability to call such meeting, upon call of the Vice Chairperson.
Proposed Language – It shall be the duty of the Sebastopol Disaster Council, and it is hereby empowered to develop and recommend for adoption by the City Council, emergency and mutual aid plans and agreements and such ordinances and resolutions and rules and regulations as are necessary to implement such plans and agreements. The Disaster Council shall meet at least once per year upon call of the Chairperson, or, in his/her absence from the City or inability to call such meeting, upon call of the Vice Chairperson.
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With the proposed language staff is recommending adding language to the section which dictates the Disaster Council meet at least once a year upon the call of the chairperson. This language is consistent with Council request, and the EOP, which dictates the Director of Emergency Services to review the EOP annually and report back to the Council on required changes to the EOP. • 2.36.060 – Powers and Duties of Director and Assistant Director of Emergency Services Current Language -
B. The Director of Emergency Services shall designate the order of succession to that office, to take effect in the event the Director is unavailable to attend meetings and otherwise perform his/her duties during an emergency. Such order of succession shall be approved by the City Manager.
C. The Director shall, with the assistance of emergency service chiefs, develop emergency plans and manage the emergency programs of this City; and shall have such other powers and duties as may be assigned by the City Council.
Proposed Language –
B. The Director of Emergency Services shall designate the order of succession to that office, to take effect in the event the Director is unavailable to attend meetings and otherwise perform his/her duties during an emergency. Such order of succession shall be approved by the City Manager, as listed in the City’s Emergency Operational Plan, and reviewed and updated yearly.
C. The Director shall, with the assistance of emergency service chiefs, develop emergency plans and manage the emergency programs of this City; and shall have such other powers and duties as may be assigned by the City Council. Such plan shall be reviewed yearly, and Director shall submit a Report to the City Council at a public meeting yearly as to whether or not changes are required of the Plan.
The proposed language change further clarifies the EOP’s requirement of an annual review and update of the plan, and a public report out to the Council regardless of changes or lack of changes. • 2.36.080 Emergency plan
Current Language -The Sebastopol Disaster Council shall be responsible for the development of the City of Sebastopol emergency plan, which plan shall provide for the effective mobilization of all of the resources of this City, both public and private, to meet any condition constituting local emergency, state of emergency, or state of war emergency; and shall provide for the organization, powers and duties, services, and staff of the emergency organization. Such plan shall take effect upon adoption by resolution of the City Council.
Proposed Language - The City’s emergency plans shall be developed and maintained current by the Director of Emergency Services and the emergency organization, in accordance with the provisions of the California Emergency Services Act and shall be subject to the approval of the City Council. Provided, however, that the Director of Emergency Services shall be authorized to make administrative amendments to the emergency plans without approval of the City Council to the extent necessary to update nonsubstantive administrative matters (such as the identification of resources, clerical corrections, or clarifications). A copy of each such administrative amendment shall be signed by the Director of Emergency Services and on file with the City Clerk. The Director shall be responsible for the implementation of emergency plans during a proclaimed local emergency Agenda Item Number 12 Agenda Item Number 12
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The proposed language removes the requirement that the Sebastopol Disaster Council shall be responsible for the development of the City of Sebastopol emergency plan. It directs the Emergency Services Director as being responsible for developing and maintaining an updated and current EOP, in accordance with the provisions of the California Emergency Services Act and shall be subject to the approval of the City Council. It would allow the Emergency Services Director to make nonsubstantive to the EOP and requirements all changes be on file with the City Clerk. • 2.36.100 Punishment of violations.
Current Language – It shall be a misdemeanor punishable by a fine of not to exceed $500.00 or by imprisonment for not to exceed six months, or both, for any person, during an emergency.
Proposed Language – Changes the section from punishment of violations to Acts Prohibited During an Emergency. In addition, deletes the above language stating punishment and fine, and moves the punishment to a new subsection 2.36.110 with the same previous language of punishment by a fine of not to exceed $500.00 or by imprisonment for not to exceed six months, or both, for any person, during an emergency.
The proposed language separates the two sections for ease of violation identification and punishment.
2.36.110 Repeal of conflicting ordinances
Current Language - Ordinance No. 467 adopted December 2, 1963, and all other ordinances in conflict herewith are hereby repealed.
Proposed Language – Renumbering of section to 2.36.120 and creating additional language as follows; If any provision of this ordinance or the application thereof to any person or circumstances is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this ordinance are declared to be severable.
The above-described proposed changes are the only recommended changes to section 2.36 Emergency Management. Attachment A is a red line version of complete ordinance as proposed for adoption. c. Conduct annual mock training drills/exercises to ensure staff is prepared for emergency situations and maintain Certificates of Training.
The Director of Emergency Services is responsible for ensuring staff meets all the training requirements per the State and Federal Emergency Management Systems. In October 2021, the Director distributed a matrix provided by the California Office of Emergency Services (CalOES) to all Department Heads describing the training mandates dictated by law (See attachment C). Department Heads are responsible for ensuring their staff meet all mandated training requirements and forwarding training certifications to the Director of Emergency Services for verification and filing. The Director of Emergency Services is managing the on-going completion of staff certifications. All City Staff members have completed their required CalOES NIMS Compliance Training for all EOC levels. Annual Training and Mock exercises will be scheduled during the Spring and Fall months. The County of Sonoma Department of Emergency Management will conduct the required training. d. Return to City Council with appendixes to plan, including but not limited to; location of evacuation, warming and cooling center(s), location of buildings with city generators, procedures for opening said buildings (Cooling Centers, Evacuation Center, etc.), and location of Ham Operators.
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The Director of Emergency Services has developed a supplemental Annex to the Sebastopol Emergency Operation Plan; Sebastopol Operations Plan Annex: Evacuation and Cooling/Warming Centers Resources (See attachment D).
This Annex establishes general and specific policies, procedures, and protocols for the use of Evacuation, Cooling, and Warming Centers in the City of Sebastopol Operational Area (Op Area) during actual or potential emergencies that pose a significant threat to life or property. In addition to center locations the annex also provides community members general information about preparing for evacuations, how alerts will be made during emergencies, and other available resources in the City of Sebastopol. The Director of Emergency Services is responsible for maintaining contracts and approvals to all locations identified in the annex. A copy of such contracts shall be provided to the City Manager’s Office.
CITY COUNCIL AND/OR GENERAL PLAN GOALS:
Encourage and increase public awareness of City Policies, decisions, programs and all public processes and meetings, by investigating effective methods of communication and obtaining feedback from the community.
Action CSF 5g: Continue to support and implement community education and training regarding fire prevention and emergency preparedness.
Action SA 3a: Regularly review and update the City’s Multihazard Emergency Plan to ensure consistency with the County’s plan and regional plans and to address changing conditions.
Action SA 3b: Ensure that the City’s Multihazard Emergency Plan or other disaster planning and emergency response plan: 1) identifies specific facilities and lifelines critical to effective emergency/disaster response and evaluate their abilities to survive and operate efficiently immediately after a disaster, 2) designates alternative facilities for post-disaster assistance in the event that the primary facilities have become unusable, and 3) identifies evacuation routes.
Action SA 3c: Continue to publicize and regularly update information at City Hall, other public locations, and via the City website related to emergency and disaster preparedness including evacuation routes and specific steps to take in the event of a flood, fire, earthquake, or other emergency. Improve the visibility and accessibility of emergency and disaster preparedness information on the City’s website by making information more prominent, more detailed, and by providing critical information in Spanish.
Action SA 3e: Adopt an emergency evacuation system and periodically review, maintain, and repair City roadways and emergency access routes, and provide signage, where necessary, to clearly identify emergency access routes.
PUBLIC COMMENT:
As of the writing of this staff report, the City has not received any public comment. However, if staff receives public comment from interested parties following the publication and distribution of this staff report such comments will be provided to the City Council as supplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of this item.
PUBLIC NOTICE:
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to schedule meeting date.
FISCAL IMPACT:
The current FY2022-23 Emergency Operations Preparedness Budget was budgeted for $5,000 in account 100- 3114-4330, to purchase the requested items for the EOC located at the Sebastopol Police Department.
RECOMMENDATION:
Staff is requesting Council Approve for First Reading and Introduction of Ordinance XXXX, Amendment to City Ordinance, Chapter Two, Section 2.36 Emergency Management and Direct Staff to Return to the next City Council Meeting for Adoption of Ordinance.
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Attachments:
A. Draft Sebastopol Municipal Code Title Two, Administration and Personal, section 2.36, Emergency Management.
B. Current Budget List of Equipment for the Police Dept Emergency Operation Center C. NIMS Cal OES Compliant Training Reference Chart
D. Sebastopol Op Area Annex – Evacuation, Warming, and Cooling Centers E. Sebastopol Emergency Evacuation Maps & Informational Flyer F. Neighborhood Preparedness Report on MYN and SNCU
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Current Budget for the Emergency Operations Center
Sebastopol Police Department
FY 2022-2023 Emergency Operations Preparedness Budget
100-3114-4330
The emergency Operations Center (EOC) is located at the Sebastopol Police Department.
Equipment and materials in the center need replacement and or technology upgrades in order to function efficiently in an emergency situation. The Director of Emergency Services has completed an inventory and assessment of the center and is requesting purchasing authority for the following:
1. 1-3 wall mounted large screen monitors $1,300.00
2. 1-3 monitor wall mounts $150.00
3. 1-3 power strip surge protectors $105.00
4. 1-4 magnetic dry-erase whiteboards $840.00
5. 1-4 dry erase marker sets $38.00
6. 1-2 flip charts with easel stands $200.00
7. 1-3 flip charts with folding stands $87.00
8. Miscellaneous pens and office supplies $80.00
9. 5 First responder SIM Cards for Dept Laptops $500.00
10. 2-5 updated EOC section binders $200.00
11. Comcast cable providers and cable boxes, Hotspots $1,000.00
12. Miscellaneous expenses $500.00
Total Budget per EOC: $5,000.00
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Sebastopol Operational Area
Emergency Operations Plan Annex
Evacuation and Cooling/Warming Center
Resources
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November 2022
TABLE OF CONTENTS
I. INTRODUCTION............................................................................................................................. 1 Purpose......................................................................................................................................... 1 Situation Overview....................................................................................................................... 1 Evacuation Center Information.................................................................................................. 1 Preparing is a Year-Round Endeavor......................................................................................... 1 II. LOCATION OF EVACUATION CENTERS ...................................................................................... 3 III. LOCATION OF COOLING/WARMING CENTERS........................................................................ 3 IV. OTHER AVAILABLE RESOURCES................................................................................................. 4 V. CONTRACTS............................................................................................................................... 4 As an Annex to the Sebastopol Emergency Operations Plan, this document is subject to revision at any time.
Comments and suggestions should be directed to:
City of Sebastopol
Fire Department
707-823-8061
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I. INTRODUCTION
Purpose
This Annex establishes general and specific policies, procedures, and protocols for the use of Evacuation, Cooling, and Warming Centers in the City of Sebastopol Operational Area (Op Area) during actual or potential emergencies that pose a significant threat to life or property. This plan serves as a functional annex to the Sebastopol Emergency Operations Plan (EOP).
Situation Overview
Depending on the emergency and the conditions, public safety officials may utilize a variety of ways to alert you that it is time to evacuate. Below is information on evacuation communication tools that you need to be aware of during emergencies (Refer to the City of Sebastopol Annex – Alert Warnings).
Reminder: Always use your best judgement in an emergency situation. If you feel unsafe, spot fires ignite, or conditions change, do not wait for an evacuation order; leave early if you are unsure to avoid being trapped by severe conditions.
Evacuation Center Information
During emergencies and when conditions warrant, the City stands up an evacuation, cooling, and warming centers to direct residents to available resources. The location of the centers is particular to the specific incident and will be announced by the City of Sebastopol and/or County of Sonoma Social Media, City’s Website, Nixle, Facebook, and press releases.
Preparing is a Year-Round Endeavor
A wide variety of emergencies may cause an evacuation. In some instances, you may have a day or two to prepare, while other situations might call for immediate evacuation.
Planning ahead is vital to ensuring that you can evacuate quickly and safely, no matter what the circumstances.
Before an evacuation:
• Know Your Zone and evacuation route. Plan how you will leave and where you will go if you are advised to evacuate. Know and practice multiple routes out of your neighborhood. Listen to local radio stations.
• When disaster strikes, residents may be asked to evacuate their homes or place of employment. The safest route out of your neighborhood may not be the typical route you would take. Know all the ways out and listen for instructions from emergency personnel on which way to go when asked to evacuate.
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• Learn your Escape Routes at https://ci.sebastopol.ca.us/CityGovernment/Department-Services/Fire/Evacuation-Information. There are interactive street-by-street maps and expandible PDF maps at this link. • Prepare your Go Bag and Grab List items.
• Be sure you can open your garage if the power goes out. • Keep pets close and have carriers readily available.
• Be aware of nearby road conditions and potential obstacles, such as locked gates and overgrown vegetation.
• Talk to your neighbors about evacuation concerns and work together to mitigate potential hazards.
• Identify several places you could go in an emergency such as a friend’s home in another town or a motel. Review the additional living expenses (ALE) coverage in your insurance policy.
• If you have a car, keep a full tank of gas.
• If you do not have a car, make arrangements with family, friends, or neighbors.
During an evacuation:
• Monitor social media channels-- including local law enforcement agencies, Sonoma County and your city, Nixle, and traditional sources of media for evacuation information.
• Listen for Hi-Lo sirens from our Emergency Vehicles.
• Take your Go Bag.
• Leave early enough to avoid being trapped by severe weather. • Secure your home by closing and locking doors and windows. • Leave a note telling others when you left and where you are going. • Wear sturdy shoes and clothing that provides some protection such as long pants, long-sleeved shirts, and a hat.
• Check with neighbors who may need a ride.
• Follow recommended evacuation routes. Do not take shortcuts; they may be blocked.
• Use your evacuation tag to let first responders know you have safely evacuated. • Be alert for road hazards such as downed trees, blocked roads or bridges and downed power lines.
After an evacuation:
• Once you are safe, let friends and family know you are out of harm’s way. • Charge devices and consider getting back-up batteries in case power outages continue.
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• Monitor social media channels-- including local law enforcement agencies, Sonoma County, and your city, Nixle, and traditional sources of media for instructions on when to return home.
Returning home:
• Residents returning to disaster-affected areas after significant events should expect and prepare for disruptions to daily activities and remember that returning home before debris is cleared is dangerous.
• Avoid downed power or utility lines; they may be live with deadly voltage. • Stay away and report them immediately to your power or utility company. • Only use generators away from your home and NEVER run a generator inside a home or garage or connect it to your home's electrical system.
II. LOCATION OF EVACUATION CENTERS
The Director of Emergency Services is responsible in establishing and maintaining a list of Evacuation Centers in the City of Sebastopol. The Director of Emergency Services is responsible to coordinate the opening of all evacuation centers when required based on the emergency situation. The Executive Director or Operations Managers from each facility will be contacted by the Director of Emergency Services or designee to open for an evacuation center if required based upon the emergency.
Current available locations:
1. Sebastopol Community Cultural Center, 390 Morris Street
2. Sebastopol Center for the Arts, Veteran’s Building, 282 South High Street III. LOCATION OF COOLING/WARMING CENTERS
The Director of Emergency Services is responsible establishing and maintaining a list of available Cooling and Warming Centers in the City of Sebastopol. The Director of Emergency Services is responsible to coordinate the opening of all cooling and warming centers when required based on the emergency situation. The Executive Director or Operations Managers from each facility will be contacted by the Director of Emergency Services or designee to open for a cooling or warming center if required based upon the emergency.
Current available locations:
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1. Sebastopol Community Cultural Center, 390 Morris Street, 707-823-1511 (Open during regular business hours and on an as-needed emergency basis)
2. Sebastopol Center for the Arts, Veteran’s Building, 282 South High Street (Open during regular business hours and on an as-needed emergency basis)
3. Sebastopol Area Senior Center, 167 North High Street, 707-829-2440 (Open during regular business hours only)
4. Community Church of Sebastopol, 1000 Hwy 116 North, 707-823-2484 (Warming Center only. No Air Conditioning)
IV. OTHER AVAILABLE RESOURCES
The Director of Emergency Services is responsible in establishing and maintaining a list of other available resources that may be utilized in an emergency situation.
Current available resources:
Buildings with City Generators:
1. Sebastopol City Hall, 7120 Bodega Avenue
2. Sebastopol Fire Department, 7425 Bodega Avenue
3. Sebastopol Police Department, 6850 Laguna Parkway
4. Sebastopol Public Works Department, 714 Johnson Street Radio Hub Operator Locations:
1. Sebastopol Fire Department, 7425 Bodega Avenue, 707-823-8061
2. Hub Locations – TBD within our Sebastopol Evacuation Zones 1-4
3. Use of FRS/GMRS Portable Radios by our SNCU Volunteers
4. Meet your Neighbors (MYN) Leaders (old Map Your Neighborhood)
5. Sebastopol Neighborhood Communications Unit (SNCU) Leaders V. CONTRACTS
The Director of Emergency Services is responsible establishing, executing, and maintaining a list of all contracts for Evacuation, Warming, Cooling and all other available resources that may be utilized in an emergency situation.
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