CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: March 17, 2026
=========================================================================================== To: Honorable Mayor and City Councilmembers
From: Sean McDonagh, Chief of Police
Responsible Department: Police
Subject: Consideration of approval of Emergency Operations Plan (EOP) =========================================================================================== RECOMMENDATIONS:
That the city council:
1. Consider approving the current draft of the city’s Emergency Operations Plan (EOP);
2. Authorize the release of the draft EOP for a public comment period; and
3. Direct the police chief, in the role of Director of Emergency Services, to review public comments received and return to the City Council with the final EOP and any recommended revisions for formal adoption.
EXECUTIVE SUMMARY:
The police chief, in the role of Director of Emergency Services, has worked closely with subject matter experts from the Sonoma County Department of Emergency Management (DEM), whose guidance and operational expertise have been invaluable in ensuring the revised Emergency Operations Plan (EOP) aligns with regional experiences, expectations, and best practices. Their assistance has helped the city enhance coordination, interoperability, and resilience in emergency management.
The purpose of the City of Sebastopol EOP is to establish clear authorities, responsibilities, and procedures for managing emergencies that may impact the city, providing guidance for coordinating resources, communication pathways, and decision-making among city departments through all phases of an emergency. The EOP is intended to serve as a practical and operational framework and is not designed to provide overly detailed instructions for every possible emergency scenario.
The draft EOP was initially presented to the city council on December 16, 2025, at which time council directed that the plan be reviewed by the city attorney prior to returning to council for further consideration. The city attorney has since reviewed the document and provided comments to clarify and expand several sections of the plan, including those related to evacuation methodology, the role of volunteer organizations, and considerations related to access and functional needs.
If approved by the city council, the revised draft EOP will be released for public comment. Following the public comment period, the police chief will review all submitted comments to determine whether any revisions are appropriate for incorporation into the plan before returning the final draft to Council for formal adoption.
BACKGROUND
The City of Sebastopol maintains an Emergency Operations Plan to guide preparedness, response, recovery, and mitigation activities for emergencies affecting the community.
An initial draft of the revised EOP was presented to the city council on December 16, 2025. At that time, council provided direction for the draft to be reviewed by the city attorney prior to returning to council for further discussion and consideration.
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City Council Meeting Packet for Meeting of: March 17th
Following that direction, the city attorney conducted a review of the draft EOP and provided recommended clarifications and additions to ensure the document accurately reflects applicable legal considerations and operational procedures.
The revised draft now returns to council for consideration and direction regarding the next steps toward public comment and final adoption.
DISCUSSION:
The revised draft EOP is designed to be concise, user-friendly, and operationally actionable while maintaining all necessary statutory and regulatory requirements. The structure and terminology align with the style and framework used in the updated Sonoma County Emergency Operations Plan, which helps ensure interoperability with regional emergency management partners.
Key improvements and updates include:
Organizational Clarity
Clearly defined Emergency Operations Center (EOC) sections, responsibilities, and communication flows.
Activation Protocols
Three-tiered EOC activation levels (Monitoring, Partial Activation, Full Activation) with authority assigned to the Director of Emergency Services and aligned with partner stakeholders to ensure interoperability during emergency activations.
Community Engagement
Updated guidance for volunteer organizations including CERT, SCNU, and MYN to ensure coordinated support through the EOC rather than independent self-deployment.
Access and Functional Needs (AFN)
Integration of whole-community planning considerations related to evacuation, sheltering, transportation, communication, and resource distribution.
Concept of Operations
Strategic coordination from the EOC emphasizing resource management, situational awareness, and public messaging.
Maintenance and Mitigation
Annual review of the EOP, ongoing EOC readiness, and integration of long-term mitigation and risk reduction measures.
Threat Assessment Annex and Messaging Templates
Updated hazard-specific guidance and standardized all-hazards messaging templates to ensure consistent public communication.
It is the intention of the police chief to incorporate the Sonoma County Department of Emergency Management annexes into the City of Sebastopol EOP, which ensures alignment with current best practices, statutes and industry standards while minimizing duplication of work product costing significant staff time for the city.
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City Council Meeting Packet for Meeting of: March 17th
STAFF ANALYSIS:
The updated EOP consolidates operational guidance while maintaining statutory and regulatory requirements.
The revised format prioritizes usability and operational clarity while ensuring compliance with applicable emergency management frameworks.
The updated plan improves the city’s ability to:
• Respond efficiently to all hazards.
• Coordinate multi-department operations and mutual aid resources. • Integrate community volunteer organizations safely and effectively under the direction of the Director of Emergency Services.
• Address access and functional needs within emergency planning and response.
The existing 2021 EOP remains operationally valid until formal adoption of the revised plan.
As of the writing of this agenda report, City staff have received an introductory training and overview of the functions of the Emergency Operations Center (EOC). Based on this training, staff provided comments on the Emergency Operations Plan (EOP), including requests for clarification of roles, recommendations for additional trainings, and suggested language related to agreements with partner agencies. These agreements may include coordination with the Gold Ridge Fire Protection District and potentially neighboring cities to assist in filling key roles during an emergency if needed. Staff’s feedback may be incorporated into the final version of the EOP.
The county will be working with the police chief to prepare a staff level EOC training to provide staff who have never worked in an EOC an overview of the roles and responsibilities prior to a county wide table top exercise.
This is anticipated to occur in May, 2026.
In addition, staff recommended further discussion regarding equipment, radios, and communication frequencies to ensure effective coordination among departments during an emergency as well as updated Emergency Operations Cards city wide.
CITY COUNCIL GOALS/PRIORITIES/ AND OR GENERAL PLAN CONSISTENCY:
This agenda item represents the City Council goals/priorities as follows:
Goal 2: PUBLIC SAFETY
Strengthen the public’s safety and improve the quality of life. Includes supporting our first responders (police, fire, public works), responding to emergencies, protecting people, property, and businesses, and engaging in emergency preparedness community outreach, public education and prevention activities.
Coalition of Housing/Keep County or review non-profit/change lead agencies Keeping drugs out of town /drug enforcement
Goal 4: HIGH PERFORMANCE ORGANIZATION
Restoring public trust
Improve Public Communications
This agenda item represents the City Council General Plan Consistency (if applicable):
FISCAL IMPACT:
All work related to the EOP update has been conducted within existing departmental budgets.
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City Council Meeting Packet for Meeting of: March 17th
By utilizing internal staff resources and the expertise of Sonoma County DEM subject matter experts, the City avoided the need for outside consulting services, resulting in an estimated cost avoidance of approximately $30,000.
COMMUNITY OUTREACH:
This item has been 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. The city has also used social media to promote and advertise the City Council Meeting Agenda Items.
As of the writing of this agenda item report, the city has received numerous complaints related to Elderberry Commons which have been included in the statistics above. Staff anticipates additional public comments upon the posting of this agenda report. If staff receives public comment from interested parties following the publication and distribution of this agenda item report, such comments will be provided to the City Council as supplemental materials before or at the meeting and will be posted to the city website.
ATTACHMENTS:
1. Revised draft of the EOP
RESTATED RECOMMENDATION(S):
That the City Council:
1. Receive and review the revised draft Emergency Operations Plan;
2. Approve the release of the draft EOP for a public comment period; and
3. Direct the police chief, as Director of Emergency Services, to review public comments and return to council with the final EOP and any recommended revisions for formal adoption.
OPTIONS:
Option 1: Approve Staff Recommendation (Recommended)
Approve the release of the draft Emergency Operations Plan (EOP) for public comment and direct the police chief, in the role of Director of Emergency Services, to review comments received and return to the city council with any recommended revisions prior to final adoption.
Option 2: Approve with Direction for Additional Revisions Prior to Public Release Direct staff to make specific revisions or modifications to the draft EOP identified by the city council prior to releasing the document for public comment.
Option 3: Delay Release for Additional Review
Direct staff to conduct additional review, coordination, or consultation with regional partners, volunteer organizations, or subject matter experts before releasing the draft EOP for public comment and returning to Council at a later meeting.
Option 4: Take No Action
Receive and file the report without taking action regarding the release of the draft EOP.
APPROVALS:
Department Head Responsible for Agenda Item: Approval Date: 3/11/2026 CEQA Determination (Community Development/Planning): Approval Date: N/A Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: March 17th
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guidelines. (Emi – is this language correct?)
Administrative Services (Financial): Approval Date: 3/11/2026 Costs authorized in city Approved Budget: Yes ☐ No X N/A Account Code (if applicable) (Please list which account the funds are to be allocated from:
City Attorney Approval Alex Mog Approval Date: 3/11/2026 Acting City Manager Approval: Mary Gourley Approval Date: 3/2/2026 Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: March 17th
1 Contents
Introduction ................................................................................................................... 2 Purpose .......................................................................................................................... 2 Preparedness Framework ......................................................................................... 3 Community Engagement ............................................................................................ 4 Access and Functional Needs (AFN) ...................................................................... 5 Authority......................................................................................................................... 5 Concept of Operations................................................................................................ 5 Activation................................................................................................................... 6 Level 3 – Monitoring............................................................................................... 6 Level 2 – Partial Activation.................................................................................... 7 Level 1 – Full Activation ......................................................................................... 7 Organization, Roles & Responsibilities:..................................................................... 7 EOC Set-Up Procedures ........................................................................................ 8 Communications and Information Flow............................................................ 10 Deactivation of the EOC ........................................................................................ 11 Deactivation Process........................................................................................... 11 Transition to Recovery ......................................................................................... 11 Final Documentation........................................................................................... 11 Maintenance & Mitigation......................................................................................... 12 EOP Maintenance ............................................................................................... 12 EOC Maintenance .............................................................................................. 12 Mitigation.............................................................................................................. 13 Sebastopol EOC Section Checklists.......................................................................... 14 Management Section – City Manager / EOC Director ................................... 14 Operations Section – Police................................................................................ 14 Planning Section – City Manager’s Office ........................................................ 14 Logistics Section – Public Works.......................................................................... 14 Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: March 17th
2 Finance / Administration Section – Finance Department ............................... 15 Deactivation ........................................................................................................ 15 Maintenance ....................................................................................................... 15 Threat Assessment Annex........................................................................................... 16 Message Templates:................................................................................................... 17 EOC Organization Chart ............................................................................................ 21 Introduction
Sebastopol is a small city in Sonoma County, California, located west of Santa Rosa and near the Pacific Coast and Russian River. Situated among low rolling hills, the city faces a variety of natural and human-caused hazards, including earthquakes, drought, wildfires, floods, and disease outbreaks.
The City of Sebastopol Emergency Operations Plan (EOP) establishes the framework for how the city prepares for, responds to, and recovers from emergencies and disasters affecting the community. It defines the organizational structure, roles, and coordination processes needed to protect life, property, and the environment. The plan supports coordination with Sonoma County and aligns with state and federal emergency systems.
Using an all-hazards approach, the EOP ensures city departments, partner agencies, and community organizations can manage resources and operations effectively under any emergency conditions.
Purpose
The purpose of the City of Sebastopol EOP is to establish clear authorities, responsibilities, and procedures for managing emergencies that may impact the city. The plan guides coordinated decision-making, resource allocation, and communication among city departments and operational partners throughout all phases of an emergency—from initial response through long-term recovery.
The EOP is intended to:
• Guide the activation and management of the city’s Emergency Operations Center (EOC).
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City Council Meeting Packet for Meeting of: March 17th
3 • Define lines of authority and coordination among city departments and with the Sonoma County Operational Area.
• Ensure continuity of essential city functions and services during disruptive events.
• Support timely, effective, and coordinated assistance to residents, businesses, and visitors.
This plan applies to all city personnel, elected officials, and partner organizations with emergency roles or responsibilities in Sebastopol. It is all-hazards, scalable, and adaptable to emergencies of any size or origin.
Preparedness Framework
The Sebastopol EOP is modeled on the widely recognized Preparedness Wheel (Emergency Management Cycle), which demonstrates that emergency management is a continuous, year-round process, not a single phase of activity.
The cycle includes four interconnected components:
• Preparedness: Training, exercises, planning,
partnerships, and readiness activities.
• Response: Immediate actions to protect life,
property, and essential services.
• Recovery: Restoring services, supporting the
community, rebuilding, and documenting impacts.
• Mitigation: Reducing long-term risk through hazard
prevention, planning, and structural or policy
improvements.
Sebastopol’s EOP incorporates all phases of this cycle to ensure a comprehensive, sustainable, and adaptable emergency management program. Each part of the plan supports one or more elements of the Preparedness Wheel, reinforcing the city’s commitment to continuous improvement and community resilience.
Evacuations
The City of Sebastopol is unable to predict where an emergency may occur, the impacts of that emergency, or provide predetermined routes for all types of emergencies. The methods employed as part of the emergency response and any evacuation determined appropriate by authorities may need to pivot according to public safety needs or the nature of the emergency, which may be dictated by changing weather conditions, approach, or other currently unknown factors.
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4 The City of Sebastopol is also subject to limitations in the capabilities of the arterial routes to and from the city
Due to existing infrastructure and arterial road limitations, which already experience congestion during routine daily peak travel periods, evacuation capacity may be significantly constrained during an emergency and this has been identified as a issue from previous emergency evacuations. Residents and citizens should be prepared to evacuate early and not wait to be directed to evacuate, as delaying departure may result in limited roadway access, increased congestion, and extended evacuation times.
As such, residents and citizens are strongly encouraged to plan ahead for potential evacuations by familiarizing themselves with all available routes from their residence or any potential location that they may happen to be in the city, including primary and secondary roadways.
Early evacuation reduces risk, supports orderly movement, and enhances the ability of emergency services to operate effectively.
Community Engagement
Sebastopol relies on strong community partnerships to enhance preparedness, response, and short-term recovery. Organized volunteer groups, including but not limited to Community Emergency Response Team (CERT), the Sebastopol Neighborhood Communications Unit (SCNU), and Meet Your Neighbors (MYN) groups, serve as essential extensions of the city’s emergency capability.
These groups operate under the direction of the Sebastopol EOC when activated. The Director of Emergency Management for the city will correspond directly with the point of contact for the respective volunteer group if their involvement is determined necessary for the specific emergency.
Volunteers may assist with neighborhood-level situational awareness, welfare checks, basic first aid within their training, staffing of resource distribution points, and delivery of verified public information.
Community volunteers do not self-deploy. Activation, tasking, logging participation and activities occur through the EOC to ensure accountability, Agenda Item Number: 12 Agenda Item Number: 12
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5 shared operational and mission objectives, safety, and coordinated operations across departments.
Access and Functional Needs (AFN)
Sebastopol uses a whole-community approach to ensure individuals with AFN are supported during emergencies. AFN considerations are integrated into evacuation, sheltering, transportation, communication, and resource distribution.
City departments coordinate with social services, healthcare providers, and community organizations to identify needs and deliver accessible assistance.
Public information is provided in multiple, accessible formats to ensure all residents receive critical updates, including the integration of interpreters and translators.
AFN needs are prioritized in resource allocation, and EOC staff and volunteers receive ongoing training to respond effectively and inclusively to individuals with disabilities or different levels of English proficiency.
Authority
The Director of Emergency Services (Police Chief, or designee) has the authority to activate the EOC.
A Local Emergency may be proclaimed by the Director of Emergency Services and must be ratified by the city council within seven (7) days.
The declaration enables:
• Emergency powers
• Mutual aid requests
• Resource commandeering
• Suspension of procurement rules
• Liability protections for emergency actions
Concept of Operations
Sebastopol’s emergency operations focus on providing clear direction, coordination, and support during disasters and major incidents. The EOC manages citywide response efforts by maintaining situational awareness, Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: March 17th
6 sharing information, coordinating with partner agencies, managing mutual aid, and allocating resources.
Field operations are led by the department responsible for the incident, typically Police or Public Works. These departments handle on-scene actions, life safety, and immediate operational needs, while maintaining communication with the EOC for updates and support requests.
The EOC does not direct field tactics. Instead, it provides strategic support by:
• Monitoring overall conditions
• Coordinating resources and personnel
• Prioritizing departmental needs
• Communicating with Sonoma County and external partners • Supporting public information and community messaging This structure ensures field responders stay focused on operational tasks while the EOC manages broader coordination and decision-making for the city.
Activation
The Emergency Operations Center may be activated when any incident requires enhanced coordination, exceeds day-to-day departmental capacity, or has the potential to cause widespread impacts. Activation may also occur during planned events that require additional oversight, multi-department involvement, or direct coordination with Sonoma County.
Activation is authorized by the Director of Emergency Services, or designee. The primary EOC is at the Sebastopol Police Department. Should the Sebastopol Police Department be unavailable, an alternate location will be designated by the Director of Emergency Services, or designee.
Activation levels are scaled to the needs of the incident:
Level 3 – Monitoring
Used during minor incidents, weather advisories, planned events, or early signs of potential escalation. Departments maintain awareness and share information as needed. The Emergency Manager may also initiate preactivation activities, such as checking communications systems, confirming staff availability, or reviewing initial situational information—to Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: March 17th
7 ensure the EOC can quickly transition to partial or full activation if conditions worsen.
Level 2 – Partial Activation
Used when multiple departments are engaged, when extended impacts are anticipated, or when coordination with Sonoma County is required.
Key EOC positions are staffed physically or virtually.
Level 1 – Full Activation
Used during major emergencies that significantly impact the community.
The full EOC structure is staffed, emergency declarations may be issued, and coordination expands to include county, mutual aid, utilities, NGOs, and regional partners.
The EOC may scale staffing up or down as conditions evolve. Sonoma County DEM is notified of all partial or full activations.
Organization, Roles & Responsibilities:
The of Sebastopol organizes its emergency response and coordination efforts through a structured framework that assigns clear roles, responsibilities, and communication pathways. This structure ensures efficient information flow, unified decision-making, and effective resource management during emergencies and planned events.
When an incident requires multi-department coordination or strategic support, the EOC may be activated. The EOC is organized into functional sections, each responsible for specific aspects of emergency management:
Function Lead Department Key Responsibilities
EOC Management
Police Chief / City
Manager / EOC
Director
Overall coordination, emergency declarations,
and public information oversight
Operations Section Police Field response coordination, life safety operations, evacuation, traffic/perimeter control
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City Council Meeting Packet for Meeting of: March 17th
8 Function Lead Department Key Responsibilities
Planning Section City Manager’s
Office
Situation status, information analysis, resource
tracking, documentation, and demobilization
planning. Combined with Logistics Section.
Logistics Section Public Works
Resource ordering, facilities support,
transportation, equipment, and communications.
Combined with Planning Section.
Finance /
Administration
Finance
Department
Cost tracking, timekeeping, contracts,
procurement, and recovery documentation
Public Information
Police / City
Manager / City
Clerk
Public messaging, media coordination, rumor
control
Liaison Officer EOC Director Coordination with Sonoma County DEM, local jurisdictions, utilities, NGOs, and partner agencies
These coordinated functions support field operations led by police and public works, while the EOC provides centralized direction, situational awareness, resource prioritization, and policy guidance across the city organization.
When needed, the city EOC interfaces with the Sonoma County EOC, which may serve as the primary hub for regional coordination, mutual aid requests, and resource support.
The city council provides overarching policy direction, ratifies or issues local emergency declarations, and guides long-term recovery priorities.
This integrated structure ensures a unified, efficient, and compliant emergency response capability for the City of Sebastopol—supporting timely decisionmaking, strong interagency collaboration, and effective protection of the community during emergencies and planned events.
EOC Set-Up Procedures
The City of Sebastopol maintains standardized procedures for activating, setting up, and sustaining EOC operations to ensure reliable information flow, situational awareness, and operational continuity.
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City Council Meeting Packet for Meeting of: March 17th
9 Upon activation, the EOC Director or designee initiates EOC set-up to ensure the facility is operational and ready to support citywide coordination.
Key steps include:
Facility Preparation:
• Unlock and secure access points to the EOC facility.
• Ensure power, lighting, heating/cooling, and internet connectivity are functioning.
• Arrange workstations to support EOC sections (Management, Operations, Planning, Logistics, Finance/Admin).
• Set up signage identifying each section’s location.
Equipment and Systems Activation:
• Power on computers, telephones, radios, projectors, and status boards.
• Confirm access to Sonoma County Web-Based Disaster
Management Tool, shared drives, city communication platforms, and critical software.
• Set up printers, copiers, and charging stations for mobile devices. • Ensure backup power systems (portable generators, UPS units) are available if needed.
Information and Status Boards:
• Prepare situation status boards for incident details, resource tracking, and significant actions.
• Display event maps, weather updates, operational periods, and organizational charts.
• Post the current EOC Action Plan, safety information, and communications directory.
Check-In and Staffing:
• Implement EOC check-in procedures for all arriving personnel. • Assign workstations and distribute EOC vests, quick guides, and job aids.
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10 • Conduct a quick briefing on the incident status and activation level.
These actions ensure that the EOC can rapidly transition from activation to full operational capability.
Communications and Information Flow
Reliable communication is essential for maintaining situational awareness, coordinating resources, and supporting field operations. The Sebastopol EOC uses a multi-layered communication system to ensure redundancy.
Primary Communications Systems
• City Radio Network:
Used by Police and Public Works for operational communications and field coordination.
• City Telephones, VoIP, and Email:
Serve as primary internal and external communication channels for EOC personnel.
• Sonoma County Web-Based Disaster Management Tool:
Used for situation reporting, resource requests, mission tasking, and interagency coordination.
Backup and Redundant Systems
• Satellite Phone:
Maintains communication capability during major outages or network failures.
• Field Radios:
Portable handheld radios support communication with field supervisors if systems degrade.
Public Information and External Communications
Public messaging is coordinated through the Public Information Officer (PIO) and may include:
• City of Sebastopol website and social media channels
• Sebastopol Ready https://sebastopolready.org/
• SoCoAlert (County-managed emergency notification system) Agenda Item Number: 12 Agenda Item Number: 12
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11 • Nixle and community alerting platforms
• Coordination with Sonoma County Joint Information System (JIS) and local media outlets
All public communication must be coordinated through the EOC Director and PIO to ensure accuracy, consistency, and alignment with operational priorities.
Deactivation of the EOC
Deactivation of the Sebastopol EOC marks the transition from response to recovery and the return to normal city operations. The EOC Director, in coordination with Section Chiefs and the City Manager, determines when to deactivate based on:
• Stabilization of life safety threats
• Restoration of critical infrastructure
• Completion of priority objectives
• Resource availability and operational needs
Deactivation Process
Conducted in phases to maintain essential functions while scaling down.
Sections may demobilize sequentially; staff rotations adjusted accordingly.
All departments, field units, and partner agencies are notified of the schedule.
Sonoma County DEM is informed to maintain continuity of coordination.
Transition to Recovery
Planning Section documents ongoing recovery needs, final updates, and remaining actions.
Section Chiefs provide summaries of accomplishments, outstanding issues, and recommendations.
Final Documentation
All logs, action plans, and records are completed and archived.
Finance/Admin finalizes cost tracking, contracts, and documentation needed for reimbursement and After-Action Reviews (AARs).
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City Council Meeting Packet for Meeting of: March 17th
12 Maintenance & Mitigation
Maintaining the Sebastopol EOP and the EOC is essential to ensure both remain accurate, actionable, and reflective of current operational capabilities. Regular maintenance and mitigation efforts strengthen the city’s overall preparedness and resilience.
EOP Maintenance
The EOP is a living document that evolves based on lessons learned, technological advances, and changes in laws, regulations, and city resources.
The Director of Emergency Services (Police Chief) is responsible for overseeing the review and update of the EOP at least annually or following a significant incident or exercise. This review considers updates to departmental roles, staffing, policies, and resource availability, as well as findings from After-Action Reports (AARs), hazard assessments, and exercises.
Revisions are distributed to all city departments, key external partners, and Sonoma County DEM. Both electronic and physical copies are maintained to ensure accessibility during emergencies. Exercises, simulations, and tabletop reviews help validate the plan, test staff readiness, and identify areas for improvement.
EOC Maintenance
The EOC itself requires ongoing maintenance to always ensure operational readiness. Maintenance includes:
• Facility Readiness: Ensuring that the primary and alternate EOC sites are secure, clean, and equipped with adequate workstations, power, lighting, and environmental controls.
• Equipment Maintenance: Regular inspection and testing of radios, telephones, computers, printers, projection systems, and other critical equipment. Spare equipment and replacement supplies should be available for immediate use.
• Communications Systems: Testing of primary and backup communication systems, including the Sonoma County Web-Based Disaster Management Tool, satellite phones, radios, and auxiliary communications (ACS) equipment.
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13 • Supplies and Logistics: Replenishment of administrative, medical, and operational supplies, including forms, personal protective equipment, office materials, and other consumables.
• Documentation and Records: Ensuring all EOC logs, SOPs, diagrams, and manuals are current, accessible, and properly organized.
Periodic drills and functional exercises are conducted to validate both the plan and EOC readiness. Maintenance activities ensure that, when activated, the EOC can immediately support multi-department coordination, resource management, and emergency operations in alignment with SEMS, NIMS, and ICS principles.
Mitigation
Mitigation activities are integral to maintenance, helping reduce future risk and strengthen community resilience. Key components include:
• Hazard Assessment and Planning: Regularly review hazards, vulnerabilities, and potential impacts to city infrastructure, public safety, and services. • Structural and Non-Structural Measures: Maintain flood barriers, firebreaks, stormwater systems, and ensure updated land-use planning, building codes, and zoning regulations.
• Integration with Emergency Operations: Incorporate mitigation priorities into EOC planning, drills, and operational procedures to reduce vulnerabilities during incidents.
• Community Engagement and Partnerships: Collaborate with residents, businesses, utilities, NGOs, and other stakeholders to enhance public awareness, preparedness, and resilience.
• Continuous Improvement: Evaluate mitigation effectiveness after incidents or exercises, update strategies, and adjust implementation approaches based on lessons learned.
By combining maintenance and mitigation, Sebastopol ensures its EOP and EOC are not only operationally ready but also aligned with long-term risk reduction strategies, reinforcing the city’s ability to respond, recover, and adapt to evolving hazards.
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City Council Meeting Packet for Meeting of: March 17th
14 Sebastopol EOC Section Checklists
Management Section – City Manager / EOC Director
☐ Establish overall incident objectives and priorities
☐ Approve emergency public information and press releases ☐ Issue or recommend local emergency declarations
☐ Maintain communication with city council and policy group ☐ Liaise with Sonoma County DEM, State, and other agencies ☐ Monitor Section Chiefs and ensure coordination between EOC sections ☐ Make strategic decisions and allocate resources based on operational needs Operations Section – Police
☐ Coordinate field response operations
☐ Manage life safety, evacuation, and perimeter control ☐ Identify needs for fire suppression and rescue operations ☐ Collect field intelligence and report to Planning Section ☐ Track resource deployment and status in the field
☐ Liaise with mutual aid agencies and other responding units ☐ Ensure the safety of field personnel and citizens
Planning Section – City Manager’s Office
☐ Maintain situational awareness and monitor incident status ☐ Collect and analyze data from field and EOC units
☐ Produce Situation Reports (SitReps) and Incident Action Plans (IAPs) ☐ Support demobilization planning and post-incident review ☐ Track resource availability and request additional assets as needed ☐ Document all actions, decisions, and communications
☐ Maintain maps, status boards, and other situational displays Logistics Section – Public Works
☐ Identify and procure necessary resources and supplies ☐ Coordinate transportation, staging, and delivery of materials ☐ Ensure operational facilities are functional and staffed ☐ Maintain communications systems, computers, and IT support ☐ Provide food, water, medical support, and other personnel needs Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: March 17th
15 ☐ Monitor and maintain vehicles, equipment, and generators ☐ Track resource requests and confirm fulfillment with Planning Section Finance / Administration Section – Finance Department
☐ Track personnel time and assignments
☐ Maintain financial records for incident response
☐ Process contracts, purchase orders, and vendor payments ☐ Document expenses for reimbursement and recovery
☐ Monitor cost tracking and resource allocation
☐ Track claims, liability, and compensation requests
☐ Prepare post-incident financial and administrative reports Deactivation
The EOC will be deactivated once the incident is stabilized, field operations have concluded, and citywide coordination is no longer required. ☐ Ensure all departments and field units are demobilized safely ☐ Finalize documentation and submit reports to Planning Section ☐ Confirm cost tracking and financial documentation completed in Finance Section
☐ Notify Sonoma County EOC of deactivation
☐ Conduct post-incident briefing with all Section Chiefs and EOC staff ☐ Return EOC to standby status, securing equipment and communications Maintenance
Ongoing maintenance ensures EOC readiness for future incidents. ☐ Inspect and test communications systems, phones, radios, and computers ☐ Maintain EOC supply caches, including office, medical, and logistics supplies ☐ Test backup generators, lighting, and environmental controls ☐ Update maps, status boards, and planning templates
☐ Review and update staff contact lists and mutual aid agreements ☐ Schedule periodic drills and tabletop exercises
☐ Conduct annual review and update of EOP and all annexes Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: March 17th
16 Threat Assessment Annex
Hazard Primary Concerns / Notes
Flood River and drainage overflow; property damage, road closures, evacuation Wildfire Air quality, property loss, evacuation, fire suppression coordination Severe Weather Wind, rain, hail; infrastructure damage, transportation impacts Hazardous Materials Chemical spills, leaks; contamination, evacuation, specialized response Public Health / Pandemic Widespread illness, hospital surge, public messaging, shelter protocols Civil Disturbance / Protest Crowd control, law enforcement coordination, traffic and safety management Transportation Incidents Vehicle crashes, rail incidents, road closures, coordination of emergency services Utility / Infrastructure Failure Power, water, gas outages; public safety, continuity of operations Major Earthquake Structural damage, mass casualties, utility failures, transportation disruption Terrorism / Civil Security Threats Violent attacks, bombings, cyber incidents; coordination with law enforcement and emergency partners Energy Loss / Blackout Extended power/fuel outages; impacts on healthcare, communications, and essential services Food & Agriculture
Emergencies Contamination, crop failure, or supply disruption affecting public health and food security Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: March 17th
17 Message Templates:
This section provides standardized message templates to streamline communication during emergencies, ensuring clarity, consistency, and rapid dissemination of information to the public, media, and partner agencies.
Applicable for all hazards, including natural, technological, and human-caused events. Templates can be adapted based on incident type while maintaining core messaging for situational awareness, protective actions, and official guidance.
All-Hazard Message Template
Source Hazard Location Action Trusted link/More Information Agency/Department Type of Hazard
Ex: Flood, Fire,
Earthquake
City, Neighborhood,
street and/or facility
Recommended action for
safety
Ex: Evacuate, Shelter in
Place
Official source or hotline for
more information
Example:
City of Sebastopol
PD
Flood Laguna St. Between
Main St & Bodega Ave.
Evacuate immediately SoCoEmergency.org
Hazard-Specific Message Guidance Table
Hazard Type Typical Location Considerations Recommended Actions Additional Notes Flood Low-lying areas, riverbanks Evacuate, avoid travel Monitor river levels via SoCoAlert Wildfire Forested or grassland areas Shelter-in-place or evacuate as directed
Follow official evacuation instructions
Earthquake Throughout city Drop, Cover, Hold On; Prepare for aftershocks and be aware of potential structural damage
Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: March 17th
18 Severe
Weather
Storm-prone streets and roads Stay indoors, secure property Monitor local weather advisories Public Health Schools, public facilities Follow health directives Include links to Sonoma County Public Health
Hazardous
Materials
Industrial areas, transportation
routes
Evacuate or shelter-in-place as
instructed
Provide info on chemical involved if
known
Terrorism Public spaces, infrastructure Follow law enforcement instructions
Avoid speculation, confirm from official
sources
Energy Loss Citywide or localized grid
outages
Conserve resources, use
emergency generators
Update from utility providers
Food &
Agriculture
Farms, markets, distribution
centers
Follow food safety guidance Link to USDA or State resources Notes:
• All messages should be verified through official channels before dissemination. • Include contact info for further instructions when possible. • Use consistent formatting to reduce confusion during emergencies.
Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: March 17th
19 City Council Resolution Template:
RESOLUTION NO. XXXX-XXXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTOPOL
RATIFYING THE POLICE CHIEF / DIRECTOR OF EMERGENCY SERVICES
ACTIVATION OF THE EMERGENCY OPERATIONS CENTER
AND DECLARATION OF A LOCAL EMERGENCY
WHEREAS, On or about [date], a condition of extreme peril to the safety of persons and property arose within the City of Sebastopol due to [brief description of incident — e.g., severe weather, flooding, wildfire, civil disturbance, public health emergency]; and WHEREAS, said conditions were beyond the capacity of ordinary municipal services, personnel, equipment, and facilities; and WHEREAS, the Police Chief / Director of Emergency Services is authorized to act as the Director of Emergency Services and to take necessary and appropriate actions during an emergency; and WHEREAS, on [date and time], the Police Chief / Director of Emergency Services determined that a local emergency existed and activated the Emergency Operations Center (EOC) to coordinate emergency response and protective actions; and WHEREAS, the Police Chief / Director of Emergency Services further declared a local emergency and took emergency actions necessary to protect life, property, and public health; and
WHEREAS, the City of Sebastopol Emergency Operations Plan requires that such declaration be ratified by the governing body within a 7 day time period; and
WHEREAS, the city council has reviewed the circumstances and finds that the declaration and activation were necessary and appropriate under the conditions then existing.
Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: March 17th
20 NOW, THEREFORE, BE IT RESOLVED by the city council of the City of Sebastopol finds that:
The activation of the Emergency Operations Center (EOC) by the Police Chief / Director of Emergency Services on [date] is hereby ratified, confirmed, and approved; and
The declaration of a local emergency made by the Police Chief / Director of Emergency Services on [date] is hereby ratified and confirmed; and
The local emergency shall continue to exist until terminated by further action of the Police Chief / Director of Emergency Services, and The Police Chief / Director of Emergency Services, City Manager, and other designated officials are authorized and directed to take all necessary actions to carry out the emergency response and recovery efforts consistent with applicable law; and This Resolution shall be forwarded to the County and State Office of Emergency Services (CALOES) as required by law.
PASSED AND ADOPTED this ___ day of ________, 20__, by the following vote:
• AYES:
• NOES:
• ABSENT:
• ABSTAIN:
__________________________________
Mayor / Chair
ATTEST:
__________________________________
City Clerk / Clerk of the Board
Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: March 17th
21 EOC Organization Chart
Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: March 17th