CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: May 19th, 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. Receive and review the final draft of the city’s Emergency Operations Plan (EOP);
2. Adopt the updated Emergency Operations Plan; and
3. Direct the Chief of Police, in the role of Director of Emergency Services, to maintain and update the EOP as necessary.
EXECUTIVE SUMMARY:
The Chief of Police, in the role of Director of Emergency Services, has completed a comprehensive update of the city’s Emergency Operations Plan (EOP) in coordination with subject matter experts from the Sonoma County Department of Emergency Management (DEM), a review by the City Attorney, and collaboration with a variety of emergency management stakeholders, cities, and police chiefs across the county and the State of California.
The updated EOP aligns with national, state, and regional best practices and established emergency management frameworks, including the National Incident Management System (NIMS) and the California Standardized Emergency Management System (SEMS).
Following direction from the city council at the March 17, 2026 meeting, the draft EOP was released for public comment. Staff received and reviewed all submitted comments and evaluated them for possible incorporation into the final document. These public comments are attached to this staff report for transparency.
Based on public feedback, targeted revisions were made to the Community Engagement section to clarify the role of volunteer organizations and to differentiate between independent community actions and city-coordinated emergency operations. These revisions ensure alignment with NIMS and Incident Command System (ICS) principles related to resource management, accountability, and operational coordination.
Additionally, following discussion at the prior council meeting, the EOP was updated to further clarify the role of elected officials during emergencies. These revisions recognize that councilmembers perform important policy, leadership, and community-facing functions during an emergency, while establishing a clear distinction between those responsibilities and the operational coordination functions of the Emergency Operations Center (EOC). This approach aligns with established frameworks under NIMS, SEMS, and ICS, which provide a structured system for integrating elected officials into emergency management while maintaining effective command, coordination, and operational efficiency.
Updates were also made to clarify the Public Information Officer (PIO) function within the ICS framework. The PIO role encompasses all aspects of public information and communication, including social media messaging, Nixle alerts, media coordination, and press conferences. While the PIO is responsible for coordinating accurate, timely, and consistent information, messaging may be delivered by appropriate public safety executives, including the chief of police or fire chief, or by the city manager, depending on the nature of the incident. The mayor or vice Agenda Item Number: 12 Agenda Item Number: 12
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mayor may also participate in coordinated public messaging, provided such messaging is aligned with and formulated through the EOC to ensure a unified and consistent message. Maintaining unified messaging is critical during emergencies and disasters, as inconsistent or uncoordinated communications have historically led to confusion, reduced public trust, and diminished effectiveness of response efforts.
The EOP also incorporates updates related to training and preparedness. City staff assigned to emergency management and EOC functions will complete foundational ICS and NIMS training, including ICS 100, 200, 700, and 800, and will participate in periodic training and exercises, including city-level and multi-agency tabletop exercises.
Elected officials will be provided training through the Sonoma County Department of Emergency Management’s forthcoming elected officials training program, anticipated for release in June, with future training dates to be coordinated by the county.
Post-incident processes have also been formalized within the EOP. Following activations, the city will conduct a hot wash and after-action debrief, followed by the preparation of an After-Action Report (AAR) to capture lessons learned, identify areas for improvement, and support ongoing planning and training efforts.
Additionally, the EOP establishes that attachments, including supporting documents, templates, and reference materials, will be maintained in alignment with the Sonoma County Department of Emergency Management’s EOC resources. This approach ensures that the city’s materials remain current, consistent with regional practices, and reflective of subject matter expertise, while allowing for updates without requiring full EOP re-adoption.
The final EOP reflects these updates and is now presented to city council for formal adoption. All public comments received during the review period are included as attachments for transparency and public record.
BACKGROUND
The City of Sebastopol maintains an Emergency Operations Plan (EOP) 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 directed that the document be reviewed by the city attorney prior to further consideration. Following that review, the draft was updated to address legal and operational considerations and returned to council, where direction was given to release the document for public comment.
The public comment period provided an opportunity for community members, partner organizations, and stakeholders to review the draft EOP and provide input. Those comments were evaluated against NIMS, SEMS, ICS, and established emergency management best practices. The final draft incorporates appropriate revisions and is now returned to council for consideration and adoption.
DISCUSSION:
The updated EOP is designed to be practical, flexible, and aligned with national, state, and regional emergency management frameworks. It reflects both operational realities and the need for structured coordination during emergencies.
Public Comment Summary
Public comments generally focused on:
• The role of community and volunteer organizations
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• Recognition of neighborhood-level response and independent actions • Concerns regarding centralized coordination during early stages of incidents • Clarification of communication pathways and coordination with the EOC The feedback reflects strong community engagement and a shared interest in improving preparedness and response capabilities.
Revisions - Community Engagement
In response to public comments, the Community Engagement section was updated to:
• Acknowledge that some community organizations may operate independently • Clarify that such actions are not conducted on behalf of the city • Establish that any resources supporting city operations must be requested and coordinated through the EOC
• Reinforce accountability, tracking, and safety requirements under ICS/NIMS These updates ensure alignment with established emergency management doctrine and reduce ambiguity around roles and responsibilities.
Revisions - Elected Officials Role
The EOP has been further updated to clarify the role of elected officials during emergencies.
The revised plan:
• Recognizes the important leadership, policy, and community-facing role of councilmembers • Establishes a clear distinction between policy-level responsibilities and operational coordination • Provides a structured framework for integration of elected officials through NIMS, SEMS, and ICS principles
This ensures that elected officials are effectively incorporated into emergency management while maintaining clear command structure and operational efficiency.
Revisions - Public Information Officer (PIO) and Public Messaging The EOP clarifies the PIO function within the ICS framework as encompassing all aspects of public communication, including but not limited to, social media, Nixle alerts, media coordination, and press conferences.
While the PIO coordinates messaging, delivery may be conducted by any one or a combination of the following:
• The chief of police
• The fire chief
• The city manager
The mayor or vice mayor may also participate in public messaging, provided it is coordinated through the EOC and aligned with unified messaging.
These updates reinforce the importance of consistent, coordinated communication, recognizing that uncoordinated messaging during emergencies can lead to confusion, reduced public trust, and diminished operational effectiveness.
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Revisions - Training and Preparedness
The EOP incorporates a structured approach to training and preparedness, including:
• Completion of ICS 100, 200, 700, and 800 by staff assigned to emergency management roles • Participation in periodic training and exercises, including tabletop exercises • Planned training for elected officials through the Sonoma County Department of Emergency Management’s ‘elected officials’ program (anticipated June 2026 release) These updates ensure personnel have a foundational understanding of emergency management systems and maintain readiness through ongoing training.
Revisions - Post-Incident Processes
The EOP formalizes post-incident review processes, including:
• Conducting a hot wash following activations
• Completing an after-action debrief
• Preparing an After-Action Report (AAR)
These processes support continuous improvement, documentation, and alignment with reimbursement and planning requirements.
Revisions - Attachments and Supporting Documents
The EOP establishes that attachments, templates, and supporting documents will align with Sonoma County Department of Emergency Management resources.
This approach:
• Ensures consistency with regional best practices
• Maintains up-to-date documentation
• Allows administrative updates without requiring full council re-adoption STAFF ANALYSIS:
The final EOP represents a significant improvement in clarity, flexibility, and operational alignment.
The updated plan enhances the city’s ability to:
• Respond effectively to emergencies of varying scale
• Coordinate multi-department and multi-agency operations • Maintain compliance with SEMS, NIMS, and ICS frameworks • Integrate community support in a structured and accountable manner • Deliver clear, unified public messaging
The revisions address both public feedback and council direction while maintaining a realistic, operationally focused approach.
The EOP is intentionally designed to be flexible rather than prescriptive, recognizing that emergency response requires real-time decision-making based on evolving conditions, available resources, and regional coordination.
The existing 2021 EOP remains in effect until adoption of the updated plan.
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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.
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 anticipate additional public comments upon the posting of this agenda report. If staff receive 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
2. Public comments received during the public comment period
3. Related excerpts from the National Incident Management System framework RESTATED RECOMMENDATION(S):
That the City Council:
1. Receive and review the final Emergency Operations Plan;
2. Adopt the updated Emergency Operations Plan; and
3. Direct the Chief of Police, as Director of Emergency Services, to maintain and update the plan as necessary.
OPTIONS:
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Option 1: Approve staff recommendation (Recommended)
Adopt the updated Emergency Operations Plan.
Option 2: Approve with direction for additional revisions Direct staff to consider modifications prior to adoption.
Option 3: Delay adoption for additional review
Direct further review or coordination prior to adoption.
Option 4: Take no action
Receive and file the report without adopting the EOP.
APPROVALS:
Department Head Responsible for Agenda Item: Approval Date: 5/14/2026 CEQA Determination (Community Development/Planning): Approval Date: 5/14/2026 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: 5/14/2026 Costs authorized in city Approved Budget: Yes No N/A
Account Code (if applicable) (Please list which account the funds are to be allocated from:
City Attorney Approval Alex Mog Approval Date: 5/14/2026 Acting City Manager Approval: Mary Gourley Approval Date: 5/14/2026 Agenda Item Number: 12 Agenda Item Number: 12
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EMERGENCY OPERATIONS PLAN
DRAFT
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1 Contents
Introduction ................................................................................................................... 2 Purpose .......................................................................................................................... 2 Preparedness Framework ......................................................................................... 3 Evacuations................................................................................................................... 4 Community Engagement ............................................................................................ 4 Access and Functional Needs (AFN) ...................................................................... 6 Authority......................................................................................................................... 6 Elected Officials ............................................................................................................ 7 Public Information Officer (PIO)................................................................................... 8 Fire Department Operations........................................................................................ 9 Concept of Operations.............................................................................................. 10 Activation................................................................................................................. 10 Level 3 – Monitoring............................................................................................. 11 Level 2 – Partial Activation.................................................................................. 11 Level 1 – Full Activation ....................................................................................... 11 Organization, Roles & Responsibilities:................................................................... 11 EOC Set-Up Procedures ...................................................................................... 13 Communications and Information Flow............................................................ 14 Deactivation of the EOC ........................................................................................ 15 Deactivation Process........................................................................................... 15 Transition to Recovery ......................................................................................... 15 Final Documentation........................................................................................... 16 Maintenance & Mitigation......................................................................................... 16 EOP Maintenance ............................................................................................... 16 EOC Maintenance .............................................................................................. 16 Mitigation.............................................................................................................. 17 Sebastopol EOC Section Checklists.......................................................................... 19 Agenda Item Number: 12 Agenda Item Number: 12
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2 Management Section – City Manager / EOC Director ................................... 19 Operations Section – Police................................................................................ 19 Planning Section – City Manager’s Office ........................................................ 19 Logistics Section – Public Works.......................................................................... 19 Finance / Administration Section – Finance Department ............................... 20 Deactivation ........................................................................................................ 20 Maintenance ....................................................................................................... 20 Threat Assessment Annex........................................................................................... 21 Message Templates:................................................................................................... 22 EOC Organization Chart ............................................................................................ 26 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 Agenda Item Number: 12 Agenda Item Number: 12
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3 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).
• 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.
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4 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.
The City of Sebastopol is also subject to limitations in the capabilities of the arterial routes to and from the city, along with ownership of those particular routes.
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 an 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. If evacuation is required, and conditions and resources permit, the Emergency Operations Center (EOC) may direct staff to implement traffic control measures, including contraflow operations or directional changes to key arterial routes, to facilitate safe and efficient evacuation.
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 West Agenda Item Number: 12 Agenda Item Number: 12
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5 County (MYNWC) groups, serve as important components of community resilience.
These groups operate under the direction of the Sebastopol Emergency Operations Center (EOC) when activated by the Director of Emergency Management/EOC. The Director of Emergency Management or designee will coordinate with designated points of contact for each organization when their involvement is required by the city for a specific emergency.
Volunteers may assist with neighborhood-level situational awareness, welfare checks, GMRS radio volunteer radio communications, duties within the confines of their organization’s respective training and delivery of verified public information.
Some community organizations are structured to act independently at the neighborhood level during emergencies and may choose to self-deploy in accordance with their own organizational structure and design. While such actions may provide immediate localized assistance, these activities are not considered official deployments under this Emergency Operations Plan and are not conducted on behalf of the City of Sebastopol. Individuals and organizations acting independently are not agents, employees, or representatives of the city and operate at their own discretion and risk.
Consistent with the National Incident Management System (NIMS), all personnel and resources supporting city emergency operations shall deploy only when requested and assigned through established emergency management processes. As outlined in the National Incident Management System framework, unrequested or self-deployed resources may create additional supervisory, logistical, and safety challenges, complicate resource tracking and accountability, and interfere with access for formally requested resources.
If and when a volunteer organization or its members are requested and assigned by the EOC to support city coordinated emergency operations, they shall operate under the direction of the EOC and in accordance with established incident management protocols. At that point, activities shall no longer be conducted independently, and all further tasking, deployment, and operational actions shall be coordinated, tracked, and managed through the EOC.
The city retains discretion regarding whether and how volunteer organizations are utilized during an emergency. Participation in city coordinated operations Agenda Item Number: 12 Agenda Item Number: 12
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6 requires assignment through the EOC and compliance with established incident management, safety, and resource tracking protocols.
Access to operational areas, resources, or coordination functions may be limited to those personnel who are assigned, authorized, and tracked through the EOC.
All activation, tasking, resource assignments, and activity tracking for city coordinated response efforts shall occur through the EOC to ensure accountability, responder safety, and alignment with incident objectives and operational priorities.
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 (Chief of Police, 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
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7 • Liability protections for emergency actions
Elected Officials
Elected officials play a critical leadership role during emergencies by providing governance, policy direction, and oversight but do not perform tactical or operational functions within the Emergency Operations Center (EOC).
Consistent with the National Incident Management System (NIMS) and the California Standardized Emergency Management System (SEMS), emergency operations are conducted through a structured coordination system staffed by personnel assigned to specific roles based on training and subject matter expertise. EOC staff are responsible for collecting and sharing information, coordinating resources, and supporting operational decision-making. While elected officials provide policy guidance and oversight, they are not part of the operational EOC structure.
The Mayor, or in their absence the Vice Mayor, shall serve as the primary point of contact between the city council and the city’s emergency management organization. The Mayor (or Vice Mayor) will be briefed by the City Manager or the Director of Emergency Management (Chief of Police) at intervals determined by the nature, complexity, and operational needs of the incident.
These briefings ensure elected officials remain informed and able to:
• Provide policy-level direction
• Support emergency proclamations and required governance actions • Assist in setting priorities for response and recovery • Assist in public information efforts
Individual council members may receive updates through established communication channels; however, direction regarding emergency operations shall flow through the City Manager and designated emergency management staff in accordance with this plan.
Elected officials may be physically present in or near the EOC when appropriate; however, their role is observational and policy-oriented. They shall not assume operational roles, direct staff, or interfere with assigned emergency management functions.
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8 At the direction of the EOC Director or designee, elected officials may be assigned appropriate, non-operational support tasks to assist in the emergency response or recovery effort. These assignments may include activities such as supporting community resource or shelter operations, assisting with coordination of community needs, or facilitating communication with stakeholders. Any such assignments shall be clearly defined, coordinated through the EOC, and shall not conflict with established incident management (ICS) structures or operational responsibilities.
In their public-facing role, elected officials should focus on providing leadership, reassurance, and reinforcing verified public safety information. Public messaging should support community awareness, compliance with emergency directives, and recovery efforts as outlined in the Public Messaging section of this EOP.
Elected officials shall coordinate all public statements with the Public Information Officer (PIO) or EOC Director to ensure accuracy and consistency.
They shall refrain from commenting on tactical or operational activities, including the actions, decisions, or performance of first responders or emergency personnel during an incident.
For safety and operational effectiveness, elected officials should not respond to active incident scenes unless coordinated through the EOC Director and shall follow the direction of on-scene personnel if present.
Public Information Officer (PIO)
The City of Sebastopol will coordinate all public information during emergencies through a designated Public Information Officer (PIO), operating within the Emergency Operations Center (EOC) organizational structure.
The PIO is responsible for developing and disseminating accurate, timely, and consistent public information, coordinating with Sonoma County and partner agencies, managing media inquiries, and monitoring and addressing misinformation.
The PIO operates under the direction of the EOC Director (Director of Emergency Services) to ensure that all messaging aligns with verified information and operational priorities. Pursuant to Chapter 2.36 of the Sebastopol Municipal Code, the Director of Emergency Services represents the city in matters Agenda Item Number: 12 Agenda Item Number: 12
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9 pertaining to emergencies; therefore, public communications are coordinated through the EOC to maintain a unified and consistent message.
Elected officials may happen to be contacted by the media or public during emergencies. To ensure accuracy and consistency, elected officials shall coordinate any public statements or media engagement with the PIO or EOC Director prior to dissemination.
Elected officials should focus their public communications on:
Providing reassurance and leadership to the community
Sharing verified public safety information issued through official channels Encouraging compliance with emergency directives and protective actions Supporting community resilience and recovery messaging
Elected officials shall refrain from commenting on tactical or operational activities, including the actions, decisions, or performance of first responders or emergency personnel during an incident.
All incident-specific operational information, updates, and technical details shall be communicated through the PIO to ensure accuracy, consistency, and alignment with ongoing response efforts.
Fire Department Operations
Fire protection and emergency medical services within the City of Sebastopol are provided by the Gold Ridge Fire Protection District (GRFPD) following the consolidation of the city’s former fire department into the district. This consolidated model represents the ongoing and standard framework under which the city, Sebastopol Police Department, and GRFPD operate on a daily basis.
GRFPD is the primary agency responsible for fire suppression, emergency medical response, rescue operations, hazard mitigation, and fire-related emergency management within the city. The district operates under its own command structure and responds in accordance with established fire service protocols and mutual aid agreements.
The City of Sebastopol and its Police Department coordinate closely with GRFPD as part of routine daily operations and during emergencies. This coordination is Agenda Item Number: 12 Agenda Item Number: 12
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10 conducted through the Incident Command System (ICS) and, when activated, the Emergency Operations Center (EOC), utilizing unified command principles where appropriate.
This well established, day-to-day operational relationship ensures seamless integration during emergency incidents, supporting effective communication, efficient resource utilization, and coordinated response efforts focused on life safety, incident stabilization, and property conservation.
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, 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.
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11 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 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:
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12 Function Lead Department Key Responsibilities
EOC Management Chief of Police /
City Manager
Overall coordination, emergency declarations,
and public information oversight
Operations Section Police / Gold Ridge Field response coordination, life safety operations, evacuation, traffic/perimeter control
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 decisionAgenda Item Number: 12 Agenda Item Number: 12 City Council Meeting Packet for Meeting of: May 19th
13 making, 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.
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.
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14 • 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.
• 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.
Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: May 19th
15 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) • 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.
Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: May 19th
16 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).
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.
Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: May 19th
17 • 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.
• 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.
Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: May 19th
18 • 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.
Agenda Item Number: 12 Agenda Item Number: 12
City Council Meeting Packet for Meeting of: May 19th
19 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: May 19th
20 ☐ 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: May 19th
21 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: May 19th
22 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: May 19th
23 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: May 19th
24 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: May 19th
25 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
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26 EOC Organization Chart
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PUBLIC COMMENTS RECEIVED
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NATIONAL INCIDENT MANAGEMENT
SYSTEM (NIMS) INFORMATION
“UNREQUESTED RESOURCES”
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SYSTEM (NIMS) INFORMATION
“ELECTED OFFICIALS”
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SYSTEM (NIMS) INFORMATION
“PUBLIC INFORMATION OFFICER”
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