TO: Board of Supervisors
FROM: Oscar Ortiz, Sheriff-Coroner/Deputy Director of Emergency Services
REPORT BY: Angel Hernandez, Emergency Services Officer
SUBJECT: Amendment No. 1 to Agreement No. 250235B with Community Organizations Active in Disaster
RECOMMENDATION
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Approve and authorize Amendment No. 1 of Agreement No. 250235B with the Napa Valley Community Organizations Active in Disaster to extend the term to June 30, 2027, to provide ancillary services to the community. (Fiscal Impact: $50,000 Expense; General Fund; Budgeted; Discretionary)
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BACKGROUND
The 2014 South Napa Earthquake and 2015 Lake County Valley Fire and Calistoga sheltering response underscored the critical need to develop a structure in Napa County to improve community resilience by identifying and directing vital resources to help residents recover from a disaster. Local government cannot meet these needs alone and relies on non-profit agencies for service delivery. These agencies bring a myriad of resources to serve a diverse array of populations, particularly those who are vulnerable and at risk for the most devastating outcomes.
The earthquake and fires highlighted the need for better coordination and communication between non-profit agencies and local government. With funding from Napa Valley Vintners, the Napa Valley Community Foundation convened a “lessons learned” forum with several agencies. A resounding theme that emerged from the forum was the need for a system in Napa County through which local government and agencies can communicate and collaborate. This would allow for not only greater preparedness but also would create stronger community resilience and coordination amongst the non-profit and public sector during disaster mitigation, response, relief, and recovery. In 2016, the Community Organizations Active in Disaster (COAD) was created, modeled after similar structures in Counties and Cities across the nation.
COAD is an inclusive coalition, which strategically networks its autonomous member organizations to maximize the County’s capacity for disaster mitigation, preparedness, response, and recovery. COAD works to complement government efforts, not duplicate their services. COAD is not a direct service provider during an emergency response but focuses on effectively coordinating the work of member agencies and subcommittees to ensure collaboration, to minimize the duplication of services, and to maximize available resources.
In July of 2020, Napa County entered into a Professional Services Agreement with COAD to provide essential services during the COVID pandemic response. When the August fires took place, COAD also activated its membership to assist the County in filling needs of the community members. This provided many residents with services the government would not otherwise have been able to provide.
Today, the Office of Emergency Services continues their partnership with COAD and are grateful to have their support.
Key Initiatives of COAD:
Readiness to Serve: To ensure operational readiness of resources amongst the community, COAD maintains a strong subcommittee structure with many nonprofit organizations (NGO). COAD also conducts Countywide preparedness informational campaigns and workshops (i.e. Insurance preparedness workshops, Meet Your Neighbor Program, and Until Help Arrives) throughout Napa County in both English and Spanish. This new scope of work recognizes that Napa Valley COAD cannot be expected to rapidly deploy and respond to an emergency without already having its infrastructure in place and prepared to respond whenever needed by the Emergency Operations Center of Napa County OES.
Response Services: COAD provides a liaison at the Emergency Operations Center (EOC) to enhance communication and coordination during emergencies and helps coordinate nongovernmental emergency responses by utilizing their NGO subcommittees to help address areas impacting our vulnerable populations such as: food access, financial assistance, mental health resources, In-kind Resource acquisition and distribution, and animal welfare support.
While activated, COAD may coordinate the distribution of gift cards and other resources for various scenarios, including donations within the community from other nonprofits, as well as events like Public Safety Power Shutoffs, where residents are without power for an extended period.
Additionally, COAD supports county shelter response by providing child and adult services at the county shelters. They will also assist the Local Assistance Center by improving messaging and outreach, especially in hard-to-reach communities to ensure residents impacted by a disaster have awareness of recovery resources available to them.
Community Preparedness and Outreach: While Napa County OES and the Napa County Sheriff’s Office personnel conduct outreach for emergency preparedness at various community events, the Napa Valley COAD is a trusted community partner that amplifies preparedness messaging and follows up with communities by offering workshops and additional, individual, preparedness outreach through neighborhood workshops and meetings.
Through these key initiatives, COAD seeks to use their unique connections and network of nonprofits to enhance the county’s ability to support the community in times of crisis and to ensure that all residents receive the assistance they need. By partnering, enhancing, and amplifying the work of Napa County OES, the Napa Valley COAD can reach more residents and more communities likely to be impacted by a local or regional disaster.
Requested Action:
Approve and authorize the Chair to sign Amendment No. 1 to Agreement No. 250235B with Napa Valley Community Organizations Active in Disaster to extend the agreement through June 30, 2027, with an option to renew up to two additional years, with no increase to the maximum compensation per fiscal year.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
OES Operations - 1380000 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The Napa Valley COAD has proven itself to be an important partner for Napa County OES to best prepare, respond, and build Resiliency related to local and regional disasters. The amendment to extend the COAD contract is reflective of our growing partnership between the County and the non-profit community. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
The future fiscal year agreement costs will be budgeted appropriately in FY 2027-28 & FY 2028-29. |
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Consequences if not approved: |
COAD strengthens Napa County’s emergency response by coordinating nonprofits, supporting EOC operations, and expanding outreach to vulnerable communities; without it, the county would face reduced response capacity, fewer services, and less grant funding. |
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Additional Information |
Strategic Initiative: Elevate County Service and Workforce Excellence |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.