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Extracted from Consolidated Report
This investigation was originally published as part of a larger consolidated report containing multiple investigations. View the consolidated PDF for the complete document.
Sonoma County Grand Jury
• 2022-2023
Warming Centers County Action Needed Now
⚠️ Translation Notice: This content has been automatically translated. The original English text is the official version. Translation may contain errors.
⚠️ Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.
Findings and Recommendations 13 findings
F1
The County failed in its critical role in protecting the health and safety of all unhoused people during severe cold weather emergencies during the winters of 2021-2022 and 2022-2023.
Related Recommendations (1)
R3
By September 30, 2023, the Board of Supervisors designates the County employee (as defined by the policy recommended in R1) who has the authority to declare a cold weather emergency that would initiate the opening of warming centers. (F1, F5, F11)
F2
Inadequate coordination between the various involved County agencies led to an inefficient and less effective response to cold weather emergencies that negatively affected the health and safety of unhoused people.
No recommendations for this finding
F3
At the time of this complaint (April 2022) and through the time of this report, the County failed to create formal policies and procedures to protect unhoused people during cold weather emergencies.
Related Recommendations (2)
R2
By September 30, 2023, the Board of Supervisors defines the parameters to be used to declare a cold weather emergency in the County, including assignment of responsibilities for declaring and communicating a cold weather emergency to the responsible departments. (F3, F11, F12)
R4
In order for the Board of Supervisors to make informed decisions regarding the need for warming centers, by September 30, 2023, the Board will direct staff (as defined by the policy recommended in R1) to collect data, including but not limited to: the number of individuals accessing warming centers throughout the county; the cost per day of operating warming centers throughout the county; the number of individuals denied access to warming centers because of a lack of capacity; the number of unhoused individuals who died from exposure to severe cold. (F3, F4, F8)
F4
Failure by the County, including the Board of Supervisors to plan and prepare in advance for warming centers during extreme weather emergencies, results in inefficient last- minute responses, leaving unhoused individuals exposed to severe cold.
Related Recommendations (2)
R4
In order for the Board of Supervisors to make informed decisions regarding the need for warming centers, by September 30, 2023, the Board will direct staff (as defined by the policy recommended in R1) to collect data, including but not limited to: the number of individuals accessing warming centers throughout the county; the cost per day of operating warming centers throughout the county; the number of individuals denied access to warming centers because of a lack of capacity; the number of unhoused individuals who died from exposure to severe cold. (F3, F4, F8)
R6
By December 31, 2023, the Board of Supervisors will direct staff to identify facilities within the unincorporated areas of the County that can be used as warming centers, and sign MOUs with the management of such facilities as necessary. (F4, F6)
F5
A lack of clear definition and understanding of the responsibilities of various County departments regarding the cold weather protection of unhoused people increases their health risks.
Related Recommendations (1)
R3
By September 30, 2023, the Board of Supervisors designates the County employee (as defined by the policy recommended in R1) who has the authority to declare a cold weather emergency that would initiate the opening of warming centers. (F1, F5, F11)
F6
A lack of identification of, and agreements with, warming facilities in advance of cold weather emergencies leads to a deficit of easily accessible spaces when those emergencies occur.
Related Recommendations (3)
R6
By December 31, 2023, the Board of Supervisors will direct staff to identify facilities within the unincorporated areas of the County that can be used as warming centers, and sign MOUs with the management of such facilities as necessary. (F4, F6)
R7
By September 30, 2023, the Board of Supervisors will direct the responsible department (as defined in the policy recommended in R1) to identify County facilities, including unused or underutilized facilities, that will be available to be used as warming centers for unhoused people in extreme cold weather. (F6)
R8
By September 30, 2023, the Board of Supervisors, in accordance with its adopted policy, will provide sufficient funding to support opening and maintaining warming centers during episodes of extreme cold weather emergencies. (F6, F8)
F7
Poor and inconsistent communication with unhoused people results in individuals needlessly remaining unsheltered during cold weather emergencies.
No recommendations for this finding
F8
Providing temporary shelter for unhoused people during weather emergencies does not receive the priority from the County to enable appropriate funding for staff, supplies, transportation, and other expenditures to meet this critical need.
Related Recommendations (2)
R4
In order for the Board of Supervisors to make informed decisions regarding the need for warming centers, by September 30, 2023, the Board will direct staff (as defined by the policy recommended in R1) to collect data, including but not limited to: the number of individuals accessing warming centers throughout the county; the cost per day of operating warming centers throughout the county; the number of individuals denied access to warming centers because of a lack of capacity; the number of unhoused individuals who died from exposure to severe cold. (F3, F4, F8)
R8
By September 30, 2023, the Board of Supervisors, in accordance with its adopted policy, will provide sufficient funding to support opening and maintaining warming centers during episodes of extreme cold weather emergencies. (F6, F8)
F9
At the time of the complaint and through the winter of 2022-2023, the County did not have a plan or strategy to overcome shelter resistance which resulted in many unhoused people remaining exposed to the elements during weather emergencies.
No recommendations for this finding
F10
By not protecting unhoused people during cold weather emergencies, the County has failed to adhere to its own Department of Health Services’ mission statement to “promote, protect, and ensure access to services to support the health, recovery, and well-being of all in Sonoma County.”
No recommendations for this finding
F11
At the time of the complaint and through the winter of 2022-2023 the County failed to assign responsibility to an agency or individual to declare that a cold weather emergency existed.
Related Recommendations (2)
R2
By September 30, 2023, the Board of Supervisors defines the parameters to be used to declare a cold weather emergency in the County, including assignment of responsibilities for declaring and communicating a cold weather emergency to the responsible departments. (F3, F11, F12)
R3
By September 30, 2023, the Board of Supervisors designates the County employee (as defined by the policy recommended in R1) who has the authority to declare a cold weather emergency that would initiate the opening of warming centers. (F1, F5, F11)
F12
At the time of the complaint and through the winter of 2022-2023, the County failed to consistently determine when the temperature and other weather conditions constituted a cold weather emergency.
Related Recommendations (1)
R2
By September 30, 2023, the Board of Supervisors defines the parameters to be used to declare a cold weather emergency in the County, including assignment of responsibilities for declaring and communicating a cold weather emergency to the responsible departments. (F3, F11, F12)
F13
The County failed to consistently collect and utilize data such as costs, staffing, facilities, and the number of unhoused individuals who took advantage of the limited number of warming centers in the County, which hinders the ability to plan for future cold weather emergencies.
No recommendations for this finding
Additional Recommendations 7
These recommendations are not explicitly linked to specific findings.
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R1By September 30, 2023, the Board of Supervisors will develop and implement formal policies and procedures for protecting unhoused people in the County of Sonoma during cold weather emergencies. (F1 through F13)
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R5Beginning April 1, 2024, and every year thereafter on or about April 1, the Board of Supervisors will direct the County Administrative Officer (CAO) to present an after-action report to the Board regarding the effectiveness of County staff in supporting warming centers during episodes of severe cold over the previous winter. sing data identified in
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R10The Board of Directors and the General Manager establish separate bank accounts for the monies associated with passenger transit (Measure Q, et al.) and freight or other future ventures.
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R11The Board of Directors direct advisory committees to develop and implement a policy to keep documents and information related to their advisory role centrally located and remotely accessible, by January 31, 2023. This recommendation will be implemented. This recommendation will be implemented. This recommendation will be implemented. This recommendation will be implemented. This recommendation will not be implemented because it is not warranted. This recommendation will be implemented. There is no timeframe for future implementation. This response is not compliant. There is no timeframe for future implementation. This response is not compliant. There is no timeframe for future implementation. This response is not compliant. There is no timeframe for future implementation. This response is not compliant. There is no explanation why this recommendation is not warranted. This response is not compliant. There is no timeframe for future implementation. This response is not compliant. Note: The chairperson of the Citizens Oversight Committee was given a copy of the report before publication, with the invitation to respond to the recommendations. No response was received from that invitation. Responses were received only from the SMART Chairman of the Board of Directors (required) and the SMART General Manager (invited).
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R13By December 31, 2022, the Board of Supervisors and County Administrator’s Office work with the Department of Health Services executive leadership team in developing an actionable plan to address work culture issues, including retaliation, harassment, and bullying.
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R14By December 31, 2022, the Board of Supervisors direct the County Administrator’s Office to work with the Department of Health Services’ executive leadership team to develop a clearly defined and actionable plan for internal communication that includes greater transparency and staff participation throughout the department.
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R16By March 1, 2023, the Board of Supervisors direct the County Administrator’s Office and the County Human Resources Department to develop a plan for the Board’s review and consideration whereby the County Human Resources Department has oversight authority over all satellite human resources divisions. This recommendation requires further analysis. Further evaluation may be explored through the County’s strategic plan work focused on organizational effectiveness.
Conclusions 7
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CL1 Page 19The City Manager (or designee) will be notified by the Fire Department of the need to open an Extreme Weather Warming Center based on forecasted conditions provided to the Fire Department by the NWS. She/he will take the necessary steps to identify and open an Extreme Weather Warming Center with the lead department, either indoor or outdoor, at a facility or in coordination with the City’s homeless services operator in support of the unsheltered population.
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CL2 Page 20If an Extreme Weather Warming Center needs to be opened on a weekend or holiday, the same procedure applies. The City Manager (or designee) will be the first notified of the need to open an Extreme Weather Warming Center.
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CL3 Page 20Once the location of the Extreme Weather Warming Center is determined, the lead department will notify the City’s Communications Officer, who will then coordinate with any affected department(s) to provide public notifications including media releases, social media messaging and publication to City websites/newsflash items. a. Individuals seeking an Extreme Weather Warming Center will be advised: • The Extreme Weather Warming Center is a drop-in place to warm up and charge devices, it is not a shelter and no cots for sleeping will be provided. • No television or radio will be available at the Extreme Weather Warming Center, but visitors may bring, charge and use their own devices. • Light snacks and beverages may be provided. • Food that is ready to eat is permissible; kitchen access will not be available. • Due to space limitations, no more than one small tote and daypack per person is allowed. • The City of Santa Rosa or it’s contractor(s) will not be responsible for lost or stolen items. • Visitors must comply with the City’s Standards of Behavior/Code of Conduct (attached). • Pets other than service animals may be permitted at the Extreme Weather Warming Center at the sole discretion of the City’s homeless services operator. • Information about Sonoma County Animal Services ‘Warming Van’ or other arrangements will be shared, if it is available.
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CL4 Page 20The Fire Department will contact Sonoma County Animal Services to determine their availability; the current contact is Brian Whipple, Operations Manager, 707-565-7101, Brian.Whipple@sonoma-county.org
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CL5 Page 20The lead department will contact Catholic Charities to determine their availability; the current contact is Matthew Verscheure, Chief Program Officer, 707-525-0227, mverscheure@srcharities.org.
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CL6 Page 20Information that is disseminated to the public and is vital to the health and safety of the community should be coordinated for translation into alternative language(s), as necessary, by the Communications Officer and made available to the City Council, Sonoma County Emergency Services, Sonoma County Public Health, Catholic Charities and the American Red Cross (when applicable) prior to the final media release to the public. a. Note: In the event immediate translation is needed, and the services are unavailable, it is acceptable to utilize the translation feature on the public facing website (www.srcity.org ) for translation purposes.
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CL7 Page 8Because of the real health risks that unhoused people in Sonoma County face during severe cold weather, it is essential that protecting them be a high priority for the County. Key to this protection is the existence of warming centers needed to get people out of the cold. Providing that protection is a complex challenge because warming centers that are easy to get to must be identified as well as secured with necessary agreements, staffing, and funding. Also, communication with unhoused people must be done effectively so that they know where to go, how to get there, and what rules there are for accommodations. Additionally, it must be made clear to everyone involved when this kind of cold weather emergency exists so that protecting unhoused people can be achieved. Adding to that complexity is the reality that many unhoused people are hesitant to take advantage of the warming centers, so they must be protected in other ways, such as with blankets, tents, and sleeping bags. Because of the complexity of the solutions involved in protecting unhoused people during these weather emergencies, clear policies and protocols need to be in place. Careful advance planning is essential to avoid deficiencies in the response due to last-minute mobilization, poor coordination, and inadequate communication. These policies must leave no doubt as to who is responsible for each part of the response, and how the various agencies and departments must coordinate with each other. The major theme of the Grand Jury’s findings and recommendations involve the development of policies and protocols that address the critical need for temporary shelter in extreme weather, initiated and overseen by the County Board of Supervisors, with direct participation of County-level departments and jurisdictions within the County.
Agency Responses 1
Government agencies' official responses to this report's findings and recommendations. Click on a response to see the structured breakdown.
No Responses Found 2
Government entities assigned to respond to this report. No response documents have been linked in our database.
Sonoma County Board of Supervisors
Elected County Office