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Receive an update on potential formats, dates, locations, and agenda topics for a State of the County event; and Provide direction on next steps
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Published Notice Required? Yes ____ No _X_
Public Hearing Required? Yes ____ No _X_
DEPARTMENTAL RECOMMENDATION:
The County Administrator’s Office recommends that the Board of Supervisors:
1. Receive an update on potential formats, dates, locations, and agenda topics for a State of the County event; and
2. Provide direction on the preferred event format and, if the collaborative model is selected, whether staff should continue planning with the Fairfield-Suisun Chamber of Commerce for a November 5, 2026, or February 4, 2027, State of the County event.
SUMMARY:
As previously directed by the Board, staff evaluated potential formats, locations, dates, and agenda topics for a State of the County event. Potential options include a County-hosted event at a County facility or a collaborative event with a community organization. Because a quorum of the Board would attend in a non-ceremonial capacity, either format would be conducted as a public meeting and would need to comply with applicable open-meeting and accessibility requirements.
Supervisor Williams and the Fairfield-Suisun Chamber of Commerce have developed a collaborative-event concept at Bally Keal Estate for either November 5, 2026, or February 4, 2027. Staff recommends the February date if the Board selects the collaborative model and seeks direction on next steps.
FINANCIAL IMPACT:
If the Board directs staff to proceed with the collaborative event, the staff has identified costs including approximately $2,000 for additional meeting equipment necessary to conduct a remote accessible meeting. The Fairfield-Suisun Chamber of Commerce has also requested the County purchase a $75 breakfast ticket for each County attendee; an assumed 20 attendees would be $1,500. Staff time for planning, programming, and technology support is expected to be absorbed within existing appropriations; however a non-de-minimis amount of staff time will be required likely in the range of 200-400 staff hours assuming 10-20 hours of preparation between 20 staff.
DISCUSSION:
The Board of Supervisors previously directed staff to evaluate potential options for a State of the County (SOTC) event, including dates, locations, and a proposed agenda, for Board consideration. A SOTC event is contemplated to include a general overview of the County, key services, and major projects and issues.
Potential formats for a SOTC event include:
a. A County-hosted broad overview of departments and issues at a County facility;
b. A collaborative event with community organizations, such as chambers of commerce, potentially organized around a more topical agenda; or
c. Either format, with future events rotating among locations throughout the County.
Regardless of format, a SOTC event would constitute a public meeting of the Board of Supervisors as a quorum of the Board would be present in a non-ceremonial capacity. Accordingly, the event would need to comply with the Ralph M. Brown Act, SB 707, and other applicable public meeting requirements, including:
1. Agendizing and noticing the event as a special meeting, including posting the location, date, time, and means of remote access;
2. Providing an opportunity for public comment;
3. Making the SOTC meeting free and open to the public and not conditioning attendance on providing a name or other information, completing a questionnaire, or fulfilling another condition precedent;
4. Holding the meeting at an ADA-accessible location;
5. Providing an opportunity for the public to attend and comment remotely through a two-way telephonic service or a two-way audiovisual platform when adequate telephonic or internet service is operational at the meeting location, and providing a call-in option and activating automatic captioning if the audiovisual platform includes that function;
6. Allowing remote and in-person public commenters the same amount of comment time; and
7. If a disruption prevents remote attendance or observation, recessing the open session for at least one hour, or until service is restored, whichever occurs first, while making good-faith efforts to restore service. If service remains unavailable after one hour, the Board may reconvene only after making the findings required by Government Code section 54953.4.
Supervisor Williams has recently been working with the Fairfield-Suisun Chamber of Commerce on a potential Chamber-hosted SOTC event with the following preliminary details:
Location: Bally Keal Estate
Maximum attendance: 400
Proposed dates: November 5, 2026, or February 4, 2027
The event would include a paid, ticketed breakfast at 7:30 a.m., followed by the SOTC meeting from 8:00 to 10:00 a.m. The Chamber would be responsible for sponsorships, ticket sales, catering, the venue, and event promotion. The County would be responsible for programming and the technology necessary to conduct the meeting in compliance with SB 707. The Chamber has also requested that the County purchase tickets or tables for attending County staff at a contemplated cost of $75 per person and assist with social media promotion. Although the breakfast would be ticketed, the SOTC meeting itself would need to remain free and open to the public.
County staff conducted a preliminary review of the equipment and software needed to support an SB 707-compliant off-site meeting and identified a potential solution. Some additional equipment would be required, including a sound mixer, capture card, microphones, cables, and adapters, at a current estimated cost of approximately $2,000. However, staff has not evaluated the proposed Bally Keal Estate event center to confirm compatibility, connectivity, and other needs which could lead to additional costs.
If the Board is interested in a collaborative SOTC model as proposed by the Fairfield-Suisun Chamber of Commerce proposal, staff recommends the February 4, 2027, date. The event could incorporate elements of the County’s annual Year in Review, with a conceptual agenda as follows:
1. County Overview: Role, Workforce, and Budget Summary
2. Year in Review
3. Major Issues:
a. Land Use, General Plan Update, and Economic Development
b. Major County Projects and Civic Amenities
c. Public Safety
d. H.R. 1 Impacts and Implementation
ALTERNATIVES:
The Board may choose not to proceed with a SOTC event, or direct staff to evaluate other options. Taking no action is not recommended because it would not provide staff with sufficient direction to advance planning.
OTHER AGENCY INVOLVEMENT:
The Fairfield-Suisun Chamber of Commerce provided the preliminary collaborative-event concept described in this report. County Counsel reviewed the public-meeting requirements and the Department of Information Technology assessed the equipment necessary for an off-site meeting.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION