| Depending on the threshold adopted, the cost to Yolo LAFCo could range between $0 and a maximum of $45,240 each year. Staff recommendation to reimburse website costs for independent special districts with an annual operating revenue up to $250,000 would be up to $7,440. Reimbursing website costs for independent special districts with an annual operating revenue up to $300,000 would be up to $12,240. Other threshold costs would be as shown in the attached spreadsheet. The Commission action needs to also clarify if this is intended to be a one time reimbursement or continue each year. |
Although there are other website providers out there, Streamline Web provides a powerful, flexible content management system designed specifically for special districts. The company has an existing relationship with the California Special Districts Association and CALAFCO. Streamline Web delivers a turnkey website with domain/hosting for a monthly fee (sliding scale based on district annual operating revenue) and unlimited support. It would take some leg work for districts to scan and email documents to Streamline, but Streamline will build a website for each district and hand it off ready to go. Once set up, the website takes about 30 minutes per meeting to maintain (the website even provides reminders to post agendas and minutes). LAFCo staff can provide some support to bridge the distance between the districts and Streamline.
Attached is a spreadsheet showing each of Yolo's 28 independent special districts sorted from smallest to largest operating revenue, and the corresponding annual cost for Streamline Web services. This is merely to provide an apples to apples comparison; many districts already have websites through different providers. The spreadsheet also highlights the districts (in red color) that are out of compliance with new website laws and (in blue color) the districts that have adopted and filed a hardship resolution.
Hardships cited by these 4 special districts include: lack of financial resources, staff resources and broadband internet access. Through conversations with district staff and representatives there is also a fear/discomfort among district board members with using computers and the internet. In addition, there may also be some feelings of "this is just one more thing government is making us do", which also creates resistance.
Despite staff's efforts, these districts likely do not understand that while it will take some leg work to get district information into the website (i.e. budgets, audits, fees, meeting information, board member names, etc.), Streamline and LAFCo staff can help make this process as easy as possible. Once done, the districts would be delivered a turnkey website that would take approximately 30 minutes per meeting to maintain easily by uploading an agenda and minutes (so depending on meeting frequency, that's 30 minutes per month, per quarter, etc.). Therefore, this should not result in a significant burden on district staff. Regarding internet access, while its true that the county has broadband issues and there may not be internet directly to some district buildings, such as the Elkhorn Fire Station, staff likely have sufficient access at home where they produce the agendas and minutes already. Individual fear and discomfort can only be overcome with more "hand-holding", training and practice.
Staff recommends that some threshold of financial support could help with district financial resources and the resistance due to government unfunded mandates. The attached spreadsheet lists the 28 independent special districts sorted from the lowest annual operating revenue to highest, noting the districts that currently do not have a website. Based on the attached spreadsheet, staff recommends LAFCo offer to reimburse website costs up to the annual Streamline cost for those districts under either a $250,000 or $300,000 annual operating revenue. To be fair, LAFCo would offer this reimbursement to all districts under the threshold regardless of whether it already had a website or not. And LAFCo would reimburse regardless of which provider the district uses. Invoices would be provided to LAFCo to provide evidence for reimbursement. Scholarship funds are also still available to cover the first 15 months of service with Streamline as well (but there are some rigorous transparency requirements that some districts may not be able to commit and adhere to).
Staff is seeking direction and/or a decision whether:
- LAFCo will reimburse independent special district website costs or not.
- If so, at what annual operating revenue threshold? If some reimbursement is approved, these funds would be budgeted under shared services professional service costs.
- The Commission also needs to decide if this is to be a one-time reimbursement or continue every year until any later action to discontinue the program.
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