Book 65 Page 37078 02/09/2018 8:30 A.M. MINUTES OF THE JOINT MEETING WITH THE SARASOTA COUNTY BOARD OF COUNTY COMMISSIONERS, THE SARASOTA COUNTY SCHOOL BOARD, THE CITIES OF NORTH PORT, SARASOTA, AND VENICE, AND THE TOWN OF LONGBOAT KEY OF FEBRUARY 9, 2018 PRESENT: Sarasota Board of County Commissioners (BCC): Chair Nancy Detert, Commissioners Michael Moran, Paul Caragiulo, and Alan Maio, County Administrator Jonathan R. Lewis; and Deputy Clerk Charlie Maloney School Board of Sarasota County (SBSC): Chair Bridget Ziegler and Superintendent of Schools Todd Bowden North Port City Commission: Mayor Vanessa Carusone, Vice Mayor Linda Yates, and Commissioner Debbie McDowell, and City Manager Peter Lear Sarasota City Commission: Mayor Shelli Freeland Eddie, Vice Mayor Liz Alpert, and Commissioners Hagen Brody and Jen Ahearn-Koch, City Manager Thomas Barwin, Deputy City Attorney Michael Connolly, and Deputy City Auditor and Clerk Karen McGowan Longboat Key Town Commission: Vice Mayor Ed Zunz, Commissioners Jim Brown, Randy Clair, Irwin Pastor, George Spoll, and Jack Daly; Town Manager Thomas Harmer; and Town Clerk Trish Shinkle Venice City Council: Mayor John Holic, and Council Members Mitzie Fiedler, Jeanette Gates, Chuck Newsom, and Richard Cautero, City Manager Ed Lavallee; and City Clerk Lori Stelzer ABSENT: Sarasota Board of County Commissioners (BCC): Vice Chair Charles Hines Schooi Board of Sarasota County (SBSC): Board Members Shirley Brown, Jane Goodwin, and Eric Robinson North Port City Commission: Commissioner Christopher Hanks Sarasota City Commission: Commissioner Willie Charles Shaw, City Attorney Robert Fournier and City Auditor and Clerk Pamela Nadalini Longboat Key Town Commission: Mayor Terry Gans Venice City Council: Vice Mayor Bob Daniels and Council Members Deborah Anderson and Fred Fraize CALL THE MEETING TO ORDER PLEDGE OF ALLEGIANCE: BCC Chair Detert 1. WELCOME/INTRODUCTIONS BCC Chair Detert welcomed the attendees and provided an overview of the items on the Agenda. Attendees introduced themselves. 2. PRESENTATIONS (AGENDA ITEM 1) 1) OPENING REMARKS (AGENDA ITEM 1-A) BCC County Manager Lewis stated that during the Hurricane Irma event from September 5 through 15, 2017, 13,000 calls were received; that thousands lost power; that 300,000 pounds of storm-related debris were removed; that Hurricane Irma was an historic storm. 2) INTRODUCTIONS AND REVIEW OF AFTER-ACTION REVIEW PROCESS (AGENDA ITEM 1-B) Teri Hansen, Executive Director, Charles and Margery Barancik Foundation, came before the Boards and stated that the culture of the community is helping people; that the community is better together and is better today. Mark Pritchett, President/Chief Executive Officer (CEO), Gulf Coast Community Foundation Inc., came before the Boards and stated that the area dodged a bullet; that extensive damage has been done by previous hurricanes; that the purpose of the current review is to determine what to do and improve for the next time. Richard Collins, Chief Emergency Services Manager, came before the Boards, displayed a video of the actions concerning Hurricane Irma on the Center monitors, and stated that common best practices will be reviewed; that an After-Action report will be presented; that the goal is to be holistic and independent; that the County has had excellent partners; that a November 2017 kick-off meeting was held to review key findings; that excellent feedback was received which is incorporated in the response presented in the future with objectives 3) REVIEW OF FINDINGS AND RECOMMENDATIONS (AGENDA TEM 1-C) W. Craig Fugate, Former Administrator Federal Emergency Management Agency (FEMA), came before the Boards and stated that government-centric actions were previously the norm; however, the actions the community can take are increasingly recognized; that government must embrace what the community is doing; that the community did well; however, improvements can be made; that a question is how to simplify preparations for the public; that the killer from these storm events is water caused by storm surge; that safe evacuation is paramount and the benchmark of safety from storm surge; referred to slides displayed on the Center monitors. Mr. Fugate stated that shelters must be pet friendly; that expenses related to opening shelters are reimbursable by FEMA; that families must be able to go to the closest shelter; that a color-coded system of red, yellow, and green re-entry has been developed; that feeding contracts are being reviewed; that the maximum number of people must be moved to a safe location. Jonathan Lord, Emergency Management Chief, Emergency Management, Flagler County, came before the Boards and stated that in 2004/05 emergency preparedness shifted from the Red Cross to the County and the School Board; that the key is training and on-going refresher training; that clearance of debris and clearance times must be considered; that performance bonds are being reviewed. Alan Harris, Chief Administrator, Emergency Manager, Office of Emergency Management, Seminole County, came before the Boards and stated that social media is being extensively utilized; that the same information must be provided across all web pages; that the Nextdoor community provides valuable communication; that communication to employees is also important; that Emergency Roles (e-Roles) should be identified; that non-profits and faith-based organizations must also be engaged. Book 65 Page 37079 02/09/2018 8:30 A.M. Book 65 Page 37080 02/09/2018 8:30 A.M. Manuel Soto, Emergency Manager, Office of Emergency Management, City of Orlando, came before the Boards and stated that energy is a major consideration; that the relationship with power companies such as Florida Power and Light (FPL) is important; that an improvement summary and maintenance plan is being developed; that thei focus is on pinging meters and prioritization of power to lift stations and traffic lights; that joint plans with the County, the Cities, and power companies regarding emergency generators are important; that pre-established contracts for emergency response are also important; that tactical first-in teams are trained for response. Rich Collins, Sarasota County, came before the Boards and stated that After-Action Process and Report provides important information, Lee Newsome, CEM, MEP, CHS-V, Chief Executive AC Compliance Reports, came before the Boards and stated that over 200 meetings were held with over 400 people in attendance; that the After-Action Report was finalized by a peer-review panel; that Areas of Improvement were identified; that an Homeland Security Exercise Evaluation was conducted to enhance plans and assure sustainability and to bring the community together; that a standardized methodology was utilized, recognizing strengths and areas of improvements and to prioritize, assign responsibilities, develop a multi-year training and exercise plan and develop a Corrective Action Program. Mr. Collins stated that the sheltering process in Venice, Florida is being reviewed; that an updated evacuation and transportation plan is being developed; that the goal is to improve public messaging by April 2018; that the goal is for the School District to do training exercises; that the goals for the overall Emergency Plan are to open every school as a shelter and to have a coordinated public messaging, enhance communications, bank for money, store for food, enhance employee messaging and communication strategy, develop greater partnerships, and assure power restoration; that the Unified Development Code provides guidance for emergency contracts and mitigation grants which require a 25% match; that State requests for funding and emergency readiness for schools in Venice, Florida are being explored; that the mission is getting prepared for season, mid and long-term. Mr. Collins stated that attendees have been divided into Working Groups by table; that feedback forms have been provided; that the feedback provided will become part of the public record; that each Working Group is requested to select a scribe and a spokesperson; that members of thel Peer Review Team will be available for questions during the breakout session; that the Working Groups are requested to address: 1) Preparedness and Protective Actions, 2) Response Actions, and 3) Recovery Actions. 3. BREAKOUT DISCUSSIONS (AGENDA ITEM 2) Breakout discussions began at 9:59 a.m. 1) WORKING GROUP DISCUSSIONS (AGENDA ITEM 2-A) Working Groups were organized by table with no two elected officials from the same governing body at the same table. 2) WORKING GROUP FEEDBACK (AGENDA ITEM 2-B) Each Working Group selected a spokesperson who reported observations and experiences concerning the following regarding the emergency of Hurricane Irma: 1. Preparedness and Protective Actions, 2. Response Actions, and 3. Recovery Actions The following key points were mentioned by the spokespeople for the Working Groups: Table 1 - evacuation, late deciders, communication, Twitter, first-in teams, downed power lines Table 2- - improved communication, clarity of roles of team members, single source of communication, clarity of shelter destinations, excellent job of school system, social workers, training Table 3. - identification of roles of employees, refresher courses, clear communication, pet crates, working with non-profits in advance, hardening of facilities, mitigation funds, special needs, third-party paratransit, hotel vouchers Table 4 - identification of special needs, prioritization of generator placement, pet crates, focus on people, feeding, expectations of government Table 5- shelters and pets, non-profit support, all-clear and curfew, first-in teams, debris removal Table 6 - leadership, simplified evacuation zones, public communication, non-profit support, curfews, power restoration, vegetation debris, debris removal Table 7 - regional communication Table 8 - working with media outlets, non-profit support, non-profit services, sheltering, pre-determined teams, cost and staffing of opening all shelters Table 9 - communication, use of reverse 911, pre-determined shelters, stronger communication with businesses, sheltering those with substance or mental health issues Table 10 - public websites, open house of shelters, coordination among team members, power restoration for nursing homes, regional resource list Table 11 - communication, keep it simple, All Faiths Food Bank, curfew messaging, consistent messaging, first-responder training Table 12 - identification of 10 non-profits with resources and services, fuel and fuel resources, communication in languages other than English, definition of all-clear, debris removal 3. OPEN TO THE PUBLIC (AGENDA ITEM 3) The following person spoke: Alan Nelson indicating the need for a focus on residents in mobile home parks. 4. ADJOURN The Joint Meeting with the Sarasota County Board of County Commissioners, the Sarasota County School Board, the Cities of North Port, Sarasota, and Venice, and the Town of Longboat Key adjourned at 1215BTA, P A s < 1 d SHELLI FREELAND EDDIE, MAYOR ATTEST: KAREN D. MCGOWAN DEPUTY CITY AUDITOR. AND CLERK Book 65 Page 37081 02/09/2018 8:30 A.M.