BOOK 57 Page 28421 08/12/04 12:00 NOON MINUTES OF THE EMERGENCY SARASOTA CITY COMMISSION MEETING OF AUGUST 12, 2004, AT 12:00 NOON PRESENT: Mayor Richard F. Martin, Vice Mayor Mary Anne Servian, Commissioners Fredd "Glossie" Atkins, Danny Bilyeu and Lou Ann R. Palmer, City Manager Michael A. McNees, City Auditor and Clerk Billy E. Robinson, and City Attorney Richard J. Taylor ABSENT: None PRESIDING: Mayor Martin The meeting was called to order in accordance with Article III, Section 9(c) of the City of Sarasota Charter at 12:00 Noon. City Auditor and Clerk Robinson gave the Invocation followed by the Pledge of Allegiance. 1. REPORT RE: : BRIEFING CONCERNING HURRICANE CHARLEY (AGENDA ITEM I) CD 12:00 through 12:13 City Manager McNees stated that the update being provided is based on information available to the Emergency Operation Center (EOC) the morning of August 12, 2004; that an additional official weather update will be released at 12:00 noon; that the EOC will provide an additional briefing at 1:00 p.m.i that the estimation is if the storm remains on the current track, the area of landfall would be in the area of Clearwater, Florida; that Sarasota would be on the downwind side which is not good; that the good news is the storm is relatively. small in size; that if the storm tracks more to the east than predicted, Sarasota will be less impacted; however, if the storm tracks more to the west, Sarasota may be more impacted; that the storm would begin to pick up winds at approximately 6:30 a.m., August 13, 2004, in the 25 miles per hour (mph) range; that winds in the 40 mph range will occur between 8:00 and 9:00 a.m.; that the duration of the winds over 40 mph may last as long as six hours; that the peak of the storm for approximately one and one half hours, based on the current model, may be in excess of 70 MPH beginning at approximately 11:30 a.m.; that high winds will pick up from 6:30 a.m. and last for as long as ten hours; that the EOC issued a mandatory evacuation order for all the barrier islands, mobile homes, mobile home parks, and residents in low- lying waterfront areas such as Phillippi Creek, a river, or creek; that shelters will open after 4:00 p.m.; that the specific shelter locations are not being announced as yet to prevent individuals arriving prior to opening; that later in the afternoon, the locations will be announced; that the evacuation is to begin at 12:00 noon, August 12, 2004; that everyone must be off the barriers islands by 12:00 midnight; that a significant amount of residual rain will occur from Hurricane Bonnie; that people will not be allowed back on the barrier islands after Midnight; that the Sarasota Police Department and Sarasota County Sheriff's Office have indicated the bridges will be secured; that people are encouraged to tune into the weather stations. City Manager McNees continued that the emergency management function has been modified by the County to include in the policy group representatives of all the municipalities and all the emergency services providers in the County to participate in decisions regarding the evacuations and closings; that the decision to close all government offices August 13, 2004, was made jointly with the consensus of all the City Managers, Police Chiefs, Fire Chieis, the County Administrator, and the EOC representatives; that the process was well thought out and cooperative which was pleasing. Commissioner Palmer stated that Channel WWSB ABC 7 and SNN- Channel 6 are airing updates every few minutes; and asked if AccessSarasota-Channel 19 is broadcasting updates? City Auditor and Clerk Robinson stated that Channel 19 broadcasted the 10:00 a.m. press release live; that the current meeting is being broadcast live. Commissioner Palmer stated that City offices will be closed August 13, 2004. City Manager McNees stated that all local government offices in Sarasota County will be closed; that non-essential Staff are asked not to report to work; that essential Staff such as Public Works Staff, the Sarasota Police Department, and others will be reporting to work at the City's EOC which will be located at the Sarasota Police Department; that others will take shelter with equipment and wait for the storm to pass; that the Public Works Staff will clear the corridor on Fruitville Road between Sarasota Memorial Hospital (SMH) and Interstate-75 (I-75) which is the first priority. BOOK 57 Page 28422 08/12/04 12:00 NOON BOOK 57 Page 28423 08/12/04 12:00 NOON Commissioner Bilyeu stated that the August 11, 2004, briefing regarding the emergency plan is appreciated; that a concern is potable water; that a question is if electricity goes off will information regarding the safety of the water be available through battery operated radios; that although the Sarasota Police Department will be locked down, people can call 911 if an extreme emergency occurs; and asked if a telephone number has been provided to inquire regarding the safety of drinking water? City Manager McNees stated that announcing if the water supply is unsafe is unlikely; that more likely the water system would be shut down due to uprooted trees; that all press releases and communication will be issued through the County's Public Information Office; that the City will not be providing information; that the City and County agreed all communication will be provided by the County; that having a battery-operated radio is important; that if the water is running, the water is safe; that all the news media must communicate through the County; that he will communicate as best possible directly with the Commission by regular or cellular telephones; that once the winds exceed 35 to 40 MPH, no 911 emergency response will occuri that assistance with evacuation if people have special needs or an issue which may require emergency response must be addressed this afternoon; that being on the streets is unsafe once winds increase. Commissioner Bilyeu asked the radio channels which will provide updates? City Manager McNees stated that updates will be provided on regular local channels; that a list of the stations will be provided; that the Countywide information telephone number is 861-INFO or 861-4636. Commissioner Palmer asked if a banner can be provided on Channel 19 to provide information? Vice Mayor Servian stated that information is currently being displayed on Channel 19. Commissioner Palmer stated that Channel 40 and Channel 6 should display updated information also. City Manager McNees stated that Channel 40 and Channel 6 do display updated information. Commissioner Palmer asked the responsibilities of the Commissioners during the emergency period? City Manager McNees stated that the best thing is to tend to homes and families; that the County has requested volunteers to staff the telephones at the County's telephone bank; that the Commissioners may volunteer if homes are secure and no reasons exist to remain at home; that Staff is compiling a list of people who can assist with telephone answering at the Rumor Control Center; that the County would be grateful for assistance. 2. ADOPTION RE: : EMERGENCY ORDINANCE NO. 04-4576, DECLARING A STATE OF EMERGENCY DUE TO THE THREAT OF HARM RELATING TO HURRICANE CHARLEY : AUTHORIZING PREVENTATIVE OR REMEDIAL ACTIONS BY THE CITY MANAGER; AUTHORIZING EXPENDITURE OF PUBLIC FUNDS; PROVIDING AUTHORIZATION TO APPLY FOR STATE AND FEDERAL FINANCIAL ASSISTANCE, ; SETTING FORTH FINDINGS; ETC. (TITLE ONLY) = ADOPTED (AGENDA ITEM II) CD 12:13 through 12:23 City Attorney Taylor referred to a copy of proposed Emergency Ordinance No. 04-4576 included in the Agenda backup material; and stated that the proposed Ordinance has been prepared under the authority of the Emergency Management portions of the Florida Statutes; that the proposed Ordinance is in recognition of the impending storm, the damage which may be caused, and the threat of the damage; that the proposed Ordinance provides a transier of authority to the City Manager to deal with matters such as financial matters, applying for and seeking assistance from outside sources, etc.; that the proposed Ordinance allows the City Manager to issue orders of various types such as curfew to deal with situations which may develop; that the proposed Ordinance has been prepared generically as part of the emergency planning; that Section 6 provides the duration of the proposed Ordinance is seven days unless extended; that seven days is a good period of time to use as a beginning; that an extension can be granted if necessaryi that an affirmative vote of four members of the Commission is necessary for an Emergency Ordinance. Vice Mayor Servian asked if guidelines exist regarding instituting a curfew or are curfews instituted as the situations unfold? City Manager McNees stated that curfews will be established based on conditions. BOOK 57 Page 28424 08/12/04 12:00 NOON BOOK 57 Page 28425 08/12/04 12:00 NOON Commissioner Palmer stated that a mandatory evacuation is in effect in Charlotte County from Gasparilla Island; that the evacuation in Sarasota is not mandatory. City Manager McNees stated that the evacuation in Sarasota is mandatory. Commissioner Palmer asked the manner in which to ensure everybody leaves the islands? City Manager McNees stated that the City does not have the authority to force people to leave their homes; that after 12:00 midnight, ensuring no one returns to the islands is possible; that a mandatory evacuation order has been issued and has been publicized; that heeding the order is encouraged. Vice Mayor Servian stated that several telephone calls were received from people on the barrier islands indicating although the evacuation is mandatory, the storm may be sat out; that 90 percent of the people in Sarasota have never experienced a hurricane; that people cannot sit out a Category 3 hurricane; that Hurricane Gabrielle caused significant water damage although barely a hurricane 150 miles off the coast; that her response to the callers was no one can provide evacuation assistance a certain time after a mandatory evacuation order is issued. City Manager McNees stated that people should imagine a high tide and based on the 8:00 a.m. forecast, nine additional feet of water on top of the high tide, which may occur; that the belief is no one on the barrier islands desires to face such a situation. Mayor Martin stated that an important and consistent message is mandatory means mandatory. Vice Mayor Servian agreed; and stated that no help will be available subsequent to the evacuation deadline. City Attorney Taylor stated that a state of emergency is being declared based on information previously received; that the Commission is implementing the City of Sarasota Peacetime Emergency Plan 2002, a copy of which was distributed at the August 11, 2004, briefing; that Section 2 of proposed Emergency Ordinance 04-4576 establishes the procedure which will be followed which authorizes the City Manager, in coordination with the County, to implement the mandatory evacuation order and a curfew if necessary; that the proposed Ordinance is tied to the storm, the effects of the storm, and predictions of future effects; that the authorization is based on good, sufficient information which the City Manager receives from the emergency sources; that the proposed Ordinance authorizes the City Manager to take such steps as may be necessary to deal with damage or destruction which occurs which will allow avoiding problems under ordinances of procurement requirements and funding issues, etc.; however, the City Manager is required to keep the Commission informed and to provide reports as best as possible during the course of the situation; that an authorization is contained in the proposed Ordinance to deal with the Federal and State assistance programs to obtain financial or other support; that significant detail is not included in the proposed Ordinance as the detail is in the City's mutual aid agreements; that a State mutual aid statute provides all the detail; that the details are not repeated in the proposed Ordinance; that the details are statutory in nature or contained in other documents; that the proposed Ordinance is for a duration of seven days unless extended or revoked as circumstances may warrant. Commissioner Palmer stated that a seven-day state of emergency will be in effect upon adoption of the proposed Ordinance; that if the situation changes by the August 16, 2004, Regular Commission meeting, the state of emergency can be revoked. City Attorney Taylor stated that is correct. City Auditor and Clerk Robinson read proposed Emergency Ordinance No. 04-4576 by title only. On motion of Vice Mayor Servian and second of Commissioner Palmer, it was moved to adopt Emergency Ordinance No. 04-4576. Vice Mayor Servian thanked the Charter Officials for working together; and stated that good luck is wished for everyone; that the hope is everyone will be safe. Commissioner Palmer stated that the preparation for the emergency is appreciated; that the storm could be serious; that many people have not experienced a hurricane; that hurricanes can be serious; that a no-name storm which received little attention several years ago was one of the most damaging storms experienced in the area; that insufficient notice was given regarding the storm; that people should not be foolish and should take the storm seriously; that people should leave the barrier islands; that waiting until the last minute is BOOK 57 Page 28426 08/12/04 12:00 NOON BOOK 57 Page 28427 08/12/04 12:00 NOON discouraged as traffic may be congested; that the Charter Officials are thanked for being sO efficient. Mayor Martin requested that City Auditor and Clerk Robinson proceed with the roll-call vote on the motion to adopt proposed Emergency Ordinance No. 04-4576. Motion carried unanimously (5 to 0): Atkins, yes; Bilyeu, yes; Martin, yes Palmer, yes; Servian, yes. 3. ADJOURN (AGENDA ITEM III) CD 12:23 There being no further business, Mayor Martin adjourned the Emergency meeting of the City Commission of August 12, 2004, at 12:23 p.m. - Becchaadler RICHARD F. MARTIN, MAYOR ATTEST: Rily ERolesen BILLY E.CROBINSON, CITY AUDITOR AND CLERK