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BCC Minutes 08/24/2012 E (Tropical Storm Isaac) BCC EMERGENCY MEETING MINUTES AUGUST 24, 2012 August 24, 2012 TRANSCRIPT OF THE EMERGENCY MEETING OF THE BOARD OF COUNTY COMMISSIONERS Naples, Florida August 24, 2012 LET IT BE REMEMBERED, that the Collier County Commissioners, in and for the County of Collier, having conducted business herein, met on this date at 2:00 p.m. in EMERGENCY SESSION in Building "F" of the Government Complex, East Naples, Florida, with the following members present: Acting-Chairman: Tom Henning Georgia Hiller Fred Coyle (Telephonic) Jim Coletta (Telephonic) Donna Fiala (Telephonic) ALSO PRESENT: Jeffrey Klatzkow, County Attorney Leo E. Ochs, Jr., County Manager Dan Summers, Emergency Services Director Page 1 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA Special Meeting Tropical Storm Isaac August 24, 2012 3:00 PM Fred W. Coyle - BCC Chairman; Commissioner, District 4 (telephone) Jim Coletta - BCC Vice Chairman; Commissioner, Dist. 5; (telephone) Donna Fiala - BCC Commissioner, District 1; CRAB Chairman (telephone) Georgia Hiller - BCC Commissioner, District 2 (Acting Vice-Chairman) Tom Henning - BCC Commissioner, District 3 (Acting Chairman) NOTICE: ALL PERSONS WISHING TO SPEAK ON AGENDA ITEMS MUST REGISTER PRIOR TO SPEAKING. SPEAKERS MUST REGISTER WITH THE EXECUTIVE MANAGER TO THE BCC PRIOR TO PRESENTATION OF THE AGENDA ITEM TO BE ADDRESSED. ALL REGISTERED SPEAKERS WILL RECEIVE UP TO THREE (3) MINUTES UNLESS THE TIME IS ADJUSTED BY THE CHAIRMAN. COLLIER COUNTY ORDINANCE NO. 2003-53 AS AMENDED BY ORDINANCE 2004-05 AND 2007-24, REQUIRES THAT ALL LOBBYISTS SHALL, BEFORE ENGAGING IN ANY LOBBYING ACTIVITIES (INCLUDING BUT NOT LIMITED TO, ADDRESSING THE BOARD OF COUNTY COMMISSIONERS), REGISTER WITH THE CLERK TO THE BOARD AT THE BOARD MINUTES AND RECORDS DEPARTMENT. Page 1 August 24, 2012 1. Call to Order 2. Update on the status of Tropical Storm Isaac and its effects on Collier County 3. Determination of Necessity of Declaring a State of Emergency 4. Discuss any appropriate action for the Board to take. 5. Adjourn Page 2 August 24, 2012 August 24, 2012 COMMISSIONER HENNING: Call this emergency meeting to order. Would you all rise for the pledge of allegiance, please. (Pledge of Allegiance was recited in unison.) COMMISSIONER HENNING: We have to elect a vice chair? COMMISSIONER HENNING VOTED AS ACTING- CHAIRMAN, COMMISSIONER HILLER AS ACTING VICE- CHAIR MR. KLATZKOW: ACTING-CHAIRMAN. ACTING-CHAIRMAN HENNING: Oh, just the ACTING- CHAIRMAN. MR. KLATZKOW: Whoever is not ACTING- CHAIRMAN, the other is the Acting Vice-Chairman. MOTION TO ALLOWING COMMISSIONER FIALA AND COMMISSIONER COYLE TO JOIN AND PARTICIPATE IN THE MEETING VIA TELEPHONE — APPROVED ACTING-CHAIRMAN HENNING: Okay. Now we have commissioners at remote locations, so we want to provide a motion for them to participate? MR. KLATZKOW: Yes. ACTING-CHAIRMAN HENNING: Do I hear a motion? COMMISSIONER HILLER: I make a motion to allow the commissioners at remote locations to participate in this meeting via telephone. ACTING-CHAIRMAN HENNING: Second the motion. All in favor, signify by saying aye. Page 2 August 24, 2012 COMMISSIONER HILLER: Aye. ACTING-CHAIRMAN HENNING: Aye. Motion carries. Please identify yourself, the commissioners at remote locations. COMMISSIONER COYLE: This is Fred Coyle, I'm here. COMMISSIONER FIALA: This is Donna Fiala. ACTING-CHAIRMAN HENNING: Thank you. Thank you, Commissioners. Leo, you want to start us out? MR. OCHS: Yes, sir. Thank you, Commissioner Henning. As you mentioned, this is a Special Meeting to discuss Tropical Storm Isaac. We have three specific items on your agenda this afternoon. But the first is to provide an update on the status of the Tropical Storm at this point and its effects on Collier County. From there it will -- we'll get some input from the Board on a determination of the necessity of declaring a State of Emergency locally that will allow the staff to take some Administrative and Financial actions, if the need arises, during the course event. And then finally we'll discuss any other actions that the Board would like. And at this point I'd like to call Mr. Summers, your Director of the Bureau of Emergency Services to come forward and give a quick briefing. Item #2 UPDATE AND STATUS OF TROPICAL STORM ISAAC AND THE EFFECTS ON COLLIER COUNTY MR. SUMMERS: Commissioners, Chairman Henning and Page 3 August 24, 2012 Commissioners by the telephone, welcome. Dan Summers, Director of the Bureau of Emergency Services and Emergency Management. Also joining us today is our American sign interpreter, Jeremy Batton, who will -- I'll be a little careful to pace my remarks so that Jeremy can also communicate appropriately in this venue. My goal today is to discuss with you and give you the actions today and concerns that we have with Tropical Storm Isaac. Before I get started, just let me thank the entire community and the team in advance. We've done a lot of work. We briefed yesterday. We're pulling resources from other agencies and departments to get ready, and the cooperation has been excellent. And there'll be more to do in the days to come. As I sometimes say, I'll thank you in advance for the next couple of days. My goal today -- this will go fairly quickly -- is to brief the Board on the current emergency conditions. As Mr. Ochs referenced, you'll hear our recommendation for a State of Emergency Declaration. I want to -- it's been three years now since we've been together in a state of emergency, so I want to make sure you know some of the things I address in our contingency and emergency planning. It is important that we put our debris removal operations on the record, that you are aware that there is a Board approved contract for that debris removal. It's typical that we restate that for the record, if we do need FEMA reimbursement. I want to tell you what we refer to as our protective action recommendations. That's some of the key goals and objectives and public safety for the next couple of days. Review our State Page 4 August 24, 2012 of Emergency comments and move forward. One of the things before I get into the weather graphics, it's important for you to be aware that this is a very difficult storm of which to make decisions. This is not something -- this is what we call a paralleling storm. And we may see changes in the intensity. We may see changes in the angle of approach of which this storm could affect Collier County. And we may see storm surge inundation levels vary greatly. So a parallel track, not like some of the other tracks that we've had that had a more direct approach. A paralleling track is very difficult for us, and it's very important for us that we're on the side of safety. We have all seen the model discussions, we've all seen discussions of the storm deteriorating as well as escalating. I have to take a reasonable posture between the two of those, and I'll go through that with you here momentarily. Let me take you into our models. This is our hurricane evacuation and hurricane tracking model. It gives us timing elements associated with the storm and what protective actions would need to take place in Collier County. As you knee see the storm radius here, you see current storm track. Now, remember this track, this dotted line, is an average. If you'll recall the discussions of the cone, that shaded area, that is sort of the streams of both sides. Remember that in hurricane forecasting that plus or minus 125 miles north, south, east or west is considered an accurate forecast track. So if we're looking at storms and we say well, we've got 50 or 60 miles we're off the coast of Florida, our margin of error is 125 miles in the forecast range. And in this particular case, the storm itself is over 100 miles wide. So I don't have -- I have to be cautious is what I want to continue to share Page 5 August 24, 2012 with you. Let me advance this forward just a little bit so you can see our discussion. And again, these are model runs as of 11 :00 today. New model runs will come out from the Hurricane Center at 6:00 this afternoon. So as I advance the storm, I'll go through this a little bit slowly. As you can see, the time measurements are noted in the upper left-hand column. Yesterday in our all-hands briefing with all the agencies, we anticipated and we still anticipate a little slowdown of the storm over Cuba. Now, it is important that if we do evacuations and emergency actions that we make all arrangements to do that in daylight hours. The last thing we want to do is something in the early hours of the morning or late at night where we're less likely to have compliance or more likely to have somebody hurt. So if we do these daytime -- when we do evacuations or protective actions, we want to do as much as possible in the daylight hours. As you notice here as I advance the storm just south of the Keys, this is 8:00 a.m. on Sunday, with the storm force winds here. And in this case this is tropical storm. We are under the Category 1 hurricane wind speed amount. Right now our estimates are 60 miles an hour. You get close to 70 miles an hour for a Category 1 storm event. However, and I'll go over some more impacts with you momentarily, if you take into account forecast error plus or minus 85 to 125 miles, again this storm could have a significant impact on us if it in fact takes a more northern track. This is 8:00 a.m. Sunday. We expect to receive some wind and rain and some squall lines at this particular point on 8:00 a.m. Sunday. Page 6 August 24, 2012 As I move the -- as I move this forward a few more hours, this -- as we get close to the Keys and that particular ring right up in here, just north of the Keys, 3:00 p.m. Sunday, our goal is always to have everyone in a protective mode before the arrival of gale force winds. Forty, 45 miles per hour, when those winds are sustained, that's when we want to make sure that we're reasonably secure in terms of our public, our sheltering, sheltering in place, hotel, motel, whatever it might be, but you are secure before the arrival of gale force winds. So this is the timing element around 3:00 p.m. Now, I expect -- I fully expect to gain a little time in this storm, meaning to have a few more hours on Sunday before we need everyone secure. For obvious reasons, because of the variables of this track, while I'm prepared to open shelters I want to make those shelter time -- those shelter openings, I want to reevaluate that tomorrow, tomorrow's Saturday, re-evaluate the forecast, and then I'll be prepared to open shelters and give specific openings of opening times. But right now it's too early to call shelter openings and other protective actions for Sunday until I get some more consistency in the forecast. I'll move that up for you just a little bit more and you can see how close. I'd also like to point out one very important factor here -- let me do a little movement here -- is that as we zoom into Collier County, any of our beaches that have a southern face are likely to get more storm surge inundation. More water being pushed by the wind, more water being pushed into the bays and estuaries. And in this case at this angle of approach some of our obvious concerns are Everglades City, Marco Island and Chokoloskee. And of course it would not stop water from backing up into Wiggins Bay and Wiggins Pass, just to name a few. So at this particular angle being on the right side of the Page 7 August 24, 2012 storm, the northeast side of the storm is what's likely to move storm surge into our area. And that is a major concern, as you always would expect. So before I go away from the model, do you have any questions about this particular model run or discussion? (COMMISSIONER COLETTA JOINED THE MEETING VIA TELEPHONE) ACTING-CHAIRMAN HENNING: I believe Commissioner Coletta is participating at this time; is that correct? COMMISSIONER COLETTA: Yeah, Commissioner Coletta is here. I do have a question. Do you anticipate this being a major rain event? MR. SUMMERS: Sir, that's a good question. The rainfall estimates that we have right now, the average, and this is very early, but the average might be -- I believe I saw four to seven inches of rain. And that is a countywide average. We will get -- as they get a little more dynamic information on the storm, we'll get a little better estimate on rainfall. But we do -- and we suggest that a flood watch and a flood warning may in fact come out of this forecast, just due to the rainfall amounts. ACTING-CHAIRMAN HENNING: Commissioner Coyle, Commissioner Fiala, do you have any questions? COMMISSIONER COYLE: Not for me. COMMISSIONER FIALA: None for me either. ACTING-CHAIRMAN HENNING: Commissioner Hiller? COMMISSIONER HILLER: Will you be discussing the location of the shelters that you're considering? Will that be upcoming. Page 8 August 24, 2012 MR. SUMMERS: Yes, ma'am. I'll provide more as I get into the briefing. Let me go back to my presentation. The potential impacts, as I mentioned, tropical storm force winds from 39 to 73 miles per hour. What the Weather Service is very cognizant of telling us is that this storm is again approaching some very warm water. And what we want to be sensitive to is what we refer to as a meteorological surprise, that it comes right off of Cuba. There's enough convection there to see the storm intensify. Right now it's holding -- its behavior has been relatively steady for a tropical storm or a Category 1 hurricane event. But it's something I need to be prepared for, because as we escalate wind speed and forward motion, obviously we get more damage and more concerns. Storm surge values, three to five feet. That's very difficult -- that's a very rough estimate at this point. When the storm gets closer, the Hurricane Center will run some additional models for us. But the predictive models are three to five feet of storm surge in our areas. Flood Watch, as I mentioned, I believe three to six inches of rain. Sheet flow flooding, which is something we're not -- that we are used to when we have these heavy rain events is also something we pay very close attention to. Tornado watches and warnings, if we're on the periphery of this particular storm, we have a very unstable environment in our atmosphere. Tornado watches and warnings are likely. That's one of the reasons that we put a lot of emphasis on our mobile home resident protection due to tornado watches and warnings that come forward. Power outages are likely, although I believe they will be scattered and downed trees and power lines, again Page 9 August 24, 2012 because of our saturated size, and road blockage as part of that situation. Let me take a minute, since it's been a few years, let me tell you what are some of our concerns, the things that we're paying attention to. The first one obviously is the state of emergency. We did meet with representatives from the City of Naples, I spoke with Mayor Hamilton yesterday, I had a phone contact with him, as well as Marco Island. And I've spoken with Marco again today about some of our evacuation concerns. So we do work jointly. Typically the county would declare a State of Emergency, and the municipalities have the option of following suit, which they usually do. We're in conversation with the school district about closings, and of course we do use their facilities as shelters. We have a great working relationship with Dr. Patton and her team, and they've been in constant contact with us. And a lot of preparatory activity has already taken place here for the last few days. Good, Dr. Patton is here, so she might want to speak. So we are working in concert with them and we'll coordinate with them in terms of their operation and our shelter needs. We do monitor the evacuation issues that are going on in Monroe, Dade and Broward County, Monroe in particular. Dade and Broward have also set up their emergency operations center, because they're likely to get the effects of this as well. So again with the entire southern peninsula being affected, we do work in cooperation with those regions. Special needs population. Our aging population and frail residents here, we work very closely with them. We have a tracking and registration system. We do provide transportation Page 10 August 24, 2012 for those that have no transportation but have medically dependent needs. This is very manpower intensive. It takes a lot of time and resources in the emergency operations center and I think we're well positioned to support those individuals, if you will, from beginning to the end of the event to make sure that their safety is secured and their bear essential emergency medical needs are assisted. We do work on the evacuation area discussion, and I'll have a little bit more on that in just a moment. As I mentioned, storm surge impacts to parts of our community. Public information is important. We're a little bit new to social media in disaster, but we're prepared for that. We have a Facebook and Twitter account that is providing emergency information and links in social media, as well as our conventional radio, convention, and most importantly, our NOAA radio and our county website; and that's CollierEM.org or Colliergov.net. And we have emergency information posted very quickly on that website for the latest information. So you have lots of resources here for emergency information. Press schedules, press briefings, press opportunities are done at the Emergency Operations Center, and we do that so we can number one make sure that anyone briefing the press has the latest information, and typically we work in a unified press environment where we have multiple agencies speaking at one time so that we make sure the message is consistent and accurate. There are community concerns, things such as court activity and constitutionals schedule. They typically do their own announcement but work with us in that conversation. We also think it's relevant in emergency information that if there are issues with essential goods and services, we have no problem announcing if a store is open or gas is available. I don't Page 11 August 24, 2012 anticipate any resource shortfalls in the community, but we do announce what retail outlets are open in the event that there's any difficulty there. Now, let me change gears. Those are some of the strategies. Let me tell you the recommendations in our operations posture. Saturday we do want to activate the Emergency Operations Center from 8:00 a.m. to 8:00 p.m., Saturday, tomorrow. That allows -- and we also want to recommend a voluntary precautionary evacuation. Now, what we have done by using the term voluntary precautionary evacuation is that if you have the time and the resources or you are a visitor, Saturday is the day for you to plan to leave. That allows resources and services to be available for our permanent residents and make sure that we have time for our businesses to make their preparation activity. So Saturday certainly is a voluntary day. We're suggesting that's a good day, that if you have the option you want to leave the area, Saturday is better than Sunday. Our protective action recommendations for Sunday, we are going to recommend an evacuation. And let me stress the difference between recommended and mandatory. With the variables that I have in this storm and the potential even for the storm losing some of its punch, we don't -- we have to be careful that we don't over-warn, that we don't over-evacuate, nor have we under-resourced ourselves for last minute needs, should the storm escalate. So my conversation with you now is a recommendation to the public for evacuation west and south of U.S. 41 and the adjacent low-lying areas. And U.S. 41, with the exception of a few small areas, provides a good border, a good geographic decision of those areas that we feel like are subject to the storm surge inundation that we're predicting and as a result means that Page 12 August 24, 2012 that's a good area for you to leave. Our communities and municipalities should be prepared that if the storm changes, this recommended evacuation could be elevated to mandatory. And what I would like to propose to the Board is that as we see more forecast information on Saturday we have through the manager telephonically with you all the opportunity, of course we'll deescalate if the storm is less of a threat, but if we see an escalation in the storm, we'd like to get on the phone with you and change that from recommended to mandatory. We want to continue to stress that all mobile home residents in the unincorporated Collier County continue -- we recommend, strongly recommend their evacuation to family, friends, hotels or more substantial structures. And again, that's likely because of the tornadic threat. Our special needs clients should also make alternate plans. They know that as a last resort our special needs shelter is equipped to assist them. But as we sometimes say, that is the resource of last resort. So our special needs clients, especially those that are dependent upon electricity, whether it's life support or other medical need, should consider evacuation at this point. As I said earlier, the Commission would be prepared to authorize the County Manager via phone of anticipation of the storm track. I got ahead of myself, but the last point is briefing the manager and briefing you all so I can have the opportunity to escalate. On Saturday our goal in the EEOC activation is to set up our special needs shelter that is manpower intensive with the supplies and equipment that we need to make ready; activate our hurricane hotline, which is 252-8444. 252-8444. That will be on tomorrow to allow residents to call if they have questions or Page 13 August 24, 2012 concerns. Make sure that our responders haves an operational posture ready, should the storm escalate. And that planning and operational coordination will take place on Saturday. Get our transportation lined up for our special needs clients. And of course confirm and announce the public shelter openings. And we've already worked with the school board. We have a candidate list of shelters that are ready for Sunday, and we will announce that on Saturday. Again, we want to be very careful that we properly resource this, but we are prepared, we've already got supplies and equipment in place. And as we see the need, we'll make that announcement with ample time on Saturday to allow for a Sunday evacuation, if the storm track forward motion maintains the current plan. I have learned over many years, don't second guess Mother Nature, so let's make sure we have some options. Sunday we'll begin full around-the-clock operations as long as we have people in shelters. That will begin at 8:00 a.m. We'll work on our special needs transportation for our clients. Our special needs shelter location is Palmetto Ridge High School. As I said, announce the shelter openings and locations and be prepared to scale up or scale down. Let me stop with all that before I go into debris removal and see if you have any questions and are comfortable with those actions. ACTING-CHAIRMAN HENNING: Questions? Commissioner Coyle? COMMISSIONER COYLE: Commissioner Henning, you know, before any of us loses communication, can we get to the point of authorizing the necessary emergency regulations that we have to put in place so that the Emergency Operations Center can do the things that Dan is talking about? Page 14 August 24, 2012 ACTING-CHAIRMAN HENNING: Okay. We can do that. However, I would like to see some kind of parameters so we're -- COMMISSIONER COYLE: Okay, let's discuss them. What are they? ACTING-CHAIRMAN HENNING: Well, if the storm stays on track, I see -- personally I see all necessary recommendations be implemented. However, if the storm tracks to the west and we're not even in the cone, I see no need to have all these actions implemented. COMMISSIONER COYLE: Well, I understand that and I agree with you. But what I'm saying is that Dan needs certain authorizations to put the plan into effect. He doesn't necessarily need to take the actions at this point in time, but if he has the authority to put them into effect in the event the storm comes within a specific distance of Collier County -- ACTING-CHAIRMAN HENNING: And that's all I'm saying is we need that specificity. COMMISSIONER COYLE: Okay, I'm happy with that. ACTING-CHAIRMAN HENNING: So if you want to give us some recommendations on that, Dan? MR. SUMMERS: Commissioner, the only specificity I can give you is that if the Weather Service declares us under a tropical storm watch or warning. If we were -- and again, because we are going to -- you're going to get effects. How intense those effects are going to be remains to be seen. I'll be very cognizant of not overcommitting and over-resourcing, nor do I want to under-resource or under-commit. But I cannot give you a wind speed parameter or time of day at this particular juncture. Our science and technology is just not that good. Page 15 August 24, 2012 ACTING-CHAIRMAN HENNING: Commissioner Hiller? COMMISSIONER HILLER: I agree with you, Commissioner Henning, I think putting parameters on this motion is necessary. So I support you in establishing some sort of a limit. Because as you said earlier, Mr. Summers, you don't want to overdo. You don't want to over-warn, over-evacuate. And you basically want a paced recommendation. We obviously want to be prepared to implement what's necessary to promote the public safety, but we don't want to overreact unnecessarily. If you don't mind, Commissioner Henning, could we ask Sheriff Rambosk and Superintendent Patton if they would like to comment before we finalize this motion and see what input they would like to contribute in this matter. ACTING-CHAIRMAN HENNING: Sure, I would love to do that. But first I'd like to go to any of the board members participating under this particular discussion. Commissioner Coletta, Commissioner Fiala? COMMISSIONER FIALA: No, I have no comment. I'm just listening. I'm fine with the way it's going. COMMISSIONER COYLE: Commissioner Henning, I would like to make one observation. Perhaps we can define this guidance in terms of the category of storm that the National Weather Service identifies for Collier County, that there should be no mandatory evacuation for anything less than a Category 2, and that Mr. Summers monitor the process. And if the National Weather Service places Collier County in the path within the envelope of effect of a Category 2 hurricane, that he can issue whatever evacuation warnings are deemed appropriate for that category. ACTING-CHAIRMAN HENNING: Commissioner Coyle, what I heard Mr. Summers say, if-- is it NOAA that puts us in a Page 16 August 24, 2012 tropical storm or a hurricane status? MR. SUMMERS: It would be the National Hurricane Center that would issue that. ACTING-CHAIRMAN HENNING: National Hurricane Center. What I heard is if they put us in that, the recommendations was to start implementing some of the recommendations. And I'm fine with that myself. COMMISSIONER COYLE: Well, I think that's what the plan calls for. And I certainly trust Dan Summers to know what measures are appropriate for what categories are a threat. But I agree with the other comments of the other commissioners, that we don't want to issue a mandatory evacuation for a tropical storm. COMMISSIONER COLETTA: Yeah. And if I could weigh in here for just a second. Yeah, I hear the conversation and I agree with you to a point. But Mr. Summers is going to be able to have to act when the need arises. We can't monitor this storm on a moment-by-moment basis like he can. The angle of the storm coming in, the intensity of it picking up. If we don't give him a certain ability to be able to act when the situation warrants it, we may be doing ourselves a disfavor. MR. SUMMERS: Commissioners, can I restate for clarity, I want to make sure that we understand and I'm presenting to you that evacuations are recommended based on the current forecast. If we see an escalation of conditions, albeit some combination of wind speed, the intensity of the storm, the rainfall, the tornado watch and tornado warning capabilities, I'm very uncomfortable with saying it has to be a Cat 1 or a Cat 2. A slow moving Category 1 with the storm taking -- or even a slow moving tropical storm and the geometry of that storm changes, the storm surge values could dramatically increase. Page 17 August 24, 2012 ACTING-CHAIRMAN HENNING: Correct. MR. SUMMERS: So I'm very sensitive to not any over-evacuation or mandatory, but we could literally go in a four or six-hour period with a rapid escalation, and I just want to make sure that we're postured so that we can react. I appreciate -- COMMISSIONER COYLE: Commissioner Henning? ACTING-CHAIRMAN HENNING: Go ahead. COMMISSIONER COYLE: Could we ask that the resolution that the staff is requesting be presented to us so that we know what he wants us to vote on? ACTING-CHAIRMAN HENNING: I don't know if you have access to your -- COMMISSIONER COYLE: I don't, no. ACTING-CHAIRMAN HENNING: -- email. COMMISSIONER HILLER: You should put it on the overhead. ACTING-CHAIRMAN HENNING: Well, they probably won't be able to see it. COMMISSIONER COYLE: Well, how long is this resolution? MR. OCHS: Two pages. ACTING-CHAIRMAN HENNING: Yeah, it's not very long. Now, therefore, the Board waives CAT service between 8:00 a.m. Sunday through 8:00 a.m. Tuesday morning to aid evacuation of residents. The Board waives convalescent transportation for registered special needs. In the interest and effect of storm event preparation, post storm event, recovery -- maximum funding flexible. You know, safeguard and public health safety requires the (sic) proceed with all necessary budget amendments up to $500,000 starting baseline within the Page 18 August 24, 2012 following fund categories. And that would be the general fund 103, 195, 301, 306, 313, 412, 414 and 473. And that's basically it, Commissioner Coyle. MR. KLATZKOW: You have a second resolution, sir. ACTING-CHAIRMAN HENNING: We have a second? I have a proclamation, is there -- MR. KLATZKOW: Yes. That is the one where you're declaring a State of Emergency. ACTING-CHAIRMAN HENNING: Oh, it is a proclamation resolution, excuse me, where you have performance of public works, take whatever prudent action necessary to ensure the health, safety and welfare of the community, entering into contracts, occurring (sic) obligations, employment of permanent and temporary workers, rental equipment, utilize volunteer workers, acquisition and distribution with or without compensation of supplies, materials and facilities. Appropriation of expenditures of public funds. Now, the voluntary evacuation has occurred at the state and local emergency declaration effective immediately and for the territory and unincorporated areas of Collier County. What other important points do we have here, Mr. Summers? Do you have that? MR. SUMMERS: Commissioner, in terms of our resolution is one that once you declare that State of Emergency, you authorize us to do the necessary work. It does not have prerequisites in it for estimating the impact, wind speed or direction of those subsequent actions. So our resolution is really the authority for us to do the work. And I have presented you the work that we have in front of us, as well as the -- just some of our goals, objectives and concerns for the storm. It does not -- as I recall, does not -- Page 19 August 24, 2012 allows us to work with the residents in that evacuation discussion. So our prudent measure here is reminding the public that there is potential in this recommendation for the evacuation, subsequent to any escalating effects where the message of us communicating this is mandatory, is just strengthening that evacuation message and for folks to take individual preparedness efforts. ACTING-CHAIRMAN HENNING: Commissioner Hiller? COMMISSIONER HILLER: Yeah, with respect to the budgetary and purchasing provisions in these two resolutions, I think there have to be limits placed on that that it has to be, you know, for whatever is reasonable under the circumstances. The way it's written here, Mr. Klatzkow, it's basically carte blanche to spend without limit. So I just think the wording needs to be tightened up to make it clear that the purchasing part limitations and any budgetary amendments are strictly for the purposes of providing the emergency services absolutely necessitated by anything related to this storm event specifically. MR. KLATZKOW: Staff and I had that discussion. And I know you haven't had a lot of time to look at this. I know if you look at paragraph three of the resolution, staff has capped what they can do at $500,000. COMMISSIONER HILLER: Yeah, they say that as a starting baseline. It's not a cap, it's as minimum. MR. KLATZKOW: You can make that maximum, if you'd like. COMMISSIONER HILLER: Okay. Well, and that is 500,000 as a baseline for each of the funds. That's almost five million. I mean, again, any cost that's necessary to protect the Page 20 August 24, 2012 public's health and safety ought to be authorized. But it should be framed as such. I mean, it needs to be, you know, limited and it should be strictly related back to necessary storm event related expenditures. And it's not clearly provided for in here. So if you could tighten that up. Also, again, have I to go back and agree with Commissioner Henning. There has to be a paced recommendation. These resolutions don't provide for a paced recommendation. I completely understand your point that there is a possibility that things could escalate within a very short amount of time. The resolutions can be worded to allow for accommodating changes and conditions where you would need to up your activity to protect the public. But something needs to be in here to provide for some sort of governor. And again, in line with your recommendation that we don't want to over-warn or over-evacuate and provide for as I said earlier a paced recommendation. ACTING-CHAIRMAN HENNING: If we could hear from our Sheriff at this time, if he has any input, and then our Superintendent of Schools. SHERIFF RAMBOSK: Afternoon, Commissioners. Kevin Rambosk, Collier County Sheriff. Our operational plans track very closely with what the Emergency Operations Center does. We take a baseline level of storm. However, we have a lot of flexibility in assessing what needs we may see coming. The thing that we're able to help a lot on is that we have a lot of people in the field. We routinely provide that information to Mr. Summers so that he can make the best judgment and recommendation for the county. We also talk to our neighboring counties as far as law Page 21 August 24, 2012 enforcement goes to see what actual impacts are occurring there. So from our perspective we too include an assessment of conditions as we move forward. And it's really to have that flexibility, as Mr. Summers indicated. And I do not have any questions relative to where we're at in this stage of operations from a law enforcement perspective. ACTING-CHAIRMAN HENNING: Thank you, Sheriff Dr. Patton? DR. PATTON: Good afternoon. It's -- I'm pleased to be here today and give you an update. Our preparations are done, ready to go. And just wanted to be like you all, continuing ongoing assessments, monitoring and staying in touch of with you all. Our main plan right now is on Sunday at 5:00 to let people have an update as to what happens for Monday morning. So to that end what we did is specifically today is we sent home a flier to 43,000 students that indicate our three main sources, one of which is an emergency hotline that's in English, Spanish and Creole. And that hotline number is 1-888-994-NEWS. So that will provide information for parents and community members. We also have our school district website at Collierschools.com with that information, as well as the educational channel that's found on Comcast 99. From there today then we specifically made sure to enact two other abilities that we have, one of which is school messenger service, so all of our parents tonight will receive a phone call home telling them to tune in on Sunday, on or before 5:00, but 5:00 for sure so that they can know what to expect for Monday morning. As well as that message went to our employees. And then we also have a database of 27,000 emails, heavily Page 22 August 24, 2012 parents but also community members, that we'll send out that email also this evening. And like you have a Facebook and Twitter page to also use that social media. And then I think we're just very happy to assist on Sunday if the shelters need to be open. We've already been in contact and want to just reaffirm how wonderful it is to work in such collaboration with multiple county employees, not only just Dan and his team, the Sheriff and everyone else's group, just been fabulous. We never like these kind of activities, but when you're in it together as a team that's what's the most important, that we all work together. So we're ready to go, we're at your call to keep serving with you. COMMISSIONER HILLER: Thank you. It sounds like you've done a wonderful job. DR. PATTON: We're trying hard. ACTING-CHAIRMAN HENNING: The school board is a great collaboration in these efforts for all of our citizens. DR. PATTON: They really are. I think it's been -- they're just terrific and they -- like you supporting your people, supporting our people. It really is one great county. I think you've heard me say this before, and I don't just say it to say it, I mean it, it's wonderful because this county really does work together. Other places that doesn't always happen. So we really do appreciate the real true collaboration with the county. Item #3 PROCLAMATION RESOLUTION 2012-139: DECLARING A STATE OF EMERGENCY IN COLLIER COUNTY Page 23 August 24, 2012 ACTING-CHAIRMAN HENNING: Okay, is there a recommendation on the -- would it be the proclamation resolution first? MR. OCHS: Yes, sir. Yes, the first action would be to declare the state of local emergency. ACTING-CHAIRMAN HENNING: Okay COMMISSIONER FIALA: Yes, I'd like to make a motion that we declare this a State of Emergency for Collier County. COMMISSIONER COYLE: I'll second it. ACTING-CHAIRMAN HENNING: Okay, let's have some discussion. Item #4 RESOLUTION 2012-140: MOTION TO ADOPT THIS RESOLUTION WITH CAP ON TOTAL EXPENDITURES FOR ALL FUNDS OF $500,000 — ADOPTED 5/0 ACTING-CHAIRMAN HENNING: Actually, the resolution and proclamation gives limited authority. And the resolution is where the meat -- where the rubber hits the road; is that correct? MR. KLATZKOW: Yes, sir. ACTING-CHAIRMAN HENNING: Okay. Any discussion on the motion? (No response.) COMMISSIONER HILLER: Yeah. Again, I would like to see some wording that allows for what you recommended, Commissioner Henning, which is a paced recommendation. And maybe what we need to do is give staff a few minutes, maybe take a short recess and allow Mr. Summers to come up with Page 24 August 24, 2012 wording that allows for some sort of a paced recommendation with respect to this emergency measure. ACTING-CHAIRMAN HENNING: I think that's going to be in this resolution. We're talking about -- COMMISSIONER HILLER: Oh, we're still on the other one? ACTING-CHAIRMAN HENNING: We're talking about adopting the proclamation resolution, which hasn't been assigned any kind of number yet. But I'm all in agree with trying to nail it down a little bit more. COMMISSIONER HILLER: This is where the purchasing -- what they've done is sort of combined six of one, half a dozen of the other. For example, they've got unlimited purchasing card limitations in the one that's currently being discussed, but they've got the budgetary issues in the resolution. So they've kind of blended the issues. It's not really cleanly laid out. ACTING-CHAIRMAN HENNING: Well, I agree, if you put a cap amount in the resolution instead of having 500,000 per fund, you pretty much have some limitations. However -- COMMISSIONER FIALA: But we're not really discussing that, are we? Aren't we discussing just the proclamation right now? ACTING-CHAIRMAN HENNING: It's the proclamation resolution, yes, Commissioner. COMMISSIONER COYLE: I agree with Commissioner Fiala, why don't we pass the proclamation declaring a State of Emergency and then we'll deal with the limitations in the resolution. ACTING-CHAIRMAN HENNING: Okay. Anymore discussion? (No response.) Page 25 August 24, 2012 ACTING-CHAIRMAN HENNING: All in favor of Commissioner Fiala's and Commissioner Coyle's second to pass the proclamation resolution, all in favor signify by saying aye. COMMISSIONER FIALA: Aye. ACTING-CHAIRMAN HENNING: Aye. COMMISSIONER COYLE: Aye. COMMISSIONER HILLER: Aye. COMMISSIONER COLETTA: Aye. ACTING-CHAIRMAN HENNING: Any opposed? (No response.) ACTING-CHAIRMAN HENNING: Motion carries. COMMISSIONER COYLE: Commissioner Henning, could I suggest perhaps an approach to get to where it appears most of the board wants to go? ACTING-CHAIRMAN HENNING: Please. COMMISSIONER COYLE: I certainly am going to be available for an emergency meeting or call. ACTING-CHAIRMAN HENNING: Over the weekend? COMMISSIONER COYLE: Any time in the next day or so or two days. Would it be acceptable to the Board to just establish a monetary limit on the expenditures that are to be made without another emergency meeting of the board to authorize a higher level of action in the event that the threat escalates? It doesn't take that long to get us together on the phone, I don't think. COMMISSIONER HILLER: I will also be available. COMMISSIONER COLETTA: I'll be available. ACTING-CHAIRMAN HENNING: Commissioner Fiala? COMMISSIONER FIALA: Yes, I'll be available. ACTING-CHAIRMAN HENNING: Yes, that sounds like a better approach. $4.5 million for an anticipated tropical Page 26 August 24, 2012 storm/Category 1 is quite a bit of a sum to allocate. COMMISSIONER COYLE: Yeah. MR. OCHS: Commissioners, if I might -- COMMISSIONER COLETTA: Agree. COMMISSIONER FIALA: Agree. MR. OCHS: This is the County Manager. Might I suggest that you cap expenditures at $500,000, and anything that we would need beyond that we would reconvene the Board and seek that authorization. ACTING-CHAIRMAN HENNING: A total of$500,000? MR. OCHS: Yes, sir. COMMISSIONER HILLER: I think that's reasonable. ACTING-CHAIRMAN HENNING: Personally I could live with that. COMMISSIONER HILLER: Absolutely. I'll make a motion to approve. COMMISSIONER FIALA: Second. ACTING-CHAIRMAN HENNING: Commissioner Hiller makes a motion to adopt a resolution with a cap of-- maximum expenditures of$500,000 for all funds. Seconded by Commissioner Fiala. Discussion on the motion? COMMISSIONER HILLER: Just that it's, you know, subject to change by any future action of the Board and that we'll be able available to do that, if needed. ACTING-CHAIRMAN HENNING: Correct. Commissioner Fiala, are you okay? COMMISSIONER FIALA: That's fine with me, yes. ACTING-CHAIRMAN HENNING: Commissioner Coyle? COMMISSIONER COYLE: I'm all for it. ACTING-CHAIRMAN HENNING: Commissioner Page 27 August 24, 2012 Coletta? COMMISSIONER COLETTA: I'm for it. ACTING-CHAIRMAN HENNING: Okay, no other discussion, all in favor of the motion, signify by saying aye. COMMISSIONER FIALA: Aye. ACTING-CHAIRMAN HENNING: Aye. CHAIRMAN COYLE: Aye. COMMISSIONER HILLER: Aye. COMMISSIONER COLETTA: Aye. ACTING-CHAIRMAN HENNING: Any opposed? (No response.) ACTING-CHAIRMAN HENNING: Motion carries unanimously. Any other business? MR. SUMMERS: Sir, just a few public comments while we have the audience. ACTING-CHAIRMAN HENNING: Thank you. MR. SUMMERS: Just a few more, thank you. Debris. I've already mentioned to you that that process is in shape. Just to let our other responders know that obviously this coordination effort is done through the Emergency Operations Center. We do have close coordination with the municipal operation centers as well. Our message to the citizens: Continue to closely monitor radio, television, county and municipal websites for updated information. Remind our citizens to anticipate power outages and limited services, including impacts to travel possibly. Monitor that NOAA weather radio from the National Weather Service for continuous weather service updates. Make sure your disaster kit is ready and anticipate changing environments. And your other speakers have already presented. Page 28 August 24, 2012 Again, our hurricane hotline and our websites continue to monitor this. MR. OCHS: Commissioners, just final point of information with regard to county operations under the jurisdiction of the Board of County Commissioners. As we sit here today we plan for normal operations of all county facilities on Monday. That could change over the weekend, depending upon the decisions of the school superintendent and weather conditions. But as we sit here today, we plan to be open for business on Monday. ACTING-CHAIRMAN HENNING: Okay. We're going to have to -- we don't have to end the meeting, we could just recess the meeting and then end the meeting if-- MR. KLATZKOW: We should end the meeting. And if Leo needs to call you back because the storm intensifies, we'll do MR. OCHS: Another special meeting. ACTING-CHAIRMAN HENNING: Commissioner Hiller? COMMISSIONER HILLER: Yeah, Mr. Summers, can you please describe what you're going to do about preparation for any shelters if any need to be open? But at this point as I understand none will be open. MR. SUMMERS: No, there will be shelters available. We will announce that shelter opening. I have five shelters in the community slated as part of the first anticipated need. I have three in reserve, if necessary, which is pretty much our -- if there is such a thing, our average shelter demand need. And I will -- I can add more or I can decrease those as we see the census on that. And we will be using our inland shelters first. We do have resources already in place, as I've mentioned. They are basic services. We have food services partnered with our school district Page 29 August 24, 2012 to help us in school and feeding resources and that type of thing. And have typically done a very good job in our shelter operations, both our special needs operated by the Health Department, as well as our general population shelters. COMMISSIONER HILLER: Can you tell us which shelters you're proposing on opening, assuming that the rating of this storm remains a Category 1? MR. SUMMERS: Yes. The shelters are as follows: We anticipate, and this is subject to a final review and final announcement in terms of schedule, Immokalee High, Immokalee Middle, Palmetto Ridge High School, which provides not only our special needs shelter but also the accompanying general population that goes with it as caregivers. We have North Regional Park, and that will be our pet friendly shelter location. And -- DR. PATTON: Cypress Palm Middle. MR. SUMMERS: Cypress Palm Middle, thank you. And Golden Gate High. Cypress Palm Middle and Golden Gate. Thank you, our candidate list of facilities. There are five. I believe I said four. Five facilities and our three reserves. And again, we've been working with the district on that making ready. We'll finalize the opening and times of that and get that out as an official release and an official start time. ACTING-CHAIRMAN HENNING: Any other questions? (No response.) ACTING-CHAIRMAN HENNING: Any other questions from the Board members? (No response.) ACTING-CHAIRMAN HENNING: Dan, now, this is an understanding this will take place, opening the shelters once the National Weather Service puts us in a tropical storm or Category Page 30 August 24, 2012 1? MR. SUMMERS: I expect -- and again, yes. The answer is yes, it would be a tropical storm warning, which is the period of which we expect landfall 12 hours or less. And as we see those conditions escalate or deteriorate, we will adjust that and get that information out to the public. ACTING-CHAIRMAN HENNING: Okay. If no further questions, I'll entertain a motion to adjourn. COMMISSIONER HILLER: Motion to adjourn. ACTING-CHAIRMAN HENNING: Is there a second? Second. All in favor? COMMISSIONER FIALA: Aye. ACTING-CHAIRMAN HENNING: Aye. COMMISSIONER COYLE: Aye. COMMISSIONER HILLER: Aye. COMMISSIONER COLETTA: Aye. ***** Page 31 August 24, 2012 There being no further business for the good of the County the meeting was adjourned by order of the Acting Chair at 3:52 p.m. Board of County Commissioners / ' Tom Henning, Actili._-Chairman ATTEST: DWIGHT E. BROCK, CLERK '---)/1/10LLs:-- \\.A/ Atimorei A, t as to Dim. tr, lignature 1P4 f 25,2i2. ,These minutes a oved b the Board on b� p by e-T as presented or as corrected . Transcript prepared on behalf of Gregory Court Reporting, Inc. by Cherie' R. Nottingham, CSR. Page 32