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2020.03.16_TC_Minutes_Special l •' TOWN OF HIGHLAND BEACH • TOWN EMERGENCY COMMISSION SPECIAL MEETING MINUTES Town Hall / Commission Chambers Date: March 16, 2020 3614 South Ocean Boulevard Time: 1:30 PM Highland Beach, Florida 33487 1. CALL TO ORDER Mayor Zelniker called the meeting to order at 1:30 P.M. 2. PRESENT UPON ROLL CALL Commissioner Evalyn David Commissioner Barry Donaldson Commissioner Peggy Gossett-Seidman Vice Mayor Greg Babij - joined the meeting at 1:33 P.M. via telephone Mayor Rhoda Zelniker Town Attorney Glen Torcivia Town Manager Marshall Labadie Town Clerk Lanelda Gaskins 3. PLEDGE OF ALLEGIANCE The Commission led the Pledge of Allegiance followed by a moment of silence for the military staff. 4. ADDITIONS, DELETIONS, AND APPROVAL OF THE AGENDA Mayor Zelniker asked if there were any additions or deletions to the agenda, and hearing none, she called for a motion to approve the agenda. MOTION: Commission David moved to approve the agenda, which passed (5-0) unanimously as presented. 5. CIVILITY PLEDGE Town Clerk Gaskins read the Civility Pledge. Emergency Commission Special Meeting Minutes Date: March 16, 2020 Page 2 of 6 6. CONSIDERATION OF DECLARATION OF EMERGENCY Mayor Zelniker read the title of Resolution No. 20-006 into the record. 1. RESOLUTION NO. 20-006 A RESOLUTION OF THE TOWN COMMISSION OF THE TOWN OF HIGHLAND BEACH, FLORIDA, DECLARING A STATE OF LOCAL EMERGENCY WITHIN THE TOWN OF HIGHLAND BEACH;AUTHORIZING THE TOWN MANAGER TO TAKE ALL ACTIONS DEEMED NECESSARY TO PROTECT AND PRESERVE THE HEALTH, SAFETY, AND WELFARE OF THE TOWN'S CITIZENS AND THE PUBLIC AT LARGE; PROVIDING AN EFFECTIVE DATE AND FOR OTHER PURPOSES. Mayor Zelniker explained that the Commission choose to declare a state of local emergency in Highland Beach as a precautionary measure to properly prepare and respond to the possible spread of the coronavirus. It is imperative to the residents and employees that the resolution is in place to allow Town Manager Labadie the ability to take actions related to curfews, if necessary; limit passage through Highland Beach to only residents; emergency repairs on an as-needed basis for safety and precaution of all residents similar to a hurricane; implement emergency procurement procedures in case there is a need for additional supplies and more emergency preparedness for EMS and the fire department as well as the police department, and band any large gathers over a certain amount of people; make provisions for the availability and use of temporary emergency situations; establish an emergency operating center on behalf of the Town, if necessary. We must be proactive and not reactive. By flattening this virus's curve, we are saving lives everywhere, especially in Highland Beach, where there is a large vulnerable and aging population. Town Manager Labadie mentioned that everything is being done as in an abundance of caution. Roles and authorities are being defined as necessary to take timely action as the coronavirus situation evolves and changes over time. He and Chief Hartmann have been proactively monitoring the coronavirus information. They are in close connection with Palm Beah County Emergency Management and the State of as far as obtaining information the Community for Disease Control (CDC) and the federal government. The best information will be provided to the community, including contact information, to keep everyone informed. At this time, personal accountability should be at an all-time high. If addition, one feels that they are vulnerable to the coronavirus, as directed, take the necessary steps in your own life, contact your own doctor and take the steps needed to make yourself and your family safe. This resolution gives the Town Manager the authority to take the necessary authority to take timely action.As this evolves and appropriate steps are necessary, we can take them and take them quickly. He explained that he would be communicating with the Commission, and information will be available for the public. Regarding the infectious disease, the CDC, Palm Beach County Health Department, and the state Health Department are the experts and will give the best and latest information. Town Manager Labadie explained that the Town is taking the necessary actions to implement the CDC recommended guidelines. We are social distancing, restricting Emergency Commission Special Meeting Minutes Date: March 16, 2020 Page 3 of 6 access to the public for public services, and limiting the number of people in the building, and exploring new ways to maximize new technology for virtual meetings, if necessary. There is a Commission Meeting scheduled next Tuesday to swear in the new commissioners. He mentioned that he met with Finance Director Lalla and the Town have 83% of the revenues collected to-date, we have healthy reserves, we are in a strong financial position to weather this storm. Town Manager Labadie commented about the panic regarding food supplies, Etc., and how staff will hand scheduling Advisory Board meetings where there is time-sensitive information. Should strict access be implemented, staff will continue to work. However, there will be restrictions as to the number of people congregating and moving through Town facilities. The water plant personnel have a schedule, and the Town's award-winning water will be produced. The Police and Fire Departments have protocols in place. Public health information will be available on the Town's website for COVID-19 information. Staff will provide restricted services to the public. Chief of Police Craig Hartmann explained we are initiating the same as hurricane preparedness. He and the Town Manager have participated in telephone conference calls. The county is at a level two operations for their response, and daily EOC telephone calls are ongoing. The Fire Department has its medical director on staff, and they are prepared to handle calls from residents with flu-like systems. Five travel-related cases in Palm Beach County. The information has been put out on various media - if you need information, the Florida Health Department and the CDC have the source of information. We will pass along the information to the community and residents as they become available. Mayor Zelniker asked if the Town has enough equipment. Chief of Police Hartmann explained that the Town has the necessities and items are on order. Commissioner David was in support of this resolution and the need to take preemptive action. She was against closing down A1A. What are we going to do about the Delray Sands? Town Manager Labadie explained ... Commissioner Donaldson remarked that the Town has an excellent website for information. We are in an atmosphere where we are doing too much, and it is going to take months to determine are we doing right/wrong. He does not think this is sustainable ... policy. Delray Sand - we do not want to medal too much with them. Do we have special coding for reimbursement? Town Manager Labadie explained that Chief of Police Hartmann is tracking, and the Finance Director Lalla is also keeping track of the information. Commissioner Gossett-Seidman stated this is an excellent time to be in contact with your neighbors and family. We are following the protocols. Fear of the unknown is our concern. I hope everyone keeps a good spirit. Mayor Zelniker commented about people maintaining the six-feet social distancing and the Governor's consideration to stop domestic flights in Florida. We have faith in Town Manager Labadie, and this resolution will give him the necessary power necessary. Emergency Commission Special Meeting Minutes Date: March 16, 2020 Page 4 of 6 Town Clerk Gaskins noted that Vice Mayor Babij joined the meeting via the telephone at 1:33 P.M. Commissioner David provided comments about closing down A1A and personal deliveries of products due to quarantining. What will be done about the Delray Sands? Town Manager Labadie explained there are protocols, and people are beginning to self- regulate. elf- regulate. Commissioner Donaldson noted that the Town has a great website and encouraged the community to visit the website for resourceful information. Our best tool is to error on the side of caution. He inquired about fiscal tracking and specific code related to this. Town Manager Labadie explained that there is and Town staff is monitoring. Commissioner Gossett-Seidman mentioned that this is an excellent time to contact neighbors, family, and support system. We are going with the flow regarding the neighboring community, the county, state, and federal agency's protocols. She encouraged the residents to keep a good spirit about themselves and their families. Vice Mayor Babii had no comments. Mayor Zelniker provided comments about the social distancing guidelines. She would rather error on the side of over-caution. Governor DeSantis is looking into stopping domestic flights from coming into Florida because many people fly from New York into Florida. She encouraged the residents not to panic but take precautions. This resolution would give Town Manager Labadie the appropriate authority to do what is necessary for the Town. Town Attorney Torcivia explained that their various municipalities are having special meetings, and communities are looking at this trying to craft the right response. He encouraged everyone to be safe. Besides, cities are looking into teleconferencing options, and he commented about the quorum requirements per Florida statutes. Mayor Zelniker opened this item for public comments. Mr. John Shoemaker from the Highland Beach Club commented about the precaution and safety measures that the Highland Beach Club implementing effective at 4 o'clock today to ensure their building is disinfected and safe for the residents. He inquired about the Library and Post Office services. He suggested that both the Library and Post Office remain open to the public with a limited number of people in the building. He explained that the big box stores are now monitoring the number of people go in. Lastly, there is a potential problem with the condos obtaining access to hand sanitizer. He suggested that the Town get access to hand sanitizer and make it available to the boards of the condos as a direct service to the condominiums. Mr. Douglas Hillman provided remarks about what happened in Italy and the number of cases in Palm Beach, Broward, and Miami-Dade counties. We have to be very aggressive, and if that means closing the Library, then we close the Library. He was not Emergency Commission Special Meeting Minutes Date: March 16, 2020 Page 5 of 6 suggesting shutting the entire Town down - maybe cut some of the hours. We need to take action plans now and now waiting until there are cases. He explained that Dalton Place is taking precautions on safety precautions, cleaning the areas, and stopping the deliveries. We have to be proactive and get ahead of the curve. He supports the resolution. An unknown gentleman from Dalton Place commented that ABC News reported that Italy has more per capita than the United States. MOTION: Commissioner David moved to adopt Resolution No. 20-006 as presented. Commissioner Gossett-Seidman seconded the motion, which passed (5-0) unanimously. Mayor Zelniker mentioned an election is on Tuesday, March 17th, and she would like the Town to send out an email strongly advising that if you are voting at St. Lucy's tomorrow to bring your sanitizer and black pen. She suggested the Town Manager and the Chief work together to place an officer at the polling location for crowd control. Town Manager Labadie explained that the Supervisor of Elections does not want police presence at the polling location because it could be preceded as election tampering or intimidation. There will be routine patrolling in the area, and if Supervisor of Election Wendy Links contact the Town for assistance, the Town will provide the necessary service. Mayor Zelniker expressed concern for the employees' safety and asked Library Director Lois Albertson what is being done as a precaution to sanitize the books. Library Director Albertson explained that the safety and health of the employees and residents is a concern. She explained that that moister could not be applied to the books because it could cause mold and meadow issues. The employees are sanitizing and washing their hands, wiping down the public areas, the counter, door handles, light switches, tables, and cleaning crews doing extra cleaning at night. Mayor Zelniker inquired about resident returning books and placing them in the book return box and asked if gloves were being used. Library Director Albertson explained that the books are being wiped down, and some of the volunteers were using the gloves. Starting this morning, we will be canceling all of the volunteer shifts for their safety because many of them are in the high-risk category. Ms. Albertson mentioned now is a great time for residents to take advantage of the a-books and magazines. She encouraged the residents to visit the Library page on the Town's website and sign up to check out items. As far as closing or shortening Library hours, we are happy to work with the Town Manager. Commissioner Gossett-Seidman commented that earlier during the week, she met with other Commissioners throughout the state at a league event. There was discussion among many communities on implementing what we are doing today. She had contacted the Town Manager on Friday and suggested an emergency meeting. Commissioner Donaldson noted what we are doing today is giving the Town Manager broad-based powers to take appropriate actions at the appropriate time. Emergency Commission Special Meeting Minutes Date: March 16, 2020 Page 6 of 6 Commissioner David suggested she would not be opposed to closing the Library. The Post Office maybe a little different because you cannot interfere with the U.S. mail. Town Manager Labadie explained that he and Library Director Albertson has been communicating about Library services, there operating hours, limited access, and residents picking up the books, etc. He observed eight people in the Post Office lobby area today. There will be limited access to the Library. We are taking this very seriously and taking strategic actions. There are some Mr. Hillman stated he agreed with Commissioner Donaldson. He suggested the Library staff send out a tutorial to the people with library cards on how to access books, Etc. Found out how long the germs last on a book, then the returned books could quarantine for a week before staff put them back in circulation. Library Director Albertson replied she would look into that. Mayor Zelniker explained that most people do not use the website. She suggested communicating the way Town Manager Labadie previously, including the police officers dropping off flyers at all the buildings. They really should drop off, and communication is vital to ensure that each resident has all the information they need. Mr. Hillman asked if someone come down with the virus, is the individual quarantined or is the building quarantined? Chief Hartmann explained that the local Health Department would make that determination. Fire-Rescue responds to various medical calls and relate the information to the health department. We encourage employees and residents to wash their hands as often as possible. The information is fluid and continually changing. Lastly, the information is continuously updated, informational emails are sent to the residents and updates are on the Town's website. 6. ADJOURNMENT There being no further business, Mayor Zelniker adjourned the meeting at 2:35 P.M. APPROVED at the September 1 , 2020, Virtual Town Commission Meeting. 41 �,,. ♦ �w e ` J e�a j6,.• � , !' 6, _- ��-.— - F- ATTEST: Douglas Hillman Mayor 4 4k ' 1� Transcribed by Lanelda Gaskins ikl �, - Lan Ida Gaskins, WC D e Town Clerk