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03-16-2020 - Emergency COVID-19 6 j City of Edgewater 104 N.Riverside Drive Edgewater,FL 32132 Ct,of EDGEWATER Meeting Minutes City Council Monday,March 16,2020 4:00 PM CouncilChambers EMERGENCY MEETING -COVED 19 1. CALL TO ORDER and ROLL CALL Present: 4- Councilwoman Christine Power,Councilwoman Kimberly Yaney,Councilwoman Megan O'Keefe,and Vice Mayor Gary Conroy Excused: 1 - Mayor Mike Thomas Also Present: 3- City Clerk/Paralegal Robin Matusick CMC,City Manager Glenn Irby,and City Attorney Aaron Wolfe It was determined by Council that Mayor Thomas is excused at this time. 2. COVID 19 DISCUSSION Vice-Mayor Conroy gave floor to City Manager Irby for discussion on COVID-19 and what Staff was doing in preparation and facts of the State of Emergency and what local municipalities and counties are doing. After discussion by City Manager, Staff gave reports as to each Department and possible staffing changes and preparations staff will be taking. i 3. PUBLIC HEARINGS, ORDINANCES AND RESOLUTIONS a. Emergency Resolution No. 2020-R-10-Confirming a Declaration of a State of Emergency-Coronavirus(COVID-19)and associated Proclamation City Attorney Wolfe read Emergency Resolution No. 2020-R-10 and the associated Emergency Proclamation into the record. City Manager made a staff presentation. Public Hearing was opened for citizen comments by the following- Elizabeth Lavette, 1820 Hibiscus Drive: discussed limitation on issuing certain permits at this time, mentioned those working from home can they borrow a city copier for home use while they are working from home, wording on closing sign, what happens if everyone gets sick, can you provide masks at doors for meetings, she hopes that people use delivery services. Cory Sapp, 2630 Travelers Palm: whoever is cleaning the facilities, look at them no one has cleaned City of Edg—ater Page 1 Printed on 3/18/2020 City Council Meeting Minutes March 16, 2020 these chairs, a lot of people touch these. Council Comments - Councilwoman Power stated that a lot of people are coming to vote tomorrow coming in and out of the building. City Clerk Matusick stated that the Elections Department has come and done additional cleaning with bleach and sanitizes and will be continuing tomorrow. Vice-Mayor Conroy closed the public hearing. A motion was made by Councilwoman Yaney, second by Councilwoman Power, to approve Emergency Resolution No. 2020-R-10 and the Associated Proclamation. The MOTION was APPROVED by the following vote: Yes: 4- Councilwoman Power,Councilwoman Yaney,Councilwoman O'Keefe and Vice Mayor Conroy Absent: 1 - Mayor Thomas 4. CITIZEN COMMENTS-None at this time. 5. ADJOURN Motion to adjourn by Councilwoman O'Keefe. Minutes submitted by: Robin L. Matusick City ClerklParalegal AT{TEESS,T� APP OV Robin Matusick, City Clerk/Paralegal r on y, - ayor City of Edgewater Page 2 Printed on 311812020 Cityof Edgewater Edgewater,side Dave g Edgewater,FL 32132 EpGEWp1Ep Action Summary City Council Monday,March 16,2020 4:00 PM Council Chambers EMERGENCY MEETING -COVID- 19 1. CALL TO ORDER and ROLL CALL Present: 4- Councilwoman Christine Power,Councilwoman Kimberly Yaney,Councihoman Megan O'Keefe,and Vice Mayor Gary Conroy Excused: 1 - Mayor Mike Thomas Also Present: 3- City Clerk/Paralegal Robin Matusick CMC,City Manager Glenn Irby,and City Attorney Aaron Wolfe It was determined by Council that Mayor Thomas is excused at this time. 2. COVID 19 DISCUSSION 3. PUBLIC HEARINGS, ORDINANCES AND RESOLUTIONS a. Emergency Resolution No. 2020-R-10 - Confirming a Declaration of a State of Emergency - Coronavirus (COVID-19) and associated Proclamation A motion was made by Councilwoman Yaney,second by Councihvoman Power, to approve Emergency Resolution No. 2020-R-10 and the Associated Proclamation.The MOTION was APPROVED by the following vote: Yes: 4- Councilwoman Power,Councilwoman Yaney,Councilwoman O'Keefe and Vice Mayor Conroy Absent: 1- Mayor Thomas 4. CITIZEN COMMENTS 5. ADJOURN Mohan to adjoum by Councihvornan O'Keefe. myalEdg w Pelp1 PdnNaaa"&0%!0 COUNCIL MEETING Councilwoman Yaney Councilwoman O'Keefe Vice-Mayor Conroy Mayor Thomas (�y- Councilwoman Power Also Present - City Manager Glenn Irby City Clerk/Paralegal Robin Matusick e4-1 a6e`f ac" l.val p Monday, March 16, 2020 CITY OF EDGEWATER, Regular CITY COUNCIL MEETING MONDAY,March 16,2020 AGENDA We respectfully request that all electronic devices are set for no audible notification. 1. CALL TO ORDER AND ROLL CALL a. do you want to determine if the Mayor should be listed as excused or absent? 2. COVID 19 DISCUSSION 3. PUBLIC HEARINGS,ORDINANCES AND RESOLUTIONS a. Emergency Resolution #2020-R-10 Confirming a Declaration of a State of Emergency - Coronavirus(COVID - 19)and associated Proclamation READ INTO THE RECORD STAFF REPORT APPLICANT PRESENTATION (if any) OPEN PUBLIC HEARING CITIZEN COMMENTS COUNCIL COMMENTS CLOSE PUBLIC HEARING MOTION SECOND ROLL CALL 4. CITIZEN COMMENTS- 5. ADJOURN Cit of Ed ewater 104 N.Riverside Drive Y g Edgewater,FL 32132 tucetvarsR Meeting Agenda City Council Monday,March 16,2020 4:00 PM Council Chambers REVISED EMERGENCY MEETING-REVISED We respectfully request that all electronic devices are set for no audible notification. 1. CALL TO ORDER and ROLL CALL 2. COVED 19 DISCUSSION 3. PUBLIC HEARINGS,ORDINANCES AND RESOLUTIONS a. Emergency Resolution No. 2020-R-10-Confirrnina a Declaration of a State of Emergency-Coronavirus(COVID-19)and associated Proclamation Attachments: 2020-R-10 Coronisque(COVID-19)-Emeraenw Curfew EMERGENCY-PROCLAMATION FOR DISASTER-CORONAVIRUS 4. CITIZEN COMMENTS 5. ADJOURN Pursuant to Chapter 286, F.S., if an individual decides to appeal any decision made with respect to any matter considered at a meeting or hearing, that individual will need a record of the proceedings and will need to ensure that a verbatim record of the proceedings is made. The City does not prepare or provide such record. In accordance with the Americans with Disabilities Act,persons needing assistance to participate in any of these proceedings should contact City Clerk/Paralegal Robin L.Matusick, CMG 104 N. Riverside Drive, Edgewater, Florida, telephone number 386-424-2400 x 1102, 5 days prior to the meeting date. Ifyou are hearing or voice impaired,contact the relay operator at 1-800-955-8771. cstracdlnsr r papal vnnied on 311W2010 DECLARATION OF STATE OF LOCAL EMERGENCY RELATED TO CORONAVIRUS DISEASE (COVID-19) Consistent with the State of Emergency declared on March 9, 2020, by Governor Ron DeSantis in Executive Order Number 20-52 (Emergency Management—COVID-19 Public Health Emergency), the Presidential National Emergency Declaration for COVID- 19 issued on March 13, 2020, and pursuant to section 252.38(3)(a)(5), Florida Statutes, and section 46-143, Code of Ordinances, County of Volusia, the county council hereby declares a State of Local Emergency, effective throughout Volusia County as of 6 p.m. eastern standard time on this date for a period of seven days. The County Manager and Emergency Management Director are hereby authorized to take those measures authorized by chapter 46 of the Code and Chapter 252 for their respective positions. 4k ORDERED this day of ,// , 2020. COUNTY COUNCIL VOLUSIA COUNTY, FLORIDA Ed Kelley County Chair ATTEST: George George Recktenwald County Manager STATE OF FLORIDA OFFICE OF THE GOVERNOR EXECUTIVE ORDER NUMBER 20-52 (Emergency Management-COVID-19 Public Health Emergency) WHEREAS,Novel Comnavirus Disease 2019(COVID-19) is a severe acute respiratory illness that can spread among humans through respiratory transmission and presents with symptoms similar to those of influenza; and WHEREAS,in late 2019,a new and significant outbreak of COVID-19 emerged in China; and WHEREAS, the World Health Organization previously declared COVID-19 a Public Health Emergency of International Concern;and WHEREAS,in response to the recent COVID-19 outbreak in China,Iran,Italy,Japan and South Korea,the Centers for Disease Control and Prevention("CDC')has deemed it necessary to prohibit or restrict non-essential travel to or from those countries;and WHEREAS, on March 1, 2020, I issued Executive Order number 20-51 directing the Florida Department of Health to issue a Public Health Emergency;and WHEREAS, on March 1, 2020, the State Surgeon General and State Health Officer declared a Public Health Emergency exists in the State of Florida as a result of COVID-19; and WHEREAS, on March 7, 2020, I directed the Director of the Division of Emergency Management to activate the State Emergency Operations Center to Level 2 to provide coordination and response to the COVID-19 emergency; and WHEREAS, as of March 9, 2020, eight counties in Florida have positive cases for COVID-19, and COV ID-19 poses a risk to the entire state of Florida; and 1 WHEREAS, the CDC currently recommends community preparedness and everyday prevention measures he taken by all individuals and families in the United States, including voluntary home isolation when individuals are sick with respiratory symptoms, covering coughs and sneezes with a tissue and disposal of the tissue immediately thereafter, washing hands often with soap and water for at least 20 seconds,using of alcohol-based hand sanitizes with 600/r95% alcohol if soap and water are not readily available and routinely cleaning frequently touched surfaces and objects to increase community resilience and readiness for responding to an outbreak; and WHEREAS, the CDC currently recommends mitigation measures for communities experiencing an outbreak including staying at home when sick,keeping away from others who are sick,limiting face-to-face contact with others as much as possible,consulting with your healthcare provider if individuals or members of a household are at high risk for COVID-19 complications, wearing a facemask if advised to do so by a healthcare provider or by a public health official, staying home when a household member is sick with respiratory disease symptoms if instructed to do so by public health officials or a health care provider,and WHEREAS,as Governor, I am responsible for meeting the dangers presented to this state and its people by this emergency. NOW, THEREFORE, I, RON DESANTIS, as Governor of Florida, by virtue of the authority vested in me by Article IV, Section (1)(a) of the Florida Constitution, Chapter 252, Florida Statutes, and all other applicable laws,promulgate the following Executive Order to take immediate effect: Section 1. Because of the foregoing conditions, 1 declare a state of emergency exists in the State of Florida. 2 Section 2. 1 designate the Director of the Division of Emergency Management("Director") as the State Coordinating Officer for the duration of this emergency and direct him to execute the State's Comprehensive Emergency Management Plan and other response,recovery,and mitigation plans necessary to cope with the emergency. Additionally, I designate the State Health Officer and Surgeon General as a Deputy State Coordinating Officer and State Incident Commander. Pursuant to section 252.36(I)(a), Florida Statutes, 1 delegate to the State Coordinating Officer the authority to exercise those powers delineated in sections 252.36(5)-(10), Florida Statutes, which he shall exercise as needed to meet this emergency, subject to the limitations of section 252.33, Florida Statutes. In exercising the powers delegated by this Order, the State Coordinating Officer shall confer with the Governor to the fullest extent practicable. The State Coordinating Officer shall also have the authority to: A. Seek direct assistance and enter into agreements with any and all agencies of the United States Government as may be needed to meet the emergency. B. Designate additional Deputy State Coordinating Officers,as necessary. C. Suspend the effect of any statute, rule, or order that would in any way prevent, hinder, or delay any mitigation, response, or recovery action necessary to cope with this emergency. D. Enter orders as maybe needed to implement any of the foregoing powers;however, the requirements of sections 252.46 and 120.54(4), Florida Statutes, do not apply to any such orders issued by the State Coordinating Officer; however, no such order shall remain in effect beyond the expiration of this Executive Order,to include any extension. Section 3. I order the Adjutant General to activate the Florida National Guard,as needed, to deal with this emergency. 3 Section 4. I find that the special duties and responsibilities resting upon some State, regional, and local agencies and other governmental bodies in responding to the emergency may require them to suspend the application of the statutes, rules, ordinances, and orders they administer. Therefore, I issue the following authorizations: A. Pursuant to section 252.36(l)(a), Florida Statutes, the Executive Office of the Governor may suspend all statutes and rules affecting budgeting to the extent necessary to provide budget authority for state agencies to cope with this emergency. The requirements of sections 252.46 and 120.54(4), Florida Statutes, do not apply to any such suspension issued by the Executive Office of the Governor;however,no such suspension shall remain in effect beyond the expiration of this Executive Order,to include any extension. B. Each State agency may suspend the provisions of any regulatory statute prescribing the procedures for conduct of state business or the orders or odes of that agency, if strict compliance with the provisions ofany such statute,order,or role would in any way prevent,hinder, or delay necessary action in coping with the emergency. This includes,but is not limited to,the authority to suspend any and all statutes,rules,ordinances,or orders which affect leasing,printing, purchasing,travel,and the condition of employment and the compensation of employees. For the purposes of this Executive Order, "necessary action in coping with the emergency" means any emergency mitigation, response, or recovery action: (1) prescribed in the State Comprehensive Emergency Management Plan ("CEMP");or(2)ordered by the State Coordinating Officer. The requirements of sections 252.46 and 120.54, Florida Statutes, shall not apply to any such suspension issued by a State agency; however, no such suspension shall remain in effect beyond the expiration of this Executive Order, to include any extensions. 4 C. In accordance with section 465.0275, Florida Statutes, pharmacists may dispense up to a 30-day emergency prescription refill of maintenance medication to persons who reside in an area or county covered under this Executive Order and to emergency personnel who have been activated by their state and local agency but who do not reside in an area or county covered by this Executive Order. D. In accordance with section 252.38, Florida Statutes, each political subdivision within the State of Florida may waive the procedures and formalities otherwise required of the political subdivision by law pertaining to; 1) Performance of public work and taking whatever prudent action is necessary to ensure the health, safety,and welfare of the community; 2) Entering into contracts; however, political subdivisions are cautioned against entering into time and materials contracts without ceiling as defined by 2 CFR 200.3180) or cost plus percentage contracts as defined by 2 CFR 200.323(d); 3) Incurring obligations; 4) Employment of perrnanent and temporary workers; 5) Utilization of volunteer workers; 6) Rental of equipment; 7) Acquisition and distribution, with or without compensation, of supplies, materials, and facilities;and, 8) Appropriation and expenditure of public funds. E. All State agencies responsible for the use of State buildings and facilities may close such buildings and facilities in those portions of the State affected by this emergency,to the extent necessary to meet this emergency. I direct each State agency to report the closure of any State 5 building or facility to the Secretary of the Department of Management Services. Under the authority contained in section 252.36, Florida Statutes, I direct each County to report the closure ofany building or facility operated or maintained by the County or any political subdivision therein to the Secretary of the Department of Management Services. Furthermore, I direct the Secretary of the Department of Management Services to: 1)Maintain an accurate and up-to-date list of all such closures; and, 2)Provide that list daily to the State Coordinating Officer. Section 5. 1 find that the demands placed upon the funds appropriated to the agencies of the State of Florida and to local agencies are unreasonably great and the funds currently available may be inadequate to pay the costs of coping with this emergency. In accordance with section 252.37(2), Florida Statutes, I direct that sufficient funds be made available, as needed, by transferring and expending moneys appropriated for other purposes,moneys from unappropriated surplus funds,or from the Budget Stabilization Fund. Section 6. All State agencies entering emergency final orders or other final actions in response to this emergency shall advise the State Coordinating Officer contemporaneously or as soon as practicable. Section 7. Medical professionals and workers, social workers, and counselors with good and valid professional licenses issued by states other than the State of Florida may render such services in Florida during this emergency for persons affected by this emergency with the condition that such services be rendered to such persons free of charge, and with the further condition that such services be rendered under the auspices of the American Red Cross or the Florida Department of Health. 6 Section 8. All activities taken by the Director of the Division of Emergency Management and the State Health Officer and Surgeon General with respect to this emergency before the issuance of this Executive Order are ratified. This Executive Order shall expire sixty days from this date unless extended. E IN TESTIMONY WHEREOF, I have hereunto set my hand and caused the Great Seal of the State of Florida to be affixed, at Tallahassee, this 9th day of A Maa20O R ATTEST: A"Aawz--e-, E RETARY OFSTAT N MARCH 16, 2020 COVID - 19 SPECIAL COUNCIL MEETING SPEAKING POINTS 1. Review of the State of Florida Division of Emergency Management Emergency Order • Waives strict adherence to Florida Statute 1008.22 having to do with School Districts, • Authorizes the Dept of Education to coordinate with all school districts to adjust school calendars,including rescheduling,extending or cancelling spring breaks, • Public Schools in Florida are cancelled for the next 2 weeks, 2. New Information and Statistics as of 10 a.m. today, March 16, 2020 from the Department of Health: • The CDC (Center for Disease Control) is now recommending large groups and mass gatherings have no more than 49 participants, • Positive Cases of COVID-19: 0 136 Florida Residents, 0 6 Florida Residents Diagnosed and Isolated outside of Florida 0 13 Non-Florida residents • Deaths=4 Florida residents, • Number of Negative Test Results=684, • Number of Pending Test Results=514, • Number of People Under Public Health Monitoring = 1573 people monitored to date and 442 currently being monitored 3. County Declared a State of Local Emergency on Friday, March 13, 2020 and it will expire March 20, 2020 at 6 p.m. It directs the County Manager and Emergency Management Director to take measures authorized by Chapter 252 Florida Statutes, which is the Emergency Management Statue. I propose Edgewater enact its own Declaration of Emergency beginning today, March 16,2020 through March 31,2020. 4. Discussion of event cancellations throughout the County including Edgewater • Chili Cookoff • Easter Eggtravaganza S. President Trump issued a declaration of National Emergency on Friday, March 13, 2020. It is believed expenses related to this event will be reimbursable by FEMA or some other unknown Federal entity at some time in the future. We have been advised to track labor costs for OT and regular wages. Normally only OT would be reimbursable, but due to unique nature of this virus, regular wages may qualify. 6. Human Resources • Issued a memorandum to all employees regarding hygiene importance, • How and where to seek medical guidance regarding the COVID-19 virus, • Florida Health Care Workforce Wellness Extended Hours Care Centers to be used for non-copays, • Stress the need to use Doctor on Demand. Members may use this telemedicine platform to see a physician 24/7 using a smartphone or laptop. 7. Both the Volusia County Managers and Human Resources group have had telephone conferences and these will continue weekly. 8. The State of Florida will also hold weekly phone conferences for Elected Officials and Managers. Each Council member has been invited to call in. 9. Discussions: • Essential personnel and work from home possibilities, • Environmental Services Staffing—Brenda Dewees, ➢ Closure to Public at the entry gate—signage, • Parks and Recreation Staffing—Samantha Bergeron, ➢ Closure of Parks due to vandalism and theft of soap dispensers, • Fire Staffing—Jeff Lariscy, • Police Staffing and new protocol—Joe Mahoney, • City Hall—Bridgette King and Glenn Irby ➢ Total Closure, ➢ Sign front doors, ➢ Face Book and Constant Contact, ➢ Require payments to be by Money Order, Personal Checks, Cashier Check, Electronic Banking or Cash. ➢ No shut offs of delinquent accounts scheduled for March 24 and April 7,2020, 10. Staff discussions on electronic meetings instead of in person meetings. 11. Discussion on Council Meetings • Extra hand sanitizer stations have been ordered, • Limit attendance to 49 or less people within the room and provide speaker system outside the building, • No presentations outside of those required of staff, • No audience participation outside those required by public hearings rules, • Possible postponement of the April 6,2020 meeting. City of Edgewater Sick Leave Policy for COVID— 19 We are monitoring a rapidly evolving situation with the coronavirus, formally known as COVID- 19, which has been confirmed in the United States and now has been detected and in many locations internationally. According to the Centers for disease Control and Prevention, reported illnesses associated with COVID-19 have ranged from mild to severe and symptoms associated with the virus include fever, cough and shortness of breath. While the virus can be fatal, most severe cases seem to be associated with people who have underlying health issues and the risk of infection to the general public is low. While good hygiene practices are key, health officials have warned we could possibly see the community spread (person-to-person)of the coronavirus and Florida being a tourism destination seems to be susceptible in that regard. To ensure the health of our workforce and the efficiency of city operations, the city will be instituting a COVID-19 sick leave policy effective Monday, March 16, 2020. It will remain in place for a period of 60 days but can be extended further by the City Manager if deemed a necessity. This policy in no way constitutes an entitlement and is only intended to provide employee relief during the crisis period as established by local and state health care officials. The following guidelines are provided: • All employees displaying flu-like symptoms to include coughing, shortness of breath and a fever will be encouraged not to come to work and seek treatment at the Florida Health Care Clinic or alternative medical provider. Those who come to work with flu-like symptoms will be sent home by the first line supervisor in the employees' chain of command. Department Directors will be notified by the first line supervisor of the identity of the employee sent home. • Employees diagnosed with the flu or other illnesses will use their accrued time (sick, vacation, compensatory time and personal days) until they can return to work as prescribed by medical professional's order. • If the flu and other illnesses are ruled out, a medical professional may do testing for COVID-19. Tests may be conducted at the Volusia County Health Department's Clinic or Florida Health Care Clinic. If an employee's immediate family member tests positive for COVID-19, the City strongly recommends the employee to self-quarantine for 14 consecutive days. • Should an employee or employee family member test positive of COVID-19, employees will be eligible and provided sick leave for use without having to use their own accruals, subject to approval of the City Manager. • In order to be eligible for COVID-19 sick leave,the employee will be required to provide documentation from appropriate medical authority of a positive test result for COVID- 19. • Employees found to be inflicted with the COVID-19 virus will be requested to obtain Family Medical Leave paperwork. The paperwork will be sent to your City and personal email accounts. • Employees impacted by the COVID-19 virus should keep their supervisors informed of any changing developments duringtheir absence. • Employees are discouraged from traveling on cruise ships and to countries listed under the Level 2 and Level 3 Travel Health Notice as listed by the Centers for disease Control and Prevention. Those employees who choose to travel to these locations will not be permitted to return to work for 14 consecutive days after travel because of possibly exposure to COVID-19. Two negative test results must be presented after the quarantine period. Those employees must use their own personal accruals as well and will not be permitted sick leave under this policy regardless of infection. It will be the sole responsibility of the employee to know what countries are on the Level 2 and Level 3 Travel Health Notice. After such an episode, if this policy is in place,the employee can become eligible should a reinfection occur and all of the policy is followed. • Employees found to be abusing this policy will be subject to discipline in accordance with the City's Rules and Regulations.