Minutes- 10-5-16- Hurricane Briefing MINUTES
ROUNDTABLE MEETING
PRE-STORM BRIEFING
FOR HURRICANE MATTHEW
800 SEMINOLE ROAD
OCTOBER 5,2016
1:00 P.M.
MEMBERS IN ATTENDANCE:
Mayor Mitchell E. Reeves
Commissioner Mitch Harding
Commissioner John Stinson
Call to Order
Mayor Reeves began the briefing at 1:00 pm. He thanked staff and explained the purpose of the
meeting is to hear how staff has prepared for the storm. He commented on city buildings being
prepared already, evacuation plans and the various resources available for information regarding
the storm.
Staff Briefings
City Manager Nelson Van Liere explained that information is being put on the City's website as
quickly as possible and thanked everyone for their preparation efforts.
Emergency Preparedness Specialist/Commander Vic Gualillo reported on the storm track, noting
it appears the beaches communities will have the most impact from storm waves/surge which is
why evacuation is being recommended for the beaches. He reported on the information given at
the briefing earlier this morning from the National Weather Service. He urged everyone to stay
out of the water during the storm and believes there may be a beach closure ordered. Commander
Gualillo answered questions about the storm track.
Mayor Reeves expressed concern about the surge and urged everyone to stay aware and be
prepared. He explained that police services will not be available during the storm and encouraged
everyone to evacuate early. Commander Vic Gualillo further explained the storm track. Mayor
Reeves explained staff's efforts to put information on the website quickly.
Commander Vic Gualillo reported that passes are available at City Hall but they are not required.
He explained the process for re-entry and answered questions about reverse 911, shelters, and
school closures. Mayor Reeves spoke about Code Red. City Manager Van Liere reported that
City Hall will be closed to the public on Thursday and Friday. There was a discussion about wind
speeds,bridge closures, the EOC, and manpower from the Sheriff's Office.
Public Works Director Don Jacobovitz reported on preparations regarding the drainage systems,
equipment, staffing, city buildings, lifeguard stands, and garbage cans. He asked residents not to
put debris out for pickup before the storm because they will not be able to get to it and it could
blow around and cause damage. He explained they have given out nearly two thousand (2,000)
sandbags and they are out of them at the moment, but when they get more, they will get the word
out to everyone. He spoke about the need for employees to get their families ready and secured
before coming back to work. Mr. Jacobovitz answered questions about sandbags and preparations
for construction sites.
Recreation Director Timmy Johnson reported on his efforts to inform people about the storm and
the various events and programs that were cancelled. Mayor Reeves suggested that all messages
be consistent, have the same staff member post on both of the City's Facebook pages, and
communicate with Commander Layson before putting information out. Discussion ensued about
various ways for the public to get information and Commander Layson agreed to post important
numbers and a"Who to Call"list.
Building Official Dan Arlington reported on preparations regarding construction sites and
protecting equipment and documents. He spoke about post-storm plans including preliminary
damage assessment, bringing in out-of-town assets, and building-to-building damage assessment.
Finance Director Russell Caffey reported on preparations regarding having cash on hand,tracking
FEMA expenses/efforts, securing kits for processing manual checks and purchase orders,
exploring options to run payroll,if needed, and delivery of fuel. Commander Gualillo spoke about
the forms required to track assets.
Mayor Reeves explained the purpose of the Declaration of a State of Emergency and City Clerk
Donna Bartle read the document.
Commander Gualillo answered questions regarding security of homes, available equipment,traffic
within the City during the evacuation, and police staffing/manpower.
IT Director Keith Randich reported on the various programs/systems that are running remotely.
He spoke about the plans for operating laptops from outside the City in the event of lengthy power
outages and securing computer equipment and servers.
Discussion ensued about contacting key and emergency personnel.
Commissioner Harding encouraged everyone to let their family members know where they are
going, to evacuate sooner rather than later, and to consider staying with friends or family rather
than going to a shelter,when possible. He also thanked staff for their preparations and for sharing
information.
Commander Gualillo answered a questions regarding contraflow.
Closing Statements
Commander Gualillo explained the various resources available for information. He urged
everyone to stay off the roadways, stay off the beach and out of the water, and follow safety
instructions. There was discussion about transportation to shelters, boarding windows, securing
Minutes-Pre-storm Briefing for Hurricane Matthew-October 5,2016 Page 2 of 3
outdoor items, timing and notification for re-entry, signage, flooding, and issues experienced with
past storms.
Commissioner Stinson reported the timing for expected high tides and thanked city employees for
their efforts to keep everyone safe.
Mayor Reeves thanked staff and reported that Mayor Latham decided on a mandatory evacuation.
He reminded people to stay inside during the storm.
Mayor Reeves ended the briefing at 2:18 p.m.
ATTEST: Mitchell E. Reeves
Mayor/Presiding Officer
idol/41-z, Vi
Donna L. Bartle, CMC
City Clerk
Minutes-Pre-storm Briefing for Hurricane Matthew-October 5,2016 Page 3 of 3