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Item 1A- Draft Briefing Minutes 9-1-16MINUTES CITY COMMISSION EMERGENCY SPECIAL CALLED PRE-STORM BRIEFING FOR HURRICANE HERMINE 800 SEMINOLE ROAD SEPTEMBER 1, 2016 6:00P.M. MEMBERS IN ATTENDANCE: Mayor Mitchell E. Reeves Mayor Pro Tern Jimmy Hill Commissioner Mitch Harding Commissioner John Stinson Commissioner M. Blythe Waters Call to Order Mayor Reeves began the briefing at 6:02pm. AGENDA ITEM 1A NOVEMBER 14, 2016 Mayor Reeves reported on his decision to sign the Declaration of State of Emergency and the purpose for having it. He explained his communications with the City of Jacksonville noting there was a briefing held today at 2 p.m. Mayor Reeves explained that staff will be briefing everyone on what is proactively being done in the City. He thanked everyone for attending and indicated that if there are any questions, they can ask staff or Commissioners after the meeting is over. Staff Briefings City Manager Nelson Van Liere introduced the Public Safety Director/Police Chief Michael Deal, Emergency Preparedness Specialist/Commander Vic Gualillo, and Public Works Director Don Jacobovitz. He reported that students will be out of school tomorrow; City Hall will be closed for business; and Community Centers will be open for kids during the day. Commander Gualillo reported the Police Department has been receiving updates from the National Weather Service and the City of Jacksonville EOC and the updates are being made available through social media as quickly as possible. There will be extra officers on duty tonight and tomorrow and will staff the Beaches Complex with a representative from Atlantic Beach. Three Atlantic Beach lifeguards will be on duty tomorrow. Jacksonville Beach Police Depmiment has decided to close their beach. Atlantic Beach is considering the same action, if necessary, based on the storm's progression. Road closures will be controlled by the Jacksonville Sheriffs Office and the Jacksonville EOC. We are ready to close bridges if the need arises based upon the storm conditions. AGENDA ITEM 1A NOVEMBER 14, 2016 Public Works Director Don Jacobovitz presented his report (which is attached and made part of this Official Record as Attachment A). Closing Statements Mayor Reeves thanked staff for being proactive. He reminded people that when there is water in the street, do not go through it and if street lights are not working, you are required to stop at those intersections. He asked that everyone be cautious and take care of your neighbors. He asked that citizens call if they see anything suspicious or if they need help. Chief Michael Deal reiterated their efforts to provide updates through social media and explained tips about how to take care of your family and property are also found there. Mayor Reeves explained they have recognized a need to do better about getting information out to our residence. He reported that the City is trying to get as much information out as possible by using the Facebook pages and the City's website. Commander Gualillo answered questions from the audience regarding bridge closures. He explained that for non-emergencies, call (904) 247-5859 and for emergencies, dial9-1-l. Mayor Reeves ended the briefing at 6:14p.m. ATTEST: Donna L. Bartle, CMC City Clerk Mitchell E. Reeves Mayor/Presiding Officer Minutes-Pre-storm Briefing for Hurricane Hermine-September 1, 2016 Page 2 of 2 AGENDA ITEM 1A NOVEMBER 14, 2016 ATTACHMENT A Public Works Pre-Storm Events for Hurricane Hermine Public Works employees have spent the last few days checking and clearing storm inlets and debris in the stormwater systems. Three personnel will spend the night at Public Works tonight, and we will have other personnel who will be ready to respond if necessary. We've checked the status of all our employees and verified who will be available if needed. We've checked the fuel in our vehicles, our chainsaws and other emergency response equipment like our pumps and generators. We vacuumed out some of the inlets, especially those of Aquatic Gardens. We've pulled the life guard stands from the beach as well as some of the garbage cans. The remaining garbage cans have been zip tied to their poles. We're making a list of things we can use for the next storm which we don't have on hand and the places we need to go to get them. Our Stormwater crews have been very pro-active today getting prepared for a storm. We have done extra storm drain cleaning, ditch cleaning and trash pickup on the following streets: 1. Seminole Road 2. Main Street 3. Aquatic Drive 4. Town Center 5. Saltair neighborhood 6. 20th Street Ditches 7. Francis Road 8. Capella Road Our pumps are ready to go if needed, and Utilities personnel (Harry McNally and Chris Walker) will be on call if there is a water or sewer emergency. AGENDA ITEM 1A NOVEMBER 14, 2016 Advanced Disposal originally planned to work on Friday, but they were informed that the landfill will be closed tomorrow. So they will NOT pick up garbage tomorrow on Friday, but they will plan to do a larger than normal pick up on Saturday, including yard debris. Public Works has made sand bags available to the public. Each person needing sandbags can come to Public Works to pick up to 50 sand bags. We have sand available to fill them. Residents would have to do this themselves. Turbidity barriers have been removed from the creeks and drainage systems affected by the construction projects at the new Police Department building and the Tribridge construction site. They will be replaced after the storm surge passes. We have been very active in cleaning the debris in the Aquatic Gardens area. We have cleaned debris from Hopkins Creek. We have pumped the Aquatics Gardens pond down 21.5 inches from its normal state by placing a bladder in the connecting culvert from the pond and Hopkins Creek. In addition to this, we have been very active in overseeing the construction of the new stormwater pond by the Dog Park that Tribridge is constructing. We have held several meetings with them in the last two weeks, and this is what they have done and plan to do: 1. As suggested by Justin Williams, TriBridge has installed the bleed- down valve in the church pond to maintain the normal water level at elevation .90 NAVD. 2. TriBridge has· installed an elevation gauge within the church pond to monitor water levels as discussed. AGENDA ITEM 1A NOVEMBER 14, 2016 Justin has recommended that the dog park pond dike be removed if the pond water level in the church pond rises to 5.0 NAVD. The water level is to be monitored by TriBridge during construction hours {7:00am-5:00pm; Monday-Friday), and by the City of Atlantic Beach thereafter. Once the water level reaches 4.5 NAVD our site work contractor will be mobilized and staged onsite. If this occurs during normal construction hours, TriBridge will contact: First: Jim Rigsby 904-838-8076 Second: Kayle Moore 904-400-5037 If this occurs during non-construction hours, COAB will contact: First: Jim McFauls 904-219-9934 Second: Mike McPhail 678-641-6846 Third: Justin Williams 904-705-6963 Fourth: Dave Weissman 404-451-3283 At which point, the COAB and TriBridge will meet onsite to monitor the rising water levels. If the water level in the church pond continues to rise to 5.0 NAVD, TriBridge (Jim McFauls/Mike McPhaii/David Weissman) and the COAB Public Works Department {Don Jacobovitz/Kayle Moore-other senior contacts to be provided by COAB) will determine together if current weather and tidal conditions require the dike to be demolished; TriBridge will agree to follow the desires of the COAB Public Works Department designated contacts. Demolishing the dike will cause a delay in the previously agreed upon construction timeline of the dog park improvements. COAB will agree to extend dog park closure should weather events AGENDA ITEM 1A NOVEMBER 14, 2016 require that this plan be implemented; TriBridge and COAB Public Works Department will work together to determine the length of any delays incurred. 3. We will provide the results of our turbidity tests as soon as the results are available (we should have these tomorrow-Thursday 8/25}. 4. Lastly, the temporary dike that was constructed on the east side of Aquatic Drive will be removed before the weekend.