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under
the behalf, indivisible,
with liberty and justice for all.
Mayor Williams? Here. Deputy Mayor Goins? ‸ Here.
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Here.
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Warner?
Here. City Attorney Garganese? Here. And Interim City Manager here.
Here.
Thank you.
‸ Thank you, ma'am.
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Okay. Okay. Mr. Mayor, members of City Council, thank you for being here tonight. Essentially, we have been working, I can get the video switched there. We've been working to implement a law that has been brought down by the federal government related to the public health emergency and employers. And that was passed ‸ and signed into law by the president on March 18th.
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And what that does is that requires certain employers to provide their employees with paid sick leave and expanded family medical leave for specified reasons related to COVID-19. Especially when considering those that are unable to work due to telework being available.
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So it's taken us through the entire year. And what it does is it amends the Family Medical Leave Act and applies this regulation to employers with 500 or fewer employees as well as local governments. We are not exempted from this law. And so we have had to develop personnel policies consistent with the law that we can apply to our own employees during this public health emergency.
And
there are exclusions under this law. And that's really the purpose of us being here ‸ tonight. So we can discuss what's covered under the law and what may be excluded under the law as we ‸ provide essential municipal services here in local government. And the federal government has recognized that.
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exempted under the law. Now, we have certainly interpreted that from our own service delivery perspective, what we believe to be consistent with the law as well as consistent with our sister cities. There are two elements under the Act. The first one is paid sick leave. It ensures that all employees are eligible for 80 hours of paid sick leave under the Act. And that is for those employees that are exhibiting symptoms, have a positive test, have ‸ under doctor's orders to quarantine. They have essentially 80 hours under this Act of paid sick leave. And so that we must comply with. We've done some work in ‸ the background to make that happen with our pay code system so we can track that in the event that there would be FEMA reimbursement under this Act.
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is. There is a second component to the paid sick leave as well. If that employee needs to look after a sick family member or child, they're also eligible for those 80 hours. And that's at a
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Okay, the second component is an expanded family medical leave. And what that is is that's under the Family Medical Leave Act. This is extending that for this public health emergency in that the employee is eligible for up to 10 weeks, 12 weeks total if you include the paid sick leave, but 10 weeks of two thirds pay to care for a minor child, sick child or if their child is out of school or daycare.
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that you're probably already seeing the operational impact that we may have under this Act. And while at the same time weighing those impacts to our employees to be able to provide them the ability to be home with their families, care for their families in the event that they're sick, also take care of themselves and not be financially harmed.
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something that we believe in
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do. Okay, under the Act, it does state that emergency responders can be exempt from the law. Now, emergency responders, you can see the definition on the screen there is quite lengthy. But for our purposes, I've highlighted those positions that are directly associated with our operations that includes law enforcement officers, firefighters, ‸ emergency medical services personnel, medical technicians, paramedics, 911 operators and public works personnel. What's most
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question within this is the public works personnel. It doesn't specifically list utilities personnel, which we all know providing safe potable water to our customers is an essential life's need. And so we did interpret that to include utility employees. And I think largely in the industry, not
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the country, utilities sometimes fall under public works or considered public works. So what we've done is we have ‸ identified citywide those positions that we would be seeking exemption under this law as an emergency responder. If you would like to take a few minutes to review those positions and have any questions, I'd be happy to answer those.
Okay.
So that should be customer services field representative.
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It's the same list we have here?
Yes. With this one change.
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Excuse me.
Yes ma'am.
So something like...
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They're not an emergency responder... But essential... They come under essential services... Is that how that works?
Certainly... And if you recall under this act, I covered it pretty quickly, but they're allowed to telework. So they would be exempt under the act from that perspective.
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event an emergency responder with the amount of technology we need to use to communicate amongst one another.
‸ Is everybody good on this? ‸ Got it.
So we just need city council approval. We can wrap that up into the policy so we can send that out to employees tomorrow. And then we can begin work at the department level related to their operations, shifts, whatever changes may occur as related to this act.
Okay.
You need a motion on these?
Yep. To approve these positions as emergency responders under the Family First Coronavirus Response Act.
Are all of these emergency responders on, normally when we have an emergency or hurricane,
are
they also, are they all aware that they're emergency responders?
This is somewhat of a unique event. But as we found with hurricanes, while we do stage some of our utility employees, and then they're all essential, they don't always, they're not all staged, awaiting a response as the hurricane's coming in. They're ‸ available to respond as soon as possible afterwards, just like our public works, community services staff that does damage assessment. And so,
in
this particular case, the event is here, it's happening, it's like the hurricane sitting over us for a time period that we don't even know. And so, under that type of event, we've identified these positions that we believe are essential for the city to be able to continue to provide our core services.
Yeah, everything here is related to a service that we provide, either through utilities, public works, or police and fire and IT.
And I would like to add that, even though they're exempt under this act as emergency responders,
at the department level, if they have a personal issue at home, we are going to work with them to ensure that we have minimum staffing and allow that type of leave in that situation. So it's not a hard line that we're drawing with this, but we want
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we can still meet the needs of our citizens and customers.
Okay,
the apprentice operator, so that's somebody in training?
That's right, yep, and they have to be present, if I'm not mistaken, Jack, with a lead operator.
Okay, so the idea there is that you're developing backup all the time. Oh, okay, so that's like a normal, that's not like an apprentice. It's not like an apprentice.
‸ But they need to be there if they want to get their license, so.
Yeah,
okay.
Okay, can you get a motion or?
Motion to approve this list of emergency responder positions for the city of Coco's emergency paid sick leave policy.
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All in favor signify by saying aye. Aye. Aye.
Aye.
Opposed? That passes unanimously.
Okay, and then what we have next related to this act is obviously implementation. We're going to get that out to our employees and then answer any questions they may have. We'll also be doing some time card training within the departments because, well, it seems pretty basic on face value. There's a lot that goes into it on the back end to ensure that we're tracking it for potential reimbursement or just to know what the impact of this event was to the city. Okay. You may have heard yesterday, I think you're all aware, that the governor approved an executive order essentially declaring a safer at home order. And under that order, the provisions of this law are exempt.
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under that order as, you know, essential services, it's exempt. And so what we need to really look for and why it's important that it was passed today is that eventually this order that the governor has is going to expire, whether it's extended, eventually it expires, but this act from the federal government continues until December 31st, 2020.
And
so at such time that that ends, this policy would pick up in full force and effect. So I just want to make sure you are aware of that.
Okay.
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I just have a quick question, Matt. You've had ‸ meetings with our collective bargaining units on this and they're aware of exactly what it is we're doing.
Yes, we've actually spoken with each collective bargaining unit with the exception of
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Okay. So everybody understands what's going on. Okay. Thank you.
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So is there, I know it says bona fide events. ‸ Do we have any sort of, do we require any sort of verification when people take leave?
Yeah. For instance,
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we would require that documentation, not only just for that first week, but for the 10 week period, if that's what they were seeking. And so, yes, that is a piece of the documentation that we would need. And like a doctor's note if they were. ‸ Doctor's note, if they had a positive test, any of that information. Okay.
Okay.
And
those things still fall under HIPAA, so they're still, okay.
Yeah.
Okay. Can I have a motion?
A motion. On the resolution.
To
approve the
resolution, yes.
Oh. A motion to approve. Second.
We
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A second from Councilwoman Warner. All in favor signify by saying aye. Aye. Aye.
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Opposed?
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unanimously. Okay, Matt, that's your two items, but I had a couple of questions here real quick, if you don't mind.
Yeah, unless there was more. ‸ Yeah, I wanted to provide, and this is probably where you're going to be going with your question, I would guess, hopefully we can get it answered here. Okay. But I also wanted
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the kind of the impact of the governor's executive order is,
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and essentially it's providing that all persons in Florida shall limit their movement and personal interactions outside of their home to only those necessary to obtain or provide essential services or conduct essential activities.
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Now I'm going to have the departments go over their individual changes in the way they're going to conduct their operations starting Monday, and so you kind of get an overview of that and understand that we're still going to continue to provide our city services, but at the same time we're going to follow the intent of this order to try to increase that social distancing and reduce the spread amongst our employees, and so they'll provide that overview. A couple of things that I'll cover real quickly related to that executive order that there's some questions out there. One of them is essential and non-essential businesses. Possibly some of you have received phone calls from some of our local businesses services requesting or trying to understand why they weren't deemed essential or non-essential, and basically the ‸ governor had since there were a lot of questions out there, and they ‸ ordered prohibit local government from well, ‸ second ‸ he did a follow-up order because there were so many questions related to that.
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that did was that preempted all local governments from coming up with their own lists. And so in order for a business, if they're interested in getting on that list,
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and they're the ones that maintain that essential services list. And so if you do get questions related to that, you know, you need to refer them to the state level because it's been taken out of our hands at this point.
The questions I've gotten so far are just kind of like gray areas. You know, some of my services might be essential. Some of them are I'm not sure if I fall in which category I fall in. So that's what I've been telling them is to look at the governor's order, and if they're still not sure, they need to talk to the state.
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of online business. So they shut the doors to the public, but
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and do their online stuff, communicate back and forth.
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Yeah, and that's what I told them. Yeah.
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would enforce that to know that they're open but then they're going to find them online.
Yeah.
Another item that I would be seeking council direction on was related to our parks.
Um,
with this, uh, executive order from the governor, it, uh, clearly states, uh, that a,
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space. And so that can be very challenging to enforce, but, uh, what we'd be seeking direction from city council on is not closure of our parks, but limiting the use of our parks to pedestrian pass through only. So if someone wants to walk their dog, if someone wants to go for a walk around the park, they can still do that activity, but gathering, uh, at the site would be prohibited under this act or this order. And then the second component is closure of the, the parking areas and restrooms. I can tell you that, uh, between Brevard County, uh, they, they certainly have supplies right now, but for the city, we have about a day or two of supplies left that we could actually stock our restrooms, uh, with toilet paper and the proper sanitation. ‸ So without those, the proper sanitation in the restrooms, I think under this public health emergency, you need to close the restrooms until we can get more supplies. But, uh, that, uh, direction we need from you all and how you'd like us to approach that.
Uh,
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I'll tell you my take on provost.
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My, my concern with closing the restrooms down here in the village is, um, and maybe the chief can answer this. Do we still have homeless hanging out down here? Because if we don't have an open restroom down here, we're going to have a bigger problem than no toilet paper. So if we do still have homeless
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and we haven't found a safe place for them, then I don't want to close both bathrooms. Um, we want to close one.
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homeless that normally live here in the village, I'm fine with it. But that's, that's definitely a concern to me closing the bathrooms. If we still have people living down here in the park and in the village. So that's my only concern.
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gets the most use, which probably the chief can tell you better. But, um, yeah,
I
can't see taking a bathroom away from people who might be living down here in the village.
And.
The county's not closing boat ramps. And so we're going to have people over at Lee winter. You know, if they can get in there, they're going to be looking for places to get those boats in. So yeah, it's definitely something we're definitely going to have to pay close attention to.
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but it didn't look like it was when you were doing your video chief. It didn't look like it was a big crowd over there.
It
was just a few people who normally hang out there and chat.
Yeah,
I know we had a big gathering up on Grissom Parkway right on the side of the road up there the other day. There was some debate over whether they were on the county property or the city property.
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I really haven't seen that it's a problem with people gathering. So I don't know. It's up. I mean, for me, it's up to you guys. If you think it's a problem, yeah, we'll do whatever we have to do, but I haven't seen it as a problem yet.
And I know Brian is on the line. Brian, can you maybe speak to some of the supplies that we still have that would be available to serve those restrooms?
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to probably
a day or
two. We have stung at
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the city, ‸ just, just for that to continue to happen.
Well, maybe we don't stock it, but we leave the doors open or, or we just pass out a roll to everybody who's living down there, you know, I don't have to keep their own whatever, but, but yeah, lock,
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huge problem.
Definitely my goal.
I think we all aware that this is, this is a complex problem all the way around. ‸ It's like what she was stating about the closing the restrooms. But I got a few calls from wives and girlfriends of the guys who are at the parks, who have more care about them bringing things back home. That sometime the men just being men, they're not thinking about it. They don't care. They don't think it's a big deal. They think it's blown out of proportion, but you know, the mother of these households are concerned. And so I got a call
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they're concerned about why, why are we not shutting it down? Why are we not taking it serious? Why, you know, I know it's going to be a difficult thing, but at the same time, we have to make a statement that we're taking it serious as well. I do know about, how many walkable parks do we have with trails or so forth in downtown?
Just a couple.
Ponds.
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Some folks might go up there.
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Well,
and we've got Anderson Park over on Fisk, and there are some kids over there playing basketball, but they probably shouldn't be.
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usually just two or three kids together. They're going to play together in the neighborhood anyway.
juni
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Rios has a trail around the back. I'm
not sure. ‸ I just, yeah, mostly downtown ‸ areas, but ‸ I know ‸ it's going to be tough to pick and choose which part
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not, and ‸ that's the issue,
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not.
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orange fence and they ‸ lock down ‸ the playground area because they've seen
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because they have nothing to do because school is ‸ out. So we have to make some kind of effort. I know that effort may be tough to enforce, but we have to do something. I don't know what that something is. ‸ Maybe staff to answer that question, but we must do something. I know that because you have a lot of concerned people.
I
mean, it's getting serious. I mean, at first it was one person and now we're at 30 plus with no tests really, you know, so I think we need to the decision that we're going to make is going to be uncomfortable. Everybody's not going to like it, but we're trying to save people as well, you know. Sometimes we have to save people from themselves. So that's just my ‸ concern is, ‸ again, sometimes a lot of the men not really thinking and they're out there just doing whatever ‸ they may be doing hand to hand. They're not six feet apart, you know. I mean,
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It was yesterday and it was, you know, 50, 60 people out there because the county came
out
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there. And took all the benches and their chairs away yesterday. So I guess that's what the county is trying to do now to kind of slow it down. But you take a chair, they're going to bring another chair or a cooler or a bucket or whatever.
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but we have to show, you know, that we, you know, we care about it. So I don't know how council feels about closing the park down, but that's a really hard decision that we're going to have to make. I don't know what that may be. So ‸ what do y'all think about it?
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Alex saying was that ‸ we have some differences in our parks. And the parks that have the potential for exercise or activities other than just hanging out.
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no trails, no activities.
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morning and walk and exercise and do their yoga or whatever. Right. You've got Juni Rios where the people in that neighborhood walk their dogs. You've got Anderson with the kids playing. You've got a couple of other parks that have playgrounds in them.
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going on, there's really nothing there to do. There's no, there's no activity.
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hang out? I mean, it's not like there's a walking trail.
But
it's not. Yeah, there's no walking trail. There's no, there's no basketball hoops or.
They have basketball and it's some kids that come and normally it's mostly adults.
Well, then.
They
go down.
Yeah, okay. ‸ I thought you were saying there's a difference and we need to ‸ maybe look at each park individually. And I don't, I mean, can we do that?
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It
just, it's been my experience that it's viewed as preferential treatment in the community.
Yeah.
We did some research as far as within Brevard County. There are a few cities that have closed their restrooms and parking. Those are largely associated with beach traffic. And then there's, there's a mix.
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But across the state, it's a big issue right now. There's a lot of message boards going on. You know, when you do close the parks, there's a lot of upset folks. As far as the restrooms, even though the park may be passive for recreational use, closing the restrooms is kind of a sign of closure to some extent.
Is there any mainland cities that have closed down parks that you're aware of?
Playgrounds and some of the parking areas,
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Other than the special needs park in West Melbourne. Yeah. Escape parks. Just because they don't have employees they can watch to see if there's more than 10 in there.
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than 10 people.
Oh, yeah.
Well, and.
Oh, yeah, for sure.
Wasn't, weren't officers going through and reminding people about social distancing?
I think.
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4?
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homeless. But also I wanted to ask if anybody knows or ‸ they've been following the stats, the demographics, and why men are so much more affected by this than women. ‸ I mean it was like
three
quarters of, is that what it is? Really?
Yeah.
Well,
it's kind of interesting. Well, actually it's like disparity. Well, and the men die at a higher rate than the women. Yeah. Forget it. Yeah. Yeah. If I was a man, I'd stay home. Maybe you need to put that sign up.
Yeah. Because that might get them to stay home.
Because
yeah, it's definitely. I would be concerned about about the idea that we were targeting one particular area versus ‸ another.
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to come walking through this park when that's the only place they have to exercise. You know, so I mean. Yeah.
Maybe what about, I'm sorry. ‸ I
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my life. ‸ But I know it's not ‸ really a good thing that they did with the county when they closed a certain portion and they said they weren't going to enforce it.
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whatever. We can't stop everybody. We're definitely not going to haul everybody to jail. That's not really what our plan is.
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like, hey, look, you need to stay home. ‸ You need to not be here with 50 people. That's not what, you know.
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I mean, is it a pavilion that we could maybe
fence off the pavilion?
If we
fence off one, they're going to the other.
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they're
going
to slide to another one.
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If you close down, it's ‸ complex.
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it's like rolling dice. You know, ‸ that's the issue is whatever you close down,
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else because they don't want to be home. ‸ I don't know what the situation is. But
‸ whatever we do, we need to be consistent about it because, you know, if we need to shut the restrooms down, we need to lock the gates, plain
and simple, and just put in there. If you want to come
through here,
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you want to walk through, you want to exercise, that's fine and dandy, But no more gathering because I just drove through Provost Park and ‸ the parking lot was literally full.
it's
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packed. Just so you know,
Palm Bay has shut down, ‸ Palm Bay has shut down their restrooms and parking lots. Their parks are still open, so it's the same concept, but they are shutting, they have already shut down their restrooms and parking lots.
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are going during these times right now. They're going to Provost Park.
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there, and there was probably about a half a dozen vehicles parked around. It's been folks standing in line to order food as well as the parking lot being full as well. So do
you think
setting
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the parking lot at Provost and shutting the bathrooms would help?
I think shutting the park, shutting the bathrooms and just tell them that if you're just going to pass through, walk through, you want to walk around here and exercise, that's fine, but no hanging out.
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some of these folks to do the things that they need to do because there's evidence they're not going to do it.
‸ Well, I don't think that would be a problem for any of our other parks to tell people, you know, you can come to the park and exercise and do your thing. Just, you know, do what you've got to do and move on.
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as far as the homeless
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I mean, it's, I ‸ mean, we can't, ‸ most of the businesses are closed downtown. So if you're hanging out downtown, then you have no business really just hanging out downtown. I mean, they want you off the streets or if you're in a camp, they want you in a camp somewhere and they want you to stay stationary in that camp. And so, I mean, we got to do what we got to do because I'm telling you, the ‸ toilet paper, the sanitizers, all disappearing everywhere.
Yes, ma'am.
Yes, sir.
Thank you, Mayor. I just want to just expand upon your comment about the city being proactive regarding social gathering and public places. You know, as everyone's aware, the governor issued the executive order yesterday, safer at home. and that requires Floridians to limit their movement and personal interactions outside of their home only to those things that are necessary to obtain or provide essential services or conduct essential activities. So, most people, if not all people, that are going to city parks or any other public places are not going there to really provide essential services. So, under this order, members of the public must be there to conduct essential activities. And essential activities are defined in the order.
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essential activities that we're allowed to do, and that's to participate in recreational activities consistent with social distancing guidelines such as walking, biking, hiking, fishing, hunting, running, or swimming. Now, the order also goes on,
and
this is the point I want to make. It also says a social gathering in a public place is not an essential activity. Local jurisdictions shall, and I underscore shall, ensure that groups of people greater than 10 are not permitted to congregate in any public space. That provision, I read, to mean that the city has an affirmative obligation as a local jurisdiction to ensure that groups of people are not, of greater than 10 are not congregating in public spaces such as public parks. So, I think your point is, I think is well taken, Mayor, that, you
know,
the city needs to be proactive ‸ regarding these social type gatherings that may be occurring in a public ‸ space.
Thank you, sir.
Well,
fine.
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put on that variable message board. And
I'm
not saying that you
close the park, but I'm saying that there may be instances where the park becomes so crowded that it's just running counter to all of the social distancing guidelines that have been promulgated by federal and state public health authorities.
Yeah. Yeah. And the message we kind of wanted to state there at Provost Park on that variable message display was that
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only.
Okay. That works for me.
So now the question is enforcement. So that's, I mean, because you could have the board all day long, but is that going to stop 50, 60, 70 people at 4.30 p.m.? No. So we have to have some enforcement.
you
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have to have, I mean, at least all of us are coming through
to
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every now and then, every hour,
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just saying,
you
know, hey, look, when I see 10 or more, hey, look, you have to go. This is what we have to do. ‸ Even if it comes off as you're harassing, you're trying to save
people
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life. So even though some people are not going to see it that way, but that's what we're trying to do, essentially, is to save other people from themselves. So...
Can I make a suggestion? Since, you know, Lorraine and I have both done our videos about water and ‸ protection, why don't you do a video about ‸ stay your butt at home?
‸ You
got a wife and kids, go home and take care of your wife and kids and quit hanging out in the park because
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I take
that challenge.
Okay.
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Selfie video.
But I think Chief
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and the office is going to have some issues with this. I think
everybody's
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going through this. Definitely.
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it's crazy. I mean,
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they're on
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of the highway. I mean, it's nuts in some places because they're not taking it serious.
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They had like eight or nine tents put up and there were, people were everywhere. There were probably
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Wow.
Yeah. Right on the side of the road.
Well, Matt, you kind of got to understand the right of.
Yeah,
we
can proceed forward. if the park has a closure, a gate closure for the parking area.
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And then the chief and his officers can observe those parks for folks gathering, large gatherings taking place in those parks.
What are we, what are we doing for employees that are over 65? and
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we did ‸ through the departments evaluate the staff that would be considered at risk either through a health condition or, you know, meeting those other requirements as published by the CDC and then looking for a way to either offer telework or some other form. And when we did accommodate a number of individuals, there were some that also went out under the prior sick leave policy that the city had adopted.
so,
yeah, we took it pretty seriously early on to try to safeguard those employees.
And one last question. I've noticed that,
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because they're home, but I'm seeing a lot of piles of furniture and garbage outside the roads and ‸ they're out there for long periods of time and of course some of the kids are getting into some of the stuff and knocking them in the roads or whatever the case might be. and I don't know ‸ how waste management is running. I know that you're supposed to call when you have bulk stuff like that but
I just... Yeah, so I included ‸ there's a letter from waste management up on the dais in your packet there. and ‸ essentially it's a letter from waste management declaring force majeure under the our current contract with them related to this event.
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any operational impacts And at such time that they would, they would provide us notice so we could get that out to our residents, but
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garbage service as well.
Now, what do we do when they don't have a... let's say that the home is vacant and all
the
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stuff was put outside the road, there's no water bill. You see that? That's what... we deal
with those instances fairly often to include someone that puts the debris across the street with a vacant lot with no account as well and fortunately, waste management has been a pretty good partner in taking care of that with our request And in some instances, we've used our own staff to clean that up as well.
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All
these kids and people that walk in and there's just garbage everywhere.
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horrible. Oh
yeah. Yeah.
Yeah, it's
bad. Yeah, I
want
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to reach out to some folks to do a pickup, but I realized
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at this time. ‸ Yeah.
No, I'd be happy if people would just tell their kids that ‸ our storm drains are not trash cans. ‸ because I've watched them throw their trash in the storm drains.
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And one of the things that's been happening is people have been doing more yard work too. So there are piles of a yard waste. and I noticed that suspension of non-essential waste collection will take place So is that something we need to start messaging? Is there a place that we can get that word out?
Yeah.
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I
had not heard that they it's on this letter. So
we just got today I guess, right?
Yeah, they just sent that
this afternoon. And we're still pushing the census, right? For sure.
Yeah, we actually gave all those stickers out for the kids in all the lunches, so the Boys and Girls Club's getting stickers and still pushing the message about the census.
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social media,
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the census. Some non-profits are trying to get the word out.
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of
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your personal social media pages that if you took the census already and maybe talk about how long it took you because a lot of times it's only taking about at most 10 minutes to complete.
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you that will definitely help.
So Matt, they haven't decided to do any of this stuff yet, but there's a possibility that they might. That's correct.
providing you notice if they were to fall under any of those conditions.
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So
they haven't decided to suspend any yet, but they might. ‸ So if we could will they give us ample
warning?
They
will provide us notice and we will promote that to our citizens as best we can.
Okay.
Is that it, sir? We did have another item. ‸ Rebecca, would you like to present that resolution for their consideration? Oh, I
believe that might be
Oh,
okay. I think are they up there?
Carrie, do they have
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Okay. So one last item that we had in reference to all this that's going on that Matt has spoken about if you'll recall the emergencies that we normally have is something like a hurricane and so we declare, you declare a state of emergency, and under that state of emergency it invokes a different way of paying the employees, because at that point in time we send some employees home and then some that are on the essential list that you just approved, still have to report to work because we do have operations like utilities that are 24-7 so ‸ we can't just shut the plants down and everyone goes home.
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and as Matt said we're all going to give our reports of what we're doing, but a large majority of the staff can telecommute so the employees are still continuing to work. However, as this situation progresses we may get into a situation where there isn't work that's going to occupy the employees' time for a full day, because productivity is going to wind up suffering.
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pretty much of phone calls but as time goes on, they may be experiencing less phone calls so there's not enough work to fill the employees' time. So
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City Hall, under that emergency pay declaration or emergency declaration is the ability to pay the employees who are sitting at home not working essentially. But we don't have that situation here. What we have in this situation is that there may be times that some employees may not be able to put in a full day's work. and so in
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wages in such an amount that would supplement the hours that the employees are able to work in order for the employee to attain their regularly scheduled work hours during the implementation of this executive order from the governor. So essentially if like some public works and some of
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they may be on rotational shifts that they work for three days and they stay home for two days. we're trying not to financially harm the employees so we're requesting approval to go ahead and supplement the time that they worked to get them up to what their regular schedule was And that would be the same like with police and fire if they had to do something because they're on like 12-hour shifts or 24-hour shifts the desire is just to make sure that the employees are not financially harmed. So
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this is not a state of emergency. where emergency pay is not being invoked but we're requesting approval of this resolution to allow the ‸ city essentially council to pay the employees basically their regular paycheck whatever that may be, during this time.
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hours those are and ‸ are we looking at other things that people can do, alternatives to
Yes all of us department directors have been looking
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wouldn't normally have
it's
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the time my staff I've been talking to them about time to do projects, things that we haven't been able to get to because there's always a backlog of work I'm sure for everyone somewhere so
we are
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encouraging
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but as the situation has evolved we kind of realize well, wait a minute. ‸ for the next month, we don't know what's going to happen And
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this in place, then we can get to the point where employees are going to lose pay
thank you ma'am
motion to approve
We got a motion from councilwoman warner second
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all in favor signify by saying aye aye aye aye opposed it passes unanimously
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have we made progress in terms of more people working at home or yes are we going to have reports should I wait for I
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employees remotely connected with 60 employees that have completed the training to telework and then a total of 95 forms have been submitted at this point so we're looking
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employees approved for telework some of the directors that do telework right now may not have filled out their
forms,
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submitted them like myself I haven't filled one out for myself. So we can probably expect to see those numbers go up yet. just a couple other items to get council direction we are currently in the process of publishing the second quarter FYI while it's not been completed yet this does present an opportunity for city council to send a mailer to every citizen with information related to COVID-19 and provide those resources that the city provides so they understand our role in public health emergency and that we're going to be there for them but also at the same time allowing them to connect to the resources that are available to them at the state and federal level and
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I believe you have it up there on the
dice
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if you'd like us to proceed with that we can go with that I
think definitely we probably the biggest complaint that I see and hear on social media is that governments are not communicating with their residents you know the county especially people were up in arms over the county so anything that we can do to communicate definitely helps
yeah this is
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but I'll wait until after this because all this stuff's going on that's why
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yeah that's something I've gotten was a lot of folks here wonder
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not on
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trying to explain it to them that it doesn't work that way ‸ but anyway it's just there's been some little issues but I think we've been doing a good job of handling them so if
you submit your selfie videos we
could
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see if Samantha or Rachel could put their ‸ background yeah yeah yeah I like that one
yes ma'am
is well we have an opportunity to talk with you ‸ I really think some of the wording on this needs to change ‸ and some of the emphasis ‸ and maybe I mean I think it's great it's going to be nice put it on your refrigerator but I'd like an opportunity to look at it and my big concern is just when we talk about when we talk about in our
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you know getting a short sweet simple message repeated over and over and over again but when we talk about the services we deliver I understand what we mean here when we say the city's main priority priority is
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I get that but our real goals municipality is serving and protecting our citizens we want to keep our employees safe minimize their risk because they need to service our employees let's be real clear about as a city that
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so ‸ are
you wanting to change just reverse the order of it it could
probably be stated a little bit differently but I mean ‸ we talked about this earlier that it's really important that I know we had on the website we've got the priorities listed I'd just like us to be a little ‸ more sensitive to how that might be perceived okay
This is just a draft so yes we can definitely there are some tweaks that I'm still making notes on to make but I just wanted to give you guys a mock-up so you could see what we're planning to do. So this will be a like a postcard size mailer that goes out to all the residents similar to how our FYI newsletter goes out so this quarter we would forgo doing the newsletter and instead send out the mailer which would have contact information
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citizens not correct not water customers correct
and then
all water when
you need an input by you need
to buy
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when
I'd like to get this to them tomorrow so we can have this printed and sent out by next some ‸ point next week
because another big question that I've had and ‸ so on folks are sending me messages and emails what was referenced to ‸ what is the council doing what is the staff doing ‸ they think that we were actually accused of sitting behind our desk hiding ‸ which is kind of ridiculous because some of us have been out in the community you know so we
have ‸ you know the big thing for this is really to give certain information ‸ but really to push them to the website which has information and it has an FAQs page which covers those questions so we won't be able to cover everything on this mailer so we need to really think about what is most important to put in here and then really push everybody to the webpage which has all of the questions that we've been gathering
yeah
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this right here I mean it doesn't
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yeah there's so much going on I mean with the schools and different programs out there that are offering food and stuff that people don't know about and we've been trying to get it out to them and and just a lot of information that's still available that folks don't know about
and in my conversation with Sam this morning I was really because I've been looking at the website daily and but you know you look at the website you look at that front page you don't necessarily scroll down we've got about five pages of information and it's all really good stuff that I don't think the average bear may not do all the scrolling I don't know if it's feasible to do some sort of bullets up front links to information that's further down on the scroll
it's kind of like the state website when you first in the counties when you first look at it you're like oh and
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and if you go to the county's website it's it's like two pages down before you get to what you're actually looking for and there is a banner at the top but if you click on that banner it doesn't really do anything
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so we
can I mean what we can do is we can put put them separate pages together with like information and then it would link on that main page so if they wanted information about businesses they would click on a link and it would send them to a different page if they want information on school closures send them to a different page so we can set that up that way. It is pretty much broken up into sections right now but you again you do have to scroll down to get that information
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like a hurricane page you can still access the main page it's behind it but it comes up with say a COVID-19 response page something we could look at as this progresses but that's a way where there's no navigation to anything
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their face so I
would say the majority of the people going to our web page right now that's what they're looking for is information on the pandemic
yeah and see there's a lot large portion of our community that don't have web access
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Flag: numbers, amounts, negation or names differ between the machine readings · 01:02:44–01:02:46 · unresolved: the words are not shown (unclear audio); listen to the recording
why it's so important to get as much information out when we send us something like this out to everyone so and
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for the health department because and and CDC information because that's really where they're going to get a bulk of their information yeah but they
don't you call those numbers and you're not getting information that you know that's not that simple I've tried so
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know the majority questions that we've been getting are utilities related how am I paying for my water bill if I can't come in so that's why we included that but if there's something else that you guys think would be you know more important we can definitely look at that instead but you know we want this to be something that they keep for informational purposes
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the website
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what is it that we're putting in there So we just have to decide what is most important and what is going to get most used so
Is there a way to explain I know I talked to you about this yesterday about ‸ the credit card fee. Explain it in a simple short sentence Exactly what it is because you're getting some people like
‸ that
may be facing losing their jobs and things like that with two dollars in whatever sense it is they're worried about it to explain to them that it's not ‸ going to the city of Coco
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but I think what's most important is to really show them the other ways they can pay without having to do that fee so instead of going into detail about what that fee is I think it's more important to say that you can there's other ways you can pay without assessing a fee And we have that included in here
okay
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I say I think the most information that we've been getting and feedback we've been getting is about how do I still utilize city services
and I was going to say that I mean this is this is the third state of emergency that I've been in and reflecting back on those you know there's Hurricane Hugo
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and this and what I realized is that there are phases there are always phases to it you know like with Hugo there were the snakes came out, the bees attacked there are different phases and right now at least initially it was utilities ‸ information that people may have been most interested in but it's going to keep changing as time goes on. So,
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for a while. And we're going to be a state of emergency for at least a month. different than
hurricanes
you know where they come and go and you can watch them. We'll be watching this, but in a different way
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right now so
but anyway ‸ this is all well and good but the recovery is going to be the biggie. but anyway Mr. City Manager
Yeah, so if you could get those comments to Samantha we'll make the adjustments and get that in the mail as soon as possible so the residents have it sooner than later before the more significant impacts of this virus are being felt I do want to mention that I mean it's a professional looking document that she literally created in a half a day. So it's really good work
does
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I know they changed the locks one time. so ‸ I'm
not sure
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okay
okay so either way we'll get the key to that so we still have control during this executive order period and with that if there are no questions related to that, we'll go ahead and You got one more?
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[unclear audio ▶]
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to
ask because you know thinking about phases of an emergency right now Chief Lamb may be the face of this, but very soon it may be
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where we experience more opportunistic crime Have you seen any signs of that or...
oh yeah
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that we're seeing now is that there's so many people out, so many kids home, there's so many people ‸ don't have a lot of things to do that they're becoming a lot of it's becoming mischief You know,
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walking around you know, kind of aimlessly because there's not a whole lot of people in the village I think a big thing that that changed our village was the fact that we had pretty much large groups of people in that village all the time. Now when you drive through the village there's nobody here I mean it's very, very, very limited with the amount of people. So, yes, it is going to cause the ability or the opportunity and we always say this I mean
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so
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of our local businesses you know put out information through social media to make sure, you know, if you are closing up,
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make sure you lock the doors I've even thought about in the future maybe coming up with a way that the businesses could let us know, hey, by the way, we are closed. these businesses are closed.
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‸ that so that we'll know especially for our late evening shift guys and midnight shift people, that they can go around and check the businesses throughout the night that
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obviously we encourage, you know, all of our business to put up security cameras, to have, you know, alarms and stuff like that. But, yeah there definitely is the the ability for crimes of opportunity car
burglaries
yeah that's I mean that's that's a regular I mean that's, you know, is is one of those that's kind of, you know, it goes in ebbs and flows I mean you'll see neighborhoods will get hit. We won't have them for a while. But, yes, now that there's a lot of people with nothing to do, especially some of our youth, yeah,
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Flag: a language review questioned the wording · 01:10:12–01:10:14 · unresolved: the words are not shown (unclear audio); listen to the recording
should
be a part of our messaging. Maybe we can squeeze that in somewhere. Our message boards, our social media.
Well, just even knowing people are home, they're gonna ‸ be scammers out there. Well,
now with this with the governor's order of stay at home, our officers have the opportunity anybody who's not at home, who's out on the streets. Well,
to a degree. Yeah. Well, there's
there's a lot of I mean that the stuff that you can do, there's a lot of stuff that you can do even with that order. And that's kind of the gonna ‸ be the hard thing I think for us is to, you know, who who is essential, who's not,
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there's going to be businesses that do stuff internally that don't have any kind of outside customers that are going to try to stay open, obviously I can't say that in a way I blame them I mean, they're going to try to stay open to try to keep their businesses going. So, you know,
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Flag: a language review questioned the wording · 01:11:14–01:11:16 · unresolved: the words are not shown (unclear audio); listen to the recording
and I had talked the other day about trying to look at tracking our calls for service from 2019
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to see if the calls for service, and we're going to do strictly just calls for service, not proactive, but calls for
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order and with what's going on now, as opposed to what
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trying to keep everything even and then just trying to, like say trying to stay ahead of it I guess as long as I'm up here I'll just go through our stuff real quick in the police department. were you know, again,
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We're looking at ways to have people telework they can,
do
and some people will have to come in periodically because there's a lot of things that we have to do, including myself. But
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that we do have that distancing so we don't have, because it's it's inevitable when there's a group of people in the building. They all want to go to one spot or they want to talk or they want to get together, and it's, you know, it's like everybody else. We forget that, oh you're supposed to be six feet apart, that you shouldn't be here. So we're really, really trying to work hard on that. We try
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minimum staffing right now as much as possible and alleviate some of our overlaps so that we're not overlapping shifts and this shift comes in contact with another shift. You know, my goal is is really is to try to do everything we can do to keep our ‸ officers from, and our staff from, you know
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virus. ‸ And then hopefully even if somebody does that, we can, you know, catch it quick enough and get them get them help and everything. But our goal is to keep them from contracting that virus. And the same thing is, you know, we don't want to, if somebody in the agency were to have it, and again, we're interacting with the public and everything else.
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of times now people are saying that you could have it and not and be asymptomatic. So you don't have symptoms of it or anything. So again, you know, we're telling the officers, even when they're dealing with the public, you know, six feet, we're asking them to have the public step outside the residences. Don't go inside houses if we don't have to. And then
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If an officer can call somebody back and take a report over the phone, we're going to try to do as much of that as we can to try to, again, to try to alleviate. And then social media, we're just trying to put everything we can out on social media, everything to do's and don'ts. We did some, you know, we did some things in the parks, you know, went down and talked to people, actually handed out flyers, did some different social media stuff in the parks I think it lasted for a couple days
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But we'll, you know, stay on top of it and just keep going at it until we get through this
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so
‸ we mentioned the scammers I noticed that on the Palm Bay ad ‸ that they talked about I thought that was good that they included a little messaging on the scam artists that are out there and opportunistically taking advantage of this. And maybe we've got other
opportunities to talk about that.
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and we included in the in the in the media release that, hey, look, at please, please don't go out there and hoard stuff I mean because it's making it difficult. And it's really, unfortunately it's making the biggest difficulty that we've seen is on our elderly. Because many of them don't understand you know I mean, a lot of us use the web, use the Internet. We can go and order groceries from
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Flag: numbers, amounts, negation or names differ between the machine readings · 01:15:05–01:15:06 · unresolved: the words are not shown (unclear audio); listen to the recording
stuff delivered. A lot of them can't do that. So if people are going in and in the shelves are barren
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there's nothing there for them.
So
that's why it would have been nice if the governor had given us a heads up before he made that announcement because it went it was crazy yesterday. it hit
hard yesterday
I was by
Sam's and I was like holy crap. It was
everywhere.
Yeah, they were all bad yesterday. It wasn't quite as bad today, but it was bad yesterday. but also
you know, it'll it'll go back around again and we'll get back to, because it was starting to level out a little bit. So hopefully,
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probably another week or so, but hopefully we'll get back.
Well I think the stores are helping by starting to limit ‸ the amount of things people can buy, too. So that that's helpful yeah.
And
if anybody has any questions or anything, please don't hesitate to call.
Okay. Mr. City Manager do you have any?
I just follow that up at the end I know
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that we can send out to you all related to the floor services. So you get an idea of what's happening and and how we're continuing to provide those services to our citizens. But let's turn it over to Chief Lamb to give you an event overview as well as what they're doing in the
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Matt had asked me to give an overview of basically where we're at and I got ‸ a briefing from the state EOC about two hours before I came here. Currently we're at 7,721 COVID-19 cases in the state of Florida that are positive have come out positive. 106 deaths have resulted from that.
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So
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The message that they're continuing to push is the same one that we're pushing here. Continue to practice social distancing. But most importantly the protection of our elderly. And I think you saw that both socially and with this disease going on and trying to protect them.
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Currently
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are from non- residents and 15 of those are hospitalized. Now to break that down even smaller, right here in the city
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So in all the county EOC meetings that we've been having every other day. It's been pushed out that it's definitely a social passing is what we're seeing.
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on. There's tough decisions to be made, but we're being proactive about it because we're basically socially passing this back and forth amongst ourselves. And it's not coming from the outside. So the more that we can do to limit that interaction and get people to follow the governor's orders and be safer at home.
I
think the quicker we'll get a reaction on this and start to slow the spread. So it's definitely a tough time. ‸ So all the departments we've sat down and had our EOC briefings with the city manager and there's been a lot of interaction and creative thought on what we do not only to protect our citizens, but help protect our employees. And that's one thing I'll have to say is even from utilities with Jack working with his crews and working with him. It's been one voice. We've all worked together. There's not been any division within departments. We're all coming up with ways if I've got this widget and your department needs that widget, come and get it, whether it's hand sanitizer, sad to say even toilet paper at this point. You know we're really doing the best that we can to try and look out for our employees at a really tough time. Common commodities are not that common anymore. more So just the creative ways that we're all coming up to work together has been tremendous, been absolutely tremendous. So as far as the fire department's concerned, we definitely took proactive measures when this began. We shut down all of our outside activities as far as doing PR events, fire inspections, things of that nature. We've even gone to closing the fire stations. When I say closing the fire stations,
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One of the things that we've come up that has come up lately and we've been working with Sam on is you know, people's hearts and the community are in the right place. and we saw it during 9-11. Certainly the first thing that they want to do is give back to the first responders or feel like they're doing something in the community to those people who are still out there continuing those services. We've had to limit that because again, that's another source of cross contamination contamination to our firefighters, to our police officers, even to our utility workers. While we understand their hearts in the right place, they want to bring food. They want to come by, drop off cards and those things.
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within our system. So we've had to even cut those things off. So we're continuing to research and go through both our state assets, our county assets, and
evil
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even here locally to continue to get the emergency medical equipment that we need for the response in this, whether it be gloves, gowns, N95
masks
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all those things.
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Mayor,
I
know you asked me to reach out to the Space Center. Certainly I have some comrades out there that work and they're seeing the exact same things that we are and trying to ‸ get these vital resources. So we're continuing to be vigilant on that. We're always going to be at a critical stocking level
in
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that, especially as this event continues to move on. And we're but we're going to continue to push forward on pushing every avenue that we have to ensure that we get those supplies here, not only for our responders at all levels, whether it be utilities or firefighters or police officers,
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So that's pretty much where we're at. ‸ I know I said that would be a brief, but I kind of went on.
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I
know churches have been exempt. Is there any way we can make contact with some of these churches to kind of maybe help them ‸ see if they, I don't know why they were exempt.
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So is there anything we can do as far as on that level to reach out to the pastors or secretaries? ‸ I don't really know.
Sure. Now, when you say they're exempt, understand they're exempt, but they still have to follow the CDC guidelines with the social ‸ distancing, all those things. And they're still encouraging congregation members who meet those requirements or those steps of 65 years or older, immune deficiencies, any of those things, not to attend those services. So they're telling them they can still have a service. They're encouraging to do them through video, any of those other sources that they can.
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church, they still have to meet the CDC requirements of being six foot apart, you know, doing all those things. But we can certainly, I know the governor was setting up a teleconference to kind of go over that with ‸ all of our religious leaders and stuff to kind of explain what that means. And I know the state's been trying to put ‸ something together
and
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kind of push it out also. But I'll continue to keep looking for that. And as soon as it gets out, I'll make sure that we push that to Samantha, but certainly reach out to our local pastors, because I think that's important for them to not only to be as much as I hate to say it, not only to be safe, you know, physically from this virus, but people want to be spiritually safe, too. ‸ And we've got to encourage that.
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have gone to social media.
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They're having them, but they're ‸ going through ‸ their pages or internet. Yeah.
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because they have like their praise, you know, musicians or their choir or something coming in to help with the service.
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Yeah.
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So especially some of our mega churches are really, they're happy to see that they can actually come into the building to do the service, but they're still encouraging their parishioners to, to watch it online.
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and still accomplish their mission, which is great. But I know we
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message, some with maybe congregations of only 40 or 50 people.
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So we definitely
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those.
Yeah.
I
was just going to ask about the gaps because I mean, that's the big frustration is what are the gaps? And we keep hearing that there are gaps, but they're, you know, the county has not been, has not really come out. Like, okay, how many beds do we have? What's the gap between the projected need? Sure. And that, that kind of data just isn't showing up anywhere. Yeah.
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your gap?
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is on the end of what I just spoke about is the N95 mask, the gowns, those personal protective items that everybody's seeing that gap right now, nationwide, not just statewide. And certainly we're putting those burn rates in. That's one of the things you have to do to the state on what your current supplies are now and what your needs are and your anticipated needs are going to be and what that burn rate is going to be. We put that burn rate in when we initially sent our request to the state on the 16th of March.
Okay.
Yes. 16th of March. And worked through that.
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can't give something that you can't get produced.
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And
I think what they're looking at overall, and I can't speak for the state, but just on some of the calls that I've been on, is these hot spots.
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where there is a huge need for that stuff and they're trying to address that right away. Get that material down there to them.
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on areas that they have some and it might not get them through, but we're not seeing as many cases. So we're having to concentrate those efforts. And I'll be honest with you,
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Came from Jacksonville.
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And he's doing tremendous things to ensure that we are getting equipment here in the state of Florida as fast as possible, but also pushing it out into those areas where it's just growing leaps and bounds to try to get ahead of this thing to keep it from spreading across the state like it did in other areas in the United States.
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So this really speaks
again to the need to flatten the curve, even though that's going to lengthen the amount of time that this virus takes to go through our community. It's going to mean we're more prepared to deal with it. Yes, ma'am. Absolutely. Well,
it's nice to hear that because one of the things that we're seeing is that, you know, other governors
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of what they're asking for from the federal government and some states are getting 5% and 17%. So it's nice to know that we have somebody here at the state that's making sure that those items that we're getting in those shipments are getting out to you.
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That's because I know some states are also having that problem.
They
may be getting the supplies in, but their ability to spread that
out is not
there. So I'm
glad
to know you have that connection.
Well, and I'll say the ‸ states are the county's EOC in our last conference call and I just got a call from their finance section two days ago and
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So they're making the movement now to go ahead and get with their vendors. They tallied up all the numbers for the county wide as far as what the resource requests were And
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and look at the financial impact of it on the back end going through FEMA or whatever they need to do.
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Now, in the last two weeks we've had two caches dropped off in the county.
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cache, that's material or equipment that's been asked for. They were very small. I mean, very small ‸ caches. And when you look at how large the state, right? Yes, ma'am.
This
is what's coming from the state. When you look at Brevard County and how large it is, you start figuring in your health care workers that are putting in state requests, law enforcement, fire, utilities. You know, it was very small. It did not go far. We luckily got in on some of that and started spreading it out. But ‸ even after we spread it out, it was six boxes of N95 masks, 30 masks per box. Once we split those out between us and law enforcement, that's not really a lot.
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guys. Where are they at in that whole picture? Where are my public works people at? You know, how do we make these things go further and last longer? So it's certainly an issue that's being addressed on the federal side. But I can promise you the state is not taking it laying down. And they are certainly like you said this morning, they are on the winning side of this. Our governor is doing a phenomenal job through the state emergency operations center of being able to acquire equipment way more than other states. It's just unfortunately having to go to these hot spots right now to try and contain this as quick as possible.
Are you getting a lot of emails from vendors reference to like the N95 masks and so forth? ‸ I'm
getting a lot of emails.
Okay.
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Yeah. A lot of those come in and we've been seeing that.
A
lot of those emails come in and as soon as you reach out and call them or you fill out the information, the email attracts you and it says, we can get these.
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got them in stock. We can get them to you within two to three weeks. You go through the process to fill it out.
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I can sit at the computer and start filling it out and go, I want these now. When you go to place the order, it says they will be drop shipped in May.
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Yeah.
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researching those still though to try and get that stuff as quick as we can and not wait for the state cash to come in. Because we certainly understand their struggles right now too.
Okay. So I want to add to your emails then.
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Brian, if you're on the line, if you want to provide just a brief overview of public works operations starting this next Monday.
Sure. Yeah. So starting next week, we're going to be reducing our operations by about 50%.
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We're splitting all our divisions into those two ships. And they'll essentially be working 40 on one week and 40 off the other and working four
times
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throughout those weeks. Our goal there is to really just separate our crews as much ‸ as possible while still trying to maintain somewhat of a level of service around the city.
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So far, it would take, it would take months for us to catch up and we're just not in a position to be able to do that.
Thank you, sir. Okay.
Jack, if you want to provide an overview of utilities. And just to talk while he's coming up related to our gaps. As far as what's in our purview, we may not be experiencing necessarily those gaps yet. And that's what the department directors have diligently done over the last few days since this order has come out, is really try to address those gaps before they occur by ensuring that the employees stay safe, separation, get the equipment they need. And so that's really what they're doing here.
Thank you.
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Yeah, quickly, we have a lot of things going on. Obviously, there's a lot of current procedures that I mentioned last week. I'm not going to go over those.
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So after discussion with city manager Matt and other directors, you know, we've determined that the utilities department and all of its areas are going to remain as critical assets.
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least as of today. That could change tomorrow. But as of today, everything that we do from obviously producing water through the permitting, through the
plant
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you know, through meter sets, all those things are related. They're all going on continuously. For ‸ Monday, in terms of the dial
plant
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we're looking at trying to or will in the future implement a temperature check for the operators and for the shifts at both the dial and sellers plant. And we've coordinated that through ‸ Chief Lamb. And as soon as we get the equipment, we'll start those procedures. Supervisors will take temperatures. And we also have a sheet being developed by HR
that'll
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actually go through the questions and the recording of what's going on. We already talked ‸ a little bit about shift changes. At the plant, we're currently on three shifts. And we've done as much as we can to isolate and to make minimum contact for the folks in the operations room. And then, of course, the maintenance folks are out fixing stuff at the plant constantly. So those are the critical areas. Same thing is happening essentially at the seller's plant. And we will do the same temperature checks once that stuff comes in for next week. The big change for Monday will be under field operations, whereby we will, we're actually going to do a staggered shift.
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things that are coming in. So we are going to have one crew start at 7 a.m. And then, or half, about half the crew start at 7 a.m. And then the other half will start around 10 a.m.
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keep a four-hour gap in between them, have enough time to load the trucks, get in and get out, get through the clock system, ‸ and get out on the site. And then the next group will come in, and then they'll work through all the way through 6.30. And then that way we'll be able to continue to provide the services that we've been requested to do at this time.
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So those plans are still basically in process, but we're working with the supervisors, identifying people, and really working towards potentially ‸ an A-B type situation where we have people on call and people responding directly to breaks, and
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Administration, we've opened up obviously everything to telecommuting.
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There's still a couple of folks we're going to struggle to telecommute with,
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Same thing for the engineering department. It's primarily going to move towards telecommuting and trying to receive those plans all digitally and continue those operations.
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have some physical folks and physical contact and review and possibly some signatures, although we're trying to get almost everything to go to a digital signature at this point.
So
that's all I have. Any questions?
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I was just going to say, yeah, the digital signatures would be good because I understand there's a five to six day life of the virus on paper.
Yeah.
So that's what NASA put up. So as much as we can move toward doing things electronically, the better.
Yeah.
Thank you, sir.
Community services. Nancy, are you still on the line?
Yes, I'm still on the line. Community services. We started a lot of picture permitting and we've also looked at FaceTiming. There are some inspections that we have to complete that we have to actually be there. So they're doing it through social distancing, only having one contractor there. If possible, they could stay outside while the inspector goes in. The inspectors all have masks and gloves. And so the other staff pretty much are teleworking. Planning is doing video conferencing and teleworking, a lot of different phone calls.
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We do have appointments where they can drop off or pick up things.
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Most of them are keeping it through emails and online payments as well.
Thank you, ma'am.
Okay, Tammy, did you want to talk a little bit about what you all are doing in administrative services? And maybe some of the changes related to the city clerk's office as well that may have some impacts?
Hi.
How
are you? Administrative services has been very busy, especially in HR, developing the new policy that
y'all
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approved. The Department of Labor manages that policy and they're putting out new guidance on it daily.
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‸ I read all this morning.
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oh, that's not what I meant. Or so we're trying to make sure our policy exhibits ‸ what the intention is supposed to be, which mainly is to limit the spread of this virus and make sure that you're able to stay home if you can. So as far as human resources, we're working with all ‸ departments to roll up this policy and to develop telework. HR and IT are working as a great team.
We
have a great process internally. When we get a telework request after approved by management, we forward it to IT. We're working with them to make sure the employees have cell phones if needed, computers. A lot of employees don't have ‸ a personal phone they want to use for work purposes and that sort of thing.
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and so I just wanted to say that.
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with. The fire department's already been doing those. That's something we're going to start at the plants and police and continue at fire probably the week after next would start.
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shift where they answer a questionnaire limit surrounding are they feeling any symptoms. And the temperature is only checked if they answer no to everything on the questionnaire.
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and seek medical opinion whether they should be tested. So and the fire chief has been great working with our human resources. If we have any employees that feel like they should be tested, we have a contact directly at the Department of Health here. And they're able to get our employees that are critical basically to the front top of the line to get them tested.
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with HR and city clerk, everybody's may work in telework except for our records technician.
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us get agenda. Once Carrie, the city clerk publishes the agenda, which we will still be publishing, she will help if any council members need that delivered to their home, including mail
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make sure that everybody has access to that information.
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So if we get records requests, we're telling that requester that there could be a reduced time where, you know, to allow us to get the request.
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So
thank you. ‸ Okay.
Do we have any progress? Will we be hearing about the city manager's process?
Are
we going to?
Yes.
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this stay at home order, we were working to get this item for the city manager's proposals. I did talk to FCCMA. They have a senior advisor, or I think they call it a key advisor, to help advise on the selection process. There's a gentleman who's a former city manager that said that he would help us ‸ as another option to the search firm, if that's something that
y'all
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want to do. But so he's agreed to come to the council meeting as well. But once the governor did this order yesterday with the stay at home order, I just I didn't know where we'd be, ‸ you know, kind of like, can we do it
by conference call?
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Yeah,
we can. Yeah. So,
okay. So we'll get that set up as soon as possible. All right. Thanks.
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I do
know that, you know, the city manager situation is something that we really want to jump on, but we don't really know what's going to happen. Moving forward with this virus.
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‸ Just in my opinion, because if we do open it up, it's going to be tough for people to come in
travel in
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We're going to be in a bind.
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Okay.
Well,
yeah, because
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I
mean,
yeah, it takes a long time.
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it. It just the whole process of getting it set up and getting the applications. We're talking a couple months here. Okay. Okay. Yeah.
‸ And I'll have to tell you
the
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FCCMA representative recommended using a search firm for a city manager position. ‸ And the way he explained it to me is that
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‸ and not select, but help with the process. He said a city our size. And FCCMA also does recruitment searches for smaller cities, a city our size, and they base it
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population. Anything 10,000 or under, they assist cities.
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‸ their services are really limited. And it's more that we have to find the candidates, and then they would advise on the applicants. Okay. So ‸ that's an option that ‸ we were going to bring to y'all at that meeting.
Mm-hmm.
So, but he said that his, although he would speak to that option, that his recommendation for y'all would be to select a search firm. And when, one of his main reasons for that was the thorough checks they do on the candidates. When the finalists or anybody that we would present to you, they're able to spend more time to dedicate to the project, to look at, say, records requests, at the cities that they're working at now, dig deep into the minutes that those council meetings that the city manager or assistant city manager had been a part of, you know, and
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of, and ‸ those checks are costly individually. But the quotes that we've received are all
include
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most firms do it all inclusive, where you're paying that fee and it includes that background check. So.
It's a, what a search firm can do is very, very detailed. You're right. They, they do social media, they do media checks, backgrounds on, not just the
clients,
the current, but past employers. And,
um,
yeah, it gets, it gets very detailed. You get a really good overview of, of what the people have done in their past. So. Right. That's very helpful. They also do the same process when it comes to finding a police chief, even
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actually send somebody to like your final three candidates to the, to the cities and, uh, to the,
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to see what the general, you know, thoughts and consensus is about that person.
And that's part of the process that y'all be agreeing to, um, is the community aspect of it. And what, um, was recommended by the FCCMA gentleman was that for the police chief,
um,
because he's drop, dropping in December, um, from his, um, his, um, pension. Basically, he won't be able to be actively employed anymore starting December. What was recommended by, um, the former city manager I talked to from FCCMA was that once you have a, to ‸ stagger the process for both. Um, but once you have the city manager candidate selected and on a pending contract or so involve that, um, the new city manager in on the selection process for the pending fire or police chief.
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give a 60 or 90 day notice in their contract.
So
once you even select that city manager, that, that person's not going to start like typically employment, you give two, three weeks notice to your, as a courtesy, um, and an at will, um, arrangement, but as a contract employee, which city managers are that you're.
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And
there's also, um, ‸ not knowing, but what's going to happen here with this council. You've, you've got a city manager who may go, you know, I got a potential of possibly three changes. And so am I going to get hired and then get a whole new and, you know, so there's always that if you're, especially if you're moving your family, you know.
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but we kind of get a little bit off track.
Well, I
wonder,
we're going to have that conversation is when?
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yesterday and then, um,
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and our priority, like right now, um,
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is our number one priority to make sure our employees are safe and stuff.
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the month and next month.
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We can do a conference call and, and do it that way. Um, so yeah.
All right.
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When
you say the conference call, you're talking
about with the, the former city manager.
Mr.
City manager. Okay. Yeah. Okay.
‸ Matt, you can go ahead.
Yes. I think the final one is, uh, finance, Rebecca.
First off, I'd like to, uh, thank you guys for approving the resolution earlier in the meeting. As you've heard, um, from the different departments, there are people that are going to be working on and off and the adoption of that resolution helps ensure that the employees are going to get their pay, their full paycheck, whatever their shift work is, um, every week at
the end.
As we go through this process. And I'm sure the employees will be very appreciative of that also. Um, so the finance department has been working very hard with the HR department. Um,
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as Tammy said, um, first, the first set of rules,
uh,
new laws came out and we were trying to figure out what, how do we do that? How does it flow through payroll? What kind of coast that we need to set up? And then with the governor's order yesterday, then that caused a whole
another
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set of things. And so our priorities are just kind of flowing and changing on a constant basis. Pretty much.
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out, uh, recognizing that, uh, various departments are trying to get purchases and time is of the essence. So we've been trying to facilitate as much as possible, whatever orders they're doing to try and make sure they're at least in the door,
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Um,
let's see,
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uh, right now we're continuing with, um, staff working their regular schedule, but they're, well, ‸ doing the routes and the reads. Um, we're only doing that what's necessary on the field services division. So, uh, turn ons and turn offs and trying to keep up with the misreads because it's very important to stay on top of the reading. We can estimate bills if worse comes to worse. Um, but it winds up creating its own set of problems when we have to estimate bills. So we're trying to continue to read as much as possible. Uh,
we're working with,
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again, allow some people work ‸ a couple days. Um, but the, uh, important thing is that we stay on top of the service of reading the meters to ensure that we get accurate reads. And then also to provide the service to the citizens of turning waters on and off, um, as we go through this.
In
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utility accounting, um, there's already minimal staff in the office working. Uh, we've determined that we need at least three people physically here because we're handling money. Um,
and other
processes that take someone physically to be here. Um, and most people are teleworking. And so they're operating pretty much business as usual. And the teleworking is working out very well for them. Um, and customer service. Again, we switched the phone lines over. Uh, they took their headsets home and they're answering the phone calls. We're still getting about 400 phone calls a day, um, which they are able to handle from their home and do their work orders or whatever needs to be done with that. Uh, so that is business as usual for them. Um, in the budget area, there are some staff that are teleworking, um, and then again, doing alternate schedules. And other than that, um, there's a lot of deadlines coming up. They're trying to work on the budget and start getting ready for budget workshops and things like that for fiscal year 21.
Um,
still doing the budget amendment forms to support the departments for their agenda items, any kind of monthly agenda items that need to be done. Um, so they're pretty much as normal. Uh, same goes with the accounting staff. Most of them can telework. Um, they may wind up having to telework some days and then come into the office. Uh, obviously once we cut checks, somebody has to be, be here physically to cut checks. We've discussed, uh, alternating or people having to do different duties in order to accomplish the task. Particularly right now as we're fully staffed. Um, but I've identified key positions that would have to, we'd have to have somebody here to keep things going. One of those people is the payroll person. Uh,
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we do have one person that's processing that payroll every week for the employees. Um, so we're trying to do some doubling up and, um, utilizing the accountant to help support the, um, payroll clerk. And then again, there's a lot of deadlines that we're under. We're still under a deadline for an audit state reporting, payroll, grant reporting month end. So we have to keep going on business as usual.
Thank you, ma'am. Can I just ask one question?
Yes, ma'am.
Just quickly. So 400 work orders per day. So there's a work order. What exactly is that?
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I know it's shutting off and turning on water, but people aren't moving right now.
That's 400 phone calls a day. Okay. And some of those phone calls generate work orders such as turn ons and turn offs. Okay.
Or
I think my meter's leaking or I can't read it.
You
know, just any kind of various things.
Oh ‸ yeah. Deputy Mayor,
good ones
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Oh, I'm sorry.
No. Okay. Thank you. Thank you, ma'am.
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Thank you.
Okay. Um, Mr. City Manager.
I just want to quickly extend a thanks to the department directors as well as the employees of the city that are here continuing to provide the services to our citizens. And, uh, they're, uh, the true essence of public servants right now is we are in this public health emergency.
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and with the reduction in, uh, costs for fuel, uh,
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of a 22.38% decrease in that may bill.
And so
they're trying to do that in one shot, the public health emergency occurring at the same time. So.
Good.
Thank you, sir. And to all the directors and staff,
I
mean,
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we appreciate everything that you're doing.
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I mean,
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Um, none of us knew what to expect, but
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to, to you guys and all your, your staff and employees. We really do appreciate it. Cause I, I'll tell you, I haven't, I mean, the information have been coming out steady and, and, uh,
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And, uh, Matt, appreciate everything that you guys are doing. Just be safe. And, uh, and get a motion adjourned if that's ‸ it.
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He
may be adjourned already. Don. Motion
to adjourn.
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Second from, um, Um,
all
in favor signify by saying aye.
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Thank
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you.