Built from draft minutes printed in an agenda packet — no AI-written textBriefing final
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What the City's record shows
Draft minutes printed in the City's agenda packet of 2020-04-22; approved as written by the City Council on 2020-04-22 according to the City's minutes. The City has not posted the approved minutes as a separate file.The approving motion, “to 7 approve the Minutes for the Special meeting of March 17, 2020 as written and the Regular meeting of March 25, 2020 with amendments”, is in the City's minutes (1184_CC_Reg_Minutes_04_22_2020.pdf, p. 3).
Built only from this meeting's draft minutes (1183_CC_Reg_Packet_04_22_2020.pdf). Page numbers are the minutes' own. Discussion is in the minutes' text; it is not summarised here.
Attendance (the roll call)
Listed present when the roll was taken: Jake Williams Jr., Alex Goins (printed “James Goins”), Don Boisvert, Lorraine Koss, Brenda Warner
(Checked against the ballots and the printed roll lines.)
Absences: no absence line could be read from the minutes' text, so none is stated here; the first page of the minutes is the record.
Also listed as present (staff and other roles): Anthony A. Garganese (City Attorney), John Titkanich Jr (City Manager), Matthew Fuhrer (Assistant City Manager), Monica Arsenault (Assistant City Clerk), Tammy Gemmati (Administrative Services Director), Jack Walsh (Utilities Director), Nancy Bunt (Community Services Director), Michael Cantaloupe (Chief of Police), Jonathan Lamm (Fire Chief), Bryant Smith (Public Works Director), Rebecca Bowman (Finance Director), Leshawn Hinton (Helpdesk Support Tech), Dodie Selig (Planning and Zoning Manager)
Named on at least one ballot later in the meeting: Alex Goins, Brenda Warner, Don Boisvert, Jake Williams Jr., Lorraine Koss (participation, which can differ from the roll: arrivals and departures are in the minutes' text)
Adopted actions (4)
to approve the cancellations of mass gatherings following CDC recommended guidelines and all city facilit ies to refund any deposits and monies paid by individuals for private events unless they choose to postpone (moved by Brenda Warner, seconded by Lorraine Koss); CARRIED 5-0; ayes: Jake Williams Jr., Alex Goins, Don Boisvert, Lorraine Koss, Brenda Warner; nays: none — the draft minutes p. 3
to accept the termination agreement, to appoint Matt Fuhrer the Interim City Manager, to direct the City Attorney to work on an agreement with Mr. Fuhrer to bring back to Council for their approval and to direct HR to bring back information to Council that they will need in order to move forw ard with … (moved by Brenda Warner, seconded by Don Boisvert); CARRIED 5-0; ayes: Jake Williams Jr., Alex Goins, Don Boisvert, Lorraine Koss, Brenda Warner; nays: none — the draft minutes p. 6
to approve a budget amendment to take money out of fund balance to provide funding for the City Manager’s payout (moved by Don Boisvert, seconded by Alex Goins); CARRIED 5-0; ayes: Jake Williams Jr., Alex Goins, Don Boisvert, Lorraine Koss, Brenda Warner; nays: none — the draft minutes p. 7
to adjourn the Special meeting of March 17, 2020 (moved by Don Boisvert, seconded by Brenda Warner); CARRIED 5-0; ayes: Jake Williams Jr., Alex Goins, Don Boisvert, Lorraine Koss, Brenda Warner; nays: none — the draft minutes p. 7
Draft minutes, as printed in a later agenda packet
Draft minutes printed in the City's agenda packet of 2020-04-22; approved as written by the City Council on 2020-04-22 according to the City's minutes. The City has not posted the approved minutes as a separate file.
Source: 1183_CC_Reg_Packet_04_22_2020.pdf, the agenda packet of the 2020-04-22 meeting; lines 455–717 of the City's text of that file. The draft's header prints Wednesday for 2020-03-17, which was a Tuesday. The packet's own page footers are left out below.
Read the draft minutes
Minutes
City of Cocoa
Special Meeting of The City Council
March 17, 2020
A Special City Council Meeting was held on Wednesday, March 17, 2020, in Cocoa City
Hall, in City Council Chambers, located at 65 Stone Street, in Cocoa, Florida, 32922, as
publicly noticed.
I.Opening Matters:
Mayor Williams called the meeting to order at 4:05 p.m.
Chief Lamm provided the invocation and Councilmember Koss led the assembly
in the Pledge of Allegiance to the Flag of the United States of America.
The City Clerk took the roll.
PRESENT: Jake Williams, Jr. Mayor
James Goins Deputy Mayor
Don Boisvert Councilmember
Lorraine Koss Councilmember
Brenda Warner Councilmember
Anthony Garganese City Attorney
John A. Titkanich, Jr. City Manager
Matt Fuhrer Assistant City Manager
Monica Arsenault Assistant City Clerk
OTHER STAFF MEMBERS PRESENT:
Tammy Gemmati, Administrative Services Director; Jack Walsh, Utilities Director;
Nancy Bunt, Community Services Director; Michael Cantaloupe, Chief of Police;
Jonathan Lamm, Fire Chief; Bryant Smith, Public Works Director; Rebecca
Bowman, Finance Director; Samantha Senger, Assistant to the City Manager/PR
Specialist; Leshawn Hinton, Helpdesk Support Tech; and Dodie Selig, Planning
and Zoning Manager.
II. Meeting Topics
1. Coronavirus Discussion
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City Manager Titkanich provided an update regarding COVID-19 and shared that
on Saturday, March 14, 2020 Brevard County issued a State of Emergency which
they have indicated covers both corporated and unincorporated areas of the
County. Word was also received prior to this meeting that Florida Department of
Emergency Management (DEM) announced that an event number ha s been
assigned which will be used for the purposes of processing items through FEMA.
He noted that the top priority is the health and safety of the City’s employees and
its citizens. The City has set up sanitation stations and is working to keeping
services available.
City Manager Titkanich provided stats on Florida’s Coronavirus, and pointed out
that there is one presumptive positive case in Florida. He added that i f anyone
experiences the symptoms of respiratory illness they should use telehealth or
contact their physician. Furthermore, based on the phone screening, you may be
advised to call the Florida Department of Health for purposes of testing . City
Manager Titkanich shared that Brevard County Department of Health’s number is
[phone removed] or United Way can be reached at 2-1-1 which connects to the EOC.
Additionally, the IT Department is continuing to test telecommuting for employees.
Staff has established a plan for leave of absences which is subject to change. For
individual COVID-19 cases, employees will use accrued sick leave first, then their
city day, followed by vacation time. The city will advance employees who do not
have the time two weeks or ten days, a maximum of eighty hours. Requests for
telecommuting work are being reviewed on a case by case basis. City Manager
Titkanich noted that by the e nd of today or tomorrow further information will be
distributed to directors.
He pointed out that in order to further protect staff and citizens employees have
been asked to take responsibility for their own trash so custodial staff can reduce
the amount of time spent in a city facility and spend more time sanitizing high traffic
areas. Certain c ity facilities will allow limited access to the public and staff will
coordinate with delivery vendors. City Manager Titkanich explained that v irtual
meetings are being encouraged, specifically with the City’s consultants. IT is
encouraging the use of Microsoft Office 360.
He pointed out that t ravel has been cancelled through May 13 th by the City
Manager for staff and council but t his could also change. Per the CDC, it is
recommended that mass gatherings of fifty or more people be cancelled as well as
gatherings of ten or more for people sixty-five or older or those with under-lying
health issues.
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City Manager Titkanich mentioned a list of events that have either been cancelled
or postponed due to the Coronavirus. He explained that staff is seeking approval
to refund deposit fees for private events booked through city facilities.
* MOTION by Councilmember Warner; Seconded by Councilmember Koss, to
approve the cancellations of mass gatherings following CDC recommended
guidelines and all city facilit ies to refund any deposits and monies paid by
individuals for private events unless they choose to postpone.
AYES: Williams, Goins, Boisvert, Koss, Warner
THE MOTION CARRIED UNANIMOUSLY (5-0)
Staci Hawkins-Smith, Cocoa Village Playhouse, shared she had been in touch with
City Manager Titkanich before the weekend. The situation we are in is a worldwide
disaster and she sent a detailed report to City Manager Titkanich with the
precautions they are taking at the Playhouse.
She mentioned that this is something they have never experienced before and she
wants the council to understand that if they do move forward with these
cancellations the Playhouse may come back to ask council for financial assistance.
She explained that the Playhouse relies solely on ticket sales to support their
organization. Their board has not made any formal decision s as to what will be
brought before council as they are following what the city recommends as they are
a city owned building.
Should they have to stop prod uction, they will need to seek permission from the
royalty houses to postpone and move their entire season. She added that t hey
could continue rehearsals to prepare not knowing what the dates will be. They are
not putting this above wellness she just wants the Council to be aware that they
may need financial assistance. She shared stats on the amount of money made
monthly by the Playhouse.
City Manager Titkanich discussed nonessential public meetings. He pointed out
that some cities, such as Bonita Springs, are broadcasting live and they have an
email address where citizens can email questions for the Council to address at the
meeting. He noted that he is seeking direction from the Council on cancelling
meetings such as townhalls, board meetings, etc.
Councilmember Warner noted that she feels Planning and Zoning and Board of
Adjustment could still be held as long as CDC guidelines were followed as she
would hate for someone to have to wait months for the boards to meet in order to
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have an agreement a pproved if they are waiting on a project. This could be
reviewed on a case by case basis.
Mayor Williams pointed out that he doesn’t want to risk the liability.
Councilmember Koss thought virtual meetings might be a good option to consider.
City Attorney Garganese explained that there have been talks with the governor to
soften the Sunshine Law to hold teleconferences, however under Attorney
General’s law a physical quorum must be present to conduct a meeting. He
explained that while some board members and interested parties may attend, there
are others who may have a vested interest in an item as well but may be
quarantined with no way to participate. They are waiting to see what direction is
given in regard to the softening of the Sunshine Law.
Assistant City Manager Fuhrer added that staff will continue looking into virtual
meetings.
Councilmember Koss noted the importance of social distancing and doing your
part to curve the Coronavirus. She feels we should cancel the council meeting on
March 25 th to send a message to everyone about the importance of social
distancing and then re-evaluate the situation after that.
Cocoa Beach has put measures in place to follow social distancing guidelines such
as only allowing thirty-five people in chambers at a time, six feet apart, or allowing
the public to watch from outside, or even allowing staff members who do not have
items to either go home or monitor the meeting from their office.
City Manager Titkanich shared that b ars and nightclubs are to close today
beginning at 5pm and close for the next thirty days. It has been recommended that
restaurants only utilize fifty percent of their seating capacity in dining areas, with
tables six feet apart. They are also encouraged to provide take-out and delivery
services.
City Manager Titkanich pointed out that the City is implementing a non-shut off
policy for utility services.
Councilmember Koss asked if the City has the power to stop evictions. In
response, City Manager Titkanich stated that the City does not have that power.
Additionally, Councilmember Koss a sked about five minute parking zones for
takeout restaurants. In response, City Manager Titkanich stated that staff is looking
into it.
03-17-2020 Special City Council Meeting
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City Manager Titkanich mentioned that IT has ordered additional chrome books for
telecommuting.
Councilmember Warner inquired about non-payment and suspension of late fees
for water customers. She asked if the City will be implementing this immediately
for customers within the city first and then speaking with other cities we service to
see how they want to handle it? In response, Ms. Bowman explained that staff is
waiting to move forward until they are able to talk to other cities because when this
is done it would need to be all encompassing as there is no ability to distinguish
inside/outside residents.
Councilmember Warner clarified that there is a c onsensus to cancel public
meetings such as committee and board meetings for the next two weeks but to
leave the March 25th Council meeting on the calendar for now. Additionally, in two
weeks staff will re -evaluate the virus situation before deciding whether or not
additional meetings need to be cancelled.
* Consensus to cancel public meetings such as committee and board
meetings for the next two weeks but to leave the March 25th Council meeting
on the calendar for now.
Mayor Williams asked about quarantine shelters for the homeless. In response,
City Manager TItkanich noted that Chief Lamm can raise that issue at the EOC
meeting tomorrow at 1pm.
Deputy Mayor Goins asked if the water in the sanitizing stations is recycled water.
In response, Mr. Smith explained that it is not and there are two tanks.
Deputy Mayor Goins stated several schools in Brevard are giving out food durin g
the school closures to those who need it. Emma Jewel is giving food out to the
community and asked if the City could assist them with food. He explained that
they put out a request for reimbursement but haven’t heard anything back yet . If
they are denied they will not be reimbursed and they are providing both breakfast
and lunch which can be costly.
Councilmember Warner elaborated further and pointed out that Cambridge
Elementary will actually be the location where the food will be distributed. They are
also looking for volunteers to deliver food as some families don’t have a form of
transportation. A SCAT bus run may also be an option.
Mayor Williams shared that he had received some information from Mr. Cole prior
to the meeting. He stated that in an effort to support our scholars, Emma Jewel will
be offering hot lunches daily from 11am-1pm starting Monday, March 23rd through
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Friday March 27th. In order to maximize social distancing, meals will be delivered
to the vehicles that pull through the car loop.
Dave Brubaker, Brevard Sharing Center, is serving to -go meals. Extra meals will
be given to families with children. Over one hundred fifty meals were given today
and they will keep their doors open while following CDC recommendations.
2. Transition of City Manager
City Manager Titkanich pointed out that the City has been very busy, as we are in
the process of recruiting a police chief, COVID-19 is going on, there are plan
reviews and projects moving forward , and the beginning of budget workshop
season approaching. Council has been provided a mutual agreement where City
Manager Titkanich would forgo the ninety-day process.
City Attorney Garganese explained that this is a mutual separation agreement and
the Council would terminate City Manager Titkanich’s agreement effective today.
City Manager Titkanich explained he understands the need for a quick and smooth
transition and is not opposed to the agreement. He has enjoyed working with the
Council and staff. His recommendation is for Council to ap prove the agreement
and appoint Assistant City Manager Fuhrer the Interim City Manager. Executive
search quotes have been provided by Ms. Gemmati to help with the search of a
new city manager.
City Attorney Garganese added that this is a standard agreement that has been
used in the past.
Deputy Mayor Goins asked for clarification in regard to paragraph eight.
* MOTION by Councilmember Warner; Seconded by Councilmember Boisvert,
to accept the termination agreement, to appoint Matt Fuhrer the Interim City
Manager, to direct the City Attorney to work on an agreement with Mr. Fuhrer
to bring back to Council for their approval and to direct HR to bring back
information to Council that they will need in order to move forw ard with the
selection of a new City Manager.
AYES: Williams, Goins, Boisvert, Koss, Warner
THE MOTION CARRIED UNANIMOUSLY (5-0)
Interim City Manager Fuhrer pointed out that there is a seven -day revocation
period and three days after that the City needs to complete the pay out in
accordance with Section 6 which may not be enough time to process the funds .
03-17-2020 Special City Council Meeting
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Authorization is needed by Council for staff to complete this. He added that t his
information will be provided to Council.
Ms. Gemmati mentioned that she spoke with an executive sea rch firm today who
advised that the Coronavirus may impact the ability to get the ball moving.
* MOTION by Councilmember Boisvert; Seconded by Deputy Mayor Goins, to
approve a budget amendment to take money out of fund balance to provide
funding for the City Manager’s payout.
AYES: Williams, Goins, Boisvert, Koss, Warner
THE MOTION CARRIED UNANIMOUSLY (5-0)
IV. Adjournment:
* MOTION by Councilmember Boisvert; Seconded by Councilmember Warner,
to adjourn the Special meeting of March 17, 2020.
AYES: Williams, Goins, Boisvert, Koss, Warner
THE MOTION CARRIED UNANIMOUSLY (5-0)
The meeting adjourned at 5:20 p.m.
__________________________
Jake Williams, Jr., Mayor
ATTEST:
___________________________
Carie Shealy, MMC, City Clerk
(Transcribed by M. Arsenault, Asst. City Clerk)
Agenda (the City's wording)
No agenda for this meeting was found in the City records this site holds. That does not mean the City published none.
Transcript Partial transcript
Machine transcription of the meeting recording. The words are the recognizer's, except where a passage is marked as corrected or machine re-recognized; most have
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247 suspect passage(s) marked in place; inspection incomplete: language review; 1 stretch(es) where a voice was detected and no words were recognized.
How this transcript was made. New machine transcription of the whole recording, with 13 voices separated from the audio.
34 short machine repair(s) (43 word(s)) are labelled in place, with the original words beside them: an ordinary word was replaced only where two further machine readings agreed on a different one.
Checks run on this transcript: the recognizer's own warning signs and whether a voice was detected where the words are. Not completed: language review.
A second, independent machine reading was compared with it word by word: the same words for 92.8% of 11,611 content words.
Dotted words (326 places) are ordinary wording differences: hover or tap to see the other reading.
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Voice detected, no words recognized (1 stretch). Something may have been said here that the transcript does not have:
00:00:04 (14 s) — neither reading has words
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go ahead and call the order of this special city council meeting. The date is March 17th, 2020. Time is 4 or 5 p.m. Location is 65 Stone Street. If I can have Chief, if you can do our
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Mr. City Manager. Yes, Mr. Mayor, members of council. As you know, at the last city council meeting you adopted a resolution providing some flexibility as it relates to the procurement policies for ‸ purposes of acquiring specific items that might be necessary and further into protecting ‸ the health and safety of our employees as well as the members of the public who interact in public areas ‸ of our public facilities. Just want to be able to give you an update and absent a declaration of by this council of local state emergency, ‸ which I should add on
in Washington ‸ in terms of the the bill to provide some relief in the as a result of this current, you know, situation. So again, the city's top priority is to protect the health and safety of the employees to ensure that we can continue to operate and provide services to our citizens. We've done a number of measures as if anybody's walked in, you've seen the wash stations on each side. We've also established six foot boxes for customers to stand in line and have requested that they maintain for the purpose of social distancing and to be kind of out of that range for the cone for the coughs and sneezes.
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19 non Florida residents. And there's one Brevard County case that's a presumptive positive that's reported. There's been six Florida deaths. There's been 942 negative test results and 872 are pending. And there's about 558 Florida residents currently, you know, being monitored. If any member of the public, you know, experiences the symptoms in terms of a respiratory illness, you know, as respiratory issues, the cough, fever, they need to. And the shortness of breath, they need to contact their primary care physician.
use tele health if you have that, you know, through your insurance company. And then they based on that, you know, phone screening, they may direct you to contact the Department of Health for the purposes of testing and the phone number for the Brevard County Department of Health is 321-454-7101.
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And so with that, you we've provided you some information, you know, in terms of the criteria for the testing. That's pretty available just generally across the board to the public, but just want to update you on where we are staffing wise and what the city has been
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subject to change based on the federal legislation that ultimately gets passed. Because if you read the House version and you know the Senate version ‸ there's ‸ some differences so we don't know where that's going at this point. But we want to have some policies in place prior to and we think they're in alignment, but they may change. But
the follow the departmental procedures for to request time off for work or for using sick leave. In terms of leave usage related to COVID-19 we did establish a rank order an employee must use their
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sick leave first. They're available city or wellness day. Accrued any accrued compensatory time and then accrued vacation. And for those individuals or employees as a result of this public health emergency that do not have, you know, accrued time. The city will advance the employee up to two weeks, which is 10 days work days, but ‸ total of 14 days in essence.
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or something like that per month for for vacation. Again, I did mention telecommuting request for telecommuting work is being evaluated on case by case basis. The
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being, you know, is ‸ under ‸ final review as well as the approval of a telework form for the departments to fill out for the purposes of the city administration to evaluate to ensure that everybody. It's necessary at that moment, ‸ you know,
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In terms of precautionary measures, I mentioned a couple of them in terms of trying to focus on those high traffic public areas in terms of. I mentioned previously that you know working with our facility staff public works director and the custodial staff in terms of employees are responsible for their own trash. And at least you know delivering it to a central location that would then enable the custodial personnel to. Reduce the amount of time they spend in a city facility and they could focus more time on you know sanitizing and cleaning, you know, the high public traffic areas. The department departments are continuing to develop
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is unlike a hurricane you kind of know what I hate saying it is you know what to expect in terms of the potential. This is an evolving and I think there's not a local government that's not going through, you know, asking itself and running various scenarios whether
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related to payroll and how we're going to keep the. The city operational in the event of an area being affected, you know, is it the second floor ‸ city hall is it utilities administration is it fire station one so there's just so many different scenarios that are being. You know evaluated it's something that is that's why it's an ongoing process and staff has been meeting fairly regularly. Certain facilities we are limiting access to such as utilities administration fleet public works and our treatment plants. And so there'll
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delivery. folks to ensure that you know prior to the after the truck they take a time to hit a wash station to minimize, you know, potential issues in terms of external meetings such as me with consultants and things of that nature we they're being directed to go virtual. You know, whether it be through go to meeting Skype and or teleconferences internal meetings, you know, be limited as warranted and then it is working on virtual
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and that go extend all the way to I think May 11th and May 13th it happens to co it's two days after this council, two days after that date council meets
and evaluate the operational necessity of maybe canceling further travel beyond May 13th we again there's a moratorium regardless on work-related airline travel for employees in any travel to areas where identified and known COVID cases have been reported is prohibited. ‸ based on operational needs and public health concerns
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the state and maybe we have to go pick them up and public works. You know, we would evaluate that, you know in terms of to try to minimize exposure mass gatherings and public meetings the CDC I think a lot of people have heard they are recommending to cancel a mass gathering and they define a mass gathering. They have now defined it as 50 people or greater. Do you cancel those any events or you know involving 50 people or greater. And then they further define it 10 people or greater for a person 65 years of age or older or individuals with chronic health conditions. The cancellations are recommended to you know for eight weeks which would
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mentioned the next regular meeting council would be the May 13th the list of events that that is canceled or postponed it's a separate memo that I provide you from Samantha you know you've got uh I know uh yeah Dr. Hawkins is here with uh
there's a play into the woods uh the YMCA breakfast already ‸ has been postponed. The spring break family picnic related to the the census has been canceled but more so possibly postponed Friday Fest has been canceled duck race and car show the duck race race is going to be held digitally or online virtually and the car show is be is canceled.
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Beautiful plant sale postponed. Friday Fest canceled uh from um the ‸ 24th of May. uh There is aa musical at the Cocoa Village Playhouse. um the The American Cancer Society
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These are the the the public special events. Our staff has actually been working with the contacting all of our private events uh consistent with the county and in the CDC recommendation. uh Private events involving city facilities are recommended ‸ be canceled consistent with the CDC recommendations and as in and as they may be revised. So City Council is I mean City staff is recommending City Council authorized full refunds deposit and and fees for those that
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And at this point. uh We I think this is a policy decision for Council and authorizing that so we would be seeking you know uh permission to. uh Cancel all these events consistent with ‸ CDC recommend recommendations and
what you need then is a a motion such as. um Motion to approve uh canceling mass gatherings following CDC recommended guidelines in all city facilities and to refund all deposits and monies paid by um individuals for those events. For
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uh before the weekend and uh almost on um every other day basis right now. This situation that we're in, of course, is a worldwide um disaster. And I sent a very detailed report uh to
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to help get us through this time, because we are completely, as you know, dependent on ticket sales. And this past weekend, of the course of four productions, we
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is coming this weekend if we should move forward. And our board has not made any kind of formal decision um as to what we bring to you because we're following you um with what your recommendations are as a city-owned building. um The non-profit organization
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is simply coming to you saying that should we have to stop our production, what happens is we will have to seek permission um from the royalty houses to actually postpone and move the entire season. And we've already um postponed our children's rehearsals we could continue uh ‸ rehearsals preparing for the next shows, not knowing exactly
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We stand behind whatever your decision is. That's the main thing we want you ‸ We just want you to know that we may be coming back asking for financial help during this time until we can get back up on our feet and continue to run the theater accordingly um Now, that's full staffing.
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on ticket sales So this is the state of the operation. We are not by any means saying that um money is more important than wellness. absolutely not We are simply making sure that you all understand and what we are facing and what our entire country is facing
thank you ma'am thank you And I could add that due to the severity of this and uh... you know, I just, um and uh and with the recommendation from the CDC, I know I would have to support that because I wouldn't want to take any chances
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I do have a couple of questions before we vote if that's okay, Mr. Mayor. um yes I wanted to know from the fire and police chief um what extra precautions uh urls employees are taking. um i know
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uh There are some cities that are actually even canceling their city council meetings. um I did find that uh and I think this is I know people are waiting to see if there's uh can be some direction
So members of the public could email their questions in, they have a dedicated staff member to raise it on that item. uh It's just something I think, you know, while I saw it, it seemed pretty innovative. I think that the city attorney might want to have an opportunity to research and weigh in on that. So we're not recommending the canceling of any city council meetings yet, but be mind being mindful of, you know, the CDC recommendations, at least looking at the the boards, committees, any district, town hall, and the community events, you know, consistent with the um CDC guidelines. So that would be the next directed action, as well as requesting maybe the city attorney to evaluate the ability for alternative virtual forms of meetings, and the propriety or legal efficacy of doing such.
is related to public meetings in terms of like, of like, Co-Enforcement board Board, Board of Adjustment, Planning and Zoning Board, uh the ‸ police, you know, ‸ Community Relations Advisory Board, the State Sustainability Advisory Committee,
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this is more directed at, you know, the city council meetings. I mean, you could, there could be a number of options. You could limit the number of, you know,
to see what are, you know, because we obviously don't want to run afoul of the, you know, public meeting law and the sunshine, you know, meeting in the sunshine. ‸ My
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the board of adjustment. And, you know, I mean, those people are volunteers. We need to, I mean, I don't want somebody to have to wait on their development agreement or ‸ somebody to have to wait on in the middle of a project. for a month or two months before one of those boards meets. So I think we need to find a way to make those two vital boards meet, if nothing else.
well, we have enough space here in the council chambers. If we, you know, if they decided, and it's probably going to have to be a discussion with those board members, if they decided they wanted to meet,
room with the planning and zoning board or a board of adjustment. It's not like they have usually a full, you know, as long as it's not a controversial issue, we could probably manage it just fine. I just think maybe it's something we need to look at on a case by case basis ‸ and see what comes up. Because I mean, most of us don't know what's, you know, what somebody may be bringing forward.
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given the fact that what we see is if we can limit ‸ up contact for at least the next two weeks, we can really maybe not be in control of this thing, but certainly flatten the arch as they say.
me back up. There's been some communications that I'm aware of with the governor's office to try to relax some of the Sunshine Law requirements in order to allow city councils to hold telephonic meetings. The ‸ legal issue is, under Attorney General opinions, you need to have a physical quorum of the ‸ body present in order to conduct the meeting. So that's ‸ an issue. ‸ You can't do it telephonically. Now, there are regulations that allow state agencies to do it, but of course, local governments don't have that luxury.
On land use matters, on public hearings or quasi-judicial matters where, you know, special interests are at stake, while board members may be able to attend and some members of the public may be able to attend, and there could be other individuals, interested parties, that have standing for the matter, but
physically, and they have no other alternative way to attend, then they're arguably due process right to not being heard before final decision is being made by board. I mean, there's a whole host of issues. ‸ I'm totally uncharted territory. We're waiting, hopefully, that we get some guidance from the governor's office that relaxes some of the Sunshine Law public meeting requirements on local governments.
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standing, and I'm... It would be nice for that... to get that guidance and be able to address those cases case by case. But I would hope that city business overall could continue as long as the staff continues ‸ to be in good health, that our productivity doesn't go down drastically, because we have things we need to keep moving. Yeah. So...
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As far as the ‸ Board and Committee meetings, I think we can go ahead and just counsel those for now, and if something's pressing, comes down the pipe, then we can, of course, call a special meeting. But as far as the council meeting, we'll just leave it for now until we get some more direction from the governor's.
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Yeah, I would just... I'd rather... You know, we don't know with everything else that's going on. We may have some really important decisions to make at next council meeting, and we may have nothing. So
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Yes. I was just going to say, well, in the meantime, we'll work to find a solution for virtual meetings. Yeah. That way, if it's determined that it's allowed, we could potentially roll that out. There may be some training needed for the various board members, but
And another thing, if we get the agendas out maybe quicker, it can help the people who may have an interest in that particular agenda. They can get those email questions and those things to us ahead of time.
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Facebook Live or whatever we need to do. I think, ‸ like Councilwoman Warner was saying, we don't want to get too far behind on, especially some, it's a lot of projects going on right now. We don't want to get these projects pushed back too far. So I agree with that.
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was just going to say that again, the recommendation is that if we're really good at the social distancing thing for the next two weeks, that we're ‸ going to change that curve. It's really important the next two weeks that everybody does their part. And the 25th is what?
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I mean, I would vote to cancel that meeting at this point, just because we really want to send the message to everybody that this could- This is important that we practice the social distancing. Particularly during these next two weeks, we can reevaluate after that. We should do everything we can to come up to speed on communicating and operating remotely. But for the next two weeks, it's really important that we take this seriously.
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I think we have to send that message that for the next two weeks, we practice social distancing. Now, if we can have that meeting and still practice social distancing, fine. And if there's a special meeting we need to do, and we can figure out how to do that. ‸ But one week from today is,
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council meeting, we would keep that on the table until we get some better directions from the governor's office. And I know Anthony was talking about some ‸ issues as well with some of the boards. So let's just keep the council meeting on the table for right now until we get some better direction.
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tonight as well. And they have put some measures in place to practice that social distancing. They are moving their council chambers to only allow 35 people in the room. They're moving their council and their staff to where they're six feet apart. ‸ But they're still able to hold a meeting and apply those social distancing rules inside their meeting chamber. They're setting up a remote outside for people who don't necessarily want to go into the chambers but want to see what's going on. So I think we've got a week before the council meeting to make sure that we could still have a meeting and practice social distancing by moving some of our chairs out. Maybe separating our staff and maybe having the department heads who aren't essential to the agenda who have no items on the agenda.
meeting in case they're needed. I mean, we've had council meetings before. It's been a long time ago where department heads didn't come in until they heard over the speakers that their name was being called.
My hesitation to ‸ cancel the council meeting is twofold. One, ‸ the advertising requirements. I don't want the public to be able to say, well, they canceled the meeting, then all of a sudden at the last minute they decided to have it. And I didn't have an opportunity. I thought when they canceled it, I didn't have to worry about it. So I want to leave it on the table. So the public knows to pay attention that we may have a meeting. And secondly, I really do think if there is a critical agenda item that needs to be addressed, that the staff can let us know. And if the staff says, hey, we've got nothing that requires us to risk having a meeting, let's go ahead and cancel. But I ‸ do, like the mayor said, I want to leave that option open for now.
be no meeting on the 25th and then have one suddenly pop up. As far as the non-essential public meetings, the boards and committees, the town halls, all those community meetings, yes, we definitely need to cancel those for the next two weeks.
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any directives from the governor. Matt and it is going to work on the ability for virtual meeting opportunities. And I think the dovetail as well as councilman warners. If not, is there a way to set up a process or an arrangement for the encourage a social distancing. And
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We can work on that. ‸ So we got that. So just a couple, two more things. Just want to let you all know. I mean, you probably heard that the governor did order all bars and nightclubs to close by 5 PM today. Somebody asked me, I hope they can get this meeting over by 5 PM today, but,
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not sure you're telling the screen the employees, but they're also saying that, you know, publicly those COVID-19 tests are not available right now, unless
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program to support those small businesses impacted by ‸ COVID-19 community services and economic development and, and, and Samantha, whether the social media will, will be pushing that out and also try to assist those businesses. The last thing to the city has implemented non shut off policy for non payment and suspension of late ‸ fees.
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for the, the suspension of late fees, ‸ it's not just us. It's remember we bill for other communities, so we need their, them to buy off on that. But for as it relates to city residents, not, you know, not shutting off for non payment. And we would just need to counsel to confirm that temporary policy for this change during this local state of emergency as declared by the county.
Yeah. Yes, sir. And I know that even the, I guess it was, was it Orlando? They went a little farther, the sheriff's department with the stopping eviction process. I don't know how that's going to work, but I saw that whole deal. So,
item is for restaurants, since several of them will be developing more of a to-go business. The suggestion was made earlier, we received an email ‸ that if we were to set up some parking spots that were like five minute pickup zones. So to make that easier.
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and all members ‸ councils received it. So I did forward that and I know Matt and others will be looking at that to follow up on that. So just ‸ last thing, Mr marriage in terms of resources, the question was asked about PPE or personal protective equipment. The city through the EOC process has submitted some requests you see in there as well as the city's also ordered some special
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some in supply as as we said as as we speak. And we also have ordered all of the electrostatic sprayers with the disinfectant, which you know ‸ one gallon of ‸ I think over about 35,000 square feet and kind of sanitizes it for like about disinfects it for like a three day period.
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non payment and suspension of late fees. Is that or maybe it's the questions for Rebecca. We're going to do that inside the city starting immediately and then we will talk to the other cities and see what they want.
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Okay. Well if I live in Rockledge and I don't pay my bill are you going to shut me off. No. Okay. So that's going to apply everywhere. Okay. All right. So we don't need a motion to vote on that you guys are good with that. Okay. On the non-essential public meetings.
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two weeks we're not going to have any. Public meetings of our boards or committees or town hall or any of that. We're going to take the city council meeting on a day-to-day basis. But then after two weeks provided things are better
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we'll ‸ certainly looking at the chief who's our primary EOC contact ‸ raise that issue on our next call which will be tomorrow at one o'clock. And raising ‸ issue about the homeless population
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the only shelters we have though Mr. Mayor. Are not going to want somebody who's infected in ‸ because they're also distributing food and clothing and diapers. And so.
And a lot of the shelters out there are now with the individuals that are there. They are not allowing them to come back some of them. I know I can't identify all of them but I know a few of them are doing that now. So.
‸ It was two things. The first one was the the wash station that we have inside the lobby. Isn't that that water that we use in that isn't that recycled water.
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I want to see if we can entertain that again possibly he hasn't called me and asked me for that but I do know. If they don't get approved it won't be getting reimbursed so they're not just providing again just for their kid. They're going to be providing grab and go.
Mr. Deputy Mayor I'm sorry ‸ I took a call right before we walked in which is part of the reason why I came in late from. Some of the staff at Endeavor Cambridge Elementary is going to be the distribution center. And Endeavor is looking at. They're in talks right now with the superintendent to see that after this first week. If they can start to do some distribution there because they already have some product on campus and they're expecting another delivery. What they ask is that. We mentioned that volunteers may be needed. The meals that are being passed out at Cambridge are going
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schools that we have will also be included. However they know that not every parent has transportation and they were looking at some of the Endeavor parents. Who don't have the transportation to get over at Cambridge. So they're trying to set up a system where maybe they can have certain numbers of people pick up at Cambridge and bring them to where it'll be closer for the parents in
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to get them over there because I don't want to see any kids go hungry because their parents don't have a vehicle and you can't get over to get them a meal. So but we'll be hearing more from Endeavor about their plans in the next couple days. They just want to give us a heads up that they may need some volunteers. All
just add to some information that I got just before ‸ the council meeting. I read the starter council meeting for Mr. Cole. And this is what he sent me in an effort to support our scholars nutritional needs going school closure. We will offer hot lunches daily from 11 a.m. to 1 p.m.
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They're going to bring them out to your car, but it's going to be hot meals. And of course, you know, Cambridge is going to be doing the lunches as well.
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I just wanted to reinforce that the sharing center has implemented to go meals. Today we served 148 people. We have waived the registration. So anyone who shows will receive meals. If they say they have kids and need kids, we'll give the meal extra meals for the kids as well. Okay. We've also streamlined our emergency food pantry program to where people can come in and we have a very short form that fill out to receive emergency food. Today we provided food for over 120 people. Yesterday, over 70 people. We continue to keep our doors open. We are making sure that we have ‸ the CDC's recommendations in place so we have eliminated our seating. So it literally is a to-go and we are eliminating how many people are limiting how many people come into our office at one time. Just wanted to state that the sharing center is being proactive. And ‸ I will reach out to Emma Jewell to see what we can do to help them distribute their food as well. How are
Well, it's a perfect storm right now. We're not getting donations right now. Okay. We have implemented some strategy. We've reached in our pocket. We just spent about $5,000 earlier this week with Second Harvest to make sure that we have enough food on hand for at least the next month so that we can continue to provide that emergency food service. We are still going to
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We're there three days a week and although they are limited at this time because you've been to the store, they don't have that much to donate. But that will change and we'll start getting that back as well. So we still are able to meet the need to those who are coming to us, but we have put a number of policies in place to one, streamline it and to again try to adhere to the CDC recommendations.
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and I've used that before with telecommuters and there are lots of ways to monitor efficiency. So we really are, we're in a good place to transition to this. So hopefully we can get a report when those numbers pick up, okay?
We've had the opportunity to speak with pretty much all of you and you know, at the request of a, member of city council, recognizing the need for a smooth and quick transition to provide stability specifically at the outset of the COVID, you know, public health emergency
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the city's currently facing, not knowing the duration of it. The beginning of the budget season. The ‸ process to begin the police chief recruitment. We have a PBA in terms of the lieutenants, their contract is up that needs to be negotiated as well as the rank and file PBA is seeking a wage reopener. And then there's the city strategic plan as well as a number of other projects, you know, the ‸ sustainability advisory committee, the plan review by staff.
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I understand, with ‸ the unknown in terms of waiting 90 days. And so what has you have been presented as a mutual separation agreement as prepared by the, the city attorney that will, um, where I would forego any of the process that's arguably set out in the charter in terms of, uh, you know, to, for termination. This is an agreement of, ‸ I guess, ‸ an agreement of convenience.
As you requested, this is a mutual separation agreement. Uh, mutual separation agreement is that both, both parties mutually agree to do something. In this case,
the city council and the city manager, if this agreement were approved, would mutually agree, uh, to, uh, terminate his contract effective today, rather than, uh, wait until September 30th, which is the current, um, expiration date of his employment agreement with the city.
know, of the notice. So, uh, I'm, you know, I've been asked and I'm not opposed. And to this agreement, uh, I've enjoyed working with council. This council, former councils, the staff. And if it's in the best interest of the city, you know, to have that stable leadership and
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my recommendation that you would approve the agreement. Uh, I would recommend that you appoint, uh, Matt, the interim subject to authorizing the city attorney to negotiate an interim city manager contract with Matt. And then as well,
we've already, uh, Tammy has already spoken and there's the two firms that we've spoken to, to provide you, uh, quotes for executive search firms. So you can get the process underway to find your next city manager.
paragraph seven, Anthony. Just two questions about that one. Um, does this work both ways? First of all. And secondly, um, should the city manager at some future point be asked to give a deposition or a subpoena? How does this paragraph affect that?
one, the non dispatchment is one way that this is a standard agreement we've used on, on many other occasions. It's one way, um, with respect to depositions. Of course, if somebody is,
accept this agreement, appoint Matt, the interim city manager, and direct the city attorney to work on a agreement. Um, with Matt. And, um, bring that forward to the council for our approval. And,
Um, paragraph eight is a lifetime health insurance paragraph, um, under, uh, the city has a lifetime health insurance, um, policy with respect to executive management team as well as, um, city employees that were hired prior to, uh, like 1992. Um, but there's an executive management team lifetime, uh, policy, health insurance policy, which is for health, dental, and vision. His current, the city manager's current employment contract addresses, um, the lifetime health insurance. Um, the city manager and other members of the executive team are eligible, uh, for that benefit. And, um,
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municipality or whatever. So, so we still pay lifetime insurance and health insurance or, or life insurance and health insurance, even when he gets hired by another,
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right. And I go to Walmart. Um, when I get hired by that new employer, I'm under their insurance and life insurance and health insurance. So why would the city of Coco still be liable after being hired when, once the contract is done? Yeah. That's just the, I don't, I don't, I don't understand. I'm just the retired.
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normal. Each plan has different definitions of normal retirement. Typically, um, it's when the, the person is collecting that pension benefit upon separation. The difference between the city manager's agreement is there's an agreement in place that he receives his benefit upon separation and it outlines, um, different criteria and, um, or circumstances where, um, there's only one provision that it wouldn't be eligible and, and he's not separating in that, um, type of separation. Yeah, yeah, that's something
for future discussion because that's, that's a really sweet deal for anyone that's a part of the executive team if they have met the criteria and I just, to me, I just, I've never believed that this city or anyone should be liable and responsible for doing something like that for their life or someone.
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I was just gonna ‸ say that I first became aware of it when we got John's contract. I was kind of shocked by that benefit. Um, I was shocked by that benefit and the liability that it applies to our children. Um, so, um, but this isn't really the time to talk
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Mr. Mayor, prior to adjournment, uh, consistent with this, uh, agreement, there's a seven day revocation period. Right. And then, uh, three business days after that revocation period. We, the city would need to complete, uh, uh, the payouts in accordance with section six of the agreement.
not be enough time to process, uh, move the funds necessary. They're currently not budgeted. So we would need, uh, city council action to approve, uh, a budget adjustment, uh, in order to accomplish that. Uh, we can, if you authorize city staff to complete that, um, the, the payouts would need to be calculated. And then at the next meeting, if that's March 25th, we could bring that back before you all. Um, so you can see it, but, uh, we would need authorization to do that now. Um,
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I did talk to one executive search firm today. They did have, um, issue are they caution with the coronavirus. Um, they said that that could impact, um, getting the ball going. Um, so, but I just wanted to let you know that that was feedback that one firm, but we're going to have to get quotes from three based on the estimate. It'll most likely be in the $30,000 range.
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