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HomeMy WebLinkAbout2023 01 23 Consent 302 - Approval of the Minutes from the Monday, October 3, 2022 City Commission Special Meeting • CONSENT AGENDA ITEM 302 ,n m=ared CITY COMMISSION AGENDA I JANUARY 23, 2023 REGULAR MEETING 1959 TITLE Approval of the Minutes from the Monday, October 3, 2022 City Commission Special Meeting SUMMARY RECOMMENDATION Staff recommends City Commission to approve the Minutes as presented. 17 i CITY COMMISSION Incorporated 1959 SPECIAL MEETING MINUTES 195 M O N DAY, OCTO B E R 31 2022 AT 3:30 P M CITY HALL- COMMISSION CHAMBERS 1126 EAST STATE ROAD 434, WINTER SPRINGS, FLORIDA 18 CALL TO ORDER Mayor Kevin McCann called the Special Meeting of Monday, October 3, 2022 of the City Commission to order at 3:30p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Mayor Kevin McCann, present Deputy Mayor Kevin Cannon, present Commissioner Matt Benton, present Commissioner Ted Johnson, present Commissioner TiAnna Hale, present Commissioner Rob Elliott, present City Manager Shawn Boyle, present City Attorney Anthony A. Garganese, present City Clerk Christian Gowan, present AWARDS AND PRESENTATIONS Representative David Smith noted an upcoming meeting regarding insurance impacts of Hurricane Ian, thanked the City for their efforts in maintaining communication and responding to this event, and highlighted that there was no loss of life in Winter Springs due to the storm. Representative Smith further noted he had been working with the City staff and elected officials to assess damage and address issues which had arisen and had discussions with the Governor's office about available assistance. Discussion followed on impacts to the cell towers, possible legislation requiring 72-hour backup generators for cell towers, insurance carriers and any insolvency concerns, and efforts to push out information about FEMA individual assistance and other available resources. INFORMATIONAL AGENDA 200. Not Used PUBLIC INPUT Mayor McCann opened Public Input. Ms Cheryl McCormick, 30 Jackson Circle, Winter Springs noted she was in attendance to thank everyone, Duke, and City Staff for their work throughout the storm. Mr. Maurice Kaprow, PO Box 195233, Winter Springs echoed the compliments and commended Staff, City Commission, and all in volved in response to this 500 year storm. Mr. Javier Tejera, 1110 Lynx Trail, Winter Springs noted two storm drains in front of his house that he said were not working, house flooded, had questions about system and why house would be permitted at a level that would flood. Mayor McCann closed Public Input. CITY COMMISSION MINUTES I SPECIAL MEETING I MONDAY, OCTOBER 3, 2022 1 PAGE 2 OF 6 19 CONSENTAGENDA 300. Not Used PUBLIC HEARINGS AGENDA 400. Not Used REGULAR AGENDA 500) City Emergency Response Planning The following individuals from the St. Johns River Water Management Distrcit (SJRWMD) were present via telephone and available for questions: Mr. Woody Boynton, Bureau Chief of Operations and Maintenance Ms. Amy Wright, Supervising Professional Engineer, Operations and Maintenance Mr. Brad Purcell, Chief of Staff Ms. Mary Ellen Winkler, Assistant Executive Director Mr. Mike Register, Executive Director Ms. Cammie Dewey, Environmental Resource Program Manager Discussion followed on structures controlled by SJRWMD which did not include Lake Jesup tributaries, the District's role related to land use applications, available modeling data, and efforts to gather information to aid the ongoing response. Mr. Boynton discussed various information resources that could be shared with the City, reviewed data about the current level of the St. Johns River, and noted that the expectation was the water level would trend downward into the weekend. Mr. Boynton further noted that the SJRWMD had been discharging as required and these were small contributions compared to other inputs. Discussion followed on water control structures in surrounding counties and communities built prior to the District's regulatory authority, the resulting decentralized data, permitting, and permit conditions. Further discussion on flooding and required road closures, height of the creeks throughout the City, and design standards. Regarding Lake Jesup, discussion followed on elevation and wind impacts and District officials noted that it was likely Lake Jesup would rise more. Mayor McCann summarized concerns of the Commission related to potential further water rises and associated flooding. Mr. Scott Richards, Carollo Engineers, ADDRESS confirmed that storm drains needed to be properly maintained and kept clear, noted ongoing analysis, and noted the challenges being faced with nowhere available to pump water. Discussion followed on the storm being a 500-year event,the financial feasibilityof preparing for such an event, the current code requirements to design for a 25-year event, and the possibility of modifying the code to increase the design standard to 100-year events. CITY COMMISSION MINUTES I SPECIAL MEETING I MONDAY, OCTOBEP 3, 2022 1 PAGE 3 OF 6 20 Manager Boyle noted the heavy rain prior to Hurricane Ian, discussed saturation and sheeting of water, and noted Casselberry does notify City when opening weir boxes. Mayor McCann noted the effects of this storm were still not over, highlighted ongoing communication efforts, and asked residents to remain aware. Mr. Philip Hursh, Director, Public Works Department discussed storm drain design requirements for 10-year events, noted issues that arise with antiquated systems, and noted that he would evaluate and report back. Manager Boyle provided an update on current conditions, noted the work of Staff, Carollo Engineers, and surrounding municipality's contributions. Manager Boyle noted the City had made great progress and was doing well, noted that the City was in contact with residents that were still impacted, explained that nearly 600 people were stranded in their homes at one point and reviewed the police department's efforts to remain in contact and offer rescue as required. Related to the utility, Manager Boyle noted 500 people were without water service at one point caused by a main break, noted that this had been repaired with the help of contractors, and reiterated that the City was under a precautionary boil water notice. Mr. Richards noted that the recently developed hydraulic model had been in use to actively map and track all movement in the system, noted flushing throughout the entire system had been completed, and explained that the City was now following state requirements to sample water and awaiting results to be released from the precautionary boil water notice. Discussion followed on the benefits of the recently developed dynamic hydraulic model, performance of wastewater treatment plants, and system constraints due to the size of pipes. In response to a question about spills, Manager Boyle noted that all municipalities had sanitary discharges and explained that the City had reported to the Florida Department of Environmental Protection as required. Issue in the system currently is we are reclaimed based utility and need to put the water somewhere with already wet environment. Manager Boyle noted debris pickup was underway and 1500 yards has been picked up thus far. Manager Boyle then reviewed requirements that loose vegetative debris be piled on the right-of-way for pickup, noted working with Waste Pro, and noted that construction debris should be kept separate. Ms. Casey Howard, Deputy City Manager noted Waste Pro planned to have separate claw trucks to pick up construction debris, regular trash would be collected on the normal schedule, and bagged yard trash would be done by zones over the next couple weeks. Ms. Howard noted that maps and schedules would be made available for residents and Manager Boyle noted that dates were subject to change. Discussion followed on debris collection in private gated communities. Manager Boyle noted that private gated communities were responsible for their debris and referenced a letter previously sent by FEMA which stated pickup in these communities was not reimbursable. Manager Boyle noted the closure of the following bridges: Northern Way at Howell Creek South closed; Northern Way at Howell Creek North closed; OCTOBERCITY COMMISSION MINUTES I SPECIAL MEETING I MONDAY, 21 Shore Road, box culvert bridge not there anymore; Wade Street box culvert gone. Manager Boyle urged residents not to attempt to cross these on foot or in a vehicle and noted that they would be clearly marked with concrete barriers and appropriate signage. Manager Boyle noted the following bridges were not safe for pedestrian traffic: Moss Road at Gee Creek; Winter Springs Boulevard at Bear Creek; Edgemon at Gee Creek. Manager Boyle noted that these were all clearly marked, noted temporary road repairs in place, and asked that residents slow down. Chief Matt Tracht, Winter Springs Police Department noted that the safety of people was the number one priority and reviewed that 11S households in Hacienda Village refused to evacuate and the associated impacts on time and response. Chief Tracht noted that over 1400 calls for service were handled during the Emergency Operations Center activation and reviewed police response. Further discussion on communication methods used to reach residents, possible changes to the Comprehensive Emergency Management Plan, and planned messaging related to unlicensed and uninsured predatory contractors. Manager Boyle noted that the recovery work was only beginning, acknowledged that there was always room for improvement, and noted there would be a time to review the response. Commissioner Benton asked about reexamining the allowance of new projects through a temporary moratorium and asked that this discussion be brought forth to a future meeting. Discussion followed on changing design standards in the building code,some disagreement about the need for a temporary moratorium in the middle of recovery efforts, permitting, and staffing adequacy. Attorney Garganese opined about ordinances in progress and noted that this would put developers on notice that the City was reviewing its standards and they were subject to change. Manager Boyle noted time constraints for inclusion on the next agenda and the technical review necessary. The Commission agreed to discuss this at a future meeting. Manager Boyle noted City's vetting of contractors, resident's responsibilities, and the tolling of residential permitting fees for hurricane related repairs for the next 30 days. PUBLIC INPUT Mayor McCann opened Public Input. Mr. Talbert Jackson, 244 Holiday Lane, Winter Springs commented on proposed code changes, developers, Gee Creek, funding, and emergency assistance through FEMA. Manager Boyle noted that FEMA would be based in the Civic Center to meet with residents CITY COMMISSION MINUTES I SPECIAL MEETING I MONDAY, OCTOBER 3, 2022 1 PAGE 5 OF 6 22 and work on assistance, the City's requests for public assistance through FEMA, and plans to make improvements Ms Gina Shafer, Winter Springs Village, Winter Springs thanked stafffor their efforts before, during, and after the storm and shared concerns about misinformation. Mayor McCann closed Public Input. ADJOURNMENT Mayor McCann adjourned the meeting at 6:49 PM. PESPECTFULL YSUBMITTED., CHRISTIAN GOWAN CITY CLERK APPROVED: MAYOR KEVIN McCANN NOTE: These Minutes were approved at the 2022 City Commission Regular Meeting. CITY COMMISSION MINUTES I SPECIAL MEETING I MONDAY, OCTOBEP 3, 2022 1 PAGE 6 OF 6 23