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HomeMy WebLinkAbout4/28/1982Wednesday, April 28, 1982 The Board of County Commissioners of Indian River County, Florida, met in Special Session at the County Commission Chambers, 1840 25th Street, Vero Beach, Florida, on Wednesday, April 28, 1982, at 8:30 o'clock A.M. Present were Don C. Scurlock, Jr., Chairman; Alfred Grover Fletcher, Vice Chairman; Dick Bird; Patrick B. Lyons, and William C. Wodtke, Jr. Also present were David Greene, Assistant County Administrator; L. S. "Tommy" Thomas, Intergovernmental Coordinator; Gary Brandenburg, Attorney to the Board of County Commissioners; and Virginia Hargreaves, Deputy Clerk. The Chairman called the meeting to order. Attorney Brandenburg led the 'Pledge of Allegiance to the Flag. DISCUSSION - CIVIL DEFENSE EOC FACILITY The Board received the following memo: INDIAN RIVER COUNTY, FLORIDA INTER --OFFICE MEMORANDUM TO The Honorable MR nbers of the DATE: April 27, 1982 FI LE: Board of County Commissioners THRU: David L. Greene SUBJECT: Emergency operations Center Asst. County Administrator (EOC) FROM: S. zee Nuzi.e• REFERENCES: Civil Defense Director It is requested that the data herein presented to be given formal con- sideration by the County Commission. DESCRIPTION AND CONDITIONS: On December 30, 1981, a memorandum frau then County Administrator, Neil Nelson, informed. the County Commissioners that ample space is available in the new Administration Building. This memorandum also informed 'commissioners that there are Federal matching funds of a sum necessary to either remodel or build a new and approved E.O.C. APR2 8 982 1 VOK 49 oArbF4 APR 28 1982 BOOK 9 4` At a meeting of the Public Safety Ccnndttee on December 29, 1982, a re- cammendation was approved to recommend to the County Commission that the Civil Defense Department be relocated to the available space at the County Admini- stration Building. On April 21, 1982, the Commissioners were requested by Acting County Ad- ministrator, David Greene, to effect a "Letter of Intent" as requested by FEMA before action would be taken by FEMA for matching funds. At this meeting, the Civil Defense Director was directed by the CamumLission to obtain the answers to several questions posed by the Commissioners. ALTERNATIVES AND ANALYSIS A. On January 6, 1982, the Board authorized the Administrator to explore the cost, possible funding, and to review the feasibility with the Public Safety Committee of moving the Civil Defense Department to the Administration Building. Cost was estimated to be $2,539.50. No funds have been budgeted for this move. However, matching funds are avail- able through FEMA. In the minutes of the Indian River County Public Safety Meeting of December 29, 1982, it was recomnended that the County Commission allo- cate space in the New County Administration Building, to be affected as soon as possible, and that the present facility occupied by the Civil Defense headquarters be turned over to the office of the Sheriff. The Sheriff could then receive two to five years relief Of Problems 'developed from -Overcrowding of the current jail facility. B. As requested by the Commission, a copy of the tentative floor plan is attached (see Enclosure #1). Also available for review -,are floor plans of approved E.O.C.'s for surrounding counties. It has been estimated that the cost of remodeling the new administration building to house the proposed E.O.C. is $250,000 (see Enclosure #2). An additional estimate from a local architect has not been received as of this date. G. A blank copy of the Project Application is attached as Enclosure V. D. The suggested use of the old jail cannot be attained until it is vacant, approximately three (3) years from present date. However, from study to date it would appear that matching funds would not be available at that time. E. The above time factor also precludes consideration of including Civil Defense in the new Jail Program. F. The present administration building has a 150 KW generator and could be adapted for E.O.C. use. G. Enclosure #4 i.s a letter frau FEMA recommending alterations and favoring this location as an excellent location. H. FEMA will pay matching funds for furniture, furnishings and room displays for the operations roan of this center. I. FEMA will pay matching funds for relocation of all equipment operated by the existing E.O.C. J. Cost of neighboring E.O.C.'s range from Martin County, $300,000, built in 1979, contains 5,100 sq. ft.; Citrus County, $150,000, built in 1979, con- tains 4,000 sq. ft. and Volusia County, $453,000, built in 1976 contains 8,428 sq. ft. K. FPL has not committed funds toward construction of a new facility for St. Lucie County; however, they have agreed to part of the cost of architect's fees and site surveys. RECOMMENIDATIMS : This is a three part recc mendation: 1. That the Board of County Cotmissioners authorize the Chairman to sign a letter of intent designating the use of 4168.5 square feet of County owned property as a future site of the Indian River County Emergency Operations Center. 2. That the County Commissioners follow the reca rendation of the Indian River County Public Safety Advisory Camuttee and instruct the Assistant County Administrator to prepare office space in the new administration building and move all Civil Defense personnel and equipment to this location as soon as practical. 3. That staff be instructed to continn the feasibility study concerning the construction or remodeling requirements for a new ECC and return to the Board with the results of the study. 0 Civil Defense Director Lee Nuzie apologized to the Board for the delay in presenting this material, noting that he had just received the information from the architect and felt he had pushed.the people who were doing all this gratis pretty hard. Chairman Scurlock favored staff recommendation No. 3 which is merely to continue the feasibility study on construction or remodeling requirements for a new Emergency Operations Center and present the results to the Board. Question arose as to whether this construction was supposed to protect from atomic attack, and Commissioner Lyons stated that while he. did agree there is a need for headquarters which are protected against hurricanes and similar natural disasters, he would not vote any money for a facility to withstand atomic attack since he believed our ability to save even a reasonable portion of the population from nuclear attack is minimal. Commissioner Fletcher wished to know if the $150,000 is for the purpose of building a pillbox around the facilities we now have. Civil Defense Director Nuzie explained that only part of this cost would go towards a concrete deck on top of the existing roof, the balance would be used for restrooms, sleeping quarters, etc. He stressed that if we want to receive matching funds and continue to be on the high priority list, we will have to meet 2 S APR 28 1982 ��r,r . 49 PA'E 74. J BOOK 49 FE 475 federal prerequisites; the government will not give us a penny unless we have a protective factor of 100 against radioactive fallout. It is Civil Defense's contention that you have to have some plan; if you have none, people lose hope and panic multiplies. He pointed out that there are 67 counties in Florida r of which 37 have approved Emergency Operation Centers, and it disturbs him to see Indian River County lagging behind. Chairman Scurlock was of the opinion that we may be better off by not matching any funds and just constructing a facility suitable for our needs. He agreed we need a larger and more adequate focal point where emergency officials can operate, but he could not agree with designing to federal standards and only for a 45% match. Discussion followed on the fact that"the proposed EOC would protect only a few key personnel and not the balance of the people in the county. Mr. Nuzie emphasized that the proposed center is not a bomb shelter, but just provides protection from radioactive fallout. He pointed out that if the emergency people are protected, they can get help to the others quicker and reiterated that if we have no plan, people have no security. Commissioner Fletcher inquired whether the plan presented for space for the EOC is "wish" space or existing space, and Vir. Nuzie explained that the plan for the new altered EOC involves about 4,100 sq. ft. in the County Administration building located across from the Purchasing Department, which space he estimated would be sufficient to serve the community for about 15 years. Further debate ensued as to what the matching funds would actually cost the county, and Mr. Nuzie felt the extra expenditure required to meet the prerequisites eventually would .4 be balanced off by future benefits. Commissioner Wodtke, who has been working closely with Civil Defense for some years, spoke strongly in favor of being supportive of Civil Defense and meeting their needs so that we can be prepared when disaster hits. He pointed out that Civil Defense has been burdened with many mandated projects in the last few years and felt that even though this will cost some money, the citizens of the county are entitled to have an approved EOC_ which will enable our emergency personnel to function in times of need. He did, however, raise a question as to whether the Administration Building is the proper location for an EOC since this space is very valuable, but further noted that the Safety Committee recommended that we use this space, and FEMA felt it would be an excellent location. In further discussion it was generally agreed that we do need an adequate emergency center; this, however, is a lot of money to commit to a center of a temporary nature, and the possibility of constructing one in a location of a more permanent nature was brought up, especially 'since the space in the Administration Building will become• more and more valuable for office space as the county continues to grow. Mr. Nuzie noted that to build a new EOC would cost about $100 a sq. ft., or $400-$500,000 while the figures for the proposed remodeling range from $192,000 to $250,000. He emphasized that this issue of a headquarters with sanitary facilities, sleeping quarters and a leak proof building is very important. They have very expensive equipment which needs protection, and if Civil Defense does not do a good job during emergencies, they are the ones who gets taken to task. Mr. Nuzie urged that the County move towards getting an EOC that will serve our people. Commissioner Bird noted that in the plan presented, there t appears to be a tremendous percentage of space that will not be utilized except in emergencies and asked if there,is any planning for an interim use of an EOC pending the need of the full facility. Mr. Nuzie concurred that it could be used for training purposes, meetings for other departments, etc.; they have no 4 A PR 2 8 1982 r s�o 49 P"�,. 7 APR 28 1982 intention of locking up that space but just need it to be available for use during emergencies. Discussion ensued about possible costs, the costs encoun- tered in other counties in building such centers, and what was actually needed in this county. It was noted that in Martin County they do use their EOC partially all the time because that is where the Sheriff's dispatcher operates. Mr. Nuzie brought up the fact that Civil Defense now receives some federal funds for various equipment, and since counties with an approved EOC are in a position to ask for a greater amount, he would like to see us remain on the high priority list. Gary Wheeler of the Indian River County Public Safety Advisory Committee, wished to clarify the fact that the idea of moving the EOC to the Administration Building was evolved by the Public Safety Committee with the thought of helping with the immediate problem of overcrowding at the jail. The Motion was made to move the EOC to the Administration Building with the thought that this would be a 2 - 5 year solution until the new jail was built, and those funds would then serve a double purpose by having the jail complex and the EOC all under one roof. Chairman Scurlock commented that any funds spent for renovating the proposed area would not be lost because it would be available for office purposes later. He believed we should remodel for temporary use for the EOC with the thought of addressing the permanent situation later, possibly in conjunction with the jail. It. was generally agreed this sounded more reasonable. Commissioner Lyons urged that any remodeling be done with the use of movable partitions rather than permanent ones. Bill Koolage, interested citizen, appreciated the concern being shown for the safety of the county citizens, but was not in favor of ambitious plans for a fall -out proof and almost bomb proof shelter since he believed there is no way to protect anyone 5 in Florida from nuclear bombing in any event. He did agree that Civil Defense has had problems with their present quarters and was in favor of some moderate move to get them something more adequate on a temporary basis. Motion was made by Commissioner Bird, seconded by Commissioner Lyons, to have staff work with Civil Defense Director Nuzie and come back with a recommendation on making the least costly modifications possible to the space available, with the understanding that we are looking at this on a temporary basis of 2 to 3 years until a new jail can be constructed. Commissioner Wodtke asked if it is the Motion's intent that we are making a firm commitment that when we build the jail it will include construction of an approved EOC. Commissioner Lyons felt this still is an open option and stated that his second to the Motion did not include that commitment. Commissioner Bird also stated that he did not add that to the Motion, but it was his opinion that it makes sense to have Civil Defense and. the Sheriff in one contiguous building, and funding may be more palatable at that time. Discussion continued iri regard to the feeling that further study must be done re location, funding, etc., before making any firm commitment on the EOC. Civil Defense Director Nuzie asked if this means we are not going to send a letter of intent, and Chairman Scurlock explained the intent is to make this a temporary situation, design a facility that will be reusable with minimum cost for future county use with the thought of exploring additional facilities in the Sheriff's future office complex, and leave the door open for other possibilities. Commissioner Lyons wished to know if the administrative staff concurs that we have the proposed space available, and Assistant Administrator Greene felt that at this time we would be looking at about 1,200 sq. ft.in this building. APR 28 1982 6 ��o 49 P F478 ® r APR 28 1982 r''OK 49 F�..r 479 Commissioner Bird stated that is not the intent of his Motion, which would be that the square footage would be relatively close to what is shown in the proposed floor plan. Assistant Administrator Greene stated that we do have the space, but -it was his understanding that they now would not need all the cooking and sleeping facilities, etc. Mr. Nuzie firmly emphasized that his crew does need cooking and sleeping facilities of their own and should not be dependent on a third party for 24 hour assistance in emergencies. They do not require anything elaborate, but they definitely do need space for sleeping quarters plus simple cooking facilities, and 1200 sq. ft. is not at all adequate. Chairman Scurlock explained that the Board is not saying 1200 sq.- ft. is adequate; what they do want is to have the Civil Defense Director work with staff to determine what will meet his department's needs. The Chairman called for the question. It was voted on and carried unanimously. DISCUSSION RE REPLACEMENT FOR BOARD SECRETARY ELIZABETH FORLANI Commissioner Lyons felt the Board now must proceed based orr the understanding that the Board Secretary's position is open and make it known that we would like to receive resumes for someone to fill that position. He felt this goes hand in hand with the need to clarify the position of Secretary to the Commission in the proposed Administrative Ordinance and place the Secretary definitely under the direct administration of the County Commission. Chairman Scurlock informed the Board that on Friday he discussed this situation with Mrs. Forlani and encouraged her to reconsider because he felt she is a valuable employee and an asset to the County. He reported that they did discuss that he would be supportive of reorganization as outlined by Commissioner Lyons, and in addition, discussed the need for readjustment of compensation, as well as job title and a good over all look at that office. He felt they had a very good, frank, open conversation then as well as on Monday when he again encouraged Mrs. Forlani to reconsider. Commissioner Lyons brought up the fact that we have appointed numerous additional committees of late, which has created considerably more work for the Board Secretary. He also felt the requirement of having a central pl.ace.where the public can call is a very important element of this office. Commis- sioner Lyons noted that we have a salary survey in the mill and felt we might want to make an in-depth job survey in this department to determine whether it is adequately manned, adequately paid, etc. Motion was made by Commissioner Lyons that, in connection with the previously proposed salary survey, a look be taken at the workload in the department of the Board Secretary to see if _ it is adequately manned, has the proper job description, etc. Chairman Scurlock noted that Mrs. Forlani is now classified as a secretary which is no way describes what she actually does. He also believed --that her compensation is out of line since we have new administrative assistants paid in a range that is not at all compatible with the salary paid someone in Mrs. Forlani's position who has been with the county ten years. Commissioner Fletcher stated he had no problem with adjusting the compensation and job title, but he did have a problem with hiring someone to do a survey to sustain what we already know is so. Chairman Scurlock believed Commissioner Lyons was just trying to include this in with the other study. He noted that we must address this situation quickly because unless she will reconsider, we are faced with bringing someone on board. Commissioner Fletcher commented that he has had several members of the public ask him what the Commission has done now to cause the loss of someone that valuable. 8 sooF 49 PASE 484 APR 28 1982 APR 28 1982 ��9 F ,F 481 Commissioner Lyons commented that, as he has said before, he considers it a terrible loss to the county, and he has tried his hardest to get Mrs. Forlani to stay but has not been successful. Chairman Scurlock stated that he was hoping that the proposed reorganization was going to be properly addressed. He agreed this has been in limbo, and he realizes this is part of the problem. Mrs. Forlani informed the Board that she is firm in her decision to leave and felt that even now her problem is still only being considered, discussed and shuffled around. Nobody has made a firm decision; they are still procrastinating; and it could be another six months before some survey is done. She noted that the Board members are all well aware of the work that is done in her"office. Commissioner Fletcher requested Mrs. Forlani to write a job description for her position before she does leave. Mrs. Forlani reported that she and her assistant, Alice White, have kept a daily log for the last three months and can provide a very accurate account of the work done in that office. Commissioner Bird asked Mrs. Forlani if there is any action the Board could take this morning that would change her mind about leaving. He stated that he would like to see her stay and believed the Board all is."guilty of some degree of procrastination. Mrs. Forlani noted that her job description has been incorrect for well over a year and still nothing has been done; it is merely going to be evaluated. She stated that she believed she has to leave in order to get the office straightened out. She honestly felt she has to do this to get the office what it deserves and the credit for the amount of work that it does. Commissioner Lyons felt the new ordinance will be helpful to set the responsibility on the Commission for dealing with the offices under the Commission and everyone will know where they stand. Mrs. Forlani agreed that would be a tremendous help. c: The Board continued to discuss the various problems presented by. Mrs. Forlani, and Commissioner Bird asked Mrs. Forlani whether she would reconsider if she thought all this could be straightened out and finalized within 30 days. She agreed that she would have to give the mattes some thought on that basis. Commissioner Wodtke noted that Mrs. Forlani has been with the County since he has been on the Commission. He stated there was no one he could depend on more, and she could be very proud of the work she had done for the county and its citizens. He expressed regret for some of the reasons that had forced her to come to a decision to resign, and presented her with a present for either "good-bye" or "welcome back." Commissioner Lyons' Motion died for lack of a second, and the Chairman called a brief recess --to have an opportunity for further discussion with Mrs. Forlani. The Board of County Commissioner reconvened with the same members present. Commissioner -Bird expressed the hope that this problem can be resolved and asked the Chairman to review the specific items he had discussed with Mrs. Forlani re changes in her department. Chairman Scurlock stated that one of the first problems she had identified was that the level of compensation was inconsistent with the job. He had suggested an immediate 100 increase and that at budget time, being an administrative secretary and responsible for her department budget, she would prepare her own budget, including salaries, and the department would be directly responsible to the County Commission. He noted that he also had indicated that the matter of additional personnel could be addressed at budget time. Mrs. Forlani stated that was too late, and someone is needed right now. Commissioner Lyons pointed out that the Commission has enough work that they now meet almost each week; we have 10 APR 28 198249 '.. ��aK 482 APR 281992 c, .: 49.uv-4$3 appointed additional committees; and all this has greatly increased the load on the Board secretaries. Commissioner Bird noted that the City of Vero provides secretarial staff for all the various committees and stated while he had agreed, in the beginning that the Parks and Recreation Committee would operate without a secretary, it is very difficult for him as Chairman to run the tape recorder, preside over the meeting, take notes and try to pay attention. Chairman Scurlock agreed that the City of Vero Beach has three secretaries in this department. He had no doubt there is a need for additional personnel, but had felt it is generally considered at budget time. Motion was made by Commissioner Lyons, seconded by Commissioner Bird, to authorile an additional person in the office of Secretary to the Commission; to provide an interim salary increase of 10% effective immediately; and to agree that this office immediately will become directly responsible to the Board of County Commissioners and that this will be formalized when the new ordinance is adopted. Commissioner Fletcher asked Assistant Administrator Greene - for his feelings on this, and Mr. Greene felt it would be fine and that he did not envision any problems working along those lines. He felt this is very consistent with what you find in the city management form of government where you do have "charter" offices. Commissioner Wodtke inquired whose responsibility it is going to be to prepare the agenda. Commissioner Lyons stated that the agenda would be prepared by the Secretary to the County Commission, and Chairman Scurlock concurred, noting that he had very strong feelings about agenda preparation. He felt either the material is in the Board secretary's office at the cut-off date complete with the necessary backup or it does not go on the agenda and also that 11 any citizen has a right to directly ask within that time period to be placed on an agenda whether we think they are ready or not. It was noted that on occasion the Administrator may not be . ready in time to provide backup material, and while that can be understood, we should abide by a cut-off date in fairness to all the staff, and the Commissioners should abide by this also. Commissioner Fletcher called for the question. It was voted on and carried unanimously. Mrs. Forlani thanked everyone for their support and agreed that she would withdraw her resignation. The Commissioners expressed their pleasure that this matter has been resolved and that the County will not lose someone as valuable as Mrs. Forlani. There being no further business, on Motion duly made, seconded and carried, the Board adjourned at 10:25 o'clock A.M. ATTEST: Clerk APR 281982 12 G Chairman &)N .. 49 PmA84