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HomeMy WebLinkAboutDocumentation_Regular_Tab 06_8/8/2024 Agenda Item #6. 1 Regular Council STAFF MEMO n• m'.'.i� .a, 1 Meeting: Regular Council - Aug 08 2024 Staff Contact: Jay Hubsch Department: Community Development Consider Approval of Memorandum of Understanding for Post-Disaster POD Agreement with St. Jude Catholic Church SUMMARY: A While doing emergency management and post-disaster planning, the Mayor, Village Fire Rescue Department, and other Village Staff have recognized the need to establish a Point of Distribution ("POD") after an emergency event. A POD is a centralized location which is activated immediately following an emergency or natural disaster event and contains equipment and supplies such as shelf- stable food, water, ice, blankets, taps and other essentials that can be picked up by Village residents and property owners. Additionally, the POD may be used to provide services like family re-unification and counseling. The Village would like to have established agreements in place that will enable the Village Manager and Emergency Manager with the ability to activate a POD immediately after an emergency or natural disaster. The Village Attorney has crafted a Memorandum of Understanding ("MOU") that grants the Village the ability to activate a POD at St. Jude Catholic Church. The MOU has been signed by both the Village Manager and Reverend Kevin C. Nelson. The Village will also be seeking out a POD agreement west of the North Fork of the Loxahatchee to be able to provide services to residents in the event that the Tequesta Bridge is damaged. A copy of the signed MOU is provided in the agenda package. This document and any attachments may be reproduced upon request in an alternative format by completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561- 768-0443. BUDGET • - • BUDGET AMOUNT n/a AMOUNT AVAILABLE n/a EXPENDITURE AMOUNT: n/a FUNDING SOURCES: n/a IS THIS A PIGGYBACK: ❑ Yes ❑ N/A DID YOU OBTAIN 3 QUOTES? ❑ Yes ❑ N/A Page 22 of 265 Agenda Item #6. COMMENTS/EXPLANATION ON SELECTIONn/a MOU-St. Jude Catholic Church Page 23 of 265 Agenda Item #6. MEMORANDUM of UNDERSTANDING for POD ACTIVATION,-OPERATION and DE-ACTIVATiON THIS MEMORANDUM OF UNDERSTANDING (MOU) is made this44dayof July, 2024 between the Village of Tequesta, a municipal corporation with offices located at 345 Tequesta Drive, Tequesta, Florida 33469, herein referred to as the VILLAGE, and the Diocese of Palm Beach, with a mailing address of P.O. Box 109650, Palm Beach Gardens, Florida 33410 hereinafter referred to as the OWNER. Whereas, the OWNER is the current title holder of property located at 204 N US Highway 1, Tequesta, Florida 33469 (hereinafter the "Property") which is centrally and conveniently located within the VILLAGE, and which has direct access from US Highway 1; and Whereas, the VILLAGE provides certain municipal services to all residents and property owners within its jurisdiction, including services related to fire-rescue which includes post emergency or natural disaster recovery and assistance; and Whereas, the VILLAGE and the OWNER have discussed the idea of utilizing a portion of the OWNER'S Property for VILLAGE Fire-Rescue department personnel to activate, operate, and de-activate a post emergency or natural disaster Point of Distribution location (hereinafter "POD") on an as-needed basis; and Whereas, a POD is, in essence, a centralized location within the VILLAGE'S jurisdiction which is activated immediately following an emergency or natural disaster event to contain equipment and supplies such as shelf-stable food, water, ice, blankets, tarps, and other necessities which can be picked up by VILLAGE residents and property owners for their personal use, and which may also be a focal point for the provision of certain services such as family re-unification and counseling, and which is subsequently de-activated at the appropriate time; and Whereas, the OWNER is willing and able to make available to the VILLAGE an appropriate portion of its Property for the VILLAGE to activate, operate, and de-activate a POD on an as-needed basis; and Whereas, the VILLAGE, through its personnel and/or contractors and consultants desires to have the ability to utilize an appropriate portion of the OWNER'S Property to activate, operate, and de-activate a POD on an as-needed basis; and Whereas, the OWNER and the VILLAGE desire to work collaboratively to develop a plan and procedures for activating, operating, and de-activating a POD at the OWNER'S Property on an as-needed basis; and Whereas, the VILLAGE and the OWNER desire to enter into this MEMORANDUM OF UNDERSTANDTING in order to memorialize the rights and responsibilities associated therewith. Now Therefore, in consideration of the mutual covenants contained herein, the receipt and sufficiency of which are hereby acknowledged, the VILLAGE and the OWNER agree as follows: Page 24 of 265 Agenda Item #6. 1. The OWNERS and the VILLAGE hereby agree to work collaboratively to develop a plan and procedures for the activation, operation, and de-activation of a POI] to be manned by VILLAGE personnel and/or contractors and consultants on an appropriate portion of the OWNER'S Property, on an as-needed bases in post p t emergency or natural disaster situations. 2. It is contemplated that such plan and procedures will include at a minimum,mum, the items contained on Exhibit A hereto. 3. It is further contemplated that this MOU, and such plan and procedures p p swill have an annual term which will be renewed in subsequent years upon mutual agreement of the OWNER and the VILLAGE. 4. It its further contemplated that all costs associated with the activation, operation, and de-activation of the POD from time to time will be borne solely by the VILLAGE 5. In conjunction with the use of the Property as contemplated herein, the VILLAGE agrees to indemnify, defend and hold harmless the OWNER for any loss, cost or damage (including reasonable attorneys fees) that arise out of or result from said use of the Property as a POD during all times including and between activation and de-activation of a POD as those terms may be further defined in the contemplated POD plan and procedures. 6. Upon the de-activation of any POD on the Property, the VILLAGE shall immediately restore the Property to the condition it was in prior to the POD activation, and to the extent the VILLAGE fails to immediately restore the Property, the VILLAGE shall indemnify, defend and hold harmless the OWNER for any costs or expenses incurred in restoring the Property. 7. The VILLAGE verifies that it has appropriate and adequate insurance, including liability insurance, with respect to the activation, operation, and de-activation of a POD at the Property. 8. This MOU shall continue in full force and effect for one year from the date it is fully executed by the OWNER and the VILLAGE, and shall automatically renew for subsequent annual terms until such time as either party gives the other art no 1 � party less than 90 days notice of termination. The indemnities set forth herein shall survive the termination of this MOU. N WITNESS WHEREOF, the parties have executed this MOU the day and year first above written. DIOCESE OF PLAM BEACH oe 8► . 7SL 3 a Y he R verend Kevin C. Nelson VILLAGE OF TEQUESTA By: Je emy Allen, Village Manager Page 25 of 265 Agenda Item #6. EXHIBIT A POD DETAILS POD Manager Each POD will have POD Manager in charge of the operation at the POD site. The POD Manager will maintain communications with the EOC.(Part of Incident Command) The POD Manager is responsible for the accountability of all personnel staffing the POD. low The POD Manager will hold briefings with all POD personnel to discuss operations, communication, safety and response to any emergencies. The POD Manager will have a Life Safety Plan to include response to traffic control, inclement weather, medical/fire emergencies, crowd control. The POD Manager will determine at what time the team will assemble at the POD site. The POD Manager will coordinate with law enforcement regarding traffic patterns and site security. The POD Manager will provide a work schedule to all personnel and provide for periods of rehabilitation as needed. The POD Managers will inspect the POD site to assess damage and determine the suitability of the site, then report their findings to the EOC. If the site is deemed safe the team will begin to set-up the POD. The POD Manager will create a Site Plan showing the location of the vehicle lines, loading points, supply areas, entrance / exit points, office area, restrooms, and meal / break facilities. The POD Manager will provide Situation Reports to the Emergency Manager as requested. (minimum is every 24 hours) POI) Operations Site Plan The site plan will be used by the POD Team to set up the site. A POD is divided into three areas A Supply Line - This is where supply trucks (usually tractor-trailers) unload the supplies to be given out at the POD, and must include enough room for there to turn around, back in, load / unload, etc. A Loading Line - This is where pallets of supplies are set up to be distributed to the public. The Loading Line will generally consist of "Loading Points" where vehicles are loaded with the supplies being given out. A vehicle Line - This is where the public drives through to get supplies. Entry into the vehicle line occurs only when all vehicles have come to a complete stop and the Traffic Controller has instructed the staff to "LOAD.„ Page 26 of 265 Agenda Item #6. Considerations before activation of POD Depending on the nature of the disaster, there may or may not be advance warning of an event. If we did have advanced warning of the emergency then preparations can be started early (Hurricanes can be seen coming, tornados or other events may provide no warning at all) The time frame of activation will depend greatly upon the incident itself and the ability to set up locations, but generally occurs within the first 72 - 96 hours of an event. POD site operating times can vary, but they are generally open 12 hours a day. This reduces the amount of time the POD is open in low- light conditions. operating hours can vary based on the length of daylight hours, additional lighting for the site, availability of staff, ability of customers to reach the site after hours, etc. The specific types of supplies to be provided will be based on the emergency needs of the community. Site is known to the public Easy paved routes for ingress and egress Availability of potable water and areas where a "Boil Water" order is in effect Availability of commodities Areas where no grocery stores, restaurants, or fond distributors are open for business within a 5-mile radius Type and quantity of commodities to be distributed Estimated date and time of first supply shipment Time and date POD will open Communication with Public - other facilities that must be located on site are portable toilets and dumpsters. (could be handled by contract port-o potty and trash cylinders) Al Office facilities, meal feeding facilities, and break areas are also necessary at a POD site. These facilities should be suitable for the number of personnel staffing the site, and are usually located in a portable tent. when determining the locations of these facilities, the safety and health of the staff is of utmost importance. It is possible that we may need to deliver services such as family reunification and or counseling. This would require a similar set up inside a building. The staff needs would be the same, bathroom, garbage collection and place to work. The process for providing the service would include a check in position, followed by a routing of the residents to a room or rooms for service, and then an exit or discharge. Exhibit A does not contain an all-inclusive list, and other criteria that are pertinent to the situation must be considered. No to situations are the same and the needs change with the situation. It is the goal of this MOU to formulate a detailed plan and procedures that may alter and/or augment the items and considerations contained in Exhibit A. Page 27 of 265