ITEM 3.9 Emergency ManagementTY OF
OtSCezo
MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT
REQUESTOR:
MEETING DATE:
Planning
City Planner Licht
8 June 2020
PRESENTER(s)
REVIEWED BY:
ITEM #:
Consent
City Administrator/Finance Director Flaherty
3.9 — Emergency Management
STRATEGIC VISION
MEETS:
THE CITY OF OTSEGO:
Is a strong organization that is committed to leading the community through innovative
communication.
Has proactively expanded infrastructure to responsibly provide core services.
X
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
Is a social community with diverse housing, service options, and employment opportunities.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends adoption of an ordinance amending the City Code regarding emergency
management.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKG R 0 U N D/J USTI FI CATION:
The Governor declared a peacetime emergency on 13 March 2020 that provides Statutory authority for
executive orders to respond to the COVID-19 pandemic. The City Council met on 23 March 2020 and also
declared a local emergency in accordance with Title 6, Chapter 1 of the City Code.
In drafting the City's pandemic response plan, it became evident that the existing emergency management
language adopted by the City is oriented primarily to physical disasters such as flooding or severe weather.
Amendments to the language in the City Code regarding emergency management is necessary to broaden
the scope of the City's response efforts to address the current and possible future pandemic events.
Proposed amendments to the City Code were drafted concurrent with the pandemic response plan and
reviewed by the City Council on 26 March 2020. The proposed amendments include adding continuation
of operation priorities applicable to all emergencies, provides more specific description of duties for the
City Administrator and Department Heads, addresses employee Paid Time Off and accounts payable
functions, and facility closure or suspension of services related to human resources.
ORDINANCE NO.: 2020-10
CITY OF OTSEGO
COUNTY OF WRIGHT, MINNESOTA
AN ORDINANCE AMENDING THE CITY CODE REGARDING EMERGENCY
MANAGEMENT.
THE CITY COUNCIL OF THE CITY OF OTSEGO DOES HEREBY ORDAIN:
Section 1. Section 6-1-1 of the City Code (Emergency Management) is hereby
amended to read as follows:
6-1-1: POLICY AND PURPOSE: Ternadees, fleeds blizzards, and ether natural disasters nan
++o,+ the ri+„ in-„dd;+;,,n .Major disasters such as severe weather, floods, heath eaidemics.
train wrecks, plane crashes, explosions, accidental releases of hazardous materials, pipeline
leaks, and enemy attack pose a potential threat to public health and safety in Otsego. In
recognition of these threats, it is necessary to ensure that preparations of the City will be
adequate to deal with the disasters and to provide for basic health and security, and preserve
the lives and property of the people of the City, it is declared necessary:
A. To establish a City emergency management organization, whose responsibility it is to
plan and prepare for emergency government operations in +,r, �,fne of disaster.
B. To provide for the exercise of necessary powers during emergencies and disaster.
C. To provide for the exercise of mutual aid between the City and other political
subdivisions with the goal of carrying out emergency preparedness functions.
D. To comply with the provisions of Minnesota Statutes chapter 12.
E. To participate as policing district of Wright County and a fire protection jurisdiction of the
cities of Albertville, McRtiselle, Elk River, and Rogers, and review and accept their
emergency plans as the City's basic plan for responses to emergencies, disasters,
mutual aid, and other projects, as prescribed within this chapter and Minnesota Statutes
chapter 12.
Section 2. Title 6, Section 1 of the City Code (Emergency Management) is hereby
amended to add the following provisions:
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6-1-12: CONTINUITY OF OPERATIONS:
A. Priority of Operations. The following priority of operations shall guide emergency
response operations and decision. The City Administrator, acting as the Emergency
Management Director, shall have broad authority to determine how City activities and
functions are to be conducted within the frame work of these priorities.
1. Public Safety and Security. These services shall be continued, maintained, and
repaired during all emergencies to protect public health, safety and welfare:
a. Utilities:
(1) Water system and water distribution.
(2) Sewer collection and treatment.
b. Streets and Parks:
(1) Snow and ice removal.
(2) Streets.
(3) Stormwater facilities.
(3) City vehicles and equipment.
(4) City buildings and facilities.
(5) Coordination with City Engineer and utility companies.
C. Engineering:
(1) Utility locates.
(2) Coordination with Utility and Streets Departments.
d. Administration:
(1) Development and dissemination of public information.
(2) Information Technology system maintenance and support.
2. Essential Services. These services may be disrupted temporarily, typically no
longer than five (5) days, and must be reestablished as soon as practical:
a. City Council meetings.
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b. Payroll and workers compensation.
C. Procurement and contracting.
d. Accounts payable and receivable.
e. Building and facility cleaning and disinfection.
f. Emergency permits, licensing, and inspection.
3. Necessary Services. These services can be temporarily suspended for longer
periods (more than five (5) days), but typically not longer than six (6) weeks:
a. Building Safety:
(1) Fire code inspections.
b. Planning:
(1) Development application processing.
(2) Administrative permits.
(3) Code enforcement.
C. Engineering:
(1) Project inspection and observation.
(2) Preparation of plans and specifications.
(3) Administrative review and approvals.
d. Administration:
(1) Finance functions.
(2) Licensing.
4. Non -Essential Services. These services may be suspended until emergency
conditions have been abated:
a. Parks and Recreation programs.
b. Reservations for City facilities.
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C. All other services.
5. Specific Event Response. The City response to emergency events will vary
based upon the nature of the emergency. The City Administrator is authorized to
develop and implement response plans for continued City operations for
emergency events in addition to the provisions of this Section based upon the
circumstances of the specific emergency.
B. Delegation of Authority; Responsible Authority:
1. The line of succession for City leadership shall be the City Administrator, the
Finance Director, and the City Clerk.
2. The City Administrator, acting as the Emergency Management Director, may
after informing the City Council, close City buildings and facilities to access by
the public and/or employees, suspend non -essential operations, adjust work
assignments and schedules, work locations, and establish priorities for City
operations in accordance with this Section. Within a reasonable period, typically
no more than five (5) days of emergency operations, the City Council may meet
to review emergency response operations and provide direction to the City
Administrator as to continued emergency operations.
3. Department Heads:
a. Department Heads are deemed to be essential personnel and are
expected to perform their duties to the best of their ability in the event of
an emergency.
b. The City Administrator must designate at least one (1) other City staff
person in each Department to act in the event of the absence or
incapacitation of the Department Head. Names of the designated
personnel must be conveyed to all Department personnel.
C. If all identified employees in the line of succession are incapacitated or
absent, the City Administrator may designate acting leadership for the
Department.
4. Paid Time Off and Compensatory Time:
a. The City Administrator may modify personnel rules and policies to allow
for reasonable use of accrued paid time off (PTO), compensatory time, or
unpaid time off.
b. The City Administrator and/or Department Heads may suspend use of
PTO and compensatory time as necessary to maintain City operations.
C. The City Administrator or Department Heads shall directly notify affected
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employees as to changes in policies regarding PTO, compensatory time,
and cancellation of specific leaves of absence.
5. The City Administrator may suspend normal processes and approval procedures
for payroll and accounts payable. The City Administrator must designate at least
one (1) other employee to review and approve payroll and accounts payable in
addition to themselves.
C. Facility Closure and Suspension of Services:
1. Unless directed by the City Administrator or Department Heads, all employees
are expected to report for their regularly scheduled work hours and assignments.
2. Employees who deliver services defined as public safety or essential services by
this Section are expected to report for work as directed regardless of facility
closure.
3. In the event that facilities are closed to the public and employees are directed not
to report to work:
a. Every effort will be made for employees to work remotely subject to
specific work functions and activities.
b. Full time employees not able to work remotely, but not required to report
will be paid their normal compensation for the day(s) they are not allowed
to report to work.
Section 3. This Ordinance shall become effective immediately upon its passage and
publication.
MOTION BY:
SECOND BY:
ALL IN FAVOR:
THOSE OPPOSED:
2020.
ADOPTED by the City Council of the City of Otsego this 8th day of June,
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CITY OF OTSEGO
BY:
Jessica L. Stockamp, Mayor
ATTEST:
Tami Loff, City Clerk