The URL can be used to link to this page

02-22-10 CCver ME D I CAL C E N T E R February 2010 Update • New River Medical Center's Board of Directors is recruiting community members to serve on a Legal Status Education Committee. The application packet includes an overview of the committee's responsibilities and an application questionnaire; the application packet can be viewed at www.newrivermedical.com under the Board of Directors section. Applications are due Friday, February 26, 2010. • New River Medical Center's year-to-date operating margin for the first quarter of the fiscal year (October through December) was 0.5% compared to a budget of 1.5%. Operating margin is below budget due to lower than expected volumes. • New River Medical Center's Birthing Center received the Safe Count Award from the Minnesota Hospital Association. The award honors the successful implementation of the standards established by national and state best practices to prevent objects, such as sponges, from retention during labor and delivery. • New River Medical Center's Imaging Department recently received the highest rating from the U.S. Food and Drug Administration (FDA) on their Mammography Quality Standards Act Survey Inspection. This annual inspection reviews several areas of radiology to ensure compliance with federal standards including equipment quality and performance, staff credentials, continuing experience, infection control and patient outcome processes. This is the fifth year the Imaging Department has successfully completed this inspection with the highest rating and no deficiencies. New River Medical Center continues its direct mail campaign to increase awareness of our brand. The campaign utilizes postcard mail pieces that highlight New River Medical Center services. February's postcard highlights the Monticello Cancer Center. Upcoming postcards showcase the Birthing Center and an overview of New River Medical Center's services. New River Medical Center is hosting a Classroom Clinic on Tuesday, March 23, 2010 from 7 — 8:30 p.m. Dr. Adrianne Bowen, general surgeon with Specialists in General Surgery, will present information on colon cancer awareness. All are welcome to attend. • Is there anything you would like to share as to "What does your community need from New River Medical Center?" 1013 Hart Boulevard • Monticello, MN 55362 • www.newrivermedical.com • 763.295.2945 CITY OF OTSEGO ON THE GREAT RIVER ROAD INVOICE 8899 Nashua Avenue N.E. • Otsego, MN 55330 (763) 441-4414 • Fax: (763) 441-8823 E-mail: cityhall@ci.otsego.mn.us OTSEGO DPB MGMT LLC DATE: 01/14/10 9100 QUADAY AVE NE OTSEGO, MN 55330 PROPERTY: ROCKWOODS - PID #118-093-001010 DESCRIPTION FEES TO ADMINISTRATE, INVESTIGATE AND VERIFY CORRECTION OF STORM SEWER CONNECTION 11/25/2009 HAKANSON ANDERSON ASSOC. INC. 12/29/2009 HAKANSON ANDERSON ASSOC. INC. 1/13/2010 HAKANSON ANDERSON ASSOC. INC. PEOPLESERVICE INC. TOTAL DUE: PLEASE REMIT PAYMENT TO THE CITY OF OTSEGO. $520.77 $594.50 $301.50 $285.00 1,701.77 Hakanson Anderson Assoc., Inc. Invoice To: CITY OF OTSEGO-PUBLIC 8899 NASHUA AVE. N.E. OTSEGO, MN 55330 Attention: 3601 Thurston Avenue, Anoka, MN 55303 30 Phone: 763/427-5860 Fax: 763/427-0520 Project: OT426-2009 OTSEGO NPDES PHASE 11 Manager: RON J. WAGNER k Professional Services for the Period: 12/1/2009 to 1!8/2010 Invoice Number: 26311 Invuice Date: January 13, 2010 Billing Group: 006 Cost Plus Invoice: 26311 January 13. 20 10 Contract #: ENGINEERING AND SURVEYING SERVICES PROVIDED TO SET UP DOCUMENTATION AND DEVELOP A PROGRAM FOR THE CITY OF OTSEGO'S COMPLIANCE WITH SMALL MS4 REQUIREMENTS GENERAL - GENERAL MS4 ISSUES ITEM I - MCM I ITEM 2 - MCM 2 ITEM 3 - MCM 3 ITEM 4 - MCM 4 ITEM 5 - MCM 5 ITEM 6 - MCM 6 ITEM 7 - MCM 7 ITEM 8 - GIS STORM SEWER Professional Services GENERAL BENJAMIN NELSON UPDATE STORM WATER POND INFORMATION Date Bill Hours Bill Rate 12/08/09 2.50 66.41 GENERAL Total: 2.50 Charae 166.03 ITEM 2 Date Bill Flours Bill Rate Charge RON J. WAGNER 12/03/09 0.50 95.00 47.50 COMM. W1 ROCKWOODS - SET UP SUBSEQUENT MEETING TO REVEIW PLUMBING PLANS RON J. WAGNER 12/08/09 1.00 95.00 95.00 MEETING W/P- LUMBERS ON CORRECTIVE ACTIONS TO ILLICIT DISCHARGE - ROCKWOODS RON J. WAGNER 12/10/09 0.50 95.00 47.50 FOLLOW UP W1 BARB AND HAROLD ON ROCKWOODS PLUMBING ISSUES RON J. WAGNER 12/15/09 0.50 95.00 47.5 FOLLOW UP ON ILLICIT DISCHARGE FIX AT ROCKWOODS Hakanson Anderson Associates, In Project: O'1'426-2009 EM 2 Date Bill Hours RON J. WAGNER 12.22/09 0.50 CHECKED WV HAROLD REGARDING ROCKWOODS PLUMBING CHANGE TO CORRECT ILLICIT DISCHARGE ITEM 2 Total: 3.00 Professional Services Totals: Reimbursables Expense Date Bill Units Unit Bill Rate COPIES 09/16/09 250.00 0.200 FLYERS/ BROCHURES ETC. MILEAGE 12/08/09 30.00 0.550 ROCKWOODSILLICIT DISCHARGE (ITEXI 3) Invoice: 26311 January 13, 2010 Page 2 of 2 Bill Rate (:haMw 95.00 4777.-510 $285.00 $451.03 Bill UnitC.'hurec $50.00 C16.50 Reimbursables Totals: 366.50 Billing Group 006 Totals: Project Totals: Billing Group Total: $517.53 *** Total Project Invoice Amount $517.53 Billing Summary Current Prior Total Professional Services $451.03 $26,226.68 $26,677.71 Reimbursable Expenses: $66.50 $224.40 $290.90 Outside Services: $0.00 $0.00 $0.00 Other Services and Fees: $0.00 $3.40 $3.40 Finance Charges: $0.00 $0.00 $0.00 Tares: $0.00 $0.23 $0.23 Total: �- $517.53 - V - $26,454.71 ~ "^--$26,972.24 Aged Receivables: Current 31-60 Days 61-90 Days 91-120 Days > 120 Days $4.971.64 $0.00 $0.00 $0.00 $0.00 All imroices are due upon receipt. A late charge q11.5% will be added to any unpaidbalance after 30 days Hakanson Assoc., Inc. Hakanson Anderson ■ i Assoc., I nc. Invoice To: CITY OF OTSEGO-PUBLIC 8899 NASHUA AVE. N.E. OTSEGO, MN 55330 Attention: Project: OT426-2009 OTSEGO NPDES PHASE It Manager: RON J. WAGNER 3601 Thurston Avenue Anoka, Minnesota 55303 76.3/427-58bO 763/427-0520 Fax Invoice Number: 26267 Invoicc Date: December 29, 2009 Professional Services for the Period: 11/1/2009 to 11/30/2009 Billing Group: 006 Cost Plus Invoice: 26267 December 29. 2009 Contract #: ENGINEERING AND SURVEYING SERVICES PROVIDED TO SET UP DOCUMENTATION AND DEVELOP A PROGRAM FOR THE CITY OF OTSEGO'S COMPLIANCE WITH SMALL MS4 REQUIREMENTS GENERAL - GENERAL MS4 ISSUES ITEM 1 - MCM 1 ITEM 2-MCM 2 ITEM 3 - MCM 3 ITEM 4 - MCM 4 ITEM 5 - MCM 5 ITEM 6 - MCM 6 ITEM 7 - MCM 7 ITEM 8 - GIS STORM SEWER Professional Services ENGINEERING SERVICES SHANE M NELSON DRAFT MENIO - MS4 ANNUAL STAKEHOLDER'S MEETING SUMMARY ENGINEERING SERVICES Total: Date 11/12/09 �cd "Or") 4 • S� Bill Hours 1.50 1.50 Bill Rate Charge 95.00 142.50 S142.50 Date Bill Hours Bill Rate Charae ITEM 3 11/02/09 1.50 71.50 107.25 KENNETH BECK MEETING WITH KURT AND BRAD AT ROCKWOODS REGARDING STORM SEWER OUTLET 11/02/09 1.00 95.00 95.00 RON J. WAGNER COM,V1. W/ KEN ON ILLICIT DISCHARGE FROM ROCKWOODS 11/03/09 1.50 71.50 107.25 KENNETH BECK PREPARE MEETING MINUTES AND COMMUNICATIONS REGARDING FINDINGS 11/23/09 2.00 95.00 190.00 RON J. WAGNER Invoice: 26267 Hakanson Anderson Associates, In . December 29, 2009 Project U"f t26-_OU9 Page'_' of Date Bill Hours Bill Rate _ar Chea TEN SITE VISIT TO ROCK WOODS - DETERMINE ILLICIT DISCHARGE SOURCE (DISHW 4SHER) 11/30!09 1.00 95.00 95.00 RON J. WAGNER LETTER TO ROCKWOODS REGARDING ILLICIT DISCHARGE ITEM 3 Total: 7.00 $594.50 Date Bill Hours Bill Rate Charpe ITEM 6 11104i09 4.00 66.41 265.65 BENJA' NELSON PREFOR.W POND INSPECTIONS 11/04/09 4.00 71.50 286.00 KENNETH BECK POND INSPECTIONS WITH BE.V 1.00 95.00 95.00 RON J. WAGNER 11/04/09 CO,bLb! W/ KEN ON STORM POND REVIEWS 11/09/09 4.50 66.41 298.86 BENJAMIN NELSON POND INSPECTIONS 11/12/09 6.50 66.41 431.68 BENJAMIN NELSON POND wSPECTIONS 11/13/09 7.00 66.41 464.89 BENJAMIN NELSON POND INSPECTIONS 11/16/09 3.00 66.41 199.24 BENJAMIN NELSON POND INSPECTIONS 11/17/09 5.50 66.41 365.27 BENJAMIN NELSON POND INSPECTIONS 11/18/09 4.50 66.41 293.86 3ENJAMIN NELSON POND INSPECTIONS 11!19/09 6.50 66.41 431:68 BENJAMIN NELSON POND INSPECTIONS 11/23/09 6.00 66.41 398.48 BENJAMIN NELSON POND 1NSTPECTIONS 52.50 $3,535.61 ITEivI 6 Total: Professional Services Totals: $4,272.61 Reimbu_rsables Date Bill Units Unit Bill Rate Bill UnitCharee Expense 11/04/09 35.00 0.550 $19.25 MILEAGE POND INSPECTION 16.50 11109/09 30.00 0.550 MILEAGE POND INSPECT/ONS 19.25 11/12/09 35.00 0.550 MILEAGE POND INSPECTIONS 19.25 11/13/09 35.00 0.550 MILEAGE POND INSPECTIONS 19.25 11/16/09 35.00 0.550 MILEAGE POND INSPECTIONS 22.00 11/17/09 40.00 0.550 MILEAGE POND INSPECTIONS 22.00 ///18/09 40.00 MILEAGE Hakanson POND INSPECTIONS 19-Assoc.,Inc. Halcanson 1--711JAnderson Assoc., Inc. Invoice TO: CITY OF OTSEGO-PUBLIC 8599 NASHUA AVE. N.E. OTSEGO, NIN 55330 Attention: Project: OT426-2009 OTSEGO NPDES PHASE II 1 Manager: RON J. WAGNER 3601 Thurston Avenue Anoka, Minnesota 55303 763/427-5860 763/427-0520 Fax Invoice Number: 26153 Invoice Date: November 25.2009 Professional Services for the Period: 10/ 1/2009 to 10/31/2009 Invoice: 26153 Billing Group: 006 Cost Plus November 25. 2009 Contract # ENTATION ENGINEERING AND SURVEYINGOTSEGO'S COMPLIANCEoANCE WITH N SMALL MS4SET UP MREQUIREN REQUIREMENTS DEVELOP A PROGRAM FOR THE CITY O GENERAL - GENERAL MS4 ISSUES ITEM 1 - MCM I ITEM 2 - MCM 2 ITEM 3 - MCM 3 ITEM 4-MCM 4 ITEM 5 - MCM 5 ITEM 6 - MCM 6 ITEM 7-MCM I ITEM 8 - GIS STORM SEWER Professional Services ENGINEERING SERVICES Date 10/01109ate JOE MACPHERSON REVIEW STORM SEWER GIS MAPS 10/08/09 BRENT LARSON SITE VISIT WITH KENNY TO DETERMINE IF OR WHERE AND ILLICITS DISCHARGE IS COMING FROM IN THE 10/14/09 BRENT LARSON DOWNLOAD WATERFRONT WEST ILLICIT DISCHARGE PICTURES AND CREATE MAP FIrHIBIT ENGINEERING SERVICES Total: Bill Hours Bill Ratc Charee 1.50 70.81 106.22 1.25 73.56 0551'7 0.75 73.56 --- 3.50 $253.34 Date Bil Hours Bill Rate Charge GENERAL 10/05/09 0.50 95.00 47.50 RON J. WAGNER COMM. W1 KENNY ON PROGRESS 10/06/09 0.50 95.00 47.50 RON J. WAGNER RETURN YELLOW COPY WITH REMITTANCE ITEM 3 KENNETH BECK REVIEJV SITE FOR ILLICIT DISCHARGE KENNETH BECK ILLICIT DISCHARGE RESEARCH FOR ROCKWOODS -RON J. WAGNER COhf!N. W/ KEN ON ILLICIT DISCHARGE FROM ROCKWOODS KENNETH BECK RESEA RCH ILLICIT DISCHARGE NEAR ROCK6VOODS ITEM 6 KENNETH BECK REVIEW DOOR HANGER EV_4MPLES KENNETH BECK PREPARE FOR POND INSPECTIONS KENNETH BECK POND INSPECTIONS WITH OTSEGO STAFF Date 10108/09 10/12/09 10/13/09 10/14/09 ITENI 3 Total: Date 10/06/09 10/07/09 10108/09 ITEM 6 Total: Bill Hours Bill Rata 1.50 Invoice: 26153 Hakanson Anderson Associates, In 71.50 0.50 November 2009 Project: OT426-2009 Page 2 of 4 Date Bill Hours BIII Rata Cham GENERAL COtil bf. 6V1 KEN:V F ON PROGRESS 10/07/09 0.50 95.00 47.50 PON J. WAGNER COAdA.f. W/ KENNY O,,V PROGRESS 10/14/09 0.50 71.50 35.75 KENNETH BECK REVIEW S;YPPP FEE CHARGES VERSUS 2009 FEE SCHEDULE 10/14/09 0.50 95.00 47.50 RON J. WAGNER ISSUES WITH SUF LEITER 10/15/09 0.50 95.00 47.50 RON J. WAGNER COXI,w. W/ OTSEGO STIFF REGARDING HOW TO RESPOND TO QUESTION ON SUF 10/21/09 1.00 71.50 71.50 KENNETH BECK UPDATE TRANs,LIITTALS 4.00 $344.75 GENERAL Total: ITEM 3 KENNETH BECK REVIEJV SITE FOR ILLICIT DISCHARGE KENNETH BECK ILLICIT DISCHARGE RESEARCH FOR ROCKWOODS -RON J. WAGNER COhf!N. W/ KEN ON ILLICIT DISCHARGE FROM ROCKWOODS KENNETH BECK RESEA RCH ILLICIT DISCHARGE NEAR ROCK6VOODS ITEM 6 KENNETH BECK REVIEW DOOR HANGER EV_4MPLES KENNETH BECK PREPARE FOR POND INSPECTIONS KENNETH BECK POND INSPECTIONS WITH OTSEGO STAFF Date 10108/09 10/12/09 10/13/09 10/14/09 ITENI 3 Total: Date 10/06/09 10/07/09 10108/09 ITEM 6 Total: Bill Hours Bill Rata 1.50 71.50 1.00 71.50 0.50 95.00 2.00 71.50 5.00 Bill Hoursill Rate 0.50 71.50 1.00 71.50 3.00 4.50 Professional Services Totals: 10 7. 25 71.501 47.50 143.00 ;369.25 Chars: 35.75 71.50 71.50 214.50 $321.75 51,289.09 Reimbursables Unit Bill Rate Biu! Unit Date Bill Units -- Expense 10/08/09 8.00 0.550 54,40 MILEAGE 10/08/09 • ILLICIT DISCHARGE INSPECTION Reimbursables Totals: 54.40 Billing Group 006 Totals: Billing Group Total: $1.293.49 Hakanson Anderson Rockwoods Storm Sewer Investigation Billable Time and Material PeopleService Inc. Oct — Nov 2009 Time 2 site visits Initial meet Investigation Scheduling Material order Time total Material 3 dyes, tax, shipping a tis � � 5C) = � '�oO • o� 4, . INTEROFFICE MEMORANDUM TO: MIIKE ROBERTSON FROM: LYNN PAULSON- BUILDING INSPECTOR SUBJECT: PERMIT 2009-848 ,FOR ROCKWOODS -9100 QUADAY AVE NE DATE: 1/28/2010 CC: PROPERTY FILE 118093001010 I inspected the connection of the kitchen dishwasher to the sanitary sewer line on 12/18/09. The plumber on site showed me where it was connected to the 8" pvc roof drain pipe. It was a 2" pvc pipe with adapters to the 8" pipe and the vent ran vertical along the inside of the finished wall to the vent system above the ceiling. The plumber stated that this was done after the original plumbing was installed and was not done by a professional plumber. Lynn Paulson Building Inspector rI �3-10\0 �r_tz��-�..-�.. 1�r.�ftc.,.��-�. _ .. fib.. ?�`�' . s.3�,�► Via► Ale - '77 -Ar .may" 6--14-S /4 21'bl �r 151 &-3AGA- 7- -T tt� V S LJf?b-4. /91W60511, SPIT W 10•z.a X2"31 6,J-00- 13 CITY OF OTSEGO 8899 NASHUA AVENUE NE OTSEGO, MN 55330- 1) 441-2593 FAX: (763) 441-8823 REPRINTED ON 1/28/2010 ADDRESS 9100 QUADAY AVE NE PIN ; 118093001010 LEGAL DESC OTSEGO WATERFRONT TOTAL LOT 001 BLOCK 001 PERMIT TYPE PLUMBING PROPERTY TYPE : COMMERCIAL CONSTRUCTION TYPE : COMMERCIAL PLUMBING PERMIT VALUATION : $ 3,500.00 APPLICANT : THOMPSON PLUMBING 15001 MINNETONKA INDUSTRIAL RD MINNETONKA, MN 55345- (952) 933-7717 Minnesota State License #: 58282PM TIER ONE LLC , DONNA K PETERSON PROPERTIES 1715 STERLING DR MINNETRISTA, MN 55364-8249 AGREEMENT AND SWORN STATEMENT The work for which this permit is issued shall be performed according to: (1) the conditions of this permit; (2) the approval plans and specifications; (3) the applicable City approvals, Ordinances and Codes; and (4) the State Building Code. This permit is for only the work described and does not grant permission for additional or related work which requires separate permits. This permit will expire and become null and void if construction authorized is not commenced within 180 days, or if construction is suspended for a period of 180 days at any time after work has commenced. The applicant is responsible T curing all required inspections are requested in L rmance with the State Building Code. PERMIT NO.: 2009-00848 DATE ISSUED: 12/17/2009 PERMIT FEE 106.98 MN STATE SURCHARGE, VALUE 1.75 PLAN REVIEW FEE 69.54 TOTAL 178.27 PAID WITH CC # 5822 RECEIPT NUMBER: 474265 SEPARATE PERMITS REQUIRED FOR WORK OTHER THAN DESCRIBED ABOVE. CLAIMS LIST CITY COUNCIL MEETING FEBRUARY 22, 2010 TO: Tami Loff ITEM 5-1 Attached is the Claims List for the City Council. For more details, please refer to the check detail registers. CLAIMS REGISTER 02-10-2010 $ 58,020.62 Check #48275 - 48282 02-10-2010 $ -245.00 Voided check #48263 02-17-2010 $ 579,661.95 Check #48283 - 48330 PAYROLL 02-10-2010 $ 34,283.02 ELECTRONIC PYMTS FOR FEB: Bldg Permit Surcharge Qwest Centerpoint Energy Dept. of Revenue -Fuel Tax Dept. of Revenue -Sales Tax Elk River Utilities Wright -Hennepin Delta Dental Total GRAND TOTAL $ 706,558.11 $ 2,629.41 $ 104.36 $ 8,771.05 $ 524.11 (JAN) $ 4,284.00 (JAN) $ 2,506.39 $ 14,830.39 $ 1,187.81 $ 34,837.52 If you have any questions or if you would like to review this list further, please let me know. Sue Frisch Bookkeeper CITY OF OTSEGO 02/17/10 9:16 AM Page 1 *Check Summary Register© FEBRUARY 2010 Name Check Date Check Amt 10100 BANK OF ELK RIVER Paid Chk# 048283 ENVENTIS 2/11/2010 $616.56 TELEPHONE Paid Chk# 048284 ABM EQUIPMENT & SUPPLY, LL 2/17/2010 $260,514.23 JET VAC EQUIPMENT Paid Chk# 048285 ADAM'S PEST CONTROL INC 2/17/2010 $84.43 QUARTERLY SERVICE Paid Chk# 048286 AFFORDABLE SANITATION 2/17/2010 $322.00 JAN PORTA RENTALS Paid Chk# 048287 AFLAC 2/17/2010 $1,140.64 SUPPLEMENTAL INSURANCE Paid Chk# 048288 AIRGAS, INC. 2/17/2010 $95.00 ACETYLENE, HAZMAT, OXYGEN Paid Chk# 048289 ATSSA 2/17/2010 $120.00 RICK KNUTSON WKSHP - 3/16 & 3/ Paid Chk# 048290 BEAR ALARMS 2/17/2010 $3,453.13 1 YR MON - WEST TOWER Paid Chk# 048291 BOYER TRUCKS 2/17/2010 $103.95 PEDAL ASSY Paid Chk# 048292 BRINK PR 2/17/2010 $1,100.00 OTSEGO VIEW - FEB/MAR 2010 Paid Chk# 048293 CENTRAL HYDRAULICS, INC. 2/17/2010 $326.28 PUMP FOR TRUCK Paid Chk# 048294 CITY OF OTSEGO 2/17/2010 $382.26 5850 RANDOLPH - EAST WWTF Paid Chk# 048295 CIVIC SYSTEMS, LLC 2/17/2010 $6,078.19 CLARITY UPGRADE Paid Chk# 048296 COURI MACARTHUR LAW OFFIC 2/17/2010 $7,995.01 BENESH/MNDOT EASEMENTS Paid Chk# 048297 DEPT OF LABOR & INDUSTRY 2/17/2010 $390.29 3RD QTR 2008 SURCHARGE BAL DUE Paid Chk# 048298 DESIGN ELECTRICAL CONTRAC 2/17/2010 $6,204.00 POLE REPLACEMENT BY HOLIDAY Paid Chk# 048299 DISTRICT 728 COMMUNITY ED 2/17/2010 $27,000.00 2009 RECREATION PROGRAMMING Paid Chk# 048300 DJ'S TOTAL HOME CENTER 2/17/2010 $162.87 ICE MELT Paid Chk# 048301 DMV 2/17/2010 $3,053.80 TAX, TITLE & REG FOR 02 STERLI Paid Chk# 048302 ELK RIVER FLORAL 2/17/2010 $152.83 FEELA FUNERAL, RON, HAROLD Paid Chk# 048303 FINKEN'S WATER CARE 2/17/2010 $31.14 BOTTLED WATER Paid Chk# 048304 G & K TEXTILE LEASING SYSTE 2/17/2010 $587.36 UNIFORMS & MATS Paid Chk# 048305 GENERATOR SYSTEM SVCS, IN 2/17/2010 $143.68 GENERATOR HEATER TANK REPL Paid Chk# 048306 GOPHER STATE ONE -CALL INC 2/17/2010 $182.65 LOCATE TICKETS Paid Chk# 048307 H & L MESABI 2/17/2010 $3,998.20 CARBIDE/PLOW BLADES Paid Chk# 048308 HEALTH PARTNERS 2/17/2010 $6,494.20 MARCH MEDICAL Paid Chk# 048309 JESSICA STOCKAMP 2/17/2010 $171.73 EASTER HUNT SUPPLIES Paid Chk# 048310 LONG & SONS 2/17/2010 $1,111.50 CITY HALL JAN CLEANING Paid Chk# 048311 METRO WEST INSPECTION SVC 2/17/2010 $6,242.50 INSPECTION SERVICES Paid Chk# 048312 NEWMAN TRAFFIC SIGNS 2/17/2010 $1,730.80 SIGN MAT'L Paid Chk# 048313 NORTH AMERICAN SALT COMP 2/17/2010 $12,289.60 SALT/SAND Paid Chk# 048314 NORTH STAR AWARDS 2/17/2010 $7.48 JOE MACPHERSON NAME PLATE Paid Chk# 048315 NUSS TRUCK & EQUIPMENT 2/17/2010 $209,989.09 2010 MACK GU713 DUMP/PLOW TRUC Paid Chk# 048316 OFFICEMAX 2/17/2010 $227.28 OFFICE SUPPLIES Paid Chk# 048317 PETER TORRESANI 2/17/2010 $195.82 SANTA DAY SUPPLIES Paid Chk# 048318 PETERBILT NORTH 2/17/2010 $16.77 AIR FILTER Paid Chk# 048319 PLAISTED COMPANIES 2/17/2010 $1,316.40 SALT & SAND Paid Chk# 048320 RICOH AMERICAS CORPORATIO 2/17/2010 $677.78 RICOH COPIER LEASE Paid Chk# 048322 ROYAL LAND DEVELOPMENT, IN 2/17/2010 $1,112.08 PRAIRIE OAKS ESC REFUND Paid Chk# 048323 SCHLUENDER CONSTRUCTION 2/17/2010 $450.00 PW SEPTIC PUMPING Paid Chk# 048324 SOFTRONICS, INC. 2/17/2010 $8,510.06 ADMIN - LABOR Paid Chk# 048325 TOWMASTER 2/17/2010 $43.10 TAIL LIGHT, ADAPTER Paid Chk# 048326 VERIZON WIRELESS 2/17/2010 $72.14 LAP TOP SERVICE Paid Chk# 048327 VINYL GRAPHICS 2/17/2010 $60.00 LABOR - CUT LOGOS FOR STREET S Paid Chk# 048328 WRIGHT COUNTY AUDITOR -TRE 2/17/2010 $3,621.70 SPEC ASSESSMENT CONTRACT 2010 Paid Chk# 048329 XCEL ENERGY 2/17/2010 $222.54 RIVERPOINTE LIGHTS Paid Chk# 048330 YALE MECHANICAL 2/17/2010 $860.88 REPAIRS @ PW BLDG Total Checks $579,661.95 FILTER: None CITY OF OTSEGO 02/17/10 9:16 AM Page 1 *Check Detail Register© FEBRUARY 2010 Check Amt Invoice Comment 10100 BANK OF ELK RIVER Paid Chk# 048283 2/11/2010 ENVENTIS E 101-43100-320 Telephone $154.14 TELEPHONE E 101-41400-320 Telephone $154.14 TELEPHONE E 250-42410-320 Telephone $308.28 TELEPHONE Total ENVENTIS $616.56 Paid Chk# 048284 2/17/2010 ABM EQUIPMENT & SUPPLY, LLC» E 206-43100-501 Equipment $260,514.23 123813 -IN JET VAC EQUIPMENT Total ABM EQUIPMENT & SUPPLY, LLC $260,514.23 Paid Chk# 048285 2/17%2010 ADAM'S PEST CONTROL INC E 101-41940-390 Contracted Services $84.43 554295 QUARTERLY SERVICE Total ADAM'S PEST CONTROL INC $84.43 FBid Chk# T048286 7J17/2010� AFFORDABLE SANITATION - ~...,._ _ ___ ___..-- E 101-45200-410 Rentals (GENERAL) $322.00 8817 JAN PORTA RENTALS Total AFFORDABLE SANITATION $322.00 Paid Chk# 048287 2/17/2010 G 101-21706 Hospitalization/Medical Ins $1,140.64 878414 SUPPLEMENTAL INSURANCE Total AFLAC $1,140.64 Paid Chk# 048288� 2/17/2010 AIRGAS, INC. E101-43100-210 Operating Supplies (GENERAL) $33.46 105335628 ACETYLENE, HAZMAT, OXYGEN E101-43100-210 Operating Supplies (GENERAL) $61.54 105384471 OXYGEN, HAZMAT & MISC SUPPLIES Total AIRGAS, INC. $95.00 E 101-43100-360 Education/Training/Conferences $120.00 RICK KNUTSON WKSHP - 3/16 & 3/17 Total ATSSA $120.00 Paid Chk# x048290 2/17%2010 BEAR ALARMS -� _ �� _ �� E 601-49400-390 Contracted Services $333.45 2987 1 YR MON - WEST TOWER E 101-41950-310 Miscellaneous $333.45 2990 1 YR MON - OLD CITY HALL E 602-49450-390 Contracted Services $365.51 2991 1 YR MON - WEST WWTF E 601-49400-390 Contracted Services $205.20 2992 1 YR MON - BOOSTER ST #1 E 601-49400-390 Contracted Services $333.45 2994 1 YR MON - RWN PH #4 E 602-49450-390 Contracted Services $333.45 2995 1 YR MON - EAST W WTF E 601-49400-390 Contracted Services $333.45 2996 1 YR MON - EAST TOWER ON 70TH E 101-41940-390 Contracted Services $401.85 2997 1 YR MON - CITY HALL E 101-43100-390 Contracted Services $479.87 2998 1 YR MON - PUBLIC WORKS E 601-49400-390 Contracted Services $333.45 2999 1 YR MON - EAST TOWER #3 Total BEAR ALARMS $3,453.13 Paid Chk# 048291 2/17/2010 BOYER TRUCKS E 101-43100-220 Repair/Maint Supply (GENERAL) $68.85 79252R PEDAL ASSY E 101-43100-220 Repair/Maint Supply (GENERAL) $35.10 7969OR COVER Total BOYER TRUCKS $103.95 Paid Chk# 048292 2/17/2010 BRINK PR E 101-41400-347 Newsletter $1,100.00 OTSEGO VIEW - FEB/MAR 2010 Total BRINK PR $1,100.00 Paid Chk# 048293 2/17/2010 CENTRAL HYDRAULICS, INC. E101-43100-220 Repair/Maint Supply (GENERAL) $326.28 13987 PUMP FOR TRUCK Total CENTRAL HYDRAULICS, INC. $326.28 CITY OF OTSEGO 02/17/10 9:16 AM Page 2 *Check Detail Register© FEBRUARY 2010 Check Amt Invoice OF OTSEGO E 602-49450-322 Utilities $3.30 7551 LANCASTER -WEST WWTF E 101-45200-322 Utilities $3.21 15501 83RD ST - IRRIG E 101-45200-322 Utilities $3.21 11313 77TH ST - IRRIG E 101-45200-322 Utilities $3.21 10400 71ST ST - IRRIG E 602-49450-322 Utilities $315.17 7551 LANCASTER - WEST WWTF E 602-49450-322 Utilities $40.72 5850 RANDOLPH - EAST WWTF E 602-49450-322 Utilities $6.06 7551 LANCASTER -WEST WWTF E 602-49450-322 Utilities $4.17 7551 LANCASTER - WEST WWTF E 101-45200-322 Utilities $3.21 6480 MASON AVE - IRRIG Total CITY OF OTSEGO $382.26 Paid Chk# 048295 2/17/2010 CIVIC SYSTEMS, LLC E 602-49450-390 Contracted Services $3,039.09 CVC7125 CLARITY UPGRADE E 601-49400-390 Contracted Services $3,039.10 CVC7125 CLARITY UPGRADE Total CIVIC SYSTEMS, LLC $6,078.19 Paid Chk# 048296 2/17/2010 MCOURI MACARTHUR LAW OFFICE , E 101-41700-301 Legal Services $136.00 JAY BROS. E 101-41400-391 GIS Services $140.00 GIS CONTRACT E 101-41700-301 Legal Services $391.00 BOB'S PRODUCE STREET LIGHT ISSUE E 101-41700-301 Legal Services $2,086.00 GENERAL E 101-41700-301 , Legal Services $3,603.01 HOSPITAL DISTRICT E 414-43100-301 Legal Services $630.00 HWY 101/MNDOT E 444-43100-301 Legal Services $560.00 BENESH/MNDOT EASEMENTS E 444-43256-301 Legal Services $357.00 QUADAY LIFT STATION #1 E 203-45210-301 Legal Services $92.00 TRAIL EASEMENTS Total COURT MACARTHUR LAW OFFICE $7,995.01 Paid Chk# 048297 � 2%17%2010 DEPT OF LABOR &INDUSTRY G 250-21801 BUILDING PERMIT SURCHARGE $390.29 3RD QTR 2008 SURCHARGE BAL DUE Total DEPT OF LABOR & INDUSTRY $390.29 Pad'Chk# 048298 — 2/17/2010 DESIGN ELECTRICAL CONTRACTORS E101-43160-400 Repairs & Maint Cont $6,204.00 13280 POLE REPLACEMENT BY HOLIDAY otal DESIGN ELECTRICAL CONTRACTORS $6,204.00 Paid Chk# 048299 2/17/2010DISTRICT 728 COMMUNITY ED E 101-45250-440 Recreation Programming $27,000.00 2009 RECREATION PROGRAMMING Total DISTRICT 728 COMMUNITY ED $27,000.00 Paid Chk# 048300 2/17%2010 DXS TOTAL HOME CENTER __ ».__ E 101-43100-210 Operating Supplies (GENERAL) $42.73 44115 ICE MELT E 101-43100-402 Repairs/Maint Buildingss $45.93 44169 CARPET CLEANER RENTAL E101-43100-210 Operating Supplies (GENERAL) $3.70 44194 O'RINGS, WASHERS E101-43100-210 Operating Supplies (GENERAL) $70.51 44464 ICE MELT, PROPANE Total DJ'S TOTAL HOME CENTER $162.87 ,s,:,� Paid Chk# 048301 2/17/2010 DMV E 206-43100-501 Equipment $3,053.80 TAX, TITLE & REG FOR 02 STERLING Total DMV $3,053.80 Paid Chk# 048302 2/17/2010 ELK RIVER FLORAL E 101-41400-310 Miscellaneous $152.83 10JAN31004 FEELA FUNERAL, RON, HAROLD Total ELK RIVER FLORAL $152.83 Paid Chk# 048303 2/17/2010 FINKEN'S WATER CARE E 101-41940-390 Contracted Services $31.14 BOTTLED WATER CITY OF OTSEGO 02/17/10 9:16 AM Page 3 *Check Detail Register© FEBRUARY 2010 Paid Chk# 048305 2/17/2010 GENERATOR SYSTEM SVCS, INC. E101-43100-402 Repairs/Maint Buildingss $143.68 3702 GENERATOR HEATER TANK REPL Total GENERATOR SYSTEM SVCS, INC. $143.68 Paid Chk# 048306 2/17/2010 GOPHER STATE ONE -CALL INC�� E 250-42410-310 Miscellaneous $100.00 10759 2010 ANNUAL USER FEE E 250-42410-310 Miscellaneous $82.65 10759 LOCATE TICKETS Total GOPHER STATE ONE -CALL INC $182.65 PaidChk#048307 � 2%17%2010 H & L ME3ABI �� -�� E101-43100-210 Operating Supplies (GENERAL) $2,648.37 H79704 CARBIDE/PLOW BLADES E101-43100-210 Operating Supplies (GENERAL) $131.46 H79752 FSE BLADE E101-43100-210 Operating Supplies (GENERAL) $1,218.37 H79753 CARBIDE/PLOW BLADES Total H & L MESABI $3,998.20 Paid Chk# 048308 ?J17%2010 HEALTH PARTNERS E 101-43100-123 Health Check Amt Invoice Comment MARCH MEDICAL Total FINKEN'S WATER CARE $31.14 $1,016.40 34114258 Paid Chk# 048304 2%17/2010 � G 8 K TEXTILE LEASING SYSTEM �� E 101-43100-225 Uniforms/Clothing Allowance $41.66 1043387155 UNIFORMS & MATS E 101-43100-225 Uniforms/Clothing Allowance $113.16 1043392096 UNIFORMS & MATS E 101-41940-390 Contracted Services $119.57 1043392097 MATS E 101-43100-225 Uniforms/Clothing Allowance $129.91 1043397024 UNIFORMS & MATS E 101-43100-225 Uniforms/Clothing Allowance $63.49 1043401982 UNIFORMS & MATS E 101-41940-390 Contracted Services $119.57 1043401983 MATS Total G & K TEXTILE LEASING SYSTEM $587.36 Paid Chk# 048313-111 —7/26ir NORTH AMERICAN SALT COMPANY Paid Chk# 048305 2/17/2010 GENERATOR SYSTEM SVCS, INC. E101-43100-402 Repairs/Maint Buildingss $143.68 3702 GENERATOR HEATER TANK REPL Total GENERATOR SYSTEM SVCS, INC. $143.68 Paid Chk# 048306 2/17/2010 GOPHER STATE ONE -CALL INC�� E 250-42410-310 Miscellaneous $100.00 10759 2010 ANNUAL USER FEE E 250-42410-310 Miscellaneous $82.65 10759 LOCATE TICKETS Total GOPHER STATE ONE -CALL INC $182.65 PaidChk#048307 � 2%17%2010 H & L ME3ABI �� -�� E101-43100-210 Operating Supplies (GENERAL) $2,648.37 H79704 CARBIDE/PLOW BLADES E101-43100-210 Operating Supplies (GENERAL) $131.46 H79752 FSE BLADE E101-43100-210 Operating Supplies (GENERAL) $1,218.37 H79753 CARBIDE/PLOW BLADES Total H & L MESABI $3,998.20 Paid Chk# 048308 ?J17%2010 HEALTH PARTNERS E 101-43100-123 Health $2,959.50 34114258 MARCH MEDICAL E 250-42410-123 Health $1,016.40 34114258 MARCH MEDICAL E 101-41400-123 Health $1,478.30 34114258 MARCH MEDICAL E 101-41600-123 Health $1,040.00 34114258 MARCH MEDICAL Total HEALTH PARTNERS $6,494.20 Paid Chk# 048311 Paid Chk# 048309 2/17/2010 JESSICA STOCKAMP E 101-45250-440 Recreation Programming $171.73 EASTER HUNT SUPPLIES Total JESSICASTOCKAMP $171.73 Paid Chk# 048310 2/17/2010 LONG &SONS E 101-41940-389 Cleaning Services $748.13 10-41 CITY HALL JAN CLEANING E 101-43100-389 Cleaning Services $363.37 10-41 PW JAN CLEANING Total LONG & SONS $1,111.50 Paid Chk# 048311 2/17/2010 METRO WEST INSPECTION SVC INC. E 250-42410-390 Contracted Services $6,242.50 INSPECTION SERVICES Total METRO WEST INSPECTION SVC INC. $6,242.50 Paid Chk# 04861-i-01- 7%2010 NEWMAN TRAFFIC SIGNS E 101-43100-393 Sign material purchased $1,730.80 TI -0218183 SIGN MAT'L Total NEWMAN TRAFFIC SIGNS $1,730.80 Paid Chk# 048313-111 —7/26ir NORTH AMERICAN SALT COMPANY E101-43100-372 Salt & Sand $6,942.44 70474102 SALT/SAND E101-43100-372 Salt & Sand $5,347.16 70474773 SALT/SAND Total NORTH AMERICAN SALT COMPANY $12,289.60 Paid Chk# 048314 2/17/2010 NORTH STAR AWARDS E 101-41400-310 Miscellaneous $7.48 1974 JOE MACPHERSON NAME PLATE Total NORTH STAR AWARDS $7.48 CITY OF OTSEGO 02/17/10 9:16 AM Page 4 *Check Detail Register© FEBRUARY 2010 Check Amt Invoice Comment Paid Chk# 048315 2/17/2010 NUSS TRUCK & EQUIPMENT E 206-43100-501 Equipment $106,454.66 1265 2010 MACK GU713 DUMP/PLOW TRUCK E 206-43100-501 Equipment $103,534.43 1450 2010 MACK GU713 JET VAC Total NUSS TRUCK & EQUIPMENT $209,989.09 Paid Chk# 048316�?J17/2010 OFFICEMAX�� -�� E 101-41600-201 Office Supplies and Expenses ($42.74) 297791 OFFICE SUPPLIES E 101-41400-201 Office Supplies and Expenses $49.47 619512 OFFICE SUPPLIES E 101-41400-201 Office Supplies and Expenses $6.41 619821 OFFICE SUPPLIES E 101-41600-201 Office Supplies and Expenses $42.74 701284 OFFICE SUPPLIES E 250-42410-201 Office Supplies and Expenses $38.99 799612 OFFICE SUPPLIES E 101-41400-201 Office Supplies and Expenses $132.41 799612 OFFICE SUPPLIES Total OFFICEMAX $227.28 Paid�Chk# 048317 2%17/2010 PETER TORRESANI�� --��m��>� .„ E 101-45250-440 Recreation Programming $195.82 SANTA DAY SUPPLIES Total PETER TORRESANI $195.82 Paid Chk# 048318 2/17/2010 PETERBILT NORTH E101-43100-210 Operating Supplies (GENERAL) $16.77 F200040053 AIR FILTER Total PETERBILT NORTH $16.77 FaidµChlc# 048319 tx 2/17/2010 PLAISTED COMPANI—E-S- E 101-43100-372 Salt & Sand $1,316.40 32456 SALT & SAND Total PLAISTED COMPANIES $1,316.40 Paid Chk# 048320 2%17/2010 RICOH AMERICAS CORPORATION —�. -�- - "--'— ------- E 101-41400-413 Office Equipment Rental $379.43 11157829 RICOH COPIER LEASE Total RICOH AMERICAS CORPORATION $379.43 Paid Chk# 048321 2%17%2010 RICOH AMERICAS CORPORATION E 250-42410-410 Rentals (GENERAL) $298.35 11157830 WIDE FORMAT PRINTER Total RICOH AMERICAS CORPORATION $298.35 Paid Chk# 048322 2%17%2010 ROYAL;LAND DEVELOPMENT, INC G 701-22398 PRAIRIE OAKS $1,112.08 701-22398 PRAIRIE OAKS ESC REFUND Total ROYAL LAND DEVELOPMENT, INC. $1,112.08 Id�Chk# 048323 2/17/1010 SCHLUENDER CONSTRUCTION E 101-43100-322 Utilities $225.00 16366 PW SEPTIC PUMPING E 101-43100-322 Utilities $225.00 16404 PW SEPTIC PUMPING Total SCHLUENDER CONSTRUCTION $450.00 � k# 324, Paid Ch048 2/17/2010 SOFTRONICS, INC. E 601-49400-201 Office Supplies and Expenses $85.50 2320 UTIL - RAM E 601-49400-390 Contracted Services $546.01 2320 UTIL - LABOR E 101-41400-501 Equipment $254.36 2320 ADMIN IT - EXTERNAL HARD DRIVE E 602-49450-201 Office Supplies and Expenses $85.50 2320 UTIL - RAM E 250-42410-390 Contracted Services $25.00 2320 BLDG - LABOR E 602-49450-390 Contracted Services $546.02 2320 UTIL - LABOR E 101-41400-390 Contracted Services $6,842.67 2320 ADMIN IT - LABOR E 101-41600-390 Contracted Services $75.00 2320 FIN - LABOR E 101-41400-390 Contracted Services $50.00 2320, ADMIN - LABOR Total SOFTRONICS, INC. $8,510.06 Paid Chk# 048325 2/17%2010 TOWMASTER E101-43100-210 Operating Supplies (GENERAL) $43.10 318558 TAIL LIGHT, ADAPTER Total TOWMASTER $43.10 CITY OF OTSEGO 02/17/10 9:16 AM Page 5 *Check Detail Register© FEBRUARY 2010 Check Amt Invoice E 250-42410-320 Telephone $72.14 2354110974 LAP TOP SERVICE Total VERIZON WIRELESS $72.14 Pit —6hk# 048327 2/17/2010 VINYL GRAPHICS E101-43100-393 Sign material purchased $60.00 4247 LABOR - CUT LOGOS FOR STREET SIGNS Total VINYL GRAPHICS $60.00 Paid Chk# 048328 2/17/2010 WRIGHT COUNTY AUDITOR -TREASURE E 101-41400-310 Miscellaneous $100.00 NOTARY COMMISSION - TAM[ LOFF E 101-41400-390 Contracted Services $3,521.70 SPEC ASSESSMENT CONTRACT 2010 tal WRIGHT COUNTY AUDITOR -TREASURE $3,621.70 � Paid Chk# 048329 2/17/2010 XCEL ENERGY ---- E 101-43160-322 Utilities $222.54 RIVERPOINTE LIGHTS Total XCEL ENERGY $222.54 Paid Chk# 048330 '�2/h7%2010 YALE MECHANICAL�� E101-41940-402 Repairs/Maint Buildingss $548.13 107166 WINTER MAINT @ CITY HALL E 101-43100-402 Repairs/Maint Buildingss $312.75 107853 REPAIRS @ PW BLDG Total YALE MECHANICAL $860.88 10100 BANK OF ELK RIVER $579,661.95 Fund Summary 101 GENERAL FUND 203 PARK DEVELOPMENT 206 CAPITAL EQUIPMENT REVOLVING 250 Comm. Dev. & Bldg Safety 414 Revolving Capital Improvements 444 SE Utilities Project 601 WATER FUND 602 SEWER FUND 701 DEVELOPMENT ESCROWS FUND 10100 BANK OF ELK RIVER $84,830.55 $92.00 $473,557.12 $8,574.60 $630.00 $917.00 $5,209.61 $4,738.99 $1,112.08 $579,661.95 CITY OF OTSEGO 02/10/10 9:56 AM Page 1 *Check Summary Register© FEBRUARY 2010 Name Check Date Check Amt 10100 BANK OF ELK RIVER Paid Chk# 048275 Paid Chk# 048276 Paid Chk# 048277 Paid Chk# 048278 Paid Chk# 048279 Paid Chk# 048280 Paid Chk# 048281 Paid Chk# 048282 FILTER: None HAKANSON ANDERSON ASSOC GOVERNMENT TRAINING SERVI WALDOR PUMP & EQPT. CO. INTERNAL REVENUE SERVICE ALLIANCE BENEFIT GROUP CITY OF ROGERS ICMA RETIREMENT TRUST PUBLIC EMPLOYEES RETIREME 2/9/2010 $697.53 ZIMMER FARMS 2/9/2010 $200.00 MCFOA 200 CONF - KATHY GROVER 2/9/2010 $11,430.00 REF JAY BROS - PRESS CNTL STAT 2/9/2010 $8,668.33 REF JAY BROS - PRESS CNTL STAT 2/10/2010 $390.40 PPE 2/6/10 CH DTD 2/10/10 2/10/2010 $32,222.30 2010 FIRE CONTRACT 2/10/2010 $686.00 PLAN #304185 2/10/2010 $3,726.06 #677600 PPE 2/6/10 Total Checks $58,020.62 CITY OF OTSEGO 02/10/10 9:56 AM Page 1 *Check Detail Register© FEBRUARY 2010 Check Amt Invoice Comment 10100 BANK OF ELK RIVER _ _ Paid-Clik# 048263 2%3%2010 �GOVERNMENTTRAINING SERVICE E 101-41600-360 Education/Training/Conferences ($245.00) MCFOA 2010 CONF - KATHY GROVER Total GOVERNMENT TRAINING SERVICE ($245.00) Paid ChkW 048275 2/9/2010--HAKANSON ANDERSON ASSOC INC G 701-22369 DR H ZIMMER PROP $180.00 26310 ZIMMER FARMS E 222-49490-302 Engineering Fees $517.53 26311 OTSEGO NPDES PHASE II Total HAKANSON ANDERSON ASSOC INC $697.53 Paidd Chk# 048276 2/9/2010--GOVERNMENTTRAINING SERVICE E 101-41600-360 Education/Training/Conferences $200.00 MCFOA 200 CONF - KATHY GROVER Total GOVERNMENT TRAINING SERVICE $200.00 Paid Chk# 048277 2%9%2010 WALDOR PUMP &EQPT. CO. E 444-49400-500 Capital Outlay (GENERAL) $11,430.00 REF JAY BROS - PRESS CNTL STATION Total WALDOR PUMP & EQPT. CO. $11,430.00 Paid Chk# 048278 2%9/2010.*—INTERNAL REVENUE SERVICE E 444-49400-500 Capital Outlay (GENERAL) $8,668.33 REF JAY BROS - PRESS CNTL STATION Total INTERNAL REVENUE SERVICE $8,668.33 Paid'dhk# 048279 M 2/10/2016 ALLIANCE BENEFIT GROUP G 101-21706 Hospitalization/Medical Ins $390.40 PPE 2/6/10 CH DTD 2/10/10 Total ALLIANCE BENEFIT GROUP $390.40 Paid 'Chk# 048280 -+ 2/10/2010 CITY OF ROGERS - _a E 212-42200-390 Contracted Services $32,222.30 3750 2010 FIRE CONTRACT Total CITY OF ROGERS $32,222.30 Paid Chk# 048281 2/10%2010 ICMA RETIREMENT TRUST E 101-41400-121 PERA $212.22 PPE 2/6/10 PLAN #304185 G 101-21705 Other Retirement $473.78 PPE 2/6/10 PLAN #304185 Total ICMA RETIREMENT TRUST $686.00 'Paid Chk# 048282 a 2/10%2010 PUBLIC EMPLOYEES RETIREMENT FD E 101-41400-121 PERA $252.74 #677600 PPE 2/6/10 E 101-41600-121 PERA $478.13 #677600 PPE 2/6/10 G 101-21704 PERA $1,719.73 #677600 PPE 2/6/10 E 250-42410-121 PERA' $168.80 #677600 PPE 2/6/10 E 601-49400-121 PERA $45.43 #677600 PPE 2/6/10 E 602-49450-121 PERA $45.43 #677600 PPE 2/6/10 E 101-43100-121 PERA $1,015.80 #677600 PPE 2/6/10 Aal PUBLIC EMPLOYEES RETIREMENT FD $3,726.06 1101100 BANK OF ELK RIVER $57,775.62 CITY OF OTSEGO 02/10/10 9:56 AM Page 2 *Check Detail Register© FEBRUARY 2010 Check Amt Invoice Comment Fund Summary 101 GENERAL FUND 212 Rogers Fire District 222 Citywide Stormwater(NPDES 11) 250 Comm. Dev. & Bldg Safety 444 SE Utilities Project 601 WATER FUND 602 SEWER FUND 701 DEVELOPMENT ESCROWS FUND 10100 BANK OF ELK RIVER $4,497.80 $32,222.30 $517.53 $168.80 $20,098.33 $45.43 $45.43 $180.00 $57,775.62 ITEM 5-2 EMPLOYEE STATUS/PAYROLL CHANGE rumlvl New Employee Pay Rate Change Promotion/Demotion Reclassification PERA Exclusion Rehire _Anniversary Transfer Job Class/Title Change Code Change Termination _ Other Change in Hours/Schedule Change in Department Leave of Absence Name f(/ a r►.� Job Class Title Department Effective Date / IV Complete top section for all actions. Complete applicable section(s) below to describe action. NEW EMPLOYEE/REHIRE: For new employees and rehires, this form is to be completed by the Department Head and sent to the City Administrator prior to the effective date of hire. Pay rate of as authorized by the City Council Full -Time Regular replacing _ Regular for new position Temporary/Seasonal for weeks days _ Other Part -Time Regular replacing ours per wee Regular new at hours per week Change hours to 34 . hours per week C. Temporary/Seasonal for hours per week for months wee s Ta (Circle one) Casual (14 hrs or less per week) for hours per week for months / wee s ays (circle one) Elected Official Election Judge/Chair For temporary and seasonal employees, full-time students working part-time, and new hires that will make less than $425 per month: PERA Exclusion Code # Date of Birth: (Required for PERA Excl. Code #001) TERMINATION OF EMPLOYMENT: Complete immediately upon notification of an employee's termination date and send to the City Administrator. Separation due to: (Check One) Retirement Resignation Dismissal Other (temporary position, lay-off, disability, death) Employee is: (Check One) Regular full-time/part-time Temporary/Seasonal/Casual LEAVE OF ABSENCE: Reason for Leave: Beginning or End of Leave (circle one) Dates of Leave: PAY RATE CHANGE: Hourly/Annual pay rate change from to PROMOTION / TRANSFER / DEMOTION / OTHER (F Circle One) Job Class / Title / Schedule (F Circle One) from to APPROVED BY: Department Head: Date _l at City Administrator: C Date ALL COMPLETED FORMS GO TO THE FINANCE DEPARTMENT ONCE APPROVED. ITEM 5.3 Memo To: City Council From: Gary Groen Date: February 9, 2010 Re: ICMA Contributions for City Administrator The City contributes to ICMA retirement in lieu of PERA for the City Administrator. The City Administrator's personnel file has one employment agreement dated July 1, 1998. Section 4 of that agreement states the bi-weekly pay rate is set at $1,919.24 and the City's contribution to ICMA in lieu of PERA is $192.31 per bi-weekly pay period. In 2007, the City's contribution to ICMA was increased to $212.22 per pay period. There is no documentation in the personnel file as to the approval of this increased contribution, but it was, however, in the budget for 2007. The City contribution to ICMA is budgeted at $212.22 or $5,500 in 2010 also. The City currently pays into PERA for all city employees except the Administrator at a rate of 7% of gross pay. Based on the City Administrator' current salary the City contribution rate to ICMA is 5.59% of gross pay. To increase the ICMA contribution rate to match the PERA rate paid for other city employees, the City bi-weekly contribution should be increased by $52.66 or $1,387 annually. This is in addition to the City's contribution of 7.65% for FICA and Medicare for all employees including the Administrator. 0 Page 1 City of Otsego Time Management Reporting Year Ended December 31, 2010 Job Code Accounts Payable - Escrows Accounting Reports Agendas - Minutes Assessments Billing - Collections Cash and Investments Code Enforcement Customer Service Data Entry Development Inquiries -LOC January February March April 65.50 21.50 15.50 34.00 61.00 63.00 332.25 23.25 4.00 Education & Safety 221.25 Email - Faxes 72.75 Filing 5.00 General Admin. - Admin., Fin., and Bldg 80.00 Inspector Prep 5.75 Licensing 61.75 Memos - Letters 25.00 Meetings 111.75 Notices - Posting 10.00 Permit Processing 8.50 Research - filing 10.25 Review Reports 32.25 Vacation and Comp Time not assigned a job co 215.10 Set - ups for all meetings Payroll - HR Issues 46.25 Website Management 16.50 Total Administration & Education 1,542.10 ITEM May g_4 net between total vac/hol/comp a City of Otsego Time Management Reporting Year Ended December 31, 2010 Job Code Public Works PW Administration Building Maintenance Gravel Roads PW - General Meter Reading Meter Repair PW - Other Street Lights Sewer - Other Street Signs Snow Removal Turn On - Turn Off Vehicle Maintenance Total Public Works Tottal - All Departments Hours recapped by Department 10 - Administration 20 - Public works 30 - Building Safety 60 - Finance 70 - Water and Sewer 90 - Sign Shop January February March April May 168.00 65.75 3.00 125.75 14.50 5.25 90.00 7.00 4.00 72.00 507.50 9.00 169.00 1,240.75 2,782.85 477.00 1,273.95 254.00 448.25 257.65 72.00 2,782.85 78.50hours is the plug City of Otsego Public Works Maintenance 2009 Time Summary Actual VTn r� 1 ') /z1 Administration, Management 2,136.75 Hours & Supervision 2,032.25 Hours Street Maintenance 68.25 Hours Pavement Management & Patching 460.25 Hours Street Sweeping 264.00 Hours Gravel Road Mtce. & Shouldering 140.00 Hours Roadside Mowing 243.50 Hours Snow Removal & Winter Maintenance 1,658.50 Hours Equipment Maintenance & Repair 2,421.00 Hours Street Sign Maintenance & Repair 974.25 Hours Street Light Mtce & Repair/Signals 33.00 Hours Tree trimming 2.50 Hours Training & Education 33.50 Hours Building Maintenance Maintenance 273.25 Hours Water & Sewer 2,136.75 Hours Meter Reading 233.75 Hours Meter Maintenance & Repair 68.25 Hours Turn On/Off 241.75 Hours Sanitary Sewer Maintenance 126.00 Hours Waterother 75.50 Hours Hydrant Flushing 136.50 Hours StormWater Maintenance 2,136.75 Hours NPDES Required & Other 138.00 Hours Park Development - Lehn Park 294.00 Hours Park Maintenance 101.85 Hours Summer maintenance 2,811.75 Hours Other General Maintenance 4,790.75 Hours Totals 17,459.00 Hours Employee Hours Per ADP Summary Salary 2,136.75 Hours Regular Pay 13,919.25 Hours Overtime 63.50 Hours Doubletime 101.85 Hours Vacation 586.25 Hours Holiday 462.80 Hours Comp Time 98.75 Hours Personal time 239.00 Hours Totals 17,608.15 Hours ITEM 5.5 Otsego Police Commission Minutes January 12, 2010 PRESENT: Jessica Stockamp, Jane Theisen, Paul Fields, Joel Torkelson, Linda Lewis, John Hinnankamp, Jason Warehime, Denise Andrusko, Pat Brink (Otsego View) and Pete Walker (Wright County Sheriff) Meeting called to order at 6:35 pm AGENDA — Approved MINUTES — December 8, 2009 — Approved OPEN FORUM: The City Council has requested additional patrol on 85th and Odean for snowmobiles not riding on the street. Signage will be made instructing snowmobiles to use roads only in this area. OLD BUSINESS: The Police Commission would like to welcome Jason Warehime as a new member of the commission. We look forward to Jason's contribution to our team. NEW BUSINESS: The following members were elected as this year's officers: Chair — John Hinnankamp Vice Chair — Denise Andrusko Secretary — Rob VanDenBerg The McGruff Contest will be announced in the April/May issue of the Otsego View. Coloring sheets will be available at City Hall and will be judged in two separate age groups. Further details to follow at February's meeting. CITY COUNCIL MEETING ASSIGNMENTS: January 25 — Linda Lewis February 8 —Paul Fields Next Meeting — February 9, 2010 ITEM 5-6 OTSEGO PARKS AND RECREATION COMMISSION MEETING OTSEGO CITY HALL JANUARY 13TH, 2010 7:00 PM 1 Vice -Chair Krekelberg will call the meeting, to order. Vice -Chair Krekelberg called the meeting to order at 7:02 pm Roll Call: Vice -Chair Susan Krekelberg; Commissioners: Krista Bean, Mike Brumm, Peter Torresani, Duane Lauseng and Kayla Block-Torgerson; Absent: Commissioners Rose Cassady and Kathy Roberts. City Council: Mayor Jessica Stockamp; Staff. Brad Belair, Public Works Supervisor and Sandy Lindenfelser, Special Licensing; City Planner Dan Licht arrived at 7:48PM. 2. Consider agenda approval. Vice Chair Krekelberg requested to add 5.1 Elect a new Chair for Parks and Rec Commission. Commissioner Torresani motioned to move Item 8.1 to 9.2. Seconded by Commissioner Bean. All in favor. Motion passed. Commissioner Torresani motioned to approve the agenda as amended. Seconded by Commissioner Lausang. All in favor. Motion passed. 3. Consider the following minutes: 3.1. December 9. 2009 Regular Meeting Minutes. Commissioner Krekelberg motioned to approve the minutes as written. Seconded by Commissioner Bean. All in favor. Motion passed. 4. Open Forum: 5. Unfinished Business. 5.1. Elect a new Parks and Rec Commission Chair Commissioner Brumm nominated Susan Krekelberg for Chair, seconded by Commissioner Torresani. Commissioner Torresani nominated Commissioner Krista Bean for Chair. Commissioners voted 4-2 electing Susan Krekelberg as the new Chair of the Parks and Rec Commission. Commissioner Torresani nominated Commissioner Krista Bean for Vice Chair. Commissioner Brumm nominated Commissioner Duane Lauseng for Vice Chair. Commissioners voted 4-2 electing Krista Bean for Vice Chair. 6. Public Works Update. 6.1 Request for snow removal on Park Paths Public Works Supervisor Brad Belair gave an update on snow removal complaints in the City. There have been some requests to maintain Zimmer Park for the winter. Mr. Belair gave an overview as to the costs of winter park maintenance taking into consideration the damage it can cause to the parks due to the different types of soils. 7. Pride in our Parks 7.1. Monthly Reports No report given Commission members discussed the process of recognizing individual and group volunteers in the City by putting a write up in the Otsego View, sending an individual thank you or inviting them to a meeting to be recognized. They would also like a list of volunteer opportunities. 8. New Business. 8.1. 2010 Potential Projects Moved to Item 9.2 9 Update on City Council actions by Mayor Stockamp. 9.1 Frankfort Park update Mayor Stockamp gave an explanation as to why the City Council chose the name Frankfort Park. Chair Krekelberg questioned why there was no info from SRF given for this meeting. Public Works Supervisor Belair explained that they will be bringing the information to the February meeting. Mayor Stockamp gave an update on the snowmobile complaints in the city and that signs were made for 85th Street NE and Odean Avenue NE with arrows pointing to the road indicating to snowmobilers they are not to be riding their sleds on the paths. A request has been made to Wright County Sheriff's Office to increase their patrol in this area. 9.2. 2010 Potential Projects City Planner Dan Licht gave an overview of the list of projects that City Staff has come up with for the Park and Rec Commission to decide on for 2010. City Planner Licht stated that there is a pool of money dedicated for these purposes and the Parks and Rec Commission needs to start using the money towards these projects. Commission members discussed possible projects including soccer fields, skating rink for Prairie Park, adding benches and smaller shelters in the parks and lights in for the ball fields. City Planner Licht mentioned the ball field lighting was brought up before but the cost was very high. City Planner Licht explained current projects that are in play at this time including the plans for the Darkenwald property along State Highway 101 and County Road 42, a 300 foot strip of land behind Cold Stone Creamery, that runs along the River and a boat launch at Norin Landing on Kadler Avenue. The Commission is to prioritize these projects after City Staff brings back additional information. 10. Subcommittees a. All Sports (Commissioner Torresani) Field scheduling was discussed. Commissioner Torresani thinks it would be easiest and work best if no changes are made and it was left the same as last year. Discussed chalking of the fields and it was noted that the chalker is available but rarely used. b. Community ED/IDS 728 (Vice Chair Bean). Julia of Community Ed sent an email requesting Community Ed events be listed on the web site. Commissioners discussed Community Ed events and experiences in the signups. Vice Chair Bean will look into the possibility of having Community Ed attend the February 10th Parks and Rec meeting. c. Communication (Chair Krekelberg) Chair Krekelberg gave an overview of the email she received from Otsego View editor Pat Brink. d. Pumpkin Patch (Commissioner Roberts) - Commissioner Roberts was absent. e. Santa Day — (CommissionerCassadvl The Commission agreed that Santa Day was a success. Commissioner Torresani requested the Park and Rec Commission look into the possibility of purchasing a Christmas theme backdrop for Santa Day. Commissioner Block-Torgerson will search Fantastic Backdrops to get some ideas and prices and bring them to the next meeting. Chair Krekelberg motioned to purchase the new back drop for Santa Day. Seconded by Vice Chair Bean. All in favor. Motion passed. f. Egg Hunt — (Commissioner Brumml Discussed hiring Teensie the Clown again and ask her if she knows of another clown the Parks and Rec Commission could hire. Commissioner Brumm will check with Target to see if they would be willing to donate candy for the Egg Hunt event. Commissioners all agreed to have the Easter Bunny moving around. Commission members agreed to not have a photographer present. This will be on the flyer noting to parents to bring your own camera. Chair Krekelberg will email Beverly Kumar to see if she is interested in doing the flyer. Also copying this email to Commissioner Brumm. 11. Adjourn by 10 PM. Chair Krekelberg motioned to adjourn. Seconded by Commissioner Lausange . All in favor. Motion passed. Adjourned at 8:35pm Written by Sandy Lindenfelser, Special Licensing G ITEM 5.7 InvoiceL: I Fig 17 20" II l M3Consulting Group, Inc ey X75 olo One Carlson Parkway North, Suite 150, Minneapolis, Minnesota 55447-4443 (763) 475- AX Invoice Date: 1/31/2010 Invoice No: 5521-37 Mr. Mike Robertson City Administrator CITY OF OTSEGO 8899 N.E. Nashua Avenue Otsego MN 55330 Re: Otsego Parks Professional services for the period ending Jan 31, 2010 .................................................................................. Task: 0160 Parks / Open Space / Trails Hours Rate Amount Grieshaber, Kenneth J Sr. Assoc./L. Arch. 22.50 150.58 3,388.05 Wold, Timothy B Associate/L. Arch. 62.00 93.98 5,826.76 Total SRF Professional Services - Current Period 84.50 9,214.81 Total this task $9,214.81 Billings to date Current Prior Total Labor 9,214.81 128,242.32 137,457.13 Expense 0.00 3,060.67 3,060.67 Totals 9,214.81 131,302.99 140,517.80 .................................................................................. Task: 1160 Roskaft Park Total this task $0.00 Billings to date Current Prior Total Labor 0.00 6,764.22 6,764.22 Totals 0.00 6,764.22 6,764.22 .................................................................................. Task: 2160 Norin Landing Total this task $0.00 Billings to date Current Prior Total Labor 0.00 6,460.18 6,460.18 Expense 0.00 30.80 30.80 Totals 0.00 6,490.98 6,490.98 Invoice continued on next page Project: 5521 Total Amount Due This Invoice 1 $9,214.81 Page 2 ITEM 8-1 NORTHWEST ASSOCIATED CONSULTANTS, INC. 4800 Olson Memorial Highway, Suite 202, Golden Valley, MN 55422 Telephone: 763.231.2555 Facsimile: 763.231.2561 planners@nacplanning.com MEMORANDUM TO: Otsego Mayor and City Council FROM: Daniel Licht, AICP DATE: 17 February 2010 RE: Otsego — Frankfort Park; Plans and Specifications NAC FILE: 176.08 — 09.08 BACKGROUND The Parks and Recreation Commission has been working with City staff and SRF Consulting Group, Inc. to review the draft plans and specifications and cost estimates for Frankfort Park. The plans and specifications, cost estimates and recommendations of the Parks and Recreation Commission are to be considered at the City Council meeting on 22 February 2010. Exhibits: A. Construction cost estimate dated February 17, 2010 B. Resolution 2010-05 ANALYSIS Project Budget. The memorandum from our office dated 5 August 2009 outlined the preliminary budget for development of Frankfort Park. The City's current park dedication fee structure assumes development costs of $690,318.00 for a neighborhood park. This figure is based on the construction costs for Beaudry Meadow that occurred in 2006 and 2007 adjusted for inflation using the Engineering Record Construction Cost Index. The City acquired the parcel of land for Frankfort Park for $262,599.43 in cash plus credits to future park dedication fees for the remaining lots in Riverpointe to be final platted. The credits for the future park dedication fees are not included as a cost in the land acquisition as the City does not include the opportunity cost of accepting land for neighborhood parks versus cash as part of the subdivision process in the total cost of park construction. Budget: $690,318.00 Land Purchase: $262,599.43 Remaining: $427,718.57 Cost Estimate. SRF has prepared plans and specifications dated 17 February 2010 based on the concept plan for Frankfort Park. These plans incorporate a number of recommendations made by Public Works and the City Engineer to reduce costs With the Public Works Department acting as the general contractor, the project has been divided into six separate quote packages for landscaping, concrete, bituminous, fencing, site furnishings and play equipment as shown on the plans sets and cost estimate. All of the specifications state that the City may elect to have specific line items completed by the Public Works Department. There will be additional cost incurred for site lighting through Xcel Energy. A number of improvements, including the tennis court, stone veneer for the pavilion supports, and additional picnic tables and fixtures are to be considered as project alternates to defer a decision until actual construction bids are received. Notwithstanding cost, City staff is recommending that construction of the alternate tennis court be delayed at least one season to allow for the clay soils in this area of the site to settle and establish necessary drainage and final elevations. Minnesota Statutes 471.435 regulates City construction projects requiring that at least two quotes be solicited for projects estimated to cost more than $25,000 but not more than $100,000 and that the City use a public bid process for projects estimated to cost more than $100,000. Each of the quote packages is estimated to cost less than $100,000.00 (with each of the site furnishings to be solicited as individual pieces). The total cost estimate for the revised plans and specs including a five percent contingency and costs incurred to date is shown below: Estimate: $421,914.68 Labor to date: $ 17,626.70 Services to date: $ 29,930.91 Subtotal: $468,872.29 Alternates: $133,591.50 Total: $602,463.79 The plans and specifications for the base project are approximately ten percent over the project budget. SRF has said that they are seeing project bids come in as much as 30 percent below estimates but they cannot responsibly factor in such a discount based on short term evidence. However, given the favorable bid environment, the City staff recommends approving the revised plans and specifications and alternative items for bids and making final decisions on whether to include any or all of the alternates once actual bids are received. 2 RECOMMENDATION The Parks and Recreation Commission reviewed the plans and specifications and cost estimates for Frankfort Park at their meeting on 10 February 2010. The Parks and Recreation Commission discussed several detail items such as the location of a park identification sign, kiosk sign and need for trash containers near the court areas. The Parks and Recreation Commission also commented that the location of the satellite should be closer to the play containers. The Parks and Recreation Commission voted 6-0 to recommend the City Council approve the plans and specifications for Frankfort Park and authorize solicitation of quotes. RECOMMENDATION A. Motion to approve Resolution 2010-05 approving plans and specs and authorizing solicitation of quotes for Frankfort Park. B. Motion to table. C. Mike Robertson, City Administrator Tami Loff, City Clerk Gary Groen, Finance Director Brad Belair, Public Works Supervisor Ron Wagner, City Engineer Joe MacPherson, Assistant City Engineer Ken Grieshaber, SRF Timothy Wold, SRF 3 Frankfort Park SRF Consulting Group, Inc. Otsego, Minnesota Project No. 0005521 UNIT LEGENDS: LS=Lump Sum, SF=Square Feet, SY=Square Yards, EA=Each, LF=Lineal Foot, FF=Face Feet, CY=Cubic Yards, AC = Acres Frankfort Park - Construction Cost Estimate 2117110 Section 1 - Site Surveying / Removals Estimated Unit Cost Total Cost U_ I rAW unit I lin Dellarsl I (in Dollars) Provide all necessary construction surveying 1 and staking to meet layout and grading 1 LS $8,000.00 $8,000.00 requirements for all work - complete 2 Mobilization 1 LS $12,000.00 $12,000.00 3 Remove catch basin - complete. 6 EA $500.00 $3,000.00 4 Remove curb and gutter as shown on the 429 LF $3.50 $1,501.50 plans - complete. 5 Saw cut concrete including curb - complete. 28 LF $6.00 $168.00 6 Saw cut bituminous pavement as shown on 147 LF $3.00 $441.00 the plans - complete. 7 Remove bituminous pavement as shown on 205 SY $4.00 $820.00 the plans - complete. 8 Remove RCP storm sewer pipe as shown on 70 LF $12.00 $840.00 the plans - complete. Section 1 - Site Surveying Total: Estimated ost rInDollars Total Cost No. Section 2- Earthwork Descri tion Unit In Dollars *On-site earthwork as required to achieve plan grades and on-site earthwork balance - complete, including 1) stripping and stockpiling of topsoil; 2) common excavation of subsoil materials to subgrade elevations 1 identified for paving areas and play 1 LS $30,000.00 $30,000.00 containers; 3) maintenance of grades throughout construction including all silt fence, bio rolls, or other approved method; 4) final grading to specified tolerances - complete 2 Furnish and install 6" depth topsoil 2,017 CY $12.00 $24,204.00 Install and maintain rock construction 3 entrance throughout construction - remove 1 EA $1,500.00 $1,500.00 upon completion of construction operations. 4 JA -lime infield 1 LS $6 500.00 6 500.00 Section 2 - Earthwork Total: Estimated Unit Cost Total Cost Utilitss Description Unit In Dollars in Doilars Furnish install 12" RCP i e plug 1 EA $25.00 $25.00 Furnish install 12" CPP pipe 12 LF $25.00 300.00 install 15" CPP pipe 7casting 59 LF $27.00 $1 593.00 Furnish install 15"CMP a ron 74342 1 EA $400.00 $400.00 Furnishd install 27" catch basin with R- 1 EA $1,700.00 $1,700.00 - corn lete.d install 27" catch basin with 1 EA $1,500.00 $1,500.00 astin - corn lete. exisbn storm sewer 3 EA $500.00 $1,500.00 Furnish and install play area drainage 8 system including 6" PVC drainage pipe and 1 LS $3,000.00 $3,000.00 all required connections and appurtenances, rip rap, and concrete headwall - complete. Section 3 - Utilities Total: Frankfort Park SRF Consulting Group, Inc. Otsego, Minnesota Project No. 0005521 Estimated Un Total Cost No. Section 4- Asphalt &Concrete Description In Dollars Furnish and install asphalt paving for trails, including 2 1/2" thick MnDOT 2350 asphalt 1 wearing course and 6" MnDOT 3138 Class 1,867 SY $25.00 $46,675.00 5A aggregate (100% crushed limestone) base -complete Fumish and install asphalt paving for 2 basketball court including 6" MnDOT 3138 369 SY $28.00 $10,332.00 Class 5A aggregate (100% crushed limestone) base -complete 3 Fumish and install concrete walk with 164 LF $30.00 $4,920.00 integral curb - complete 4 Fumish and install 6" x 18" play container 271 LF $30.00 $8,130.00 curb - complete. 5 Fumish and install 136-18 curb and gutter 432 LF $15.00 $6,480.00 6 Fumish and install 4" thick concrete paving - 2,978 LF L $3.50 $10,423.00 complete Section 4 - Asphalt & Concrete Total: Estimated Unit Cost Total Cost No. Section 5 -Site Furnishings Descrt tionQtv. Unit in Dollars In Dollars Fumish and install drinking fountain 1 including water service and all necessary 1 EA $7,000.00 $7,000.00 .appurtenances - complete. 2 Fumish and install picnic pavilion - complete. 1 EA J $22,000.00 $22,000.00 Fumish and install play equipment including 3 all equipment and wood fiber mulch 1 LS $80,000.00 $80,000.00 surfacing - complete. 4 Fumish and install backstop - complete. 1 LS $7,000.00 $7,000.00 5 Fumish and install basketball court striping 1 LS $500.00 $500.00 as indicated on the plans - complete. 6 Fumish and install satellite enclosure- 1 LS $1,500.00 $1,500.00 complete Section 5 - Site Furnishings: Estimated Unit Cost Total Cost No. Section 6 - Landscaping Unit In Dollars In Dollars 1 Fumish and install Type 1 Seed 2.5 AC $2,500.00 $6,250.00 2 Fumish and install Type 2 Seed 1.0 AC $2,500.00 $2,500.00 3 Fumish and install sod 1,920 SY $3.00 $5,760.00 4 Fumish and install metal landscape edger 75 LF $10.00 $750.00 5 Fumish and install perennials #1 cont. 248 EA $7.00 $1,736.00 6 Fumish and install shrubs #5 cont. 77 EA $25.00 $1,925.00 7 and install ornamental trees (2.5" 9 EA $250.00 $2,250.00 cal.) 8 Fumish and install overstory trees (2.5" cal.) 59 EA $300.00 $17,700.00 Section 6 - Landscaping Total: Frankfort Park SRF Consulting Group, Inc. Otsego, Minnesota Project No. 0005521 ALTERNATE BID ITEMS Estimated Unit Cost Total Cost No. Alternate Bid Item Oestri ion Unit in Dollars In Dollars 1 Furnish and install single tennis court - 1 EA $75,000.00 $75,000.00 comptete. 2 Fumish and install stone veneer piers for 4 EA $3,000.00 $12,000.00 picnic pavilion - complete. 3 Furnish and install benches - complete. 4 EA $900.00 $3,600.00 4 Furnish and install picnic tables- complete. 4 EA $1,100.00 $4,400.00 5 Furnish and install trash receptacles - 3 EA $800.00 $2,400.00 complete. 6 Furnish and install grills 2 EA $500.00 $1,000.00 6 Furnish and install bike rack 3 loos 1 EA $450.00 $450.00 Furnish and install poured in place rubber 7 playground surfacing including concrete 946 SF $30.00 $28,380.00 base and all required appurtenances - com lets. Aftsrnate Bid Items Total 5% Contingency $6,361.50 Alternate Bid Items with 5% Contingency $133,591.50 RESOLUTION NO. 2010-05 RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING SOLICITATION OF QUOTES WHEREAS, pursuant to the City Council requesting, SRF Consulting Group, Inc. has prepared plans and specifications for Frankfort Park and has presented such plans and specifications to the council for approval; and, WHEREAS, the Parks and Recreation Commission reviewed the plans and specifications at their meeting on 10 February 2010 and voted 6-0 to recommend City Council approval; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF OTSEGO MINNESOTA THAT: Such plans and specifications, dated 17 February 2010, a copy of which is attached hereto and made a part hereof, are hereby approved. 2. City staff is directed to solicit quotes upon the making of such improvements in accordance with the approved plans and specifications. A minimum of two (2) quotes shall be obtained when the estimated cost of the separate quote packages exceeds $25,000 but not $100,000.00 pursuant to Minnesota Statute 471.345. 3. The City Clerk shall keep on file for a period of one (1) year all quotes for the making of such improvements from the date received. MOTION BY: SECOND BY: ALL IN FAVOR: THOSE OPPOSED: ADOPTED by the City Council of the City of Otsego this 22nd day of February, 2010. CITY OF OTSEGO By: Jessica Stockamp, Mayor Attest: Tami Loff, City Clerk ITEM 8.2 NORTHWEST ASSOCIATED CONSULTANTS, INC. 4800 Olson Memorial Highway, Suite 202, Golden Valley, MN 55422 Telephone: 763.231.2555 Facsimile: 763.231.2561 planners@nacplanning.com MEMORANDUM TO: Otsego Mayor and City Council FROM: Daniel Licht, AICP RE: Otsego —Heritage Preservation Commission REPORT DATE: 18 February 2010 NAC FILE: 176.08 BACKGROUND The City Council has initiated a review of the Heritage Preservation Commission to consider its future role and responsibilities. The Planning Commission held a public hearing on 1 February 2010 for the purpose of considering possible amendments to or repealing of Chapter 96 of the Zoning Ordinance, which establishes the Heritage Preservation Commission and its responsibilities. The City Council discussed the issues raised at the public hearing at their meeting on 8 February 2010 and requested additional information regarding options for the structure of a history advisory committee ANALYSIS Heritage Preservation Commission. The Otsego Heritage Preservation Commission is established under the authority granted by Minnesota Statutes 471.193, which allows cities to engage in a comprehensive program to promote historic preservation of historic properties and places. Otsego enacted its historic preservation ordinance in 1994 and two years later became a Certified Local Government (CLG), which was intended to expand local involvement in preservation issues through a partnership between the City/HPC, the State Historic Preservation Office (SHPO), and the National Park Service. Historic preservations commissions are enabled to utilize zoning to promote (and ultimately require) preservation of public and private historic sites and buildings. Members of a heritage preservation commission are to include qualified individuals with at least two members with professional experience in history, architecture, architectural history, urban planning, landscape architecture, archaeology, curation, conservation , real estate, building trades or law and one member must be a representative of the County Historical Society. Heritage preservation commissions are required to be engaged in actively identifying, recording, designating, and preserving local historic properties and promoting its work through a variety of educational initiatives. City staff contacted SHPO staff regarding the status of the Otsego Historic Preservation Commission. SHPO staff responded that the Otsego Heritage Preservation Commission has never developed a robust local preservation program since being certified and has failed to meet certain minimal reporting requirements. Requirements to maintain the Heritage Preservation Commission includes ■ Submit an annual report to SHPO summarizing the HPC's activities: 1. Listing the number, names and dates of local designations approved. 2. Listing the number of building permits reviewed. 3. Listing the number of nominations to the National Register of Historic Places the HPC has commented on or sponsored. 4. Summary of information inventoried, method and location of storage and description of public accessibility. 5. Description of other activities, events or publications completed by the HPC. ■ A minimum process of designating one property as a local heritage site per year is required. ■ Documents must be organized and inventoried and public accessible. ■ At least one member of the HPC must attend a SHPO sponsored training each year. SHPO staff indicates that the Otsego Historic Preservation has not met the activity requirements of the CLG program and that most of the activities of a heritage preservation commission require monetary commitments beyond that currently provided for by Otsego. State grants are available to aid in these required activities but often at a 1:1 match. Federal funding is available as well but requires financial commitments from the City as well. SPHO staff said that the Otsego Heritage Preservation Commission is still recognized as a CLG if only because they have been remiss in initiating the decommissioning process. Historical Preservation Society. A more common form of quasi -public historical organization is a historical preservation society. These are incorporated legal entities established under Minnesota Statutes 317A for Non Profit Corporations. As incorporated organizations, historical societies are able to own properties and collections, seek donations and affiliate with cities, counties and/or the Minnesota Historical Society to obtain public funding and grants. Historical Preservation Societies 2 can be more specifically focused on an area of interest, area, or structures than a heritage preservation commission. The process for establishing a historical society involves filing articles of incorporation with the Secretary of State, adoption of bylaws addressing membership, governance, trusties, handling of property and functional requirements. A historical society must be affiliated with the Minnesota Historical Society if it is to receive funding from a city or county government or to participate in State funded grants or other programs. Affiliation with the Minnesota Historical Society requires an annual $25.00 institutional membership and filing of an annual report. As a legally established corporation, there would be minimum administrative tasks required to be reported to the State regarding management of the organization. Advisory Committee. The City Council may establish a historic advisory committee distinct from the broadly State defined requirements and zoning powers of a heritage preservation commission and as an organization internal to the City's government structure unlike a historical society. Within the City's structure, the role, responsibilities and activities of the advisory committee would be defined at the discretion of the City Council. The City is able to establish an institutional membership for itself with the Minnesota Historical Society and is eligible to receive State grant funds and participate in programs. A City historic advisory committee could provide recommendations to the City Council on the management of potentially significant City owned properties, inventory and preserve City owned documents or other activities that may be identified in the future. Unaffiliated Group. The City Council could elect to repeal the heritage preservation provisions of the Zoning Ordinance and disband the Heritage Preservation Commission. The current members could choose to establish a private history club and undertake volunteer activities related to historic places and structures in Otsego, including publicly owned properties. The volunteer group could also inventory and preserve Otsego's existing collection of historic documents. Without affiliation to the City, however, the group may be limited in the funding it can receive from the City and would not be eligible for State grants and programs. CONCLUSION SHPO has stated that the Otsego Preservation Commission has not met the requirements for such organizations and is likely to decertify the City's organization unless more effort is put towards meeting the program requirements. The focus of historic preservation in Otsego primarily relates to City owned properties and documents. There are a limited number of scattered privately owned sites and buildings that may also have historic value. The Planning Commission and City Council have been reluctant to utilize the zoning authority of a Heritage Preservation Ordinance as it may be applied to private properties. Furthermore, the members of Otsego Heritage Preservation Commission have more of an informal experience and interest in documentation and preservation of Otsego's history. A historic advisory committee 3 may be the best form of organization for this group going forward based on the current level of potential historic subjects, as well as the commitment being made in time and funding supporting these efforts. C. Mike Robertson, City Administrator Tami Loff, City Clerk Andy MacArthur, City Attorney Ron Black, Heritage Preservation Commission 4 ITEM 8_3 NORTHWEST ASSOCIATED CONSULTANTS, INC. 4800 Olson Memorial Highway, Suite 202, Golden Valley, MN 55422 Telephone: 763.231.2555 Facsimile: 763.231.2561 planners@nacplanning.com MEMORANDUM TO: Otsego Mayor and City Council FROM: Daniel Licht, AICP DATE: 18 February 2010 RE: Otsego — Otsego View NAC FILE: 176.08 The Parks and Recreation Commission requested that information be included with the April/May edition of the Otsego View. This information would include a map of the existing park and trail system, a summary of facilities available at each park and a description of the Pride In Our Parks program and Community Education recreation programs. City staff contacted the printer used for the Otsego View to obtained pricing info for the cost of printing the insert. The printer recommends using a longer sheet of paper and tri -folding the document to avoid the need to insert the park and recreation info by hand and the need for a tab to seal it in. The cost estimate for the expanded edition of the Otsego View was not available at the time the City Council packets were printed and this information will be provided at the City Council meeting. There would be no additional cost for postage to include the additional park and recreation information. City staff is requesting City Council approval to include the park and recreation information with the April/May edition of the Otsego View with the increased costs outlined above. C. Mike Robertson, City Administrator Tami Loff, City Clerk Gary Groen, Finance Director Pat Brink, Brink PR Norin Landing c CITY OF rZ�7 OTSEGO Existing Park Existing Trail Planned Future Park 0 0.375 0.75 1.5 2.25 3 Miles Map Date: February 2010 Frankfort Park 36 Crow River Landing PRIDE IN OUR PARKS The City encourages people of all ages, including residents, community groups and businesses, to help keep Otsego's parks clean, safe and more attractive through the Pride in Our Parks program. Pride in Our Parks is a partnership between volunteers and the City whereby participants assist in picking up debris, raking leaves, planting and maintaining vegetation or other special projects and make visual inspections of park areas to identify needed repairs. Participants commit to a one year program of activities that is reviewed by the Parks and Recreation Commission and approved by the City Council. Otsego Public Works staff provides basic oversight, tools and materials as may be needed. The City also places a sign in the park crediting the individual, group or organization for their efforts. More information about Pride in Our Parks, including application forms, is available at the City's website or by calling City Hall. COMMUNITY EDUCATION Otsego works with District 728 Community Education to provide a wide range of recreation activities, services and events at locations in the City. Programming is intended for all ages and interests including the following plans for 2010: * Entertainment In The Park • Little Sportsters / Sportsters • Preschool Gym (April) • Gymnastics (April / June) • Youth Kickball (April) • Tennis (May/June) • T-Ball/Tee-Toss/Coach's Pitch (June) • Soccer (July) • Penny Carnival • Skyhawks Camp (golf, flag football, lacrosse) • Various other outdoor, sports or entertainment events Check the Otsego City website at www.ci.otseoo.mn.us for more information regarding these activities and specific dates/times. Spring Adult/Early Ed Brochures were distributed with the Elk River Star News on March 13-15, the Spring/Summer Youth brochures were sent home with District 728 students the week of March 15 and the Summer Adult Early Ed brochure will be delivered with the Elk River Star News on May 22-24. Information is also available from District 728 Community Education by calling 763.241.3520 or on the Community Ed website at www.728coMMLinityed.com. HELGESON MAILING SERVICE LLC 15647 90TH STREET NORTHEAST ELK RIVER MINNESOTA 55330 PHONE —612-226-4553 FAX -763-545-8143 Email tneibling@gmail.com FEB 18 2010 QUOTE # 2300 OTSEGO CITY HALL ATTN GARY GROEN 8899 NAUSHA AVE NE OTSEGO MN 55330 RE: OTSEGO VIEW add'1 piece 5,000 Pcs Option # 1 11 X 25 80 # White Matte 4C/2SIDES Folded TO 5.5 X 8.5 $ 1,500.00 Mailing cost will not change. Option # 2 Fold piece you print $ 50.00 Hand insert (1) $ 150.00 Extra tabbing (2tabs on ends to keep piece in) $ 100.00 In addition to normal mailing costs. THANK YOU COUNCIL ITEM SCHARBER & SONS CITY COUNCIL MEETING FEBRUARY 22, 2010 TO: Tami Loff ITEM 77-1 Attached is the Scharber & Sons claims list for the City Council. For more details, please refer to the check detail registers. Claims Register 02-17-2010 $ 16.30 Check #48331 GRAND TOTAL $ 16.30 If you have any questions or if you would like to review this list further, please let me know. Sue Frisch Bookkeeper CITY OF OTSEGO 02/17/10 9:19 AM Page 1 *Check Summary Register© FEBRUARY 2010 Name Check Date Check Amt 10100 BANK OF ELK RIVER Paid Chk# 048331 SCHARBER & SONS FILTER: None 2/17/2010 $16.30 BULB FOR SKID LOADER Total Checks $16.30 CITY OF OTSEGO 02/17/10 9:20 AM Page 1 *Check Detail Register© FEBRUARY 2010 Check Amt Invoice Comment 10100 BANK OF ELK RIVER Paid Chk# 048331 � 2/17/2010 SCHARBER & SONS E101-43100-220 Repair/Maint Supply (GENERAL) $16.30 1040624 BULB FOR SKID LOADER Total SCHARBER & SONS $16.30 10100 BANK OF ELK RIVER $16.30 Fund Summary 101 GENERAL FUND 10100 BANK OF ELK RIVER $16.30 $16.30 ITEM 71-2 CITY OF OTSEGO Title of Class: Building Official Revised Date: June 1, 2009 FLSA: Exempt when supervision of two or more (FTE) employees is required DESCRIPTION OF WORK General Statement of Duties: Performs administrative, supervisory and skilled inspection work planning and directing the Building Safety Department including administering and enforcing the Minnesota State Building Code, MPCA 7080, and other related federal, state and City ordinances and regulations; performs related duties as required. Supervision Received: Works under the administrative supervision of the City Administrator. Supervision Exercised: Exercises general and technical supervision over department staff. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. *Administers the City's building, plumbing, and mechanical code enforcement program including plan review, permit issuance, inspection, and related responsibilities. *Enforces City ordinances related to sub -soil treatment systems and rental properties and assists in enforcing land -use and nuisance ordinances. *Performs on-site inspections for building construction and remodeling work and land use permits to ensure code compliance. *Inspects structures for compliance with building code. *Advises and interprets building code, and related regulation and ordinance requirements to property owners, other inspectors, permit technicians, contractors, architects, engineers, planners and the general public. *Ensures prompt turnaround time for permit applications and inspections. *Oversees inspection of contractors and subcontractor work and ensures licenses and permits are current. *Prepares and monitors annual building safety budget. *Oversees preparation of local, state, and federal reports and prepares other reports as needed or requested. *Purchases parts, equipment, and supplies as approved in annual budget; obtains approval for unbudgeted expenditures. *Reviews inspection reports and building and site plans for conformance to building an-zening codes. *Investigates complaints regarding material and workmanship quality and violation of the ;gig fees building code. *Issues citations and stop work orders, when necessary, to enforce compliance with building codes and zoning ordinance related to building permits; may testify in court concerning results of inspection. *Oversees or prepares records and reports of investigations and violations of building codes, �etrig or-dinanee and work permits. *Ce Review and inspection activities in coordination with the City Engineer and Ct Planner with respect to the construction or alteration of sewer, water access, grading, erosion control and storm water drainage systems on private property. *Develops and implements Department goals and objectives and policies and processes associated with the building permit application and inspection process. *Supervises the department staff including interviewing and jointly recommending hire, assigning and reviewing work, evaluating performance and recommending or administering reward and discipline. *Receives or oversees receipt of permit fees and maintains financial records; prepares State Surcharge reports. Oversees the work of contractors doing work on City buildings to endure compliance with the Building Code. Makes recommendations jointly with other City personnel to Boards, Commissions and City Council regarding policy development and ordinance amendments. Reviews and makes recommendations on fees and charges for building, mechanical, plumbing, demolition and other related permits. *Coordinates with the City Clerk to oversee the records management system for department records to ensure accurate and complete records are maintained in accordance with document mans eg ment and records retentionoln icies. *Keeps abreast of technical advances and code amendments and ensures staff has the most recent information. Performs other duties as needed or required. KNOWLEDGE, SKILLS AND ABILITIES *Considerable knowledge of State and local building codes, ADA and HUD requirements pertaining to building materials and how they apply to construction practices. *Considerable knowledge of City ordinance requirements related to building safety. *Considerable knowledge of customer service and effective customer relations. *Considerable Working knowledge of zoning laws, City erdiftaflGe Fequifefaefits related to building 9 and procedures pertaining to the application approval process. *Working knowledge of supervisory and management principles and practices. *Working knowledge of erosion control best practices and nuisance and fire safety codes. *Considerable knowledge of accepted construction practices. *Considerable ability to apply codes and ordinances to specific situations and enforce in a consistent and impartial manner. *Considerable ability to visually inspect, advise and monitor construction and landscaping for purposes of code and regulation compliance. *Considerable ability to coordinate and prioritize the work with multiple parties and deadlines. *Considerable ability to evaluate site plan design including construction or alteration of sewer and water access, grading, erosion control and storm water drainage systems on private property. *Considerable ability to use appropriate discretion and sound judgment and to communicate effectively, both orally and in writing, with elected officials, contractors, engineers, planners, City staff, State and Federal regulatory staff, architects and the general public. *Considerable ability to resolve professionally conflicts in a tactful and respectful manner. *Considerable ability to read and interpret blueprints and plans involving architectural, structural, mechanical, plumbing, and engineering designs. *Considerable ability to remain current on code amendments and technical advances in construction and 4 relay that information to staff. *Considerable ability to supervise department staff and direct the operations in cooperation with the City Engineer and Cily Planner and outside inspection contractors. *Considerable ability to utilize computer technology applicable to the Building Safety Department. *Considerable ability to analyze and apply codes, ordinances and regulations to specific situations. *Working ability to prepare and administer the building safety budget and to make prudent purchasing decisions. *Working ability to work in unfinished structures and in unsafe or uncomfortable surroundings. *Working ability to stand, walk, crouch or stoop, balance, reach, push, pull, climb and sit as necessary when doing inspections. *Working ability to grasp and manipulate objects and tools requiring fine motor skills and to occasionally lift and carry objects weighing up to 10 pounds. *Working ability to work outside, sometimes in adverse weather conditions, including extremes of heat and cold and in and around noise, dust and dirt typical of construction settings. Some exposure to risk of electrical shock or falling objects on occasion. M WV WM QUALIFICATIONS Completion of a two-year building inspection technology degree and four years of experience as a building inspector including inspection and plan review of residential and commercial properties and enforcement of zoning or land -use ordinances, or six years of above experience. Must possess and maintain certification by the State of Minnesota as a Building Official. Must possess and maintain MPCA inspector and SSTS certification and possess and maintain a valid MN Class D Driver's license. Supervisory experience preferred. *Asterisked items are essential to the job. CITY OF OTSEGO Title of Class: Building Inspector II Revised Date: June 1, 2009 Status: Non -Exempt DESCRIPTION OF WORK General Statement of Duties: Performs skilled residential and commercial inspection and code enforcement work including enforcement of building, plumbing, meehanioal, zoning and ma and related ordinances; performs routine to moderately complex residential and commercial plan review; and performs related duties as assigned. Supervision Received: Works under the general supervision of the Building Official. Supervision Exercised: None. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. Duties may vary somewhat from position to position within a class. *Assists the Building Official in the application and enforcement of the Minnesota State Building Code, Plumbing Code, Mechanical Code and local ordinances. *Inspects residential and commercial buildings and rental housing for compliance with codes and ordinances and issues permits *Issues orders, notices and citations, when necessary, to enforce building codes and zening erdinmees. *Conducts field inspections of grading and erosion control plans to ensure compliance with development requirements and other natural resource regulations; refers difficult erosion control and grading problems to engineering. *Reviews residential and commercial plans to ensure compliance with applicable codes, standards and ordinances. *Writes compliance orders when necessary, conducts re -inspections and implements enforcement actions as needed. *Prepares records and reports of all inspections made and actions taken. *Conducts investigations to resolve building and code complaints. *Conducts field inspections on vacant buildings and damage to buildings. *Conducts rental -housing inspection to eafer-ee related to the City ordinance. *Answers questions and provides information interpreting codes and ordinances related to plan review and inspection issues; provides assistance in identifying changes required to meet code. *Meets with contractors, building and property owners, architects, engineers and other inspectors regarding compliance with codes and ordinances. *Conducts research on codes and construction practices and materials as needed. *Informs Building Official of issues requiring immediate action or of a serious nature. *Verifies work permits, certifications and licenses of persons engages in construction work. *Keeps current on codes, standards, technical advances and code amendments. May prepare and present Council agenda items. Answers zoning questions applicable to dwellings and accessory structures, refers difficult questions to the Zoning Administrator. May assist in drafting or revising ordinances. Performs other duties as needed or assigned. KNOWLEDGE, SKILLS, AND ABILITIES *Considerable knowledge of State and local building codes, ADA and HUD requirements pertaining to building materials and how codes apply to construction practices. *Considerable knowledge of zoning lvA-,-, ordinance and City code requirements and procedures pertaining to the application approval process. *Considerable knowledge of accepted construction practices. *Considerable ability to apply codes and ordinances to specific situations and enforce in a consistent and impartial manner. *Considerable ability to inspect, advise and monitor construction and landscaping for purposes of code and regulation compliance. *Considerable ability to read and interpret blueprints and plans involving architectural, structural, mechanical and plumbing designs for residential and commercial property and apply code and ordinance requirements. *Considerable ability to effectively communicate respectfully and tactfully both orally and in writing. *Considerable ability to organize and prioritize the work and work independently and as a member of a team. *Considerable ability to respond to complaints and deal with difficult or angry people. *Considerable ability to maintain accurate and complete records on inspections and actions taken. *Considerable ability to keep current on code amendments and technical advances in construction. *Working knowledge of City nuisance codes and erosion control best practices and fire code. *Working ability to work in unfinished structures and in unsafe or uncomfortable surroundings and to occasionally lift and move objects weighing 10-20 pounds. *Working ability to operate standard office equipment. *Working ability to climb ladders and scaffolds, walk on roofs, maintain balance, crouch, bend, stoop, walk on rough terrain and stand for moderately long periods of time. *Working ability to work perform duties outside in extreme temperatures and in rain, snow and wind. MINIMUM QUALIFICATIONS Must possess and maintain a valid Minnesota Class D driver's license. Must possess and maintain a Building Official certification by the State of Minnesota. Must have an associate's degree in Inspection Technology or Construction Management or two years of residential or commercial inspection experience or an equivalent combination of training and experience. Completion of Building Inspection Technology degree, SSTS certification and both residential and commercial inspection and plan review experience is preferred. *Asterisked items are essential to the job. 2 CITY OF OTSEGO Title of Class: Building Inspector I Revised Date: June 1, 2009 Status: Non -Exempt DESCRIPTION OF WORK General Statement of Duties: Performs skilled residential inspection and code enforcement work including enforcement of'mildh-mbing, -"eeha iea , zening and rental building codes and related ordinances; performs routine to moderately complex residential plan review and performs related duties as assigned. Supervision Received: Works under the general and/or technical supervision of the Building Official. Supervision Exercised: None. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. Duties may vary somewhat from position to position within a class. *Assists the Building Official in application and enforcement of the Minnesota State Building Code, Plumbing Code, Mechanical Code and local ordinances. *Inspects residential buildings for compliance with codes and ordinances and issues permits. *Issues orders, notices and citations when necessary to enforce building codes . *Conducts field inspections of grading and erosion control plans on building sites to ensure compliance with development requirements and other natural resource regulations; refers difficult erosion control and grading problems to engineering. *Reviews residential plans to ensure compliance with applicable codes, standards and ordinances. *Writes compliance orders, when necessary, conducts re -inspections and implements enforcement actions as needed. *Prepares records and reports of all inspections made and actions taken. *Conducts field inspections on vacant buildings and damage to buildings. *Conducts rental -housing inspection te-eafer-ee related to the City ordinance. *Conducts investigations to resolve building and zenin code complaints. *Answers questions and provides information interpreting codes and ordinances related to plan review and inspection issues; provides assistance in identifying changes required to meet code. *Meets with contractors, building and property owners, architects, engineers and other inspectors regarding compliance with codes and ordinances. *Conducts research on codes and construction practices and materials as needed. *Informs Building Official of issues requiring immediate action or of a serious nature. *Keeps current on codes, standards, technical advances and code amendments. Answers zoning questions applicable to dwellings and accessory structures, refers difficult questions to the Zoning Administrator. Performs other duties as needed or assigned. KNOWLEDGE, SKILLS, AND ABILITIES *Considerable ability to apply codes and ordinances to specific situations and enforce in a consistent and impartial manner. *Considerable ability to inspect, advise and monitor construction and landscaping for purposes of code and regulation compliance. *Considerable ability to effectively communicate respectfully and tactfully both orally and in writing. *Considerable ability to organize and prioritize the work and work independently and as a member of a team. *Considerable ability to respond to complaints and deal with difficult or angry people. *Considerable ability to maintain accurate and complete records on inspections and actions taken. *Working knowledge of State and local building codes, ADA and HUD requirements pertaining to building materials, and how codes apply to residential construction practices. *Working knowledge of zeninglaws Z2gkg ordinance and related Cfty code requirements and procedures pertaining to the application approval process. *Working knowledge of City nuisance codes and erosion control best practices and fire code. *Working knowledge of accepted residential construction practices. *Working ability to read and interpret blueprints and plans involving architectural, structural, mechanical and plumbing designs for residential property and apply code and ordinance requirements. * Working ability to keep current on code amendments and technical advances in residential construction. *Working ability to work in unfinished structures and in unsafe or uncomfortable surroundings and to occasionally lift and move objects weighing 10-20 pounds. *Working ability to operate standard office equipment. *Working ability to climb ladders and scaffolds, walk on roofs, maintain balance, crouch, bend, stoop, walk on rough terrain and stand for moderately long periods of time. *Working ability to work perform duties outside in extreme temperatures and in rain, snow and wind. MINIMUM QUALIFICATIONS Must possess and maintain a valid Minnesota Class D driver's license. Must obtain a Limited Building Official certification by the State of Minnesota within one year of employment and maintain thereafter. Must have one year of residential inspection experience or three years of residential construction experience or an equivalent combination of training and experience. (An associate's degree in Inspection Technology or Construction Management is equivalent to two years of construction experience.) *Asterisked items are essential to the job. 2 CITY OF OTSEGO Title of Class: Building Permit Technician Revised Date: September 25, 2009 FLSA: Non -Exempt DESCRIPTION OF WORK General Statement of Duties: Performs skilled technical and administrative support work including scheduling and coordinating building inspections and processing building permits; performs related duties as required. Supervision Received: Works under the general supervision of the Building Official. Supervision Exercised: None; provides some oversight to Office Assistant on commercial construction and zoning issues. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. Duties may vary somewhat from position to position within a class. *Serves as primary contact at public service counter and on telephone with builders, contractors and the general public providing technical information relating to building, plumbing, meehaftioal, SSTS building code and ordinance requirements and processes for commercial and residential construction. *Provides zeffiffg information and answers questions on septic testing process requirements to bankers, realtors, homeowners, the assessor and the public including parcel identification numbers, copies of surveys, when septic testing is required and the location, legal descriptions, lot size, restrictions on property based on easements and zoning, etc.; refers to DNR if property is located on the river. *Processes inspections for rental properties. *Ensures building permit application materials are properly completed and all required submittal documents are present as appropriate. *Prepares building permits, enters into the cash register and notifies applicant when permit is ready for issuance. *Schedules inspections and coordinates activity of building inspectors. *Coordinates completion of building inspection processes and tracks pending applications. *Assists the public in completing applications, calculates and accepts fees and provides receipts. *Performs a variety of office management and records management responsibilities including providing information for the quarterly surcharge report and supporting material for Council agenda items. Transmits applications for fence and grading permits to the City Engineer and City Planner and processes administrative fence permits. Prepares a variety of statistical reports, including the annual septic report. *Provides blueprints and prepares a monthly report of all improvements for the County assessor. *Prepares enforcement notices, tracks completion of work ordered and provides follow-up as needed. *Monitors project status, flags problems and assists in coordinating follow-up; prepares notification letters for expiring permits. *Prepares and distributes building permits and certificates of occupancy to builders/owners. *Performs record keeping and computerized data entry and prepares both routine and specialized reports as needed; maintains complex filing system. *Develops and maintains a supply of published information sheets, checklists, maps and application forms. Assists the Building Official in the development and implementation of new or streamlined services. Assists in researching and developing administrative and records management processes for new and revised ordinance requirements. Updates the City's website with information from the Building Safety Department and other departments upon request; may make design changes with approval. Assists other departments as needed. Performs other duties as needed or assigned. KNOWLEDGE, SKILLS AND ABILITIES *Considerable knowledge of standard office practices, including operation of a computer using standard computer software including word processing, spreadsheets, database programs and specialized Building Permit software. *Considerable knowledge of the building permit and rental ordinance application processes. *Considerable skill in performing mathematical calculations and preparing statistical reports. *Considerable skill to handle details, review applications and supporting materials to identify errors and missing information and to maintain accurate records. *Considerable skill in entering data and performing processes to manage data in spreadsheets and databases. *Considerable ability to organize and prioritize the work and work independently and as a member of a team. *Considerable ability to coordinate and track approval processes and process permit applications. *Considerable ability to type and enter information with speed and accuracy and to maintain accurate and complete records. *Considerable ability to develop and maintain relationships and communicate effectively both orally and in writing. *Considerable ability to respond to complaints appropriately, respectfully and tactfully. *Considerable ability to operate standard office equipment and use specialized Building Permit software. *Working knowledge of State Building Codes. *Working knowledge of zoning ordinance and City code requirements and procedures pertaining to the application approval process. *Working ability to look up codes in the Minnesota State Building Code and City ordinance. *Working ability to use fine motor skills to operate office equipment. Working ability to read and understand zoning maps. MINIMUM QUALIFICATIONS Three years of responsible administrative support experience involving heavy public contact, record keeping and regular use of computers with word processing, spreadsheet and database software. Completion of relevant technical college coursework and/or experience in the construction industry may substitute for up to one year of the administrative support experience. Completion of Building Permit Technician certification program and experience working in construction inspection administrative support position is preferred. Experience using PermitWorks software is highly desirable. *Asterisked items are essential to the job. CITY OF OTSEGO Title of Class: Building Safety Office Specialist Revised Date: September 25, 2009 FLSA: Non -Exempt DESCRIPTION OF WORK General Statement of Duties: Performs routine to skilled administrative support work including scheduling and coordinating building inspections and processing building permits; performs related duties as required. Supervision Received: Works under the general supervision of the Building Official. Supervision Exercised: None. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. Duties may vary somewhat from position to position within a class. *Answers questions and provides information at public service counter and by phone with builders, contractors and the general public providing routine technical information relating to Wig, piumbing, fneehanieal, 18T-8 and zoning building code and ordinance requirements and processes for commercial and residential construction. *Provides routine zoning information to bankers, realtors, homeowners, the assessor and the public including parcel identification numbers, copies of surveys, septic testing requirements, etc.; refers more technical questions to others. *Ensures building permit application materials are properly completed and all required submittal documents are attached as appropriate; establishes permit files. *Prepares building permits, enters into the cash register and notifies applicant when permit is ready for issuance. *Schedules inspections and coordinates activity of building inspectors. *Coordinates completion of building inspection processes and tracks pending applications. *Assists the public in completing applications, calculates and accepts fees, provides receipts and enters into system. *Performs a variety of office management and records management responsibilities. *Prepare permit notices, tracks completion of work ordered and provides follow-up as needed. *Prepares and distributes building permits and certificates of occupancy to builders/owners. *Performs record keeping and computerized data entry and prepares reports as requested; assists in maintaining a complex filing system. *Assists in maintaining a supply of published information sheets, checklists, maps and application forms. *Monitors project status, flags problems and assists in coordinating follow-up; prepares notification letters for expiring permits. Assists the Building Official in the development and implementation of new or streamlined services. Transmits applications for fence and grading permits to the City Engineer and provides blue prints and building files to County Assessor. Assists other departments as needed. Performs other duties as needed or assigned. KNOWLEDGE, SKILLS AND ABILITIES *Considerable knowledge of standard office practices, including operation of a computer using standard computer software including word processing, spreadsheets, database programs and specialized Building Permit software. *Considerable skill to handle details, review applications and supporting materials to identify errors and missing information and to maintain accurate records. *Considerable skill in entering data and performing processes to manage data in spreadsheets and databases. *Considerable ability to organize and prioritize the work and work independently and as a member of a team. *Considerable ability to track approval processes and process permit applications. *Considerable ability to type and enter information with speed and accuracy and to maintain accurate and complete records. *Considerable ability to develop and maintain relationships and communicate effectively both orally and in writing. *Considerable ability to respond to complaints appropriately, respectfully and tactfully. *Considerable ability to operate standard office equipment and use specialized building permit software. *Working knowledge of the building permit and rental ordinance application processes. *Working knowledge of State building codes to review applications for completeness. *Working knowledge of routine zoning ordinance and Ci1y code requirements and procedures pertaining to the application approval process. *Working ability to look up codes in the Minnesota State Building Code and City ordinance. *Working skill in performing mathematical calculations. Working ability to read and understand zoning maps. Working ability to use fine motor skills to operate office equipment. MUM4UM QUALIFICATIONS One year of administrative support experience involving heavy public contact, record keeping and regular use of computers with word processing, spreadsheet and database software. Experience working in construction inspection administrative support position is preferred. Experience using Building Permit Works software is highly desirable. *Asterisked items are essential to the job. 2 ITEM 72_-, MEMO Date: February 18, 2010 To: Mayor & Council From: City Administrator Mike Robertson Re: Emergency Management Plan Enclosed is an updated copy of Otsego's Emergency Management Plan. While the plan is fifty pages long, the heart of the plan is between pages six and twelve, which lists the emergency contacts and the immediate duties of City staff. This plan had not had a cover to cover update since it was passed in late 2005. While most of the changes involve routine information such as updates in phone numbers or name changes, several changes should be noted. 1) City Emergency Operations Center (EOC) - In 2005 the EOC was City Hall with the backup being the West Wastewater Treatment Facility since the new Public Works building had not been constructed. In 2007 we talked about using the Public Works building. This document now lists City Hall as the EOC, with the Public Works building and the West WWTF as the backup sites. 2) Finance Director - The Finance Director was not a full time position in 2005. Some duties previously assigned to the City Clerk have now been assigned to the Finance Director. 3) Volunteer Coordinator - The City Clerk has been designated the volunteer coordinator if one is needed. CITY �lm OTSEGO EMERGENCY OPERATIONS Iw A\►1 Adopted: December, 2005 Revised: February, 2010 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN INDEX PART I Basic Plan Forward & Transfer of Office 4 Adoption & Record of Revision 5 Personnel Notification List 6 I. Situation 8 H. Assumptions 8 M. Reason for Plan 9 IV. Purpose 9 V. Legal Basis & References 9 VI. Corrective Plan Action 9 VII. Organization 9 VIII. Direction and Control 10 IX. Emergency Responsibility Assignments 10 A. Mayor and City Council 10 B. City Administrator 10 C. Finance Director 11 D. Wright County Sheriffs Office 11 E. Jurisdictional Fire Departments 11 F. Public Works/Building Safety/City Engineer 11 G. Public Information Officer 11 H. City Clerk 12 X. Operations Policies 12 XI. Support 13 A. National Guard 13 B. State and Federal Agencies 13 C. Training 13 XII. Plan Updating 14 Attachment 1: City of Otsego Organization 15 Attachment 2: Emergency Responsibility Assignments 16 Attachment 3: Plan Distribution Log 18 2 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN Map 1: Fire Department Districts 20 PART H Functional Annexes A. Warning and Notification 21 Attachment A: Hazard Identification 22 B. Direction & Control 24 C. Public Information 27 D. Search & Rescue 28 E. Health/Medical 29 F. Evacuation, Traffic Control, and Security 33 G. Fire Protection 35 H. Flood Protection 37 I. Congregate Care 41 J. Animal Emergency 42 K. Damage Assessment 45 L. Debris Clearance 46 M. Utilities Restoration 47 N. Environmental Hazard Response 48 Attachment N: 1 Hazardous Materials Response Level Descriptions 51 Attachment N: 2 Risk/Potential Risk Sites 52 O. Terrorist Attacks 53 3 CITY OF OTSEGO Forward EMERGENCY OPERATIONS PLAN The basic purpose of this plan is to provide a guide for emergency operations. The plan is intended to assist key officials and emergency organizations to carry out their responsibilities for the protection of life and property under a wide range of emergency conditions. Although an organization may have the foresight to plan for anticipated situations, such planning is of little worth if the planning is not reduced to written form. Personnel familiar with unwritten plans may be unavailable at the very time it becomes necessary to implement them. A written plan will furnish a documentary record which can be referred to as needed. This documentary record will serve to refresh the knowledge of key individuals and can be used to inform persons who become replacements. Transfer of Office Upon termination of office by reason of resignation, election, suspension, or dismissal, the holder of this document will transfer it to his/her successor or to the City of Otsego administrator. Copy Number: Assigned to: 4 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN Adoption This page documents approval for the basic plan and annexes Adopted this day of , 2010 by the Otsego City Council Jessica Stockamp, Mayor Tami Loff, City Clerk CITY OF OTSEGO Personnel Notification List EMERGENCY OPERATIONS PLAN Position/Organization I Name I Work Phone I Alt./Home Phone City of Otsego Electrical Mayor Jessica Stockam 763-635-1105 763-241-0020 Acting Ma or/Councilmember Vern Heidner 763-497-4836 763-241-0651 Council Member Tom Darkenwald 763-295-4111 612-227-9586 Council Member Dan Scharber 763-4284107 612-306-4496 Council Member 800-214-9444 - Quest 24 -Hour 800-573-1311 City Administrator Mike Robertson 763-441-4414 651-303-8661 City Clerk Tami Loff 763-441-4414 763-350-1700 Finance Director Gary Groen 763-441-4414 612-869-6483 Building Official Metro West 763-441-2593 Kurt Neidermeier 763-428-9215 612-644-0612 Public Works Supervisor Brad Belair 763-441-8137 763-238-0564 City Engineer Ron Wagner 763-427-5860 612-803-9776 City Planner Dan Licht 952-231-2555 952-221-0545 Jurisdictional Fire Departments Electrical Elk River Fire Department John Cunningham 763-635-1105 800-771-7300 Albertville Fire Department Tate Mills 763-497-4836 Monticello Fire Department I Steve Joer 763-295-4111 320-255-8611 Rogers Fire Department I Brad Feist 763-428-3500 763-428-4806 Utilities Electrical - Elk River Municipal Utilities 763-441-2020 - Xcel Ener 24 -Hour 800-771-7300 - Wright -Hennepin Electric 763-477-3000 Gas/Heating - CenterPoint Ener 612-372-4727 - Xcel Ener 320-255-8611 - Northern Natural Gas 888-367-6671 402-530-3180 Telephone Land Line - McLeod USA 800-214-9444 - Quest 24 -Hour 800-573-1311 - Sprint 800-788-2000 - TDS Telcom 763-295-2974 - W -H Link 763-477-3668 Internet/Broadband - Charter Communications, Inc. 888-871-4485 - Nextera Wireless 218-818-6400 Water & Wastewater - People Service, Inc. Kurt Neidermeier 763-428-9215 612-644-0612 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN Wright County State Duty Officer Sheriffs Office Gary Miller 763-682-1162 Emergency Management Steve Berg 763-684-2364 Human Services Department of Transportation St. Cloud Maint. 320-255-4231 - Public Health Carol Schefers 763-682-7404 - Social Services Don Mleziva 763-682-7411 - Financial Services/Child Support Jami Schwartz 763-682-7412 Highwayffighway Department Wayne Fin alson 763-682-7383 State of Minnesota State Duty Officer 800-422-0798 Emergency Management 651-296-2233 Department of Health 612-627-6000 Dept. of Health, Radiation Control 651-643-2151 Department of Transportation St. Cloud Maint. 320-255-4231 MPCA Emergency Team 651-296-6300 Federal Departments/Agencies National Response Center 800-424-8802 Environmental Protection Agency 312-353-2318 Federal Emergency Management Agency 800-621-3362 312-408-5500 Schools Otsego Elementary School Erin Talley 763-241-3494 Kaleidoscope Charter School David Hoffman 763-428-1890 1 d III CITY OF OTSEGO EMERGENCY OPERATIONS PLAN I. Situation A. The City of Otsego is a community transforming from agricultural to urban in orientation. There are 34 square miles of terrain, from the Crow River on the southeast to the limits of Monticello Township on the west, and from the Mississippi River on the north and east to the city limits of Albertville and St. Michael on the south. B. The population is approximately 14,650, which is mostly settled in the northeastern portion of the City, though development of the western portions has seen rapid growth in recent years. C. Three major transportation arterials service the City of Otsego. Trunk Highway 101 runs north and south along the City's eastern border and accommodates commercial and recreational traffic. While much of I-94 is not within the City's jurisdictional boundaries, the impacts of a disaster on the interstate in this corridor would definitely affect Otsego. US Highway 10 runs northwest and southeast along the Mississippi River just north of Otsego in the City of Elk River. Again, while it is not within the City's jurisdictional boundaries, the impacts of a disaster on this highway would definitely affect Otsego. D. Otsego is required by Minnesota State Statutes Chapter 12, Section 25 to develop, maintain and manage an emergency management program that includes an emergency operations plan. H. Assumptions A. The City of Otsego is exposed to hazards and disasters that could disrupt the community by causing damage and creating casualties. Natural hazards include droughts, floods, wildfires, winter storms, thunderstorms, and tornados. Although currently diminished, a threat of war remains and could include nuclear, chemical, biological or conventional attack. Other disasters could develop from a hazardous materials accident, conflagration, major transportation accident, radiological incident, deliberate act of terrorism, and civil disorder. (See Attachment A for full list). B. The City of Otsego will continue to be exposed to the hazards noted above as well as others that may develop in the future. C. It is possible for a major disaster to occur at any time, and at any place in the City of Otsego. In some cases, dissemination of warning and increased readiness measures may be possible. However, many disasters and events can, and will, occur with little or no warning. D. Response to disasters will require coordination and cooperation among governmental, private and volunteer organizations in order to protect lives and property of City of Otsego residents. E. The City recognizes its responsibility for the safety and well being of the public and will assume its responsibilities in the implementation of this emergency plan. F. Proper implementation of this plan may reduce or prevent disaster -related losses. G. Organizations and agencies tasked in this document will respond as required to fulfill their responsibilities in providing for public safety during an emergency response and/or recovery. CITY OF OTSEGO M. Reason for Plan: EMERGENCY OPERATIONS PLAN This plan is an attempt to address hazards that may pose a potential threat to public health and safety to the City of Otsego and its residents. An emergency management plan is needed to ensure the protection of the public against such hazards. IV. Purpose: The purpose of this plan is to ensure that in the event of any type of disaster, the City's facilities, equipment, and manpower will be used in a coordinated, effective way, so as to: A. Maximize the protection of life and property. B. Ensure the continuity of government. C. Sustain survivors. D. Repair essential facilities and utilities. V. Legal Basis and References: A. Public Law 920 as amended. B. Public Law 99-499 (Superfund Amendments and Reauthorization Act (SARA) of 1986). C. Minnesota Statutes Chapter 12 as amended. D. Minnesota Statutes Chapter 313, Community Right -to -Know Act. E. Minnesota Statutes Chapter 353, Pipeline Safety Act. F. Minnesota Division of Emergency Management Bulletin No. 87-1. G. Wright County Emergency Operations Plan. H. City of Otsego Ordinances as amended. I. Service contracts with the cities of Albertville, Elk River, Monticello and Rogers. VI. Trainine and Corrective Plan Action: The basic operations plan shall be updated periodically. At that time, all necessary policy and procedure revisions will be made, including necessary changes in personnel notification revisions. At least annually, the City Administrator and department heads will conduct a review, table top, or functional exercise to test the planning and operational components of the basic operations plan. Upon the completion of the exercise, a briefing will be held to determine strengths and areas for further development. In addition to the exercise, significant actual events occurring during the year will be recorded for inclusion as a test of the city emergency operations plan and program. VII. Organization: Existing government is the basis for emergency operations. That is, government agencies will perform emergency management activities related to those they perform on a day-to-day basis. City organization and interrelationships are shown in Chart A. 9 CITY OF OTSEGO VIII. Direction and Control: EMERGENCY OPERATIONS PLAN A. In the City of Otsego, the City Administrator, under the Mayor and City Council, is responsible for providing overall direction and control of City government resources involved in the response to a disaster. The City Administrator will serve in staff capacity to the Mayor and City Council, and will coordinate all aspects of this plan. The City Administrator will also act as a liaison with the Wright County Emergency Management Director. B. Direction and control of the city's response to a disaster will take place from the Primary Emergency Operations Center (EOC), located at Otsego City Hall (8899 Nashua Ave. NE). The Alternate EOC will be either the Public Works building (13400 9e Street NE) or the West Otsego Wastewater Treatment Facility (7551 Lancaster Ave). IX. Emergency Responsibility Assignments: A summary of the City of Otsego emergency responsibility assignments, by function, is shown in Chart B. Heads of the various city, county and state government departments and agencies will be responsible for carrying out the assignments shown on this chart. In addition, City staff would be responsible for the following: A. Mayor and City Council: 1. Ensure that the City Administrator has activated/is activating the EOC. 2. Report to the EOC. 3. Ensure that the City Administrator provides an initial damage assessment and casualty report, with the guidance of the Wright County Sheriff s Office and the jurisdictional fire department(s). 4. Ensure that the City Administrator briefs City department officials as to the status of the disaster, with the guidance of the Wright County Sheriffs Office and the jurisdictional fire department(s). 5. Be ready to issue a declaration of emergency. a. A declaration of a local emergency invokes necessary portions of the response and recovery aspects of applicable local or inter jurisdictional disaster plans, and may authorize aid and assistance under those plans. 6. Serve as the City public information officer (PIO), or designate a member of City staff to perform this function. If a designated staff member works as the PIO, work with them to assemble and prepare public statements. 7. In consultation with the City Administrator, determine whether or not state or federal assistance should be requested. (City resources must be fully committed before state or federal assistance will be available. If assistance is requested, be specific in regards to needs.) B. City Administrator: 1. Ensure that City staff has been notified, key facilities warned, etc. 2. Activate the City EOC, make sure that it is fully operational, and that EOC staff have reported/are reporting to it. 3. Obtain initial damage assessment and casualty report from the Wright County Sheriff s Office and the jurisdictional fire department(s), and relay this information to the Mayor, City Council, City staff, and the county emergency management director. 4. Ask the City Council to issue a declaration of emergency. a. Declaration of emergency may be initiated for a natural, technological, armed violence, sabotage, or act of terrorism type of emergency. 10 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN 5. Evaluate available resources, including personnel, by checking with city department officials. If deficiencies exist, take action to obtain needed resources. 6. Ensure that good records are kept on expenditures. C. Finance Director: 1. Maintain records indicating City expenses incurred due to the disaster. 2. Assist in the damage assessment by: a. Providing information regarding the dollar value of property damage as a result of the disaster. b. Providing information (name, telephone number, act.) regarding the owners of property which has been damaged/destroyed as a result of the disaster. 3. Set up procedures to permit acquisition of equipment and supplies needed following a disaster. D. Wright County Sheriff's Office: In the event of a disaster, the Wright County Sheriffs Office will: 1. Dependent upon the type of disaster, the Wright County Sheriffs Office may work cooperatively with the fire department district(s) in which the disaster took place to direct that a separate Command Post be established (e.g. a Command Post is the field headquarters for the control of the tactical operations associated with the disaster and the person in charge of the Command Post is the Incident Commander.) E. Jurisdictional Fire Departments: See attached map (Map 3) for fire district boundaries. In the event of a disaster, locally contracted fire departments will: 1. Appoint a qualified liaison to work with the City in the development and maintenance of this Plan. 2. Develop and implement organizational response and recovery plans and procedures in support of emergency operations. 3. Establish procedures to provide for a staff member to be available on a 24-hour basis for EOC staffing and emergency assignment. 4. Make staff available for EOC training. 5. Provide disaster related information to the EOC in a timely manner. F. Public Works Supervisor/Building Safety/City Engineer/Utility Supervisor: 1. Ensure that all department personnel have been alerted to the disaster and that they report as the situation directs. 2. Report to the City EOC. 3. Review the disaster situation as it affects the Public Works, Building Safety departments and the engineering facets of the City, and forward this information to the City Administrator. 4. Coordinate the activities of your department with the other services being provided by rescue personnel and relief services. 5. Direct debris removal to permit passage of emergency vehicles. 6. Assist rescue personnel as needed. 7. Direct and assist in the restoration of utilities. 8. If assistance is required, coordinate with the City Administrator. G. Public Information Officer: 1. The Public Information Officer (PIO) is the City Administrator unless otherwise directed and shall be appointed by the Mayor and City Council. 11 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN 2. The PIO is responsible for acquiring, assembling, and delivering information about the disaster. 3. The PIO is also responsible for the verification of the accuracy of information and helping to determine what information should be made public and when it should be released. If possible, any information to be released should be given to the City Administrator and Wright County Sheriffs Office representative for review and approval. 4. No one other than the PIO, Sheriff, or Mayor should make any statements to the public or news media. Once a statement has been released, other personnel may repeat or pass along that information. 5. Unless directed otherwise, all inquiries regarding the incident should be directed to the PIO. The PIO shall keep a record of the news releases issued listing date, time, method of transmission and who the release was issued to. 6. If it becomes necessary to establish a news briefing room, the Otsego City Council Chambers will be used for this purpose. News media personnel will be asked to report to this facility. If the Otsego Council chambers are unavailable due to damage, the news media will be directed to an alternate location. 7. Public information will be disseminated through local radio and television stations. H. City Clerk: 1. Assist the City Administrator with their duties. 2. Function as the Volunteer Coordinator if needed. X. Operations Policies: A. Protection of life and property and alleviation of human distress will be the primary goal of City government emergency operations. B. In an emergency affecting more than one political jurisdiction, officials of all jurisdictions involved will coordinate their services to the maximum extent possible. C. The City Administrator will assist in providing resource coordination between government agencies and the private sector. D. City government resources will be utilized to the maximum before requesting county, state, or federal assistance. E. Each agency, department or service of City government will provide for the maintenance of records during an emergency. These records should include work hours, equipment hours, supplies and materials used, injuries to personnel, and damage to public facilities and equipment. F. Staging areas — in the case of situations that require a large response of personnel and equipment, the incident commander of the on-site Command Post shall be responsible for establishing various staging areas to accommodate and coordinate responding personnel. Generally, staging areas shall not be in the immediate area of the incident, but in the general area adjacent to the scene. Staging areas should be designated by the purpose (i.e. police/sheriff, fire, EMS, etc.) Open areas such as parking lots with well connected routes to the emergency scene are desirable. 12 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN G. In the event of a major disaster, the Mayor, Acting Mayor, or a quorum of the City Council may declare a local emergency. Such declaration will invoke necessary portions of this plan and will permit the City to take such actions as may be required to protect lives and property. XI. Sunnort• A. National Guard. 1. General: When natural disasters or major emergency is beyond the capability of local government, support from the National Guard may be available. Only the Governor has the authority to activate the Guard. The purpose of the activation is to ensure the preservation of life and property and to support civil law enforcement agencies. a. National Guard assistance will complement, and not be a substitute for city participation in emergency operations. b. If made available, National Guard personnel remain under military command at all times, but will support and assist city forces in the accomplishment of a specific task or tasks 2. Request Procedure: In the case of a major event in the City of Otsego, the Wright County Sheriff's Office must submit the request for assistance to the governor's office. Requests for activation of the National Guard should be submitted to the State duty officer. B. State and Federal Agencies: 1. A summary of State and Federal programs available to local governments which are experiencing or have experienced a disaster is contained in Minnesota Disaster Management Handbook; Guidance for Mitigation Preparedness Response and Recovery and in the Emergency Management Handbook for Government Officials. These documents were developed by the Minnesota Division of Emergency Management Services (DEM), and are on file with the Otsego Primary Emergency Operating Center. 2. Information and assistance in securing State or Federal support may be obtained by contacting the Wright County Emergency Management Director and the Minnesota State DEM Duty Officer at (651) 649-5451. 3. State Assistance — Hazardous Materials Incidents: Minnesota State Chemical Assistance Teams and Hazardous Materials Teams can be accessed through the Minnesota DEM Duty Officer at (651) 649-5451. 4. Federal Assistance — Hazardous Materials Incidents: Federal assistance can be accessed through the Minnesota State Duty Officer at (651) 649-5451. X. Training: A. Additional trainings will be coordinated with the Wright County Sheriff s office and jurisdictional fire departments. Training will conform to federal, state, and county guidelines as to necessary hours and type. Instructors authorized and trained to conduct such training will provide training. Individual training criteria are on file with the responding agencies (i.e. fire, sheriff, EMS.). 13 CITY OF OTSEGO XII. Plan Updating and Distribution EMERGENCY OPERATIONS PLAN A. For purposes of this plan, the City Administrator shall have overall authority and responsibility for the maintenance and implementation of the plan. This authority is granted through the Mayor and City Council. B. This plan will be reviewed and updated annually or as needed following an exercise. The City Administrator will be responsible for ensuring that this updating occurs, and that it is in accord with schedules and procedures established by the Minnesota Division of Emergency Services. In order to carry out this task, the City Administrator may request input from the Wright County Emergency Management Director. C. This plan will be distributed to all City departments and agencies that have emergency assignments in the event of a major disaster in the City of Otsego. The City Administrator will maintain a plan distribution list. A copy of this plan will be maintained by the City Clerk and available at City Hall. 14 nt Powers Creek CITY OF OTSEGO ORGANIZATIONAL CHART 2010 Assessor City Planner Citizens of Otsego Mayor and Council City Administrator City Community Public Finance Clerk Development Works Director I Recreation Licensing Building Streets Acct Clerks HR Elections Zoning Parks W/S Billing Bldg Maint Planning Fleet Maint Econ Dev Adv Boards: Planning Comm Park and Rec Heritage Police Police Comm Fire Utilities City Community Public Finance Clerk Development Works Director I Recreation Licensing Building Streets Acct Clerks HR Elections Zoning Parks W/S Billing Bldg Maint Planning Fleet Maint Econ Dev oint Powers Creek Public Safety I Police Fire Emerg M mt City Clerk I Deputy Clerk Licensing Elections City Atty Assessor Community Develop I Planning Building Zoning Econ Dev CITY OF OTSEGO ORGANIZATIONAL CHART 20?? Citizens of Otsego Mayor and Council City Administrator City Engineer I Public Works Parks & Rec Utilities Fleet Maint Finance Director Accounting W/S Billin Adv Boards: Planning Comm Parks & Rec Police Comm Information Technology Computers GIS CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ATTACHMENT 2: EMERGENCY RESPONSIBILITY ASSIGNMENTS A code letter has assigned responsibilities: "P", "S", or "C". • "P" indicates primary operational responsibility, which means the official or agency is in charge of, and responsible to make provisions for, that function. • "S" indicates support responsibility, which means the agency so assigned will, if possible, support and assist the official or agency designated primarily responsible. • "C" indicates coordination responsibility, as is assigned when several agencies have support capability but no specific official or agency has obvious primary responsibility. This will be especially true when non-government agencies are involved. FUNCTION RESPONSIBLE AGENCIES Code: P = Primary, S = Support, C = Coordination Warning and Notification Wright County Sheriff's Office (P) City Administrator (C) Wright County Emergency Management Director (C) Direction and Control Mayor and City Council (P) City Administrator (C) Wright County Sheriff's Office (S) Wright County Emergency Management Director (S) Emergency Public Information Search and Rescue City Administrator (P) Wright County Emergency Management Director (C) Wright County Sheriff's Office (S) Wright County Sheriff's Office (P) Wright County Emergency Management Director (C) Jurisdictional Fire Departments (S) Red Cross / National Guard / Civilian Volunteers (S) Health and Medical Ambulance Services / New River Medical Center (P) City Administrator (C) Jurisdictional Fire Departments (S) Wright County Human Services / Public Health (S) Red Cross / Salvation Army / Civilian Volunteers (S) Evacuation, Traffic Control, & Security Wright County Sheriff s Office (P) City Administrator (C) Jurisdictional Fire Departments (S) Fire Protection Jurisdictional Fire Departments / Mutual Aid (P) City Administrator (C) Wright County Sheriff s Office (S) Damage Assessment Public Works / Building Safety (P) City Administrator (C) Wright County Assessor (S) City / Wright County Engineer (S) Congregate Care Red Cross (P) City Administrator (C) Wright County Human Services (S) Wright County Emergency Management Director (S) 16 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN Animal Emergency City Administrator (P) Animal Coordinator (C) Animal Humane Society (C) Wright County Human Society/Monticello Animal Control (S) Veterinary Community (S) Debris Clearance Public Works / Building Safety (P) City Administrator (C) Wright County Environmental Health (S) Utilities Restoration Utility Companies (P) City Administrator (C) Public Works / Building Safety (S) Environmental Hazard Jurisdictional Fire Departments (P) Response City Administrator (C) Wright County Environmental Health (S) State HAZMAT Teams (S) Wright County Sheriff's Office (S) Terrorist Attacks Wright County Sheriff's Office (P) Jurisdictional Fire Departments (P) City Administrator (C) Wright County Public Health Department (C) j'jElk River, New River Ambulance Services (S) 17 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ATTACHMENT 3: EMERGENCY OPERATIONS PLAN DISTRIBUTION LOG 1. Otsego City Hall 8899 Nashua Avenue NE Otsego, MN 55330 2. Otsego Public Works 13400 90' Avenue NE Otsego, MN 55330 3. West Otsego Wastewater Treatment Plant 7551 Lancaster Ave Otsego, MN 55301 4. Mike Robertson City of Otsego 8899 Nashua Avenue NE Otsego, MN 55330 5. Tami Loff City of Otsego 8899 Nashua Avenue NE Otsego, MN 55330 6. Brad Belair City of Otsego Public Works 13400 90'h Street NE Otsego, MN 55330 7. Gary Groen City of Otsego 8899 Nashua Avenue NE Otsego, MN 55330 8. Metro West City of Otsego 8899 Nashua Avenue NE Otsego, MN 55330 9. Kurt Neidermeier People Service, Inc. East Otno Wastewater Treatment Plant 17330 53 Street NE Otsego, MN 55374 10. Gary Miller Wright County Sheriff's Office 3800 Braddock Avenue NE Buffalo, MN 55313 18 Original & Emergency Operating Center Alternate Emergency Operating Center Alternate Emergency Operating Center City Administrator City Clerk Public Works Supervisor Finance Director Building Official Water/Wastewater Operator Wright County Sheriff CITY OF OTSEGO 11. Tate Mills Albertville Fire Department 5975 Main Avenue Albertville, MN 55301 12. T. John Cunningham Elk River Fire Department 415 Jackson Avenue Elk River, MN 55330 13. Steve Joerg Monticello Fire Department 106 Division Street West Monticello, MN 55362 14. Brad Feist Rogers Fire Department 21201 Memorial Drive Rogers, MN 55374 15. Steve Berg Wright County Sheriffs Office 3800 Braddock Avenue NE Buffalo, MN 55313 16. Beth Bromen American Red Cross 1301 West St. Germaine St. Cloud, MN 56301 17. Mary Lanegran New River Medical Center 1013 Hart Boulevard Monticello, MN 55362 18. Carol Schefers, Director Wright County Department of Human Services 1004 Commercial Drive, Buffalo, MN 55313 19. File Copy Otsego City Hall 8899 Nashua Avenue NE Otsego, MN 55330 19 EMERGENCY OPERATIONS PLAN Albertville Fire Chief Elk River Fire Chief Monticello Fire Chief Rogers Fire Chief Emergency Management Director Central Minnesota Chapter Chair Safety Officer Director, Public Health CITY OF OTSEGO Monticello /\ Mile Rogers N CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ANNEX A: WARNING & NOTIFICATION I. Purpose: To provide an overview of the responsibilities and the procedures whereby the notification of key City officials and the warning of the general public are accomplished. H. Responsibilities: A. The Wright County Sheriffs Office's Radio is the County Warning Point and is responsible for: 1. Relaying any warnings which it receives to the Otsego City Hall and the affected jurisdictional fire departments. 2. As City warning points, the Wright County Sheriffs Office, jurisdictional fire departments, and Otsego City Hall are responsible for all warnings and notifications which they receive. M. Operations Policies: A. Warnings Received from the County Warning Point: 1. Notify key government officials. (See Personnel Notification List). 2. Notify certain private and/or public facilities (schools, industries, hospitals, nursing homes) using such procedures as weather radio, telephones, or pagers. B. Weather Warnings: 1. Report conditions to Wright County dispatch warning point and request siren activation. 2. Notify key government officials. 3. Notify certain private and/or public facilities (schools, hospitals, nursing homes, etc.). C. Hazardous Materials Situations: 1. Facilities in Otsego that are required by either local, state, or federal regulations to have a "facility plan" on file with the jurisdictional fire department will ensure that proper procedures for notification of emergency personnel are followed. Generally, this is done via 911 unless otherwise specified in the facility plan. 2. Whenever mass evacuation is necessary: a. Obtain accurate description of the area to be evacuated from the Wright County Sheriff s Office and the jurisdictional fire department. If appropriate, identify suggested evacuation routes. b. If conditions permit, notify affected private and/or public facilities (schools, industries, hospitals, nursing homes). c. Notify the Minnesota State Duty Officer (651) 649-5451 or 911. D. All Other Emergencies: 1. Contact the City Administrator or Wright County Sheriff s Office, who will advise actions to be taken. 2. Succession of responsibility is City Administrator, Wright County Sheriff's Office, and jurisdictional fire department chiefs. IV. Supporting Documents Wright County Emergency Operations Plan, Annex A: Warning and Notification 21 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ATTACHMENT A: HAZARD IDENTIFICATION The City of Otsego is vulnerable to many hazards that have the capability of escalating into disaster. Although we cannot predicate exactly what may happen or where, it is possible to determine what risks exist and which communities are most likely to be effected by them. Growth, development, and technology present us with an ever-changing world in which situations may develop that we have not previously experienced. The City of Otsego is vulnerable to the following natural and human caused hazards, and technological events that could cause a disaster: • Air Traffic Accident: Air traffic accidents involve any aircraft that loses altitude, causing an impact to the immediate geographical terrain whether it is structural or natural. • Civil Disturbance: Civil disturbance is a tumultuous act in direct refusal of governmental law or laws as a means of resistance because of one's moral convictions • Drought: A drought is a long period of dry weather prolonged by the lack of normal or sufficient rainfall or other precipitation. Even in higher moisture years, Minnesota rainfall does not provide a consistent, dependable water supply throughout the year. • Fire/Urban: An urban fire is uncontrolled burning in urban areas. • Fire/Wildland: Wildland fire, both natural and human -caused, is a risk to which the entire state is susceptible. • Flooding: Disastrous riverine flooding, caused by rapid snowmelt from early spring rains and warm weather, usually occurs in May and June. Flash flooding, usually caused by heavy, stationary thunderstorms, most often occurs in the spring and early summer months. Damage potential is greatest along the river basins. Areas in and below land burned by wildfire have an increased risk of flooding. • Hazardous Materials Release: A hazardous materials incident, which is on a fixed site, is an occurrence of toxic material release from a manufacturing, storage or shipping site (to include high pressure gas lines). A hazardous materials incident, which is transportation related, is the release of toxic or harmful materials from carriers along designated roadways. • Mass Casualty Accident: A mass transportation/mass casualty incident can be an accident that involves one or more modes of transportation creating high risk of death and injury to those being transported or to populations nearby. • Mass Transportation Incident • Power/Utilities Failure: A severe power failure is any prolonged interruption of service that causes emergency actions to be implemented. • Seasonal Thunderstorm/Lightning Storm: A seasonal thunder/lightening storm is characterized when atmospheric conditions stimulate the chain reaction necessary to produce heavy precipitation and electric activity. 22 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN • Terrorism - Biohazard Incident/Epidemic Outbreak/Chemical: Bio -terrorism can be described as the use, or threatened use, of biological agents to promote or spread fear or intimidation upon an individual, a specific group, or the population as a whole for religious, political, ideological, financial, or personal purposes. • Terrorism - Cyber -Terrorism: Cyber -terrorism is the execution of a surprise attack by a sub -national foreign terrorist group, or individuals with a domestic political agenda; using computer technology and the Internet to cripple or disable a nation's electronic and physical infrastructures. • Terrorism - Weapons of Mass Destruction: Any act of violence using various forms of chemical, biological, nuclear/radiological and/or explosives to oppose a power or government. • Tornado: A tornado is a dark, funnel -shaped column of air, suspended from dark, black clouds and rotating around a low-pressure center at speeds up to 500 miles per hour. • Wind Storm/Event (Severe): Severe wind -storms are characterized by winds that range from 65 to 100 miles per hour. These storms have the potential of damaging structures, power lines, and motor vehicles. • Winter Storm/Blizzard/Severe Weather Event: Winter storms are occasionally severe enough to overwhelm snow removal efforts, transportation, utilities, and business and commercial activities. The accompanying Hazard Analysis found in Attachment A is a broad overview of the hazards that are specific to the City of Otsego. These hazards include natural disasters, technological threat, and intentional threat; which are not prioritized. The data should be viewed as a guide to events and threats that may require attention by the county, towns and cities, and should be considered in terms of how they may require mitigation, response to, and recovery actions. 23 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ANNEX B: DIRECTION & CONTROL I. Purpose: To describe how direction and control of the City response to a disaster will be accomplished. H. Responsibilities: A. City Administrator: The City Administrator, under the direction of the Mayor and City Council, will be responsible for providing overall direction and control of City government resources and will coordinate all aspects of this plan in the response to disaster. The City Administrator will also act as a liaison with the Wright County Emergency Management Director and other jurisdiction leaders. Succession of the City Administrator during an emergency shall be the Finance Director?, Wright County Sheriff s Office, Jurisdictional Fire Department Chief(s), and Public Works Supervisor. B. Mayor and City Council. The Mayor and City Council shall act in a final decision and policy-making capacity. III. Emergency Operating Center (EOCI: A. Direction and control of the City of Otsego response to a disaster will be carried out at the City of Otsego Emergency Operating Center (EOC). The EOC is not necessarily a building, but rather a function used to conduct business. The EOC operation and the on -scene command of the response will be coordinated using the National Incident Management System. B. The Primary EOC is located at the Otsego City Hall (8899 Nashua Avenue NE). If for some reason the EOC is not usable at the time of a disaster, the Public Works building (13400 90th Street) or the West Otsego Wastewater Treatment Facility (7551 Lancaster Ave.) will serve as the Alternate EOC. C. The EOC is designed to: 1. Collect, record, analyze, display and distribute information. 2. Coordinate public information and warning. 3. Prioritize and coordinate City disaster related activities. 4. Support field activities. 5. Conduct liaison and coordination activities within external entities. IV. Criteria for EOC Activation: The degree of EOC activation will be determined by the severity of the emergency. A. The EOC will be fully activated in response to an emergency resulting from an actual threat to life and property. This will include, but is not limited to: a tornado touchdown, flooding which causes damage to the public and private sector and requires a coordinated response effort, or a hazardous materials incident/accident involving the response of several agencies. B. The EOC may be partially activated due to aotp ential threat to life or property from severe weather (i.e. tornado, flooding, and blizzard) or a hazardous materials incidentlaccident that is a controlled release of a reportable product. 24 CITY OF OTSEGO V. On "Ji Responsibility for EOC Activation: EMERGENCY OPERATIONS PLAN In the event of a major disaster, EOC staff will be expected to automatically report to the EOC. However, the City Administrator or his designee is responsible for ensuring that the EOC is activated according to the previously described criteria. Staffing the EOC: Staffing of the EOC will normally consist of the City Administrator, Public Works Supervisor, and representatives from each jurisdictional fire department and the Wright County Sheriff's office. EOC staff are responsible for the operations of their particular service or assignment. Each department which is represented in the EOC is responsible for ensuring that its representative is familiar with the duties which they are expected to perform at the EOC. Emergency Power: Otsego City Hall, the Public Works building and the West Wastewater Treatment Facilities have emergency back-up generators which are automatically activated in the event of a power shortage. Communications Capability: A. City Forces: Name City Hall Public Works West Wastewater Treatment Facility B. County: Name Wright Hennepin Sherburne C. Adjacent Cities: Name Albertville Dayton Elk River Monticello Rogers St. Michael D. Public/Private Facilities: Name New River Medical Center 25 Means of Communications Direct Phone, Pager Direct Phone, Nextel Radio Direct Phone, Nextel Radio Means of Communication Direct Phone, Radio (frequencies vary) Direct Phone, 800 MHz Radio Direct Phone, VHF Radio, 800 HHz Radio (mutual aid only) Means of Communications Direct Phone, 650 MHz Radio Direct Phone, Nextel, Pager Direct Phone, VHF Radio, 800 MHz Radio (mutual aid only) Direct Phone, 650MHz Radio Direct Phone, 800 MHz Radio, Nextel Direct Phone, Nextel, Pager Means of Communications Direct Phone, Ham Radio * ask for the administrative supervisor CITY OF OTSEGO E. Regional Coordinator and State EOC Name Region State EOC F. Other Governmental Agencies Name National Weather Service Office G. News Media Name TV Radio Newspaper H. Schools/Churches Name Otsego Elementary School Kaleidoscope Charter School Christ Church Church of the Latter Day Saints EMERGENCY OPERATIONS PLAN Means of Communications Through Duty Officer — Direct Phone Through Duty Officer — Direct Phone Means of Communications Through Duty Officer — Direct Phone Means of Communications Direct Phone Direct Phone Direct Phone Means of Communications Direct Phone Direct Phone Direct Phone Direct Phone IX. Suunortine Documents: A. Wright County Emergency Operations Plan, Annex A: Warning and Notification B. Wright County Emergency Operations Plan, Annex B: Direction & Control 26 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ANNEX C: PUBLIC INFORMATION I. Purpose: To provide an overview of how public information will be disseminated in the event of an incident within the City of Otsego. H. Public Information Officer (PIO): A. In the event of an incident which affects only the City of Otsego, the City Administrator will serve as the PIO, or other person appointed by the Mayor and City Council. B. The PIO is responsible for acquiring, assembling, and delivering information about the disaster. The PIO is also responsible for the verification of the accuracy of information and helping to determine what information should be made public and when it should be released. If possible, any information to be released should be given to the City Administrator and Wright County Sheriffs Office's office representative for review and approval. C. No one other than the PIO, Wright County Sheriffs office, or Mayor should make any statements to the public or news media. Once a statement has been released, other personnel may repeat that information. D. Unless directed otherwise, all inquiries regarding the incident should be directed to the PIO. The PIO shall keep a record of the news releases issued listing date, time, method of transmission and who the release was issued to. III. Operations Policies: A. If it becomes necessary to establish a news briefing room, the Otsego City Council Chambers will be used for this purpose. News media personnel will be asked to report to this facility. B. In the event of a protracted disaster/emergency, news releases will be issued on a regular basis. C. Public information will be disseminated through local radio and television stations, EBS or EAS when available. D. All releases to the news media will be through the PIO. E. The PIO will edit and consolidate all releases for radio, TV and newspapers. F. Messages are to be cleared with the PIO before they are issued. G. During emergency situations, the PIO will: 1. Contact key information staff members. 2. Establish liaison with City departments, which may require information output. 3. Inform the media of public information capabilities and plan. 4. Release prepared messages to the media and to all City departments. IV. Supporting Documents: A. Wright County Emergency Operations Plan, Annex C: Emergency Public Information 27 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ANNEX D: SEARCH & RESCUE I. Purpose: To describe how search and rescue will be accomplished in the City of Otsego following a disaster. H. Responsibility: A. Resources responding to any search will function under the Minnesota Incident Management System. B. Within the City of Otsego, the primary responsibility for search and rescue belongs to the jurisdictional fire departments. C. In the event of a law enforcement event such as a missing child, or the search for a criminal suspect, the Wright County Sheriff's Office will assume the primary responsibility. D. Back-up assistance for search and rescue may be available from the Wright County Emergency Management Director, the National Guard, American Red Cross — Wright County Chapter, and civilian volunteers. III. Supporting Agencies/Organizations: The following government and volunteer organizations may be available to assist with a major search and rescue operation: A. The Civil Air Patrol B. The National Guard C. American Red Cross D. Salvation Army E. Bureau of Criminal Apprehension F. Amber Alert IV. Supporting Documents: Fire and law enforcement agencies responsible for conducting or participating in a search and rescue operation will develop and maintain whatever standard operating procedures/guidelines they may need. Such procedures should include guidance and instructions for performing search and rescue following a disaster involving hazardous materials. The following procedures have been developed, and are on file with the Otsego City Hall: A. Wright County Emergency Operations Plan, Annex G: Search & Rescue B. Minnesota Disaster Management Handbook 28 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ANNEX E: HEALTH & MEDICAL I. Purpose: To provide an overview of how the health/medical care needs of City residents will be met in the event of a disaster, disease outbreak, and environmental health incident. U. Responsibilities: A. System Coordination: Overall coordination of EMS operations which will include coordination with hospitals, State and Federal medical agencies and other public health services organizations to ensure integrated medical operations will be the responsibility of the Wright County Public Health Department and the Minnesota Department of Health. B. Command -Control -Coordination: Elk River Fire & Ambulance, New River Ambulance, and their designated mutual aid ambulance services utilize the NIMS systems for coordination of EMS with other disciplines or agencies when responding to incidents within the City of Otsego. C. Transportation: It is the primary responsibility of Allina Ambulance, Elk River Fire & Ambulance, New River Ambulance, and their designated mutual aid ambulance services to provide emergency, non -emergency, and special population medical transportation. These resources will be utilized to respond to any incident within the City requiring the transportation of the sick or injured. In the event of an incident requiring the transportation of the physically challenged, Elk River Fire & Ambulance and their designated mutual aid ambulance services will provide transportation services as required to transport those with special medical challenges. D. Mutual Aid: Elk River Fire and Ambulance and New River Ambulance maintain mutual aid agreements with other ambulance services within the Minneapolis -St. Paul Metropolitan Region as required by Minnesota Law. In the event of an incident which exceeds the capabilities of the metropolitan regional and state EMS resources, Elk River Fire & Ambulance and New River Ambulance are participants in the National Disaster Medical System (NDMS) that provides federal medical assistance services which is coordinated through the Veterans Administration and the Department of Defense. E. Communications: Hennepin, Sherburne, and Wright County Sheriffs Office Communications Centers provide 24-hour coverage for regional ambulance services. F. Hospital and Patient Assignment: In the event of a mass casualty incident, hospital and patient assignments are coordinated by Medical Control Resource Center located at the Hennepin County Medical Center (HCMC) Ambulance Dispatch in Minneapolis. This resource is used in conjunction with Hennepin, Sherburne, and Wright County Sheriffs Office Communications Centers. G. Casualty/Patient Tracking: In the event of a mass casualty incident, the Medical Control Resource Center will perform patient tracking as a secondary function; the primary function being patient and hospital assignment. Patient tracking will be coordinated with the receiving facilities with assistance from Wright County Public Health and the American Red Cross. 29 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN H. Mass Casualty Protocols: All ambulance services that provide service in Wright County utilize the Task Card operations as noted in this annex. These protocols have been adopted by Elk River Fire & Ambulance, New River Ambulance, and their designated mutual aid ambulance services. Each ambulance service has the latitude to better define the guidelines set down in this protocol. Each ambulance service maintains their own set of protocols modeled after these guidelines. I. Triage and Scene Treatment: In the event of a mass casualty incident, the primary responsibility for triage of patients for transportation priorities will be the responsible jurisdictional fire department with local ambulance services and their designated mutual aid ambulance services fulfilling a secondary role as staff and equipment is available. All agencies engaged in triaging of patients in the pre -hospital setting will utilize the START (Simple Triage and Rapid Treatment) triage method. Scene treatment will also be the primary responsibility of the jurisdictional fire department, with a secondary role being fulfilled by the EMS transportation agencies. J. Disaster Emergency Treatment Facilities and Casualty Collection Areas: Injured victims will be transported to area hospitals based on the severity of the injuries and numbers of injured. These hospitals, in addition to other regional medical facilities, are participants in the NDMS program. Due to the unpredictable nature of disasters, casualty collection points are not pre- identified within the plan, but will be established as required by the EMS Branch Director as identified in the NIMS system. K. Equipment and Supplies: Local ambulance services and their designated mutual aid ambulance services maintain supplies and equipment specifically for use in mass casualty incidents which will occur within the City limits. Each EMS ambulance agency maintains a resource inventory of these supplies and equipment. L. Critical Incident Stress Management: Critical Incident Stress Management is available for public safety responders through the Metro CISM Peer Counseling Team which is notified through the Medical Services Resource Center (612-347-5710) or through the Elk River Fire & Ambulance, New River Ambulance, or their designated mutual aid ambulance services. CISM services for the general public can be accessed through the American Red Cross. M. Public Information: Elk River Fire & Ambulance Service, New River Ambulance, and their designated mutual aid ambulance services under the Minnesota Incident Management System will coordinate with and support the City public information officer as designated by the City Council. N. Hazardous Materials Incident Response: Elk River Fire & Ambulance Service, New River Ambulance, and their designated mutual aid ambulance services will respond to hazardous materials incidents within the City of Otsego at the Awareness level, as defined in NFPA 473 Standard — Chapter 2, EMS/HM 1. Each EMS agency maintains specific internal procedures for notification of key personnel and response to a hazardous materials incident. All EMS hazardous materials incident responses will be coordinated through the use of the Minnesota Incident Management System. O. Hazardous Materials Incident Response Training: Elk River Fire & Ambulance and their designated mutual aid ambulance services provide the necessary hazardous materials training for their staffs. Training records are available from the respective EMS ambulance agency training officer. 30 CITY OF OTSEGO M. EMERGENCY OPERATIONS PLAN P. Hazardous Materials Incidents -Medical Receiving Facilities: New River Medical Center has the capability to decontaminate and treat those patients with radiological, biological, or chemical contamination. Elk River Fire & Ambulance Service will make the necessary determinations to send potentially contaminated patients to other facilities as the situation dictates. Q. Emergency Mortuary Operations: Will be the responsibility of the Wright County Coroner. R. Health Threats: Serious potential or actual health threats associated with a disaster will be the responsibility of the Board of Health. They key contact for this area will be the Wright County Public Health Services Department; however, coordination with other County agencies and outside organizations must occur. Examples include: Health Threat Disease -bearing pests Decontamination Detection of Potential Biological, Chemical, or Radioactive Agents Assessing/Coordinating Organization Wright County Public Health Local Environmental Health Departments Minnesota Department of Health Centers for Disease Control and Prevention Jurisdictional Fire Departments New River Medical Center & Other Hospitals Jurisdictional Fire Departments 55th Civil Support Team State Haz-Mat Teams New River Medical Center & Other Hospitals Minnesota Department of Health Centers for Disease Control and Prevention Food Contamination Wright County Public Health Local Environmental Health Departments Minnesota Department of Health Respiratory Protection Jurisdictional Fire Departments New River Medical Center & Other Hospitals Mass Clinics Wright County Public Health S. Inquiry and Referral Service: Will be the responsibility of Wright County Public Health Services. Coordination: A. If a serious disaster resulting in multiple casualties occurs in the City of Otsego overall coordination of the various health/medical organizations responses to the disaster will take place at the City EOC 31 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN B. New River Medical Center, along with Elk River Fire & Ambulance Service and New River Ambulance are equipped with radio communications equipment and can therefore communicate among themselves and with the City EOC. IV. Supporting Documents: A. Wright County Emergency Operations Plan, Annex D: Public Health B. Wright County Emergency Operations Plan, Annex F: Health/Medical./EMS/Mass Facilities C. New River Medical Center maintains a disaster plan. D. New River Medical Center maintains a chemical emergency plan. E. New River Medical Center, Elk River Fire & Ambulance Service, and New River Ambulance have established protocols regarding which hospital an injured victim should be transported to. F. Fire, ambulance services, and other medical service agencies/organizations which respond to the scene of a serious incident are responsible for developing and maintaining whatever standard operating procedures/guidelines they may need. Such procedures should include guidance and instructions for operating in an environment in which hazardous materials are present. 32 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ANNEX F: EVACUATION, TRAFFIC CONTROL & SECURITY I. Purpose: To outline how evacuation, traffic control, and security will be carried out if they are required due to a disaster in the City of Otsego. H. Responsibilities: A. Pre -identified primary and secondary evacuation routes for the population(s) at risk for each disaster or critical incident will be the responsibility of the incident commander and will be individually determined at each incident, based on, but limited to the following factors: 1. Wind Speed and Direction. 2. Severity of Incident. 3. Population of Area Involved. 4. The Hazard Working With. B. The following officials will be responsible for recommending evacuation: Official Jurisdictional Fire Departments Wright County Sheriffs Office City Administrator Tyke of Incident Fire, Radiological, Hazardous Materials Law Enforcement, Crime Scene Investigation, Protection of Private and Public Property, Assist with Evacuation Procedure Coordinate Evacuation Procedure, All other incidents C. In the event of an emergency which will result in the loss of life if evacuation is not undertaken immediately, the Wright County Sheriff's Office, or jurisdictional fire chiefs could order such an evacuation. D. Within the City of Otsego, jurisdictional fire departments will be responsible for coordinating any large-scale evacuation that might be required by all incidents except criminal. Back-up assistance for evacuation will be available from the Wright County Sheriffs Office, Sheriff's Reserves, and Otsego Public Works staff. Relocation/security for critical resources will be the responsibility of the City. E. The Wright County Sheriff s Office will be responsible for conducting and coordinating any large-scale evacuation of county and city residents. This coordination will include the evacuation activities of other participating agencies and jurisdictions. In the event of a large- scale and long-term evacuation, essential resources (critical supplies, equipment, personnel, etc.) will be relocated as necessary, using City/County vehicles. F. The Wright County Sheriff s Office and Emergency Management Director will be responsible for preparing instructions for people who must evacuate from a high-risk area. Instructions will include, but are not limited to, evacuation of individuals without transportation. G. The Wright County Sheriff's Office, jurisdictional fire departments, and Otsego Public Works staff will be responsible for establishing and staffing any traffic control points that may be necessary. 33 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN H. In consultation with local and/or state hazardous materials specialists, the Wright County Hazardous Materials Officer will be responsible for determining when evacuees can safety return to their residences. . III. Suuaortine Documents: A. Wright County Emergency Operations Plan, Annex H: Evacuation/Traffic Control/Safety. 34 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ANNEX G: FIRE PROTECTION I. Purpose: To summarize how fire protection is provided in the City of Otsego. H. Responsibilities: Fire protection is provided by contract through the Albertville, Elk River, Monticello and Rogers fire departments; contract agreements exist and are on file at Otsego City Hall. III. Mutual Aid Agreements: Fire departments serving the City of Otsego participate in mutual aid agreements with one another and other surrounding communities as members of the North Suburban Mutual Aid Association. Written mutual aid agreements exist and are on file at the respective fire departments. IV. Jurisdictional Fire Department Capabilities: Contractual fire services are provided through the Albertville, Elk River, Monticello and Rogers fire departments. A. Command -Control -Coordination. Fire departments serving the City of Otsego utilize the National Incident Management System (NIMS) system for coordination of the fire department with other disciplines and agencies when responding to incidents within the city. B. Communications Capability. Fire departments are equipped with portable and mobile radio communications equipment and are dispatched by their respective public safety alert point (PSAP). If necessary, multiple purpose command vehicles are available to the City of Otsego from surrounding communities - including Elk River, Rogers, and the Hennepin County Sheriff's office. C. Hazardous Material Response. Fire departments have the primary responsibility for response and coordination of hazardous materials incidents within the City of Otsego. All fire departments respond at the Operations Level. Response is limited to doing initial size -up and support of responding hazardous materials teams with personnel and resources. D. Training. Fire departments train annually in extrication, rapid intervention, nuclear power plant response, structural burns, and air care (airlift) exercises. All fire department training records, including those pertaining to hazardous materials training, are maintained at respective fire department offices. E. EMS First Responder. The responding fire department has the primary responsibility with the Wright County Sheriffs Office in a secondary capacity for providing Emergency Medical Service (EMS) first responder service to its City of Otsego fire district. In the event of a mass casualty incident with in the fire district, the responding fire department will also have primary responsibility for providing scene treatment and triage for casualties in the absence of EMS transport resources. 35 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN F. Rescue and Extrication. Fire departments have the responsibility to provide and coordinate rescue services within their Otsego fire district. G. Search and Rescue. Fire departments and their designated mutual aid have the primary responsibility for search and rescue in the event of a natural or technological disaster. In the event of a search and rescue secondary to a law enforcement situation, the Wright County Sheriff s Office will have primary responsibility and the responding fire department will function under a unified command structure if requested to respond. H. Public Information. Fire departments and their designated mutual aid under the Minnesota Incident Management System will coordinate and support the City of Otsego Public Information Officer as designated by the City Administrator or designee. I. Fire Inspection Services. Fire departments will provide Otsego city departments with necessary fire related inspection services and information in support of congregate care, damage assessment, and other activities related to major incident response within their Otsego fire district. J. Investigation. Fire departments, along with the State Fire Marshall's Office, conduct and/or coordinate investigations into incidents as outlined in MN State Statute as it pertains to fire department investigations of fire related incidents. This is to include the coordination of county, state and federal investigative agencies when indicated. The NIMS system will be utilized to facilitate these efforts. K. Facility Plans. Those facilities defined under SARA Title III as 302 submit facility plans to their local fire department. These facility plans are maintained at the respective fire departments. V. Supportine Documents: A. Wright County Emergency Operations Plan, Annex I: Fire Protection. B. The Albertville, Elk River, Monticello and Rogers Fire Departments are responsible for developing and maintaining whatever standard operating procedures/guidelines they may need in order to carry out their fire protection responsibilities. 36 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ANNEX H: FLOOD MANAGEMENT I. Purpose To provide the City of Otsego with a flood management plan that identifies the threat, describes direction and control procedures, and provides checklists or emergency actions. H. Situation & Assumptions A. Situation 1. Portions of the City of Otsego have been identified as being vulnerable to the threat of flash floods and flooding, resulting in the potential loss of life and property, health and safety hazards, disruption of commerce and governmental services, extraordinary public expenditures or flood protection and relief, and impairment of the tax base, all of which adversely affect the public health, safety, and general welfare. B. Assumptions 1. The City, in cooperation with other agencies, will provide periodic public education to the community regarding flooding hazards, preparedness and safety measures. 2. The National Weather Service will provide flood warnings. 3. Destruction to public buildings/facilities, and serious disruption of basic utilities may hinder the delivery of essential services. 4. Access roads and streets may be blocked by flood waters or debris, delaying emergency fire, law enforcement, and medical response, and necessitating public works/county highway crews to provide for clearance and public safety. 5. The City Administrator shall quickly assess the situation to determine if the Emergency Operations Center should be activated. III. Flood/Flash Flood Warninas A. Flood and flash flood warnings will be provided by the National Weather Service via the following systems: 1. NOAA Weather Radio — broadcast over a specialized radio frequency to the general public, and to local, state, federal, and private agencies. 2. Local television stations, including the Weather Channel. IV. Flood/Flash Flood Warning Responsibilities A. The National Weather Service Office activates and broadcasts a warning message over the NOAA Weather Radio. B. The local media will receive verbal information and retransmit to the public via the Emergency Alert System (EAS) over radio, commercial television, and the Weather Channel. C. Wright County Communications Center: 1. Announce the flood warning over law enforcement radio. 2. Activate NOAA weather radio by calling the National Weather Service in Chanhassen. D. City Administrator: 1. Monitor NOAA Weather, and commercial radio and television for weather updates. 37 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN E. City Department Heads: 1. Ensure that the warning message has been given to on -duty personnel. 2. Ensure that the personnel take appropriate protective measures. 3. Ensure that initial response equipment is operational and located in designated locations. V. Flood/Flash Flood Occurrence Resuonsibilities A. Wright County Communications Center: 1. Confirm that flooding has occurred, resulting in damages/injuries. 2. Dispatch fire, rescue, medical, or highway units has appropriate. 3. Notify the regional National Weather Service on confirmation of a flood with damage. B. City Administrator: 1. Designate and coordinate city response and recovery efforts for effected flood areas. 2. Coordinate damage assessment of public and private property with the Building Official and Public Works Director. 3. If damage exceeds local government resources, recommend the City Council issue a Declaration of Emergency (Refer to the Otsego Emergency Operations Plan: Basic Plan) and/or a Proclamation of Evacuation. C. Public Information Officer: 1. Coordinate media affairs, press releases and tours of the affected area. 2. Coordinate publication and distribution of emergency information for emergency workers and citizens in the affected areas. 3. Establish a media center. Provide news media with timely information updates. D. All City Departments: 1. Direct personnel and resources to respond as appropriate. 2. When the danger has passed: a. Check presence/status of all personnel. b. Verify that primary communications systems and their backups are operational. E. City Public Works/Wright County Highway Department: 1. Prepare for and conduct emergency pumping, debris clearance, and placement of barricades. 2. Clean up roadway areas with emphasis on flow of emergency traffic. 3. Ensure that all vehicles and equipment are ready for immediate use. 4. Deliver barricades and flashers to the site of the emergency if necessary. 5. Clear debris or snow in and around the emergency area and to tow light vehicles to the scene if the emergency area is off the road if necessary. 6. Conduct emergency pumping operations if required. 7. Control all sandbagging and pumping operations during floods. 8. Log and record all incidents as they occur during the emergency; Contact specific public/ private agencies as required. 9. Assign a person to be in -charge of the site operations. 10. Maintain a log outlining communications and actions taken as well as participating in debriefing, assisting the Community Emergency Management Coordinator in the preparation of a report on the emergency. 38 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN F. City Building Department: 1. Assess damage to buildings, other structures, vehicles, and equipment and report to the Building Official. G. Wright County Sheriff s Office, Jurisdictional Fire Departments, and Emergency Medical Services 1. Dispatch units to determine the extent, area, and intensity of damage. 2. Activate a command post in/near the damaged area, and establish an incident command system to ensure efficient coordination and timely and accurate flow of information between the command post and the Emergency Operations Center. 3. Maintain response units on standby for deployment as situations dictate. 4. Provide for physical security controls and limits to access into and within the disaster area. 5. In coordination with the City Administrator, contact the private sector to obtain needed resources (e.g. heavy equipment, generators). 6. Activate Mutual Aid Agreements/Letters of Understanding with neighboring jurisdictions to request personnel and equipment. V1. Flooding Facts Flooding in the City of Otsego has been recognized as a major hazard to public and private properties in the City. The Mississippi River forms the City's northern and eastern borders and the Crow River forms the City's southeastern border. Flooding on both of these rivers dates as far back as 1965. In 1969, an "emergency levee" was constructed in cooperation with Wright County, the City of Elk River and the U.S. Army Corps of Engineers on the Mississippi River in the northeast corner of the City. A November 2003 survey by the Corps concluded that the levee project remained "unacceptable" and retains it's emergency designation today. In 2003, the Corps estimated that the shoreline near the levee erodes at a rate of two (2) feet every year. Because of this erosion and the seasonal melting of snow upstream, significant flooding has periodically occurred in springtime along Parrish Avenue/County Road 42. In the past, the City has sought federal assistance to purchase houses in the affected area but has been unsuccessful. VII. National Weather Service Flood/Flash Flood Warning System A. A Flood Potential Outlook is issued when forecast metrological conditions indicate significantly heavy precipitation may occur. The flood potential outlook is generally issued 36 hours or more before the potential event. B. A Flash Flood Warning means flash flooding is occurring or is imminent in the specified area. C. A Flash Flood Statement is issued after a flash flood warning when flash flooding is actually occurring or imminent in a warning area. It is issued every one to six hours to update information provided in the previous flash flood statement, or in the original flash flood warning. D. A Flood Warning is a bulletin issued when main stem rivers or important creeks are expected to reach or exceed flood stage at specific sites. 39 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN VIII. Emergency Management Measures for Flood Hazards A. Mitigation: 1. Develop and implement an on-going public education program emphasizing flood characteristics, preparedness, and safety measures. 2. Work cooperatively with county/city officials to promote updated building codes, floodplain regulations, and defined city/resident responsibilities. B. Preparedness: 1. Maintain current emergency personnel and resource lists including shelters, heavy equipment, barricades, and road controls. 2. Annually review/update this plan. 3. Periodically review elements of this plan with emphasis on hazard identification and mitigation. 4. Develop flood/flash flood warning guides for the population. 5. Identify resources available for life and property protection. 6. Define roles of community organizations in providing assistance to victims & rescue workers. C. Response: 1. Activate warning systems for appropriate warnings. 2. Establish Command Post for field communications and coordination. Keep the Emergency Operating Center informed. 3. Provide emergency response to the injured or displaced and homeless. 4. Gather damage assessment figures for Emergency Operating Center. 5. Assess needs for short-term recovery. 6. Ensure resources are available to reinforce damaged property. 7. Keep State EOC informed of situation as appropriate. D. Recovery: 1. Continue collaboration with community service organizations to promote ongoing assistance to victims and facilities. 2. Prepare documentation for financial, political, and historical paperwork. 3. Have known resources available for reconstruction activities. IX. Additional Sources 1. 2005 Minnesota Building Official Disaster Preparedness Manual 40 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ANNEX I: CONGREGATE CARE I. Purpose: To describe how the congregate care needs of the City of Otsego residents and evacuees from other communities will be met in the event of a disaster. H. Responsibilities: City of Otsego, Public Works Department, Wright County government departments and private sector agencies are responsible for ensuring that the congregate care needs of disaster victims are met: A. Primary Needs 1. Housing - American Red Cross, Salvation Army 2. Food - American Red Cross, Salvation Army 3. Clothing - American Red Cross, Salvation Army, and Wright County Human Services. 4. Counseling - Counseling for victims will be coordinated by Wright County Mental Health Services, American Red Cross, Salvation Army, and related MnVOAD agencies. B. Additional Needs 1. Registration of Victims: American Red Cross and Salvation Army 2. Inquiry and Referral: American Red Cross III. Coordination: Wright County Public Health will be responsible for providing overall coordination of the congregate care and mass care facilities function. IV. Available Resources/Facilities: A. Wright County American Red Cross has oral agreements with schools, churches, County fairgrounds, and other public buildings for housing incoming evacuees/disaster victims. The Salvation Army can provide shelter in any one of seven corps buildings scattered throughout the Minneapolis/St. Paul area. It can also operate shelters in other facilities, as needed. B. Potential Reception Centers. Six facilities in Otsego have been identified as being appropriate for use as reception centers for incoming evacuees from other communities. These facilities, and their locations, are as follows: 1. Otsego Elementary School 2. Christ Lutheran Community Church 3. Rockwoods Banquet and Conference Center 4. Riverwood Inn & Conference Center 5. Holiday Inn 6. Kaleidoscope Charter School V. Supporting Documents: A. Wright County Emergency Operations Plan, Annex E: Congregate Care. B. The government agencies and private sector organizations that have agreed to carry out the congregate care responsibilities listed in this addendum are expected to develop whatever standard operating procedures/guidelines they may need. 41 CITY OF OTSEGO I. Purpose: H. EMERGENCY OPERATIONS PLAN ANNEX J: ANIMAL EMERGENCY To coordinate the effective care and well being of animals during and after an emergency/disaster. Animal Population Estimates: Based on the City of Otsego's human population of approximately 14,650 (5,000 households) and formulas developed by the American Veterinary Medical Association, the following are estimates of the number and types of companion animals in the City of Otsego. Companion Animals (Pets) Number Dogs 2625 Cats 2925 Birds 615 Horses 195 Rabbits & Ferrets 115 Rodents 115 Reptiles 75 Fish 315 Responsibilities: A. City Administrator: 1. The City Administrator is responsible for implementation of the City Emergency Operations Plan. The City Administrator designates an individual to serve as Animal Coordinator. (Crossroads/Dogue Spot???). B. Animal Coordinator (AC): 1. The AC assists the City Administrator with efforts to coordinate activities of animal welfare organizations that come to help during emergencies. The AC also coordinates with congregate care and evacuation representatives to make sure that animals brought to evacuation sites are sheltered and cared for. 2. The AC is responsible for disseminating information with the City PIO. The AC is also responsible for implementing a communications system among responding animal organizations to promote cooperative efforts between animal responders. C. Animal Humane Society: 1. The Animal Humane Society is the primary agency for animal issues, and will assist the AC by advising him/her on animal needs, and will coordinate information and records pertaining to animals during emergency situations. 2. The Animal Humane Society is the primary agent for the sheltering of animals brought to them by animal rescue personnel, or if found at large. Residents should, whenever possible, take their animals with them and provide for their private care when they are instructed to evacuate their homes. If the situation does not permit them to make appropriate care arrangements, the Humane Society is responsible for opening, managing, and operating shelters, providing food, water, and attention to critical medical needs. 3. The Humane Society will, in cooperation with congregate care providers during emergency situations, provide co -located or nearby housing for animals owned by 42 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN disaster evacuees staying in congregate care facilities. The Humane Society will also coordinate the animal sheltering activities of other responding organizations. Standardized forms and procedures will be adopted at each shelter established. 4. The Humane Society, local veterinarians, and other animal assistance organizations are encouraged to work together to provide care to domestic animals, both at shelters and in disaster areas. 5. The Humane Society is responsible for reuniting animals sheltered with their owners when the emergency situation passes. The Humane Society, in conjunction with other agencies and organizations, will develop and implement holding period and animal reclamation procedures specific to the event, and will publicize these procedures through the Public Information Officer. D. County Agricultural Extension: 1. Wright County Agricultural Extension can be contacted for possible sheltering for livestock and other animals. An attempt will be first made by the livestock owner to find sheltering. If sheltering is not available to the owner, Wright County Agricultural Extension will be contacted for possible sheltering at suitable facilities and sites. 2. Transportation of animals will be the responsibility of the owner. 3. Feeding, care, and medical concerns are the responsibility of the owner. E. Wright County Human Society/Monticello Animal Control: 1. In cooperation with the Animal Coordinator, local animal control will coordinate all rescue, capture, and transportation efforts of assisting animal organizations/responders. 2. The local animal control facility may be used as an initial holding and triage facility for rescued animals. F. Veterinary Community: 1. The Animal Coordinator will coordinate with the veterinary community for their services, including the treatment of minor and severe injuries, illness, and animal contamination issues. A triage veterinarian may be assigned to determine whether to provide care at the clinic or the shelter facility. G. Responding Animal Assistance Organizations: 1. Responding organizations are required to establish and maintain contact with the Animal Coordinator or assigned voluntary agency liaison/representative. H. Transportation: 1. Animal owners should be encouraged to plan in advance to take their animals (and appropriate health/vaccination records) with them, or arrange privately for a place to care for their animal if a future evacuation should become necessary. For those not able to do this: a. Small Animals — The Animal Humane Society may be able to coordinate transportation to an animal shelter. b. Large Animals — the Wright County Agricultural Extension may be able to coordinate transportation to a shelter for large animals. L Dead Animal Disposal: 1. Disposing of animals that have died requires great care (especially in site selection) because as carcasses decompose, they release materials that can contaminate the environment or cause diseases, particularly if large volumes are involved. If disposal of dead animals becomes necessary, the Animal Coordinator will, with local, county, and 43 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN state health officials and with the Minnesota Board of Animal Health and the Minnesota Pollution Control Agency determine the best methods for dealing with dead animals. IV. Operations Policies: A. City Administrator: 1. The City Administrator will activate this emergency operations plan and the Animal Coordinator whenever the situation warrants. 2. The City Administrator, in coordination with the Public Information Officer and Animal Coordinator, will disseminate information about animal issues to evacuees and emergency personnel. To properly disseminate information, the City Administrator, Public Information Officer, and Animal Coordinator will coordinate to: 3. Notify agencies that provide congregate care that the plan has been activated, so that they can direct evacuees that cannot accommodate their own animals to appropriate animal shelters. 4. Notify law enforcement of the location of the animal care facilities 5. Notify evacuees, via media, instructing them on the location of the animal care facilities. 6. Notify the public, via media, about how to report animal needs and incidents that they observe in the community. 7. When required, the City Administrator will make requests for additional assistance and support. B. Animal Coordinator (AC): 1. The AC will be the on -scene commander for this emergency operations annex and will direct, manage, and oversee operations of this annex. 2. The AC will call the Executive Director of the Animal Humane Society to initiate their plan for the management and care of domestic animals. 3. The AC will notify appropriate animal control officers to assist with animal rescue. The AC will coordinate search and rescue for animals in the disaster area. 4. The AC will contact veterinarians needed for the management and care of the animals. 5. The AC coordinates with local/county/state health departments, the MN Board of Animal Health, and the MN Pollution Control Agency on the removal and disposal of dead animals. 6. The AC will continue directing, managing, and overseeing the operations of this annex. 44 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ANNEX K: DAMAGE ASSESSMENT I. Purpose: To provide an overview of how damage assessments will be accomplished following a disaster in the City of Otsego. H. Responsibilities: A. The Public Works and Building Safety Departments, along with the City Engineer are responsible for: 1. Maintaining the procedures to be used for damage assessment. 2. Coordinating the initial damage assessment process, following the occurrence of a disaster. B. These officials may be assisted by the Wright County Emergency Management Director, County Assessor, and the Social Services Director. C. Private sector agencies that might be available and that might be appropriate participants in damage assessment effort include: 1. American Red Cross — Wright County Chapter, official in charge of emergency services. 2. Insurance companies and realtors. 3. Hazardous materials clean-up contractors. If the incident does not involve a City vehicle or facility, contact the Minnesota Pollution Control Agency through the MN Department of Emergency Management Duty Officer prior to contacting a private hazardous materials clean-up contractor. 4. Christian Reformed World Relief Committee, contacted via the Minnesota State Duty Officer. Specialize in detailed damage assessment for long term recovery operations. III. Operations Policies: A. A damage assessment effort will be initiated as soon as practical following the occurrence of a disaster. B. Where possible, and when appropriate, pictures will be taken of damaged areas, and city maps will be used to show the location of damage sites. C. When damage assessment is carried out in conjunction with a request for state or federal assistance, the City Administrator will contact the Wright County Emergency Management Director, who will coordinate with the Minnesota Division of Emergency Management. D. When possible, the City Administrator and other appropriate local government officials will participate in damage assessment training. IV. Supporting Documents A. Wright County Emergency Operations Plan, Annex K: Damage Assessment. B. Minnesota Building Official Disaster Preparedness Manual. 45 CITY OF OTSEGO I. Purpose: II. 1t EMERGENCY OPERATIONS PLAN ANNEX L: DEBRIS CLEARANCE To describe how debris clearance will be accomplished following a disaster in the City of Otsego. Responsibilities: The Public Works Department will be responsible for debris clearance. Assistance will be normally provided by the County and other non -affected municipalities. Operations Policies: A. Except in unusual circumstances, removal of debris from private property will be the responsibility of the property owner. Public information will be disseminated instructing citizens as to how their debris may be disposed of. Residents will be asked to sort debris by: 1. Trees and Brush 2. Appliances 3. Household Hazardous Waste 4. Construction/Demolition Materials 5. Regular Garbage B. Debris will be disposed of at: Concrete, brick, and asphalt Non -contaminated soil Solid Waste Tree Debris Recyclable Material Hazardous/Contaminated Waste Public Works Building Backyard Public Works Building Backyard Public Works Building Backyard Public Works Building Backyard Various Contractors As determined by Wright County and MPCA State Duty Officer C. Determination of emergency routes will depend on the nature and location of the incident, and will be identified by the Wright County Sheriffs Office. D. The MPCA, the Board of Animal Health, the Minnesota Department of Agriculture, and other environmental health agencies will advise/assist on the disposal of animal carcasses. This contact will be available through the Minnesota Duty Officer. E. Contracting procedures will be determined by the City's purchasing guidelines or emergency action by the City Council. Supporting Documents A. Wright County Emergency Operations Plan, Annex J: Debris Management. B. Minnesota Building Official Disaster Preparedness Manual. 46 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ANNEX M: UTILITIES RESTORATION I. Purpose: To provide an overview of how utility services will be restored as a result of an emergency. H. Responsibilities: A. The following private sector organizations are responsible for providing utility services for the City of Otsego. In the event of a utility outage due to a disaster, they should be called in order to restore service. B. Priorities for restoration will depend on the nature and location of the incident. Vulnerable populations and facilities essential for public safety will be considered first. In the event of a utility outage due to disaster, the following offices should be called in order to restore service: 1. Electrical Service: a. Wright -Hennepin Electric b. Xcel Energy C. Elk River Municipal Utilities 2. Gas / Heating Service: a. CenterPoint Energy b. Xcel Energy 3. Telephone Service: a. McLeod USA b. Quest C. Sprint d. TDS Telecom e. W -H Link 4. Internet/Broadband Service: a. Charter Communications, Inc. b. Nextera Wireless 5. Water and Wastewater Service: a. People Service, Inc. III. State Support: A. For the most part, the restoration of a utility damaged as a result of a disaster/emergency is the responsibility of either a private company or a municipality; whichever owns and operates the utility. B. However, it is possible that a state agency might become involved in restoration efforts, either because of a state or federal statutory requirement to do so, or because of the consequences associated with the loss/disruption of utility service. C. Local governments that feel that state assistance is needed in a utilities restoration effort may contact the Minnesota Division of Emergency Management. IV. Supporting Documents: A. Wright County Emergency Operations Plan, Annex L: Utilities Restoration. 47 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ANNEX N: ENVIRONMENTAL HAZARD RESPONSE I. Purpose To provide an overview of how response will be coordinated as a result of an environmental hazard disaster/emergency. H. Responsibilities: A. Jurisdictional Fire Departments are responsible for: 1. Assuring that skills and knowledge, data, and information (e.g. radiation readings, damage reports, response requirements, chemical properties, and exposure estimates) and materials needed to minimize effects of all radiological accidents or threats are available and utilized in time of emergency. 2. Overall radiological preparedness and mitigation efforts, including planning, training, exercising, and developing radiological resources. 3. Overall radiological response and recovery efforts, including monitoring, reporting, assessment, containment and protective actions. B. The Radiological Control Section of the Minnesota Department of Health will be called upon for instrumentation, guidance, decontamination, and medical evaluation. Fire department personnel will respond as necessary, to assist in the execution of this responsibility. C. The Public Works Supervisor is responsible for: 1. Decontamination of, or arranging decontamination of, City streets and bridges, allowing for safe evacuation or movements. 2. Coordination with the County Engineer and the Minnesota Department of Transportation and/or a spill cleanup contractor for street decontamination and evacuation route clearance. D. The Wright County Sheriffs Office is responsible for: 1. Supporting emergency operations during radiological incidents. 2. Assisting in the decontamination of facilities, thoroughfares, and public areas. III. Operations Policies: A. Radiological protection operations will be directed and controlled at the scene during a small- scale radiological emergency utilizing the incident command system. During a large-scale radiological emergency operations will be coordinated from the Primary or Alternate EOC; scene operations will be controlled by the on-site incident commander (Wright County Sheriffs Office or jurisdictional fire chief). B. Radiological information will be obtained from shelter monitors, self support monitors, and state and regional EOC's where adequate communication exists. The primary center of radiological operations shall be the City EOC. 48 CITY OF OTSEGO IV. ResQonse: EMERGENCY OPERATIONS PLAN A. Pre -Identification and Analysis of Risk. In response to the requirements and recommendations contained in the Superfund Amendments and Reauthorization Act (SARA) of 1986, Title III, as well as other legislation, the following facilities/locations within the City of Otsego have been pre -identified: 1. "Covered" facilities are facilities that possess extremely hazardous materials. A list of the covered facilities and their locations is given in Attachment N2. 2. Other facilities that may contribute an additional risk due to their proximity to "covered" facilities with extremely hazardous materials. A description and location of these facilities is given in Attachment N2. 3. Facilities (schools, hospitals, nursing homes, etc.) at risk due to proximity to facilities with extremely hazardous materials. A description and location of these facilities is given in Attachment N2. 4. Transportation routes (highways, railroad lines, etc.) for extremely hazardous materials are given in Attachment N2. B. Determination that a Release of Hazardous Materials has occurred. Facilities located in the City of Otsego that use, store, manufacture, or transport hazardous materials are responsible for developing systems and training their employees so as to be able to promptly determine and report that a release of hazardous materials has occurred. The systems, methods, and/or procedures in place at each facility for determining that a release occurred, along with a description of any specialized system are described in the facility emergency plans. Copies of these plans are available through jurisdictional fire departments. C. Response to a Release of Hazardous Materials 1. City Employees who respond to hazardous materials incidents within the City of Otsego must have received training designed to help them properly respond to such incidents. 2. Wright County Sheriff s deputies are trained to and respond at the Awareness Level. Training records are maintained by the Wright County Sheriff s Office at the Wright County Government Center. 3. Elk River Fire & Ambulance Service is the primary EMS transport agency for the City of Otsego. Elk River Fire & Ambulance Service and their designated mutual aid ambulance services are trained and respond at the Awareness Level. Training records are maintained by the Ambulance Coordinator at the Elk River Ambulance Service offices. 4. Jurisdictional Fire Departments are trained, equipped, and respond at the Haz-Mat Operations Level, as defined by 29 CFR 1910.120. Training records are maintained by each fire department at their respective offices. D. Response to a Release of Hazardous Materials. 1. Facilities within the City of Otsego that posses extremely hazardous materials are required to develop and maintain emergency response plans as specified in 29 CFR 1910.120 or emergency action plans as specified in 29 CFR 1910.120(a) that their employees will follow in the event of a release of those materials. At minimum, the plans must: a. Specify that the facility shall immediately notify the following in the event of an accidental emergency release: local authorities (911), the State Duty Officer (651-649- 5451), and the National Response Center (1-800-424-8802). b. Designate one or more facility emergency coordinators who shall make determinations to implement the plan, with 24-hour contact telephone numbers. 2. All covered facilities have developed, or (new facilities) have under development, emergency response plans for on-site response. Copies of the plans are available from each 49 CITY OF OTSEGO jurisdictional fire department. EMERGENCY OPERATIONS PLAN E. Hazardous Materials Response Capabilities. 1. Within the City of Otsego, jurisdictional fire departments have the primary responsibility for responding to hazardous materials incidents in their district. 2. First responders will begin the determination of the area affected by a hazardous material release by identifying/verifying the hazardous material involved. They will then determine the need for evacuation and the area of the City to evacuate. 3. All responses to hazardous materials incidents within the City of Otsego will be coordinated through the use of the NIMS system. V. State Su ort• In the event of a hazardous materials incident that is beyond the capabilities of the City of Otsego, the Wright County Sheriff's Office, and jurisdictional fire departments and their designated mutual aid, assistance from Wright County and State agencies (CAT — Chemical Assistance Teams, and ERT — Emergency Response Teams) can be requested. Such requests should be submitted to the State Duty Officer (651-649-5451). VI. Supporting Documents: A. Wright County Emergency Operations Plan, Annex M: Hazardous Materials Protection. 50 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN Attachment NA Hazardous Materials Response Level Descriptions Response Level I — An incident or threat of a release which can be controlled by the first response agencies and does not require the evacuation of other than the involved structure or the immediate outdoor area. The incident is confined to a small area and does not pose an immediate threat to life or property. Contacts: Wright County Sheriff City Action: Partial EOC Activation Jurisdictional Fire Department Elk River Fire & Ambulance Service Minnesota State Duty Officer City of Otsego Public Information Officer Response Level II — An incident involving a greater hazard or larger area which poses a potential threat to life or property and which may require a limited evacuation of the surrounding area. Contacts: All Level I Agencies plus: City Action: Full EOC Activation Wright County Emergency Management City of Otsego Public Works Department Public Utilities State Chemical Assistance Team State Haz-Mat Team Emergency Response Team American Red Cross ReMonse Level III — An incident involving a severe hazard or large area which poses an extreme threat to life and property and will probably require a large-scale evacuation; or an incident requiring the expertise or resources of County, State, or Federal or private agencies/organizations. Contacts: All Level I and II Agencies plus: City Action: Full EOC Activation MN Division of Emergency Management Environmental Protection Administration Federal Emergency Management Agency Mutual Aid Fire & Law Enforcement The contacts listed are only a guideline; any and all agencies could be contacted at any level as the situation would dictate. Additional resources from the public and private sector should be called upon as needed. 51 CITY OF OTSEGO EMERGENCY OPERATIONS PLAN Attachment N:2 Risk/Potential Risk Sites "Covered Facilities" (Tier Il) (Facilities which store extremely hazardous substances in excess of threshold planning quantities) Facili Name Hazardous Substances Location 1. Otsego Pump House #1 Liquid Chlorine (CAS# 7782-50-5) 15501 83� Street NE 2. Otsego Pump House #2 Liquid Chlorine (CAS# 7782-50-5) 5750 Randolph Avenue NE 3. Otsego Pump House #3 Liquid Chlorine (CAS# 7782-50-5) 11100 77th Street NE 4. Otsego Pump House #4 Liquid Chlorine (CAS# 7782-50-5) 10000 90th Street NE Dly Average DUs Container Pressure Tem 02 (100-999lbs) 02 (100-999lbs) 365 days L(Cylinder) 1(Amb) 4(Amb) Contact Name Phone 24 -Hour Contact Kurt Neidermeier 763/428-9215 612-644-0612 Chris Lisson 763/428-9215 612/644-6552 Lee Knutson 763/428-9215 320/420-1756 Jill Rymer 763/428-9215 320/420-7937 Kurt Neuman 763/428-9215 320/310-3724 Terry Gamble 763/428-9215 763/614-8995 Facilities that may Contribute to Additional Risk Facilb Chemicals Contact & Telephone # 1. Xcel Energy Nuclear Plant, Monticello Uranium 651-297-1304 or 800-657-3504 * The City of Otsego is in the Ingestion Exposure Pathway Emergency Planning Zone, an area within a 50 miles radius around the nuclear power plant in which people may be indirectly exposed to radiation by eating or drinking contaminated food, milk and water. Facilities at Risk (Schools, Hospitals, Nursing Homes, Day Care Centers, etc.) Facilijy Location Contact & Telephone # 1. Otsego Elementary School 8125 River Road NE Erin Talley, Principal, 763/241-3494 Mark Bezek, Superintendent, 763/241-3401 2. Hannalee Daycare 1559090 1h Street NE Peggy Peterson, 612/385-2050 3. Christ Church Pre School 15849 90' Street NE Helen Spaulding, 763-441-5097 4. Kaleidoscope Charter School 7525 Kalland Avenue NE David Hoffman, 763/428-1890 Pipelines Location 1. Quale Avenue & CSAH 37 2. Co Rd. 42 Company CentrePoint Energy Northern Gas Company 52 Produc s Diameter Natural Gas/Crude Oil 3" High Pressure Natural Gas 3" CITY OF OTSEGO EMERGENCY OPERATIONS PLAN ANNEX O: TERRORIST ATTACKS I. Purpose To provide an overview of how emergency response operations will be coordinated as a result of a terrorist attack. H. Responsibilities: A. The Wright County Sheriff s Office is responsible for exercising broad lawful authority within existing capabilities to protect life and property threatened by terrorism incidents to include evacuations, curfews, and other necessary actions to contain or control the incident. B. Jurisdictional fire departments are responsible for providing fire control, rescue operations, and hazardous materials response and assist law enforcement in evacuations. C. The Otsego City Administrator is responsible for establishing overall direction, control and/or coordination through a unified command to support the response and assist law enforcement in evacuation. D. Elk River Ambulance Service, New River Ambulance, and their mutual aid ambulance services shall be responsible for transporting and coordinating patient care. E. Wright County Public Health Department shall be responsible for monitoring the emergency situation for health threats, initiate alerts, provide technical teams for epidemiological investigation and response, and implement a plan for mass treatment of citizens. F. Volunteer Agencies shall be considered for providing additional resources and support if necessary. They shall be responsible for providing various services, depending upon the event, including food, shelter, disaster mental and physical services, disaster welfare inquiry service, and financial assistance and/or referrals. G. If the incident is determined to be an act of terrorism, the Federal Bureau of Investigation (FBI) becomes the lead Federal agency. III. Operations Policies: A. The EOC shall be fully activated and, under the coordination of the City Administrator, will establish overall direction and control to support the response and recovery. 53 ITEM 14_1 Memo To: Mayor and Council From: City Clerk Tami Loff Date: February 17, 2010 Re: Laserfiche City staff has been researching options for electronic data storage for City files and reviewed options with the Administrative Subcommittee. The space available for file storage is at its maximum both in terms of existing file cabinets and also area within City Hall to put additional file cabinets. After checking around with other cities on what systems they used for electronic file storage, City staff found that Crabtree Companies and their Laserfiche system is highly recommended. Laserfiche scans, manages and archives information in any format into files electronically which allows for full text search and the ability to program file deletions from the State retention schedule. It does have user and role based security options to ensure safety as well. They have a unique bar coding software that their company designed that would be very efficient. I set up a meeting with Crabtree which was attended by Harold Leonard, Rob Snavely, Blaine Hackett and I. Crabtree also came in to City Hall again and gave a presentation to staff in each department so that they could seethe potential use in each of their work. Staff in each of the departments thinks the document management system will be helpful. In going to an electronic storage system, City staff would have better access to all of the information related to each property from a single source accessible at their desks. The Administration and Building Safety Department staff in particular believes that this system will make answering questions for walk in or phone callers much more efficient. In the long run it will save hours of staff time as far as accessing files and filing documents. The system can also be programmed to automatically implement the City's file retention policy saving additional staff time and maintaining required information in each property file. Barb Williams and I went to the City of Andover which implemented the Laserfiche system six years ago, and met with their IT Coordinator Scott Allen. It was extremely interesting to see. They had a file room that sits empty now that is double in size of the one at Otsego City Hall. It took the City of Andover about three years to complete most of their scanning, but they still have commercial plans they are slowly working on. Each department helped out on the process data entry process. Their City Clerk and Building Permit Technicians also demonstrated how fast and efficient the scanning process is. They set up a mobile scanning station on a cart (computer and scanner) that departments would sign out for the day. Each person has a file they place on their desk and when they are assigned the scanning equipment they enter their items at that time. Crabtree's quote (attached) includes: ■ LF United Server Software, LF Full User Client with Email and Snapshot, Quickfields, QF Bar Code & Validation, QF Real Time Lookup & Validation and Scan Connect - $12,550. ■ Support -$2,513. ■ Installation, consulting, end user and administrator training- $1,400 ■ Canon scanner model DR -5010c - $3,144 ■ Total = $19,607 plus tax A payment of 50% of total quote is due when authorization and acceptance of the project is signed. They also have a lease option at $441.16 month plus tax for 5 years with $1.00 buyout at the end of the lease. I spoke with Rob Snavely regarding the City's existing computer network. He said the recent upgrade to the server is adequate to handle the Laserfiche program and initial storage requirements. My recommendation is to go with Crabtree Companies if the City wishes to implement a document management system. The quote from Crabtree was reviewed at the Administrative Subcommittee meeting on February 10, 2010. The Administrative Subcommittee recommended that the Crabtree proposal be presented to the full City Council for consideration at their meeting on February 22, 2010. C. Mike Robertson Gary Groen City of Otsego Attn:Tami Loff 8899 Nashua Avenue NE Otsego, MN Proposal By Curt Thompson Crabtree Companies, Inc. 1301 Corporate Center Drive #190 Eagan, MN 55121 (651) 688-2727 (651) 688-2041 fax Email: curtt@crabco.net 1 01 - FF cAL 3 i r LF United Server Software {software @ $7,250 LSAP @ $14501 United is our high performance product. Laserfiche United will support MS SQL databases (engine not included) and comes with one database, which holds up to 10 billion pages and can support up to 1000 total users (full and retrieval). You can add full users, retrieval users, and databases in increments of one. Minimum of one year LSAP's must be purchased. * Laserfiche United MUST HAVE a SQL server to operate* LF Team Server Software {software @ $2,250 LSAP @ $4501 This is our entry-level product line bundled with MSDE. Laserfiche Team runs on Microsoft SQL Server and comes with one repository, which holds up to 1 million pages and can support up to 5 full & 10 retrieval users. You can add full users, retrieval users, and repositories in increments of one. Minimum of One Year LSAP must be purchased. � USESRS4. L -j -_GEN:- SES LF Full User, Email, Snapshot License {Users @ $750 each LSAP @ $ISO} Full User Concurrent Licenses are available for searching, viewing, and printing documents in the database. They can also perform any manipulating of data in the database including adding annotations (sticky notes, highlighting, or redacting -black out). Email allows instant electronic document distribution via standard MAPI-compliant e-mail applications. Snapshot plug-in is used to import electronic documents such as Word, Excel, and Email and make them fully text searchable along with the rest of scanned documents in the Laserfiche database. LF Retrieval User, Email License {Users @ $300 each LSAP @ $601 Retrieval User Concurrent Licenses is a read-only license. The Retrieval User has the same search ability the Full User has but cannot import files, scan or manage record sets. Email allows instant electronic document distribution via standard MAPI-compliant e-mail applications. LF Plus (CD%DVD) (Software @ $3,795 LSAP @ $1,5901 Laserfiche Plus makes publishing documents via CD simple. It allows you to immediately create a CD of your Laserfiche documents bundled with a state-of-the-art search engine. The free Laserfiche document viewer allows anyone with a CD -drive to read and search the CD for documents. DRE�T, O0-LS1Z-wAuP-;T_:.�7V LF QuickNelds {Software @ $595 LSAP @ $1201 The base Quickfield precuts has advanced image processing tools such as border padding, crop, line removal, resize, deskew, and other features that allow you maximum image quality and minimum storage size. Once documents have been indexed, QuickFields has the ability to file documents automatically using a technology known as name and path parsing. LF QuickFields Bar Code & Validation Package (Bar Code, 2D Bar Code, Pattern Matching) (software @ $1,695 LSAP @ $340) Bar Coding separates document types and populates index fields to streamline batch processing. Pattern matching identifies information that recurs in similar formats, such as addresses, and allows extraction of specific data like zip codes within that pattern. LF QuicbRelds Real Time Look -Up & Validation Package (RTL, Pattern Matching) (Software @$595 LSAP @ $1201 Saves time by populating index fields from external compatible database. This feature avoids having the end users re-entering information, which saves, times and avoids human errors. Pattern matching identifies information that recurs in similar formats, such as addresses, and allows extraction of specific data like zip codes within that pattern. LF QuickFieids Zone OCR & Validation Package (Zone OCR, Pattern Matching) {Software @ $2795 LSAP @ $5601 Zone OCR allows users to read text -based information from form -based documents and enter the data into template fields. Information such as name, date, SSN may be read off of a form and then automatically entered into an index field as a search field. Zone OCR will identify the beginning and the end of each document, separate the individual documents and automatically file them in the proper folders. Pattern matching identifies information that recurs in similar formats, such as addresses, and allows extraction of specific data like zip codes within that pattern. LF QuickFieids Auto Stamp / Redaction / Bates Numbering {software @ $495 LSAP @ $1001 Uniquely identifies pages and documents LF QuickFields Form Identification {Software @ $2,495 LSAP @ $5001 Automatically identifies a document type based on the overall structure of the form. LF QuichRelds Alignment {Software @ $2,495 L$AP @ $5001 Errors correct misaligned forms to improve data extraction accuracy. LF QuichRelds Optical Mart: Recognition {Software @ $2,495 LSAP @ $5001 Detects marks such as check boxes and signatures; results can be used to populate index fields, determine document names, where the documents will be stored. LF Import Agent {Software @ $1,495 LSAP @ $3901 Import Agent monitors folders and on a scheduled basis and imports documents into Laserfiche. This tool can automate processes when used in conjunction with other devices such as a multi -function peripheral (NEP) or a fax server, to begin workflow by automatically capturing content into Laserfiche. LF Quic&Fteld Agent {Software @ $9,995 LSAP @ $20001 Quickfield agent enables administrators to schedule forms processing and document indexing\routing around the clock and run quickfield sessions without operator intervention, reducing labor cost and optimizing business processes. LF Scripting Kit (Scripting and Custom Process) {Software @ $595 LSAP @ $1201 Quickfield scripting kit allows you to write custom codes LF Scan Connect {Software @ $165 LSAP @ $331 Laserfiche ScanConnect contains the ISIS drivers for many document scanners. ScanConnect increases the variety of scanners supported by Laserfiche and helps ensure that you have a supported scanner with which to scan documents into a Laserfiche repository. LF Workflow {software @ $15,000 LSAP @ $3,0001 The Laserfiche Workflow increases productivity by automating document -centered work processes. An intuitive graphical interface provides easy work process modeling and streamlining. Routing and notification services guarantee smooth workflow despite user error or absence. (Includes 10 workflow users) Additional workflow users require the purchase of Full user licenses. LF Workflow Additional Users {software @ $300 LSAP @ $601 Standard Workflow includes 10 users. To have additional users added to workflow, workflow user licenses must match Full user licenses. LF Weblink {software @ $7,995 LSAP @ $1,5901 Laserfiche Weblink is a view only Web -based Client used to rapidly implement Laserfiche across a AN. It provides secure document access to remote offices, clients, even the public, via standard Web browsers. LF WebAccess {software @ $7,995 LSAP @ $1,590} Laserfiche WebAccess provides read/write access to the repository through a web browser. It is a feature- rich thin client solution allowing for scanning over the web, electronic document importing, annotation, and modification of documents through thumbnail drag and drop. LF Starter Audit Trail ;software @ $2,495 LEAP @ $5001 The starter Edition logs actions in the document repository. • Track who accesses and modifies which documents. • Generate reports on the life cycle of documents for compliance audits. • Saves frequently viewed reports. • Simplifies the creation of reports with the report wizard LF Standard Audit Trail {software @ $4,995 LSAP @ $9991 The standard edition delivers more detailed reporting and configuration options are suited to organizations with a significant amount of repository activities. In addition, providing all the functionality of the starter edition plus • Monitors both successful and failed actions, such as attempts to modify documents. • Fine-tunes auditing to record the actions of individuals users. • Log changes to user groups. LF Advanced Audit Trail {software @ $7,995 LSAP @ $1,5991 The advanced edition meets the needs of organizations operating in a demanding environment. Advance includes features of both the starter and standard. In addition, advance audit records changes in security settings o the management and system administrators monitor system activities from all angles. • Track who assigns which rights to which users. • Maintains records of searches performed in the Laserfiche repository. • Requires users to submit reason for printer, emailing and exporting documents. • Enforces the application of watermarks containing the name of the user responsible for printing or other information. • Monitors attempts to change passwords. 4� 14N}T E G�RhAT I�O�N��a �RO��U�C_T�S _LF integrator's Toolkit — Complete {Software @ $2,500 LSAP @ $7501 Allows users to customized systems and add document -imaging capabilities to existing applications. LF Application Integration {Software @ $4995 LSAP @ $7991 This product is a cost effective package integration solution that links Laserfiche almost any Windows third - party application. LF eCopy Connector ( e party application) ;Software @ $1995 LSAP @ $2991 Laserfiche Software Assurance Plan (LSAP) includes: The Laserfiche Software Assurance Plan (LSAP) empowers your staff with comprehensive, online educational resources that help your organization take full advantage of Laserfiche's capabilities. The support site includes step-by-step trouble shooting guides, a searchable knowledge base, training materials, and industry -specific best practices guides. Discussion forums give you in-depth advice from support experts. Beyond the support site, newsletter articles by other users offer practical expertise with Laserfiche solutions. LSAP provides a wealth of educational resources, allowing you to share the collective knowledge of the worldwide Laserfiche community. The initial purchase of a Laserfiche software system also requires purchasing LSAP for each component. The LSAP program ensures that Laserfiche clients are able to receive regular product updates and basic software support through their dealer. Services covered by your current LSAP • Crabtree Companies is your first line of support for all software and technical issues. • Current published technical bulletins and newsletter • Product updates • 100% credit towards product upgrades • 24-7 access to the knowledge base, discussion forums and other educational resources on the Laserfiche support site • Telephone hotline support from Crabtree Companies support team. Our telephone support coverage times are 8am to 5pm central time (excluding holidays) Installation and Training of software and hardware: • Installations and Training are normally 3-4 days, depending on project scope. • Training may be split where a portion of the training is performed initially and the follow-up training at a late date if desired by client. • Additional On -Site Training or Follow-up Visits will be billed at $155.00 per hour • Additional Installation and Training packs may be pre -purchased and pre -paid at a discounted rate of $140.00 per hour, sold in blocks of 8 hours. Support Services Crabtree Companies Inc. and Laserfiche provide both telephone and on-site support to ensure the success of the Laserfiche installation. Pricing for telephone Support with complete software upgrades has been included in the proposal. In addition, installation, configuration, and training services for the proposed system are included within this proposal. Additional on-site Professional Services support is available at an addition charge. Crabtree Companies is your first line of support and can be reached at 651-688-2727 or service(ii),crabco.net. On — Site Support Crabtree Companies will provide on-site support. This support would include the initial project installation, configuration training with the proposed solution. In addition to software troubleshooting, maintenance and repair, Crabtree Companies will also provide first line hardware support for manufacturer warranty items. This will include contacting the correct hardware manufacturer and scheduling the earliest possible on-site visit. For on-site responses, Crabtree Companies on-site customers receive a next business day guaranteed response time for any imaging system problems. This response time commitment begins from the time of the initial report. This support ensures that the problems are diagnosed, catalogued and remedied as quickly as possible. Technical Administrative Instructions Laserfiche provides an Installation Guide, which will be included with the server software that details the step- by-step procedures to proper software installation. In addition, a System Administration Guide is included to direct you on the procedural requirements and features of the proposed software. The System Administration Guide is shipped in hardcopy only. However, you could easily create an on-line version by scanning it into The Laserfiche database. Maintenance and Support The proposed scanner(s) is directly covered by a manufacturer's warranty. Crabtree Companies and the Laserfiche Software Assurance Plan (LSAP) will provide software Maintenance and Support. Crabtree Companies support center is open 8 to 5 Monday through Friday. We are your first line of support for any issues with the Laserfiche System. We accept incoming calls and email support calls at lfsupport(a,,crabco.net. If your organization keeps the maintenance plan in effect then phone support and on site support is at no additional charge to you. We offer remote diagnostics to all our clients. We have the ability to log into the clients system upon their approval, and see where the client is having issues. Crabtree Companies has also created "cheat sheets" that we provide to all of our clients. The "cheat sheets" provide detailed screen shots and directions to help the end- users resolve issues that they might encounter. We have created a variety of "cheat sheets" depending on the users needs such as, how to set up basic document management, how to set up security, or how to do basic User Manuals Laserfiche provides detailed manuals to accompany the Laserfiche software. These manuals include a Getting Started Manual that details the necessary fundamental for Laserfiche operation. The application software also includes a User's Guide for the Laserfiche Document Imaging Software and individual guides for each one of the selected software plug -ins. The User's Guide comes as both a paper manual and an on-line Windows Help file that also serves as the context -sensitive help screens used in the program. The content of the electronic and paper documentation is the same. Laserfiche Server 8 Recommended Requirements: • CPU: Dual Core Processor • Memory: 4 GB RAM • Operating System: Windows Server 2003 (Service Pack 1 or later) • Database Engine: Microsoft SQL Server 2005 (Service Pack 2), Microsoft SQL Server 2008, Oracle 9i Release 2 (9.2.0.6+), Oracle lOg (10.1.0.2+,10.2.0.3+), or Oracle 11 g (11.1.0.6+) Laserfiche Thick Client 8 % Scanning Station Recommendations: • CPU: 2.4 GHz processor or faster (Dual core 2.6 GHz or faster when performing OCR) • Memory: 1 GB RAM or more • Operating system: Windows XP, Windows Vista • Web Browser: Internet Explorer 6.0 scanning. Crabtree Companies highly recommends to all our clients, that they do backups to their systems for safety and security. To help with this procedure we have created a special cheat sheet for this purpose. Support service for 24 x 7, 365 days per year can be provided for an additional cost. Crabtree Companies has been in business for over 30 years. Our combined technical experience- in imaging is about 150 years, which includes sales, technical and administrative personnel. Crabtree Companies, Inc. provides a training program that consists of the following elements: End User Training: This involves teaching end users the mechanics of the system. This training will be conducted at your site for one day. The amount of training necessary will depend on their level of familiarity with Windows applications. Our experience has shown us that most users can become proficient in a short time period, provided that the class size is limited to no more than 10 individuals and those participants are free from interruption due to phone calls and other day-to-day business. Implementation Consulting: This training is included and highly recommended. It involves assisting those responsible for the record management functions develop strategies for translating existing paper fling and indexing structures into their electronic form. Electronic filing is different from paper filing, and records managers need to take the differences into account in setting up their systems. Supervised Hands-on Training: This training involves supervision of your employees in using the system in actual operation, where they can pose questions directly to our trainer as they arise. Time for this training is one day per group, with the physical layout of the facility being the only limitation on group size. Training is at your site. Software Training: Session 1: For input / scanning station users: Use the customer's documents for training so they can become productive right then and there. Session 2: For general users / search stations: Use the customer's database that by now will have a fair amount of documents to search. User navigation, search by document, by template, by full text, by a combination, etc. Session 3: Administration: Setup, security, and maintenance tasks Session 4: Advanced administration: Volume management, exporting, importing, attaching, detaching, modify. If the Plus Plug in has been purchase, we will give instructions on how to burn a Laserfiche volume to CD. Session 5: Software add-ons Item # Description Quantity Price Extended 1 LF United Server Software 1 $7,250 $7,250 2 LF Full User Client with Email and Snapshot 3 $750 $2,250 3 Quickfields 1 $595 $595 4 QF Bar Code & Validation Bar Code, 2D Bar Code, Pattern Mat 1 $1,695 $1,695 5 QF Real Time Lookup & Validation Real Time, Pattern Matchin 1 $595 $595 6 Scan Connect 1 $165 $165 Software Subtotal $12,550 f` e1:�iyl k f'(�rjlll'i �_ hil�!II E tf i 7"T Item # Description Quantity Price Extended 1 LF United Server Software LSAP Billed Annually 1 $1,450 $1,450 2 LF Full User Client w/Email & Snapshot LSAP Billed Annually 3 $150 $450 3 Quickfields LSAP Billed Annually 1 $120 $120 4 QF Bar Code & Validation LSAP Billed Annually 1 $340 $340 5 QF Real Time Lookup & Validation LSAP Billed Annually 1 $120 $120 6 Scan Connect LSAP Billed Annually 1 $33 $33 Support Subtotal $2,513 1st year of LSAP's Must be purchased Item # Description Quantity Price Extended 1 Software Total 1 $12,550 $12,550 2 Support Total 1 $2,513 $2,513 3 Installation, Consulting, End User and Adminstrator Training 1 $1,400 $1,400 4 Canon Scanner model DR -5010c 1 $3,144 $3,144 sales tax is not included Project Total $19,607 Server Hardware Not Included Sales tax (if applicable) are additional on hardware and software. Payment A deposit of 50% of the total quote and a signed sales order is due when authorization and accepance of the project is signed. The balance of the payment id due once the software and hardware have been installed and training has begun. Payments can also be made using Visa, Mastercard or American Express. Lease Payment Option Lease 5 years with $1.00 buyout at the end of the lease $441.16 per month plus tax This lease structure offers the lessee the option to purchase the equipment and software at the end of the lease term for $1.00. Customers that want to conserve their cash resources and credit line favor this lease structure. (2 payments down) Acceptance of Proposal The above quoted prices; specifications and conditions are satisfactory and are hereby accepted. The person(s) signing below are authorizing Crabtree Companies to order the software and hardware as specified in the above quote. Down payment of 50% of the cost of the solution is due upon acceptance of this order and final payment is due upon installation of the software and when training has begun. Date Accepted: Accepted by: Date Accepted: Accepted by: Client Richard A. Crabtree Crabtree Companies, Inc. Memo To: Mayor and Council From: City Clerk Tami Loff Date: February 17, 2010 Re: City Council Chambers Remodel The Administrative Subcommittee has discussed the need for additional meeting space within City Hall and to replace the wallpaper in the Council Chambers. In addition to needing more meeting space, existing meeting areas within City Hall lack privacy required for some discussions. City staff reviewed options and came up with the attached plan to add walls creating a new meeting room in the southwest corner of the Council chambers and to add walls to enclose the current kitchen area screening it from view. The plan would allow for as many as three meetings to be held in the Council chamber and new meeting room with the existing moving wall closed. The large scale copier, which is located behind temporary partitions on the tile side of the Council chambers, would be moved to the mail room. This project will be paid for from the Otsego Municipal Building fund. Metro West Inspections helped prepare preliminary specifications for the proposed project for the purpose of obtaining quotes. 1 have contacted three different construction companies for quotes and one company for just wallpaper. I should have that quote for you by the meeting. If approved, construction would not be scheduled to start before the Easter Egg event on March 27, 2010. The Administrative Subcommittee recommended this proposed project be presented to the full City Council for consideration at their meeting on February 22, 2010. C. Mike Robertson Gary Groen 1 f NEW MTG RM 3 CLG GRID It LTS TO BE READJUSTED 3-0 = 17°X 320 e b x milt 2, 3 xp aE I W3 0O ecL z xd m 3mO =' 3-0 HALL NEW BREAK RM 3-0 17°X 102 1 \c:o/ EE= EXISTING DRS AND WDW S EXISTING COUNCIL CHAMBER LINE -_-- EXISTING DR EXISTING DR EXISTING WALL ROOM SEPARATION PLAN (PRELIMINARY) t, 0