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04-25-11 SCCITEM 2 3601 Thurston Avenue N, Suite 100 Anoka, MN 55303 Phone: 763.231.58.40 Facs i m i Ic : 763.42 7.0520 TP TPC9P1anningCo.co n MEMORANDUM TO: Otsego Mayor and City Council FROM: Daniel Licht, AIC'P DATE: 20 April 2011 RE: Otsego — Recreation programming TPC FILE: 101.01 BACKGROUND The City of Otsego currently works with ISD 728 Community Education for provision of recreation programming within the City based on a year-to-year contract for this service. The program cost the City $31,000 in 2010 and is budgeted for $34,000 in 2011. A summary of the 2010 programs is attached for reference. The contract maybe terminated by either party with a six-month notice. The Parks and Recreation Commission oversees the Community Ed recreation programming and has been concerned about input into range and types of programming and how it is marketed to Otsego residents, scheduling of programs, the number of cancellations and overall costs relative to the programming being offered. City staff was directed by the City Council to contact the City of Elk River about the possibility of contracting with the Elk River Recreation Department for these services. Otsego City staff has met with Elk River City Administrator Lori Johnson regarding Elk River providing recreation programming on a contract basis. City Administrator Johnson also attended the Administrative Subcommittee meeting and Parks and Recreation Commission meeting both on 13 April 2011 to discuss this issue. City Administrator Johnson also said that the Elk River City Council was updated about the discussions at their meeting on 18 April 2011 and supported continued talks. The general framework of the discussion has been that Elk River would provide a number of programs in Otsego based on the current budget amount. Elk River City staff has been provided a copy of the 2010 Community Ed summary as a reference on which to base a proposal. The specific programs that would be offered would be determined by the Parks and Recreation Commission and Elk River Recreation Department staff within the established budget unless an increase is approved by the City Council. In addition to specific programs offered at Otsego locations such as City Hall, Prairie Park, Otsego Elementary, Kaleidoscope School, etc. the entire catalog of Elk River Recreation programs could be made available. The costs for these programs would either be at the non-resident rate or Otsego could subsidize the cost difference to allow Otsego residents to pay the resident rate. There has also been discussion of marketing the programming as an Otsego centered activity to build greater community identity with residents for the service provided and allow Otsego to develop and expand its recreation services. Exhibits: A. ISD 728 Community Education RECOMMENDATION Otsego and Elk River City staffs are scheduled to meet again on 25 April 2011 to continue discussions about contracting with Elk River for recreation programming. An update of these meetings will be provided at the City Council work session that evening and City Administrator Johnson is scheduled to attend. City staff also anticipates presenting additional information to the Parks and Recreation Commission at their meeting on 11 May 2011. POSSIBLE ACTIONS No action is required by the City Council at this time other than direction for City staff to continue to work with Elk River City staff towards an agreement between the two Cities. C. Tami Loff, City Clerk Gary Groen, Finance Director Lori Johnson, Elk River City Administrator E ITEM 3 TPC3.601 Thurston Avenue N, Suite 100 Anoka, MN 55303 Phone: 783.231:6840 Facsimile: 763.427.0520 TPC@PlanhingCb.00m MEMORANDUM TO: Otsego Mayor and City Council FROM: Daniel Licht, AICP DATE: 20 April 2011 RE: Otsego — Compost Facilities TPC FILE: 101.01 BACKGROUND Otsego City staff has discussed access to the Elk River Compost Facility with Elk River City staff. Elk River City Administrator Lori Johnson also attended the Administrative Subcommittee meeting on 13 April 2011 and this issue was discussed. Elk River works with Sherburne County to provide compost facilities for all County residents. As such, access to the Elk River Compost facility would require agreement from both Elk River and Sherburne County and would likely involve a fee. Otsego City staff also met with Albertville City staff on 15 April 2011 and one issue discussed was access for Otsego residents to the Albertville Compost Facility. The Albertville Compost Facility is located on their waste water treatment facility property and accessed off of MacIver Avenue. The Albertville City Council discussed this proposal at their meeting on 18 April 2011 and is agreeable to allowing west Otsego residents to deposit materials at the site but not remove black dirt. Albertville proposes allowing access for 2011 at no cost as a trial period to be better able to evaluate demand and assign a potential cost to Otsego users in the future. RECOMMENDATION No action by the City Council is required at this time. City staff will continue to discuss this issue with Elk River City staff and bring back more information and an implementation plan for a future meeting. C. Tami Loff, City Clerk Gary Groen, Finance Director Brad Belair, Public Works Supervisor Andy MacArthur, City Attorney A,lbertville Small Town Wing. Big City Uta. April 25, 2011 Mayor Jessica Stockamp 8899 Nashua Avenue NE Otsego, MN 55330-7314 Re: Albertville Compost Site Dear Mayor Stockamp, ITEM 3 On Monday, April 18, 2011, the Albertville City was agreeable to an informal 2011 trial period whereby Otsego residents in the southwestern part of Otsego can dump residential grass clippings and brush at our compost site. This would exclude Otsego residents retrieving wood chips and composted material (dirt) from the site, as Albertville crews spend quite of bit of time processing that material. Not knowing what volume of brush and compostable material we can expect from Otsego residents, the Council decided to not charge Otsego unless something extraordinary happens. We don't know what that might be, but assure you there will be no surprises. We are confident that after a season of use, we will all know more about Otsego compost and brush volumes and any problems that arise. The compost area is exclusively used for organic materials which degrade quickly. This includes grass clippings, leaves, mulch, flowers, weeds, sod and garden waste. Bags must be removed when dumping these items. We accept small trees less than 3" in diameter, branches, brush, bushes and other natural wood products that are segregated into an obvious wood and brush pile. Contractors who perform tree and brush services for hire are not permitted to use the site. No dumping of stumps, oversized tree trunks, lumber, rocks, clay, spoils from excavating, concrete, bituminous or any other non-organic material. Obviously there is no dumping of garbage, petroleum products, chemicals, electronic equipment, appliances and other inorganic items. Illegal dumping could result in up to a $700 fine. Residents are asked to sign in each time they use the site. The site is monitored via remote video cameras triggered when a vehicle or people are active on the site. The purpose of the video system is to deter unwanted dumping and improper use of the facility. Public Works Supervisor Tim Guimont (763) 497-3145 is Albertville's contact person for the site. Over the spring, summer and fails season we will stay in touch to let you know how everything is going. Should the Otsego Council wish to pursue this trial period, perhaps Mr. City of Albertville Albertville Compost and Brush Site — Otsego usage Page 2 of 2 Guimont can work with your sign department to freshen up the signs to list both Albertville and Otsego. Should this brush and compost relationship work well for the two cities, we can over the winter of 2011-12 discuss a longer term arrangement. Perchance it does not work; we hope the City of Otsego can provide alternative options for residents as once we start this venture, it will be difficult to retrain everyone where they need to go. To proceed with this trial period, you can just email me confirmation of this letter along with your decision to give this a try. We look forward to working with you on this effort. Best Regards, (4j�` Larry e, City Administrator P.O. Box 9 Albertville, MN 55301 (763) 497-3384 ext 100 M:\Public Data\Correspondence\2011 Correspondence\Compost Site Otsego usage April 2011.doc ITEM 4 CITY OF OTSEGO REQUEST FOR COUNCIL ACTION April 25th, 2011 Special City Council Meeting ITEM NUMBER: ITEM DESCRIPTION: PREPARED BY: 4 Estimated Cost of Frankfort Ronald J. Wagner Park nis Court Anril N,2011 BACKGROUND The tennis court for Franfork Park was left uncompleted last year due to soil issues. After leaving the tennis court area undisturbed for over a year and seeing little improvement in the subsurface stability, we have determined to take a different approach. Currently, there is a clay layer a couple of feet below the surface. This layer is approximately 4' thick and then the soils change to sand. Drain tile has been installed above the clay but has not been able to drain the clay sufficiently. After speaking with a soils engineer, we would like to auger through the clay layer at intervals 10' apart and fill the holes with granular material to drain the clay layer. Once the water is removed the clay will gain stability. COST ESTIMATE Soil Correction Auger Attachment Rent Mh's 2 Men at $25/hr Equipment Load of Granular Material w/Truck Miscellaneous (Drain Tile/Seed/Topsoil) Supervisor/Engineer Time Soil Correction Subtotal Tennis Court Asphalt Fence w/ gate Paint Net and Other Appurtenances Tennis Court Subtotal 2011 Total 2012 Tartan Surface and Paint Total 1 day at $150 36 hrs at $50/hr = $1,800 $1,200 $450 $500 $1,500 $5,600 = 180Tons at $80/Ton = $14,400 $20,000 $500 $1,700 $36,600 _ $42,200 $4,000 _ $46,200 Other park finish work not associated with the tennis court needs to be completed. ot720Request for Action - Frankfort Tennis Court Page 1 of 2 FINANCIAL IMPLICATIONS Estimated Budget Needed = $46,200 Source — Park and Recreation Fund STAFF RECOMMENDATION Staff recommends approval. POSSIBLE ACTIONS 1. Motion to accept. 2. Motion to deny. 3. Motion to table. ot720Request for Action - Frankfort Tennis Court Page 2 of 2 ITEM 5 TPC3601 Thurston Avenue N, Suite 100 - — - - - - - — - Anoka, MN 55303 Phone: 763.231.6840 Facsimile: 763.427.0520 TPC9P1anningCo.,corn MEMORANDUM TO: Otsego Mayor and City Council FROM: Daniel Licht, AICP DATE: 21 April 2011 RE: Otsego — City Administrator; Exec Search Firm RFP TPC FILE: 101.01 BACKGROUND The City Council directed City staff to draft a request for proposal for executive search firms to assist with the hiring process for a City Administrator. A draft RFP is attached for City Council review and approval. City staff also contacted surrounding cities regarding the hiring of their City Administrators and if a search firm was used: Albertville: Brimeyer & Associates Dayton: Springstead Elk River: No search firm used — internal hire Rogers: Personnel Decisions, Inc. If approved by the City Council, the Request for Proposals should be advertised in the Elk River Star News, the League of Minnesota Cities Marketplace website. A reference list of executive search firms was also obtained from the League of Minnesota Cities; the City Council may elect to direct mail the Request for Proposals to some or all of these firms. City staff is also working to compile a summary of the minimum qualifications for the City Administrator positions in surrounding communities and cities of similar size/development characteristics. This information may be used at a future date to review the current job description for the Otsego City Administrator position. Exhibits: A. Draft Request for Proposals B. LMC Executive Search Firm references RECOMMENDATION The draft Request for Proposals is for City Council review and discussion at their meeting on 25 April 2011. POSSIBLE ACTIONS A. Motion to approve issuance of a request for proposals from executive search firms. B. Motion to table. C. Tami Loff, City Clerk Gary Groen, Finance Director Andy MacArthur, City Attorney 2 OF GO ON THE GREAT AVER ROAD REQUEST FOR PROPOSALS FOR EXECUTIVE SEARCH CONSULTING SERVICES IN THE HIRING OF A CITY ADMINISTRATOR RFP Issued: DRAFT Proposals Due: May 18, 2011 TABLE OF CONTENTS Introduction................................................................................ 2 Scopeof Services........................................................................ 3 Information Required.................................................................... 3 References................................................................................. 3 Conflicts of Interest...................................................................... 3 Submission................................................................................ 4 INTRODUCTION The City of Otsego, Minnesota is requesting proposals from qualified executive search firms to assist the community with the hiring of a City Administrator. The City Council will review submitted proposals and may schedule presentations as determined necessary by the City. RFP Issued: April 25, 2011 Proposals Due: May 18, 2011 City Council Review: May 23, 2011 The City Council may determine at its discretion to interviewed proposers and the choice of proposers to be interviewed. Upon review of the submitted proposals and completion of any interviews, the City may select a consultant and enter into a professional services agreement. The City reserves the right not to contract with any or all of the respondents to this Request for Proposals. Questions concerning this Request for Proposals may be directed to Finance Director Gary Groen or City Planner Daniel Licht by calling City Hall at 763.441.4414. SCOPE OF SERVICES The selected executive search firm will assist the City Council with the hiring process for the City Administrator position by providing the following services: ■ Facilitate an evaluation by the City Council of the City Administrator position based on the City's existing and future organization, operations, programs, activities and financial position to determine appropriate areas of expertise and minimum qualifications required of candidates. ■ Organize and facilitate the candidate screening process in coordination with the City Council, including establishment of criteria. ■ Receive and screen applications and recommend candidates for personal interviews with the City Council. ■ Perform background and reference checks for candidates as determined necessary by the City Council. ■ Coordinate with the City Clerk scheduling of meetings related to the City Administrator hiring process and distribution of information. ■ Attend meetings with the City Council, City staff and/or candidates as directed by the City Council. 2 INFORMATION REQUIRED Proposals are to include the following information: A. Organization: Name, address and telephone number for the main office of the firm and the primary contact person. 2. Name, position, experience and qualifications of those individuals designated to work on the project. B. Process: Describe the process to be utilized in carrying out the scope of services as outlined in the Request for Proposals. C. Fee Schedule: Provide a schedule of hourly rates for services and detailed description of billing structure (i.e. time segments, mileage and expense charges, etc.) and an estimate of the total cost of the process proposed. D. Contract: Form of contract uses for previous services with other municipalities. E. Additional Information: Include any information considered relevant to the fair consideration of the firm and its proposal. REFERENCES Proposals must include a minimum of three (3) references for search services to a municipality within the Twin Cities Metropolitan Area and/or Wright or Sherburne Counties for an administrator/manager position within the last five (5) years. References are to include identification of the client community, date of employment, a description of the hiring process including scope of services and firm responsibilities and a contact information for an elected official that participated in the process. CONFLICTS OF INTEREST The selected executive search firm must disclose any past or current professional work association or any other relevant association with candidates having submitted applications for the City Administrator position prior to City consideration of that candidate's application. The association shall be disclosed whether or not the candidate is recommended by the executive search firm for an interview with the City Council. 3 SUBMISSION Proposals must be received by 5:00 PM on Wednesday, May 19, 2011. All proposals must be submitted electronically in PDF format to be considered. Please email the proposal to City Clerk Tami Loff at tami(cDci.otsego.mn.us or deliver one (1) CD containing a PDF copy of the proposal to the following location: City of Otsego c/o City Clerk Tami Loff 8899 Nashua Avenue NE Otsego MN 55330 4 j,EAGUE of MINNESOTA CITIES Executive Search Firms — (Updated July 2007) Brimeyer & Associates 50 South 9d' Avenue Suite 101 Hopkins, MN 55343 (952)945-0246 Contact: Jim Brimeyer Maximus 7300 Hudson Boulevard North Suite 270 Oakdale, MN 55128 651-739-8086 Contact: Tom Carawan Labor Relations Associates 7501 Golden Valley Road Golden Valley, MN 55427 (763)546-1470 MDA Consulting Group The Fifth Street Towers 150 South 5t' Street Suite 3300 Minneapolis, MN 55402 (612)332-8182 Personnel Decisions, Inc. 45 South 7`h Street 2000 Plaza VII Tower Minneapolis, MN 55402 (612)337-8233 Contact: Harry Brull Midwest Government Advisors 10205 152nd Street North Hugo, MN 55038 William Joynes — bjoynes@mnaadvisors.com — 612-860-4950 Robert Shellum — bshellum@mngadvisors.co — 651-341-0370 145 UNIVERSITY AVE. WEST ST. PAUL, MN 55103-2044 CONNECTING & INNOVATING SINCE 1913 Sathe Executive Search Firm 5821 Cedar Lake Road St. Louis Park, MN 55416 (952)546-2100 The Oldani Group 188 106`h Avenue NE Suite 420 Bellevue, WA 98004 (425) 451-3938 Contact: Jan Weissner Jensen & Cooper 411 108'' Avenue NE Suite 250 Bellevue, WA 98004 (425)637-5656 The PAR Group 100 North Waukegan Road Suite 211 Lake Bluff, IL 60044-1694 (847)234-0005 Springsted Contact: Bob Thistle 85 East Seventh Place, Suite 100 St. Paul, MN 55101-2143 651-223-3000 Setter & Associates, LLC P.O. Box 43250 Brooklyn Park, MN 55443 763-424-5776 Contact: Richard Setter PRONE: (651) 281-1200 FAx: (651) 281-1299 TOLL FREE: (800) 925-1122 WEB: WWW LMC:ORG ITEM 6 TPC3601 Thurston Avenue N, Suite 100 -- Anoka, MN 55303 Phone: 763.231.5840 Facsimile: 763.427.0520 TPCg Plan ni ngCo. com MEMORANDUM TO: Otsego Mayor and City Council FROM: Daniel Licht, AICP DATE: 20 April 2011 RE: Otsego — Fire Service Districts TPC FILE: . 101.01 BACKGROUND Otsego City staff met with Albertville City staff regarding Albertville Fire Department assuming responsibility for the area of Otsego and 444 parcels currently served by the Monticello Fire Department. Albertville is agreeable to serving this area of Otsego as an amendment to the existing service agreement between the two cities. The fees paid to are based on the final budget for the Albertville Fire Department as a percentage of tax capacity of Otsego parcels within the Fire District. There are 2,613 Otsego parcels in the Albertville Fire District and the estimated 2011 fee is $112,943.36 or $43 per parcel. Albertville Fire Department staff indicated that their response times to, this area would be adequate to this area and that their department is adequately equipped. Albertville Fire Department also noted that they have an auto -aid agreement with St. Michael Fire Department whereby the St. Michael Fire Department is alerted automatically of any structure fire within the Albertville Fire District and is on immediate standby to respond. The two City staffs did agree that the amended agreement have an extended term of three to five years and include a minimum requirement for one year notice of termination to protect the interests of both cities. The current contract with Monticello was approved by Otsego on 11 January 2010 and expires 31 December 2012. The fee for service by Monticello Fire Department is $51.00 per parcel. Article VIII of the agreement allows either City to terminate the agreement with six month notice. Exhibits: A. Fire District Map B. Albertville Fire Contract C. Monticello Fire Contract RECOMMENDATION The next step in this process is for City staff to meet with the City of Monticello regarding the planned change in Fire Service Districts for Otsego. City staff is seeking direction from the City Council whether the proposed change is to be implemented for 2012 requiring Otsego to notify Monticello of its intent to terminate the current contract or if the contract will be allowed to expire with Albertville Fire Department assuming responsibility for this area in 2013. This issue is to be reviewed at the Special City Council meeting scheduled for 25 April 2011. C. Tami Loff, City Clerk Gary Groen, Finance Director Andy MacArthur, City Attorney 2 2011 FIRE PROTECTION AGREEMENT WITH THE CITY OF OTSEGO This agreement made and entered into by antthe lVdinnesota fandt he Clity of municipal corporation of the County of Wright inthe State of Otsego, in the County of Wright in the State of Minnesota. WHEREAS, Otsego desires the services of the fire department of Albertville in case of fires occurring in Otsego, as well as the emergency medical services of Albertville in case of a medical emergency, and WHEREAS, Albertville maintains a volunteer fire department with emergency medical response capability, which department is available to provide fire protection and emergency medical response services to properties located in Otsego, and THEREFORE, it is agreed by and between said parties as follows: 1. Albertville, through its fire department, shall provide fire protection and emergency medical response services to those properties in Otsego. Such fire protection and emergency medical response services shall be provided from January 1 through December 31, 2011. 2. Otsego shall agree to pay Albertville $112,943.36 ("Fire Service Fee") in exchange for the provision of fire protection and emergency medical response services as described above. Payment due for the year 2011 shall be made four installments 2011m $28,235$84 , on or before .84 on or before April 1, 2011, $28,235.84 on or before July October 1, 2011, and $28,235.84 on or before December 31, 2011. The Fire Service Fee is subject to change based on the Fire District Tax Capacity Values which are not available from Wright County until July of each year. The final Fire Service Fee shall be calculated by multiplying the adjusted fire department budget of $363,185.40 (consisting of the fire department budget less state fire aids received) times the value of the 2011 Tax Capacity within the Fire District that is located in Otsego divided by the total 2011 Tax Capacity of the entire Fire District. Albertville shall issue a final bill to Otsego within 60 days of the release of the 2011 Tax Capacity information for the Fire District from the Wright County Auditors Office. 3. Albertville's obligation to provide fire protection service and emergency medical response shall be subject to the following: a. If road and weather conditions at the time of the call are such that the fire/medical run cannot be made with reasonable'safety to men and equipment, in the opinion of the_Fire Chief or his Deputy in charge, no obligation arises under this agreement on the part of the City of Albertville to answer such call. b. In the event that a sufficient amount of the fire fighting/medical equipment and the number of volunteer firemen, or both, are committed at the time of the fire call, in sole judgment of the Fire Chief or his Deputy, to fighting pre-existing fires or attending pre- MAPublic DataTire DeparhmntVire contracts\Fire Service Contractl l - Otsego.doc 1 existing medical emergencies, so as to render the available equipment and manpower inadequate to answer a fire or medical call from Otsego, no obligation shall arise under this agreement to answer such call, , and no person or parry shall have recourse against the City of Albertville for refusal to answer such call. c. In the event a fire call by Otsego is answered by Albertville, but before the fire in question is extinguished, the fire fighting equipment or volunteer firemen, or both, are needed to fight a fire in Albertville or protect property in Albertville from a fire, the Chief or his Deputy without liability therefore to any person or to Otsego under this agreement, may in their judgement recall the fire equipment and firemen to Albertville for the purpose of fighting the fire in Albertville.The l ejugement of the Fire have recourse against the1ef or Cityhis of Deputy shall be final and no person or parry Albertville for any damages or losses resulting from such action or decision. d. The parties acknowledge that Albertville has entered into mutual aid contracts with other fire departments in other municipalities, and that a fire call under any such contract preceding a call in Otsego could be a valid and reasonable basis for the decision of the Fire Chief or his Deputy in refusing to answer a fire call in Otsego. 4. This agreement shall automatically renew each January 1St, unless either party notifies the other party of its intent to terminate this Agreement as set forth below. Such notification must be received in writing by July 1St in order to terminate this contract on the following December 31St. The Fire Service Fee for each renewal shall be calculated using the formula set out in paragraph 1 above, except that the adjusted fire department budget and the tax capacities shall be those for the renewal year. 5. Because the City of Albertville has heretofore entered into mutual assistance fire fighting agreements with other municipalities possessing fire fighting equipment and firemen, which equipment and firemen could be called by the Chief or his Deputy to a fire or other emergency in Otsego, the City of Otsego agrees to pay such additional cost as may be incurred thereby if in the sole judgement of the Chief or his Deputy, such additional fire fighting equipment/emergency response equipment and firemen are needed to respond to an emergency in Otsego and are in fact called to such emergency by the Chief or his Deputy. IN WITNESS WHEREOF, the parties have hereunto set their hands and seals this day of 92010. Y OF ALBERTVILLE CITY OF OTSE O By: ,_�--- By: Ron Klecker, Mayor Jes ca t aTockamp, Mayor ATTEST* Bridgeiller ) 1 Mich Robertson City Clerk City Administrator M:\Public Datawire DepartmenMiire contractsTire Service Contractl 1 - otsego.doc ON Albertville Fire District Pay 2011 Tax Data 06/16/2010 Legend Albertville—FD Albertville FD PIDs MUN 101 0 114 118 213 Year MUN # Municipality # Parcels Tax Capacity 2011 101 Albertville 2812 7586312 2011 114 St. Michael 329 680320 2011 118 Otsego 2613 3423978 2011 213 Monticello Twp 9 9578 MONTICELLO City Clerk City of Otsego 8899 Nashua Avenue NE Elk River, MN 55330 St9T\Qd `"T TZ- 21 �. December 16, 2006 Re: Otsego/Monticello Fire Service Contract Renewal Dear City Clerk: The current contract for fire protection services between the City of Monticello and City of Otsego will be expiring on December 31, 2009. Enclosed you will find two copies of a new fire protection agreement covering the next three years and expiring 12-31-12. The current number of units being covered is 444 at a cost of $51 per parcel. The same rate is being proposed with the new contract. Please have the appropriate officials sign the agreements and return one copy of the signed agreement to me for our files. Should you have any additional questions, please feel free to contact me at 763.271.3211 or tom.kelly@ci.monticello.mn.us. Sincerely, CITY OF MONTICELLO Thomas Kelly Finance Director Enclosure: Fire Contract (2 copies) Cc: Fire Contract File Monticello City Hall, 505 Walnut Street, Suite 1, Monticello, MN 55362-8831 • (763) 295-2711 • Fax (763) 295-4404 Office of Public Works, 909 Golf Course Rd., Monticello, MN 55362 • (763) 295-3170 • Fax (763) 271-3272 FIRE PROTECTION AGREEMENT This AGREEMENT between the City of Monticello, Minnesota, hereafter referred to as the MONTICELLO FIRE DEPARTMENT, and the City of Otsego, hereafter referred to whether in whole or in part as the CITY, both agree as follows: ARTICLE I The MONTICELLO FIRE DEPARTMENT agrees to furnish fire service and fire protection to all properties subject to the terms of this agreement, within the CITY area, said area being set forth in EXHIBIT A, attached hereto. ARTICLE II The MONTICELLO FIRE DEPARTMENT will make a reasonable effort to attend all fires within the CITY area upon notification of such fire or fires, and under the direction of the MONTICELLO FIRE DEPARTMENT fire chief, subject to the following terms and conditions: A. Road and weather conditions must be such that the fire run can be made with reasonable safety to the firemen and equipment of the MONTICELLO FIRE DEPARTMENT. The decision of the fire chief or other officer in charge of the fire department at the time that the fire run cannot be made with reasonable safety to firemen and equipment shall be final. B. The MONTICELLO FIRE DEPARTMENT shall not be liable to the CITY for the loss or damage of any kind whatever resulting from any failure to furnish or any delay in furnishing firemen or fire equipment, or from any failure to prevent, control, or extinguish any fire, whether such loss or damage is caused by the negligence of the officers, agents, or employees of the MONTICELLO FIRE DEPARTMENT or its fire department, or otherwise. ARTICLE III The MONTICELLO FIRE DEPARTMENT further agrees: A. To keep and maintain in good order at its own expense the necessary equipment and fire apparatus for fire service and fire protection within the town area so serviced. B. The MONTICELLO FIRE DEPARTMENT shall provide sufficient manpower in its fire department to operate fire equipment. D. The MONTICELLO FIRE DEPARTMENT will submit a summary to the City of all fires on a monthly basis. FireAgreementOtsego 2010-2012.doc ARTICLE IV The CITY agrees: A. To pay an annual fee of $51 for each tax identification parcel as determined by the Otsego City Assessor and/or Wright County Auditors office for years 2010 through 2012. These fees shall include all standby charges and fire call costs. The total annual fee for the first year of this contract is estimated to be $22,644 based on an estimated 444 parcels cr $51 each. The annual fee shall be adjusted for years 2011 and 2012 at the same $51.00 rate per parcel for additional parcels added within coverage area. B. Annual fee shall be paid as follows: prior to January 1 of each year - 25% prior to April 1 of each year - 25% prior to July 1 of each year - 25% prior to October 1 of each year - 25% C. Any false alarm call to an individual or business that, in the opinion of the Monticello Fire Chief, was the result of a defective or malfunctioning alarm system will receive a written notice outlining this policy, indicating a second false alarm call within the calendar year will subject the property owner to a $250 charge. The notice will also indicate that three or more false alarms during the calendar year will result in the property owner being charged $350 for the alarm call. D. Any false alarm charge billed directly to an individual or business by the Monticello Fire Department under this Agreement that remains unpaid by October 31 of each year shall become the responsibility of the City for reimbursement. E. All payments must be made in accordance with this schedule to render this agreement effective for each calendar year of the contract. ARTICLE V In case an emergency arises within the MONTICELLO FIRE DEPARTMENT while equipment and personnel of the fire department are engaged in fighting a fire within the CITY area, calls shall be answered in the order of their receipt unless the fire chief or other officer in charge of the fire department at the time otherwise directs. In responding to fire calls within the CITY area, the fire chief or other officer in charge shall dispatch only such personnel and equipment as in his opinion can be safely spared from the MONTICELLO FIRE DEPARTMENT. ARTICLE VI In cases where the MONTICELLO FIRE DEPARTMENT receives a notification of an FireAgreementOtsego 2010-2012.doc emergency other than a fire, and its assistance is requested in the area defined in Exhibit A of this contract, it shall respond to such emergency in the same manner as a fire as outlined in this contract. Charges for such service shall be as outlined in ARTICLE VI. ARTICLE VII The CITY agrees to make a fire protection tax levy or otherwise to provide funds each year in an amount sufficient to pay the MONTICELLO FIRE DEPARTMENT the compensation agreed upon. ARTICLE VIII This AGREEMENT shall be in force for a term of three (3) years beginning on January 1, 2010, and ending on the 31 st day of December, 2012. This contract may be terminated upon a six- month notice by either party. CITY OF MONTICELLO CITY OF OTSEGO By. - r`� By: Mayor M or Attest: Attest: Cl Clerk Signed this day of 2009. FireAgreementOtsego 2010-2012.doc Signed this Ll� day of 20N. 1 b EXHIBIT A This EXHIBIT is a part of the attached FIRE PROTECTION AGREEMENT, and its purpose is to designate the area covered under this AGREEMENT and referred to herein as the CITY area. Therefore, the CITY area in which protection for fires is agreed to involves the following sections of the CITY herein: (SEE ATTACHED MAPS) Range 24 (Unplatted Areas) Section 10 Section 11 Section 14 Section 15 Section 22 Section 23 N1/2 of Section 27 Plats: Billstroms Riverview Addition Island View Estates Arrowhead Estates Riverwood PUD Island View Estates II Vintage Golf Course Mississippi Pines Riverwood National Grenins Mississippi Hills Otsego Farms Grenins Mississippi Hills 2"d Addition Forest HillsI Nozin Landing TOTAL NO. OF PARCELS 444 at $51.00 per parcel= $22,644.00 CITY OF MONTICELLO CITY OF OTSEGO Attest: Attest: �� Clerk ITEM 7 CITY OF OTSEGO Finance Memo To: Mayor and City Council From: Gary Groen Date: April 20, 2011 Re: Update on Emergency Management Project. The City's emergency management planning has been very busy the past two weeks and this is to provide an update on those activities. Early in April, the staff located some emergency management information in the administrator's office. We located resource information provided by Minnesota Municipal Utilities Association (MMUA) as part of the mutual aid agreement. This book is a resource guide for all contact information and equipment available thru all members of the mutual aid agreement. MMUA members in the immediate area include ER Municipal Utilities, Monticello, St. Francis and Buffalo. They have significant resources and last year had 7 crews in Wadena for 3 weeks rebuilding electrical infrastructure, all coordinated thru MMUA. In addition, we received Wright County's updated emergency management document when the city staff met with Steve Berg, emergency management director and Pete Walker, area sergeant, and another deputy on April 12. The county's resource information includes the emergency management plan and all contact information necessary for virtually all circumstances. The two documents total more than 700 pages and have been copied to several of the city's computers including one that will be designated for emergency management services in our city hall conference room. We also have printed a copy for administration and public works to have available in binders for easy reference. The Incident Commander, the person in charge of the emergency management, is required to complete the 300 and 400 series NIMS courses. The courses need to be taken off site and it will generally require about five days to complete the 0 Page 1 NIMS Training Update two courses. Generally the police or fire departments pick up this training. As we are the only Wright County city without a fire department, this puts us in a rather unique position. We also learned from Wright County that basic NIMS training is required for the Council and Mayor (basic 700, 100 and 200 NIMS (National Incident Management System) training) because you are to be involved in the emergency management. All City staff has now completed the three basic NIMS training courses just mentioned. On Monday, April 18, the staff had a meeting with Don Grant, our MMUA Safety Coordinator, and walked thru some of the information that we had available to us. Because the city does not have a person with the necessary training to be considered the Incident Commander, the City's role would be to fill the support positions in operations, planning, logistics, and finance and administration. The Wright County emergency management plan had several resources that were used in the hour long staff discussion. While the County information provided information to discuss and issues that the city staff needs to address, it is now the staffs task to "fill in the blanks" so to speak. In other words we have a lot of work to do planning everything from identifying locations for debris to developing standard forms to be used in finance to account for FEMA related information for potential reimbursements. I will be meeting with Elk River Municipal Utilities next week, hopefully April 28, when Don Grant is there just to talk about some of the logistics from a financial management perspective. In addition, during our Albertville meeting, we briefly discussed emergency management issues with the fire chief and inspector. Both recognized our unique situation and were of the opinion that a meeting of all fire departments serving our City would be very beneficial. Otsego is served by fire departments from three different counties and just the logistics of that requires a better communication effort on our part. I will work to get this scheduled in the near future. Otsego is also positioned with ambulance service provided by at least three different services, Elk River, Allina and New River Medical. Again, I believe a future meeting with those three services would be beneficial. • Page 2 V WRIGHT COUNTY EMERGENCY OPERATIONS PLAN A. County Government The Board of Commissioners will be responsible for providing overall direction and control of County government resources involved in the response to a disaster. The County Coordinator or designee will serve as the direct liaison to the County Board of Commissioners. The County Coordinator or designee and the Emergency Management Director or designee will implement this plan, and will coordinate emergency operations. The Emergency Management Director will also serve as the "community emergency coordinator" for the County. Incident Management of Wright County's response to a major disaster may be carried out at the Wright County Emergency Operating Center (EOC). For additional direction and control information such as staffing, communications, incident management, NIMS, etc; refer to the Direction and Control Annex. B. City Government Mayors of the cities in Wright County will be responsible for providing overall direction and control of their city government's resources involved in the response to a disaster. The City Administrator/Manager will serve as the direct liaison to the City Council. If an administrator or manager is not present in this city, the County/City Emergency Management Director will serve in a staff capacity to the City Council. The City Administrator/manager and the City Emergency Management Director will implement this plan and will coordinate emergency operations. The City Emergency Management Director will serve as the community emergency coordinator. Incident Management of a city response to a major disaster may be carried out in the City Emergency Operating Center (EOC) or the Wright County Emergency Operating Center (EOC). For additional direction and control information such as staffing, communications, incident management, NIMS, etc; refer to the Direction and Control Annex. Incident Management All organizations working within or in connection with this plan should be utilizing the National Incident Management System (NIMS) or equivalent. NIMS is designated to provide on -scene incident management during an emergency/disaster. It provides an organizational structure and operating policies for on -scene responders to an incident, and can be established, modified, or expanded depending upon the changing conditions of the incident. Its purpose is to minimize casualty and property loss through use of common terminology, shared goals and tactical objectives, and an understanding of the roles of others. It also allows the combining of resources during an incident. The National Incident Management System model includes the following areas: 1. Command Overall direction and control of the incident 2. Operations Responsible for management of all tactical operations of the incident 3. Planning Responsible for the collection, evaluation, dissemination, and use of information about the development of the incident and status of resources 4. Logistics Responsible for providing facilities, services, & materials for the incident 5. Finance Responsible for tracking all incident costs and evaluating the financial considerations for the incident 24 WRIGHT COUNTY EMERGENCY OPERATIONS PLAN The direction and control of government operations utilizing a coordinated approach and from a central, protected facility with adequate communications and key personnel is essential to the conduct of emergency operations. VI. Emergency Responsibility Assignments A. A summary of Wright County's emergency responsibility assignments, by function, is shown on Chart A. Heads of the various County/City government departments and agencies will be responsible for carrying out the assignments shown on this chart. Additional information about these emergency responsibility assignments is contained in the annexes following this basic plan. (One annex exists for each of the responsibilities [functions) that are shown on Chart A). B. Responsibilities have been assigned by a code letter: "P", "S", or "C". 1. "P" — Primary Operational Responsibility The official or agency is in charge of, and responsible to make provision for that function. 2. "S" — Support Responsibility The -agency so assigned will, if possible, assist the official or agency that has primary or coordination responsibility for that function. 3. "C" —Coordination Responsibility Assigned when several agencies have a partial responsibility, but no one official/agency has obvious responsibility. This will often at times be the situation when non-government agencies are involved. 4. As a general rule, County officials will be primarily responsible for carrying out emergency functions outside city limits, and municipal officials will have the corresponding responsibility within the city limits. 5. Only ONE "P" or "C" can be assigned per function, and a minimum of one "S" should be assigned for each function. 25 WRIGHT COUNTY EMERGENCY OPERATIONS PLAN Chart A - Emergency Responsibility Assignment P — Primary S — Secondary C — Coordination Function Responsible Inside County Remarks AnPnr_iac r,;f . Notification and County Sheriff P P The Sheriff's Dept. Communications Warning Emergency Mgmt, C C Center notifies all emergency responders in the county County Board S S Direction and Control City Councils County Administration P C S P County directs Townships and Emergency Mgmt. C C Supports Cities Department Heads S S County Board S S Emergency City Councils P S PIO duties will vary depending on the Public Information County Administration Sheriff S P incident and circumstances S S surrounding the incident Emergency Mgmt. C C County Social Services S S Red Cross P P Congregate Salvation Army/Others S S Social Services, Red Cross and other Care County Mental Health S S volunteer organizations supported by County Public Health S S local building owners Local Building Owners S S Emergency Mgmt. C C Health, Ambulance ALS & BLS P P EMS by Law Enforcement, Fire Medical, EMS, Hospitals Clinics S S S S Departments and Ambulances, Day - Day community health by Public Mass Fatalities Public Health Services S S Health Services, clinics, hospitals and Emergency Mgmt. C C other health care facilities Search and County Sheriff Local Police S P P All Fire Departments function in a Rescue Fire Departments S S S Search and Rescue capacity as well as the Sheriff's Department and Local Emergency Mgmt. C C Police Department County Sheriff S P Evacuation, Local Police Department P S Local City Police Departments for Traffic Control School District S S Buffalo, Annandale, and Howard & Security Fire Departments S S Lake. Sheriff Department for the rest Mutual Aid Agreements S S of the County Emergency Mgmt. C C Fire Department P P Sheriff's Department S S Fire Protection Local Police Department S S All of Wright County is covered by Mutual Aid Agreements S S Local Fire Departments Emergency Mgmt. C C 26 WRIGHT COUNTY EMERGENCY OPERATIONS PLAN 27 County Public Works S P City Public Works would handle in City Public Works P S City. County and Township would Debris Township Public Works S S handle outside city. Private Management Private Contractors S S contractors elicited when all resources Environmental Services S S expended. Emergency Mgmt. C C County Assessor S P City assessors coordinate city Damage City Assessor P S assessment. County assessors Assessment Red Cross S S handle non -Ag. areas of county. USDA S S USDA handles Ag. Red Cross assists Emergency Mgmt. C C in all areas. Utility Companies Utilities County Public Works S S The Utility companies supported by Restoration City Public Works County and City staff Emergency Mgmt. Emergency Mgmt. C C County Environmental S S Hazardous Fire Departments State HAZMAT Teams P S P S Immediate needs by city and county Materials State Duty Officer S S agencies. State and private agencies Protection State Health Department S S for long term. Local Police Department S S Private Contractors S S 27 WRIGHT COUNTY EMERGENCY OPERATIONS PLAN Exercise and Training Methods Full -Scale Exercises Functional Exercises Itis _ Drills R`- _ ,- 15` This figure illustrates the HSEEP concept of a building block approach, a variety of exercises from lesser to greater degrees of complexity. This is a four year schedule that includes target capabilities first practices in TTXs and Fes, and then tested in a more complicated FSE. It is suggested that other training opportunities, such as seminars, workshops, games, and drills be implemented into the four year schedule. 30 Games Table Tops i E CL Workshops M . � _ ; ,,..� :-`w - - - -' _ .. k U Seminars z Planning/Training This figure illustrates the HSEEP concept of a building block approach, a variety of exercises from lesser to greater degrees of complexity. This is a four year schedule that includes target capabilities first practices in TTXs and Fes, and then tested in a more complicated FSE. It is suggested that other training opportunities, such as seminars, workshops, games, and drills be implemented into the four year schedule. 30 WRIGHT COUNTY EMERGENCY OPERATIONS PLAN Response Checklist RESPONSE ISSUES A. Direction and Control/Incident Command • Set up incident command/unified command, span of control and unity of command B. Size Up the Incident • Determine the size of the area affected, population characteristics, and economic profile of the area C. Search and Rescue • Search the damaged area • Rescue the injured & recover bodies D. Evacuation and Shelter • Inform people of the areas which should be evacuated • Human Services and Red Cross should open pre -designated shelters • Consider special needs groups • Special provisions for pets • Determine procedures for return to evacuated area E. Damage Assessment • Activate damage assessment team composed of people familiar with property value • Damage assessment important to secure state and federal assistance • We can't deliver state and federal assistance unless we know needs F. Public Information • Designate people to provide information to the media • Establish a location to meet with the media away from the EOC • Inform citizens of the status of the response and recovery G. Track citizen's needs • Designate someone to keep track of request for assistance and delivery of assistance H. Track Offers of Assistance • Be prepared to deal with voluntary help — there will be a lot! • Designate someone to keep track of offers of assistance • Discourage shipments of donated goods • Identify a location to store donated goods I. Debris Clean -Up and Disposal • Work with DNR on proper disposal of debris • Inform the public of proper separation and disposal of debris J. Obtain Outside Assistance (Mutual Aid) • Activate mutual aid agreements if necessary K. Determine Public Health Issues • Address health issues such as safe water and food, disease, mental health as they relate to both victims and responders L. Site Security/Pass System • Establish a pass system to access to the area • Relates to security, and orderly clean up and repair of the affected area 53 WRIGHT COUNTY EMERGENCY OPERATIONS PLAN RESPONSE TIMELINE A. 0-2 Hours • Establish incident command system • Notify all of the agencies with a role in your plan • Determine the size and nature of the area affected by the disaster • Determine the number of people, buildings and businesses affected by the disaster • Conduct search and rescue operations as needed • Open shelters as needed • Determine if the area needs access control and set up road blocks • Begin clearing roads and streets B. 2-4 Hours • Continue search and rescue operations if necessary • Continue public information activities • Consider the needs for 24 hour operations and the establishment of 12 hour shifts • Continue shelter operations as needed • Inform the hospital(s) of potential casualties • Begin preparations for establishing a Pass System • Active damage assessment team • Assign people to handle request for assistance and to track the needs of Special Populations C. 4-12 Hours • Continue search and rescue operations if necessary • Continue public information activities • Prepare for the next shift to take over • Consider the need for ongoing mutual aid • If necessary, activate the Pass System • Continue to inform the hospital of potential casualties • Continue damage assessment activities, compile the information collected by the damage assessment teams and report to the state • Continue clearing roads and streets • Take debris to an appropriate land fill • Prepare a prioritized list of repairs to critical facilities and transportation routes • Begin to determine the types and amount of outside assistance you may need • Notify the County Emergency Management Director • Begin public information activities and issue protective actions for the public if necessary • Hold one or more Command Staff briefings • Consult your agency's Response Checklist • Activate mutual aid agreements • Consider the need to declare a State of Emergency • Assign people to track request for information on disaster victims • Assign people to track offers of assistance and donations • Continue clearing roads and streets • Determine how debris will be disposed • Begin to determine the public health effects of the disaster • Begin to consider the needs of Special Populations • Begin to take care of the needs of the responders • Consult your agency's Response Checklist • Hold one or more Command Staff briefings • Continue to track requests for information on disaster victims • Continue to track offers of assistance and donations • Continue shelter operations as needed • Address the public health needs of the disaster victims and responders • Take care of the personal needs of the responders • Conduct several command staff briefings • Consult your agency's Response Checklist • Brief the next shift • Coordinate with utilities in the restoration of service • Anticipate and address public health issues 54 WRIGHT COUNTY EMERGENCY OPERATIONS PLAN D. 12-24 Hours • Continue search and rescue operations if necessary • Continue public information activities • Continue operation of the Pass System if necessary • Continue damage assessment activities and submit UDSR • Continue repairs to critical facilities • Consider the need for ongoing mutual aid • Inform the hospital(s) of casualties as necessary • Continue cleanup activities on public and private property • Take debris to an appropriate land fill E. 24-48 Hours • Continue search and rescue operations if necessary • Continue public information activities • Continue operation of the Pass System if necessary • Continue damage assessment activities and submit UDSR • Continue repairs to critical facilities • Consider the need for ongoing mutual aid • Inform the hospital(s) of casualties as necessary • Continue cleanup activities on public and private property • Take debris to an appropriate land fill • Coordinate with utilities in the restoration of service F. 48 - ? Hours • Continue public information activities • Continue operation of the Pass System if necessary • Continue damage assessment activities and submit UDSR • Provide updated damage estimates to the state • Consider the need for ongoing mutual aid • Inform the hospital(s) of casualties as necessary • Continue cleanup activities on public and private property • Take debris to an appropriate land fill • Coordinate with utilities in the restoration of service • Continue shelter operations as needed • Coordinate with.utilities in the restoration of service • Continue shelter operations as needed • Keep records of agency expenses • Anticipate and address public health needs • Track the request for assistance and the needs of special populations • Continue to track requests for information on disaster victims • Conduct several Command Staff briefings during each shift • Brief the next shift • Continue shelter operations as needed • Keep records of agency expenses • Anticipate and address public health needs • Track the request for assistance and the needs of special populations • Continue to track requests for information on disaster victims • Coordinate activities of volunteers assisting with clean up efforts • Begin planning for reentry and long term recovery • Conduct several Command Staff briefings during each shift • Brief the next shift • Keep records of agency expenses • Anticipate and address public health needs • Track the request for assistance and the needs of special populations • Continue to track requests for information on disaster victims • Coordinate activities of volunteers assisting with clean up efforts • Begin planning for reentry and long term recovery • Provide people to participate in the Preliminary Damage Assessment • Conduct several Command Staff briefings during each shift • Brief the next shift 55 WRIGHT COUNTY EMERGENCY OPERATIONS PLAN PUBLIC WORKS CONCERNS Immediate Concerns • Report to the Emergency Operations Center or send representative as needed • Obtain an initial "size -up" of the situation Is this going to be a 24 hour per day or extended operation? o Is staff adequate to handle the situation and cover scheduled shifts or is mutual aid assistance going to be required? • Provide information through the Public Information Officer (PIO) to the news media on road closures, hazards, ect. • Contact and coordinate with private sector utilities (e.g., power and gas) on shutdown and service restoration. Manage all public works resources and direct public works operations o Debris removal operations o Assist in search and rescue efforts if requested o Conduct damage assessment activities and documentation to public infrastructure o Provide emergency generators, fuel, lighting, ect. To support emergency responders at the emergency scene and the EOC o Assist in identifying appropriate evacuation routes if needed o Coordinate with utility companies to restore power and gas to disaster victims • Coordinate with private sector utilities and contractors for use of private sector resources in public works - related operations • Ensure appropriate public works information is made available to the Emergency Management Director. Verify structural safety of roads, bridges, etc. • Designate someone to coordinate with field operations. o Assign this person to the incident command post to act as liaison between public works operations and emergency operations. ■ Identify any hazardous areas that crews will not be able to enter or pass through. o Temporary ID's may be needed in secured area (Law Enforcement should be able to verify). • Will barricades be needed to secure the incident site? o Are temporary traffic signals or signal changes needed to help re-route traffic and provide for safety? • Is heavy equipment support for rescue operations needed or anticipated? • For large scale utility disasters, designate someone as a liaison with the utility companies. o This person should keep you and the Public Information Officer (PIO) informed on time estimates for utility restoration. • If debris is blocking streets over a widespread area, work with the field incident commander to establish priority routes to be cleared. Ongoing Concerns • Large scale debris removal operations may require a well coordinated debris removal plan and schedule. o Can it all go to one dump site or will it need to be separated? o Should debris be piled in temporary holding locations within the County and hauled later? o (Debris removal consisting of hazardous waste will need to be coordinated with Environmental Services. Large scale tree removal may need to be coordinated with the DNR.) • A comprehensive damage assessment inventory of public facilities and infrastructure will be needed. o An estimated dollar value of the damage will be required if a disaster declaration is being sought. o (This information will need to be provided to the Emergency Management Director as soon as possible). • Is there significant damage to public facilities that will force a change in County operations or service delivery? o Will alternate sites be needed or events or project postponed? • Are County resources adequate to handle the situation and support continued operations or will outside sources be needed? • If the incident involves a crime scene (e.g., airplane crash, car bomb, ect.) special procedures may be imposed on field operations to preserve and protect evidence. o Work with the incident commander or the person in charge of the crime scene for directions. 58 WRIGHT COUNTY EMERGENCY OPERATIONS PLAN PUBLIC INFORMATION OFFICER CONCERNS Immediate Concerns • Report to the Emergency Operations Center or send representative as needed ■ Obtain initial "size -up" of the situation o Find out what, if anything, has already been released to the media • Advise staff that all media contacts are to be coordinated through you • Is immediate news release/press conference needed to inform the public of what is going on? (e.g. evacuations, shelter in place, ect) • Reserve Board Room or other suitable location for media briefings • Determine if you will need additional support personnel o Take into account how long the incident may last, degree of media interest, ect. ■ If event is affecting neighboring jurisdictions, consider contacting the PIO for that jurisdiction to coordinate release of information Ongoing Concerns ■ Is the public able to obtain additional information and provide feedback? (e.g., Hotline number established for inquiries/information etc.) ■ If you are out of the EOC most of the time, assign someone to be your liaison to the EOC ■ If this will be an extended operation, consider using press briefings on a regular schedule. o Provide the media with the scheduled times and places. o Consider briefings at the EOC as well as at the event site. ■ In the event of a major incident that draws intense media interest (perhaps even national coverage), parking of the media vehicles and equipment will become an issue. o Consult with the Emergency Management Director and the Incident Commander on determining an acceptable media parking area. ■ Circulate copies of written press releases and summaries of press briefings to the EOC staff, field command, phone bank workers, and media monitors. ■ If this is a 24 hour operation an alternate PIC, will need to be designated. o Establish shift change schedules and personnel who will be able to perform these tasks. o Anticipate media and public interest and needed information. 63