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HomeMy WebLinkAbout2016-02-25 Council Agenda Packet CITY OF CORCORAN *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. Corcoran City Council Agenda February 25, 2016 -7:00pm 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval 4. Open Forum 5. Presentations 6. Consent Agenda a. Draft Minutes of February 11, 2016 Council Work Session* b. Draft Minutes of February 11, 2016 Council Meeting* c. Lake Area Emergency Management Plan* 7. Claims as Presented a. Escrow Claims (Fund #500)* b. All Other Financial Claims* 8. Staff Reports / Memos / Commissions a. Planning Project Update* b. Code Compliance Report* c. Hackamore Road Planning* 9. Planning Business a. Sketch Plan – White Tail Glen* b. City Comments – Rezoning to PUD, Preliminary and Final Plat for 123.9 acres and PUD Plan approval for a Hy-Vee grocery and gas station at “Markets at Rush Creek” in Maple Grove* 10. Unfinished Business a. Willow Drive Improvement Project Update* i. Staff Update ii. Petition Submittal b. Compensation Study Process* c. 2016 Capital Improvement Plan Purchases* d. Consideration of Awarding Bids – Cropland Rental* e. Review of Bid Alternates – Downtown Utility and Street Improvement Project* 11. New Business a. Fee Agreements – Downtown Utility and Street Improvement Project* b. Commissioner Appointments – Parks and Trails Commission* c. Commissioner Appointments – Planning Commission* 12. Closed Session a. Consider an Offer for the Purchase of Real Estate – Easement Acquisition for the Downtown Utility and Street Improvement Project b. Attorney Client Privilege to Consider Litigation Strategy – Public Works Floor Settling Issue 13. Unscheduled Items 14. 2016 Council Schedule* *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. 15. Council Liaison Calendar Planning Commission 3/03/16 4/07/16 5/05/16 6/02/16 7/07/16 Cancelled Thomas Guenthner LaFave Keefe Parks and Trails Commission 3/15/16 4/19/16 5/17/16 6/21/16 7/19/16 Thomas Guenthner LaFave Keefe Hank 16. Adjournment CITY OF CORCORAN City Council Work Session Minutes February 11, 2016 -5:30pm The Corcoran City Council met on February 11, 2016 in work session, at City Hall in Corcoran, Minnesota. Present were Mayor Guenthner, Councilor Hank, and Councilor Thomas. Councilor LaFave arrived 6:00pm. Councilor Keefe arrived 6:30pm. Also present were City Administrator Martens, Director of Public Safety Gottschalk, and City Clerk/Administrative Services Coordinator Beise. 1.Call to Order / Roll Call Mayor Guenthner called the work session to order at 5:33pm. 2.Regional Recreation Amenity Purchase Options City Administrator Martens presented the report. Council discussed the challenges with the location being in the northwest area of the City. Council discussed building community identity, creating one larger or multiple smaller amenities, land values and the change in land owners. Council discussed looking at current land values and exploring other options for recreational amenities. Per consensus, staff was directed to bring this topic forward at a future Council meeting. 3.City Project Update The City Project Update was not reviewed, but was available in the packet. 4.March Work Session Agenda City Administrator Martens noted that the Public Works Department structure is proposed as the work session topic. 5.Unscheduled Items No unscheduled were presented. 6.Adjournment MOTION: made by Thomas seconded by LaFave to adjourn. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Meeting adjourned at 6:45pm. ________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator 6a. CITY OF CORCORAN City Council Meeting Minutes February 11, 2016 -7:00pm The Corcoran City Council met on February 11, 2016, at City Hall in Corcoran, MN. Present were Mayor Guenthner, Councilor Hank, Councilor Keefe, Councilor LaFave, and Councilor Thomas. Also present were City Administrator Martens, City Engineer Torve, Director of Public Safety Gottschalk, and City Clerk/Administrative Services Coordinator Beise. 1.Call to Order / Roll Call Mayor Guenthner called the meeting to order at 7:00pm. 2.Pledge of Allegiance Mayor Guenthner invited all in attendance to rise and join in the Pledge of Allegiance. 3.Agenda Approval City Administrator Martens added Item 6c. Authorization to Bid/Quote 2016 Road Materials to be added to the consent agenda. MOTION: made by Thomas, seconded by LaFave to approve the agenda as amended. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 4.Open Forum John Dahl, 6330 Willow Drive, addressed the Council on the Willow Drive Improvement Project . Mr. Dahl noted he and others on Willow Drive were against the project with concerns on increased speeds, increased traffic, safety of young kids, and risks to animals. Mr. Dahl indicated at the next Council meeting he will be presenting the City Council a petition against the project. Loren Kohnen, 22755 Winchester Trail, addressed the Council regarding his interaction with the Police Department during a traffic accident. Mr. Kohnen noted that the police officers were very professional. 5.Presentations a. Senator Dave Osmek Senator Osmek addressed the Council on the 2015 legislative session and the upcoming 2016 legislative session. Senator Osmek noted that key areas of focus for the 2016 session will be on the Highway 12 Corridor and Excelsior Commons. Senator Osmek answered questions on school funding and solar energy. b. Tom Anderson – Parks and Trails Commission Annual Report Parks and Trails Commission Chair Anderson presented the report outlining the 2015 activities including the tree giveaway program, improvements for the memorial garden and recommendations to the City Council. Parks and Trails Commission Chair Anderson reviewed the Commission’s proposed priorities for 2016 including assisting with the regional recreation amenity, continuing the tree giveaway program, and updating the park dedication ordinance. 6.Consent Agenda a.Draft Minutes of January 28, 2016 Council Work Session b.Pay Request #7 and Final – 2014 SE District Sewer and Water Improvements c.Authorization to Bid/Quote 2016 Road Materials MOTION: made by Keefe, seconded by Hank to approve the consent agenda as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 7.Claims as Presented a. Escrow Claims (Fund #500) MOTION: made by Thomas, seconded by LaFave to approve the escrow claims as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) b.All Other Financial Claims 6b. Councilor Thomas noted that he liked the 2 year cash balances report. MOTION: made by Thomas, seconded by Hank to approve all other claims as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 8. Staff Reports / Memos/Commissions a. Financial Performance Report City Administrator Martens presented the report noting contributions towards reserves and TIF fund administration costs should be considered. Mayor Guenthner noted the disciplined financial management of the City. Council discussed the report noting specifically the effect of staff being out in the police department, the deferred projects in the public works department and increased building permit funds. Staff noted that the audit will be presented at the first meeting in May. b. New Home Process- Start to Finish; report received. c. Cropland Bidding Process and Schedule; report received. 9. Planning Business / Landform No planning items were presented. 10. Unfinished Business a. Beacon Academy Project Discussion City Administrator Martens, presented the report noting that proposed terms for negotiation including the use of TIF funds, waiving park dedication fees, removing trail improvement requirement, removing booster station, deferring construction of part of Street A and the 100% financing. Council discussed the term sheet. Councilors a asked about preference for residents in the school’s enrollment lottery and communications; Sean Koster, Beacon Academy Principal noted that charter schools are limited by state law on types of preferences available and residency is not available. Jacelyn May, Cushman Wakefield, noted that the Friends of Beacon would own the facility and lease it back to the school. MOTION: made by LaFave, seconded by Thomas to direct staff to draft a development agreement based on the terms presented. Councilor Hank noted he was voting against this motion because he is taxed by the school district and the City is subsidizing the project. Voting Aye: Guenthner, Keefe, LaFave, and Thomas Voting Nay: Hank (Motion carried 4:1) b. City Council Compensation Mayor Guenthner presented the report, noting that the increase in pay would be the first since 2001, implementation would take place after the next elections and the rate of compensation based on an average of cities. Council discussed the requirements of the position. MOTION: made by LaFave, seconded by Thomas to approve Ordinance 2016-316 Amending Council Compensation. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) c. Water and Sanitary Sewer Billing Structure City Administrator Martens presented the report with the different philosophies. Council discussed their philosophies and deduct meters. Per consensus, Council directed staff to bring back a billing philosophy similar to option three as presented, which is a sewer base rate with a somewhat burdensome tiered water rate structure. d. Public Works Facility – Independent Soil Review City Administrator Martens presented the report noting that staff is reviewing with the City Attorney on options including a closed session to discussed litigation. e. 2016 - 2017 Capital Improvement Plan City Administrator Martens presented the report, noting that the opportunities to build on the recording system if we start with the base model. Council discussed the merits of utilizing reserves versus bonding. Staff reviewed the timing of the audit is after bonding and noted Council has another opportunity prior to the bond sale to review these purchases. Per consensus, Council directed staff to move forward with the capital improvement plan as presented with option one as presented for the video recording system. 11. New Business a. Assessment Abatement Request – 19925 County Road 10 City Administrator Martens presented the report, noting that future development and limits access onto County Road 10. Jeff Johnson, 19925 County Road 10, addressed the Council asking to be given the same treatment as the Stachion. Council discussed the request and the potential for redevelopment. Per consensus, Council took no action on the request. b. Conveyance of Land – PID 23-119-23-23-0011 City Administrator Martens presented the report, noting that the land could assist with watershed needs. Council discussed. MOTION: made by Thomas, seconded by Keefe to direct staff to draft a resolution rescinding Resolution 2000-22. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) c. Bids for Downtown Utility and Street Improvement Project City Administrator Martens presented the report describing the alternates which included lift station locations, pond maintenance, water and sewer at City Park, and hydrant updates. Council discussed the alternates including some support for alternate one and reviewing option three. Per Consensus, staff was directed to take the comments heard and review the alternates further. d. Credit Card Processing Services City Clerk/Administrative Services Coordinator Beise presented the report, outlining the quotes, services available, and cost implications. Council discussed the need for the services. Per consensus, Council directed staff to move forward with credit card processing as recommended in the staff report e. Legislative Priorities City Administrator Martens presented the report, noting that he would be presenting the letter outlining the priorities to the city’s representatives during the upcoming legislative session. Council discussed street improvement district and the current bill on the regional recreation amenity. Per consensus, Council directed staff to discuss a street improvement district with the City’s representatives. 12. Unscheduled Items No unscheduled were presented. 13. 2016 Council Schedule City Administrator Martens reviewed the upcoming draft Council schedule. Council discussed upcoming work sessions including adding a building rights discussion topic. City Administrator Martens noted that the March Planning Commission has been cancelled. 14. Council Liaison Calendar The Council liaison calendar was not reviewed, but was available in the Council packet. 15. Adjournment MOTION: made by LaFave, seconded by Hank to adjourn. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Meeting adjourned at 9:18pm. ________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator STAFF REPORT Agenda Item 6c. Council Meeting: February 25, 2016 Prepared By: Matt Gottschalk Topic: Lake Area Emergency Management Plan Action Required: Approval Summary: Over the past year the Lake Area Emergency Management Group has been working on updating our emergency operations plan. We have completed the final revisions and it has been distributed to all of the jurisdictions involved in our emergency management group. The changes to the plan include three new annexes: Domestic and Exotic Animal Directory, Terrorism, and Volunteer/Donations, along with other updates such as name changes and several minor grammatical changes. You will find a copy of the emergency management plan in digital format attached. Attached to this report is a resolution asking for your acceptance of the Lake Area Emergency Management Operations Plan. We would ask the City Council to approve the resolution accepting the changes to the plan and authorizing the Mayor and Administrator to sign the resolution accepting the changes. Financial/Budget: There are no costs associated with this agenda item. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. PROFESSIONALISM We believe that continuous improvement is the mark of professionalism and are committed to applying this principle to the services we offer and the development of our employees. Options: 1. Adopt the resolution accepting the Lake Area Emergency Management Operations Plan. 2. Provide staff with direction for other Emergency Management Plan options. Recommendation: Staff recommends adopting Resolution 2016-08 Adopting the Updated Lake Area Emergency Operations Plan (LAEOP). Council Action: Consider a motion adopting Resolution 2016-08 Adopting the Updated Lake Area Emergency Operations Plan (LAEOP). Attachments: 1.Lake Area Emergency Management Plan (CD, available for review at City Hall) 2.Resolution 2016-08 Adopting the Updated Lake Area Emergency Operations Plan (LAEOP) Agenda Item 6c1. LAKE AREA EMERGENCY MANAGEMENT EMERGENCY OPERATIONS PLAN TABLE OF CONTENTS 08/2015 Basic Plan Introduction …..…………………………………………………………… 1 Reason for the Plan ……………………………………………………….. 1 Purpose ……………………………………………………………………. 1 Legal Basis and Reference ………………………………………………... 1 Integrated Emergency Management ……………………………………… 2 Four Phases of Emergency Management ………………………………… 2 Emergency vs. Disaster …………………………………………………… 3 Disaster Category Type …………………………………………………… 3 Civil Defense ……………………………………………………………… 3 Emergency Operations Center ……………………………………………. 4 Continuity of Operations …………………………………………………. 4 Hazards, Risks, Vulnerability …………………………………………….. 4 Organization ………………………………………………………………. 5 Plan Assessment and Exercises …………………………………………… 6 Emergency Responsibility Assignments …………………………………. 6 Functional Responsibility Chart ………………………………………….. 7 ANNEX Table of Contents Annex A: Warning and Notification Purpose ………………………………………………………....………... A-1 Responsibilities …………………………………………………………… A-1 Operating Procedures …………………………………………………..… A-1 Testing Procedures ……………………………………………………….. A-3 References ………………………………………………………………... A-3 List of Attachments ……………………………………………………… A-4 Attachment 1 Warning Point of Contact …………………………………. A-5 Attachment 2 Siren Coverage …………………………………………….. A-6 Attachment 3 Siren Control ………………………………………………. A-7 Attachment 4 Siren Malfunction Procedure ……………………………… A-8 Attachment 5 Hazardous Materials Response Levels 1-3 .………………. A-9 Attachment 6 Hazardous Materials Notification List .…………………… A-11 Attachment 7 SARA Title III Emergency Notification Report………….. A-12 Attachment 8 Regional Media Contacts …………………………………. A-14 Annex B: Direction and Control/EOC Purpose ……………………………………………………………………. B-1 Responsibilities …………………………………………………………… B-1 Integrated Emergency Management System ……………………………… B-1 Emergency Operations Center ……………………………………………. B-1 Use of National Incident Management System …………………………… B-5 Attachment 1 Readiness Condition Actions ………………………………. B-7 Attachment 2 Hazardous Materials Response Levels …………………….. B-9 Attachment 3 EOC Activation Matrix ……………………………………. B-10 Attachment 4 EOC Locations …………………………………………….. B-11 Annex C: Emergency Public Information Purpose …………………………………………………………………… C-1 Spokesperson(s)/PIO Staff ………………………………………………. C-1 Policies and Procedures ………………………………………………….. C-1 Attachment 1 Public Information SOP ………………………………....... C-2 Attachment 2 Local TV, Newspapers and Radio Stations ………………. C-3 Annex D: Search and Rescue Purpose …………………………………………………………………… D-1 Responsibility ……………………………………………………………. D-1 Supporting Agencies / Organizations ……………………………………. D-1 Collapsed Structure Rescue ………………………………………………. D-1 Annex E: Health/Medical Purpose …………………………………………………………………… E-1 Primary Responsibilities …………………………………………………. E-1 Supporting Plans and Personnel …………………………………………. E-9 Supporting Standard Operating Procedures ……………………………... E-10 Annex F: Security, Evacuation and Traffic Control Purpose …………………………………………………………………… F-1 Responsibility ……………………………………………………………. F-1 Procedures ………………………………………………………………... F-1 Resources Available ……………………………………………………… F-2 Supporting Standard Operating Procedures (SOP) ………………………. F-2 Annex G: Fire Protection Purpose …………………………………………………………………… G-1 Responsibility and Scope ………………………………………………… G-1 Mutual Aid Agreements ………………………………………………….. G-1 Policy and Supporting Standard Operating Procedure …………………… G-1 Annex H: Damage Assessment Purpose …………………………………………………………………… H-1 Responsibilities …………………………………………………………… H-1 Concept of Operations ……………………………………………………. H-1 Policies and Procedures …………………………………………………... H-2 Supporting Documents …………………………………………………… H-3 Annex I: Congregate Care Purpose …………………………………………………………………… I-1 Responsibilities …………………………………………………………... I-1 Coordination of Congregate Care ………………………………………... I-2 Available Resources ……………………………………………………… I-2 Attachment 1 Coordination Procedures ………………………………….. I-4 Annex J: Debries Clearance/Public Works Purpose …………………………………………………………………… J-1 Responsibilities …………………………………………………………... J-1 Policies and Procedures ………………………………………………….. J-1 Supporting Documents …………………………………………………… J-2 Supporting Activities …………………………………………………….. J-2 Supporting Standard Operating Procedure ………………………………. J-3 Annex K: Utilities Restoration Purpose ……………………………………………………………………. K-1 Responsibilities …………………………………………………………… K-1 Annex L: Radiological/Hazardous Materials Protection Purpose …………………………………………………………………… L-1 Organization ……………………………………………………………… L-1 Responsibilities …………………………………………………………... L-1 Operations Policies ……………………………………………………….. L-2 Hazardous Material Protection …………………………………………… L-3 State and County Support ………………………………………………… L-6 Federal Support …………………………………………………………… L-6 Supporting Documents …………………………………………………… L-6 Attachment 1 Hazardous Materials Response Level Description ……….. L-7 Attachment 2 Map ………………………………………………………… L-8 Annex M: Law Enforcement Purpose …………………………………………………………………… M-1 Responsibility ……………………………………………………………. M-1 Mutual Aid Agreements ………………………………………………….. M-1 Communications Capability ……………………………………………… M-1 Hazardous Materials ……………………………………………………… M-1 Police Department Training Records …………………………………….. M-1 Command, Control, Coordination ……………………………………….. M-1 EMS First Responder …………………………………………………….. M-1 Search and Rescue ……………………………………………………….. M-2 Public Information ……………………………………………………….. M-2 Investigations …………………………………………………………….. M-2 Evacuation ……………………………………………………………….. M-2 Traffic Control …………………………………………………………… M-2 Warning and Notifications ……………………………………………….. M-2 Annex N: Domestic and Exotic Animal Directory Purpose …………………………………………………………………… N-1 Responsibilities …………………………………………………………… N-1 Resources …………………………………………………………………. N-1 Equipment Considerations ……………………………………………….. N-2 Procedures ………………………………………………………………... N-2 Annex O: Terrorism Purpose …………………………………………………………………… O-1 Responsibility ……………………………………………………………. O-1 Policies …………………………………………………………………… O-1 Notifications ……………………………………………………………… O-1 Procedures ………………………………………………………………... O-2 Summary …………………………………………………………………. O-5 Annex P: Volunteer/Donations Purpose …………………………………………………………………… P-1 Responsibility ……………………………………………………………. P-1 Direction and Control ……………………………………………………. P-1 Concept of Operation ……………………………………………………. P-2 Administrative and Technical Support ………………………………….. P-5 Designated Cash Donations ……………………………………………… P-5 Non-Designated Cash Donations ………………………………………… P-6 Unsolicited/Non-Designated Donation Goods …………………………... P-6 Volunteer Services ……………………………………………………….. P-7 Corporate Donations ……………………………………………………... P-9 Public Information ……………………………………………………….. P-9 Staffing Chart …………………………………………………………….. P-10 Moving and Storage Companies …………………………………………. P-11 LAEM EMERGENCY OPERATIONS PLAN Basic Plan Revision 3 Page –  1         Introduction   The Lake Area Regional Plan establishes a framework through which the member cities may prepare for, respond to, recover from, and mitigate the impact of a wide variety of disasters and emergency events that could adversely affect the health, safety, and/or general welfare of the citizens of the member cities. Because it is a framework, the details of how this is accomplished are contained in the operations documents of the respective cities.   The Lake Area Region includes the cities of Corcoran, Deephaven, Excelsior, Greenfield, Greenwood, Independence, Long Lake, Loretto, Maple Plain, Medina, Minnetonka Beach, Minnetrista, Mound, Orono, St. Bonifacius, Shorewood, Spring Park, Tonka Bay, Wayzata and Woodland. The Lake Area Emergency Management Group is responsible for coordinating plan development and maintenance. The emergency management director for each jurisdiction is responsible for distribution of the plan, preparation and maintenance of standard operating guidelines, resource lists, and checklists and may distribute to department heads and others as the director deems necessary.   I. Reason for Plan   The Lake Area cities are subject to natural disasters such as tornadoes, floods, and blizzards. In addition, other disasters such as train wrecks, plane crashes, explosions, infectious disease outbreaks, release of hazardous materials, and foreign or domestic terrorism can occur at any time. An emergency plan is needed to articulate the management of a given hazard/disaster.   II. Purpose   The Lake Area Plan describes the basic strategies and mechanisms through which the cities will mobilize resources and conduct activities to guide and support emergency management efforts using the National Incident Management System (NIMS). The Lake Area Plan is designed to coordinate resources to:   A. Maximize protection of life and property   B. Ensure continuity of government   C. Sustain survivors    D. Repair and restore essential facilities and utilities    III. Legal Basis and References   A. Public Law 920, as amended.   B. Public Law 99-499, (Superfund Amendments and Reauthorization Act (SARA) of   1986.) LAEM EMERGENCY OPERATIONS PLAN Basic Plan Revision 3 Page –  2         C. Homeland Security Presidential Directives (PDD 39, PDD 59)   D. Minnesota Statutes, Chapter 12, as amended.   E. Minnesota Statutes, Chapter 353, Pipeline Safety Act.   F. Minnesota Statutes 315, Emergency Planning; Community Right-to-Know Act.   G. Minnesota Division of Emergency Management Bulletin No. 87-1. H. Hennepin County Emergency Operations Plan I. Mutual aid agreements.   J. West Metro EMS Operational Plan. K. Facility hazardous materials plan. L. City Ordinances   IV. Integrated Emergency Management   Integrated Emergency Management is a comprehensive system that integrates and coordinates vital agencies and resources into a program of disaster mitigation, preparedness, response, and recovery. The establishment of an Integrated Emergency Management System (IEMS) requires a systematic process that will:   A. Identify risks and potential vulnerabilities   B. Inventory community resources   C. Outline roles and responsibilities of municipal and county departments   D. Ensure strict coordination and communication among state, federal, and local governments, as well as businesses, industry, and volunteer organizations      Four (4) Phases of Emergency Management   The four phases of Emergency Management operate in a cyclical fashion and remain in a state of constant progression and motion.   A. Mitigation: Activities that eliminate or reduce the probability of occurrence of an emergency/disaster. LAEM EMERGENCY OPERATIONS PLAN Basic Plan Revision 3 Page –  3         B. Preparedness: Activities that serve to develop and/or enhance the response capabilities needed in the event of an emergency/disaster.   C. Response: Activities which help reduce casualties and damage, and which expedite recovery via the elimination of the hazard or hazardous threat. Response activities include activation of warning systems, evacuation implementation, rescue activities and other similar operations contained in the Emergency Operations Plan functions.   D. Recovery: Recovery includes both short-term and long-term activities. Short-term operations seek to restore critical services to the community and provide for the basic needs of the public. Long-term recovery focuses on the restoring the community to its normal or improved state of affairs. The Recovery period is an opportune time to institute mitigation measures, particularly those related to the recent emergency/disaster event.   V. Emergency Versus Disaster   A. Emergency: This is defined as an incident or event which can routinely be handled with normal regional personnel and procedures.   B. Disaster: This is defined as an incident or event which cannot be handled with normal regional personnel and procedures.   Disaster Category Types   A. Technological Disaster: This is a disaster incident or event which involves materials or situations created by human beings.   B. Natural Disasters: This is a disaster or event which involves situations created by nature which humans have no control, but are affected.   C. National Security: This is a disaster incident or event which involves the use of threats, force, or violence against Federal, State, County or Local Government and the civil rights of the people they protect.   VI. Civil Defense   This term was used previous to that of Emergency Management. This encompassed an all hazard approach to disasters with a primary emphasis a National Security and Nuclear Attack. LAEM EMERGENCY OPERATIONS PLAN Basic Plan Revision 3 Page –  4         VII. Emergency Operations Center   The Emergency Operations Center (EOC) is a central location that enables government to coordinate policy decisions, manage resources, and respond to disasters and emergencies beyond the scope of an on-scene Incident Commander. The purpose of the EOC is to provide additional support to the on-scene Incident Commander as needed. An Alternate EOC is a designed location(s) which can be utilized as a secondary Emergency Operations Center in case the primary is affected by the disaster and/or rendered unusable. See Annex B, Attachment 4.   VIII. Continuity of Government/Continuity of Operations   This term refers to the preservation, maintenance or reconstruction of each city government’s ability to carry out its executive, legislative, and judicial processes under the threat of occurrence of any emergency condition that could disrupt governmental process and service. It is the purpose of Continuity of Government to preserve leadership and authority, prevent unlawful assumptions of authority, assure government direction and control mechanisms and assure delivery of government services. The following detail Continuity of Government elements:   A. Lines of Succession: Establish an order or line of those entitled to succeed one another under emergency conditions. It identified who is in charge and ensures continued leadership. Each city has established lines of succession for key positions.   B. Pre-delegation of Emergency Authority: Allows specific emergency legal authorities to be exercised by the elected or appointed leadership or their designated successor. Each city is responsible for its own pre-delegation authority.   C. Emergency Action Steps: Those actions that facilitate the ability of government personnel to respond quickly and efficiently to emergencies. Ensure that specific actions exist that senior leaders must be prepared to take in response to emergency conditions. Each city designs its own steps to fit the needs of the community.   D. Safe-guarding Essential Records: These are measures taken by government to protect those documents needed to continue functioning during emergency conditions and to protect the rights and interests of citizens after the emergency concludes. Specific procedures are the responsibility of each city.   E. Protection of Government Resources, Facilities, and Personnel: Refers to the measures taken to disperse resources, facilities and personnel in a manner that will facilitate sufficient redundancy in order to preserve government’s function during and post emergencies. Each city has its own method of safeguarding records.   IX. Hazards, Risks, Vulnerabilities   Member communities have similar hazards, risks and vulnerabilities. The cities    LAEM EMERGENCY OPERATIONS PLAN Basic Plan Revision 3 Page –  5      have hazardous materials transportation corridors. A pipeline runs through the northern part of the region. An event at the Monticello Nuclear Generating Plant would activate the reception center in Rogers, resulting in traffic issues. Hazards Natural: Wind, Tornado, Flood, Winter Storms Hazardous Materials Transportation: Highway, Rail Business/Industry Lake Minnetonka Pipelines   A hazard rating done by cities in the region lists contains events considered as being of the most concern taking into account probability, magnitude, warning time and effect on continuity of city operations. The scale was 1-5, with 1 being lowest and 5 being highest.   X. Organization   Existing government is the basis for emergency operations. That is, government agencies will perform emergency activities related to those they perform on a day-to-day basis. City organization and interrelationships in the Lake Area Group communities are shown on attached chart.   A. Federal Emergency Management Agency (FEMA) FEMA is the central point of contact within the Federal Government for a wide range of Emergency Management activities.   B. Minnesota Division of Homeland Security and Emergency Management (HSEM) HSEM is the central coordination and contact point within the State of Minnesota for a wide range of Emergency Management activities.   C. Hennepin County Emergency Management Hennepin County Emergency Management is the central coordination division and contact point within Hennepin County for a wide range of Emergency Management activities.   1. Lake Area Emergency Management Group     XI. Plan Assessment and Exercises   The region will conduct drills and exercises as required by Federal / State Homeland Security and Emergency Management. Exercises will be conducted to test the planning and operational components of the emergency operations plan. Upon completion of the exercise, a briefing will be held to determine strengths and areas that may need corrective actions. The cities may do this individually or as a group. LAEM EMERGENCY OPERATIONS PLAN Basic Plan Revision 3 Page –  6      In addition to the exercise, significant actual events occurring during the year will be recorded and submitted to the Hennepin County Emergency Management office for inclusion as a test of the emergency plan and program. XII. Direction, Control and Training   The direction and control of government operations from a central, protected facility with adequate communications and key personnel is essential to the conduct of emergency operations. This facility is the Emergency Operations Center.   Each city covered by this plan will appoint an Emergency Management Direct/Coordinator certified by MN-HSEM. The City Emergency Management Director or designee will serve as the official representative to the Lake Area Emergency Management. In each of the cities of the plan a position under the mayor has been identified who will be responsible for providing direction and control of the city and other resources involved in the response to an incident. The Emergency Management Director/Coordinator will also serve as a liaison to the Hennepin County Emergency Management Office. The Lake Area Management Group will be responsible for coordinating plan development and maintenance.   The Lake Area Management Group will assist in identifying training necessary to meet and carry out those activities required by the Lake Area Emergency Plan. Each city will take every reasonable effort to ensure its public safety responders are trained to carry out their responsibilities as stated in the plan. Each city is responsible for keeping and maintaining its own training records.   XIII. Emergency Responsibility Assignments   A summary of the City’s emergency responsibility assignments, by function, shown on the following Chart A. Heads of the various City government departments and agencies will be responsible for carrying out the assignments shown on this chart utilizing their SOG’s and resource lists. LAEM EMERGENCY OPERATIONS PLAN Basic Plan Revision 3 Page –  7        CHART A Functional Annex Primary Responsibility Support Responsibility Warning & Notification  Hennepin County Sheriff’s Dispatch/NAWAS Warning Point  Emergency Management  Law Enforcement  Fire Department  Public Works Department  EMS Agency  City Administration  Minnesota State Duty Officer Direction & Control  Incident Commander On-Scene  EOC City-wide/Regional   Crisis Communication  Public Information Officer  Incident Command  EOC/Emergency Mgmt. Dir. Search & Rescue Fire Related  Fire  Law Enforcement  Mutual Aid-Multiple  EMS  Public Works Search & Rescue Police Related  Law Enforcement  Mutual Aid-Law Enforcement  Fire  EMS  Public Works Health & Medical  EMS-Transportation  Fire-Triage  Police-Triage  Henn County Health  Henn County Medical Examiner  Law Enforcement  Mutual Aid Scene Security/Crime Scene  Law Enforcement  Mutual Aid-Law Enforcement  Fire  Public Works  County Health Department Evacuation  Law Enforcement-Outside HazMat Hot Zones  Fire-Inside HazMat Hot Zones  Public Works  Administration-Transportation  Mutual Aid-Law Enforcement Mutual Aid-Fire Traffic Direction & Control  Law Enforcement-Outside HazMat Hot Zones  Fire-Inside HazMat Hot Zones  Public Works  Mutual Aid-Multiple LAEM EMERGENCY OPERATIONS PLAN Basic Plan Revision 3 Page –  8          Fire Department Services  Fire  Mutual Aid-Fire Domestic Animals  Law Enforcement  Mutual Aid-Law Enforcement  Humane Society Volunteers/Donations  Emergency Management  VOAD, Henn Cty Emergency Mgmt  Law Enforcement  City Administration Damage Assessment  Law Enforcement  Fire Department  Public Works-Public Infrastructure  Building & Fire Inspections-Structure Safety Inspections  Assessing-Values and Property Loss $  Emergency Management  Red Cross  Mutual Aid Sheltering/Congregate Care  Red Cross  Parks & Recreation  Community & Economic Develop- Housing Coordinator  Emergency Management  Salvation Army  Mutual Aid-Multiple Debris Clearance  Public Works  Parks & Recreation  Mutual Aid-Public Works Utilities Restoration  Public Works-City Utilities  Utility company-Other Utilities  Emergency Management  Fire  Police  Mutual Aid-Multiple HazMat & Radiological  Fire  MN DEM-Nuclear Power Plant  MN Pollution Control Agency  Mutual Aid-Fire  Hennepin Cty Radiological Officer  Law Enforcement National Security/Terrorism/ Civil Disorder  Law Enforcement  Relevant Federal Agencies  Mutual Aid – Law Enforcement  Emergency Management  Fire  Public Works     Annex A Warning and Notification Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex A – 1       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.   II. Responsibilities   A. The Hennepin County Sheriff's Communication Center is the Hennepin County Warning Point. The County Warning Point is responsible for relaying warnings to the appropriate public safety entity, which serves as the City warning point.   B. As the City warning point, the appropriate public safety entity will ensure that all warnings and notifications are handled properly.   III. Operating Procedures   A. Warnings received from the County warning point.   1. Activate weather alert radios. (Request the Hennepin County Sheriff’s Communication Division to call the National Weather Service and request activation.)   2. Notify key government officials.   3. Notify certain private and/or public facilities (schools, industries, hospitals, nursing homes, and places of public assembly). The listed special facilities will receive warning notification through the audible signal emitted from the outdoor warning sirens and information supplied by the National Weather Service over the weather alert radios.   4. Hearing impaired individuals will receive warning by television crawlers and closed captioning. Visually impaired individuals will receive warning by sirens, radio and television sound. Visual and hearing impaired individuals may rely on companions for information. Among non-English speaking groups there are some individuals, such as school children, who would understand and may convey the warning. Televisions are equipped with special features to allow non-English speaking groups to receive information.   5. The Hennepin County Sheriff’s Communication Division may activate the outdoor warning sirens and or Emergency Alert System (EAS). Annex A Warning and Notification Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex A – 2         B. Weather warnings generated within region.   Tornado activity or sustained straight line winds in excess of 70 MPH (hurricane force) or potential for same.   1. Report conditions to the County Warning Point and request siren activation.   2. Hennepin County Sheriff’s Communication Division will call the National Weather Service to request activation of the weather alert radios.   3. Notify key government officials.   4. Notify certain private and/or public facilities (schools, industries, hospitals, nursing homes, and places of public assembly). The listed special facilities will receive warning notification through the audible signal emitted from the outdoor warning sirens and information will be supplied by the National Weather Service over the weather alert radios.   5. Hearing impaired individuals will receive warning by television crawlers and closed captioning. Visually impaired individuals will receive warning by sirens, radio and television sound. Visual and hearing impaired individuals may rely on companions for information. Among non-English speaking groups there are some individuals, such as school children, who would understand and may convey the warning. Televisions are equipped with special features to allow non-English speaking groups to receive information.   C. Hazardous Materials situations within the region.   Facilities in the region that are required by either local, state, or federal regulation to have a "facility plan" on file with the Fire Department will ensure that proper procedures for notification of emergency public safety personnel are followed. Generally this is done through the local 911 system unless otherwise specified in the plan.   Assure the Fire Department has been notified and obtain Response Level Description.   Whenever mass evacuation is necessary for an area whose outer boundaries extend at least 2500 feet from the point of incident:    1. Obtain accurate description of area to be evacuated. If appropriate, Annex A Warning and Notification Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex A – 3     identify suggested evacuation routes. Annex A Warning and Notification Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex A – 4       2. Report conditions to Hennepin County Sheriff’s Communications Division (Warning Point) and request Emergency Alerting System (EAS) broadcast and outdoor warning siren activation for the affected area.   3. Notify key government officials.   4. Notify affected private and/or public facilities (schools, industries, hospitals, nursing homes, and places of public assembly).   5. Hearing impaired individuals will receive warning by television crawlers and closed captioning. Visually impaired individuals will receive warning by sirens, radio and television sound. Visual and hearing impaired individuals may rely on companions for information. Among non-English speaking groups there are some individuals, such as school children, who would understand and may convey the warning. Televisions are equipped with special features to allow non-English speaking groups to receive information.   6. See Hazardous Materials Notification list.   7. Notify Minnesota State Duty Officer at the Bureau of Criminal Apprehension (BCA) (651-649-5451)   D. All other emergencies   1. Contact responsible city government officials who will advise actions to be taken.   2. Succession of responsibility is Warning Officer, Supervisor on duty, Emergency Management Director, Emergency Management Coordinator.   IV. Testing Procedures   State policy is that State, counties and municipalities test their public warning systems at 1300 hours (1:00 p.m.) the first Wednesday of each month.   A. At 1:00 p.m. the first Wednesday of each month, each city warning point will take the following actions:   1. If requested by the County warning point, be prepared to receive and acknowledge the TEST warning and/or monitor siren site(s) to confirm siren sounding(s).   2. Notify current service provider of any sirens that fail to activate.     V. References Refer to the Emergency Resource Manual for contact names and phone numbers Annex A Warning and Notification Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex A – 5       ATTACHMENTS   1. Warning Point Flow Chart 2. Siren Coverage Map 3. Outdoor Warning Siren Control   4. Procedure for Disconnecting Malfunctioning Sirens   5. Hazardous Materials Response Level Descriptions   6. Hazardous Materials Notification List   7. SARA, Title III Emergency Notification Report   8. News and Media Contacts         Annex A Warning and Notification Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex A – 6           ATTACHMENT 1 Warning Point of Contact       #1 COUNTY WARNING POINT  (NAWAS) Sheriff’s Radio  1145 Shenandoah Lane  Plymouth, MN 55447  Phone:  952‐258‐5321  Phone:  952‐258‐5323    Has 24‐hour capability  and auxiliary power    #2 ALT:  MECC, City Hall  Minneapolis, MN  55415  Phone:  612‐348‐7210  Phone:  612‐348‐2345    #3  Hennepin County Emergency  Management  Watch Leader/SMS # 612‐296‐7514  sms‐watch@hennepin.us  NATL WEATHER SERVICE  6301 34th Ave S  Minneapolis MN 55450  Phone:  612‐725‐3742  Phone:  612‐725‐3743  Airport Observations Only  NATL WEATHER SERVICE  1733 Lake Drive West  Chanhassen, MN 55317  Phone:  952‐361‐6671  Phone:  952‐361‐6672  Phone:  952‐361‐6673  NOAA  Weather   Radio  SIRENS      CITY  WARNING  POINT    KEY  GOVERNMENT   OFFICIALS    PRIVATE  PUBLIC  FACILITIES  AnnexA Warning and Notification Revision 2 LAEM EMERGENCY OPERATIONS PLAN        ATTACHMENT 2 Siren Coverage Map     Annex A - 6   AnnexA Warning and Notification Revision 2 LAEM EMERGENCY OPERATIONS PLAN       ATTACHMENT 3   OUTDOOR WARNING SIREN CONTROL   The standard operating procedure for the handling of complaints, malfunctioning of sirens, agency responsible for power supply, radio controls, mechanical function and the posting of information on the control boxes of the outdoor warning sirens is as follows:   I. Each City will receive and handle all reports and problems concerning the outdoor warning sirens within their community.   II. It shall be the duty of the public safety personnel to disable malfunctioning sirens as quickly as possible. Siren control boxes are mounted on each siren pole.   III. The appropriate city personnel will take the following actions:   A. If more than one siren is reported as sounding, call the Hennepin County Sheriff’s Communication Division to determine if they have triggered the system. The control points are the Hennepin County Sheriff’s Communication Division, the City of Minneapolis Communications Division and the National Weather Service.   B. If a local siren is in trouble:   1. Personnel will be immediately dispatched to the location to open the control box and shut off the power to the siren.   2. Advise the Emergency Management Director or the Coordinator, so the siren maintenance contractors can be notified.   3. The Emergency Management Director or Coordinator will contact the appropriate maintenance contractor.   C. The contractor(s) shall examine the siren, repair if needed, restore siren to operational readiness, and report the status immediately to the Emergency Management Director or the Coordinator.   The Emergency Management Director/Coordinator or their designee is authorized to offer public announcements concerning the siren malfunction. Details of the facts to be released are:   1. What happened   2. Where   3. What the signal means to the public   AnnexA Warning and Notification Revision 2 LAEM EMERGENCY OPERATIONS PLAN     4. Request public NOT to call the police, fire, or 9-1-1, etc.   ATTACHMENT 4   PROCEDURE FOR DISCONNECTING MALFUNCTIONING OUTDOOR WARNING SIRENS   Outdoor warning sirens have been integrated into the county-wide/metro wide radio controlled system. The technology used to activate and deactivate sirens is extremely reliable. However, on occasion, a siren may activate on its own due to an electrical, mechanical or radio malfunction. When this unlikely occurrence happens, the following procedure is to be followed:   1. The dispatcher or other public safety person receiving the report of a malfunctioning siren on the telephone is asked to ascertain the location of the malfunctioning siren (if possible), and keep the complainant on the phone.   2. The call receiver is to notify the Hennepin County Sheriff’s Communication Division and advise of the reported malfunction and request the dispatcher send out a cancel signal to the siren if the activation is accidental or a result of siren malfunction.   3. After the cancel signal has been put out by Hennepin County, ask the complainant if the siren has stopped.   4. If the siren is still sounding, obtain the keys for the malfunctioning siren to access the control box.   5. Federal sirens can be disabled by simply turning the circuit breaker control to the "off" position.   6. Notify the Emergency Management Director or Coordinator to arrange for repair of the siren and/or radio controls as needed.   7. For repair, the Emergency Management Director or Coordinator will contact the appropriate maintenance contractor.    Annex A – 7 Annex A - 8 AnnexA Warning and Notification Revision 2 LAEM EMERGENCY OPERATIONS PLAN       ATTACHMENT 5   HAZARDOUS MATERIALS   RESPONSE LEVEL DESCRIPTIONS     Response Level 1 - Potential Emergency Conditions   An incident or threat of a release which can be controlled by the first response agencies and does not require evacuation, 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.     Level 1 Agency Contacts:   Fire Department Police Department HCMC/North Memorial Transportation Services (EMS)/ Ridgeview Ambulance Bureau of Criminal Apprehension State Duty Officer   Response Level 2 - Potential Emergency Conditions   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.   Level 2 Agency Contacts:   All Agencies in Level 1 City Manager/Administrator Emergency Management Director/Coordinator Partial EOC Activation Regional Chemical Assessment Team Hazardous Materials Team Hennepin County Emergency Management Red Cross Annex A - 9 AnnexA Warning and Notification Revision 2 LAEM EMERGENCY OPERATIONS PLAN        ATTACHMENT 5 (continued)   Response Level 3 - Potential Emergency Conditions   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, Federal or private agencies/organizations.   Level 3 Agency Contacts:    All Agencies in Level 1 and 2 Mutual Aid Fire Mutual Aid Law Enforcement Mutual Aid EMS MN HSEM EPA FEMA State of MN Hazardous Materials Response Team Full EOC Activation     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 considered. Annex A - 10 AnnexA Warning and Notification Revision 2 LAEM EMERGENCY OPERATIONS PLAN       ATTACHMENT 6   HAZARDOUS MATERIALS NOTIFICATION LIST   For all Response Level I, II and III incidents, the following agencies are to be contacted:   State Duty Officer: (651) 649-5451* CHEMTREC: 1-800-424-9300 National Response Center: 1-800-424-8802 or 202-426-2675 or 202-267-2675   *The State duty officer is responsible for notifying all appropriate State and Federal agencies, therefore, it is essential to keep the State duty officer aware of the situation, should it escalate.   LEVEL 1 CONTACTS:   Police Chief Emergency Management Director Fire Chief LEVEL II CONTACTS:   Level 1 Contacts City Manager/Administrator Director of Public Works Director of Parks & Recreation   LEVEL III CONTACTS:   Level 1 and 2 Contacts Director of Finance Functions in Annex B, Direction and Control, Attachment 3.     Duty Officer:____________________ Date: __________________________ Time: ____________________am/pm Annex A - 11 AnnexA Warning and Notification Revision 2 LAEM EMERGENCY OPERATIONS PLAN     ATTACHMENT 7 SARA, TITLE III EMERGENCY NOTIFICIATION REPORT Facilities must, per Title III, Section 304, provide all of the following information: Caller’s Name ______________________________ Telephone _______________ Representing _______________________________ Facility at ________________ Contact person for additional information: Name _____________________________________ Telephone _______________ Chemical name/identity of chemical(s) involved in the release: _____________________ ________________________________________________________________________ Is this a Reportable Chemical as listed in SARA, Section 302(A)? Yes ___ No ___ Incident Specs: Quantity spilled/released into the environment: __________________________________ Time of spill/release: _____________________ am/pm Duration of spill/release: ____________________ hours _________________ minutes Released into: ___ Air ___ Water ___ Soil Any known/anticipated acute or chronic health risks associated with this release? If yes, describe:________________________________________________________________ _______________________________________________________________________ Any advice regarding medical attention necessary for exposed individuals? If yes, list: _______________________________________________________________________ _______________________________________________________________________ Proper precautions to take as a result of the release, including evacuation: _______________________________________________________________________ _______________________________________________________________________ The affected area for each precautionary action: ________________________________ _______________________________________________________________________ Annex A - 12 AnnexA Warning and Notification Revision 2 LAEM EMERGENCY OPERATIONS PLAN     Other individual(s) notified, including Emergency Planning Committee(s), Emergency Coordinator(s), other states, etc. Name Representing Time Telephone Number _______________________________ _____ (___)____-________ _______________________________ _____ (___)____-________ _______________________________ _____ (___)____-________ _______________________________ _____ (___)____-________ _______________________________ _____ (___)____-________ _______________________________ _____ (___)____-________ Follow-up Emergency Notice This information must, by law, be provided by the facility, in writing, to the Emergency Planning and Community Right to Know Act Program at the following address: State Emergency Response Commission Emergency Planning and Community Right to Know Act Program 444 Cedar Street Suite 223 St. Paul, MN 55101 On the first working day following a Title III release notification, provide a copy of this Form to HSEM.   Annex A - 13 AnnexA Warning and Notification Revision 2 LAEM EMERGENCY OPERATIONS PLAN       ATTACHMENT 8   Regional News Media Contacts   Minneapolis Star Tribune 650 Third Ave S. Ste. 1300 Minneapolis, MN 55448 Phone: 612-673-4414 Fax: 612-673-4359 Lakeshore Weekly News 1001 Twelve Oaks Center Drive, Ste. 1017 Wayzata, MN 55391 Phone: 952-473-0890 Fax: 952-473-0895 Deadline: 12:00pm on Friday for Tuesday paper St. Paul Pioneer Press 345 Cedar St. St. Paul, MN 55101 Phone: 651-228-5490 Fax: 651-228-5564 Wayzata-Orono-Plymouth Sun Sailor 10917 Valley View Rd. Eden Prairie, MN 55344 Phone: 952-449-5295 Fax: 952-392-6802 Deadline: 5:00pm on Wednesday for following Wednesday publication Long Lake Pioneer/Mound-St. Boni-Spring Park-Minnetrista Laker 8 Elm St. S., PO Box 5 Waconia, MN 55387 Phone: 952-442-4414 Fax: 952-442-6815 South Crow River Newspaper 33 2nd St NE Osseo, MN 55369 Phone: 763-425-3323 Fax: 763-425-2945 LMCC Channel 8 4071 Sunset Dr. Spring Park, MN 55384 Phone: 952-471-7125 Fax: 952-471-9151 KSTP TV 3415 University Ave. St. Paul, MN 55114 Phone: 612-588-6397(Newsroom)/ 651-646-5555 Fax: 651-642-4409 KMSP TV FOX 9/WFTC TV 11358 Viking Dr. Eden Prairie, MN 55344 Phone: 952-944-9999 Fax: 952-942-0455 WCCO TV 90 S. 11th St. Minneapolis, MN 55403 Phone: 612-339-4444 Fax: 612-330-2767 KARE-11 TV 8811 Olson Memorial Hwy. Golden Valley, MN 55427 Phone: 763-546-1111 Fax: 763-546-8606 WCCO Radio 625 2nd Ave. S. Minneapolis, MN 55402 Phone: 612-370-0611 Fax: 612-370-01599 Annex A - 14 AnnexA Warning and Notification Revision 2 LAEM EMERGENCY OPERATIONS PLAN     Formatted: Tab stops: 1.11", Left Annex B Direction and Control/EOC Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex B – 1         I. Purpose   To describe how direction and control for the City response to a disaster/emergency will be accomplished.   II. Responsibilities   A. Emergency Management Director: The Emergency Management Director under the Mayor will be responsible for providing overall direction and control of City government resources involved in the response to a disaster/ emergency. The line of succession to the Emergency Management Director is as follows:   Emergency Management Director or designee Emergency Management Coordinator or designee    B. The regional Emergency Management Team: The Regional Emergency Management Team is made up generally of the Emergency Management Directors/Coordinators from each of the participating cities or agencies in the Lake Minnetonka Regional Emergency Management Group. This Regional Emergency Management Team will serve in an adjunct capacity to an established local incident command structure composed of the command, logistics, operations, finance, and planning functions. This could include direct operational control of resources as directed by the incident commander. (See Emergency Director/Coordinator List)     III. Integrated Emergency Management System   The Integrated Emergency Management System incorporates the disaster/emergency scene management (Incident Command System/National Incident Management System) with the disaster/emergency support efforts (Emergency Operations Center, Public Information Officer, and Elected Officials). This system functions as a long-term, all- hazard concept for improving program implementation and development of the City’s emergency management capabilities. This also allows for interaction with other organizations such as County, State, and Federal agencies as well as businesses or corporations that might also be affected by the disaster/emergency event.   IV. Emergency Operating Center (EOC)   Direction and control of response to a disaster will be carried out at the EOC through the National Incident Management System. If for some reason the EOC is not usable at the time of a disaster, an alternate EOC could be established in a regional partner city. Activating the EOC to full operational condition can take up to 1 hour. (See Attachment 4)   Annex B Direction and Control/EOC Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex B – 2     A. Criteria for EOC Activation   The EOC will be fully activated upon the occurrence, or potential occurrence, of a disaster/emergency/event which represents a threat to life and property and/or requires or exceeds significant jurisdictional resources. Activation events and staffing of the EOC is outlined in the EOC Activation Matrix found in Attachment 3.     B. Responsibility for EOC Activation   1. The Incident Commander or designee can activate the EOC. The Incident Commander is responsible for ensuring that the EOC is activated according to the criteria discussed above.   2. The EOC staff will be responsible for the operations of their particular service or assignment.   3. Coordination of operations will be the responsibility of the Incident Commander.   4. The Incident Commander will alert the EOC staff via telephone or radio.   a. Only the needed staff will report depending on the disaster or situation.   b. Hazardous materials incident activation will follow the response levels 1, 2, and 3 activation levels (See Attachment 2).   c. Nuclear disaster/emergency incidents will follow the Readiness Conditions 3, 2, 1 (See Attachment 1).   C. Staffing of the EOC   Each department/agency assigned an emergency function is represented in the EOC and is responsible for ensuring that its representative is familiar with the duties which he/she is expected to perform at the EOC. Each department will create plans to staff their functional unit for 24 hour coverage if necessary. Voluntary agencies and mutual aid will be requested as needed.   D. EOC Equipment/Supplies   The Emergency Management Director or designee is responsible for ensuring that the EOC is operational, including that the necessary maps, displays, tables and chairs, communications equipment, message logs, etc. are on hand and available for use in the EOC. Annex B Direction and Control/EOC Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex B – 3         E. Emergency Generator   The EOC has an emergency (back-up) power source (See Attachment 4).   F. Security   It is the responsibility of the Emergency Management Director / Coordinator to provide for EOC security during times of activation.   G. Emergency Supplies / Food   It is the responsibility of the Emergency Management Director / Coordinator to provide for emergency supplies /food during times of activation.   H. Ventilation   If the need arises to deactivate the HVAC system for the building to stop outside air from entering the building, the building maintenance personnel need to be contacted. The contact numbers for these individuals can be found in the Resource Manual.   I. Sanitation   If the need arises for additional or replacement bathrooms for personnel working in the EOC, see Reference Resource Manual. J. Communications Capability of the EOC   Cities within the region have communication capabilities with the following in order to carry out their emergency responsibilities:      1. Between Incident Command and EOC (also called ICS/EOC Interface):   Incident Command and EOC should maintain primary communication through Hennepin County Sheriff’s Radio Communications on the 800mhz ARMER system. Secondary and tertiary communications can be established by other means at the direction of Incident Command.   Annex B Direction and Control/EOC Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex B – 4     2. EOC to City Departments:   Each city within the region has structured the functions and control of the organization under a number of separate City Departments. Each department has a variety of communications equipment to meet the changing needs of the City. Communication means such as telephone, cellular telephone, radio, teletype and facsimile are identified in various rosters. Current copies should be maintained within each city department and emergency management program offices. 3. EOC to Hennepin County Emergency Management (telephone and radio): Hennepin County Sheriff’s Radio Radio and Telephone This systems can be used to contact any Hennepin County department, as well as other surrounding metropolitan agencies. Incompatible communications should be cross-patched or brought into the EOC. *Hennepin County Sheriff’s Radio: North Main (952) 258-5321 – Public 5323 – Police South Main (952) 258-5321 – Public 5323 - Police East Main (952) 258-5321 – Public 5323 - Police Clerk Information (952) 258-5334 Radio Service (612)596-1957 4. EOC to other municipalities within the metro area (telephone and radio) Hennepin County Emergency Management Critical Points of Contact Guide CenturyLink Government Listings The city emergency management program maintains a list of frequently called and after hours numbers. Those numbers are located in the Resource Manual. Annex B Direction and Control/EOC Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex B – 5       5. Public/Private Facilities:   a. Schools within the region Telephone/Facsimile b. Metro North & West Hospitals Telephone/Facsimile/Radio 6. Regional Coordinator and State EOC:   a. Metro Region Telephone/Facsimile b. State EOC Telephone/Facsimile   7. Other Government Agencies:   a. National Weather Service Office Telephone/Radio b. Pollution Control Agency Telephone/Facsimile c. National Guard Telephone/Facsimile   8. News Media:   a. Television Telephone/Facsimile b. Radio Telephone/Facsimile c. Newspaper Telephone/Facsimile V. Use of National Incident Management System/Incident Command A. Mandatory use and training of NIMS/ICS: The National Incident Management System/Incident Command System shall be used as the means by which response and recovery responders structure and manage emergency/disaster incidents within the region pursuant to City Ordinance and the Superfund Amendments and Reauthorization Act (SARA Title III) per OSHA. All city Police, Fire, and Public Works responders and supervisors shall be trained in the National Incident Management System/Incident Command System and shall implement it during emergency/disaster incidents. ICS forms shall be used as needed.   B. NIMS/ICS DEFINED: The National Incident Management System/Incident Command System is designed to provide on-scene incident management during an emergency/disaster. Additional detail pertaining to the NIMS/ICS structure can be referenced in the Regional Emergency Operations Plan, Plan Preface Annex, Terms and Definitions and the Minnesota Emergency Management Director’s Handbook Section C-Policies and Programs, Section 10-Minnesota Incident Management System. Annex B Direction and Control/EOC Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex B – 6        NIMS/ICS COMPONENTS: The first tier components of the NIMS/ICS are as follows:   Command Finance Logistics Operations Planning Note: to remember these items think of CFLOP as an acronym.   VI. Supporting Documentation   A. Attachments to this annex. B. Resource Manual for lists of equipment and supplies. Annex B Direction and Control/EOC Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex B – 7        ATTACHMENT 1   READINESS CONDITION (REACON) ACTIONS   READINESS CONDITION 3   This condition depicts a worsening international situation to the point that a possible break in those relations may occur.   This information would be received from the Federal Emergency Management Agency through the National Warning System (NAWAS), the Hennepin County Warning Point (HCWP), and the National Weather Service (NOAA) radio.   The following actions are to be taken:   1. The Emergency Management Director will notify the City Manager/City Administrator or designee, who will notify the Mayor and City Council.   2. The Emergency Management Director will inform key staff personnel and direct review of operating procedures of their respective departments.   3. The Emergency Management Director will advise the public that emergency procedures are being reviewed by City government. No public action will be required.        READINESS CONDITION 2   This condition depicts a serious deterioration of international relations, a possible breach of those relations and a possibility of hostile actions. This information would be received from the Federal Emergency Management through NAWAS, HCWP and NOAA weather radio.   The following actions are to be taken:   1. The Emergency Management Director will notify the City Manager/City Administrator or designee, who will notify the Mayor and City Council.   2. The Emergency Management Director will notify key staff personnel and place them on a standby basis.   3. The Emergency Operating Center will be activated and placed on a standby basis. Annex B Direction and Control/EOC Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex B – 8        4. The jurisdiction’s Public Information Officer, in coordination with the Emergency Management Director, will make public information announcement advising the public as to the situation and the action City government is taking to be prepared.   5. The public is further advised to review their individual and family emergency action plans and stay tuned to radio and TV for emergency instructions.   6. Federal authorities may institute the evacuation of targeted high-risk locations.     READINESS CONDITION 1   This condition depicts a situation where the President of the United States has advised the governor and the public that war is imminent or hostilities may have already occurred.   The following actions are to be taken:   1. The City Manager/City Administrator or designee will advise the Mayor to convene the City Council in an emergency session.   2. The Emergency Operating Center is to be activated for 24-hour operation.   3. The staff will be fully mobilized.   4. The public will receive instructions over Emergency Broadcast System Emergency Alert System (EAS).   Warning procedures via the HCWP and NOAA weather radio may be received prior to or concurrent with the Readiness Condition 1. Annex B Direction and Control/EOC Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex B – 9        ATTACHMENT 2   HAZARDOUS MATERIALS RESPONSE LEVEL DESCRIPTIONS   Response Level I - Potential Emergency Conditions   An incident or threat of a release which can be controlled by the first response agencies and does not require 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.   Level 1 Agency Contacts: Fire Department Police Department HCMC/ North Memorial Transportation Services (EMS) / Ridgeview MN HSEM Duty Officer   Response Level II - Potential Emergency Conditions   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.   Level 2 Agency Contacts: All agencies in Level 1 Emergency Management Director/Coordinator Limited EOC Activation Regional Chemical Assessment Team Hazardous Materials Team Hennepin County Emergency Management Red Cross   Response Level III - Potential Emergency Conditions   An incident involving a severe hazard or a large area which poses an extreme threat to life and property will probably require a large-scale evacuation or an incident requiring the expertise or resources of County, State, Federal or private agencies/organizations.   Level 3 Agency Contacts: All agencies in Level 1 and 2 Mutual Aid Fire/Law Enforcement/EMS MN Hazardous Materials Response Team Full EOC Activation State Homeland Security and Emergency Management State Pollution Control Agency Annex B Direction and Control/EOC Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex B – 10        ATTACHMENT 3   EOC ACTIVATION MATRIX   Activation Level Activation Description and Criteria Activation Event Examples Activation Staffing Level 3 Monitoring The EOC is activated by the Emergency Management Director or his/her designee. This activation level is considered a monitoring phase in response to a potential threat or event requiring, or potentially requiring, significant jurisdictional resources. Notifications of EOC activation will be made to all relevant personnel and agencies (i.e. 911 dispatch, city officials, Hennepin County Emergency Management Watch Leader, surrounding agencies, city personnel.) - A major city event - Potential severe weather - High profile or political events - Emergency events with potential to demand greater resources - Minimal staffing (1 or 2) - volunteer or line level personnel Level 2 Partial The EOC is activated by the Emergency Management Director or his/her designee. This activation level is in response to an event where support for response operations may exceed the day-to day responsibilities of local agencies, or when local assistance is required through resource or technical support over extended periods of time. Notifications of EOC activation will be made to all relevant personnel and agencies (i.e. 911 dispatch, city officials, Hennepin County Emergency Management Watch Leader, surrounding agencies, city personnel.) - Impending severe weather - Large scale emergencies - High profile or political events - Isolated evacuation and population management Whatever staffing is needed to manage the necessary components of CFLOP (command, finance, logistics, operations and planning). Level 1 Full The EOC is activated by the Emergency Management Director or his/her designee. This activation level is in response to an actual event having significant impacts over large geographical areas, resource support from a majority of local and state agencies are likely, or the results of the event will have significant impacts to response operations of local critical workforce personnel and entities. Notifications of EOC activation will be made to all relevant personnel and agencies (i.e. 911 dispatch, city officials, Hennepin County Emergency Management Watch Leader, surrounding agencies, city personnel.) - Large hazmat incident - Multi-casualty incident - Mass care of large populations Whatever staffing is needed to manage the necessary components of CFLOP (command, finance, logistics, operations and planning).   Annex B Direction and Control/EOC Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex B – 11       ATTACHMENT 4 EOC Locations DEPARTMENT ADDRESS CITY GENERATOR Deephaven Woodland 20225 Cottagewood Rd Deephaven No Excelsior Greenwood Shorewood Tonka Bay 24150 Smithtown Rd Shorewood Yes Independence Maple Plain #1 1918 County Rd 90 #2 Fire Hall Maple Plain Yes Minnetonka Beach Orono Spring Park Long Lake 2730 Kelley Parkway Orono Yes Medina Loretto 600 Clydesdale Trail 279 Medina Street /Loretto Fire Medina Loretto Yes Corcoran 8200 County Rd 116 Corcoran Yes Greenfield 1600 Prairie Dr Medina Yes Mound 2415 Wilshire Blvd Mound Yes Minnetrista St. Bonifacius 7701 County Rd 110W Minnetrista Yes Wayzata 600 Rice St Wayzata No Hennepin Sheriff 4141 Shoreline Dr Spring Park Yes Three Rivers Park District 4301 County Rd 24 Medina Yes   Annex C - 1   Annex C LAEM Crisis Communication EMERGENCY OPERATIONS PLAN Revision 3         I. Purpose   To provide an overview of how Crisis Communication would be disseminated in the event of a disaster.   II. Spokesperson(s)/PIO Staff   A. The Incident Commander or designee / Emergency Management Director or their designee will act as the public information officer (PIO) in the event of a disaster or critical incident. The designee from the jurisdiction having authority will facilitate the dissemination of information from the event to the local media through written press releases or press conferences. The Incident Commander or designee / Emergency Management Director will appoint a spokesperson to present the prepared information for a press conference. The Incident Commander or designee / Emergency Management Director or their designee will approve all messages prior to release for the media. The above PIO Staff will be responsible for addressing public inquiries and rumor control surrounding the incident. Staff will need to be delegated to work within the Joint Information Center (JIC) that will be established by the PIO’s to address this need.   B. The Incident Commander and/or the designee is responsible for safeguarding security sensitive information, how it is sent, who is allowed to receive it, and how it is vetted for accuracy. (See Attachment 1)   III. Policies and Procedures   A. If it becomes necessary to establish a news briefing room, Council Chambers or other area to be determined would be used for this purpose. News media personnel would be asked to report to this facility.   B. In the event of a protracted disaster/emergency, news releases would be issued on a regular basis.   C. Public information would be disseminated through local radio and/or TV stations and social media. (See Attachment 2)      D. Maintenance of media contact information is the responsibility of each jurisdiction.    Annex C - 2   Annex C LAEM Crisis Communication EMERGENCY OPERATIONS PLAN Revision 1      ATTACHMENT 1 Public Information SOP The purpose of this standard operating procedure is to assure dissemination of information and instructions to the public on a timely basis and to coordinate all releases during pre-emergency, emergency and post-emergency conditions. 1. All release to the news media will be through the Incident Commander or the designated PIO Officer. 2. The PIO will edit and consolidate all releases for radio, TV, newspapers and social media. 3. Messages are to be cleared with the PIO before they are issued. 4. During emergency situations, the PIO will: a. Contact key information staff members. b. Establish liaison with city departments which may require information output. c. Inform the media of public information capabilities and plan. d. Establish the Public Information Service for the media and public inquiries. e. Release prepared messages to the media and to all city emergency services. Annex C - 3   Annex C LAEM Crisis Communication EMERGENCY OPERATIONS PLAN Revision 1      ATTACHMENT 2 Local TV, Newspaper and Radio Stations TELEVISION KARE Channel 11 8811 Olson Memorial Hwy, Minneapolis 763-546-1111 KMSP/WFTC Channel 9/29 11358 Viking Drive, Eden Prairie 952-944-9999 612-379-2929 WUCW Channel 23 1640 Como Ave, St. Paul 651-646-2300 KSTP/KSTC Channel 5/45 3415 University Ave, St. Paul 651-645-4500 651-646-5555 WCCO TV Channel 4 90 11th St S, Minneapolis 612-339-4444 NEWSPAPERS Star Tribune 650 Third Ave S, Ste 1300, Minneapolis 612-673-4000 Pioneer Press 345 Cedar Ave, St. Paul 651-222-1111 RADIO WCCO Radio 830 AM 625 2nd Ave S, Minneapolis 612-370-0159 Annex D LAEM Search and Rescue EMERGENCY OPERATIONS PLAN Revision 3       I. Purpose   To describe how search and rescue would be accomplished within the cities of the region following a disaster/emergency.   II. Responsibility   Within the City, the primary responsibility for search and rescue during disasters/emergencies belongs to the Fire Department. In the event of law enforcement event such as a missing child, or the search for a criminal suspect the Police Department would assume the primary responsibility. Resources responding to any search would function under the National Incident Management System. Back-up assistance would take the form of mutual aid fire and police agencies depending on the situation.   III. Supporting Agencies/Organizations   A. Local Mutual Aid Police or Fire depending on the situation   B. The following organization(s) would be available to assist with a major search and rescue operation:   1. Hennepin County Sheriff's Emergency Squad   2. Police Reserves   3. Police / Fire Explorers   4. Hennepin County Sheriff's Mobile Radio Corps   5. The Civil Air Patrol   6. MN National Guard   7. Lake Minnetonka Power Squadron 8. State and Federal resources – FBI, BCA, State Patrol   IV. Collapsed Structure Rescue   In the event of a technical rescue involving a collapse situation, confined space high- angle evacuation, and/or trench collapse the following mutual aid resources may be notified.   1. Task Force One through State Duty Officer        Annex D – 1 Annex E Health/Medical Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex E – 1             I. Purpose   To provide an overview of how the health/medical care needs of residents would be met in the event of a major event, emergency or disaster.   II. Primary Responsibilities   A. Pre-hospital Emergency Medical Services:   1. Emergency Medical Services – First Responder Emergency Care is the primary responsibility of the Police and Fire Departments.   Regional EMS Transport providers- Within the LAEM Region- North Medical Transportation, Ridgeview Medical Transportation and HCMC Ambulance serve as the primary providers to the region.   2. Emergency Medical Services – Transportation -Medical Transportation is the primary responsibility of the regional EMS transport providers and their designated mutual aid ambulance services to provide emergency, non-emergency and special population medical transportation. These resources would be utilized to respond to any incident within the region requiring the transportation of the sick or injured. In the event of an incident requiring the transportation of the physically challenged, regional EMS transport providers and their designated mutual aid ambulance services will provide transportation and/or coordination services as required to transport those with special medical challenges. Metro Transit (metro mobility program) and non-emergency ambulance providers (i.e. Cart Ambulance and Health East ) could be utilized for transporting special populations.   3. Emergency Medical Services – Transportation – Mutual Aid-Local- Regional-State-Federal Regional EMS transport providers maintain mutual aid agreements with other ambulance services within the Minneapolis-St. Paul Metropolitan Region as required by Minnesota Law, in addition to participation in the Minnesota Ambulance Strike Team program available through the state duty officer. In the event of an incident which exceeds the capabilities of the metropolitan region and state EMS resources, Regional EMS transport providers and their designated mutual aid ambulance services 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. Annex E Health/Medical Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex E – 2             4. Emergency Medical Services – Transportation – Communication Regional EMS transport providers maintain 24-hour communication centers which is linked to the Hennepin County Sheriff’s Communication Center by direct telephone line. Back-up EMS Dispatch capability is located at Hennepin County Ambulance Dispatch.   5. Emergency Medical Services – Transportation – Command – Control – Coordination Regional EMS transport providers and their designated mutual aid ambulance services utilize the National Incident Management System for coordination of EMS with other disciplines or agencies when responding to incidents within the LAEM region.   6. Emergency Medical Services – Transportation – Hospital and Patient Assignment In the event of a mass casualty incident, hospital and patient assignments are coordinated by Hennepin County Medical Resource Control Center (MRCC) located at Hennepin County Medical Center Ambulance Dispatch at Hennepin County Medical Center in Minneapolis.   7. Emergency Medical Services – Transportation – Casualty / Patient Tracking In the event of a mass casualty incident, MRCC will monitor the capacity of area hospitals and track patient destination. Patient tracking will be coordinated between the receiving facilities with assistance from Hennepin County Community Health EMS Section and the Red Cross.   8. Emergency Medical Services–Transportation- Triage and Scene Treatment In the event of a mass casualty incident, the primary responsibility for triage of patients for transportation priorities would be the Police and Fire Departments with Regional EMS transport providers 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 triage method (Simple Triage and Rapid Treatment). Scene treatment will also be the primary responsibility of the Police and Fire Departments, with a secondary role being fulfilled by the EMS transportation agencies. Annex E Health/Medical Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex E – 3         9. Emergency Medical Services – Transportation- Equipment and Supplies Regional EMS transport providers and their designated mutual aid ambulance services maintain supplies and equipment specifically for use in mass casualty incidents which would occur within the region. Each EMS ambulance agency maintains a resource inventory of these supplies and equipment.     10. Emergency Medical Services – Transportation- Public Information Regional EMS transport providers, and their designated mutual aid ambulance services under the National Incident Management System, would coordinate with and support the public information officer as designated by the incident commander or designee.   11. Emergency Medical Services – Transportation – Hazardous Materials Incident Response Regional EMS transport providers and their designated mutual aid ambulance services will respond to Haz-Mat incidents within the LAEM at the Awareness level as defined in NFPA 473 Standard – Chapter 2 EMS/HM1. Each EMS agency maintains specific internal procedures for notification of key personnel and response to a Haz-Mat incident. All EMS Haz-Mat incident responses would be coordinated through the use of the National Incident Management System.   12. Emergency Medical Services – Transportation – Hazardous Materials Incident Response Training Regional EMS transport providers and their designated mutual aid ambulance services provide the necessary Haz-Mat training for their staffs. Training records are available from the respective EMS ambulance agency training officer.   13. Emergency Medical Services –Transportation- System Coordination Overall coordination of EMS operations which would include coordination with hospitals, State and Federal medical agencies, and other public health service organizations to ensure integrated medical operations would be the responsibility of the Police and Fire Department, the Hennepin County Community Health Department – EMS section, and Minnesota Emergency Medical Services Regulatory Board. Annex E Health/Medical Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex E – 4         14. Emergency Medical Services – Transportation – Fatalities: Also see Fatality Management- Medical Examiner within this annex Regional EMS transport providers and their designated mutual aid ambulance services do not provide services for the disposition or transport of fatalities from a mass casualty incident. EMS transportation agencies will support the operations of the Hennepin County Medical Examiner’s Office with supplies and equipment as requested.   15. Emergency Medical Services – Transportation – Mass Casualty Protocols Protocols for the management of mass casualty response have been established by the Hennepin County EMS Advisory Council. The most current version has approved by that body. These protocols have been adopted by the Regional EMS transport providers, 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.   16. Emergency Medical Services –– Transportation- Critical Incident Stress Management- Responders, also see reference in public health section within this annex Critical Incident Stress Management is available for public safety responders through the Metro CISM Peer Counseling Team which is notified through Hennepin County Medical Control Resource Center at 612-347-5710 or through Regional EMS transport providers or their designated mutual aid ambulance services.   17. Emergency Medical Services – Medical Care – Shelter / Congregate Care Facilities The provision of medical care in a shelter or congregate care facility would be the initial responsibility of the shelter operator, such as the Red Cross or Salvation Army and/or tasked city department example: Parks and Recreation. As available, Police, Fire Departments and regional EMS transport providers and their designated mutual aid ambulance services will provide support. Annex E Health/Medical Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex E – 5        B. Medical Receiving Facility Services:   1. Medical Receiving Facility Services – Hospital coordination – mutual aid Hospitals which serve the LAEM region are participants in the Metropolitan Area Hospital Compact (MAHC) which for provides for coordination of services during times of disasters or unusual emergencies. 23 Hospital facilities across the Minneapolis St Paul area participate in the MAHC.     2. Medical Receiving Facility Services – Hazardous Materials Incidents – Medical Receiving Facilities North Memorial Medical Center, Maple Grove Hospital and Hennepin County Medical Center have capability to decontaminate and treat those patients with chemical or radiological contamination. MRCC would make the necessary determinations to send potentially contaminated patients to other facilities as the situation dictates.   3. Medical Receiving Facility Services- Surge capacity – MNTRAC, Hennepin County Human Services and Public Health Departments in concert with the Metropolitan Area Hospital Compact (MAHC) supports the Minnesota Department of Health in initiating, maintaining, and demobilizing medical surge capacity, including Mutual Aid Agreements for medical facilities, equipment and medical/general health supplies that will be needed during disaster. This includes the Minnesota Department of Health Mobile Medical Unit. Local jurisdictions may request an MMU deployment through the State Duty officer The MMU is designed to provide emergency patient stabilization and ambulatory care. Its primary mission will be to serve as a replacement for, or supplement to, local medical care after a disaster or during special events, that is expected to continue for more than two days. Annex E Health/Medical Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex E – 6         4. Medical Receiving Facility Services – Disaster Emergency Treatment Facilities and Casualty Collection Areas North Memorial Medical Center is located in the City of Robbinsdale, as well as the Maple Grove Hospital in Maple Grove. In addition four other major medical receiving hospitals are located in communities in the west metro area. In addition, the Fairview University, Fairview Riverside, and Veterans Administration Hospitals are within a 20 mile radius of the region. The hospitals listed in this section are participants in the National Disaster Medical System (NDMS) program. Due to the unpredictable nature of disasters casualty collection points are not pre-identified within the plan, but would be established as required by the incident commander and the EMS Branch Director or other health authorities as identified in the NIMS system. Under the Metropolitan Area Hospital Compact auxiliary hospital and or causality collection area administration, staffing and site operations would be coordinated by Hennepin County Medical Center.   5. Medical Receiving Facility Services – Public Information Regional hospital providers under the National Incident Management System would coordinate with and support the incident public information officer as designated by the incident commander or designee. This is outlined in the Metropolitan Area Hospital Compact Article 1.4.     C. Fatality Management Operations – Would be the responsibility of the Hennepin County Medical Examiner as outlined in the Hennepin County – Emergency Operations Plan – Medical Examiner/Mortuary services is primary and Hennepin County Public Health is secondary. This includes the establishment of temporary morgues and family assistance centers related specifically to a mass fatality event. Family assistance services may be rendered by the American Red Cross and/or the Salvation Army.     D. Public Health and Human Services Operations   Public Health and Human Services Operations– Coordination of response to serious potential or actual health problems (epidemics, food and/or water contamination, etc.) would be the responsibility of Hennepin County Human Services and Public Health Department. This would also include coordination with State and Federal health and human services agencies. Annex E Health/Medical Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex E – 7         1. Public Health and Human Services Operations – Behavioral Health- CISM Hennepin County Human Services and Public Health Department Disaster Behavioral health Services including the provision of or arranging for and coordinating crisis counseling (e.g., Critical Incident Stress Debriefing, mental health treatment, and grief counseling) for emergency workers and victims, and long term mental health counseling and support. These efforts would also be coordinated with other providers such as the State CISM program and Red Cross. Also see Emergency Medical Services – Critical Incident Stress Management- Responders, within this annex   2. Public Health and Human Services Operations – Mass Vaccination- Dispensing Sites Hennepin County Human Services and Public Health Department will assume control and responsibility for operations of mass dispensing sites. Hennepin County Human Services and Public Health Department Epidemiology unit will make recommendations regarding mass dispensing sites based on the findings from the disease investigation and as one disease prevention and control measure. In the event of pandemic influenza or bioterrorism or other large scale event where MDH has taken the lead, the Epidemiology unit will carry out the recommendations made by MDH.     Other serious or potential health threats may be present in a major event, emergency or disaster. Assessing/Coordinating/Response Organizations/agencies are listed by specific health threat     Health Threat /issue Assessing/Coordinating/Response Organization   Disease-bearing pests   Metropolitan Mosquito Control Hennepin County Human Services and Public Health Department Local Environmental Health departments Minnesota Department of Health Centers for Disease Control and Prevention Annex E Health/Medical Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex E – 8                Hazmat Decontamination Local fire departments & mutual aid Local hospitals ( at facility only)         Detection of potential biological chemical or radioactive agents Local fire departments 55th Civil Support Team State hazmat teams Local hospitals Hennepin County Human Services and Public Health Department Minnesota Department of Health Centers for Disease Control & Prevention   Food contamination-inspections Mass care/ recovery operations Hennepin County Human Services and Public Health Department Local Environmental Health depts... Minnesota Department of Health   Respiratory protection Air quality issues Local fire departments Local hospitals Minnesota Department of Health   Hennepin County Human Services and Public Health Department      Mass clinics / Mass Vaccinations Hennepin County Human Services and Public Health Department Local public health agencies Minnesota Department of Health   Water purification/supplies Local utilities Local vendors National Guard Annex E Health/Medical Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex E – 9             Public Health crisis communication   Would be the responsibility of the Hennepin County Human Services and Public Health Department Minnesota Department of Health        E. Special Needs Population – the listed agencies may be available to provide services such as case work, transportation, and adult day care: American Red Cross, Salvation Army (metro only), Catholic Charities, Lutheran Disaster Response, and United Methodist Committee on Relief.   Service Provider Case Work American Red Cross Catholic Charities Lutheran Disaster Response United Methodist Committee on Relief   Routine Transportation American Red Cross Metro Transit-Metro Mobility Adult Day Care The Salvation Army (metro only) III. Supporting Plans and Personnel   A. Hennepin County Emergency Operations Plan. B. North Memorial Medical Center Emergency Operations Plan   C. Maple Grove Hospital Emergency Operations Plan D. Hennepin County Medical Center Emergency Operations Plan   E. Metropolitan Area Hospital Compact   F. Minnesota Department of Health Mobile Medical Unit program   G. Minnesota Ambulance Strike Team program   H. North Memorial Chemical Emergency Plan.   I. Maple Grove Hospital Chemical Emergency Plan Annex E Health/Medical Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex E – 10         J. Hennepin County (West Metro) Emergency Medical Services Plan.   K. Support is available from the Minnesota Department of Health and Hennepin County in responding to health, chemical, and radiation incidents.   L. Additional State assets would be available through the Minnesota State Duty Officer program.   M. Hennepin County Public Health and the Minnesota Department of Health maintain plans to include facilities that can be converted to emergency treatment centers for victims of mass casualties and disease outbreaks.   N. Annex I of this plan (Congregate Care).       IV. Supporting Standard Operating Procedures   Refer to Fire Department standard operating procedures for hazardous materials response for detailed procedures of chemical response, identification, and decontamination for health and EMS personnel.   Refer to regional EMS transportation providers’ standard operating procedures for responding to hazardous materials incidents. LAEM EMERGENCY OPERATIONS PLAN _____________________________________________________________________________________    Annex F Security, Evacuation and Traffic Control Revision 3 I. Purpose   To outline how security, evacuation and traffic control would be carried out if they are required due to a disaster/emergency in the region.   II. Responsibilities   A. In the cities within the region, the ranking public safety official or the appropriate designee may recommend evacuation or sheltering in place:   Official Type(s) of Incident(s) Police Chief or designee Police and All Other Fire Chief or designee Fire/Radiological/HAZMAT Incident Commander All Other     B. In the event of a disaster/emergency which would result in the loss of life if evacuation is not undertaken immediately, the Police Chief, Fire Chief, or their designee could order such an evacuation.   C. Within the region, the police department would be responsible for coordinating security or any large-scale evacuation that might be required. However, in HazMat Warm and Hot Zones the responsible regional fire department will have the responsibility for door-to-door evacuations if dressed in their appropriate personal protective equipment. Back-up assistance for general evacuation and traffic control would be available from other regional city fire departments, the Hennepin County Sheriff’s Office, the regional city police reserves, the regional police and fire explorers, and regional city public works department. Relocation/Security for critical resources would be the responsibility of that City- related department.   D. The regional city police departments will coordinate all transportation resources used in an evacuation.   III. Procedures   A. Residents to be evacuated would be notified of the need to evacuate by outdoor warning sirens, radio, TV, public address systems and/or mass communication systems. Evacuation routes, assembly points and assistance instructions will be announced.   B. Law enforcement personnel would establish traffic control points (if needed). Selection of the most efficient roadways to be utilized for evacuation would be incident specific. The law enforcement incident commanders would announce the direction of travel on the named roadways. Pre-selecting roadways to be utilized Annex F - 1 LAEM EMERGENCY OPERATIONS PLAN _____________________________________________________________________________________    Annex F Security, Evacuation and Traffic Control Revision 3 in a disaster would not be prudent because the type and location of the incident will dictate the decision of what would be the most effective routes.   C. If necessary, rest areas will be established for the aid and convenience of people passing through the City en-route to neighboring reception areas. Evacuees will be able to obtain fuel, water, medical aid, vehicle maintenance, information, and comfort facilities when practical.   D. People requiring transportation should report to announced entry areas. Transportation will be provided from these points.   E. Mobility-impaired individuals unable to evacuate themselves would receive assistance from the police and fire departments.   F. Regional city police departments may coordinate assistance to any vehicles having mechanical problems during an evacuation.   G. Police-related agencies will provide security to each congregate care parking facility.   IV. Resources Available   A. EMS resources would be available, if needed, to evacuate non-ambulatory individuals. (See Annex E)   B. Various bus companies could provide buses, if needed, to assist in the evacuation process and for transportation of essential workers to hazardous areas. The Public Works Division has access to barricades to assist in any needed road closures. (See Bus Companies tab in resource manual)   V. Supporting Standard Operating Procedure (SOP)   Regional police department standard operation procedures Regional fire department standard operation procedures Annex L – SARA Vulnerability Zone Charts SARA Covered Facilities City evacuation map   Attachments:   1. Maps of potential hazard areas.   2. List of SARA-covered facilities.   Annex F - 2 Annex G LAEM Fire Protection EMERGENCY OPERATIONS PLAN Revision 3     I. Purpose   To define the responsibility for the provision of fire protection service(s) in the LAEM.   II. Responsibility and Scope   Under the direction of the Fire Chief, the Fire Departments within the LAEM region shall have the primary responsibility for the provision of fire protection services within the local jurisdiction having authority. Services provided include fire suppression, rescue, radiological emergencies, hazardous material and technical rescue response. The fire department, in certain circumstances, is also responsible for search and rescue actions. Utilizing the National Incident Command System, the Fire Chief of the local jurisdiction having authority shall assign resources as required to address fire protection activities. Other public safety agencies and volunteers may provide assistance.   III. Mutual Aid Agreements   The Fire Departments serving the Lake Area Emergency Management region participate per ordinance, Mutual Aid, and MSA Chapter 12. The members of these groups have agreed to respond when called upon. Written mutual aid agreements exist and are on file with the Fire Departments within the region.   IV. Policy and Supporting Standard Operating Procedure (SOP)   Refer to the Local Jurisdiction having authority Fire Department Manual of Policies, Regulations, and Operating Guidelines for procedures relative to fire protection operations. Hazardous Materials Operational SOPs for detailed procedures of chemical response, identification and decontamination for fire personnel.                            Annex G – 1 Annex H Damage Assessment Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex H - 1       I. Purpose   To provide an overview of how damage assessment would be accomplished following a disaster/emergency in cities within the region.   II. Responsibilities   A. The Emergency Management Director is responsible for:    1. Developing and maintaining a damage assessment "team" composed of municipal and/or private sector agency representatives.   2.   Maintaining and up-to-date listing of damage assessment team personnel.   3.   Maintaining the procedures to be followed for damage assessment.   4.   Coordinating the damage assessment process (following the occurrence of a disaster/emergency).   B.   City   government officials who, depending upon the nature of the disaster/emergency, would participate in a damage assessment effort:   1. City Engineer/Public Works Director   2. City Assessor   3. City Finance Director 4. Building Officials    C. County government officials who (potentially) would participate in a damage assessment effort:   1. Emergency Management   2. Transportation/Public Works   III. Concept of Operations   Disaster intelligence is a tool for action and involves the complete cycle in which information about an event is collected, processed, evaluated, and disseminated to those who need it. This is a key process in caring for the short and long-term disaster needs of the people in the community. Damage assessment, which is an element of disaster intelligence, is an appraisal or determination Annex H Damage Assessment Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex H - 2     of the actual effects on human, economic and natural resources resulting from an emergency or disaster. Delayed assessments may cause hardship as well as erode confidence in the ability of the community to react in time of emergency. Although a rapid preliminary damage assessment is desirable and should be reported to Hennepin County Emergency Management as soon as possible, a more accurate assessment should be compiled as soon as weather and other local conditions permit. Trained spotters should be used to assess actual damage.   Description of assessment requirements (first hour, first 8 hours, first 24 hours)   Within the first hour following an incident, public safety agencies and public works will conduct a systematic survey to determine impacts on infrastructure. (Impassable roads, downed power lines, downed trees and significant structural damage to buildings) During the first hour, the priority shall be life safety.   Within 8 hours: The priority will be property preservation and evaluation of impact to key government infrastructure.   Within 24 hours: The American Red Cross, (ARC).   A. The American Red Cross, by ARC Regulation 3029, is required to submit a preliminary damage assessment survey of homes to the operations headquarters of the jurisdiction involved in a disaster within 24 hours and submit a detailed damage assessment within 72 hours.   B. A copy of the Red Cross damage survey information will be provided to the City EOC.   C. Private sector agencies that might be available and that might be appropriate participants in a damage assessment effort:   1. Red Cross -- Greater Minneapolis Area Chapter, 612-871-7676 , official in charge of emergency services.   2. Insurance companies and realtors.   3. Hazardous materials clean-up contractors.   4. Hazardous materials.   5. Christian Reformed World Relief Committee – specializes in detailed damage assessment for long-term recovery operations.   III. Policies and Procedures   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 damaged sites. Annex H Damage Assessment Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex H - 3         C. When damage assessment is carried out in conjunction with a request for State or Federal disaster assistance, the Emergency Management Director may contact the Hennepin County Emergency Management Office, who will coordinate with Minnesota Homeland Security Emergency Management. (HSEM) IV. Supporting Documents   For additional information and guidance, refer to:   Disaster Response and Recovery: A Handbook for Local Government - Hennepin County Emergency Management Plan Annex I Congregate Care Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex I – 1     I. Purpose   To describe how the congregate care (emergency housing, feeding, clothing, and counseling) needs of affected jurisdiction’s residents would be met in the event of a disaster/emergency.   II. Responsibilities   A. Congregate care encompasses a great deal of involvement for a large number of organizations, both public and private, who are specially trained, have needed resources and possess a mandate or mission in sheltering/congregate care. The following local jurisdiction’s and/or Hennepin County government departments/private sector agencies are responsible for ensuring that the congregate care needs of disaster victims are met:   1. Emergency Housing – City department having responsibility, American Red Cross, Salvation Army, and Hennepin County Human Services and Public Health Departments.   2. Emergency Feeding - City department having responsibility, American Red Cross, Salvation Army, MN-WI Baptist Conventions, and Hennepin County Human Services and Public Health Departments.   3. Emergency Clothing - City department having responsibility, American Red Cross, Salvation Army, and Hennepin County Human Services and Public Health Departments.   4. Counseling - City department having responsibility, American Red Cross, Salvation Army, Lutheran Disaster Response, and Hennepin County Human Services.   5. Health/Medical Service – North Memorial, American Red Cross and Hennepin County Human Services and Public Health Departments. (Also see Annex E)   6. Waste Management – The involved local jurisdiction will potentially enlist private contractors to offer this service.   7. Mental Health Treatment and Grief Counseling – counseling for emergency workers and victims will be coordinated in conjunction with local resources. Services may be provided by the American Red Cross, the Salvation Army, Hennepin County Human Services and Public Health Departments, and related MnVOAD agencies.           Annex I Congregate Care Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex I – 2       B. Additional Responsibility   1. Registration of Victims - American Red Cross and City department having responsibility and. Hennepin County Human Services and Public Health Departments may serve in supporting role.   2. Inquiry and Referral (regarding disaster victims) - City department having responsibility, American Red Cross and Hennepin County Human Services.   III. Coordination of Congregate Care   The City Clerk would be responsible for providing overall coordination of the congregate care function. In order to facilitate this coordination, the American Red Cross would provide a representative for the Emergency Operating Center (EOC).   IV. Available Resources   A. Personnel: American Red Cross (150 trained volunteers/staff) through mutual aid agreements additional personnel available when needed.   B. Facilities: Shelter/mass feeding agreements are on file with Minneapolis Red Cross, 612-871-7676.   C. Supplies/Equipment: 150 cots, blankets, pillows (Red Cross and the Salvation Army can obtain more if needed).   D. Other Assistance: Minnesota Voluntary Organizations Active in Disaster (MNVOAD). Per the Minnesota Emergency Operations Plan, Annex B- Congregate Care, the following MNVOAD Members can be accessed for congregate care functions during a disaster/emergency:   Adventist Community Services Animal Humane Society ARES/RACES (Amateur Radio Operators) Catholic Charities Church of Jesus Christ of Latter Day Saints Christian Reform Church Mennonite Disaster Services Minnesota Food Bank Network Minnesota Jewish Disaster Relief Fund MN Search & Rescue Dog Assoc., MN-Wisc. Southern Baptist Conv. Nazarene Compassionate Ministries North Amer. Center for Emerg. Comm United Methodist Church United States Army Reserve The Salvation Army   Contact information located in Lake Area Resource Manual, Tab B. Annex I Congregate Care Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex I – 3     E. Pet evacuation: Sheltering assistance may be obtained from: PUPS Animal Humane Society Humane Society of the United States Minnesota Animal Disaster Coalition Minnesota Animal Control Association Minnesota Horse Council (horse issues only)     These agencies can be reached through MnVOAD, which can be contacted via the Minnesota State Duty Officer.   Contact information can be located in the Resource Manual. Annex I Congregate Care Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex I – 4         ATTACHMENT 1   COORDINATION PROCEDURES   The involved jurisdictions Emergency Management Director has responsibilities during and following an evacuation situation, whether caused by a local problem or, in the worst case, an enemy attack. A major evacuation under the worst situation would only be undertaken if international situations determined it was in the best interest of the populace.   Depending on the disaster, the local jurisdiction having authority can be either a hazard or reception area. Plans have been made to evacuate, if necessary, to a reception area. Congregate care space is listed in this emergency operation plan, Tab B.   Emergency public information will be announced over radio, TV, social media and mass notification systems for a major evacuation. It will advise a citizen where to go and what to do and will identify staging areas and routes to the reception areas.   Following is a checklist of responsibilities and actions to be taken during congregate care or evacuation situations:   A. Arrange with the owners for opening of care facilities and assign personnel.   B. Coordinate assistance from the local jurisdiction having authority Parks and Recreation Department, Red Cross, Salvation Army, religious groups, and other volunteers.   C. Coordinate the allocation of local congregate care space and shelter space.   D. Coordinate assignment of personnel and volunteers to congregate care facilities.   E. Advise the local jurisdiction having authority Public Information Officer to release information on the occupancy of congregate care facilities/mass care centers.   F. Distribute evacuees proportionately, keeping media informed of the situation and who to contact for information on evacuees.   G. Monitor distribution of necessary supplies and services to each facility.   H. Keep the local jurisdiction having authority Emergency Management Director informed of actions taken and any assistance needed from fire, police or health officials.   I. Issue information and instructions to evacuees regarding lodging, feeding, health, and sanitation.   J. During a major evacuation, assign personnel to staging areas and notify the local jurisdiction having authority Emergency Management Director of transportation needs.   Lists of shelters, approved congregate care centers, and temporary food facilities are maintained in the Lake Area Emergency Management Resource Manual. Annex J Debris Clearance/Public Works Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex J – 1         I. Purpose   To describe how debris clearance would be accomplished following a disaster/emergency in the region.   II. Responsibilities   Within the LAEM, the Public Works Department and the Park Maintenance from the jurisdiction/s having authority would be responsible for debris clearance.   III. Policies and Procedures   A. To clear debris from City Streets, City public right-of-ways and City Facilities within the region.   B. Coordinate with Hennepin County Public Works and the Minnesota Department of Transportation regarding County Roads, State Highways, and Interstates involving debris clearance.   C. Coordinate and oversee mutual aid requests and responding resources regarding debris clearance during disaster/emergency events utilizing the NIMS/ICS structure.   D. Coordinate efforts with the Parks Department staff in the debris clearance of parks and park trail properties within the jurisdiction/s having authority.   E. Is responsible for the disposal of solid waste (concrete, dirt, brick, non-hazardous materials, etc.), tree and brush-type debris and other building-type debris (lumber, roofing materials, etc).    F. Debris would be disposed of at the following locations:   1. Debris would be trucked to a landfill desginated by each city.   2. Tree debris would be trucked to the tree disposal site as designated by Public Works for the jurisdiction having authority.    G. If additional debris clearance-type equipment were needed, it would be obtained from Hennepin County and other cities per mutial aid agreements.   H. Except in extremely unusual circumstances, removal of debris from private property would be the responsibility of the property owner. Annex J Debris Clearance/Public Works Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex J – 2       I. In the aftermath of a natural or other type of disaster, residents will be asked to sort debris by:   1. Trees and brush 2. White goods (appliances) 3. Household hazardous waste 4. Construction/demolition materials 5. Regular garbage    J. Determination of emergency routes will depend on the nature and location of the debris generating event, and will be identified by the Incident Commander.   K. The Minnesota Pollution Control Agency (651-649-5451) will assist with the disposal of industrial and hazardous waste.   L. Hennepin County Environmental Services (612-348-3777) will assist with the disposal of household hazardous waste.   M. The Board of Animal Health (651-296- 2942), and the Minnesota Department of Agriculture (651-201-6000) will advise/assist with the disposal of animal carcasses.   N. Contracting procedures will be determined by the City’s Administrative Services/Finance Department.   IV. Supporting Documents   A. A listing of construction contractors which have debris removal-type equipment, and which are located in the City, is on file at the Public Works.   B. No formal agreements for debris clearance removal exist with other cities other than through normal emergency management channels or the Emergency Assistance Pact.    V. Supporting Activities   A. Provide barricades and signage for street closures and detours requested by Police or Fire Incident Commanders.   B. Escort emergency vehicles into debris filled areas, clearing a route(s) of travel.   C. Assist with the repair and refueling of emergency response equipment and vehicles in the field.   D. Provide City Staff equipped with street and sewer information as needed by the Incident Commander to contain the flow of liquid hazardous materials.   E. Provide material, equipment and personnel to provide dikes and sandbags for Haz-Mat and flooding situations. Annex J Debris Clearance/Public Works Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex J – 3       F. Close/block storm sewer holding pond out flows to contain hazardous materials flowing in sewers.   G. Assist police with door-to-door evacuations in “non-hot zone” and non-hazardous areas.   H. Assist police with traffic control and outer perimeter security.     VI. Supporting Standard Operating Procedure (SOP)   Lake Area Emergency Management Emergency Operations Plan – Annex L Annex K LAEM Utilities Restoration EMERGENCY OPERATIONS PLAN Revision 3     I. Purpose   To provide an overview of how utility services would be restored following a disaster/ emergency. Priorities for utility restoration will depend on the nature and location of the incident. Vulnerable populations and facilities essential for public safety and continuity of government will be considered first. Each jurisdictions public works and/or utility departments are responsible for coordinating the repair and restoration of vital services. II. Responsibilities   Member cities will maintain a list of public and private utility providers to be used in the event of a utility outage due to a disaster/emergency. The Director of Emergency Management is responsible for developing and carrying out standard operating procedures used to prioritize and coordinate the repair/restoration of vital services, including conducting safety inspections before the general public is allowed to return to the impacted area(s). Each City within the Lake Area Emergency Management must have standard operating procedures for establishing recovery time objectives or recovery priorities for essential functions and critical infrastructure repair and restoration.                                                            Annex K – 1 Annex L Radiological/Hazardous Materials Protection Revision 3 LAEM EMERGENCY OPERATIONS PLAN   Part A – Radiological Protection   I. Purpose   It is recognized that emergency situations could develop in which the Lake Area Emergency Management area residents could be exposed to radiological incidents or threats. Plans are needed to ensure a coordinated response and recovery from transportation accidents, nuclear power plant incidents, industrial accidents, laboratory radiation incidents, military accidents or nuclear attack.   II. Organization   The State of Minnesota Chemical Assessment Team (CAT) located in Hopkins is the City’s radiological protection organization. The Team will support the local operation under the direction of the local Incident Commander. The Operations Officer for the Hopkins Chemical Assessment Team will be responsible for the maintenance and placement of radiological equipment. The local Incident Commander will make the request for the team through the State Duty Officer at (651) 649-5451.   III. Responsibility   A. The Public Safety officials are responsible for:   1. Coordination of data, 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 to the area are available and utilized in time of emergency. Each city’s overall radiological response and recovery efforts, including monitoring, reporting, assessment, containment, and protective actions are coordinated through NIMS.   B. HSEM and the Minnesota Department of Health (MDH) will be called upon for instrumentation, guidance, decontamination, and medical evaluation. Public Safety personnel will respond as necessary, to assist in the execution of this responsibility.   C. The Local Police Department is responsible for:   1. Supporting emergency operations during radiological incidents.   2. Assisting with security and traffic direction at facilities, thoroughfares, and public areas.   Annex L - 1 Annex L Radiological/Hazardous Materials Protection Revision 3 LAEM EMERGENCY OPERATIONS PLAN   IV. Operations Policies   A. Radiological response operations will be directed and controlled at the scene utilizing the incident command system. This would include establishing an exclusionary zone and the use of monitoring equipment where available. When appropriate, operations will be coordinated from an Emergency Operations Center. Scene operations will be controlled by the on-site incident commander.   B. In the event of any radiological emergency, local government should immediately contact the State Duty Officer at 651-649-5451 to request technical and operational assistance. Annex L - 2 Annex L Radiological/Hazardous Materials Protection Revision 3 LAEM EMERGENCY OPERATIONS PLAN      Part B – Hazardous Material Protection   I. Purpose   It is recognized that emergency situations could develop in which residents of the region could be exposed to an accidental release of hazardous materials. Planning is needed to ensure a coordinated response to all types of hazardous material incidents, whether they occur at a fixed facility or the result of a transportation accident.   II. Response   A. Pre-identification 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 Lake Area Emergency Management area have been pre-identified.   1. “Covered” facilities are facilities that possess extremely hazardous materials. A list of the covered facilities and their locations are maintained by each city in the region.   2. Other facilities that may contribute an additional risk due to their proximity to “covered” facilities. A list of other facilities and their locations are maintained by each city in the region.   3. Facilities (schools, hospitals, nursing homes, etc.) at risk due to proximity to facilities with extremely hazardous materials. A list of at risk facilities and their locations are maintained by each city in the region.   4. Transportation and evacuation routes (highways, railroad lines, etc.) for extremely hazardous materials are contained in the resource manual (Tab F). Transportation and evacuation routes are maintained by each city in the region. Maps showing these routes are also available within the EOC.   B. Determination that a release of hazardous materials has occurred. Facilities located within the Lake Area Emergency Management which 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 when 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 brief description of Annex L - 3 Annex L Radiological/Hazardous Materials Protection Revision 3 LAEM EMERGENCY OPERATIONS PLAN     any specialized system (i.e., monitor/sensor system) are described in the facility emergency plans. Copies of these plans are available from the Local Fire Department.   C. Response by Public Safety Responders. Emergency responders, and City employees who respond to hazardous materials incidents within the Lake Minnetonka Region, have received training designed to help them properly respond to such incidents. At the minimum, city personnel are trained at the First Responder Awareness Level, as defined in 29 CFR 1910.120(q)(6)(i), or will work under the supervision of incident command staff.   Local Police Department is trained to, and responds at the First Responder Awareness Level, as defined in 29 CFR 1910.120(q)(6)(i). Training records are maintained by each Police Department.   The EMS transport agencies for the Lake Area Emergency Management area, and their designated mutual aid ambulance services are trained to 910.120(q)(6)(i). Training records are maintained by each EMS agency.   Local Fire Departments respond at the Haz-Mat Operation Level, Technician or Specialist level as defined in 29 CFR 1910.120(q)(6)(ii), 1910.120(q)(6)(iii) and 1910.120(q)(6)(iv) respectively, to include decontamination. Training Records are maintained by the Fire Department Training Officers. (Specific Response info)   D. Response to a release of a hazardous material.   1. Each city has conducted a hazard analysis to determine potential populations and facilities which might be affected by a hazardous materials emergency. The resource / methodology used to determine the area of the city likely to be affected includes the following:   a. The Technical Guidance for Hazardous Analysis, the US DOT, North American Emergency Response Guidebook, CAMEO and other computer software, facility preplans, and/or other systems and publications.   2. Facilities within the Lake Area Emergency Management area that possess 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 1910.38 (a) that their employees will follow in the event of a release of those materials. At minimum, the plans must: Annex L - 4 Annex L Radiological/Hazardous Materials Protection Revision 3 LAEM EMERGENCY OPERATIONS PLAN       a. Specify that the facility shall immediately notify the following in the event of an accidental emergency release: Local authorities by dialing 911, state authorities by contacting the State Duty Officer by dialing 651/-/649-5451, and the National Response Center by dialing 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.   3. All covered facilities have developed, or (new facilities) have under development emergency response plans for on-site response. Copies of the plans are located at each fire department.   E. Hazardous Materials Response Capabilities   1. Within the Lake Area Emergency Management area, the Fire Department has the primary responsibility for responding to hazardous materials incidents.   2. First responders will begin their determination of the area affected by a hazardous materials release by identifying / verifying the hazardous material involved. The following methodology will be utilized to determine the need for evacuation and the area of the city to evacuate: Use of the direct observation where applicable, North American Emergency Guide Book, Facility Preplans (if fixed facility), computer modeling when available, and on the advice of State Chemical Assessment Team, or facility operator.   3. All responses to hazardous materials incidents within the Lake Area Emergency Management area will be coordinated through the use of the National Incident Management System (NIMS).   F. A listing of emergency equipment available from public agency Haz- Mat resources is contained in the Resource Manual.   G. A listing of available emergency equipment and facilities owned and operated by private facilities and available for use in response to a Haz-Mat accident would normally be contained within the facility plan. Currently, of the facilities located within the Lake Minnetonka Region, none of the facilities processes unique or specialized equipment which is not available in sufficient quantities from local government sources. Annex L - 5 Annex L Radiological/Hazardous Materials Protection Revision 3 LAEM EMERGENCY OPERATIONS PLAN   III. State/County Support   In the event of a hazardous materials incident that is beyond the capabilities of a specific city’s fire department and immediate mutual aid agencies; assistance from Hennepin County Environmental Services, and State Agencies CAT – Chemical Assessment Teams, and Hazardous Materials Response Teams can be requested. Such requests are made through the State Duty Officer (651-649-5451).   IV. Federal Support   In the event of a hazardous materials incident that is beyond the capabilities of municipal, county, and state governments, the National Regional Response Team can be requested through the Duty Officer (651-649-5451).     A. Reimbursement of costs for a hazardous materials response may be available. To be eligible for reimbursement, contact the National Response Center (1- 800-424- 8802) and the MCPA within 24 hours of the incident and subsequently submit an application for reimbursement. Hennepin County and State Emergency Management offices can offer assistance when seeking reimbursement from this and other sources.   V. Supporting Documents   Lake Minnetonka Regional Resource Manual Local Fire Department Manual of Policies, Regulations, and Operating Guidelines Local Police Department Policies and Procedures Manual EMS Transportation Service – Hazardous Materials Response SOP (??) Hennepin County Emergency Operations Plan – Hazardous Materials-Annex H The National Response Teams’ Hazardous Materials Emergency Planning Guide and Technical Guidance for Hazard Analysis North American Hazardous Materials Emergency Guidebook Annex L - 6 Annex L Radiological/Hazardous Materials Protection Revision 3 LAEM EMERGENCY OPERATIONS PLAN   ATTACHMENT 1 HAZARDOUS MATERIALS RESPONSE LEVEL DESCRIPTIONS Response Level 1 – Potential Emergency Conditions An incident or threat of a release which can be controlled by the first response agencies and does not require 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. Level 1 Agency Contacts: Respective local Fire Department Respective local Police Department Appropriate Medical Transportation Service MN DEM State Duty Officer Consider Partial EOC activation Appropriate local Public Information Officer Appropriate local Public Works Department Hennepin County Emergency Management Response Level II – Potential Emergency Conditions 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. Level 2 Agency Contacts: All Agencies in Level 1 plus: State Chemical Assessment Team Consider Full EOC Activation Public Utilities Minnesota State Patrol Mutual Aid Fire State Haz-Mat Team Red Cross Annex L - 7 Annex L Radiological/Hazardous Materials Protection Revision 3 LAEM EMERGENCY OPERATIONS PLAN   Response Level III – Potential Emergency Conditions An incident involving a severe hazard or a 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, Federal or private agencies/organizations. Level 2 Agency Contacts: All Agencies in Level 1 and 2 plus: Mutual Aid EMS MN Division of Emergency Management Mutual Aid Law Enforcement EPA FEMA 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 considered.   Annex L - 8 Annex M Law Enforcement Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex M – 1         I. Purpose To summarize how law enforcement services are provided in the City. II. Responsibility Law Enforcement services are provided by the Police Department. III. Mutual Aid Agreements The Police Department participates in mutual aid agreements which involve law enforcement agencies from the immediate area and county. Agreements are on file in the Police Chief’s office. IV. Communication Capability Police Department vehicles are equipped with mobile and portable communications equipment, and are dispatched by the Hennepin County Sheriff’s Communication Center. V. Hazardous Materials The Police Department responds at the first responder awareness level as defined in 1910.120 and serves in a support role to the Fire Department. VI. Police Department Training Records Police Department training records are maintained by the department training officer at the police offices. VII. Command, Control, Coordination When responding to incidents involving multiple agency or discipline response, the Minnesota Incident Command System is utilized when responding within the City. VIII. EMS First Responder The Police Department has the primary responsibility with the Fire Department for providing EMS first responder service to the citizens of the City. Annex M Law Enforcement Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex M – 2     IX. Search and Rescue Those incidents occurring within the Lake Minnetonka Region which involve search and rescue activities as a result of a law enforcement event, such as the search for a criminal suspect or lost child, would be the primary responsibility of the Police Department. Any responding mutual aid assistance would be coordinated under MIMS. X. Public Information The Police Department, when responding to an event involving multiple agency/discipline response and other mutual aid agencies, would coordinate with and support the Public Information Officer as designated by the Incident Command or Chief of Police. XI. Investigations The Police Department is the primary agency for conducting and/or coordinating investigations of incidents within the Lake Minnetonka Region as outlined by Minnesota State Statute. This is to include the coordination with county, state and federal investigative agencies where indicated. The MIMS system is utilized to facilitate these efforts. XII. Evacuation The Police Department has primary responsibility for coordinating and execution of evacuations to include transportation resources during times of emergency. (See Annex F) XIII. Traffic Control The Police Department has the primary responsibility within the City to provide traffic control on a day-to-day basis as well as during times of emergency. The establishment of traffic control points is at the discretion of the Incident Commander or ranking Police official. XIV. Warning and Notification The Police Department has primary responsibility to ensure that all warnings and notifications of key personnel and facilities are transmitted as the agency responsible for the City warning point. Annex N Domestic and Exotic Animals Revision 3 LAEM EMERGENCY OPERATIONS PLAN       I. Purpose   The purpose of this plan is to coordinate the effective use of public and private partnerships for the evacuation, rescue, transport, sheltering, and disposal of domestic animals (pets and livestock) and exotic animals in the Lake Area Emergency Management during and after a disaster/emergency.   II. Responsibilities   A. The ultimate responsibility for any animal lies with its owner.   B. The Emergency Management Director of the jurisdiction having authority is responsible for the activating the plan.   C. The Emergency Management Director or his/her designee of the jurisdiction having authority will assist in providing resource coordination between the public and private sector.   D. The Emergency Management Director of the authority having jurisdiction is responsible for coordinating the dissemination of information to the public on mitigation and recovery actions for domestic animals.   E. City personnel and equipment from within the Lake Area Emergency Management region may be utilized to assist owners who do not have the resources or transportation available to ensure the proper evacuation of their animals in a safe and timely manner.   F. The Lake Area Emergency Management will maintain pre-determined agreements to ensure that adequate resources are available to assist with these concerns during a disaster/emergency. (HENNEPIN COUNTY EMERGENCY MANAGEMENT PLAN)   III. Resources   Police Department Community Service Officers Fire Department personnel Mutual aid with neighboring Community Service Officers Minnesota Department of Natural Resources Hennepin County Animal Humane Society Local Veterinarians & Technicians Hennepin County and Minnesota State Fair Grounds Leroy Job Trucking Company (Animal Rendering) Public school facilities Minnesota Horse Council University of Minnesota Veterinary Hospital Zuhrah Shrine Mounted Patrol Stable Annex N - 1 Annex N Domestic and Exotic Animals Revision 3 LAEM EMERGENCY OPERATIONS PLAN     Minnesota Herpetological Society Local Wildlife Rehabilitators  Parks and Recreation PetSmart Pets Under Police Security (PUPS)   IV. Equipment Considerations   Kennels/Cages/Aquariums Food First-aid materials Muzzles Dishes ID Bands Digital Cameras Vehicles V. Procedure   During a disaster/emergency event the Emergency Management Director or his/her designee of the authority having jurisdiction will coordinate with the Police Department of the jurisdiction having authority to implement the required aspects of this plan. The Police Department will coordinate with the listed resources to address the concerns at- hand to find reasonable solutions to rescue, shelter, treat, feed, remove, and transport both domestic and exotic animals.   Annex N - 2 Annex O Terrorism Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex O – 1       I. Purpose   This is a general guideline for coordinating emergency operations in the event of a terrorist attack.   II. Responsibility   Lake Area Emergency Management will play a key role in the initial crisis management phase of a terrorist attack and the affected city will maintain the sole responsibility for consequence management throughout the incident. During a terrorist threat or actual incident, response from County, State, and Federal agencies will be required.   III. Policies   Local Emergency Responders shall perform the following tasks:   A. Establish overall direction, control and/or coordination through a unified command and/or open the EOC to support the response to a terrorism incident.   B. Fire/Rescue will provide fire control, rescue operations and hazardous material response and assist law enforcement in evacuations.   C. Law Enforcement will exercise 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.   D. The local city Emergency Management Division will be responsible for all resource coordination during the incident i.e., FBI, ATF, FEMA, HSEM, etc.   E. If the incident is determined to be an act of terrorism, the FBI becomes the lead federal agency.   IV. Notifications   In the event of a terrorist attack, notifications need to be made in order to properly enact the Emergency Operations Plan.   Agencies to be notified:   A. Lake Area Emergency Management: The jurisdiction/s involved: City Manager/City Administrator or designee / Emergency Management Director, Emergency Management Coordinator, Fire Chief, Department Directors and Police Chief   Annex O Terrorism Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex O – 2     B. Hennepin County Emergency Management – Incident Annex I    C. Federal Bureau of Investigation   D. Involved jurisdiction/s City Council E. Minnesota Division of Homeland Security and Emergency Management (HSEM) V. Procedures   A. Initial Response Considerations:   1. Protection of self and crew 2. Size-up and assessment by first arriving unit 3. Establish Incident Command System 4. Isolate area 5. Establish initial zones and perimeters 6. Identify need for and request additional resources 7. Consider secondary devices 8. Location of Command Post, Staging, and Decontamination areas 9. Weather 10. Access and egress routes   B. Law Enforcement Response:   Law Enforcement will exercise broad lawful authority with existing capabilities to protect life and property threatened by terrorism incidents which include: ordering evacuations, curfews, and other necessary actions to contain/control the incident.   Law Enforcement Considerations:   1. Recognize Hazmat and secondary devices 2. Preservation of crime scene/evidence protection 3. Conduct investigation and apprehension of suspects 4. Perimeter scene control 5. Traffic control 6. Protect first responders and on-scene personnel 7. Request Bomb unit if necessary 8. Establish ingress and egress for emergency vehicles 9. Credentialing (support personnel will handle) 10. Intelligence gathering with Federal, State, and local authorities 11. Activate tactical response team 12. Establish communications with on-scene personnel and first responders Annex O Terrorism Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex O – 3         13. Establish staging areas a. Media b. Family c. Personnel d. Equipment   C. Fire Service Response:   In a critical event, the fire service will evaluate the incident to determine the danger and magnitude of the event. The fire service will provide fire suppression, rescue operations, and will assist HazMat teams. In addition, the fire service will assist law enforcement with evacuations.   Fire Service Considerations:   1. Fire suppression 2. Rescue operations   HazMat Considerations:   1. Identify the product 2. Determine hot, warm, and cold zones through monitoring 3. Provide recommended evacuation/isolation distances and/or shelter in place plan 4. Monitor air quality continuously 5. Provide emergency and technical decontamination and recovery teams 6. Mitigate hazards 7. Assist Law Enforcement with the Collection and protection of evidence. 8. Provide technical support/information with regard to possible symptoms and treatments per reference materials as required   D. Emergency Management Response:   The involved jurisdiction’s Emergency Management Division will establish overall direction, control, and coordination through unified command in response to a terrorism incident.   Emergency Management Considerations:   1. The EOC will be opened and will establish overall direction control and/or coordination through a unified command to support the response and recovery to a terrorism incident. 2. The EOC staff will utilize the C-FLOP (Command Finance Logistics Operations Planning) Incident Command format to assist in the coordination and control of the event. EOC staff will be divided into each C-FLOP component and will work with the designated commanders. Annex O Terrorism Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex O – 4       3. The EOC will manage the process for all requests for assistance through HSEM to request State and Federal assistance i.e., National Guard, FEMA, etc. 4. The EOC will coordinate all requests for assistance and anticipated needs through existing mutual aid agreements with the involved jurisdiction. 5. The EOC will determine the need for shelters and will notify shelter managers and volunteer agencies to open and operate the shelters as needed. 6. The EOC will assist with any P.I.O. considerations. E. Emergency Medical Services Response: North Memorial Ambulance Service, Ridgeview Medical Center, and HCMC ambulance are the Lake Area Emergency Management’s primary emergency medical support providers. In the event of a terrorist attack, EMS will be summoned to coordinate patient care.   EMS Considerations:   1. Provide basic and advanced life support care 2. EMS will treat and transport injured victims and coordinate triage 3. EMS will request mutual aid assistance when needed 4. EMS will track the transport destination of all patients 5. EMS will assist HazMat with decontamination and treatment of the contaminated patient   F. Public Health Response:   Hennepin County Human Services and Public Health Department shall monitor the emergency situation for health threats, initiate alerts, provide epidemiological investigation and response, and implement a plan for mass prophylaxis or vaccination of citizens through the Strategic National Stockpile program when needed.   Public Health Response:   1. Inspect licensed facilities and mass care sites to ensure safe food, lodging, and water. 2. Conduct prevention and control activities including epidemiological investigations and recommendations to reduce the public health consequences of the emergency. 3. Ensure mechanisms for mass dispensing of vaccine or antimicrobials for the public. Annex O Terrorism Revision 3 LAEM EMERGENCY OPERATIONS PLAN Annex O – 5       G. Volunteer Agencies Response:   The following agencies and personnel will be considered for providing additional resources and support if necessary. All volunteer agencies will perform support functions in identified “Cold Zones.”   1. Red Cross: The American Red Cross may provide various services, depending on the event, including food, shelter, disaster mental and physical health services, disaster welfare inquiry service, and financial assistance and/or referrals. 2. Salvation Army: Provide food and shelter. 3. Lake Area Emergency Management regional Police Reserves/Explorers resources: Aid with support functions. 4. Lake Area Emergency Management regional Chaplain Corps: 5. Lake Area Emergency Management regional Managers and Coordinators: Support the command staff in the Emergency Operations Center (EOC).   VI. Summary   In the event of a terrorist attack, the local jurisdiction having authority will have a number of responsibilities in both the crisis and consequence management phases of the incident. This annex provides general guidelines for coordinating the City’s emergency operations, response, and recovery from a terrorist attack. LAEM EMERGENCY OPERATIONS PLAN Annex P Volunteer/Donations Revision 3 Annex P - 1         I. Purpose   This is a general guideline for coordinating emergency operations in the event of a major emergency or disaster. Many disaster incidents create a need to coordinate donations of unsolicited goods and services, along with spontaneous or unaffiliated volunteers. It is not anticipated that every disaster incident will result in the donation of goods and services.   A. When circumstances warrant, a united and cooperative effort by state, federal and local governments, private volunteer organizations, the private sector and the donor community is necessary for the successful management of unsolicited and non-designated donations. This plan outlines a system for managing the onslaught of unsolicited and non-designated goods, which invariably make their way to the disaster area.   B. Because private volunteer organizations are experienced in managing volunteers and donations and have existing capabilities to receive, process and deliver needed goods and services to disaster victims, the city emergency management division having jurisdiction will look to those organizations for providing a means to implement the resource system.   C. The city emergency management division having a jurisdictional role in allocation and distribution of donations will be limited to providing a means to coordinate response needs with offers of goods and services. This will be accomplished through a Donations Coordination Team representing County, Local and Volunteer/Non-Profit agencies.   II. Responsibility   The City Emergency Management Division having jurisdiction will work closely with HSEM and MNVOADthat have agreed to help coordinate this effort. The City’s Volunteer Donations Plan will not interfere with any individual private volunteer organization’s policy concerning donations. Rather, the intent is the incorporation of all private volunteer organizational policies in order to provide a means for optimal coordination in responding to the needs of disaster victims in the most efficient and timely manner possible.   III. Direction and Control   This Disaster Resources Management Plan and implementing procedure will be activated in the event of a catastrophic disaster or other significant disaster causing a major need for resources. The Emergency Management Director and/or his/her designee, will determine when these procedures will be implemented and will notify appropriate City personnel, local government officials and participating volunteer organizations before public notification. LAEM EMERGENCY OPERATIONS PLAN Annex P Volunteer/Donations Revision 3 Annex P - 2       IV. Concept of Operation   A. When the disaster situation warrants, the Emergency Management Director or their designee of the jurisdiction having authority will assign the Donations Coordination Team to serve, along with volunteer non-profit agency representatives, on a needs assessment team. The needs assessment team will deploy to the affected area to determine the initial “needs list” for donated goods and/or volunteers to identify operating facilities to be used for donations management will be identified. Needs assessment is an ongoing process. Available facilities are outlined in the Lake Area Emergency Management Emergency Plan and Resource Manual. (See Tab C)   B. Upon implementation of the Emergency Management Plan, the Emergency Management Director of the jurisdiction having authority will designate an individual to assist the Donations Coordination Team in facilitating transactions concerning offers of cash, goods and services and volunteers during the disaster operations. The team is made up of the Volunteer Resource Coordinator, Donated Goods Coordinator, and the Financial Coordinator.   C. The Federal Emergency Management Agency donations coordinator, the state donations coordinator and representatives of participating volunteer organizations will be assigned to a Donations Coordination Center at the onset of a disaster. This Donations Coordination Center will be the central location for the Donations Coordination Team. The Center will be located at a location that has the following resources:   Paid phone line Multi-line phones Computer access Located close to an Emergency Operations Center Restrooms and a kitchen Large parking lot Emergency Power   D. Once the plan is implemented, participating volunteer organizations will provide the city emergency management division having jurisdiction with phone numbers and other pertinent information in order to begin an effective communications process. This information will be provided to the Donations Coordination Center.   LAEM EMERGENCY OPERATIONS PLAN Annex P Volunteer/Donations Revision 3 Annex P - 3     E. The Donations Coordination Center is tasked with facilitating the matching of donated goods and services with all organizations involved. This command post will work in conjunction with the affected jurisdiction (HSEM and/or Hennepin County) Emergency Operating Centers.   F. In cooperation with the State of Minnesota HSEM, a central phone number will be established for response to inquiries concerning donations. The number of operators needed will be determined based on the circumstances of the particular disaster incident. These phone line operators will come from RSVP, United Way, Hennepin County Emergency Management and Hennepin County Sheriff’s Department and the Lake Area Emergency Management.   G. A computer database can be utilized for documenting all donated resources. Donation information will be made available to all participating agencies, volunteer organizations and emergency responders.   H. Information regarding individuals and businesses soliciting contracts for goods or services will be recorded separately from donated goods and services.   I. For the proper management of unsolicited and non-designated donations, operating facilities will include checkpoints, staging areas, donations coordination center, distribution centers and storage warehouses.   J. The City Emergency Management Division having jurisdiction will coordinate with local governments, volunteer non-profit agencies and the State to identify appropriate facilities to serve as donations, coordination center, distribution centers and storage warehouses. (See Hennepin County Resource Manual)   K. The State will support the Lake Area Emergency Management and Hennepin County Emergency Management in any resource requirements, as appropriate, to make facilities operable in a timely manner.   L. When necessary, the Emergency Management Program having jurisdiction and Hennepin County Emergency Management will coordinate with RSVP, CERT, and United Way to provide personnel to assist in managing operating facilities and donations phone lines.   M. Twenty-four hour security of facilities and personnel shall be considered.   N. Hennepin County and the City Emergency Management Program having jurisdiction will coordinate with Hennepin County Sheriff’s Department, local police and Minnesota State Patrol to identify and manage checkpoints and staging areas for incoming donations. Weigh stations and rest areas will be considered for this use.   LAEM EMERGENCY OPERATIONS PLAN Annex P Volunteer/Donations Revision 3 Annex P - 4     O. The City Emergency Management Program having jurisdiction and Hennepin County Emergency Management will coordinate with Department of Transportation and the Minnesota State Patrol in directing vehicles and trucks bringing donations into their counties. Road signs should be posted and clearly marked.   P. Distribution centers will be operated by local governments, local churches, community-based organizations and volunteer agencies to provide donated goods directly to disaster victims.   Q. Volunteer agencies active in the disaster may operate independent facilities for coordinating designated donations and donations that are specifically solicited by their agencies.   R. Sanitation for volunteer and staff living on-site is a requirement. Sanitation and hand washing facilities will be required.   S. Arrangements for the feeding of volunteers and staff will be made when necessary. Mass feeding may be available through a volunteer agency with a mobile kitchen. Shuttle service to local eateries will be provided when warranted.   T. The appropriate key players will coordinate any information provided to the media before being released to the press. The City Emergency Management Division having jurisdiction in coordination with volunteer agencies, through news releases and printed materials will encourage cash donations rather than clothing, food or other items.   U. No attempts will be made by anyone involved in the coordination and implementation of this plan to solicit donations for any specific organization.   V. In circumstances where the donor is undecided or is unaware of which organizations are involved in disaster relief activities, the individual responding to the inquiry may provide a list of those organizations that are in need of and will accept the particular goods or services being offered.   If a cash donation is involved, a complete list of Volunteer Organizations Active in Disasters (VOAD) providing disaster assistance in the County will be provided to the donor.   The City Emergency Management Program having jurisdiction will make every effort to ensure that information about offers of goods and services are available to volunteer/non-profit agencies.   LAEM EMERGENCY OPERATIONS PLAN Annex P Volunteer/Donations Revision 3 Annex P - 5     W. Donors will be encouraged to make their own decision in choosing which organization the donation is to be designated. X. Donors will be advised to properly package and label all goods and to provide a detailed inventory list with shipments.   Y. The City Emergency Management Program having jurisdiction will work with the appropriate state and federal agencies to coordinate waste disposal operations. It may be necessary to maintain a waste disposal contract to effectively dispose of a considerable amount of cardboard, paper, metal and spoiled or unsafe containers of goods.   Z. The City Emergency Management Program having jurisdiction will coordinate with the local Radio Emergency Associated Communications Teams (REACT) Council and HAM radio organization to provide Citizen’s Band (CB) and other mobile radio communications. For example, REACT may provide truck drivers with directions to the appropriate donations facilities.   V. Administrative and Technical Support   A. Government agencies and volunteer organizations in implementing the Donations Plan will provide administrative support. Temporary personnel may be employed on an as needed basis.   B. Technical assistance is available from the State HSEM Division to provide guidance on:   Establishing a Donations Coordination Team; Establishing a Donations Coordination Center; Processing offers; Evolving from response to recovery; Establishing donations hot line/phone bank; and Developing press releases.   VI. Designated Cash Donations   A. Every effort will be made by the counties to encourage the public to contribute cash donations to established, recognized disaster relief organizations of their choice. All inquiries concerning donations for a specified organization will be referred to that organization.   B. The organization accepting/receiving designated donations will follow its own policies and procedures for handling the logistics involved.   LAEM EMERGENCY OPERATIONS PLAN Annex P Volunteer/Donations Revision 3 Annex P - 6     C. The United Way, the fiscal agent for this plan, may establish on-line donations to accept local, national and international financial donations.    D. The United Way is a 501.3c organization. Cash contributions, therefore, are tax deductible.   VII. Non-Designated Cash Donations   A. Even after being asked not to send cash directly to the state, some donations may be received. To prepare for that contingency, the City Emergency Management Program having jurisdiction may establish an approved Disaster Donations Fund through United Way. Cash contributions received but not designated to a specified organization will be deposited in the Disaster Donations Fund account. Donors who do not wish to specify their cash contribution to a particular volunteer organization will be advised to make the donation check payable to the Disaster Donations Fund.   B. Volunteer organizations, churches and other non-profit entities may apply for grants from the Disaster Donations Fund so long as the grant is used specifically for disaster-related needs and expenses.   C. Grantees cannot use any portion of a grant for administrative expenses. Grantees will be required to submit documentation of expenditures.   D. The City Emergency Management Program having jurisdiction may assign the Donations Coordination Team the responsibility of reviewing applications, preparing a brief summary for each application and submitting recommendations to United Way. The team may consult with the Emergency Management Director.   E. Surplus non-designated cash donations will be used only for needs and expenses resulting from jurisdictions’ declared disasters.   F. Undesignated funds, remaining after FEMA has closed all project applications, will be released to volunteer organizations by the United Way “Results Team.” These organizations must demonstrate the disaster had an adverse impact on their organizations resources.   G. The Financial Resources Team Leader will ensure an audit of all financial accounts is performed.   VIII. Unsolicited/Non Designated Donation Goods   A. Donors will be discouraged from sending unsolicited donations directly to the disaster site.   LAEM EMERGENCY OPERATIONS PLAN Annex P Volunteer/Donations Revision 3 Annex P - 7     B. Donors who insist on donating unsolicited or unwanted goods will be advised that although the goods cannot be accepted at this time, the information will  be entered into a data base and made available to federal and state governments, volunteer organizations and other emergency responders, should a need arise for such goods.   C. Goods not requested but which can be used will be made available to all participating volunteer organizations and other specialized existing non- profit organizations such as Goodwill Industries or a local community-wide food bank.   D. When possible, unneeded goods such as clothing shall be recycled or redistributed to others in need.   E. When deemed necessary, the city Emergency Management Program having jurisdiction would provide transportation of donated goods. A list of moving and storage companies can be found in the Hennepin County Emergency Management Resource Manual.   F. The City Emergency Management Program having jurisdiction will follow established guidelines for tracking the receipt and distribution of unsolicited and non-designated goods. A computer program for tracking goods may be needed to deal with the volume of goods based on the size of the disaster.   G. The team leader of the Donated Goods will seek an audit of all donations. H. Stores that will accept clothing, household goods, and furniture. GOODWILL – Will accept clothing and household items. Will not accept items that will cost them money to dispose of. SAVERS - Will accept clothing and household items. SALVATION ARMY – Will accept food, clothes, and some furniture. CATHOLIC CHARITIES - Will accept some food, clothing, and household items. Will not accept large appliances.   IX. Volunteer Services   The City Emergency Management Program having jurisdiction will encourage individuals age 18 and older interested in volunteering services to affiliate with a recognized private volunteer organization or other organized group of their choice to facilitate relief activities. Some local groups have been identified: LAEM EMERGENCY OPERATIONS PLAN Annex P Volunteer/Donations Revision 3 Annex P - 8       RSVP Community Organizations Church Groups Salvation Army Catholic Charities American Red Cross Ham Radio United Way Seventh Day Adventist Church Colleges High Schools      Positions to manage volunteer services:   Overall coordinator Volunteer Manager – recruitment, public information, and answer phones In-take Coordinator - sign waivers, registration forms Supply coordinator (before volunteers are sent out tosite) Transportation coordinator to direct them to their work site   A. Unaffiliated volunteers will be discouraged from going directly to any disaster site.   B. The Emergency Management Director and/or his/her designee of the city emergency management division having jurisdiction may be asked to identify potential volunteers with specific technical skills. The Director or assigned designee may work with the Public Information Officer.   C. Certification and credentials will be required of some volunteers such as doctors, nurses and certain other specialists to ensure volunteers chosen are qualified to provide the services they offer. Construction contractors providing both residential and commercial construction must be licensed by the State of Minnesota and show proof of license, insurance and bonding. All trades, including plumbing, heating and electrical contractors, must be licensed, bonded and insured either by the State of Minnesota or as applicable by the local municipality.   D. The City Emergency Management Program having jurisdiction may identify a Volunteer Center, depending on the disaster needs and the number of offers to volunteer that are received. This will be handled through the city emergency management program having jurisdiction. The Volunteer Center preferably should be within a one-mile radius from the disaster. Facilities could be schools, churches, warehouses, etc.   E. Volunteers will be advised they must be fully self-supporting for at least the first 72 hours.   F. Organizations will be encouraged to provide volunteers with easily recognizable identification. They must be age 18 or above, signed a waiver and capable of doing a task assigned without constant supervision. LAEM EMERGENCY OPERATIONS PLAN Annex P Volunteer/Donations Revision 3 Annex P - 9       G. Volunteer organizations involved in the disaster will request public volunteers, as needed, from the Volunteer Resource Team.   H. Requests from the disaster affected community for public volunteers will be made through each jurisdictions EOC.   I. The Salvation Army or the American Red Cross may be designated to feed volunteers.   J. Businesses and people offering their paid services will be put on a list for future services. County and City building permits will be required.    IX. Corporate Donations   A. Corporate offers of bulk items will be accepted if the items can be used in the disaster response and relief efforts.   B. Information concerning corporate offers of bulk items may be entered into a resource database.   C. When necessary, information concerning the proper use of items being donated and expiration dates will also be entered in the database.   D. Corporate donors will be advised to label all goods and to provide a detailed inventory list with all shipments.   E. Information on these resources will be made available to all private volunteer organizations and emergency responders through the resource database.   X. Public Information   A. The Emergency Management Program Director or his/her designee of the city emergency management program having jurisdiction, will designate a Public Information Office (PIO). All media releases go through the PIO.   B. The City Emergency Management Program having jurisdiction, in conjunction with private volunteer organizations will develop a program to educate the media, government officials, and the public concerning donations.   C. The public information program will be designed to encourage cash donations and to limit or stop the arrival of unneeded goods and services.   D. Public Information should reach a wide variety of organizations such as civic and church groups, unions, state, and other interest groups. LAEM EMERGENCY OPERATIONS PLAN Annex P Volunteer/Donations Revision 3 Annex P - 10       E. Press releases will be issued immediately following a major disaster. These press releases will encourage cash donations to the private volunteer organizations and will briefly explain some of the problems associated with unsolicited goods and services.   F. Press releases will be determined by an assessment of needs.   G. Volunteer organizations are responsible for representing their own organizations; however, prior coordination between key players should take place to ensure that messages to the public are consistent.   H. General public recognition of in-kind gifts, donations and services will probably be the only method that can be utilized to thank the donors.   XIII. Staffing Chart   Emergency Management Director of city Emergency management division having Jurisdiction Hennepin County Emergency Management Resource Coordination RSVP Director              Volunteer Resources RSVP Program Coordinator Donated Resources Comm. Services Program Mgr. Catholic Charities Financial Resources Director of Finance United Way   VOAD (Volunteer Organizations Active in Disasters) Community Members Hennepin County Emergency Management LAEM EMERGENCY OPERATIONS PLAN Annex P Volunteer/Donations Revision 3 Annex P - 11              MOVING AND STORAGE COMPANIES     COMPANY ADDRESS PHONE CONTACT COMMENTS                                                                     City of Corcoran February 25, 2016 County of Hennepin State of Minnesota RESOLUTION 2016-08 Page 1 of 1 Motion By: Seconded By: RESOLUTION ADOPTING THE UPDATED LAKE AREA EMERGENCY OPERATIONS PLAN (LAEOP) WHEREAS, the City of Corcoran is a member of the Lake Area Emergency Management Group; and WHEREAS, the City of Corcoran holds a common ordinance describing the responsibilities of the Lake Area Emergency Management Group with the other jurisdictions; and WHEREAS, the Emergency Managers for each jurisdiction, who are appointed by their elected boards, are responsible for the Lake Area Emergency Operations Plan; and WHEREAS, the Lake Area Emergency Operations Plan must be updated and reviewed to ensure compliance with the latest laws and requirements; and WHEREAS, the Lake Area Emergency Operations Plan has been updated and approved by the Lake Area Emergency Managers. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Corcoran approves the updates to the Lake Area Emergency Operations Plan as of September 15, 2015. VOTING AYE VOTING NAY Guenthner, Ken Guenthner, Ken Keefe, Mike Keefe, Mike LaFave, Tonya LaFave, Tonya Hank, Pat Hank, Pat Thomas, Ron Thomas, Ron Whereupon, said Resolution is hereby declared adopted on this 25th day of February, 2016. ___________________________________ Kenneth Guenthner - Mayor ATTEST: ____________________________________ City Seal Jessica Beise– City Clerk/Administrative Services Coordinator Landform®, SensiblyGreen® and Site to Finish® are registered service marks of Landform Professional Services, LLC. 1 MEMORANDUM 105 South Fifth Street, Suite 513 Minneapolis, MN 55401 Tel: 612-252-9070 Fax: 612-252-9077 www.landform.net DATE February 15, 2016 TO Brad Martens CC City Council, Planning Commission, Parks & Trails Commission FROM Kendra Lindahl, City Planner RE Active Corcoran Planning Applications The following is a summary of project status for current, active projects: 1.Design Guidelines Update for Southeast District/Downtown (city file 15-021). The City received funding from Hennepin County for this project. The Project Management Team (PMT) includes the city administrator, city planner and Hennepin County staff. The next Citizen Advisory Team (CAT) meeting is February 22nd and at that meeting, the CAT will review the draft of the updated materials for the Open House. The second community open house will be held on March 14th. The item is tentatively scheduled for Parks and Trails Commission review on April 19th, public hearing at the Planning Commission on May 5th and City Council adoption on May 28th. 2.Park Place Storage request for Rezoning, Variance, Conditional Use Permit, Site Plan and Preliminary Plat (City file 16-002). The City Council reviewed a sketch plan last year for expansion of the existing mini-storage facility. The applicant has submitted the application, but is working to provide additional information for completeness. The application will tentatively be scheduled for a public hearing at the Planning Commission on April 7th and City Council action on April 28th. 3.Private Drive Ordinance Amendment (City file 16-003). The City Council approved an ordinance amendment allowing private drives in the Rural Residential district, subject to certain conditions. However, after adoption the City Council directed staff to revisit this issue and consider an ordinance amendment to eliminate that requirement that private drives off paved roads must be paved. Staff has tentatively scheduled this item for a public hearing at the Planning Commission on April 7th and City Council action on April 28th. 4.Ravinia 4th Addition Final Plat, PUD Final Plan and Vacation (City file 16-004). Lennar has submitted an application for 44 single family homes. This area was originally planned for detached townhomes on 60-foot wide lots. The applicant is proposing to modify the plan to provide the new Discovery series single family homes on 55-foot lots. The applicant is working to make the application complete, but we expect this item to be scheduled for Planning Commission review on April 7th and City Council action on April 28th. 5.Whitetail Glen Sketch Plan for property located at 6635 CR 101 (PID 36-119-23-14-001) (City file 16-005). Homestead Partners has submitted a sketch plan for 23 villa homes on 5.99 acres. This item is scheduled for City Council review at the February 25th meeting. 6.City-Initiated Park Dedication Ordinance Update (City File 14-007 and 16-006). Staff was directed to bring back other potential amendments for consideration in 2015, including revisions to clarify whether or not existing homes are subject to park dedication when part of a plat, how to ensure that land dedication in the rural areas is fairly required and a review of our park dedication requirements. The Council authorized this as a priority for 2016. Staff is preparing a proposal for consideration at the March 24th Council meeting. The item would then be scheduled for Parks and Trails Commission Agenda Item 8a. MEMORANDUM 2 review on April 19th, Public Hearing at the Planning Commission on May 5th and City Council adoption on May 28th. 7. City Codification Project (City file 16-007). This is an administrative process to update the City Code to reflect all of the 2015 ordinance amendments. The updates will be completed and the new code will be posted to the City website. Staff expects this project to be completed by early March. 8. Zoning Ordinance Amendment to allow Solar Gardens (city file 16-008). Staff received a written request and escrow from Potentia Solar, Inc. to consider an amendment to allow solar gardens in the City of Corcoran. The application is Incomplete pending a signed application form. They have specifically requested that they be allowed in the UR zoning district, but staff will be reviewing and making a recommendation to the City Council for direction. We expect an initial draft to be presented at the March 24th Council meeting. The item could then be scheduled for Parks and Trails Commission review on April 19th, Public Hearing at the Planning Commission on May 5th and City Council adoption on May 28th. Also, there are a number of projects that have been approved, but are still not filed and closed out: 1. Corcoran Business Park (City file 06-005). The City Council granted a one year extension to the final plat approval, which expired on April 12, 2011. Staff has spoken to the applicant and is still working to close out this project. Staff has spoken to the applicant and will schedule a meeting when more information is available on the Loretto sewer project. 2. Hope Ministries Conditional Use Permit for Cemetery and Vacation of Drainage & Utility Easement at 19951 Oswald Farm Road (City file 12-002). Hope Ministries submitted a request for a conditional use permit to allow a cemetery west of the existing church. The application was approved by the City Council on March 22nd and site work had begun. The letter of credit for site improvements has been released but we are holding the escrow pending completion of the approved landscaping. The applicant has indicated that they are considering a site plan amendment application to modify the approved plans. Staff met again with Pastor Brian Lother in December to try to finalize this issue and address some other questions or concerns from him. We hope to be able to wrap this up in the near future. 3. Lano Equipment at 23580 Highway 55 Site Plan Modifications for Cold Storage Building. (31- 119-23-34-0007) (13-006). This item was approved by the City Council on July 11th. All required improvements have been made. Staff has reduced the letter of credit and is keeping a very small letter of credit in place to ensure the landscaping survives one year as required by the City Code. 4. Ess Brothers Site Plan Amendment and Conditional Use Permit Amendment for an accessory building at 9350 County Road (PID # 07-119-23-43-0004) (City File No. 13-031) The applicant requested approval of a 5,500 square feet detached, accessory building with 20-foot sidewalls. The City Council approved this item on January 23rd. The applicant must comply with all conditions of approval (which require landscaping improvements) and then staff will inspect before refunding any remaining escrow. The landowner recently contacted staff and is working to address the outstanding landscape requirements. 5. Sawgrass Preliminary Plat, Preliminary PUD Development Plan and Rezoning for on Schendel property at 20400 County Road 10 (City file 14-027). The City Council approved the request on December 11, 2014 and granted the applicant 2 years to apply for the final plat and final PUD development plan. Peachtree Partners did not buy the property, but a different developer could still proceed with the approved plan. The next step would be for a developer to submit a final PUD plan and plat prior to expiration of the approvals on December 11, 2016. 6. Corcoran Public Works Site Plan Amendment and Variance (city file 15-006). The site plan amendment and variance are to grant after-the-fact approvals for changes to the approved site plan that were made in the field and generally authorized by the subcommittee. The gravel drive and storage area that was added on the south area of the fenced yard requires a variance. The item was reviewed at a public hearing at the April 2nd Planning Commission meeting and Council approved the request at the April 23rd meeting. Final landscaping and close out issues will occur this fall. MEMORANDUM 3 7. Commercial Door Addition at 7670 Commerce Street (City file 15-010) The City received an application for approval of a building addition, which required a conditional use permit, interim use permit, variance and site plan approval. The project was reviewed at a public hearing at the June 4th Planning Commission meeting and was approved by the City Council on June 25th. A building permit was issued in August and the construction is nearing completion. 8. Site Plan and Conditional Use Permit for a new Verizon Monopole at 23605 Co Rd 50 (PID30- 119-23-21-0001) (City File 15-016). Verizon has requested a conditional use permit and site plan for a new telecommunications tower on the Gleason property located at the southwest corner of County Roads 19 & 50. The public hearing was held at the Planning Commission on July 7th and they voted unanimously to recommend approval. The City Council approved this item on July 23rd. The applicant is working to address the conditions of approval and then will apply for a building permit. 9. “Fehn Meadows” Preliminary Plat and Final Plat at 20909 County Road Number 117 (PID # 03- 119-23-12-0002 and PID 03-119-23-13-0001) (city file no. 15-018). The applicant is requesting approval of a plat to readjust the lot lines between two parcels to create one lot and one outlot. The Planning Commission held a public hearing on September 3rd and voted unanimously to recommend approval. The City Council approved the preliminary plat and final plat on October 8th. The next step is for the applicant to address any conditions of approval, submit the mylars for City signature and record the documents at the County. 10. Beacon Academy Sketch Plan (PID 25-119-23-13-0003) (City file 15-025). Beacon Academy has submitted a sketch plan on a new 78,000 sq. ft. K-8 charter school for 700-750 students on approximately 15.5 acres of this 44 acre site. The City Council has been working on a terms sheet with the applicant. The applicant is now working on finalizing budget and then intends to move forward with a formal application later this month. 9. “Strehler Estates” Final Plat (PID 17-119-23-32-0004) (city file no. 16-001). The applicant submitted a request for approval of a preliminary plat to create 4 lots and an ordinance amendment to allow a private drive for property at 22900 Strehler Road. The City Council approved both items on October 8th. The final plat was approved by the City Council at the January 28th meeting. The applicant is working to address the conditions of approval and then will record the final plat at Hennepin County. STAFF REPORT / Code Compliance Agenda Item: 8b. Council Meeting: February 25, 2016 Prepared By: Mike Pritchard Topic: CODE COMPLIANCE REPORT – January 2016 Action Required: Information Only Code Enforcement Issues: Complaint 15-010 (11/13/2014): Exterior Storage, Junk/Debris at 8XXX Garrison Lane. The City has been working with the property owner for some time to resolve exterior storage and junk issues but progress ceased and multiple deadlines were missed, including a request for a plan of action. The matter has been referred to the City Attorney for review. The City will revisit the site in spring to check for progress. Complaints Concerns Total Nuisiance Junk/Junk Vehicles Grass & Weed Control Animal Violations Home Occupations Signs Referred to Public Works, Metro West, or City Engineer Misc. Compaints Concerns Cases Referred to City Attorney Building Permits - Zoning review Building Permits Grading or Driveway Permits Misc. Permits Overweight /Ag Vehicle Permits 3200100112 18 010 Complaints and Concerns Permits and Zoning STAFF REPORT Agenda Item 8c. Council Meeting: February 25, 2016 Prepared By: Brad Martens Topic: Hackamore Road Planning Action Required: None – Informational Summary: On February 8th staff from the cities of Corcoran and Medina met to discuss planning related to Hackamore Road. The discussion was broken into two sections, east of CR 116 and west of CR 116. East of County Road 116 it is envisioned by both cities that this road will be upgraded through development. A plan for upgrading this section was previously discussed in 2013 and staff from both cities have committed to reviewing that design now that development is taking place that will trigger the improvements over the next 2-4 years. West of County Road 116 there less agreement on future planning. The City of Medina envisions that Hackamore Road from CR 116 to Hwy. 55 over the long-term become a collector road through acquiring additional right-of-way as development takes place. The City of Corcoran’s comprehensive plan envisions the Old Settlers Road to Hackamore Road connection will be the collector road, not the portion connecting to Hwy. 55. Staff will continue to study Hackamore Road in 2016 with both cities committed to a comprehensive traffic count exercise. After that work is completed, additional discussions will take place. Additionally, this area should be considered as the cities update their comprehensive planning process. Financial/Budget: N/A Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. OPEN AND HONEST COMMUNICATION We believe that open and honest communication is essential for an informed and involved citizenry and to foster a positive working environment for employees. Options: N/A Recommendation N/A Council Action: N/A Attachments: N/A 105 South Fifth Avenue Suite 513 Minneapolis, MN 55401 Tel: 612-252-9070 Fax: 612-252-9077 www.landform.net Landform®, SensiblyGreen® and Site to Finish® are registered service marks of Landform Professional Services, LLC. TO: Corcoran City Council FROM: Kendra Lindahl, Landform DATE: February 16, 2016 for the February 25, 2016 City Council Meeting RE: Sketch Plan from Homestead Partners on property at 6635 County Road 101 (PID 36-119-23-14-0001) (City File 16005) 60-DAY REVIEW DEADLINE:April 15, 2016 1.Application Request Homestead Partners has submitted a request for sketch plan review of 23 villa lots on a 5.99 acre parcel. The property has an existing single family home and accessory buildings that would be removed with this project. 2.Context Zoning and Land Use The property is guided Existing Residential (which anticipates 0.5 units per acre) and is zoned UR (Urban Reserve). The Existing Residential classification is for existing neighborhoods. The property will need to be reclassified as Low Density Residential (which has density range of 3-5 units per acre). The property would need to be rezoned to PUD, as there is no existing zoning district that allows 50-foot wide lots. The property is located in the Southeast District and is subject to the adopted Design Guidelines in Appendix A of the Zoning Ordinance. These guidelines are in the process of being updated, but the update process may not be completed prior to formal application. Surrounding Properties The properties to the west and north are guided Existing Residential and zoned Urban Reserve. The property to east, across County Road 101, is developed as single family homes in the City of Maple Grove. The property to the south is guided Low Density Residential and zoned Planned Unit Development (PUD) as part of the Ravinia development. Lennar recently submitted an applicant for Ravinia 4th Addition, which will develop the property immediately south of this parcel. The Ravinia 4th Addition project will also eliminate the access easement to Whitetail Drive and provide a new public street access through Ravinia. Agenda Item: 9a. Whitetail Glen Sketch Plan (16-005) 2 February 25, 2016 3. Analysis of Request Sketch Plan The sketch plan shows a subdivision to create 23 lots on this 5.99 acre parcel. The initial plan shows 22 lots with a temporary street access to County Road 101. The County Road 101 access would ultimately be removed when a permanent access to Whitetail Drive on the west is provided and the parcel would be platted as the 23rd buildable lot. The lots range in size from 6,195 to 20,002 square feet and all are 50 feet wide. The City does not have zoning district that allows lots this small or this narrow. The closest zoning district is the RSF-3 district, which requires a minimum lot size of 7,500 square feet and a minimum lot width of 65 feet. Consequently, the applicant will need to request a PUD to provide the flexibility in lot area and width. It is not clear at this time what the PUD benefits to the City would be, but the applicant would need to address that as part of a formal application. The project is adjacent to a portion of Ravinia where 60-foot wide lots are approved and Lennar has an application submitted that is requesting a reduction down to 55 feet for lots in this area. Natural Resources/Wetlands The Natural Resource Inventory Areas map adopted as part of the Comprehensive Plan shows no wetlands or significant natural resources on this site. Building Architecture The applicant has provided sample building elevations that show elevations and floor plans. No specific material details have been provided, but staff has made them aware of the building standards in Section 1060.050 of the Zoning Ordinance and the Southeast District standards in Appendix A of the Zoning Ordinance. The homes would be 2,700 – 3,800 square feet in size and seem to generally comply with the ordinance standards. The concepts provided show interesting architecture and variety. Building Setbacks While PUD flexibility may be requested for setbacks, the applicant appears to meet the setback requirements for the RSF-3 district. The setback requirements are: From Major Roadways (County Road 101) = 100 feet From all other streets = 20 feet Front Porch (120 sq.ft. or less) = 15 feet Side (living) = 10 feet Side (garage) = 5 feet Rear = 25 feet Whitetail Glen Sketch Plan (16-005) 3 February 25, 2016 Landscaping A landscape plan has not been submitted at this time. A tree preservation plan will also need to be submitted for review and approval. The landscape plan must comply with the standards in Section 1060.070 of the Zoning Ordinance, which requires one overstory tree per unit requirement. Street lined trees may be one benefit of the PUD. Utilities Municipal sewer and water are available to the site. As noted in the attached Engineer’s memo, sanitary sewer and water will be extended from the Ravinia property to the site. The water main will be looped through the site to the watermain in County Road 101. All utility facilities, including but not limited to telephone, CATV, natural gas and electric power, shall be located underground. Ponding/Drainage The proposed sketch plan identifies to stormwater management ponds on the north side of the site. The ponding must provide treatment and rate control. The ponds will need to be blanketed by drainage and utility easements. Transportation/Access The applicant’s plan shows improving the road within Whitetail Drive to a public street with a cul de sac and constructing a new street to serve this neighborhood. The developer will be responsible for extending Bridle Path north to the proposed east/west street connection. Driveway approaches to the three existing parcels off of White Tail will be incorporated. The sketch plan shows a circular cul de sac, however an alternative design may be implemented (hammerhead). Whitetail Drive is currently located in Outlot C, Ravinia. The access to the 3 parcels that have frontage on Whitetail Drive (not including the subject parcel) were granted access over this private land via an easement. Whitetail Drive is not currently a public street, however, as part of the Ravinia 4th Addition, staff is recommending that the City require this parcel to platted as public right-of-way. The street would be called “Bridle Path” if the street name used in Ravinia is continued. The new streets are shown as a 30 foot (back to back street) in a 50-foot right-of-way. This is consistent with what is being constructed in Ravinia, except that the applicant should revise the plans to dimension the street at a minimum of 28 feet (face-to-face). The plans show two new cul de sacs with islands. Staff finds that the islands comply with the current cul de sac standards in the Engineering Standards and are consistent with what was approved in Ravinia. However, staff is currently reviewing these street design standards relative to fire truck turning radius and will continue to coordinate with the applicant as the project moves forward. Whitetail Glen Sketch Plan (16-005) 4 February 25, 2016 The Subdivision Ordinance requires street lights to be installed at all intersections and at other locations, as required by the City Engineer. All street lights within new subdivisions in the urban area shall be on ornamental poles with underground electrical service, and shall conform to City lighting standards. Signage No signage is being proposed at this time. If development signage is to be provided a signage plan with sign details must be submitted for review and approval with the preliminary plat. Signage must comply with the City Sign Ordinance in Chapter 84 of the City Code. Parks, Trails and Sidewalks The Comprehensive Plan includes the 2030 Parks & Trails Plan shows an on-road trail on County Road 101. Sidewalks are required on at least one side of each street. Sidewalks along local streets shall be a minimum of 5 feet wide. The sidewalk shall be extended from Ravinia on the west side of Whitetail/Bridle and a new sidewalk should be provided on one side of the street within the development. The developer shall also provide a 20-foot easement adjacent to either Lot 11 or Lot 12 to allow construction of an 8-foot wide trail to connect to the planned on-road trail on County Road 101. Park dedication shall only be granted for trail easement areas as shown on the Comprehensive Plan and will not be given for trails located within public right-of-way. Park dedication shall be cash in lieu of land for this project. Park dedication shall be 11% of the market value of the land (as outlined in Section 955 of the Subdivision Ordinance) with a maximum of $4,000 unit. Next Steps If the City Council is supportive of the request, the applicant would proceed with the following next steps: Step 1: Land Use Guide Plan Amendment, Rezoning, Preliminary Plat and Preliminary PUD Development Plan Step 2: Final PUD Development Plan, Final Plat and Development Contract Summary The sketch plan would be consistent with the City’s adopted Comprehensive Plan and City Code (including the Southeast District Design Guidelines) if the Land Use Guide Plan Amendment and Rezoning to PUD were approved. Staff finds that the proposal would allow the City to meet some of our density goals and allow for a new housing product in the City. The applicant is responsible to show how the PUD standards would be met by the project. Whitetail Glen Sketch Plan (16-005) 5 February 25, 2016 4. Action The applicant is requesting comments on this sketch plan. Any comments given by the City are advisory in nature and non-binding. The applicant will consider the comments from the City when they prepare their formal submittal. Attachments a. City Engineer’s Memo dated February 16, 2016 b. Aerial Location Map c. Applicant’s narrative d. Sketch Plan graphics Engineer’s Memo Wenck Associates, Inc. | 1800 Pioneer Creek Center | P.O. Box 249 | Maple Plain, MN 55359-0249 Toll Free 800-472-2232 Main 763-479-4200 Email wenckmp@wenck.com Web wenck.com - To: Brad Martens, City Administrator From: Kent Torve, PE, City Engineer Date: February 16th, 2016 Subject: Schwalbe Parcel – White Tail Glen Sketch Plan Review General The proposed development fits within the City’s infrastructure for sewer, water and transportation. A high level of coordination will be required with Ravinia regarding construction access and subsequent home building traffic. Sewer Lennar was required to design and construct sanitary sewer service to the boundaries of their property. This is consistent with City policy for all developments and the termination point is at STA 0 + 00 on plan sheet Concept 02-010516. A majority of this work was completed during construction of Phase 1 with the final manhole placement scheduled to be installed as part of Phase 4. The design invert elevation of the sewer pipe at the point of the Schwalbe’s south property line extended is 969.8. Water Similar to sewer, Lennar extended water main to the White Tail Trail cul-de-sac beginning in Phase 1 with the final pipe extension to be installed as part of Phase 4. The watermain will be connected to the existing 12” watermain located along the western ROW of CSAH 101 to provide two connections to the system. Stormwater The existing topography generally flows northwest to either the property to the north, or the large wetland complex to the northwest. Minimal area was includedin Ravinia ponds. Therefore the final drainage and stormwater plans will incorporate the following: • Review the site for any inflow from east of CSAH 101 • Onsite ponding to meet watershed rules • Provide an outlet to the northwest by installing a stormsewer from the onsite pond(s) to the large wetland. Some offsite work will be necessary. 2 \\MSPFSV02\Studios\Planning & Infrastructure Studio\City of Corcoran\COR16005 - Whitetail Glen Sketch Plan (city file 16-005)\Schwalbe Sketch Plan Whitetail Feb 2016 engineers memo.docx Streets Rough grading of the street extension (Bridle Path) was completed during Phase 1 with the bituminous base course scheduled to be installed as part of Phase 4. The developer will be responsible for extending Bridle Path north to the proposed east/west street connection. Driveway approaches to the three existing parcels off of White Tail will be incorporated. The sketch plan shows a circular cul de sac, however an alternative design may be implemented (hammerhead). 525 - 15th Avenue South · Hopkins, MN 55343 · 952-949-3630 NARRATIVE White Tail Glen RESIDENTIAL PROPOSAL – 6635 County Road 101, Corcoran - 6 Acres Under this proposal, Homestead Partners has created a neighborhood plan comprised of twenty- three units of single family villa housing. This type of home caters to a broad range of buyers, including empty nesters, single parents, and professionals, in addition to young families. The low maintenance homes, coupled with efficient home sites, allow busy homeowners to devote less of their valuable time to home maintenance. We believe there is a significant demand for this type of housing in the city of Corcoran. Each lot is at least 50’ wide, with a 40’ building pad and can offer rambler, one and one half story, and two story products. This product blends well with traditional single family neighborhoods, while providing a more efficient utilization of the site. Access to the White Tail Glen will be provided through a connection to Bridle Path from the northern edge of the Ravinia subdivision and creating a new public cul-de-sac within the subject site. Advantages to this proposal incude: • Efficient utilization of the site • Removes an existing driveway from County Road 101 • Preserves existing wetland and trees • Architectural enhancements incorporated into each home, craftsman style • Compact housing design • Provide a housing alternative to large homes and sites prevalent in the market Homestead Partners looks forward to an opportunity to present this proposed neighborhood to the City of Corcoran. wr Mi “Th e M a r i o n ” 38 9 2, 7 9 6 wr Mi Ur “Th e C r y s t a l ” 2, 3 1 4 38 3, 7 0 3 “Th e A r o n s o n ” 36 2, 8 8 8 105 South Fifth Avenue Suite 513 Minneapolis, MN 55401 Tel: 612-252-9070 Fax: 612-252-9077 www.landform.net Landform®, SensiblyGreen® and Site to Finish® are registered service marks of Landform Professional Services, LLC. TO: Corcoran City Council FROM: Kendra Lindahl, Landform D ATE: February 15, 2016 for the February 25, 2016 City Council Meeting RE: Rezoning to PUD, Preliminary and Final Plat for 123.9 acres and PUD Plan approval for a Hy-Vee grocery and gas station at “Markets at Rush Creek” in Maple Grove 1.Background The City received notice on February 5th of a proposed development plan in the City of Maple Grove. State law does not require the City to notify the City of Corcoran about the project approval, but they did provide courtesy notice and have requested comments. Maple Grove will review the request at the February 29th Planning Commission meeting. In 2006, the City of Maple Grove reguided the property to Mixed Use to allow a similar project on this site. At that time, the City of Corcoran provided a letter stating concerns about the impact on Corcoran’s planned downtown retail and transitions/screening adjacent to Lions Park and other properties in Corcoran. However, the City of Maple Grove did approve the reguiding. The current proposal is a preliminary and final plat to create 2 lots and several outlots on the 123.9 acre site. The two lots (16.8 acres and 2.2 acres) will be platted to allow for development of a Hy-Vee grocery store and gas station. Staff has reviewed the proposed plans for “Markets at Rush Creek” in Maple Grove. The adjacent land in Corcoran (across CR 101/Brockton Lane) is Lions Park and is guided Mixed Use and Low Density Residential. We find that the planned development provides amenities and development energy that may encourage residential developers to consider building in Corcoran, which in turn can spur other development. While it is disappointing that the project is being developed before the Corcoran downtown project, we note that the current downtown plan would not support a 96,000 square foot grocery store and gas station as proposed in Maple Grove. W e find that there is no significant impact on Corcoran’s Comprehensive Plan. Please review the attached letter and make any necessary modifications. The Council must authorize staff to send the letter on Friday, February 26, so that it may be included in the Maple Grove public process. Agenda Item 9b. [Click here and type recipient's name] 2 [Click here and type date] 2. Recommendation Move to authorize the Mayor to sign and send the attached letter to the City of Maple Grove. Attachments: 1. Draft Letter to Maple Grove 2. Development Materials from Maple Grove 3. City of Corcoran Adopted Land Use Map CITY OF CORCORAN 8200 County Road 116, Corcoran, MN 55340 763.420.2288 – Office 763.420.6056 – Fax E-mail - general@ci.corcoran.mn.us / Web Site - www.ci.corcoran.mn.us February 25, 2016 Peter Vickerman City of Maple Grove 12800 Arbor Lakes Parkway PO Box 1180 Maple Grove, MN 55311-6180 RE: Markets at Rush Creek in Maple Grove Mr. Vickerman, Thank you for the opportunity to comment on the “Markets at Rush Creek” project in Maple Grove. It is our understanding that project includes a plat of 123.9 acres, but the initial phase of the project includes only the Hy-Vee grocery and gas station components. The City of Corcoran has reviewed the materials received by the City on February 5th. When the project was originally proposed in 2006, the City of Corcoran submitted a letter (dated July 13, 2006) to the City of Maple Grove expressing our concerns about the proposed reguiding to Mixed Use. We understand that the property is now guided Mixed Use Development. While we understand the current project is only for the Hy-Vee grocery store and gas station, we ask that the developer and the City of Maple Grove continue to be thoughtful about the transition/buffering in Corcoran. Specifically, we note that Lions Park is home to a number of unique events, including the Hamel Rodeo, Hennepin County Fair, tractor pulls and other events with noise, lighting and traffic that will impact the planned uses on this site. Sincerely, Kenneth Guenthner Mayor Brad Martens City Administrator Copy: Kendra Lindahl, City Planner City File THE MARKETS AT RUSH CREEK OVVNER/DEVELOPER I'>lill. HOEY/Jr:F~S''':IN HY-VEE.,INC. ~IIl()WESTONf'ARKWAY Wl;'ST DE M01N13:S. IOWA. SU"...66 ru SI~26j'-2S00 lCF23 ALLIANT %S3 "*1( ........ S. S:. 300 Mn~"~56'15 til2.~_ e12.'58.30".19'~ .....,., ....... 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C>.'" 0::' ... 0 Wb ilix OC>. ....... .-ofF _ ...-...,-- ~~::::: .... ~~ OU,\lft't,I."URNlCt~ 11---:';'-"'11" ~Tt .uuc: '-l.·;a.:;c:&;;tldm:ocs ,. .....a:'ltAllOAI .. - L-2.3 _ 23 OF 23 STAFF REPORT Agenda Item 10a. Council Meeting: February 25, 2016 Prepared By: Brad Martens Topic: Willow Drive Improvement Project Update Action Required: None-Informational Summary: Staff continues to refine the Willow Drive Improvement project. In addition to the assessment discussion, staff has been reviewing the existing right-of-way (ROW) available for the project and the possible need to acquire additional ROW. The discussion has taken some time as 19 of the properties adjacent to the project are unplatted (see attached figure). This means that right-of-way is prescriptive which requires some research and a legal opinion. Once this information is known the project can proceed forward. In addition to the above project update, Corcoran resident Jeff Dahl has asked to present a petition he has circulated amongst other residents seeking to eliminate the project. Mr. Dahl has been informed that he will be able to present the petition at the meeting. Financial/Budget: The estimated costs for the first portion of the project (Medina border to Homestead Trail) are $1,929,627. Of that amount, it is anticipated that $250,000 - $300,000 would be assessed to property owners. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. OPEN AND HONEST COMMUNICATION We believe that open and honest communication is essential for an informed and involved citizenry and to foster a positive working environment for employees. TREATING THE CITIZEN AS OUR CUSTOMER We believe that citizens are our customers and should be treated with courtesy, respect, and deserve the best services we can provide. Options: 1. Receive update from staff and petition from resident; consider directing staff on any further action. Recommendation N/A Council Action: Receive update from staff and petition from resident; consider directing staff on any further action. Attachments: 1. Right-of-Way Parcel Information W HHennepin County Property Map IM nc E U-6n it 0 1"- A I Date: 2/25/2016 1 inch = 1,600 feet Ve4- '$4-0Y, i"1GAIK 1 I bjcc_+. This data (i) is furnished A IS' with no representation as to completeness or accuracy; (it) is furnished with no warranty of any kind, an d (iii) is notsuitable for legal, engineering or surveying purposes. Hennepin County shall not be I table for any damage, injury or loss resulting from this data. COPYRIGHT ©HENNEPIN COUNTY 2016 M 0 inst paving Willow Dr. ar F (U-AC arkin Rd. Known as (Willow rd. improvement proiect) or (Paving gravel collector roads) At the November 23'd2015, the December 10th 2015, the December 21St 2015, the January 14th 2016, and the January 28th 2016 Corcoran City Council meetings the topic of paving gravel collector roads was discussed as it pertains to the gravel portions of Willow Dr. and Larkin Rd. north of highway 55. Actions have progressed at each meeting and steps have been taken by the Corcoran City Council to proceed forward with this plan which at this point has been unannounced to those residents who have property connected to these roads. By signing this petition, the following residents want this project stopped by the Corcoran City Council as we are AGAINST the paving of Willow Dr. and Larkin Rd. known currently as the Willow Dr. Improvement Project. Iv Petition against paving Willow Dr. and Larkin Rd Known as (Willow rd. improvement proiect) or (Paving gravel collector roads At the November 23`d 2015, the December 10th 2015, the December 21" 2015, the January 14th 2016, and the January 28th 2016 Corcoran City Council meetings the topic of paving gravel collector roads was discussed as it pertains to the gravel portions of Willow Dr. and Larkin Rd. north of highway 55. Actions have progressed at each meeting and steps have been taken by the Corcoran City Council to proceed forward with this plan which at this point has been unannounced to those residents who have property connected to these roads. By signing this petition, the following residents want this project stopped by the Corcoran City Council as we are AGAINST the paving of Willow Dr. and Larkin Rd. known currently as the Willow Dr. Improvement Project. Address Print Name Signature Date a Subject: Re; Larkin Willow Paving project From: The Mickelson s lodellsue @survive @ To: lohnkdahl rtoday,corn) Date: yahoo.com; Thursday, February 25 20169:43 AM iuLPS:u us- Mg4.maii.yanoo, conyneo/launch ?.rand= t9t46jd� htips: 11us -mg4.niail-Yahoo.com/neo/latznch?.rand=tgf46 jd" As you can see 1 sent a se You are successful ]n st Parate as it is!! oppin e "mail Without /I m certain this is not the g this. Our taxes for this va�a ents. 1 appreciate Yo If you think d of attempts pave ant piece of I d are vv ay vigilance Of Pr and hope en an you will need signatures a to a Odell Mickelson gain, please male roads. °f proportion 99 nerstone pr St any thing You need to: St T84790 688-0853 From :john dahl Sent: Thursday, Febr To: odellsue @sunriv'uar Sub' nary 25, 2016 8:18 AM ]ect: Larkin Willow Paving Mrs. project Mickelson, Thank and you for calling me kin Rd back this Willow pr morning and f If you could e or your support Thank you Mail me back a conformation of AGAINST the paving protect this 1 will add you to John Dahl the petition. 6330 Willow Dr Corcoran MN 55340 290-1200 '25/2016 11 rte.,: ���,; ,,!,& Am Lw Known as (Willow rd improvement proiect3 or (Paving grPYel collector roads) At the November 23rd 2015, the December 10th 2015, the December 2ft 2015, the January 14th 2.016, and the January 28t6 2016 .Corcoran City COuncil meetings the. topic of paving gravel collector roads was discussed as It pertains to the gravel portions of Willow Dr. and Larkin Rd,: north of highway 55. Actions have progressed at each meeting and steps have been taken by the Corcoran City Council to proceed for with, this plan which at this point has. been unannounced to those. residents who have property connected to these roads. By signing this petition, the following residents want this project •stopped by the Corcoran City Council as we are.AGAINST the paving of willow or., and Larkin Rd. known currently as the Willow Dr. Improvement Project. Ht3ryU_ 5 -+CfCA L) 7r'cti- Petition against L61(Jk Cl, inLAl2JCr Dr. and Larkin Rd. Known as (Willow rd. improvement project) or (Paving gravel collector roads At the November 23rd 2015, the December 10th 2015, the December 21St 2015, the January 14th 2016, and the January 28th 2016 Corcoran City Council meetings the topic of paving gravel collector roads was discussed as it pertains to the gravel portions of Willow Dr. and Larkin Rd. north of highway 55. Actions have progressed at each meeting and steps have been taken by the Corcoran City Council to proceed forward with this plan which at this point has been unannounced to those residents who have property connected to these roads. By signing this petition, the following residents want this project stopped by the Corcoran City Council as we are AGAINST the paving of Willow Dr. and Larkin Rd. known currently as the Willow Dr. Improvement Project. Petition against paving Willow Dr. and Larkin Rd Known as (Willow rd. improvement project) or (Paving gravel collector roads) At the November 23'd2015, the December 101h 2015, the December 21ST 2015, the January 14Th 2016, and the January 28th 2016 Corcoran City Council meetings the topic of paving gravel collector roads was discussed as it pertains to the gravel portions of Willow Dr. and Larkin Rd. north of highway 55. Actions have progressed at each meeting and steps have been taken by the Corcoran City Council to proceed forward with this plan which at this point has been unannounced to those residents who have property connected to these roads. By signing this petition, the following residents want this project stopped by the Corcoran City Council as we are AGAINST the paving of Willow Dr. and Larkin Rd. known currently as the Willow Dr. Improvement Project. 0 STAFF REPORT Agenda Item 10b. Council Meeting: February 25, 2016 Prepared By: Brad Martens Topic: Compensation Study Process Action Required: Direction Summary: On December 21, 2015 the City Council authorized staff to execute a contract with Springsted Incorporated to complete a compensation study. Staff has provided information necessary to complete the study; the next step is to select the comparison group. Attached to this report is spreadsheet of potential survey participants to use as comparable cities. The City Council should select a preferred group to compare to in order for the study to be completed. A representative of Springsted Incorporated will be in attendance of the meeting to assist in the selection. Financial/Budget: The agreement with Springsted Incorporated is in the amount of $3,500 plus expenses. Information gained from the study will be used when creating the 2017 pay plan and budget. Alignment with Values: This item relates to the following adopted values: FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Options: 1. Select a preferred group of comparable cities to use in the compensation study. 2. Send back to staff for further review. Recommendation Staff will work with Springsted Incorporated to bring a recommended group for review at the City Council meeting. Council Action: Select a preferred group of comparable cities to use in the compensation study. Attachments: 1. Potential Survey Participants W HHennepin County Property Map IM nc E U-6n it 0 1"- A I Date: 2/25/2016 1 inch = 1,600 feet Ve4- '$4-0Y, i"1GAIK 1 I bjcc_+. This data (i) is furnished A IS' with no representation as to completeness or accuracy; (it) is furnished with no warranty of any kind, an d (iii) is notsuitable for legal, engineering or surveying purposes. Hennepin County shall not be I table for any damage, injury or loss resulting from this data. COPYRIGHT ©HENNEPIN COUNTY 2016 M 0 inst paving Willow Dr. ar F (U-AC arkin Rd. Known as (Willow rd. improvement proiect) or (Paving gravel collector roads) At the November 23'd2015, the December 10th 2015, the December 21St 2015, the January 14th 2016, and the January 28th 2016 Corcoran City Council meetings the topic of paving gravel collector roads was discussed as it pertains to the gravel portions of Willow Dr. and Larkin Rd. north of highway 55. Actions have progressed at each meeting and steps have been taken by the Corcoran City Council to proceed forward with this plan which at this point has been unannounced to those residents who have property connected to these roads. By signing this petition, the following residents want this project stopped by the Corcoran City Council as we are AGAINST the paving of Willow Dr. and Larkin Rd. known currently as the Willow Dr. Improvement Project. Iv Petition against paving Willow Dr. and Larkin Rd Known as (Willow rd. improvement proiect) or (Paving gravel collector roads At the November 23`d 2015, the December 10th 2015, the December 21" 2015, the January 14th 2016, and the January 28th 2016 Corcoran City Council meetings the topic of paving gravel collector roads was discussed as it pertains to the gravel portions of Willow Dr. and Larkin Rd. north of highway 55. Actions have progressed at each meeting and steps have been taken by the Corcoran City Council to proceed forward with this plan which at this point has been unannounced to those residents who have property connected to these roads. By signing this petition, the following residents want this project stopped by the Corcoran City Council as we are AGAINST the paving of Willow Dr. and Larkin Rd. known currently as the Willow Dr. Improvement Project. Address Print Name Signature Date a Subject: Re; Larkin Willow Paving project From: The Mickelson s lodellsue @survive @ To: lohnkdahl rtoday,corn) Date: yahoo.com; Thursday, February 25 20169:43 AM iuLPS:u us- Mg4.maii.yanoo, conyneo/launch ?.rand= t9t46jd� htips: 11us -mg4.niail-Yahoo.com/neo/latznch?.rand=tgf46 jd" As you can see 1 sent a se You are successful ]n st Parate as it is!! oppin e "mail Without /I m certain this is not the g this. Our taxes for this va�a ents. 1 appreciate Yo If you think d of attempts pave ant piece of I d are vv ay vigilance Of Pr and hope en an you will need signatures a to a Odell Mickelson gain, please male roads. °f proportion 99 nerstone pr St any thing You need to: St T84790 688-0853 From :john dahl Sent: Thursday, Febr To: odellsue @sunriv'uar Sub' nary 25, 2016 8:18 AM ]ect: Larkin Willow Paving Mrs. project Mickelson, Thank and you for calling me kin Rd back this Willow pr morning and f If you could e or your support Thank you Mail me back a conformation of AGAINST the paving protect this 1 will add you to John Dahl the petition. 6330 Willow Dr Corcoran MN 55340 290-1200 '25/2016 11 rte.,: ���,; ,,!,& Am Lw Known as (Willow rd improvement proiect3 or (Paving grPYel collector roads) At the November 23rd 2015, the December 10th 2015, the December 2ft 2015, the January 14th 2.016, and the January 28t6 2016 .Corcoran City COuncil meetings the. topic of paving gravel collector roads was discussed as It pertains to the gravel portions of Willow Dr. and Larkin Rd,: north of highway 55. Actions have progressed at each meeting and steps have been taken by the Corcoran City Council to proceed for with, this plan which at this point has. been unannounced to those. residents who have property connected to these roads. By signing this petition, the following residents want this project •stopped by the Corcoran City Council as we are.AGAINST the paving of willow or., and Larkin Rd. known currently as the Willow Dr. Improvement Project. Ht3ryU_ 5 -+CfCA L) 7r'cti- Petition against L61(Jk Cl, inLAl2JCr Dr. and Larkin Rd. Known as (Willow rd. improvement project) or (Paving gravel collector roads At the November 23rd 2015, the December 10th 2015, the December 21St 2015, the January 14th 2016, and the January 28th 2016 Corcoran City Council meetings the topic of paving gravel collector roads was discussed as it pertains to the gravel portions of Willow Dr. and Larkin Rd. north of highway 55. Actions have progressed at each meeting and steps have been taken by the Corcoran City Council to proceed forward with this plan which at this point has been unannounced to those residents who have property connected to these roads. By signing this petition, the following residents want this project stopped by the Corcoran City Council as we are AGAINST the paving of Willow Dr. and Larkin Rd. known currently as the Willow Dr. Improvement Project. Petition against paving Willow Dr. and Larkin Rd Known as (Willow rd. improvement project) or (Paving gravel collector roads) At the November 23'd2015, the December 101h 2015, the December 21ST 2015, the January 14Th 2016, and the January 28th 2016 Corcoran City Council meetings the topic of paving gravel collector roads was discussed as it pertains to the gravel portions of Willow Dr. and Larkin Rd. north of highway 55. Actions have progressed at each meeting and steps have been taken by the Corcoran City Council to proceed forward with this plan which at this point has been unannounced to those residents who have property connected to these roads. By signing this petition, the following residents want this project stopped by the Corcoran City Council as we are AGAINST the paving of Willow Dr. and Larkin Rd. known currently as the Willow Dr. Improvement Project. 0 City of Corcoran Potential Survey Participants Median Total Total 2014 Growing House Market Tax Population Community Police Value Value Capacity Albertville 7,211 Central Yes County $174,221.00 $ 548,323,793.00 $ 6,885,271.00 $4,166,784.00 Bayport 3,767 Metro Yes City $181,500.00 $ 788,730,108.00 $ 10,923,277.00 $2,430,163.00 Becker 4,654 Central Slight City $159,226.00 $ 935,541,258.00 $ 16,500,065.00 $9,719,394.00 Belle Plaine 6,572 Metro Yes City $166,900.00 $ 393,835,193.00 $ 4,472,146.00 $8,283,043.00 Cambridge 8,273 Central Slight City $133,134.00 $ 428,270,007.00 $ 5,653,890.00 $5,361,923.00 Carver 4,293 Metro Yes County $265,700.00 $ 367,917,760.00 $ 3,926,899.00 $2,493,123.00 Centerville 3,931 Metro Yes County $213,700.00 $ 295,599,747.00 $ 3,169,306.00 $3,082,003.00 Chisago City 5,000 Central Yes Joint $212,593.00 $ 434,825,847.00 $ 4,724,690.00 $1,667,327.00 Circle Pines 4,961 Metro No Joint $182,300.00 $ 320,338,160.00 $ 3,362,061.00 $2,519,102.00 Columbus 3,887 Metro No County $255,800.00 $ 433,508,973.00 $ 4,953,900.00 $2,430,622.00 Dayton 4,957 Metro Yes City $229,900.00 $ 480,801,880.00 $ 5,306,844.00 $2,942,675.00 Deephaven 3,793 Metro No City $548,700.00 $ 1,034,877,740.00 $ 11,631,156.00 $4,223,991.00 Delano 5,654 Central Slight County $218,137.00 $ 440,963,727.00 $ 5,200,668.00 $9,180,903.00 Elko New Market 4,472 Metro Yes City $250,900.00 $ 331,172,660.00 $ 3,432,167.00 $2,247,733.00 Falcon Heights 5,398 Metro No County $275,500.00 $ 386,010,558.00 $ 4,174,309.00 $1,877,165.00 Independence 3,668 Metro Yes Joint $410,300.00 $ 624,411,102.00 $ 6,429,646.00 $3,129,971.00 Isanti 5,385 Central Yes Joint $139,939.00 $ 227,912,296.00 $ 2,628,833.00 $8,494,813.00 Jordan 6,148 Metro Yes Joint $206,200.00 $ 363,338,847.00 $ 4,161,734.00 $9,418,542.00 Lake Elmo 8,594 Metro Yes County $373,000.00 $ 1,184,702,700.00 $ 13,184,410.00 $4,474,152.00 Lindstrom 4,436 Central No Joint $181,729.00 $ 302,343,907.00 $ 3,304,817.00 $6,516,960.00 Mahtomedi 8,043 Metro Slight County $296,900.00 $ 905,523,749.00 $ 9,762,976.00 $4,047,057.00 Medina 5,831 Metro Yes City $589,900.00 $ 1,382,966,560.00 $ 16,025,920.00 $12,124,540.00 Minnetrista 6,763 Metro Yes City $384,400.00 $ 1,295,704,907.00 $ 13,855,649.00 $10,647,930.00 Mound 9,318 Metro No County $204,100.00 $ 1,011,946,327.00 $ 10,769,797.00 $12,082,000.00 New Prague 7,502 Metro Yes City $193,327.00 $ 514,832,873.00 $ 5,925,862.00 $3,637,836.00 Newport 3,482 Metro No City $168,400.00 $ 268,892,473.00 $ 3,567,885.00 $2,518,671.00 Norwood Young America 3,731 Metro Slight County $164,700.00 $ 212,441,927.00 $ 2,537,501.00 $3,399,996.00 Nowthen 4,496 Metro Slight County $255,000.00 $ 429,069,892.00 $ 4,360,828.00 $1,311,195.00 Oak Grove 8,337 Metro Slight County $227,800.00 $ 695,535,509.00 $ 7,153,244.00 $2,450,841.00 Oak Park Heights 4,648 Metro No City $215,400.00 $ 691,214,293.00 $ 10,835,676.00 $5,177,809.00 Orono 7,785 Metro Yes City $551,500.00 $ 2,440,842,947.00 $ 27,737,690.00 $9,057,000.00 Rockford 4,369 Metro No County $167,383.00 $ 234,765,907.00 $ 2,797,634.00 $3,049,705.00 Scandia 4,023 Metro No County $287,800.00 $ 607,502,876.00 $ 6,209,799.00 $2,800,398.00 Shorewood 7,425 Metro No Joint $391,600.00 $ 1,455,981,400.00 $ 16,049,644.00 $11,006,660.00 Organization Region Budget City of Corcoran Potential Survey Participants Spring Lake Park 6,513 Metro No City $158,700.00 $ 393,587,140.00 $ 4,722,603.00 $3,623,619.00 St. Anthony Village 8,965 Metro Yes City $224,100.00 $ 716,938,244.00 $ 8,540,655.00 $10,338,760.00 St. Francis 7,296 Metro No City $166,200.00 $ 399,656,584.00 $ 4,306,551.00 $9,429,993.00 St. Paul Park 5,314 Metro No City $157,500.00 $ 310,409,133.00 $ 3,506,717.00 $4,900,000.00 Victoria 8,462 Metro Yes County $381,800.00 $ 1,155,517,104.00 $ 12,231,055.00 $12,384,140.00 Watertown 4,226 Metro Slight County $166,400.00 $ 231,643,573.00 $ 2,535,277.00 $4,190,849.00 Wayzata 4,476 Metro Slight City $497,000.00 $ 1,502,840,318.00 $ 19,743,882.00 $13,579,490.00 Wyoming 7,800 Central Yes City $195,436.00 $ 601,044,800.00 $ 7,101,100.00 $4,107,384.00 Zimmerman 5,269 Central Slight County $134,016.00 $ 248,355,734.00 $ 2,810,671.00 $6,000,000.00 Average 5,794 $254,854.44 651,875,361.23$ 7,607,318.72$ $5,733,168.88 Corcoran 5,513 Metro Yes City $285,500.00 $ 693,479,551.00 $ 7,193,130.00 $4,050,818.00 STAFF REPORT Agenda Item 10c. Council Meeting: February 25, 2016 Prepared By: Brad Martens Topic: 2016 Capital Improvement Plan Purchases Action Required: Approval Summary: At the February 11, 2016 City Council meeting, staff was directed to proceed forward with the 2016 – 2017 Capital Improvement Plan. Through that conversation, staff obtained quotes in order to budget for the plan that now need to be exercised in a timely manner to avoid changes in pricing. It is requested that the City Council approve the purchases of the following items: •2016 SUV Ford Explorer Squad: $42,000 (squad $31,784.95; setup est. $10,000) •2016 SUV Ford Explorer Squad: $42,000 (squad $31,784.95; setup est. $10,000) •Support and protection equipment: $7,500 •Generator (Public Works Facility): $59,400 (generator $49,400; electrical work est. $10,000) •Snow blower: $33,300 o Pronovost P-980 3 Point Snow Blower: $16,500 o Laforge Front 3 Point Hitch: $16,800 •Harley Rake Attachment: $8,500 •City Council Chamber Video Equipment: $14,000 Quotes are attached. Public Works Superintendent Pat Meister was able to find pricing lower than State Contract for three items; those items have an additional quote as required by our approved financial guidelines. Financial/Budget: 2016 purchases total $388,218. This amount is $13,218 higher than previously anticipated at the February 11, 2015 City Council meeting primarily due to higher than anticipated costs for the dump truck ordered in 2015. The City will use $105,738 from funds previously levied and bond for the remaining $282,480 in March. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Options: 1.Approve 2016 Capital Improvement Plan Purchases 2. Send back to staff for further review. Recommendation Approve 2016 Capital Improvement Plan Purchases Council Action: Consider a motion to approve 2016 Capital Improvement Plan Purchases Attachments: 1. Updated 2016 – 2017 Capital Improvement Plan Expenditures and Revenue 2. Squad Quote – Nelson Auto Center (State Contract) 3. Generator Quote 1 – Cummings NPower, LLC 4. Generator Quote 2 – Ziegler Power Systems 5. Snow Blower Quote 1 – John Deere 6. Snow Blower Quote 2 – Trueman Welters Inc. (State Contract) 7. Snow Blower Hitch Quote – John Deere (State Contract) 8. Harley Rake Attachment Quote 1 – John Deere (State Contract) 9. Harley Rake Attachment Quote 2 – Lano Equipment, Inc. 10. City Council Chamber Video Equipment Quote Department Item Cost Re-sale Total Notes Administration Video Recording Equipment $14,000 $0 $14,000 New equipment Police Squad - SUV Ford Explorer $42,000 $3,000 $39,000 Squad - SUV Ford Explorer $42,000 $8,000 $34,000 Support/protection equipment $7,500 $0 $7,500 Public Works Tandem Axle Dump Truck $247,518 $57,000 $190,518 Ordered in 2015 Snowblower $33,300 $0 $33,300 New equipment Generator $59,400 $0 $59,400 New equipment Harley Rake Attachment $8,500 $0 $8,500 Old equipment used for parts Contingency $2,000 Sub-total $388,218 Department Item Cost Re-sale Total Notes Police Squad - SUV Ford Explorer $42,000 $4,000 $38,000 New equipment Support/protection equipment $7,500 $0 $7,500 Evidence Room Safe $3,000 $0 $3,000 Contingency $2,000 Sub-total $50,500 Total $438,718 Fund Balance $30,738 Cash $75,000 Bond Revenue $282,480 Subtotal $388,218 Fund Balance $0 Cash $50,500 Bond Revenue $0 Subtotal $50,500 Total $438,718 2016 2017 2016 2017 2016 - 2017 Capital Improvement Plan Expenditures 2016 - 2017 Capital Improvement Plan Revenue Quotation Cummins NPower, LLC 1600 Buerkle Road White Bear Lake MN 55110 United States Direct: 651-286-2124 February 8, 2016 Project Name: City of Corcoran Service Center Quotation: 36326277 Thank you for your inquiry. We are pleased to quote as follows: USD Item Description Qty Diesel Genset: 60Hz-230/210kW U.S. EPA, Stationary Emergency Application 230DSHAD Genset-Diesel,60Hz,230kW 1 Duty Rating-Standby Power Listing-UL 2200 EmissionCert,EPA,Tier 3,NSPS CI Stationary Emergency Enclosure-Steel,Sound Att,Level 2,w/Exhaust System Voltage-120/208,3 Phase,,4 Wire Alternator-60 Hz, 12 Lead, Upper Broad Range, 125C SET CONTROL-PCC 2100 Exciter/Regulator-Pmg, 3 Phase Sensor Engine Governor-Electronic, Isochronous Only Display Language-English Display-Control,Graphical Interface-CommunicationsNtwk,FTT-10 Relays-Genset Status, User Configured Meters-AC Output,Analog Heater-Alternator, 120 Volt AC CB or EB or TB-Right And Left CirBrkr-600A,Left,3P,600/690V,SS RMS,80%,UL/IEC CB or EB or TB-Bottom Entry, Left CirBrkr-350A,Right,3P,600/690V,SS RMS,80%,UL/IEC CB or EB or TB-Bottom Entry, Right Auxiliarycontacts/Tripalarm-Dual Circuit Breakers Shunttrip-12vdc,Dual Breakers Listing, ULC-S601-07 Fuel Tank-Dual Wall Subbase, 24 Hour Capacity Switch-Low Fuel Level, Subbase Switch-Annunciator, Liquid In Rupture Basin Skidbase-Housing Ready Engine Cooling-High Ambient Air Temperature Shutdown-Low Coolant Level Extension-Engine Coolant Drain Coolant Heater-120 Volt Ac, Single Phase Genset Warranty- Base Packing-Skid, Poly Bag Rack-Battery Extension-Oil Drain Common Parts Listing Product Revision - F Annunciator Kit-Panel Mount 2500 Watt Coolant Heater Freight to site Startup NFPA 110 4-Hour Load Test 2-12 Volt batteries Grand Total $49,400.00 The above price does not include: Sales tax, Offloading, Fuel, Installation, Permits Submitted by Doug Abrahamson ___________________________________________ Doug Abrahamson , Sales Representative douglas.p.abrahamson@cummins.com Mobile: 651-402-7183 Fax: 651-286-2111 Cummins NPower, LLC 1600 Buerkle Road White Bear Lake MN 55110 United States Direct: 651-286-2124 Terms and Conditions Extended Warranty Coverage is valid only in the United States and Canada. For Extended Warranty requirements outside of the United States and Canada, please contact your Cummins Power Generation- Fridley Warranty Analyst. The equipment and/or services included in this quotation are as detailed on the Bill of Material. Prices are in US dollars and are valid for 60 days. Any applicable taxes are not included. Standard freight costs are included, F.O.B. point-of-shipment on the truck. Delivery on flat-bed truck or other special trailer will be at additional cost. Unloading and placement are the responsibility of the installing contractor and/or buyer. This quotation does not include any engineering, installation materials or labor. Activities or items such as interconnection wiring, fuel for testing, fuel permitting, concrete pads, hard piping of any kind, etc., are the responsibilities of the installing contractor, unless they are listed in the Bill of Material. Delivery is expected to be 60 days after receipt of approved submittal drawings. Payment terms are net 30 days upon approved credit. All payments to be made in cash or approved check. If credit payment card is preferred, add 3% to the quoted price. Retainers are not accepted without prior written approval. A service charge of 1.5% per month (effective APR 19.6%) will be charged on all past due accounts. Should Buyer cancel the purchase agreement without Seller's written consent, Seller may, at his option, recover from buyer a cancellation charge of not less than 20% of the purchase price. Those orders that are ready for shipment but cannot be delivered for reasons such as job site delay, credit holds, equipment held at customer's request for consolidation or pick-up, etc., will be assessed a 2% per month storage charge, starting 10 days after the scheduled ship date. Storage will be provided for up to 3 months at which time the order will be subject to cancellation, with the appropriate cancellation charges applied. ANY PERSON OR COMPANYS SUPPLYING LABOR OR MATERIALS FOR THIS IMPROVEMENT TO THE PROPERTY MAY FILE A LIEN AGAINST THE PROPERTY IF THAT PERSON OR COMPANY IS NOT PAID FOR THE CONTRIBUTIONS. YOU HAVE THE RIGHT TO DIRECTLY PAY PERSONS WHO HAVE SUPPLIED LABOR OR MATERIALS FOR THE IMPROVEMENT. YOU HAVE THE RIGHT TO REQUEST A LIEN WAIVER FOR ALL AMOUNTS PAID. Warranty on this equipment is supplied by the manufacturer of the equipment, not Cummins NPower, LLC. Standard warranty is one year from start-up or 18 months from delivery, which ever comes first, unless special or extended warranties are purchased. Signature Date Title Proposal by 8050 County Road 101East Shakopee, MN 55379 952-887-4535 To: City of Corcoran Attn: Pat Meister Re: Caterpillar Standby Generator WE PROPOSE TO FURNI SH IN ACCORDANCE WITH THE FOLLOWING SPECIFICATIONS, TERMS AND CONDITIONS QUANTITY: One (1) new CATERPILLAR diesel generator set outdoor unit insulated enclosure mounted on 24 hour capacity dual wall base fuel tank MODEL: C9 Tier 3, Standby Use Only RATING: 250 kW standby power VOLTAGE: 277/480 volts, 3 phase, 4 wire, 60 HZ, 1800 RPM CIRCUIT BREAKER: One (1) circuit breaker, 1 – 400 amp, SWITCHGEAR: None WARRANTY: Two (2) years, 1000 hours EQUIPMENT PRICE: $ 71,488 .00 * Please refer to the attached Bill of Material. *Price does not include state or local sales and/or use tax. APPROXIMATE SHIPPING : 10-12 weeks after submittal approval F.O.B. Jobsite, on truck TERMS Net 20 days THIS PROPOSAL SUBJECT TO ALL PROVISIONS OF THE CONTRACT AND WARRANTY ON REVERSE SIDE ACCEPTED: Respectfully submitted, ZIEGLER INC. By Doug Eckerman, Sales Engineer By Subject to approval by APPROVED: ZIEGLER INC. Its By Proposal No. EPG210676 Date: February 19, 2016 BILL OF MATERIAL EPG210676 - 1 - EMERGENCY STANDBY DIESEL FUELED GENERATOR SET, RATED 250 KW STANDBY @ 277/480 VOLT, 3 PHASE, 60 HERTZ, 1800 RPM, PACKAGED GENERATOR SET Caterpillar heavy-duty diesel Model C9 Direct injected, air to air-aftercooled 8.8 liter displacement In line 6 cylinder configuration AIR INLET SYSTEM Air cleaner, regular duty, with service indicators Aftercooler core, copper nickel construction Turbochargers, single stage CONTROL SYSTEM Caterpillar ADEM control system COOLING SYSTEM Radiator, high capacity Blower fan Fan drive Belt and fan guards Upper and lower radiator connections Antifreeze, 50% ethylene glycol with rust inhibitor Jacket water pump, gear driven, centrifugal Jacket water heater One (1) 3 kW heater 120/208 volt, 1 phase High pressure hose Isolation valves EXHAUST SYSTEM Exhaust manifold, dry, round flanged outlet Exhaust silencer, critical grade, internally mounted Exhaust flex connector, Bellows type, stainless steel construction, ANSI outlet flange FLYWHEEL AND FLYWHEEL HOUSING Flywheel, SAE No. 1 Flywheel housing, SAE No. 1 SAE standard rotation STARTING SYSTEM Starter motor, 24 VDC Alternator, 24V, 45 amp Battery, lead acid, low maintenance CAT industrial batteries Battery rack, corrosion resistant Battery cables Battery Charger, Dual Rate Float Style 10 amp Charger with alarms BILL OF MATERIAL EPG210676 - 2 - FUEL SYSTEM Fuel filters, RH, with service indicators Fuel transfer pump Fuel lines, flexible and braided high pressure, connected to base tank Fuel tank base dual wall, 24 hour capacity, 660 gallon Built to UL 142 standards Double wall, rupture basin construction Low fuel contacts wired to control panel Vent line, emergency GENERATOR AND GENERATOR ATTACHMENTS Brushless Caterpillar SR4 generator, R448 voltage regulator, volts/hertz One (1) Mainline circuit breaker, 400 amp PROTECTION SYSTEM Safety shutoff protection, energized to shut off HOUSING Outdoor insulated 71dB @ 7m weatherproof enclosure 14 gauge steel Color, white CONTROLLER EMCP 4.2 controller Instrumentation: LCD display with adjustable contrast and backlight with auto power off AC metering: Volts, Amps, Frequency DC metering: Battery volts, Hours run, Jacket water temperature, Oil pressure, Speed Protection Fail to start shutdown Low oil pressure shutdown Low/High battery voltage Battery charger failure Loss of engine speed detection 2 spare fault channels 20 event fault log Controls 2 LED status indicators, 1 red, 1 amber Run key and LED indicator Auto key and LED indicator Stop key and LED indicator Lamp test key Alarm acknowledge key Menu navigation keys Engine and AC metering shortcut keys Lock down emergency stop push button BILL OF MATERIAL EPG210676 - 3 - LUBE SYSTEM Oil cooler Oil filler and dipstick Oil filter, RH Oil pump, gear driven Oil pan Lubricating oil, Cat CXP, SAE 30, CD MOUNTING SYSTEM Rail base, engine-generator-radiator length Linear vibration isolators between base and engine generator AUTOMATIC TRANSFER SWITCH None - existing ANCILLARY EQUIPMENT One (1) Remote annunciator, NFPA110, shipped loose GENERAL Submittal drawings Technical data, engine, generator, radiator, switchgear, ancillary equipment Drawings, schematics, wiring diagrams Testing Prototype testing Production, factory testing Supervision by project management. 24 hour parts and emergency service Two (2) year warranty Trained technicians to perform start-up Deliver to jobsite on truck O & M manuals Operator training COMMENTS AND CLARIFICATIONS Crane to remove from delivery truck & place on pad provided by others Fuel provided by others NOTES Ziegler limits the scope of supply for this quotation to the equipment and services listed. Equipment not listed is assumed to be provided by others. Ziegler cannot provide air emission permits for customers. We will provide emission information on the Caterpillar engine to the owner to aid in the permitting process. Orders are subject to re-stocking charges if cancelled after release for production. Mechanical and electrical installation provided by others. State and local permits for fire, air, fuel tanks or building permits are not included and provided by others. Date:08 February 2016 Offer Expires:31 May 2016 Confidential 12756625Quote Id: Prepared For: City Of Corcoran Pat Meister Prepared By:John Braunshausen Minnesota Equipment, Inc. 13725 Main Street Rogers,MN 55374 Tel:763-428-4107 Fax:763-428-2700 Email:johnbraunshausen@mnequip.com Salesperson : X ______________Accepted By : X ______________ Confidential Quote Summary Prepared For: City Of Corcoran Pat Meister9100 County Road 19Loretto, MN 55357Business:763-400-7037 Prepared By: John BraunshausenMinnesota Equipment, Inc.13725 Main StreetRogers, MN 55374 Phone:763-428-4107johnbraunshausen@mnequip.com Quote Id:12756625 08 February 2016 09 February 2016 Created On: Last Modified On: Expiration Date:31 May 2016 Equipment Summary Selling Price Qty Extended Pronovost P-980 3 POINT SNOW BLOWER WITH ROTARY BDRUM, HYDRAULIC CHUTE, 14" UPPER AUGER, CARBON STEEL SHOES $ 16,500.00 X 1 =$ 16,500.00 Equipment Total $ 16,500.00 Quote Summary Equipment Total $ 16,500.00 Delivery $ 0.00 License $ 0.00 DOT $ 0.00 SubTotal $ 16,500.00 Total $ 16,500.00 Down Payment (0.00) Rental Applied (0.00) Balance Due $ 16,500.00 1606 STATE CONTRACT 2016 SNOW BLOWER ATTACHMENT 98" WARRANTY OPTION OPTION NAME INVOICE CODE P-980TRC 2016 Pronovost Snow Blower 98"$12,028.00 25TR08 Cylinder, hydraulic $114.00 MLH-315-R Hydraulic motor & cushion valve Drum $452.00 MLH-315-R Hydraulic motor & cushion valve Chute $452.00 PSIG-92104 Semi Industrial chute GR3 $1,325.00 VIP2-980 Full Flight Spiked Main auger $1,922.00 VS2-980 Upper Auger 14" $1,055.00 T1-98 Semi Industrial Scraper blade $429.00 PHD-92104 Industrial skid shoes $172.00 PV-08 PTO Multilob $781.00 PRH-30M-2 1000/555 Reducer gear box $3,143.00 Manuals: Service, operator Freight $2,038.00 Setup Sub Total $23,911.00 6%State Contract Discount 3%$1,434.66 Total per unit $22,476.34 Minor specification changes Graphics City required equipment Total $22,476.34 Budgeted Difference ($22,476.34) Contract Release T-632(5) Number Vendor Trueman Welters Inc. 1600 Highway 55 E Buffalo MN 55313 Contact Jon Ferris 763-286-3658 jon@welters.net Date:09 February 2016 Offer Expires:31 May 2016 Confidential 12762951Quote Id: Prepared For: City Of Corcoran Pat Meister Prepared By:John Braunshausen Minnesota Equipment, Inc. 13725 Main Street Rogers,MN 55374 Tel:763-428-4107 Fax:763-428-2700 Email:johnbraunshausen@mnequip.com Salesperson : X ______________Accepted By : X ______________ Confidential Quote Summary Prepared For: City Of Corcoran Pat Meister9100 County Road 19Loretto, MN 55357Business:763-400-7037 Prepared By: John BraunshausenMinnesota Equipment, Inc.13725 Main StreetRogers, MN 55374 Phone:763-428-4107johnbraunshausen@mnequip.com Quote Id:12762951 09 February 2016 09 February 2016 Created On: Last Modified On: Expiration Date:31 May 2016 Equipment Summary Selling Price Qty Extended Laforge FRONT 3 POINT HITCH AND 540 PTO WITH 3 HYDRAULIC REMOTES $ 16,800.00 X 1 =$ 16,800.00 Equipment Total $ 16,800.00 Quote Summary Equipment Total $ 16,800.00 Delivery $ 0.00 License $ 0.00 DOT $ 0.00 SubTotal $ 16,800.00 Total $ 16,800.00 Down Payment (0.00) Rental Applied (0.00) Balance Due $ 16,800.00 Selling Equipment Quote Id: 12762951 Customer:CITY OF CORCORAN PAT MEISTER Confidential Laforge FRONT 3 POINT HITCH AND 540 PTO WITH 3 HYDRAULIC REMOTES Hours:0 Stock Number: Selling Price $ 16,800.00 Code Description Qty Unit Extended 1 1 $ 16,800.00 $ 16,800.00 Suggested Price $ 16,800.00 Customer Discounts Customer Discounts Total $ 0.00 $ 0.00 Total Selling Price $ 16,800.00 Date:18 February 2016 Offer Expires: 31 May 2016 Confidential Quote Id: 12805185 ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): Deere & Company 2000 John Deere Run Cary, NC 27513 FED ID: 36-2382580; DUNS#: 60-7690989 ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: Minnesota Equipment, Inc. 13725 Main Street Rogers, MN 55374 763-428-4107 rogerssales@mnequip.com Prepared For: City Of Corcoran Proposal For: Delivering Dealer: John Braunshausen Minnesota Equipment, Inc. 13725 Main Street Rogers, MN 55374 rogerssales@mnequip.com Quote Prepared By: JOHN BRAUNSHAUSEN johnbraunshausen@mnequip.com ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): Deere & Company 2000 John Deere Run Cary, NC 27513 FED ID: 36-2382580; DUNS#: 60-7690989 ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: Minnesota Equipment, Inc. 13725 Main Street Rogers, MN 55374 763-428-4107 rogerssales@mnequip.com Confidential Salesperson : X ______________Accepted By : X ______________ Quote Summary Prepared For: City Of Corcoran 20881 County Road 117Rogers, MN 55374 Delivering Dealer: Minnesota Equipment, Inc.John Braunshausen13725 Main StreetRogers, MN 55374 Phone:763-428-4107johnbraunshausen@mnequip.com Quote ID:12805185 18 February 2016 18 February 2016 Created On: Last Modified On: Expiration Date:31 May 2016 Equipment Summary Selling Price Qty Extended Frontier PR1172 POWER RAKE $ 8,583.76 X 1 =$ 8,583.76 Contract: MN Tractors_Sub Compact Utility_90702 Price Effective Date: February 18, 2016 Equipment Total $ 8,583.76 * Includes Fees and Non-contract items Quote Summary Equipment Total $ 8,583.76 Trade In SubTotal $ 8,583.76 Total $ 8,583.76 Down Payment (0.00) Rental Applied (0.00) Balance Due $ 8,583.76 Quote Id: 12805185 Customer Name:CITY OF CORCORAN Selling Equipment Confidential ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): Deere & Company 2000 John Deere Run Cary, NC 27513 FED ID: 36-2382580; DUNS#: 60-7690989 ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: Minnesota Equipment, Inc. 13725 Main Street Rogers, MN 55374 763-428-4107 rogerssales@mnequip.com Frontier PR1172 POWER RAKE Hours: Stock Number: Contract:MN Tractors_Sub Compact Utility_90702 Price Effective Date:February 18, 2016 Selling Price * $ 8,583.76 * Price per item - includes Fees and Non-contract items Code Description Qty List Price Discount%Discount Amount Contract Price Extended Contract Price 1233XF PR1172 - 72 In. Power Rake 1 $ 10,468.00 18.00 $ 1,884.24 $ 8,583.76 $ 8,583.76 Suggested Price $ 8,583.76 Total Selling Price $ 10,468.00 $ 1,884.24 $ 8,583.76 $ 8,583.76 1 SYS_NAR 1410 Energy Park Drive Suite 16 St. Paul, MN 55108 651-647-4354 800-448-8439 Project Number: MN6203 651-647-4459 fax Account Executive: Dave Ruddy www.compview.com Date: 2 /2/2016 Registered and Bonded Oregon CCB #134110 Washington COMPVI*015DT California C-7 #778555 Minnesota License # CC01101 Scope of Work (Attachment “A”) – Video System for Council Chambers Following is a scope of work that includes the project features and design requirements as stipulated in our Project Definition Meeting. It is the client’s responsibility, or their authorized representative, to review the following information for accur acy and make any necessary changes prior to signing the document. CompV iew will install video camera solution, as described below, within the council chambers that will enable the video to be viewed real time while recording to a City of Corcoran server. There are two options proposed, one Option One without Camera Control – Fixed Camera and Confidence Monitor Option with Camera Control – Pan Tilt Zoom Camera s and Confidence Monitor Item Qty Total Qty per Room Manufacturer Model #Price Each Price Total 1.00 1 1 Extron 60-1324-01 3,123.00$ 3,123.00$ 2.00 1 1 Vaddio 999-6910-000 1,949.00$ 1,949.00$ 3.00 1 1 CVI N/A -$ -$ 4.00 1 1 Extron 60-1074-01 515.00$ 515.00$ 5.00 1 1 Extron 60-1271-12 306.00$ 306.00$ 6.00 1 1 Extron 60-1271-13 306.00$ 306.00$ 7.00 1 1 CVI -$ -$ 8.00 -$ -$ 9.00 1 1 NEC E505 899.00$ 899.00$ 10.00 1 1 Chief MTM1U 143.00$ 143.00$ 11.00 1 1 Extron 60-1271-13 306.00$ 306.00$ 8.00 1 1 CVI CVI 738.00$ 738.00$ EACH TOTAL 8,285.00$ 2,939.00$ 11,224.00$ -$ -$ 11,224.00$ SALES TAX @ INTEGRATION SERVICES TOTAL SYSTEM SUB-TOTAL W/O TAX EQUIPMENT & SHIPPING TOTAL SUMMARY Cabling, Connectors and Installation Materials Medium Fusion Micro-Adjustable Tilt Wall Mount DTP HDMI 4K 230 Rx HDMI Rx - 230 feet (70 m) SMP 351 Standard Version – 80 GB SSD SYSTEM TOTAL WideSHOT QSR System Network Pull to IT closer RGB-HDMI 300 A RGB and Stereo Audio to DTP HDMI 4K 230 Tx HDMI Tx - 230 feet (70 m) DTP HDMI 4K 230 Rx HDMI Rx - 230 feet (70 m) Integrate existing audio to SMP 351 for recordings 50” LED LCD Public Display Monitor Description Item Qty Total Qty per Room Manufacturer Model #Price Each Price Total 1.00 1 1 Extron 60-1324-02 3,905.00$ 3,905.00$ 2.00 1 1 CVI N/A -$ -$ 3.00 1 1 Extron 60-1271-12 306.00$ 306.00$ 4.00 1 1 Extron 60-1271-13 306.00$ 306.00$ 5.00 1 1 CVI -$ -$ 6.00 1 1 Extron 60-841-21 332.00$ 332.00$ 7.00 1 1 Vaddio 999-5655-000 7,627.00$ 7,627.00$ 8.00 3 3 Vaddio 999-9930-000 3,123.00$ 9,369.00$ 9.00 1 1 Vaddio 999-5520-022 1,402.00$ 1,402.00$ 10.00 1 1 Belden 7731A 0101000 1,451.00$ 1,451.00$ 11.00 1 1 Extron 60-1437-01 1,819.00$ 1,819.00$ 12.00 1 1 Extron 60-1271-13 306.00$ 306.00$ 13.00 1 1 AJA HD10AMA 775.00$ 775.00$ 14.00 1 1 OFE -$ -$ 15.00 1 1 NEC E505 899.00$ 899.00$ 16.00 1 1 Chief MTM1U 143.00$ 143.00$ 17.00 1 1 Extron 60-1271-13 306.00$ 306.00$ 18.00 1 1 CVI CVI 901.00$ 901.00$ EACH TOTAL 29,847.00$ 6,832.00$ 36,679.00$ SYSTEM SUB-TOTAL W/O TAX INTEGRATION SERVICES TOTAL SUMMARY DTP HDMI 4K 230 Rx HDMI Rx - 230 feet (70 m) Integrate existing audio to SMP 351 for SW2 HDMI Two Input Switcher w/ Contact SMP 351 3G-SDI with 3G-SDI Input – 80 GB Description Network Pull to IT closer DTP HDMI 4K 230 Tx HDMI Tx - 230 feet (70 m) RoboSHOT 12 HD-SDI TeleTouch 22” HD Touch Screen LCD Monitor Belden HDTV SDI Vid Cable,Black 1000ft DTP HD DA4 4K 230 HDMI to Four Output DTP ProductionVIEW HD-SDI MV 50” LED LCD Public Display Monitor Medium Fusion Micro-Adjustable Tilt Wall Mount DTP HDMI 4K 230 Rx HDMI Rx - 230 feet (70 m) DTP HDMI 4K 230 Rx HDMI Rx - 230 feet (70 m) HD/SD-SDI 4-Channel Analog Audio Embedder Program existing Extron MLC 226 IP for new EQUIPMENT & SHIPPING TOTAL Cabling, Connectors and Installation Materials 2 Limitations and Exclusions 1. Client shall be responsible for dedicated electrical A/C power and conduits (as required) to all specified locations. Al l A/V conduits shall be dedicated for Comp View wiring and of adequate size. 2. Client shall be responsible for all LAN and CCTV cable and connections. 3. Client shall be responsible for modifications to ceilings, walls, finish work and custom paint finishes (i f required). 4. Client and Comp View shall agree upon project schedule. Client shall provide access to facility, furniture and owner furnish ed equipment (O.F.E.) in accordance with that schedule. 5. Unless otherwise specified in this document, customer shall su pply all computer equipment. Including but not limited to: desktop computers, laptops, and network hardware. 6. Equipment and labor prices are estimated based on the project detailed in this signed document. Any changes or additions to the project shall aff ect the cost. Client Authorization I, ____________________________, acting as a representative of City of Corcoran , agree that the information contained in this scope of work is accurate, and represents intent and detail for, goods and/or services pro vided as referenced to this document. Client Representative Date STAFF REPORT Agenda Item 10d. Council Meeting: February 25, 2016 Prepared By: Jessica Beise Topic: Consideration of Awarding Bids – Cropland Rental Action Required: Approval Summary: The City owns property near City Hall. In the past the City has requested bids for the rental of the land for farming purposes. Staff received six bids for the rental of 48 tillable acres. Bids were opened at 10am on Thursday February 18th 2016. Bids ranged from $130.00 per acre to $210.00 per acre. The next steps for this process are to enter into contact and to collect the lease amount. Financial/Budget: For 2016 and 2017 the land will be rented for $210.00 per acre. The land rented for $205.00 per acre in 2014 and 2015. The 2016 performance reports will be updated to reflect the increased revenue. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Options: 1. Approve Resolution 2016-09 Awarding Cropland Rental Bids. 2. Decline to award bids and direct staff to re-bid. Recommendation: Approve Resolution 2016-09 Awarding Cropland Rental Bids. Council Action: Consider a motion to Approve Resolution 2016-09 Awarding Cropland Rental Bids. Attachments: 1. Resolution 2016-09 Awarding Cropland Rental Bids City of Corcoran February 25, 2016 County of Hennepin State of Minnesota RESOLUTION NO. 2016-09 Page 1 of 1 Motion By: Seconded By: A RESOLUTION AWARDING CROPLAND RENTAL BIDS WHEREAS, pursuant to advertisements for bids for the rental of crop land owned by the City of Corcoran, bids received, opened and tabulated according to law, and the attached bids were received complying with the advertisement; and WHEREAS, Beach Family Farms provided the highest bid for the 21 acre parcel located ½ mile north of City hall on County Road 116 ((PID 24-119-23-23-0001) in the amount of $210.00/acre; and WHEREAS, Beach Family Farms provided the highest bid for the 27 acre parcel lying south of City hall on County Road 116 (PID 13-119-23-32-0001) in the amount of $210.00/acre; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF CORCORAN, MN: • The Administrator is hereby authorized to enter into a two year (2016 – 2017) contract with Beach Family Farms in the name of the City of Corcoran for the rental of the 21 tillable acre parcel of crop land located ½ mile north of City Hall on County Road 116 (SE corner of Schutte Road and County Road 116) in the amount of $210.00/acre; and • The Administrator is hereby authorized to enter into a two year (2016 – 2017) contract with Beach Family Farms in the name of the City of Corcoran for the rental of the 27 tillable acre parcel of crop land lying south of City Hall on County Road 116 in the amount of $210.00/acre. VOTING AYE VOTING NAY Guenthner, Ken Guenthner, Ken Keefe, Mike Keefe, Mike LaFave, Tonya LaFave, Tonya Hank, Pat Hank, Pat Thomas, Ron Thomas, Ron Whereupon, said Resolution is hereby declared adopted on this 25th day of February, 2016. ________________________________ Kenneth Guenthner - Mayor ATTEST: ____________________________________ City Seal Jessica Beise– City Clerk/Administrative Services Coordinator City of Corcoran 2/18/2016 2016 Cropland Bids Last Name First Address City ST Zip North Parcel Bid South Parcel Bid 21 27 Leuer Greg 10495 Fenner Ave SE Delano MN 55328 $181.00 $181.50 Per Acre $3,801.00 $4,900.50 Total Bid Leuer Peter 6411 Hunter Rd Corcoran MN 55340 $191.00 $191.00 Per Acre $4,011.00 $5,157.00 Total Bid Patnode Daryl 23301 County Rd 10 Corcoran MN 55340 $135.00 $130.00 Per Acre $2,835.00 $3,510.00 Total Bid Koch Family Farm 16301 125th Ave N Dayton MN 55327 $190.00 $190.00 Per Acre $3,990.00 $5,130.00 Total Bid Montgomery Farms 4295 Shorewood Trai Medina MN 55340 $176.00 $176.00 Per Acre $3,696.00 $4,752.00 Total Bid Beach Family Farms 14760 126th Ave N Dayton MN 55327 $210.00 $210.00 Per Acre $4,410.00 $5,670.00 Total Bid STAFF REPORT Agenda Item 10e. Council Meeting: February 25, 2016 Prepared By: Brad Martens Topic: Review of Bid Alternates – Downtown Utility and Street Improvement Project Action Required: Direction Summary: At the February 11, 2016 Council meeting, staff presented bids for the Downtown Utility and Street Improvement project. The bids included four alternates for consideration. Alternate one was discussed in detail and the Council requested additional information on the remaining four alternates. Alternate #2 Pond Maintenance: $64,550 This alternate provides for the contractor to remove approximately 4,000 cubic yards of sediment from a storm water pond located primarily on the Pro-Tech property. The pond cleaning would restore the pond to its original design contours and treatment capacity. Other work involved in the project is temporary de-watering to complete the removal and restoration. This pond is the responsibility of the City who maintains it through a drainage and utility easement. A recent inspection of the site required by our MS4 found it recommended for cleaning. If not contracted as part of the projected it will need to be cleaned in-house or contracted out later. The bid price is advantageous as compared to past history. Alternate #3 Water and Sanitary Sewer to City Park: $53,150 This alternate involves installation of approximately 600 feet of sewer and water services which would provide water and sanitary sewer service to the park building as well as water service throughout the site. The septic system is not in ideal condition and the well is in poor condition (pumps quite a bit of sand). Five drinking fountains exist in the park and none of them are functional as the water does not meet department of health drinking water standards. Connecting to the water and sanitary sewer system would eliminate future septic issues and make the water fountains operational. Additionally, a hydrant would allow for trucks to fill up at the City location rather than St. Thomas church. Alternate #4 Hydrant Connection Change: $14,535 In 2015, staff had a substantial conversation on hydrant connection options related to the Ravinia development. Through that conversation staff implemented the use of a Storz connection which is universal to all departments. This decision was made after hydrants had been installed in previous projects. This cost would be to update 17 hydrants with the Storz connection. Staff believes this price is high so would recommend a different contractor. It would be up to the Council to continue to bond through this project to fund another contractor to change out through the other funds. It is requested that the City Council consider the alternates to the project and direct staff on how to proceed. This information is needed from the meeting in order to draft a resolution to be approved at the March 10th meeting. Financial/Budget: Prior to bidding, the cost estimate of the project was anticipated to be $3,871,622 of which approximately $3,000,000 was related to construction. The following table shows the costs of the base bid along with alternates, it is not necessary to select any or all alternates. Base Bid $2,464,700 $2,464,700 $2,464,700 $2,464,700 $2,464,700 Alternate 1 $483,950 $483,950 $483,950 $483,950 Alternate 2 $64,550 $64,550 $64,550 Alternate 3 $53,150 $53,150 Alternate 4 $14,535 $2,464,700 $2,948,650 $3,013,200 $3,066,350 $3,080,885 Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Options: 1. Direct staff on preference of alternates to be included in the downtown utility and street improvement project. 2. Send back to staff for further review. Recommendation Staff continues to recommend alternate #1. The remaining alternates are ranked as follows from staff: • Alternate #3 Water and Sanitary Sewer to City Park: $53,150 • Alternate #2 Pond Maintenance: $64,550 • Alternate #4 Hydrant Connection Change: $14,535 Selecting the base bid along with alternates #1 and #3 places the construction costs at $3,001,800 and would be along the original construction estimate. This approach is recommended. Council Action: Direct staff on preference of alternates to be included in the downtown utility and street improvement project. Attachments: N/A STAFF REPORT Agenda Item 11a. Council Meeting: February 25, 2016 Prepared By: Brad Martens Topic: Assessment and Finance Agreement – Downtown Utility and Street Improvement Project Action Required: Approval Summary: Attached to this report are recommended assessment and finance agreements allowing property owners to pay back assessments and fees related to the Downtown Utility and Street Improvement project over time. These agreements were drafted with feedback obtained from the Council at the January 14, 2016 meeting. The reason for two agreements is that some fees for larger properties are deferred and must include different language. If approved, staff will meet with property owners to see if they would like to pay the fees associated with the project over time. If they are interested, they will be required to sign the agreement. If not, the fees will be due at time of connection which is required one year following availability. Financial/Budget: Authorizing staff to offer the fee agreements will allow for property owners to pay for costs over time in lieu of a lump sum up front cost. Property owners will be required to pay an interest rate at 1% higher than the City’s cost of issuance which will cover borrowing costs and staff time. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. Options: 1. Authorize staff to offer Assessment and Finance Agreements as presented. 2. Send back to staff for further review. Recommendation Authorize staff to offer Assessment and Finance Agreements as presented. Council Action: Consider a motion to authorize staff to offer Assessment and Finance Agreements as presented. Attachments: 1. Assessment and Finance Agreement for Properties 1.5 Gross Acres or Less 2. Assessment and Finance Agreement for Properties Which are More than 1.5 Gross Acres 1 DRAFT ASSESSMENT AND FINANCING AGREEMENT FOR PROPERTIES 1.5 GROSS ACRES OR LESS This Assessment and Finance Agreement is for the property located at (address); PID # _______________; (“Subject Property”). WHEREAS, the City of Corcoran is currently preparing for construction of the Downtown Utility and Street Improvement Project (“Project”); and WHEREAS, the City of Corcoran is separately assessing the street and trunk utility costs pursuant to Minn. Stat 429; and WHEREAS, the City is offering a voluntary utility assessment for the fees over a period of ten (10) years at an interest rate to be determined at the time of assessment; and WHEREAS, the City of Corcoran and the City of Maple Grove have established Initial Fees associated with the project as outlined below: Fee City Water Connection: $1,030 City Sewer Connection: $1,030 City Water TLAC: $5,150 City Sewer TLAC: $3,110 Maple Grove Fee $______ Total: $______ These Initial Fees must be paid at either the time of connection or pursuant to this Agreement; in addition to these Initial Fees, additional usage fees and sewer access charges (SAC) will exist at time of connection (“Additional Costs”); and WHEREAS, the City has offered to assess the Initial Fees for the benefitted properties over the same time period and at the same interest rate as the special assessments levied within said Project; and Attachment 1 2 WHEREAS, the property owner acknowledges that the Initial Fees have been capped, and contemplate only one sewer and water connection, Additional Costs may be due as outlined in this agreement. NOW, THEREFORE, it is agreed: 1.Owner of Subject Property identified above hereby requests to have the following Initial Fees, totaling $_____ assessed to PID # ______________. 2.That the assessment of the Initial Fees shall be over a period of ten (10) years commencing in 2017 and at the same interest rate charged by the City in the special assessment of Subject Project. 3.The above assessment of Initial Fees is based on one sewer and water connection and is based on the present use of the property. Any additional sewer and water connections to the system, any land or building use that results in an increased number of fixtures, or any increase in Met Council Sewer Access Charges (SAC) from the initial review for connection may result in additional charges to the property which shall become due immediately at the rates in place at the time required. Upon the sale of the property, all Initial Fees and Additional Charges to the property will become immediately due at the rates in place at the time of the sale. PROPERTY OWNER ____________________________________ STATE OF MINNESOTA ) ) ss. COUNTY OF HENNEPIN ) The foregoing instrument was acknowledged before me this ____ day of ________, 2016 by _________________________________________. ____________________________________ Notary Public 1 DRAFT ASSESSMENT AND FINANCING AGREEMENT FOR PROPERTIES WHICH ARE MORE THAN 1.5 GROSS ACRES This Assessment and Finance Agreement is for the property located at (address); PID # _______________; (“Subject Property”). WHEREAS, the City of Corcoran is currently preparing for construction of the Downtown Utility and Street Improvement Project (“Project”); and WHEREAS, the City of Corcoran is separately assessing the street and trunk utility costs pursuant to Minn. Stat 429; and WHEREAS, the City is offering a voluntary utility assessment for the fees over a period of ten (10) years at an interest rate to be determined at the time of assessment; and WHEREAS, the City of Corcoran and the City of Maple Grove have established Initial Fees associated with the project as outlined below: Fee City Water Connection: $1,030 City Sewer Connection: $1,030 City Water TLAC: $5,150 City Sewer TLAC: $3,110 Maple Grove Fee $13,418 Total: $23,738 These Initial Fees must be paid at either the time of connection or pursuant to this Agreement; in addition to these Initial Fees, additional usage fees and sewer access charges (SAC) will exist at time of connection (“Additional Costs”); and WHEREAS, the City has offered to assess the Initial Fees for the benefitted properties over the same time period and at the same interest rate as the special assessments levied within said Project; and Attachment 2 2 WHEREAS, the property owner acknowledges that the Initial Fees have been capped and contemplate only one sewer and water connection, Additional Costs may be due as outlined in this agreement. NOW, THEREFORE, it is agreed: 1.Owner of Subject Property identified above hereby requests to have the following Initial Fees, totaling $23,738 assessed to PID # ______________. 2.That the assessment of the Initial Fees shall be over a period of ten (10) years commencing in 2017 and at the same interest rate charged by the City in the special assessment of Subject Project. 3.The above assessment of Initial Fees is based on one sewer and water connection and is based on the present use of the property. Any additional sewer and water connections to the system, any land or building use that results in an increased number of fixtures, or any increase in Met Council Sewer Access Charges (SAC) from the initial review for connection will result in Additional Charges to the property which shall become due immediately at the rates in place at the time required. 4.Upon the sale of the property, or by January 1, 2027, whichever occurs first, all Initial Fees and Additional Charges to the property will become immediately due at the rates in place at the time of the sale. 5.Maple Grove Fees are calculated per gross acre and are capped at 1.5 gross acres for the initial project. Remaining fees for remaining gross acres will become due if triggered by any of the events contemplated in sections three or four above or by January 1, 2027, whichever occurs first. PROPERTY OWNER ____________________________________ STATE OF MINNESOTA ) ) ss. COUNTY OF HENNEPIN ) The foregoing instrument was acknowledged before me this ____ day of ________, 2016 by _________________________________________. ____________________________________ Notary Public STAFF REPORT Agenda Item 11b. Council Meeting: February 25, 2016 Prepared By: Jessica Beise Topic: Commission Appointments – Parks and Trails Commission Action Required: Appointment Summary: On February 29, 2016 the following Parks and Trails Commission member terms are set to expire: • Thomas Anderson • Kevin Dale • Debbie Regan • Chad Robran Staff has received applications from Mr. Anderson, Ms. Regan and Mr. Robran requesting reappointment. Mr. Dale is not seeking reappointment. It is requested that the City Council review the applications and consider reappointment. If the reappointments are approved the commission would consist of eight members. The 2015 adopted ordinance amendment will require the commission to reduce to seven members over time through attrition. Financial/Budget: Commission members serve without compensation. Alignment with Values: This item relates to the following adopted values: EQUAL OPPORTUNITY We believe that every employee and citizen should be afforded an equal opportunity to participate in all aspects of employment, citizenship, and governance in the City of Corcoran based exclusively on their ability to contribute. Options: 1. Reappoint Thomas Anderson, Debbie Regan, and Chad Robran to the Parks and Trails Commission for a term of March 1, 2016 – February 28, 2019. 2. Decline to reappoint one or more members to the Parks and Trails Commission. Recommendation: Consider a motion to reappoint Thomas Anderson, Debbie Regan, and Chad Robran to the Parks and Trails Commission for a term of March 1, 2016 – February 28, 2019. Attachments: 1. Parks and Trails Commission Application – Thomas Anderson 2. Parks and Trails Commission Application – Debbie Regan 3. Parks and Trails Commission Application – Chad Robran STAFF REPORT Agenda Item 11c. Council Meeting: February 25, 2016 Prepared By: Jessica Beise Topic: Commission Appointments – Planning Commission Action Required: Appointment Summary: On February 29, 2016 the following Planning Commission member terms are set to expire: • Dean Jacobs • Dorothy Theis Staff has received applications from Mr. Jacobs and Ms. Theis requesting reappointment. It is requested that the City Council review the applications and consider reappointment. If the reappointments are approved the commission would consist of five members. Financial/Budget: Commission members serve without compensation. Alignment with Values: This item relates to the following adopted values: EQUAL OPPORTUNITY We believe that every employee and citizen should be afforded an equal opportunity to participate in all aspects of employment, citizenship, and governance in the City of Corcoran based exclusively on their ability to contribute. Options: 1. Reappoint Dean Jacobs and Dorothy Theis to the Planning Commission for a term of March 1, 2016 – February 28, 2019. 2. Decline to reappoint one or more members to the Planning Commission. Recommendation: Consider a motion to reappoint Dean Jacobs and Dorothy Theis to the Planning Commission for a term of March 1, 2016 – February 28, 2019. Attachments: 1. Planning Commission Application – Dean Jacob 2. Planning Commission Application – Dorothy Theis