BATTLE LAKE CITY COUNCIL EMERGENCY MEETING-COVID-19 PANDEMIC Friday, March 20, 2020 4:30 P.M.
• Call to Order • Pledge of Allegiance • Approve Agenda • Request Approval – Resolution with Declaration of Emergency PAGES 1 -2 PAGES 40 - 41 o Emergency Operations Plan PAGES 3 – 29 (PLEASE BRING HOME) o NIMS Training PAGES 30 • Request Approval – COVID-19 Policy PAGES 31 – 33 o Telecommuting if there is a “Shelter in Place” order • Video Conferencing System Purchased • Utility Billing Policy – COVID-19 PAGE 42 o Consider no late fees for March and April o Consider no disconnections for March and April • County Response to COVID-19 PAGES 34 - 39 o CDA Meeting • Role of the EDA with COVID-19 • Continuation of Operation for Municipal Liquor Store • Press Release – PAGE 43 • Webinars from the League of MN Cities • Future Meetings
Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 1
CITY OF BATTLE LAKE COUNTY OF OTTER TAIL STATE OF MINNESOTA
RESOLUTION #2020-02-11A
RESOLUTION DECLARING A LOCAL EMERGENCY
WHEREAS, Novel Coronavirus Disease 2019, commonly known as "COVID-19," which is a respiratory disease that can result in serious injury or death, is spreading globally and has been identified by the World Health Organization ("WHO") as a pandemic; and
WHEREAS, on March 13, 2020, President Donald Trump declared that the COVID-19 outbreak in the United States constitutes a National Emergency; and
WHEREAS, COVID-19 has been confirmed to exist and be spreading within the State of Minnesota; and
WHEREAS, on March 13, 2020, Governor Tim Walz declared a Peacetime State of Emergency to authorize any and all necessary resources to be used in support of the COVID-19 response; and
WHEREAS, on March 16, 2020, Governor Tim Walz issued an executive order - Providing for Temporary Closure of Bars, Restaurants, and Other Places of Public Accommodation; and
WHEREAS, Minn. Stat.§ 12.29 authorizes the Mayor of the City of Battle Lake to declare a local emergency, and further provides that the state of local emergency may not be continued for a period in excess of three days except by or with the consent of the City Council of the City of Battle Lake; and
WHEREAS, the United States Center for Disease Control ("CDC") and Minnesota Department of Health ("MOH") have advised that aggressive community mitigation strategies are necessary to slow the transmission of COVID-19, reduce illness and deaths, and limit the economic impacts of the outbreak; and
WHEREAS, the COVID-19 pandemic is an unforeseen, present, sudden, and unexpected situation, which requires immediate action to be taken to prevent damage to the health, safety, and welfare of the citizens of the City of Battle Lake; and
WHEREAS, the necessary resources to respond to and recover from this pandemic will likely exceed those resources available within the City, and additional resources may be needed from other cities, counties, the state and federal sources.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Battle Lake, Minnesota, that:
1. By signing this Resolution, Mayor Gene Kelm declares that the COVID-19 pandemic constitutes a local emergency within the City of Battle Lake, effectiveMarch 19, 2020, with all the powers and responsibilities attending thereto as provided in Minn. Stat. Ch. 12, and as otherwise provided for in the City of Battle Lake's City Code and Emergency Operations Plan (EOP).
2. The City Council, by adopting this Resolution, agrees with the Mayor's declaration of a local emergency within the City of Battle Lake and hereby extends such state of local emergency until Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 2 such time as this resolution is rescinded by the City Council.
3. The Mayor and City Council hereby support City staffin their ongoing review of City ordinances, regulatory requirements, operations, practices, events, and resources to determine whether the foregoing should be adjusted or suspended, and to make recommendations regarding additional emergency regulations to support the employees and residents of the City of Battle Lake.
4. The Mayor and City Council hereby support City staff in their ongoing operations and support the response to this incident, under the direction and coordination of the City's Department Heads including implementing new employee protocols, strategies, and processes to ensure that public services are maintained while best protecting the health, safety and welfare of the public and the City's employees.
5. The Mayor and City Council hereby support the City's Clerk/Treasurer and other appropriate City staffto request and coordinate appropriate aid and resources from surrounding jurisdictions, cities, counties, the State of Minnesota, and the Federal government, as needed.
6. The Mayor and City Council hereby declares, under Minn. Stat. § 13D.021, that in-person meetings of the City Council and its subcommittees, Planning Commission, and other advisory boards and commissions of the City of Battle Lake may not be practical or prudent due to the COVID-19 health pandemic and the peacetime emergency declared by Governor Walz pursuant to Minnesota Statutes, Chapter 12, and hereby directs that meetings of the City Council and its subcommittees, Planning Commission, and other advisory boards and commissions of the City may be conducted by telephone or other electronic means, and hereby authorizes the City Clerk/Treasurer and Mayor to take such action as may be necessary to enable such meetings to occur via telephone or other electronic means pursuant to Minn. Stat.§ 13D.021, until such time as it is no longer impractical or imprudent for the City Council, Economic Development Authority, Planning Commission, and other advisory board or commission to resume in-person meetings. In person meetings for the period specified herein shall be limited to meetings that are required by state law, or City Code or are otherwise determined necessary and prudent by the City Administrator in consultation with the Mayor.
7. The Mayor and City Council hereby orders that this declaration be given prompt and general publicity and that it be filed promptly by the City Clerk/Treasurer.
PASSED by the City Council of the City of Battle Lake on this 19th day of March, 2020.
Gene Kelm, Mayor Attest, Valerie Martin, Clerk/Treasurer
2 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 3
EMERGENCY MANAGEMENT PLAN FOR GOVERNMENT OFFICIALS
CITY OF BATTLE LAKE OTTER TAIL COUNTY STATE OF MINNESOTA
Prepared May 2008 and Updated March 2020 1 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 4
TABLE OF CONTENTS Description Page
Table of Contents 2 Purpose and Legal Basis 3 Existing Government/Organizations 4 Warning and Notification 5 Personnel and NotificationList 6 Employee Listing by Department 7 Emergency Operating Center 8 Emergency Calling Tree 9 Emergency ResponsibilityAssignments 10 The Mayor, City Council, and City Clerk 11 The City Incident Commander 12 The City Clerk/Treasurer 13 Assistant Fire Chief 13 BattleLake Fire and Battle Lake Area Rescue 14 Battle Lake Public Works 15 Support 16 Recognized Hazards in the State of Minnesota 17 Emergency Management Functions and Responsibilities 18-19 Listing of Resources 20-24 Animal Shelter and Veterinary 20 Assembly Areas 20 Communications 20 Community Groups 21 Electrical Contractors 21 Emergency Services 21 Heavy Equipment 22 Media 22 Medical 23 Plumbing and Heating Contractors 23 Service Agencies 23 Supplies (Building, Food, Clothing, Shelter) 24 Transportation forPeople 24 Transportation and Equipment 24 Take Care of Personal Requirements 25 Mayor's Proclamation and Resolution by Council 26
Prepared May 2008 and Updated March 2020 2 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 5
Purpose:
The purpose of this plan is to ensure that in the event of any type of disaster, the city's facilities, equipment, and manpower will be used in a coordinated, effective way, so as to: maximize the protection of life and property and ensure the continuity of government.
Legal Basis:
The legal basis for this plan is Public Law 920, as amended, Minnesota Statutes, Chapter 12, as amended, and·City Ordinance Chapter 33.
Mayor Date
Emergency Management Director Date (Incident Commander)
Prepared May 2008 and Updated March 2020 3 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 6
1. EXISTING GOVERNMENT/ ORGANIZATION
Existing government is the basis for emergency operations; that is, city personnel will perform emergency activities related to those they perform on a day-to-day basis. The City Organization is as follows.
Mayor/ Council I I I I I Co-Emergency Battle Lake City Public Management ---- Police Clerk Works Directors Department I Assistant Fire Chief I Battle Lake Fire & Rescue
Prepared May 2008 and Updated March 2020 4 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 7
2. WARNING AND NOTIFICATION
RECEIPT OF WARNING The County Sheriffs officeis the county waining point (E-911 dispatch). The Sheriffs officereceives and disseminates all emergency notificationsand is responsible for the activation of emergency systems. The fire and police departments can set offthe alarm if need be.
The Battle Lake Fire Hall serves as the City Warning Point and is responsible forrelaying any notificationthey receive fromthe Sheriffs officeto appropriate City Officials, staff, and residents.
DISSEMINATION OF WARNING/ NOTIFICATION Upon notification of severe weather or other potential incident, the Sheriff shall: 1. Notifythe affectedcommunity via the media. 2. Activate the appropriate outdoor waining system.
NOTE: Otter Tail County is covered by the National Weather Service weather warning radio system. Radio and television will be used to warnboth the hearing impaired and blind population.
FOR NATURAL DISASTER/ HAZARDOUS MATERIALSINCIDENT I NUCLEAR ATTACK Notifykey personnel. (Personnel notification list attached)
NOTE: The Otter Tail County WarningSystem (EOC) will performthe following on behalf of Battle Lake: 1. Sound the Radio Controlled Outdoor WarningSirens. A. Long, sustained tone forweather emergency warnings B. Intermittent Tone for other emergencies
2. Activate the Emergency Broadcast System thereby notifyingall regional media and the public of the type of danger present.
NOTE: In case of power failure to the warning siren, the Battle Lake Fire, Rescue, and Police will use their vehicle's PA systems to notify residents of impending danger.
Prepared May 2008 and Updated March 2020 5 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 8
3. PERSONNEL NOTIFICATION LIST:
# Position Name Phone (H) (W) Phone (W)(C) 1 Mayor Gene Kelm 218-205-0513 218-205-0513 2 Council Member Don Maslow 218-205-6310 218-205-6310 3 Council Member Marjorie Quammen 218-864-5900 218-583-2927 4 Council Member John Salvevold (Archie) 218-535-0166 218-535-0166 5 Council Member Ryan Christensen 218-862-5556 320-815-9631 6 EOC Director (IC) Kent Kortlever 218-862-5813 218-864-8989 7 Fire Chief Derek Tysdal 701-306-6944 701-306-6944 8 Assistant Fire Chief Dan Christensen (Owen) 218-864-5603 218-849-7747 9 Battle Lake Police Kent Kortlever 218-862-5813 218-282-0528 10 Battle Lake Rescue Nie Drusch 3 20-4 20-68 80 320-420-6880 11 CityAttorney JJ Cline 218-998-4088 218-770-1880 12 City Clerk Val Martin 218-747-2049 218-864-0424 13 Deputy Clerk Karalee Brandner 218-864-9910 218-731-4334 14 Otter Tail Co EOC Patrick Waletzko 218-998-3246 218-998-8067 15 BL Public Works Chris Johnson 218-371-5071 16 Alliance Church Gilbertson St. 218-864-5539 17 Baptist Church LakeAve.N. 218-862-5319 18 Catholic Church LakeAve. N. 218-864-5747 19 Lutheran Church Holdt Street 218-864-5686 20 Senior Center E. Main St. 218-864-87 68 21 Battle Lake School Darren Kern: Supt 218-864-5215 22 Lake Region Blee.Coop 800-552-7658 23 Otter Tail Power 218-736-6947 800-257-4044 24 Red Cross 218-736-3481 25 SalvationArmy 218-739-9692 26 Good Samaritan Soc. Linda Nine 218-864-5231 27 Battle Lake Natural Gas Chris Johnson 218-371-5071 28 Battle Lake E.O.C. City Hall Hardwired 218-862-2574 Line One 29 Battle Lake E.O.C. City Hall Hardwired 218-862-2575 Line Two 30 E.O.C. Secondary Site City Shop Location 218-862-8005 621 Holdt St. 31 Battle Lake Natural Gas On Call Number 218-862-5550
Prepared May 2008 and Updated March 2020 6 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 9
City of Battle Lake Employees by Department:
Dept. Name Title Office# Cell# Home# PD Kent Kortlever Police Chief 218-864-8989 218-282-0528 218-862-5813 PD Tim Sweazey Police Officer 218-864-8989 218-371-8761 PD David Wilson Police Officer 218-864-8989 651-324-7355 PD Chris Estes Police Officer 218-864-8989 701-710-0373 PD Josh Pesta Police Officer 218-864-8989 320-808-4205
Dept. Name Title Office# Cell# Home# AD Val Martin Clerk-Treasurer 218-864-0424 612-508-0459 218-747-2049 AD Karalee Brandner Deputy Clerk-Treas. 218-864-0424 218-731-4334 218-864-9910 AD Tami Olson Admin. Assistant 218-864-0424 218-535-1885 218-736-7787
Dept. Name Title Office# Cell# Home# PW Chris Johnson Public Works Dir. 218-864-0424 218-371-5071 PW Trevor Meece Public Works Tech. 218-864-0424 218-298-0721 PW Adam Schwartz Public Works Tech 215-864-0424 218-583-1994 PW Brad Grewe Public Works Tech 218-205-1973
Dept. Name Title Office# Cell# Home# LQ Adam Freyholtz LQ Store Manager 218-864-5581 218-371-7835 LQ Jack Uselman Assist. LQ Store Mgr. 218-864-5581 218-405-0153 LQ Chris Ronning PT LQ Store Clerk 218-205-2270 LQ Dave Himmelspach PT LQ Store Clerk 701-214-1270 218-864-0651 LQ Lou Davis PT LQ Store Clerk 218-849-2429 LQ Nicki Otto PT LQ Store Clerk 701-339-7388 LQ Nicky Boehland PT LQ Store Clerk 218-205-5165 LQ Pat Wagstrom -Purcell PT LQ Store Clerk 651-707-5124 LQ Sarah Moen PT LQ Store Clerk 218-639-6826 LQ Stacy Stanley PT LQ Store Clerk 218-205-6966 LQ Van Drawdy PT LQ Store Clerk 218-371-5734 LQ Ashley Freyholtz PT LQ Store Clerk 218-639-2755 LQ Kayla Beck PT LQ Store Clerk 218-731-8752
Prepared May 2008 and Updated March 2020 7 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 10
4. Emergency Operating Center:
DIRECTION AND CONTROL of the city's response to the disaster will take place from the City Emergency Operating Center (EOC). The EOC is located at THE CITY HALL, 108 East Main Street, Battle Lake, MN 56515
EOC Telephone numbers: 218-862-2574 and 218-862-2575
Secondary Location: In case of the primary location at city hall being disrupted due to storm damage, accessibility, outages, etc. The back-up location or Secondary Location forthe EOC will be located at 621 Holdt Street, (City Shop). The back-up location has a phone number of 218-862-8005 and also has internet access. The Secondary Location may also be used in conjunction with the primary location if there is need due to over flowor convenience of particular services that may be required such as staging.
BOC ACTIVATION: The Fire Chief, Police Chief/ Incident Commander will activate the EOC with notification to the Otter Tail County EOC.
BOC STAFF: The Fire Chief/PoliceChief will act as the Incident Commander. The Assistant Fire Chief will act as the Fire Chief. All Emergency Operations Staff are to report to the EOC upon the occurrence of a disaster.
BOC SUPPLIES / EQUIPMENT: The Incident Commander is responsible for ensuring that the EOC is operational. That is, the necessary maps, tables, chairs, communications equipment, message logs, etc., are on hand.
Prepared May 2008 and Updated March 2020 8 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 11
EMERGENCY CALLING TREE:
I(ent I(ortlever, 218-864-8989 Office 218-282-0528 Cell 218-862-5813 Home
Derek Tysdal Nie Drusch Battle Lake Fire Chief Battle Lake Rescue Captain 701-306-6944 320-420-6880
Chris Johnson Gene Kelm Val Martin 218-371-5071 cell 218-205-0513 612-508-0459 cell 218-864-0424 work 218-747-2049 home 218-864-0424 work Public Works Director Mayor City Clerk
Don Maslow Marjorie Quammen John Salvevold Ryan Christensen 218-864-5900 218-535-0166 218-862-5556 218-205-6310 218-583-2927 320-815-9631
Deputy Clerk, Karalee Brandner, 218-864-9910 or 218-731-4334 Public Works, Trevor Meece, 218-298-0721 Public Works, Adam Schwartz, 218-583-1994
Prepared May 2008 and Updated March 2020 9 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 12
5. Emergency ResponsibilityAssignments: -- I N C A s B C C 0 M A L I I A C B L D T s C E 0 C u F M E y s I M 0 L A B I A N T T E s u A R C p L R y T C y R 0 N N M 0 u p E 0 L F G C T C y B D R C E I E y E E L & 0 R R 0 M s H R 0 I C M K E C G V s 0 s E C C R 0 M M C H s E D E u A T C s T s E p R C s w s N N R H T R I V R T 0 C C D E I A D D I T I 0 A R u I E A E F I I F A C s F K - E L R s F F R R F L E s F s Warning & Notification s s p s s p p Direction & Control / EOC p C s s s Emergency Public Info. s p s s Search & Rescue s p C p s s s s Health/Medical, 1st Responders p s s s s p s s Evacuation & Traffic Control p s C s C s s s Fire Protection p p C s s s Damage Assessment s C s s C s s s s s Congregate Care s p C s s s s s s Debris Clearance s C s C s s s p
Utilities Restoration s C s s s Haz. Materials/Radiological Prot. s s p s C s s s s s Annual Training s p s s s s s s s
P: Primary S: Support C: Coordination
Prepared May 2008 and Updated March 2020 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 13
6. The Mayor, Council, and City Clerk will:
1. Ensure that the City Incident Commander has activated / is activating the EOC.
2. Report to the EOC.
3. Ensure that the City Incident Commander and/or service chiefs provide an initial damage assessment and casualty report.
4. Ensure that the Mayor briefs the EOC staffas to the status of the disaster.
5. Be ready to issue a declaration of emergency.
6. Serve as the City Public Information Officer (PIO) or designate a member of the City staffto performthis function.
7. In consultation with the City Incident Commander, determine whether or not state or federalassistance should be requested ( City resources must be fullycommitted beforestate or federal assistance will be available. If assistance is requested, be specific).
Prepared May 2008 and Updated March 2020 11 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 14
7. The City Incident Commander will: 1. Ensure that the city officials have been notified, key facilities warned, sirens activated, etc.
2. Activate the City EOC, make sure that it is fullyoperational, and that EOC departments have reported/ are reporting to it.
3. Obtain initial damage assessment and casualty report and relay this informationto the Mayor and to the CountyEmergency Management Director at 218-998-8067
4. Ask the service chiefs to brief the EOC staffas to the status of the disaster.
5. Ask the City Council to issue a declaration of emergency.
6. Evaluate available resources, including personnel, by checking with service chiefs. If deficiencies exist, take action to obtain needed resources.
7. Ensure that good records are kept on expenditures.
8. In the event of a citywide power failure,city maintenance will coordinate with the firedepartment for water supply ( City may turn offsupply to reserve forfire safety).
Prepared May 2008 and Updated March 2020 12 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 15
8. The City Clerk / Treasurer will:
1. Maintain records indicating city expenses incurred due to the disaster.
2. Assist in the damage assessment by: a. Providing informationregarding the dollar value of the property damaged as a result of the disaster.
b. Providing information(name, telephone number, etc.) regarding the owners of property damaged / destroyed as a result of the disaster.
3. Set up procedures to permit acquisition of equipment and supplies needed following a disaster.
9. Assistant Fire Chief will:
1. Ensure that all personnel are alerted to the disaster and that they report as the situation dictates.
2. Report to the City Emergency Operating Center (BOC) by calling 218-862-2574.
3. Review the disaster situation as it pertains to the Fire Department and forwardthe informationto the City Incident Commander.
4. Coordinate the activities of your department with other services.
5. Priorities will be (1) to assure the safety of personnel; (2) rescue injured and trapped persons.
6. If additional assistance is necessary, utilize mutual aid agreements with other fire departments.
7. Fire Department Hazardous Materials SOP to be used in the event of a release of hazardous material on site and in the affected surrounding area.
Prepared May 2008 and Updated March 2020 13 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 16
10. Battle Lake Fire and Battle Lake Area Rescue will:
1. Ensure that all EMS personnel are alerted to the disaster and that they report as the situation dictates.
2. Report to the City Emergency Operating Center (BOC).
3. Review the disaster situation as it pertains to the Emergency Medical Services and forwardthis informationto the City Incident Commander.
4. Coordinate the activities of your department with the other services.
5. Provide appropriate Emergency Medical Services.
6. If additional assistance is necessary, utilize mutual aid agreements with other firedepartments and ambulances.
7. Utilize Emergency Medical Services SOP dealing with hazardous materials incidents.
Prepared May 2008 and Updated March2020 14 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 17
11. Battle Lake Public Works will:
1. Ensure that all Public Works personnel are alerted to the disaster, and report as the situation dictates.
2. Report to the City Emergency Operating Center (BOC).
3. Review the disaster situation as it pertains to Public Works and forward this informationto the Incident Commander.
4. Coordinate the activities of your department with the other services.
5. Utilize Public Works SOP dealing with water and sewer disasters.
6. Assist in damage assessment.
7. Assist in damage clean-up.
Prepared May 2008 and Updated March 2020 15 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 18
12. Support:
A. Support that can be expected fromOtter Tail County as follows:
COUNTY SHERIFF: Assistance to the Battle Lake Police Department in trafficcontrol, search and rescue, and security and support services as outlined on page 8 "Emergency Responsibility Assignments."
COUNTY ENGINEER: County Highways #83 and #89.
COUNTY SOCIAL SERVICES: All services as outlined on page 8.
B. Support from private agencies/ volunteer groups as follows:
As outlined on page 8 and the Otter Tail County Emergency Operations Plan. (Red Cross, Salvation Army, Schools, Churches, Battle Lake Lions, American Legion, etc.) All activities will be coordinated at the EOC (City Hall) and under the direction of the Incident Commander.
C. Support fromthe National Guard is as follows:
OVERVIEW: When a natural disaster or other major emergency is beyond the capability of local government, support from National Guard units may be available. Only the governorhas the authority to activate the National Guard.
REQUEST PROCEDURE: In the case of the county and all cities, the sheriffmust submit the request forassistance to the governor'soffice.
D. Support fromstate and federalagencies is as follows: MINNESOTADOT: State Highways #78 and#210.
Informationand assistance in securing state and federalsupport may be obtained by contacting the Otter Tail County Emergency Management Director.
Prepared May 2008 and Updated March 2020 16 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 19
Recognized Hazards in the State of Minnesota:
1. Civil Disorder 2. Fire a. Urban b. Forest I Wildfire 3. Hazardous Material Incidents a. Facility b. Transportation c. Highway d. Air 4. National Security Event 5. Natural Disaster a. Flood b. Severe Weather/ Thunderstorm c. Tornado d. Winter Storm / Blizzard 6. Public Utilities Failure a. Electric b. Telephone c. Water and Sewer d. Natural Gas 7. Transportation Accident a. Ground b. Air c. Water 8. Pandemic Outbreak a. Air bornPathogens b. Blood bornPathogens c. Other diseases
Prepared May 2008 and Updated March 2020 17 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 20
Emergency Management Functions and Responsibilities
► Notification and Warning- Notifyingthe public of probable impending disaster in time to take protective actions. Includes operation of all communications services forcontrol centers and operational forces.(In case of power failure, the BOC / City Hall will have a back-up generator, and Emergency Response Vehicles will notifycivilians via their PA systems.) Responsibility: Battle Lake Police Department, Battle Lake Fire, Battle Lake Area Rescue
► Direction and Control- Management of a community's survival recovery efforts and the operation itself. Responsibility: The Mayor; County Coordinator/City Administrator; Director of Emergency Management, Incident Commander
► Emergency Public Information- Provide information and directions to the public about appropriate protective actions. Government spokesperson to the media. Responsibility: Public Information Officer ( as assigned by the Incident Commander)
► Search and Rescue- Searching forand rescuing trapped, injured, or missing people. Responsibility: Battle Lake Police Department, Battle Lake Fire, Battle Lake Area Rescue, assisting agencies or people
► Health / Medical- Provide appropriate health and medical care to the stricken population. Responsibility: Battle Lake Area Rescue, Department of Health and Human Services, Outside Agencies forassistance
► Evacuation, Traffic Control, and Security- Manage movement of people fromthe path of the threat or disaster to an area of relative safety; protect life and property; controlling movement of persons and emergency equipment necessary to protect persons and counteract the emergency situation. Responsibility: Battle Lake Police Department, Otter Tail County Sheriffs Department, assistance of others as needed
Prepared May 2008 and Updated March 2020 18 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 21
► Fire Protection- Deploy firefighting resources to prevent or contain fires and rescue trapped or injured people. Responsibility: Battle Lake Fire, Battle Lake Area Rescue, with assistance of mutual aid departments if necessary
► Damage Assessment- Monitor and analyze a disaster and assess physical damage; collect informationessential to recovery effortsand future mitigation. Responsibility: Assessor's Office;Red Cross Disaster Assessment Teams; City Clerk
► Congregate Care- Provide shelter, lodging, food, clothing, and sanitation to the disrupted population. Responsibility: Department of Health and Human Services; Red Cross; Salvation Army (locations: Battle Lake School, Catholic Church, Lutheran Church, Alliance Church, Baptist Church, Senior Center, Battle Lake Good Samaritan Center)
► Debris Clearance- Removal of debris resulting from a disaster frompublic roads, highways, and facilities. Removal of debris from private property is generally the responsibility of the property owner. Responsibility: City Public Works Department, County Engineer, Highway Department
► Utilities Restoration- Restoration of public works and utilities damaged by an emergency I disaster. Responsibility: City Public Works Department; County Engineer; Otter Tail Power Company; Lake Region Electric Company; Park Region Telephone Company; Arvig Communications Systems
► Radiological / Hazardous Materials Protection- Response to, containment of, and recovery fromhazardous material accidents. Responsibility: BattleLake Fire, Battle Lake Area Rescue, Battle Lake Police Department, with assistance of the MNDivision ofEmergency Management and MN Pollution Control Agency
Prepared May 2008 and Updated March 2020 19 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 22
Resources:
The followingis a list of resources that may be considered for use during an emergency or disaster. This list is non-inclusive; local resource manual should be consulted for locally available resources.
Airport Cityof Battle Lake
23568 County Highway 89, Battle Lake, MN 56515 218-862-5550 On Call
Animal Shelter and Veterinary
Lakes Veterinary Hospital - 864-5695 Companion Animal Hospital - 218-739-3 3 83 Humane Society of Ottertail County- 218-739-3494
Assembly Areas:
Battle Lake School - 218-864-5215 Alliance Church - 218-864-5539 Baptist Church - 218-862-5319 Catholic Church - 218-864-5747 Lutheran Church - 218-864-5686 Senior Center - 218-864-8768 Lakes Area Community Center-218-282-0998
Communications:
MN Central Region TIC Plan (Contact dispatch to request radio cache) Arvig Communications Systems - 218-864-4227 Cellular Services: Unicel Sprint Cellular One Verizon Wireless Radios: Battle Lake Police, Fire, Rescue Contact Radio Brandon Communications MinnKotaRadios
Prepared May 2008 and Updated March 2020 20 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 23
CommunityGroups:
Alliance Church - 218-864-5539 Baptist Church- 218-862-5319 Catholic Church - 218-864-5747 Lutheran Church - 218-864-5686 Battle Lake Lions- 218-864-5044 BL Area Friends and Neighbors - 218-862-5510 BL City Hall- 218-864-0424 Senior Center - 218-864-8768 NetworkBattle Lake-Various Volunteers
Electric Contractors
Big Time Electric -Battle Lake 218-864-5170 Butch's Electric, Inc. - Henning 218-731-4503 CD Electric- Battle Lake 218-495-2147 Driggins Electric- Ashby 218-747-2252 Emil's Electric- Underwood 218-495-2244 Hendrickx Electric - Perham 218-346-5166 Hespe Electric - Perham 218-346-3747 Jeremy SeifertElectric Inc. - Perham 218-346-6580 Lakes Electric of MNInc. - Perham 218-849-4789 Ohren Electric -Battle Lake 218-589-7829 Schatts Electric - Perham 218-847-5255 Top Line Electric- Perham 218-346-7530
Emergency Services:
911 Fire Department 218-864-5511 Battle Lake Rescue 218-864-5511 Battle Lake Police - 218-864-8989 Emergency Management- 218-864-8989 Ottertail County BOC - 218-998-8067 Ottertail County Sheriff- 218-998-8555 State Duty Officer- 800-422-0798 MN State Patrol 218-847-1550
Prepared May 2008 and Updated March 2020 21 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 24
Heavy Equipment:
Otter Tail County Engineer - 218-998-8470 Christensen Construction - Dan -218-849-7747 Mark- 218-849-1839 Dave- 218-849-5422 Don Schmidt Excavating - 218-862-5039 I 218-282-0815 (Don) Delzer Construction- 218-739-6507 Ahlfs Construction - 218-367-2581 Ness Backhoe- 218-747-2200
Media:
Newspapers: Battle Lake Review - 218-864-5952 Fergus Falls DailyJournal - 218-739-7511 Fargo Forum 701 - 235 - 7311 Radio: Lakes Radio -Jim Sturgeon218-205-0795/ 218-736-5195 KBRF-AM- 218-736-7596 KZCR-AM- 218-736-7596 KJJK-AM- 218-736-7596 KJJK-FM- 218-736-7596 KRCQ-FM- 218-847-2001 KDLM-AM- 218-847-5624 KBOT-FM- 218-847-5624 Television: WDAY - 701-232- 6500 KVR R - 701-277-1515 KVLY - 701-237-5211 KXJB - 701-282-0444 Website: City of Battle Lake www.ci.battle-lake.mn.us LakesArea Community Center (LACC) lakesareacommunitycenter.org Battle Lake Happenings Facebook: Battle Lake PoliceDepartment and City ofBattle Lake Individual Users
Prepared May 2008 and Updated March 2020 22 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 25
Medical:
Ashby Clinic- 218-747-2293 Battle Lake Clinic - 864-5283 Chase Family Health-218-862-4325 Fergus Falls Medical Group - 218-739-2221 Henning Medical Clinic-218-583-2953 Lake Region Hospital -218-736-8000 Life Flight - 800-437-6886 Perham Hospital - 218-346-4500 Tri-County Health Care Otter Tail Clinic- 218-367-6262 Tri-County Health Care Henning Clinic-218-548-5580
Plumbing and Heating Contractors
All Seasons Heating & Air Conditioning- Otter Tail 218-367-3300 Battle Lake refrigerationand Heating Dennis Quam 218-864-5535 Bjorn's Heating & Air Conditioning-Fergus Falls 218-736-2979 or 1-800-704-2979 BK Heating & Air Conditioning - 218-862-5256 Brogards - Henning 218-583-2041 Falls Mechanical-Fergus Falls 218-736-7667 or 1-888-450-8995 Johns Heating & Air Conditioning 218-739-3134 Overland Mechanical Services -Fergus Falls 218-739-4584 Right-Way Heating & Air Conditioning-Fergus Falls 218-736-3757 Dan Ruhland Plumbing & Heating- Battle Lake 218-282-0500 or 218-864-8185 Stoa Plumbing & Heating-Fergus Falls 218-736-7361 Ugstad Plumbing & Heating-Fergus Falls 218-736-4228
Service Agencies:
Goodwill Fergus Falls- 218-998-3444 Red Cross - 218-736-3481 Salvation Army Fergus Falls - 218-736-9692 Salvation Army Henning-218-548-3200
Prepared May 2008 and Updated March 2020 23 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 26
Supplies:
Building/Hardware: Battle Lake Cenex Hardware-218-864-5574 Everts Lumber-218-864-5983
Clothing: Red Cross - 218-736-3481 Salvation Army Fergus Falls - 218-736-9692 Salvation Army Henning -218-548-3200
Food: Wal-Mart FF - 218-739-5552 Larry's BL - 218-864-5663 General Dollar BL-218-864-8163 Aldi FF -855-955-2534
Fuel: Battle Lake Standard (Sin Clair)-218-864-5221 Battle Lake Cenex -218-864-5574
Shelter: Battle Lake Inn and Suites - 218-864-5208 or 218-862-2500 Lakes Area Community Center-218-862-5222 Local Area Churches (See Assembly Areas)
Transportation/Buses:
Ashby Public Schools -218-747-2258 or 218-747-2257 Battle Lake Schools -218-864-5215 or 864-5218 Henning Public Schools -218-583-2927 OtterTail Coaches -218-739-3393 Underwood Public Schools- 218-826-6101 or 6102
Prepared May 2008 and Updated March 2020 24 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 27
Transportation/Equipment:
Trucks, Vans, 4-Wheel Drive Vehicles Tractor Trailers, FarmEquipment, Excavation Equipment Portable Power, Chain Saws Construction Equipment Christensen Construction Dan 218 - 864 - 5603 (H) 218 - 849 - 7747 (C) Mark 218 - 864 - 3155 (H) 218 - 849 - 1839 (C) Dave 218 - 864 - 8368 (H) 218 - 849 - 5422 (C)
Utilities:
Area Lakes Sanitation, Battle Lake-218-864-5352 Battle Lake Water and Sewer -218-862-5550 Battle Lake Transfer Station 218-864-8666 Battle Lake Natural Gas-218-862-5550 Denzel's Region Waste, Dalton- 218-589-8880 Lake Region Electric Cooperative- 1-800-552-7658 Otter Tail Power Company- 1-800-257-4044 Steve's Sanitation, Perham- 218-346-4834 Waste Management- 1-800-214-6982
Prepared May 2008 and Updated March 2020 25 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 28
Take Care of Personal Requirements
A. Tell family of destination and contact numbers. B. Take medications, toiletries, and clothes as warranted by initial notification. C. Take list of peers to contact for advice. D. Remember that your role as a Council is policy-making, not operational.
Establish Legal Contacts
A. Contact legal advisors and establish communication links. B. Review legal responsibilities and authorities (emergency declarations, chain of succession, inter-governmental aid, social controls, price controls, and other restrictions.) C. Monitor equity of service based on needs and risks. D. Review status of contracts with suppliers of emergency goods or services, if necessary.
Maintain Political Awareness
A. Recognize personal accountability for actions and decisions during an emergency. B. Check provisions forother public officials(periodic updates; staff updates on politically sensitive issues such as lifeand property losses, service interruptions, etc.). C. Establish and evaluate policy decisions throughout incident. D. Conferwith other elected officials when difficult issues arise. E. Use elected officials to request assistance from public and private organizations if normal channels are not "responsive."
Keep the Public Informed
A. Check plans to informthe public via the media. B. Ensure designation of a single Public InformationOfficer (avoids conflictsin officials statements). C. Ensure establishment of a media center if needed. D. Channel all releases firstthrough EOC to ensure staffcoordination and approval by the Incident Commander. E. Ensure establishment of a news media update and access policy as needed.
Prepared May 2008 and Updated March 2020 26 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 29
Sample Mayor's proclamation declaring a local emergency (under Minn. Stat. §§ 12.29 and 12.37) WHEREAS, the Mayor of Battle Lake, Minnesota, findsthat the followingsituation exists: [List specificfacts that support that there is a local emergency]
AND WHEREAS, the Mayor finds that the situation is sudden and unforeseenand could not have been anticipated; AND WHEREAS, the Mayor findsthat conditions in the city have worsened considerably as a result of the situation; AND WHEREAS, the Mayor findsthat this situation threatens the health, safety, and welfare of the citizens of the community; AND WHEREAS, the Mayor findsthat the situation has resulted in catastrophic loss to (property/environment)or will cause such loss if not immediately addressed; AND WHEREAS, the Mayor finds that traditional sources of relief are not able to repair or prevent the injury or loss. NOW, THEREFORE, the Mayor declares this situation to be a local emergency effective at (time)on (date).
This declaration of local emergency will invoke the city's emergency management plan. The portions that are necessary forresponse to and recovery from the emergency must be used.
Mayor
Clerk Note: The councilmust give approval in order for an emergencydeclaration to last for more than three days .
Resolution by Council to extend period of local emergency (under Minn. Stat.§§ 12.29 and 12.37) WHEREAS, the Mayor of Battle Lake, Minnesota has foundthat the following situation exists: [List specificfacts that support that there is a local emergencyJ
AND WHEREAS the Mayor has declared that the situation is a local emergency; AND WHEREAS, the city council agrees with the Mayor's findings and furtherfinds that the situation will last formore than three days; NOW, THEREFORE, the city council declares that the local emergency is recognized as continuing until (date). This declaration of a local emergency will invoke the city's emergency management plan. The portions that are necessary forresponse to and recovery from the emergency must be used. Passed by vote of the council on (date).
Mayor
Clerk
Prepared May 2008 and Updated March 2020 27 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 30
FEMA GUIDELINES AND REQUIREMENTS
All entry level and responder level personnel are required to have ICS 100 and IS 700 training classes. Other classes may be deemed appropriate based on level of management, which would then require additional training to include IC 300 and ICS 400. It is recommended that each person retake the course every three years.
FEMA guidance states that elected officials are only required to take ICS 100 and IS 700.
These are needed in order to obtain any kind of FEMA grants and emergency funding that would ever be applied for by the jurisdiction that would be making the request. It is also a fundamental requirement in order to be compliant with the National Incident Management System (NIMS).
This training can be taken online by going to the following link. Once the training is completed please print a certificate as proof of completing the class and provide to your supervisor.
The following persons in each department need to take the ICS 100 and IS 700. If you have already taken the course(s) please provide documentation. If your name is not on the list that indicates that we have the documentation in our office, however, please consider doing a refresher.
To access training on any computer, type in Fema Training https://training.fema.gov and select NIMS. You will then be brought to the course list to choose the course(s) that you need to take. Only the course number below is what still needs to be taken.
City Council Members
Gene ICS100 and IS700
John ICS100 and IS700 – Please retake (over 3 years)
Ryan ICS100 and IS700
Don IS700 – Please also retake ICS100 (over 3 years)
Marge IS700 - Please also retake ICS100 (over 3 years)
City Hall
Val Retake of ICS100 and IS700 (over 3 years)
Police Department
Tim ICS100 and IS700
Dave ICS100 and IS700
Public Works
Chris J. IS-00100.Pwb, IS00803 and IS0054 (all related to Public Works)
Adam S. IS-00100.Pwb, IS00803 and IS0054 (all related to Public Works) Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 31
Council Approved:
2020
CITY OF BATTLE LAKE
PANDEMIC POLICY AS RELATED TO CORONAVIRUS COVID-19 PURPOSE To determine critical services and set policy for public health and safety.
PHASE ONE: CRITICAL SERVICES 1) ADMINISTRATION a) Mayor and Council • Set policy and approve changes as needed. • Be available for special or emergency meetings regarding critical services and change policies as needed. • Authorize Department Heads approve leaves as needed and to send employees home if an illness should arise. See Appendix I • Communicate policies. • Set priorities for public as determined by the State of Minnesota, Federal government and health departments (MOH & CDC). • Use calling tree to communicate with staff and other administration. • Close buildings and/or limit use and corresponding hours. b) Administration Department • Carry out policy set by Council • Communicate critical service policies to the public. • Cross-train with employees. • Report illnesses immediately to highest official. • Be aware of any changes to the virus and report to highest official and use calling tree to communicate to council and public. • Use social media and web page to communicate changes in critical services. • Use appropriate means of sanitizing and disinfecting as suggested by MOH and CDC.
2) POLICE/EMERGENCY MANAGEMENT DEPARTMENT a) Police Chief • Set up officers' schedules and continue to respond to calls. • Order necessary supplies and stock up for intended extended period. • Discontinue meetings and trainings to avoid large groups. • Do training through webinar/telecommunications/internet. • Any illnesses reported immediately to direct supervisor. • Use appropriate means of sanitizing and disinfecting as suggested by MOH and CDC.
3) PUBLIC WORKS a) Public Works Director • Continue to monitor water delivery system. • Cross train with other employees. Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 32
• Report illness immediately. • Use appropriate means of sanitizing and disinfecting as suggested by MOH and CDC.
3) LIQUOR STORE a) Liquor Store Manager • Continue to operate retail business. • Provide additional services that will help eliminate contact such as curb-side service. • Cross train with other employees. • Report illness immediately. • Use appropriate means of sanitizing and disinfecting as suggested by MOH and CDC.
PHASE TWO: IMMEDIATE TO FULL RESPONSE
1) EMPLOYMENT POLICY: • Notify employees and implement health measures to limit contact with the general public. 2) EVENTS: • Begin the planning for cancelling city services or events to be held in the city 3) NOTIFICATION: • Notify public, residents, businesses and other stakeholders of possible cutbacks in services if needed and depending upon seriousness of the outbreak. Use advice from any state and/or federal agencies (CDC, MOH and FEMA to make decisions regarding full implementation.
PHASE THREE: FULL REPONSE
1) Cut back on all non-critical city services, communicate with employees, residents and stakeholders that cutback is immediate. 2) Implement telecommuting or remote work if possible, for non-critical positions and as appropriate for function. 3) Cancel all employee travel and city events. Close all buildings and/or businesses as determined by state and federal agencies. 4) Implement back up staffing as needed.
EFFECTIVE DATE: This policy shall be effective upon approval by the Battle Lake City Council this 20th day of March, 2020
Gene Kelm, Mayor
Attest:
Valerie Martin, Clerk/Treasurer Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 33
APPENDIX I
Employee Use of Leave and Response to COVI D 19
Current PolicySick Leave - Purposes Sick leave shall be granted to employees when unable to perform work duties due to illness, disability, necessity of medical, dental or chiropractic care, childbirth, pregnancy disability or exposure to contagious disease where such exposure may endanger the health of others with whom the employee would come into contact in the course of performing work duties. Employees may also use accumulated sick leave for medical, dental or optometric appointments for regular preventative care for themselves or dependent children. In the event that an employee must attend to a member of the employee's immediate family, accumulated sick leave may be used for that purpose. Up to 24 hours of sick leave may be used for death in the employee's immediate family, or in the immediate family of the employee's spouse. Immediate family is defined as the employee's spouse, child including stepchildren or foster children, father, mother, brother, sister, father-in-law, mother-in-law, grandparents, grandchildren or one living in the same household as a member of the family.
What to do if you feel ill At the first sign of illness, you should leave work immediately to avoid exposing coworkers and you should stay home until you are completely recovered, or the pandemic flu virus has been ruled out.
What to do if you've been exposed to the virus If you have been in contact with someone who is suspected of having the virus, you should report this information to your supervisor and stay home until the pandemic virus has been ruled out for the original contact person or for you or until you have recovered fully from the flu.
When you can return to work You may be required to produce a physician's note stating that you may safely return to work, depending upon the availability of medical providers and the severity of the pandemic outbreak.
What will happen if your sick leave is exhausted If your sick leave runs out or is insufficient, you will first be required to use vacation, accrued compensatory time and applicable disability insurance. If you do not have any paid leave available through the City's paid leave programs, you may be considered for a special extended leave program which is only available during a pandemic, should the council make this program available.
What will happen with your health insurance If you are eventually forced to use unpaid leave due to a pandemic related illness or complication thereof, the City may continue its share of all insurance benefits as approved by the Battle Lake City Council. Each situation will be handled individually. Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 34 COMMUNITY DEVELOPMENT AGENCY OTTERTAIL Government Services Center COUNTY - MINNESOTA 520 West Fir Avenue Fergus Falls, MN 56537
Situation Report for Organizations that Support Employees and Employers: Otter Tail County COVID-19 Response
Tuesday, March 17, 2020
The content of this message is intended for organizations that support employees and employers (e.g. Chambers, EDAs, etc.). We will continue to share new information as it becomes available. We encourage you to provide relevant content with your members and other stakeholders.
Action Steps: • Please distribute to internal staff as appropriate. • Please share relevant information with your members and other stakeholders. • Please encourage your business partners to complete this short business impact survey right away. • To protect the public's health and slow the transmission of coronavirus {COVID- 19), please follow MDH guidelines and strategies.
Recent Updates: • This morning, the Otter Tail County Board of Commissioners declared a state of emergency under the authority given under Minnesota State Statute 12.29 due to the ongoing and expected response to and recovery from COVID-19. • This morning, the Otter Tail County Board of Commissioners passed the attached resolution for business support due to COVID-19. • Last night, the Governor announced the closure of Minnesota restaurants and bars to dine-in customers as well as other places of public accommodation and amusement by today, March 17th at 5:00 pm until March 27 at 5:00 pm. • Last night, the Governor also issued an executive order providing immediate relief to employers and unemployed workers during the COVID-19 Peacetime Emergency.
General Resources: • Minnesota Department of Health has established a COVID-19 Hotline for the public: o 651-201-3920 OR 1-800-657-3903 o Staffed 7:00 am to 7:00 pm, 7 days a week • Otter Tail County Public Health • Otter Tail County Community Development Agency
OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER @ ottertailcountymn.us
LIVE YOURbestlifeHERE. Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 35
• MN DEED Information and Resources for Workers • MN DEED Information and Resources for Employers • Identified cleaning products list
Contact: Amy Baldwin [email protected] (218} 998-8050
Nick Leonard [email protected] (218} 990-8057 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 36
RESOLUTION FOR BUSINESS SUPPORT DUE TO CORONAVIRUS (COVID-19) Otter Tail CountyResolution No. 2020 -
WHEREAS, the County recognizes that Governor Tim Walz declared a state of emergency in response to the Coronavirus (COVID-19); and
WHEREAS, Governor Tim Walz issued Executive Order 20-04 providing for temporary closure of bars, restaurants, and other places of public accommodation; and
WHEREAS, the Center for Disease Control and Prevention (CDC) is providing guidelines for strategies to follow to slow the spread of COVID-19 in Minnesota and Otter Tail County; and
WHEREAS, these essential public health actions have created significant challenges for Otter Tail County businesses and workers; and
WHEREAS, there will be considerable recovery resources released in the coming months and communities that are prepared to access those resources will be better positioned to move towards recovery.
NOW, THEREFORE, IT IS HEREBY RESOLVED:
The Otter Tail County Board of Commissioners directs the Community Development Agency to realign its priorities and efforts to focus on supporting businesses and workers impacted by COVID-19 in Otter Tail County, including but not limited to: • Act as a contact point to connect area businesses with information and resources • Form a task force that would convene regularly to provide updates on current situation and assessment of impacts to employers and the workforcein the county • Prepare policy and program recommendations for short- and long-term policies and solutions at a local, state and federal level • Build capacity and communication channels to be prepared to access and update impacted businesses on disaster resources from State and Federal programs as they are deployed
Upon the motion of ______, is seconded by ______, and passed on a vote, the above resolution is hereby adopted by the Otter Tail County Board of Commissioners.
Adopted at Fergus Falls, Minnesota, this 17th day of March 2020: OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: ------
By: ______Attest: ______Leland R. Rogness, Board of Commissioners Chair Nicole Hansen, Clerk Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 37 EMERGENCY MANAGEMENT OTTERTAIL 520 West Fir Avenue COUNTY - MINNESOTA Fergus Falls, MN 56537
Situation Report for City and Township Officials: Otter Tail County COVID-19 Response
Situation Report #2 Wednesday, March 18, 2020 7:30pm
The content of this message is intended for community officials and response partners who have a need to know the information to perform their duties. We will continue to share new information as it becomes available.
Action Steps: • Please distribute to internal staff as decided upon by community. • Share with us your experiences and observations. • Document your community's expenses specific to this event. • Consider your agency's continuity of operations concepts {e.g. service prioritization, line of succession/delegations of authority, human resource considerations, alternative service delivery methods, etc.) • To protect the public's health and slow the transmission of coronavirus {COVID- 19), please follow MDH guidelines and strategies.
Recent Updates • On March 18, Otter Tail County announced it will be limiting public access to all county buildings until further notice. Services will continue to be provided to citizens by phone, email, & by appointment if deemed necessary. Solid Waste will continue essential services and the courthouse will be open only for essential business with the court. • On March 17, the Otter Tail County Board of Commissioners declared a local state of emergency under the authority given in Minnesota State Statute Chapter 12.29 due to the ongoing & expected response and recovery from COVID-19.
o A city may declare a local state of emergency per Statute 12.29 ifit determines the need for additional local powers or resources to respond to local conditions.
o As the President's National Emergency declaration covers a/150states, and the MN Governor'speacetime declaration covers all counties, it is not necessary to declare a local state of emergency to qualify for state/federal disaster funding.
o Please contact County Emergency Manager Patrick Waletzko for further clarification. 218-998-8067 ® OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER @ ottertailcountyrnn.us
LIVE YOU R best l(fe H ERE. Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 38
• Also at the March 17 meeting, the Board of Commissioners passed a resolution to support businesses and directs the Community Development Agency to realign its priorities and efforts to focus on supporting businesses and workers impacted by COVID-19 in Otter Tail County. • The Board of Commissioners has scheduled an emergency meeting for 1:00pm on Friday, March 20 for the purpose of continuing to discuss the county's preparation and response to COVID-19. Otter Tail County continues to follow CDC and MOH guidance regarding holding events with more than 10 people and is making the meeting available live via GoToMeeting webinar software. • On March 16, the City of Fergus Falls declared a local state of emergency under the authority given in Minnesota State Statute Chapter 12.29. • On March, the Governor issued Executive Order 20-04, announcing the closure of Minnesota restaurants and bars to dine-in customers, as well as other places of public accommodation and amusement by March 17 at 5:00pm. • The Governor also issued Executive Order 20-05, providing immediate relief to employers and unemployed workers during the COVID-19 peacetime emergency.
Additional Information • Otter Tail County Public Health will be notified if a person has tested positive within the county jurisdiction. • Otter Tail County Public Health continues to monitor the status of COVID-19 with a full Department Operations Center activated and is continuing to coordinate efforts with all health/healthcare partners and emergency responders. • Otter Tail County Emergency Management continues to monitor the status of COVID-19 and provide support to all aspects of county/city/township, public safety, and partner preparation and response. • The Otter Tail County Deputy Administrator and Community Development Director continue to coordinate planning efforts and monitor impacts with local economic and community development agencies, and business/commerce associations. • The Governor's Executive Orders 20-02 and 20-01 remain in effect.
Community Perspective All local businesses, schools and community groups are encouraged to continue working with customers, staff, and members to: • Follow prevention measures for any infectious disease • Follow additional community mitigation guidance available from the CDC. Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 39
• Contact their health care provider or use MDH COVID-19 Hotline for symptom screening and testing guidance • Prepare for & implement care of self and others at home • Plan for future events with guidance for infectious disease
General Resources • Otter Tail County Public Health: https://ottertailcountymn.us/department/public-health/ • Minnesota Department of Health {MDH) o Coronavirus Disease {COVID-19): https://www.health.state.mn.us/diseases/coronavirus/index.html o Community Mitigation Hotline {Schools, Childcare, Businesses, etc.): 651-297-1304 or 1-800-657-3504; staffed 7:00am to 7:00pm o Public Hotline: 651-201-3920 OR 1-800-657-3903 Staffed 7:00 am to 7:00 pm, 7 days a week; interpreters are available. o Materials & Resources on Coronavirus Disease 2019 {COVID-19)- including translated documents, including American Sign Language: https://www.health.state.mn.us/diseases/coronavirus/materials/index.html#asl • Centers for Disease Control {CDC) o Coronavirus Disease 2019 {COVID-19): https://www.cdc.gov/coronavirus/2019-ncov/index.html o Workplace Home and Community Quick Guidance: https://www.cdc.gov/coronavirus/2019-ncov/downloads/workplace-school-and home-guidance.pdf • Environmental Protection Agency Identified Cleaning Products List: https:ijwww.epa.gov/sites/production/files/2020-03/documents/sars-cov-2-list 03-03- 2020.pdf
Contact for City and Township Officials Patrick Waletzko, County Emergency Manager Email: [email protected] Phone: 218-998-8067 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 40
Posted 17 hours ago I R.epty • � I Whethera city needs to dedare a localemergency depends on what actions the citywants to take. When a city declares an emergencyunder Minnesotastatute, section 12.29, it grantsitself specificauthorities that it would not otherwise have. Pursuant to MinnesotaStatutes, section12.37, during an emergency, citieshave the authorityto enter Kyle Hartnett into contractsand take additional actionsto deal with the emergency without complyingwith time--eonsuming proceduresand formalitiestypically prescribedby law pertaining to: ! Acfu:ms- The pertormanceof public work. Enteringinto contracts; Incurringobligations. Employmentof temporary workers. Rentalof equipmenl Purchase of supplies and materials. Limitationupon tax levies. The appropriation and expenditure of public funds.
If your cityneeds, as a result of the pandemic, toexercise these powers withoutmeeting the typicalprocedures itwould needto declare a localemergency. A citymay need to declare an emergencyto trigger implementationof its emergency operationsplan. Cities should review their emergency operationsplan and conform to therequirements therein. Charter citiesmay alsohave specific requirementsand authorities related to emergenciesin their charters. Chartercities should review theircharter to determine if there is a need to dedare a localemergency. Asof now, LMC is not aware of any requirement for cities to declare a localemergency in order to be eligible for potential state or federal funds. As the governor has already dedared a state of emergency,cities are already authorized to hold meetings via telephone or otherelectronic means pursuant to MinnesotaStatue, section 13D .021, if the mayor, chief legal counsel, or chief administrativeofficer determines it is not practicalor prudent to hold the meetingin person. You canfind more informationon emergencymanagement in Chapter 12 of theLMC Handbook fQ(MinneSQtaCities: PubJicSafetyand EmergencyManagement
Kyle Hartnett staff AttorneyII Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 41
RELEVANT LINKS: HSEM Grants. Financial Assistance is often available to assist cities in developing an emergency organization, as well as meeting other NIMS requirements. However, cities that do not comply with NIMS are ineligible forcertain federal emergency management grants (such as for fire department related purchases).
C. Declaration of a local emergency Minn. Stat.§ 12.29. The declaration of a local emergency by the mayor activates the city's Proclamation Declaring a emergency organization structure. Once declared, the city's designated Local Emergency, LMC emergency manager should contact the county emergency management model form. Extending the Period ofa coordinator. If additional resources are needed, the county coordinator will Local Emergency, LMC contact the Minnesota Department of Public Safety,Homeland Security model resolution. and Emergency Management (HSEM) division, which will assign a person HSEM. FEMA. to coordinate the city's needs and available resources. Assistance from the Minnesota Disaster Federal Emergency Management Agency (FEMA) may also become Management Handbook (rev. available if requested by the governorand/or HSEM. 2011). Minn. Stat. § 12.37. The declaration of an emergency allows cities to utilize special provisions Handbook,Expenditures in many state statutes. In particular, the council is able to combat the Purchasing and Colllracts. disaster and provide emergency assistance without complying with time consuming procedures and formalitiesthat are generally required before: • The performance of public work. • Entering into contracts. • Incurring obligations. • Employing temporary workers. • Renting equipment. • Purchasing supplies and materials. • The appropriation and expenditure of public funds. See LMC information memo, An emergency declaration also allows cities to schedule and conduct Meetings of City Councils. meetings under special provisions of the Open Meeting Law. One Minn. Stat. § 626.84, subd. 2. limitation on the power of a city to handle a disaster is that cities cannot affirmativelyauthorize their employees or other agents to carry firearms on behalf of the city if they are not licensed as peace officersor security guards.
D. Intergovernmental assistance 1. Mutual aid Minn. Stat. § 471.59. Cities have a long tradition of providing others assistance, especially in Minn. Stat.§ 12.331. times of emergency.
League of Minnesota Cities Handbook for Minnesota Cities 9/25/2019 Public Safety and Emergency Management Chapter 12 I Page 5 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 42 [email protected]
To: [email protected]; [email protected] Subject: RE: City Clerks/Administrators: COVID-19 and Utility Disconnections
Hello Clerks and Administrators:
LMC Research has been receiving questions and monitoring discussion regarding the suspension of utility disconnections due to the COVID-19 outbreak.
Several of Minnesota's major public utilities, including Xcel Energy, CenterPoint Energy, Connexus Energy, and Minnesota Power have suspended disconnections and/or extended Cold Weather Rule protections beyond April 15. In addition, several electric cooperatives, cities, and city public utilities commissions have suspended disconnections, including the City of Minneapolis, St. Paul Regional Water Services, and Rochester Public Utilities, among others. Fresh Energy, a Minnesota-based advocacy group, is maintaining a list of Minnesota utilities that have suspended disconnections, viewable here. There is no mandate from the State of Minnesota to suspend disconnections; the actions of these utilities are voluntary in nature.
Cities and city public utility commissions thinking of suspending disconnections should review their ordinances and policies to determine if any changes should be made. Charter cities will need also need to consult their city charters, as charters often contain provisions regarding utility service.
Minnesota Municipal Utilities sent the following in an email to its membership: "In this time of great uncertainty, we suggest that you modify your disconnection policy to suspend disconnections during and beyond the Cold Weather Rule period as part of your crisis response plan." The full text of the email is attached.
The Minnesota Rural Electric Association states the following in a letter to its membership: "The MREA Board appreciates that cooperatives across the state are evaluating their service disconnect policies in conjunction with their rapidly evolving pandemic response activities, and endorses this as one of the important considerations at this time." The full text of the letter is attached.
The League is continuing to monitor the situation and will communicate any changes if and when they occur - as always, certification of delinquent amounts for water utility bills is an option that cities can use as an alternative to disconnection. In some cases, this method of collecting delinquent amounts is preferable to disconnection. In addition, the Cold Weather Rule remains in effect until April 15. Details on certification and the Cold Weather Rule can be found in the LMC Memo Securing Payment of Utility Charges (www.lmc.org/resources/ ... ).
Kevin Teskey Staff Attorney II League of Minnesota Cities Saint Paul MN (651) 281-1292
1 Battle Lake City Council Emergency Meeting - March 19, 2020 PAGE 43
Press Release The Battle Lake City Council has passed a Resolution declaring a Local Emergency due to COVID-19. Even though the State and County have declared this pandemic an emergency, the council wants to be proactive and in front of the situation and have all the tools that are available to deal with this pandemic. We have not heard of any confirmed cases in otter Tail County at this point. The Council also passed a Pandemic Response Policy related to COVID-19. This policy outlines how the staff and council will move forward at different levels of the pandemic. During this meeting, the council also voted that late fees will not be assessed for utilities or we will not disconnect users due to nonpayment. This will be for the months on March and April. Bills will still be due and payable on the same date, but the council hopes this might assist some residents and businesses that are severely affected by the emergency and give them some time to pay their bill at a later date, City Hall continues to be closed to the public, but staff members will still report to work at City Hall and are available via telephone or e-mail. Staff and council members will continue to monitor this situation and will work with other entities to make decisions based on what's best for Battle Lake residents and businesses. The liquor store continues to remain open and has curb-side delivery available. The police department also continues a regular rotation to keep the community safe. Please follow the recommendations of the CDC and MOH on how to protect you and your family from COVID-19.