City Council - 09/15/2009 - Workshop APPROVED MINUTES
CITY COUNCIL WORKSHOP & OPEN PODIUM
TUESDAY, SEPTEMBER 15, 2009 CITY CENTER
5:00—6:25 PM, HERITAGE ROOM II
6:30—7:00 PM, COUNCIL CHAMBER
CITY COUNCIL: Mayor Phil Young, Council Members Brad Aho, Ron Case, Jon Duckstad, and
Kathy Nelson
CITY STAFF: City Manager Scott Neal, Police Chief Rob Reynolds, Fire Chief George Esbensen,
Public Works Director Eugene Dietz, Community Development Director Janet Jeremiah, Parks and
Recreation Director Jay Lotthammer, Communications Manager Joyce Lorenz, City Attorney Ric
Rosow, and Recorder Lorene McWaters
Heritage Room H
I. CONTINUITY OF OPERATIONS PLAN (COOP)
Fire Chief and Emergency Preparedness Director George Esbensen gave a presentation on
the City's continuity of operations plan (COOP). The COOP has been updated and refined
for use in a flu pandemic, though it can be used for other emergencies. Esbensen attended a
Minnesota Department of Health conference on H1N1 Influenza this week. He said health
officials are optimistic that the virus hasn't morphed into a more deadly strain of the flu.
Older people seem to have a higher resistance to H1N1, and people in their teens to mid-
thirties and pregnant women are being hit hardest. Officials expect the flu to hit in waves,
and unlike other emergency situations, communities will not be able to provide much mutual
aid because they will likely all be experiencing the same issues.
Esbensen said each City department prepared a COOP with all work tasks assigned to
categories Priority 1 to Priority 4. Priority 1 works tasks are functions that must remain
uninterrupted and include 24/7 operations such as police and fire. Priority 2 functions are
those that can be temporarily disrupted,but must be reestablished within a few days.
Priority 3 functions are those required by the rule of law but that can be suspended during an
emergency. Priority 4 functions are those that can be deferred for the duration of a
pandemic wave (six to eight weeks).
Esbensen said the many unknowns relating to the pandemic make specific planning difficult.
He said the COOP calls for employees who normally perform other job functions to help
staff 911. Public Works employees experienced in driving heavy trucks for jobs like snow
plowing could drive fire trucks. Preventing the spread of the disease will be critical. The
City currently offers seasonal flu vaccinations for any employee who wants one. The City's
flu shot clinic has been moved up this year because some evidence suggests that more time
between the seasonal flu shot and the H1N1 vaccination is optimal.
Council Member Nelson asked if employees are being cross trained to run the water plant.
Rick Wahlen, Manager of Utility Operations said cross training is planned. Employees from
Eden Prairie and other cities are also being trained to operate each others' lift stations.
Public Works Director Gene Dietz said in the event of a massive pandemic the Water Plant
will produce 8MGD of water—enough for inside use only.
Aho asked whether or not the City has a COOP for an event such as a natural disaster.
Esbensen said the current COOP can be tailored to different events. The City has a number
of buildings that can house operations in the event one or more is destroyed. Police Chief
Reynolds said Police and Fire use experience gained from all large incidents to hone the
City's emergency response. They are drawing on knowledge gained from Y2K, the
presidential visit, the Republican National Convention and tabletop exercises. The City also
has a Type 3 All Hazard Team that has received extensive training and is deployed to
natural disasters throughout the region. Their expertise, particularly in Human Resources
and Communications, would be used in the event of a pandemic crisis.
Nelson asked if the City has considered requiring sick employees to leave the work place.
Neal said staff is drafting a plan to deal with these types of issues, including repurposing of
employees to different departments and work tasks and requiring sick employees to stay
home. Neal is working with City Attorney Ric Rosow's office on finalizing these issues.
Nelson asked if the City is looking at work-at-home scenarios. Neal said that the City's IT
department will be providing VPN access to key managers and staff, which will allow
individuals to log onto the City's network from a home computer.
Duckstad asked what happens if there is no quorum for a City Council meeting. Rosow said
there are emergency provisions that allow government to operate in the absence of meetings.
Rosow said the City had limited experience with remote attendance at Council meetings
when former Mayor Jean Harris was ill.
Mayor Young asked if the City has the authority to close places where people congregate.
Rosow said the City has the ability to close our facilities if we so choose. Esbensen said the
Health Department and the State will have a primary role in closing public meeting places,
should that become necessary.
Council Chamber
II. OPEN PODIUM
III. ADJOURNMENT