HomeMy WebLinkAbout2009-106 Council ResolutionCouncil Member Reinert introduced the following resolution
and moved its adoption:
Appendix C
CITY OF LINO LAKES
RESOLUTION No. 2009 -106
A RESOLUTION APPROVING AND ADOPTING THE
EMERGENCY PREPAREDNESS AND RESPONSE PLAN:
PANDEMIC INFLUENZA AND PUBLIC HEALTH EMERGENCY
Whereas, over the last one - hundred years there has been several outbreaks of human
influenza ranging from isolated events to large -scale widespread `pandemic' episodes
causing significant social disruption, and;
Whereas, all public and private agencies, including cities, must be legitimately prepared
to deal with the possible impacts of a large -scale pandemic influenza episode, and;
Whereas, the City of Lino Lakes, (the City) has invested significant staff time and
resources to consider its facilities and legitimate capacities to potentially manage and
continue core service operations in the event of a pandemic situation impacting the local
community, and;
Whereas, the City has also informed the public through its quarterly newsletters, public
events and press releases to also "Be Prepared" at home and in their place of business
to similarly respond to a pandemic situation, and;
Whereas, additional City planning efforts included extensive meetings and discussions
with local stakeholders including Anoka County, the Minnesota Correctional Facility and
the Centennial Fire District, to bring attention to this matter, and,
Whereas, such discussions brought forth significant understandings of possible issues
that may arise during a pandemic episode including what resources may or may not be
available; and,
Whereas, as a result of such planning and outreach efforts, the City has prepared a
specific emergency response plan that is anticipated to guide the City's operations and
response should a pandemic episode, or other similar public health emergency arise.
NOW, THEREFORE, BE IT RESOLVED, that the City Council for the City of Lino Lakes
does hereby adopt the EMERGENCY PREPAREDNESS AND RESPONSE PLAN FOR
PANDEMIC INFLUENZA AND PUBLIC HEALTH EMERGENCIES and authorizes the
implementation of such parameters when deemed necessary and as outlined.
Passed by the City Council of the City of Lino Lakes this 23 day of Nov. , 2009.
ATTEST:
Bergeson, Mayor
Daniel Tesch, cting City Administrator
Seconded by Council Member O'Donnell; Voted in favor: Reinert
O'Donnell, Gallup, Roeser,p gesr, son; Voted against: none
Declared passed and adopted.
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STAFF ORIGINATOR:
MEETING DATE:
TOPIC:
VOTE REQUIRED:
BACKGROUND
AGENDA ITEM 3B
Daniel Tesch, Director of Administration /Acting CA
23 November 2009
Emergency Preparedness and Response Plan:
Pandemic Influenza & Public Health Emergency
3/5
Over the last one - hundred years there have been several outbreaks of human
influenza ranging from isolated events to large -scale widespread `pandemic' episodes
causing significant social disruption. All public and private agencies must be prepared
to deal with possible impacts and to continue core service operations.
The City has prepared the attached plan which identifies our essential services and
personnel, identifies a chain of command and how to provide services with limited
personnel. The plan also includes how to conduct an election and hold public meetings
in the midst of a pandemic.
RECOMMENDATION
Approve the Emergency Preparedness Plan
ATTACHMENTS
Resolution 2009 — 106
Emergency Preparedness Plan
•
Emergency Preparedness
and
Response Plan
Pandemic Influenza -
Public Health Emergencies
FINAL VERSION FOR COUNCIL APPROVAL
SEPTEMBER 2009
Page 1
1
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Table of Contents Page
I. Purpose and Background - What is an Influenza Pandemic and
Why are We Preparing? 3
II. General Statement of City Service Priorities in the Event of
Pandemic Influenza 4
III. Reiteration and Clarification of City Service Capacity in the
Event of a Pandemic or Similar Public Health Emergency 6
IV. Identification of Essential and Non - Essential Employees 6
V. Official Public Works and Police Departmental Policies 7
VI. Vital Contacts and Possible Additional Resources 13
VII. Appendices 14
A. City Emergency Operations Plan — General Plan
B. Centennial Fire District — Pandemic Response Plan
C. Resolution No.
D. Personal Preparedness Checklist
Page 2
I. Purpose and Background - What is an Influenza Pandemic and why are we
40 preparing?
•
The purpose of this document is to outline a coordinated and rational City response to a
possible outbreak of Pandemic Influenza (such as AVIAN INFLUENZA / H5N1).
A pandemic is a global disease outbreak. An influenza pandemic occurs when a new
influenza A virus emerges for which there is little or no immunity in the human
population, begins to cause serious illness and then spreads easily person -to- person
worldwide, the most serious of which could lead to significant human deaths and social
disruption.
Historically, the 20th century saw 3 pandemics of influenza:
• 1918 influenza pandemic caused at least 675,000 U.S. deaths and up to 50
million deaths worldwide
• 1957 influenza pandemic caused at least 70,000 U.S. deaths and 1 -2 million
deaths worldwide
• 1968 influenza pandemic caused about 34,000 U.S. deaths and 700,000
deaths worldwide
Characteristics and challenges of a pandemic:
1. Rapid Worldwide Spread
• When a pandemic influenza virus emerges, its global spread is considered
inevitable.
• Preparedness activities should assume that the entire world population would
be susceptible.
• Countries might, through measures such as border closures and travel
restrictions, delay arrival of the virus, but cannot stop it.
2. Health Care Systems Overloaded
• Most people have little or no immunity to a pandemic virus. Infection and
illness rates soar. A substantial percentage of the world's population will
require some form of medical care.
• Nations unlikely to have the staff, facilities, equipment and hospital beds
needed to cope with large numbers of people who suddenly fall ill.
• Death rates are high, largely determined by four factors: the number of people
who become infected, the virulence of the virus, the underlying characteristics
and vulnerability of affected populations and the effectiveness of preventive
measures.
• Past pandemics have spread globally in two and sometimes three waves
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3. Medical Supplies Inadequate
• The need for vaccine is likely to outstrip supply.
• The need for antiviral drugs is also likely to be inadequate early in a
pandemic.
• A pandemic can create a shortage of hospital beds, ventilators and other
supplies. Surge capacity at non - traditional sites such as schools may be
created to cope with demand
• Difficult decisions will need to be made regarding who gets antiviral drugs and
vaccines.
4. Economic and Social Disruption
• Travel bans, closings of schools and businesses and cancellations of events
could have major impact on communities and citizens.
• Care for sick family members and fear of exposure can result in significant
worker absenteeism.
Accordingly many factors become vital in preparing for this type of situation.
Understanding what a pandemic is, what needs to be done at all levels to prepare for
pandemic influenza, and what could happen during a pandemic helps us make informed
decisions both as individuals and as a community. Should a pandemic occur, the public
must be able to depend on its government to provide scientifically sound public health
information quickly, openly and dependably. This document intends to outline what
capacities the City of Lino Lakes may have in the event of an outbreak of Pandemic
Influenza.
REGARDLESS OF THE EFFORTS OF THE CITY OF LINO LAKES OR ANY OTHER
GOVERNMENTAL AGENCY, ALL PLANNING MUST BEGIN AT HOME; EVERY
HOUSEHOLD SHOULD ALSO BE PREPARING FOR A POSSIBLE PANDEMIC
INFLUENZA EPISODE — SEE APPENDIX FOR A PERSONAL CHECKLIST
OF THE MINIMAL ITEMS EVERY HOUSEHOLD SHOULD HAVE SET ASIDE.
I1. General Statement of City Service Priorities in the Event of Pandemic
Influenza
Should there in fact be an outbreak of Pandemic Influenza the City of Lino Lakes will
move into a "Pandemic Emergency Operations Mode" whereby the following six
priorities will take precedence over all other City operations:
1. Ensure that potable water is being pumped into the City's Water Tower(s).
Depending on severity of Pandemic the City may restrict use of water to only
fire fighting and limited domestic use, with further limited access for other
uses such as lawn watering, car washing, etc.
• 2. Ensure that sanitary lift stations are functioning, and drawn down via the use
of portable electric generation or septic contractors if needed.
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3. Ensure that City streets (specifically Priority Routes) are passable to
emergency vehicles; this may require the assistance of Anoka County or
other communities in the event of a significant snowfall.
4. Ensure that general peace and order are preserved. Work with other
jurisdictions, National Guard, etc.
5. Ensure that fire fighting services are available (Centennial Fire District) (See
Centennial Fire District — Preparedness Plan).
6. Act in concert with Anoka County or other coordinating health agencies to
distribute possible antiviral medications or other available vaccine(s) if
available.
Beyond these priorities; general City operations will be suspended until further notice.
The City Council will determine at what stage the City moves into this Pandemic
Emergency Operations Mode. Should the City Council not be able to make such
determination, the City's Emergency Management Coordinator may make this
determination after consultation with the City Administrator if available.
Under this Mode, the City Administrator and the Emergency Management Coordinator
may take meaningful and necessary steps to respond to the Pandemic Emergency
where possible but consistent with the six priorities and applicable law.
While the City operates in Pandemic Emergency Operations Mode all other NON
EMERGENCY public services provided by the City will be suspended including the
following, (not an exhaustive listing):
1. Processing and issuance of NON - EMERGENCY OR HEALTH RELATED
land -use application or building permits — all ordinances remain in effect
subject to future review and enforcement.
2. Paying of invoices of non - emergency vendors; the City may experience some
minimal late payment fees.
3. Planning & Zoning Board and Park Board and other committees and
commissions are suspended.
4. License Renewals, Records Retention, Non - Emergency Correspondence,
Contract Management
5. Park & Trail Maintenance.
6. Recreation programs.
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III. Reiteration and Clarification of City Service Capacity in the Event of a
Pandemic
IN THE EVENT OF A SERIOUS PANDEMIC OR OTHER SIMILAR PUBLIC HEALTH
EMERGENCY, THE CITY OF LINO LAKES DOES NOT AND WILL NOT HAVE A
CAPACITY TO PROVIDE OR COORDINATE PUBLIC SHELTERS, MEALS AND /OR
OTHER SOCIAL ASSISTANCE. THIS SERVICE MUST BE PROVIDED, IF AT ALL
POSSIBLE, BY ANOKA COUNTY OR OTHER PUBLIC / PRIVATE AGENCIES SUCH
AS THE RED CROSS.
THE CITY OF LINO LAKES ALSO DOES NOT HAVE THE CAPACITY TO RENDER
AID OR PROVIDE MATERIALS OR SUPPLIES TO THE MAJOR INSTITUTIONS IN
THE CITY. THIS INCLUDES THE MINNESOTA CORRECTIONAL FACILITY.
THE CITY'S BEST USE OF LIMITED STAFF AND RESOURCES IS TO ENSURE
FUCTIONING WATER AND SEWER SERVICES, FIRE PROTECTION, PASSABLE
STREETS AND GENERAL CIVIL PEACE.
BE PREPARED AT HOME AND IN YOUR ORGANIZATIONAL STRUCTURES FOR A
PANDEMIC RESPONSE — ALWAYS ASSUME YOU WILL BE ON YOUR OWN.
IV. Essential and Non - Essential Employees
Each City Department may be responsible for certain actions in the event of a
Pandemic. In this regard, all City Labor Agreements contain a specific provision for staff
"Call Back" whereby City staff must report to work should they be requested to do so.
However, should the City move into Pandemic Emergency Operations Mode ALL
Police and Public Works staff and the City Administrator become ESSENTIAL
EMPLOYEES (RESPONDERS), while the balance of the City staff are considered
NON - ESSENTIAL and would not be required to report to a Call Back should the City
move into a Pandemic Emergency Operations Mode.
These NON - ESSENTIAL staff include:
1. Administration Department Personnel
• Administration Director
• City Clerk
• Deputy Clerk
• Department Secretary
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2. Finance Department Personnel:
• Finance Director
• Payroll / Accounts Payable
• Accountant III
• Accounting Clerk
3. Community Development Personnel:
• Community Development Director
• Economic Development Coordinator
• Economic Development Assistant
• Senior Planner
• Associate Planner
• Building Official
• Building Inspector
• Building Technician
• Senior Planner
• Associate Planner
• Department Secretary
• Police Secretary
• Seasonal or Temporary Park Workers
4. Public Services
• Office Manager
• Department Secretary
• Recreation Supervisors
• Custodian
V. Official Public Works and Police Departmental Policies
Public Works Policy for Staffing Levels and Response
The Public Works division consists of 3 utilities personnel, 6 streets personnel, 1
mechanic, 4 park personnel, one Superintendent and one Director. In the event of an
activation of the City of Lino Lakes Emergency Operations Plan or other situation
requiring additional manpower or extended operations such as the institution of the City
shifting into Pandemic Emergency Operations Mode, the Public Services Director,
City Administrator, or On -Call personnel in the absence of the Public Services Director
or City Administrator may implement all or parts of this policy.
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In the event of a regional disaster, pandemic, or widespread health care event, it can be
expected that there may be a loss of available staff for duty of up to 50% or more in
some incidents. These absences can be expected due to inability to travel or workers'
own need to care for their family and themselves. This will require the City to take
extra measures to assure the essential operations of the Public Services Department
and reliable delivery of essential services to residents.
1. All essential staff on duty will remain on duty until properly relieved from their
assigned duties or task. These staff will remain available at City Hall or other
designated location until released from or assigned to other duty.
2. Workers and staff off -duty may be placed On -Call for contact for:
• Immediate duty,
• Change of shifts or work hours,
• Other emergency placement.
On -call staff is required to report for duty or respond to contact within 20 minutes.
Employees must be able to report to a duty station within 45 minutes while on-
call in emergencies. "White board notes" and active use of time clocks will be
used to verify staffing levels. In emergency operations, staff availability and
status may be shared with Police and other emergency operations units.
3. Public Services Staff that have not been contacted and hear of an emergency
event in the City of Lino Lakes through other sources, are required to make
reasonable efforts to contact the City and advise of their status and a contact
phone #. If no contact is possible or if the event is of major or large area
concern, staff shall immediately report for service.
4. In the event of a pandemic or other widespread health care event, duty rotations
to maintain essential water and wastewater services shall be scheduled. All
vacation and other discretionary leave will be cancelled. Available staff will
relieve each other as possible for breaks and home care issues. The City will
accommodate workers request to bring family members with them to City Hall for
shelter while on -duty.
Public Services Policy for Emergency Operations
This Policy establishes guidelines for the Public Services Department in the event of a
hazard or situation that will tax the resources and manpower ability of the department
over an extended period of time. These guidelines can be preventative in nature, or
reactive to prevent further loss of manpower and resources.
In the event of a hazard or event such as: natural disaster causing severe property and
infrastructure damage limiting access to the city, pandemic flu or other wide spread
health care event, radiological / chemical exposure, other events requiring extended
manpower and resources at times in which the manpower and resources of the
department may be limited due to those employees also being personally involved or
affected by those events, the department may take some or all of the following
measures to ensure continued service to the citizens of Lino Lakes as best as can be
accomplished.
Page 8
• Employee Call Back and Scheduling
Employees of the Department will be put on "On- call" status as needed. This status will
make the employee aware of the event and the possible expected response time for
them to On Duty Status. During On -call status the employee will be able to be reached
via telephone or `texting' and respond, ready for duty at the Lino Lakes City Hall, within
45 minutes of notification. The notification of on -call status and possible expected time
of response to duty will allow the employee time to prepare their personal matters if
needed and obtain the proper rest prior to reporting for duty.
Decisions for placing employees on On -Call, or calling in for immediate duty, will be
authorized by the Public Services Director, the City Administrator or if not available, the
current on -call person. The Department will begin emergency operations and maintain
public services in the following priority:
• Water for fire and drinking water
• Sewer lift stations
• Street clearing and debris removal
• Other work
•
For prolonged operations, an attempt will be made to stagger the days and hours of
work for employees. Emergency operations may require extreme work hours and days
depending on the severity of the event.
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Levels of Events
Events will be classified by level to assist department personnel in determining their
response and possible assignments.
Level 1: An incident or extended period of operations falling into this category can be
expected that the department will implement extended shifts or call in of needed
personnel for an immediate emergency. This would include water main breaks or lift
station failures. It could also include street clearing and debris removal from a localized
occurrence.
Level 2: An incident with extended periods of operations falls into this category. It can
be expected that the department will implement extended shifts, reassignments of
personnel, and extended operational periods of up to several days or more. The
limited resources of the department may require the department to prioritize and
respond to items on the priority list. Items in this category may be from large area
freezing rain and power loss, large area clean up from winds and storms or catastrophic
failure of critical infrastructure such as a sewer main collapse or building explosion.
Level 3: An incident or operational period of this magnitude is expected to tax the
resources of the department to its fullest. The Department can expect to be in this type
of operational level for several weeks or longer. During this time all resources may
need to be devoted to critical operations only. Pandemic events, acts of war and
tornado damage may fall to this category.
Special Circumstances: The Department will implement special responses or
measures at any level as deemed necessary by supervisory staff. The goal is use the
least extraordinary response to maintain the minimum requirements until work on an
emergency is complete. Examples of some extreme measures that may have to be
considered in worst case scenarios could include:
• Set up of cots and emergency food supplies for staff for continuous staffing.
• Bring in bulk storage for fuel for wells and lift station generators for extended
operations.
• If travel is banned, open up emergency lanes only in snow for emergency
vehicles.
• If extended generator operations are required, consider limited hours of utility
operation. Keep towers full but shut off except for limited hours each day and
turn on if needed for fire emergencies. Pump lift stations after daily water use
time. Maintain security of generators and fuel.
• Allowing family members to stay with operations staff at city facilities to avoid
added travel and cross contamination issues.
• Consider isolation of staff from all other contact to keep utilities in operation
without risk of contact with pandemic infections.
In a Pandemic situation, maintaining water and sewer
IDfunctionality is number one!
Page 10
Police Department Policy for Staffing Levels and Response
In the event of an activation of the Lino Lakes Emergency Operations Plan or extended
operations such as the institution of the City shifting into Pandemic Emergency
Operations Mode, the Chief of Police, City Administrator, or other Police Command
personnel in the absence of the Chief of Police or City Administrator may implement all
or parts of this policy.
In the event of a regional disaster, pandemic, or widespread health care event, it can be
expected that there may be a loss of available staff for duty of up to 40% or more in
some incidents. These absences can be expected due to Officers own needs to care for
their family and themselves. This will require the City to take extra measures to assure
the essential operations of the police department and safety of the citizens.
1. All Officers on duty will remain on duty until properly relieved from their assigned
duties or task.
2. All Officers will remain available at City Hall or other designated location until
released from duty.
3. Officers off duty may be called in for immediate duty, advised of required time to
report for duty, or advised to remain on a standby status. A log / roster will be
maintained by a designated person and an updated copy kept in the command
center. The date and time each employee was notified and their estimated time
of arrival, scheduled report time, status of standby, or unavailability - listing the
reason - will be logged.
Officers that have not been contacted and hear of an emergency event in Lino
Lakes through other sources, are required to contact the command post and
advise of their status and a contact phone #.
4. Officers on standby status may be required to be able to be at a location they can
be contacted at, or in possession of a working pager or cell phone to allow
contact at any time in lieu of responding immediately, or at a scheduled report
time, when notified of the event.
5. In the event of a pandemic or other widespread health care event, the
requirement for a medical excuse of 3 days or longer of sick leave may be
waived by the City Administrator. Officers will maintain daily contact with the
department giving updates and expected dates of returning fit for duty.
6. All vacation and other discretionary leave may be cancelled.
7 Officers on duty in need of emergency leave to care for family will be granted
such leave as soon as possible. Considerations for the severity of the "condition"
of the Officers family will need to be determined for each employee needing
immediate leave; while maintaining the continued essential operations of the
department. All reasonable attempts to give an expected time for granted leave
will be given to the officer, as these times can be very stressful being away from
their own families.
Page 11
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•
Police Department - Policy for Emergency Operations
This policy establishes guidelines for the Police Department in the event of a hazard or
situation that will tax the resources and manpower ability of the Police Department over
an extended period of time. These guidelines can be preventative in nature, or reactive
to prevent further loss of manpower and resources.
In the event of a hazard or event such as: natural disaster causing severe property and
infrastructure damage limiting access to the city, pandemic flu or other wide spread
health care event, radiological / chemical exposure, other events requiring extended
manpower and resources at times in which the manpower and resources of the Police
Department may be limited due to those employees also being personally involved or
affected by those events, the Police Department may take some or all of the following
measures to ensure continued service to the citizens of Lino Lakes as best as can be
accomplished.
Employee Call Back and Scheduling
Employees of the Police Department will be put on a Standby status as needed. This
status will make the off duty employee aware of the event and the possible expected
response time for them to On Duty Status. During standby status the employee will be
able to be reached via pager or telephone and respond ready for duty within 1 hour of
notification. The notification of standby status and possible expected time of response
to duty will allow the officer time to prepare their personal matters if needed and obtain
the proper rest prior to reporting for duty.
If it is determined that response will be likely by personnel in the immediate future, after
evaluation of the current situation by Police Department supervisor, the personnel may
be placed in On CaII status. During this time the personnel are to prepare to respond
immediately upon further notification.
Placing employees on Standby, On Call, or calling in for immediate duty will be
authorized by the Chief of Police, or in the Chief's absence, by a Sergeant. If no
ranking Police Department supervisor is available the senior officer available can make
the decision.
The Police Department will begin extended shift rotations of employees as needed. An
attempt will be made to stagger the shift start and end times in a fashion to prevent all
officers starting and ending shifts at the same time. This will allow the proper period of
briefing, debriefing, and relief as needed.
See also OPH P.D. Policy reference Emergency Operations Absenteeism Policy.
Levels of Events
Events will be classified by level when possible. This classification will assist Police
Department personnel in determining their response and possible assignments.
Level 1: An incident or extended period of operations falling into this category can be
expected that the department will implement extended shifts of personnel up to a
several day period. Non - patrol sections within the Police Department can be expected
to operate at normal staffing levels, but may be reassigned temporarily if needed.
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Additional manpower can be expected on patrol with the expectation of attempting to
provide normal police response in the city to calls for service and handling of the event.
Level 2: An incident with extended periods of operations falling into this category can
be expected that the Police Department will implement extended shifts, reassignments
of section personnel, and extended operational periods of up to 5 days or more. The
Police Department may have limited ability to respond to calls for service within the city
due to manpower limitations or safety of Police Department personnel. The limited
resources of the Police Department may require the Department to prioritize and
respond to calls as able. Customer service type calls such as lockouts and other
service type calls may not be responded to. Calls for service reporting crimes not in
progress may be handled by telephone by available personnel.
Level 3: An incident or operational period of this magnitude is expected to tax the
resources of the Police Department to its fullest. The Police Department can expect to
be in this type of operational level for extended periods of 5 days or longer. During this
time all resources may need to be devoted to patrol operations and handling of the
event for the city. Investigations not involving crimes against person will be delayed
until the operation period is over. Response to life emergency or in progress calls will
be handled as resources are available, while other non - emergency calls may be
handled if resources become available.
Special Circumstances: The Police Department may implement special responses or
measures at any level as deemed necessary by supervisory staff. Examples of some
measures, but not limited to:
• No response to non -life threatening medical calls during a wide spread health
event. This action may be taken to preserve the health of Police Department
personnel needed for law enforcement action. Limiting or no personal contact
with citizens reporting non emergency calls or requests for service.
• Officers of the Police Department having been crossed trained in several aspects
of the Department operations can perform those needed duties if required.
These duties include completing the complaint process of arrested suspects and
administrative paper work; a duty normally performed by police dispatch.
• Police administrative duties could be completed from the personal residence of
an employee with internet access allowing processing of police and court records
via secured access. Non emergency phones of the Police Department may be
forwarded to WC Dispatch.
Page 13
VI. Vital Contacts and Possible Additional Resources
40 City Staff
Name & Position
Phone
E -mail
Dan Tesch, Acting City Administrator
651 - 982 -2404
Dan.tesch @ci.lino- Iakes.mn.us
Al Rolek, Finance Director
651 - 982 -2410
Alan .rolek(a�ci.lino- lakes.mn.us
Michael Grochala, Director of
Community Development
651- 982 -2427
Michaei.grochalata?ci.lino-
lakes.mn.us
Rick DeGardner, Public Services
Director
651 - 982 -2444
Rick. degardnera(�ci.lino- lakes.mn.us
www.centennialfire.org
Tim Hillesheim, Utilities Supervisor
651 - 982 -2452
Tim .hillesheim @ci.lino- lakes.mn.us
Tom DeWolfe, Streets Supervisor
651 - 982 -2451
Tom.dewolfe@ci.lino- lakes.mn.us
David Pecchia, Chief of Police
651- 982 -2301
Dave .pecchiaci.lino- lakes.mn.us
Jerry Streich, Fire Chief
651 - 784 -7472
Jerry.streich@gentennialfire.org
Other
Organization
Phone
Website
Centers for Disease Control and
Prevention
1- 800 - 232 -4636
www.cdc.gov
American Red Cross
Minneapolis Chapter
1- 800 - 733 -2767
612 - 871 -7676
www.redcross.org
Anoka County Government Center
763 - 421 -4760
www.co.anoka.mn.us
Centennial Fire District
651 - 784 -7472
www.centennialfire.org
Page 14
VII. Appendices
40 1. City Emergency Operations enc O erations Plan - General Plan
2. Centennial Fire District — Pandemic Response Plan
3. Authorizing Resolution No.
4. Personal Preparedness Checklist
1
Page 15
Appendix A
* City Emergency Operations Plan -
•
General Plan
(To be inserted with final version once approved)
Page 16
Appendix B
•
Centennial Fire District -
Pandemic Response Plan
Page 17
Appendix D
Personal Preparedness Checklist
Chain of Command at Lino Lakes City Hall
October 2009
Title
Name
Phone
1.
City Administrator
651.982.2405
2.
Director of
Administration
Daniel Tesch
651.982.2404
3.
Finance Director
Al Rolek
651.982.2410
4.
Community
Development Director
Michael Grochala
651.982.2427
5.
Public Services
Director
Rick DeGardner
651.982.2444
6.
City Clerk
Julie Bartell
651.982.2402
•
• CHAPTER 209: EMERGENCY MANAGEMENT
Section
•
•
209.01 Policy and purpose
209.02 Definitions
209.03 Establishment of emergency management organization
209.04 Powers and duties of Director
209.05 Local emergencies
209.06 Emergency regulations
209.07 Emergency management a government function
209.08 Participation in labor disputes or politics
209.01 POLICY AND PURPOSE
Because of the existing possibility of the occurrence of disasters of
unprecedented size and destruction resulting from fire, flood, tornado, blizzard,
destructive winds or other natural causes, or from sabotage, hostile action, or from
hazardous material mishaps of catastrophic measure; and in order to insure that
preparations of this City will be adequate to deal with such disasters, and generally, to
provide for the common defense and to protect the public peace, health, and safety, and
to preserve the lives and property of the people of this City, it is hereby found and
declared to be necessary:
(1) To establish a City emergency management organization responsible for
City planning and preparation for emergency government operations in
time of disasters.
(2) To provide for the exercise of necessary powers during emergencies and
disasters.
(3)
To provide for the rendering of mutual aid between this City and other
political subdivisions of this State and of other states with respect to the
carrying out of emergency preparedness functions.
(4) To comply with provisions of Minnesota Statutes, Chapter 12, Section
12.25, which requires that each political subdivision of Minnesota shall
establish a local organization for emergency management.
209.02 DEFINITIONS
For the purpose of this chapter, the following definitions shall apply.
EMERGENCY MANAGEMENT. The preparation for and the carrying out of all
emergency functions, other than functions for which military forces are primarily
responsible, to prevent, minimize and repair injury and damage resulting from disasters
caused by fire, flood, tornado and other acts of nature, or from sabotage, hostile action,
•
•
or from industrial hazardous material mishaps. These functions include, without
limitation, fire- fighting services, police services, emergency medical services,
engineering, warning services, communications, radiological, and chemical, evacuation,
congregate care, emergency transportation, existing or properly assigned functions of
plant protection, temporary restoration of public utility services and other functions
related to civil protection, together with all other activities necessary or incidental for
carrying out of the foregoing functions. Emergency management includes those
activities sometimes referred to as "Civil Defense" functions.
DISASTER. A situation which creates an immediate and serious impairment to
the health and safety of any person, or a situation which has resulted in or is likely to
result in catastrophic loss to property and for which traditional sources of relief and
assistance within the affected area are unable to repair or prevent the injury or loss.
EMERGENCY. An unforeseen combination of circumstances which calls for
immediate action to prevent from developing or occurring.
EMERGENCY MANAGEMENT FORCES. The total personnel resources
engaged in city -level emergency management functions in accordance with the
provisions of this resolution or any rule or order there under. This includes personnel
from City departments, authorized volunteers, and private organizations and agencies.
EMERGENCY MANAGEMENT ORGANIZATION. The staff element
responsible for coordinating city -level planning and preparation for disaster response.
This organization provides City liaison and coordination with federal, state, and local
jurisdictions relative to disaster preparedness activities and assures implementation of
federal and state program requirements.
209.03 ESTABLISHMENT OF AN EMERGENCY MANAGEMENT ORGANIZATION
There is hereby created with the City government an emergency management
organization which shall be under the supervision and control of the City Emergency
Management Director, hereinafter called the "director". The director shall be appointed
by the City Council /Mayor and shall be paid his /her necessary expenses. The director
shall have direct responsibility for the organization, administration, and operation of the
emergency preparedness organization, subject to the direction and control of the City
Council /Mayor.
209.04 POWERS AND DUTIES OF THE DIRECTOR
(1) The director, with the consent of the Council /Mayor, shall represent the City
on any regional or state conference for emergency management. The director shall
develop proposed mutual aid agreements with other political subdivisions of the state
for reciprocal emergency management aid and assistance in an emergency too great to
be dealt with unassisted, and shall present such agreements to the Council /Mayor for its
action. Such arrangements shall be consistent with the State Emergency Plan.
•
•
(2) The director shall make studies and surveys of the manpower, industries,
resources and facilities of the City as deemed necessary to determine their adequacy
for emergency management and to plan for their most efficient use in time of an
emergency or disaster. The director of emergency management shall establish the
economic stabilization systems and measures, service staffs, boards and sub - boards
required, in accordance with state and federal plans and directions subject to approval
of the Council /Mayor.
(3) The director shall prepare a comprehensive emergency plan for the
emergency preparedness of the City including municipal and unincorporated areas and
shall present such plan to the Council /Mayor for its approval. When the Council /Mayor
has approved the plan by resolution, it shall be the duty of all City agencies and all
emergency preparedness forces of the City to perform the duties and functions
assigned by the plan as approved. The plan may be modified in like manner from time
to time. The director shall coordinate the emergency management activities of the City
to the end that they shall be consistent and fully integrated with the emergency plan of
the Federal Government and the State and correlated with emergency plans of other
political subdivisions within the State.
(4) In accordance with the State and County Emergency Plan, the director shall
institute such training programs, public information programs and conduct practice
warning alerts and emergency exercises as may be necessary to assure prompt and
effective operation of the City Emergency Plan when a disaster occurs.
(5) The director shall utilize the personnel, services, equipment, supplies, and
facilities of existing departments and agencies of the City to the maximum extent
practicable. The officers and personnel of all such departments and agencies shall, to
the maximum extent practicable, cooperate with and extend such services and facilities
to the City Emergency Management organization and to the Governor upon request.
The head of each department or agency, in cooperation with the director, shall be
responsible for the planning and programming of such emergency activities as will
involve the utilization of the facilities of the department or agency.
(6) The director shall, in cooperation with existing City departments and
agencies affected, assist in the organizing, recruiting and training of such emergency
management personnel that may be required on a volunteer basis to carry out the
emergency plans of the City and State. To the extent that such emergency personnel
recruited to augment a regular City department or agency for emergencies shall be
assigned to such departments or agencies and shall be under the administration and
control of said department or agency.
(7) Consistent with the state emergency services law, the director shall
coordinate the activity of municipal emergency management organizations within the
City and assist in establishing and conducting training programs as required to assure
emergency operational capability in the several services (Minnesota Statutes, Chapter
12, Sec. 12.25, as it may be amended from time to time).
(8) The director shall carry out all orders, rules and regulations issued by the
Governor with reference to emergency management.
(9) The director shall act as principal aide and advisor to the City official
responsible for direction and control of all City emergency operations during an
emergency. The director's main responsibility is to assure coordination among the
operating departments, non - governmental groups, and with higher and adjacent
governments.
(10) The director shall prepare and submit such reports on emergency
preparedness activities as may be requested by the City Council /Mayor.
209.05 LOCAL EMERGENCIES
(1) Only the Mayor of a municipality or their legal successors may declare a local
emergency. It shall not be continued for a period in excess of three days except by or
with the consent of the governing board of the political subdivision. Any order or
proclamation declaring, continuing, or terminating a local emergency shall be given
prompt and general publicity and shall be filed promptly by the chief of the locals
records - keeping agency of the subdivision.
(2) A declaration of a local emergency shall invoke necessary portions of the
response and recovery aspects of applicable local or inter jurisdictional disaster plans,
and may authorize aid and assistance there under.
(3) No jurisdictional agency or official may declare a local emergency unless
expressly authorized by the agreement under which the agency functions. However, an
inter jurisdictional disaster agency shall provide aid and services in accordance with the
agreement under which it functions.
209.06 EMERGENCY REGULATIONS
(1) Whenever necessary to meet a declared emergency or to prepare for such
an emergency for which adequate regulations have not been adopted by the Governor
or the City Council /Mayor, the Council /Mayor may, by resolution, promulgate
regulations, consistent with applicable federal or state law or regulation, respecting: the
conduct of persons and the use of property during emergencies; the repair,
maintenance, and safeguarding of essential public services, emergency health, fire, and
safety regulation, drills, or practice periods required for preliminary training, and all other
matters which are required to protect public safety, health, and welfare in declared
emergencies.
(2) Every resolution of emergency regulations shall be in writing; shall be dated;
shall refer to the particular emergency to which it pertains, if so limited, and shall be filed
•
in the Office of the City Administrator, which copy shall be kept posted and available for
public inspection during business hours. Notice of the existence of such regulation and
its availability for inspection at the Administrator's Office shall be conspicuously posted
at the front of the city hall or other headquarters of the City or at such other places in the
affected area as the Council /Mayor shall designate in the resolution. By like resolutions,
the Council /Mayor may modify or rescind any such regulation.
(3) The City Council /Mayor may rescind any such regulation by resolution at any
time. If not sooner rescinded, every such regulation shall expire at the end of 30 days
after its effective date or at the end of the emergency to which it relates, whichever
comes first. Any resolution, rule, or regulation inconsistent with an emergency
regulation promulgated by the Council /Mayor shall be suspended during the period of
time and to the extent such conflict exists.
During a declared emergency, the City is, notwithstanding any statutory or
charter provision to the contrary, empowered, through its governing body, acting within
or without the corporate limits of City, to enter into contracts and incur obligations
necessary to combat such disaster by protecting the health and safety of persons and
property and providing emergency assistance to the victims of such disaster. The City
may exercise such powers in the light of the exigencies of the disaster without
compliance with the time consuming procedures and formalities prescribed by law
pertaining to the performance of public work, entering rental equipment agreements,
purchase of supplies and materials, limitations upon tax levies, and the appropriation
and expenditure of public funds including, but not limited to, publication of resolutions,
publication of call for bids, provisions of personnel laws and rules, provisions relating to
low bids, and requirement for budgets.
209.07 EMERGENCY MANAGEMENT A GOVERNMENTAL FUNCTION
All functions there under and all other activities relating to emergency
management are hereby declared to be governmental functions. The provisions of this
section shall not affect the right of any person to receive benefits to which he /she would
otherwise be entitled under this resolution or under the worker's compensation law, or
under any pension law, nor the right of any such person to receive any benefits or
compensation under any act of Congress.
209.08 PARTICIPATION IN LABOR DISPUTE OF POLITICS
The emergency management organization shall not participate in any form of
political activity, nor shall it be employed directly or indirectly for political purposes, nor
shall it be employed in a labor dispute.
(Or. 11 -07, passed 9- 24 -07)
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MUNICIPAL ELECTION PROCEDURE
1. On or about January 2nd of each year send a reminder to file an annual campaign
financial report by January 31 s1 to all candidates/committees who have not filed a
Final Report. (M. S. 211A.02)
2. In February prepare calendar for entire election season. (List every task and date
to be completed. Refer to your previous municipal calendar and the election
calendar prepared by Anoka County and/or the secretary of state's office.
(Attachment "A")
3. In March send a letter to all polling locations notifying them of the upcoming
municipal election and reserving the facility for Election Day. Request a return
written conformation in the self-addressed, stamped envelope. (Senior Center,
Centennial Fire Station #2, St. Joseph Catholic Church, Living Waters Lutheran
Church, Rice Creek Covenant Church and the Rice Lake Elementary School.)
(Attachment "B")- the school district has its own reservation form -mail
completed form and a request for confirmation to Kathy Johnson, Centennial
District Office) Reserve the Community Room - Precinct No. 4 -for Election Day
and the Police Classroom to use as a breakroom/lunchroom
4. In June run Accu -Vote and AutoMark diagnostic test.
5. Two weeks before 1 g day to file affidavit of candidacy, publish a Notice of
Election/Notice of Candidate Filing. Email "request to publish" to the Quad
Press, email to the Citizen (check publication date) and the Forest Lake Times.
(Attachment "C") Since many residents do not read the Public Notice section of
the newspaper, prepare a small article and ask the Quack Press to publish it in
"Community Briefs" or some other conspicuous place in the paper. Also, post
same notice at city hall ten days before filing opens, send notice to Anoka County
Elections and office of the SOS.. (M.S. 205.13, Subd 2)
6. Send letter and forms to the residents (potential election judges) on the
"prospective list" sent to the city by the major political parties. Also send to
former election judges as needed (get names from prior rosters). (Attachment
"D") Be sure to enclose a self-addressed, stamped envelope for their reply. (If you
feel you will need additional judges, advertise in the Quad Press, place notices in
the City Newsletter, the cable channel and the city's web site).
7. Check supplies to determine if there are enough Affidavit of Candidacy and
Receipt for Filing forms. (Attachment "E ") Also make sure that there are
enough Campaign Manuals, extra copies of the Campaign Financial Report forms
and Campaign Financial Report Certification of Filing forms to give each
candidate or campaign committee. At this time check to see if there are enough
Transfer Cases (at least two for each precinct).
PAGE 1
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MUNICIPAL ELECTION PROCEDURE
8. On Tuesday, 10 weeks (70 days) before the election, candidate registration begins.
The registration period ends at 5:00 p.m. on Tuesday, 8 weeks (56 days) before
the election. Register each candidate by completing the Affidavit of Candidacy &
Receipt for Filing. Each candidate must pay a filing fee of $5.00 or present a
petition in place of the filing fee (204B11, subd. 2) Candidates can file Affidavits
of Candidacy with the City Clerk or Deputy Clerk/Election Liaison during regular
business hours. Give each candidate the forms needed to file Financial Reports.
Also give them a copy of the sign ordinance (Attachment "E") (MS. 205.13,
Subd 1)
9. Candidates may withdraw their candidacy by filing an Affidavit of Withdrawal
with the City Clerk or Deputy Clerk/Election Liaison no later than 5.00 p.m. two
days after filings close. (Attachment "F" -not in computer) (MS. 205.13, Subd
6)
10. Prepare a list of candidates and a letter of written Notice of Election to the county
auditor or complete the CANDIDATE AND BALLOT QUESTION
CERTIFICATION form and fax to Anoka County Elections. (Attachment "G "-
not in computer) (MS. 205.16, Subd 4)
11. Frequently Asked Questions: If calls come in through the front desk and you are
not available and the receptionist cannot answer the question have receptionist
direct caller to city web site — www.ci.lino- lakes.mn.us — click on City
Departments, on Administration, then Voting and Elections. (Attachment "H")
Can also find information on Anoka County or SOS website.
12. Prepare list of election judges using the returned forms from letters sent earlier.
Prepare agenda item. At least 25 days prior to the election, present list of election
judges to the City Council at a regular council meeting for their approval. (MS.
204B.21, Subd 2)(Attachment 1) You can now start preparing the roster.
a. If you have exhausted all resources available and you are still shy a few
judges, you may recruit city personnel.
b. For a Municipal Election, if necessary, establish a date for election judge
training before the judges that are not certified are mailed the notice of
election. (A day training session and an evening training session are
advisable.) NOTE: Anoka County trains election judges every other year,
(even years) therefore, New Election Judge Training must be performed by
the election liaison in the city. Get training tape and manuals from Anoka
County.
PAGE 2
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MUNICIPAL ELECTION PROCEDURE
13. Prepare Notice of Absentee Voting (Attachment "J") and fax or email to the
Quad Press, The Citizen and the Forest Lake Times. (This notice should appear in
the Quad Press on Tuesday 6 weeks before the election or 2 weeks before
absentee voting begins and on Tuesday, 5 weeks before the election and one week
before absentee voting begins. (MS. 205.13, Subd la.)
14. Once Council has approved the list of election judges, finish preparing roster for
each precinct and mail to each judge that portion of roster pertaining to him/her.
(Attachments "K" and "KK")
15. Determine the number of ballots needed for the election. (MS. 204B.29) You will
need to contact Anoka County Elections and Voters Registration (Susan Hosford,
763 - 323 -5278 or Cindy Reichert, 763 - 323 -5277) to determine how many
registered voters there are in each precinct. If there is a school board election or a
school referendum, you must determine the number of ballots needed for those
voters. (Anoka County Elections will assist with ballot form and ordering ballots
from printer) This process should be completed and ballots should be ordered no
later than 10 days before absentee voting begins. Ballots must be ready for the
beginning of absentee voting which starts 30 days before the election. (M.S.
204B.35, Subd 4) If this is a special election to fill a vacant office, refer to the
City Charter, City Code and State Statute for the specific procedure for
establishing the election.
16. Thirty (30) days prior to the election, absentee voting begins. Be sure that at least
one other person in the office is trained to conduct absentee voting. This will
ensure that residents who come to city hall to vote absentee will be able to do so
when the Deputy Clerk/Election Liaison is not available.
a. Mail absentee ballot application requests to those voters who cannot come
to city hall to vote absentee as soon as you receive the request.
17. On Tuesday, 28 days prior to the election, prepare Notice of Election
(Attachment "L") and Sample Ballot(s) (Attachment "M") and email to Quad
Press with instructions to publish the Notice and Sample Ballot(s) 21 days prior to
the election and 14 days prior to the election. Also send the same Notice and
Sample Ballot(s) to the Forest Lake Times and the Citizen with instructions to
publish the Notice and Sample Ballot(s) once approximately two (2) weeks prior
to the election. (If there are school board races or school bond issues, there will be
at least two (2) different ballots. Publish a sample of each different ballot.) MS.
205.16, subd 16
18. On Tuesday, 21 days prior to the election, voter pre- registration closes at 5:00
p.m.
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MUNICIPAL ELECTION PROCEDURE
19. On Tuesday, 21 days prior to the election, schedule Public Accuracy Test and
send Notice of Public Accuracy Test (Attachment "N") to the Quad Press so that
it can be published 14 days prior to the test. Send same Notice to the head judges
to let them know when the Public Accuracy Test is scheduled (I include this
notice in their letter confirming their appointment). Ask them to attend the Public
Accuracy Test so that they can verify the test was conducted properly. (Public
Accuracy Test must be conducted no more than 14 days before the election. (M.S.
206.83)
20. On Tuesday, 21 days prior to the election, the first Notice of Election and Sample
Ballot(s) are published in the Quad Press. (M.S. 205.16. subd 1) (Attachments
"L & M ")
21. Fifteen (15) days prior to the election, post Notice of Election and Sample
Ballot(s) on door at city hall and at each polling place (City Charter).
22. On Tuesday, 14 days prior to the election, the second Notice of Election and
Sample Ballot(s) are published in the Quad Press. (MS. 205.16. subd 16)
23. On Friday, 10 days prior to the election, candidates must file Financial Report
with the Deputy Clerk if the candidate or campaign committee received
contributions totaling more than $750. or if the candidate or campaign committee
incurred expenses of more than $750.. (If you do not hear from a candidate or
campaign committee, call them and remind them.) M.S. 216.03 Subd 4B)
24. Approximately three (3) weeks prior to the Public Accuracy Test, send a
memorandum to Public Works asking that they bring the black ballot boxes and
the plastic supply boxes from storage to city hall This memo should also detail
the items to be transported to each of the polling places on the day before the
election. (Attachment "0").
25. After supplies are delivered take inventory of each supply box. (Inventory Form
is in Election Forms" 3 -ring binder). Replenish supplies, if needed.
26. Prior to the Public Accuracy Test, pick up supply boxes from
Anoka County Elections. (Boxes should contain pens for marking ballots, seals
for the Accu -Vote machine and AutoMark, register tapes and new ink ribbon for
both machines, etc.)
27. Not more than 14 days prior to the election, the Deputy Clerk and head judges
perform a Public Accuracy Test. (Attachment "P ") The Deputy Clerk will make
sure that all needed supplies are placed in the supply boxes before the supply
boxes are transported to the polling places. (Supplies should include paper plates,
coffee cups, coffee, utensils and napkins ) After the PAT the Precinct Certification
form should be placed in the Accu -Vote suitcase.
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MUNICIPAL ELECTION PROCEDURE
28. Saturday prior to the election, city hall is open from 10:00 a.m. to 3:00 p.m. for
absentee voting.
This is also a good time to prepare manila envelopes to be included in the white
supply boxes. The following envelopes are needed:
1. 9x12 envelopes for each precinct marked "TIME SHEETS". This
envelope should contain time sheets and W- 4 forms.
31. The day before Election Day, Public Works will transport election equipment,
ballot boxes and supply boxes to the polling places. (There will be two (2) supply
boxes, one is clear plastic (city box) and the other is blue (county box). Prior to
this day, get a key for St. Joseph Catholic Church & Living Waters Lutheran
Church. I have a key for the Senior Center. Make arrangements for someone to be
at Rice Creek Covenant Church, Rice Lake Elementary & Centennial Fire Station
#2. Check out a key card with Sandie Wood to enter city hall after hours to
modem results from the "copy room ". Get the Community Room key from the
receptionist for Election Day. Also, make arrangements for judges to get into
Rice Lake Elementary School, Rice Creek Covenant Church and Centennial Fire
Station #2 at 6:00 a.m. sharp on Election Day
• 32 The day before Election Day, make arrangements for one head judge from each
precinct to pick up the proper ballots, the Accu -vote computer and polling place
key. (Some precincts do not give out keys and will have someone available to
open the doors at 6am.)
33. First Tuesday following the first Monday, ELECTION DAY. The polls are open
from 7:00 a.m. to 8:00 p.m.
34. Within 7 days after the election, the City Council meets to canvass the
election results. (M.S. 205.185, Subd 3) Post in front entry of city hall and add to
agenda. (Attachment "T ")
35. Within 24 hours, return county supply boxes and all voter registration material
to Anoka County. (MS. 204C.27)
36. Last day to request a recount of the election, 4:30 p.m., seven (7) days after the
canvass is completed. (MS.204C.36, Election Rules - 8235.0300)
37. Issue Certificate of Election to each successful candidate (MS. 205.185 Subd 3)
(Attachment "V")
38. 30 days following the election, last day for candidates or campaign committees to
file a Financial Report. (MS. 211 ,4.02)
MUNICIPAL ELECTION PROCEDURE
0 39. On the first Monday after January 1st, term of office begins. Newly elected
officials are sworn in at the first Council meeting of the year. Complete the
Official Oath and bring them to this meeting. (Attachment "W")
40. Candidates or campaign committees must file Financial Report by 4:30 p.m.
January 314, unless a Final Report was filed previously. (MS. 211A.02)
Updated 08/13/09
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2009 CITY ELECTION CALENDAR
January 6, 2009 (Tuesday)
January 31, 2009 (Saturday)
February 2 through 27, 2009
March 2, 2009 (Monday)
June 15, 2009 (Monday)
August 3, 2009 (Monday)
August 11, 2009 (Tuesday)
August 14, 2009 (Friday)
August 25, 2009 (Tuesday)
September 8, 2009 (Tuesday)
September 10, 2009 (Thursday)
Send reminder to candidates to file annual campaign
financial report by January 31' if Final Report has not
been filed
Campaign Financial Report due (MS. 211 ,4. 02
Subd 1)
Prepare election calendar for entire election season
(Attachment A)
Send letter to contact person at polling places
scheduling use of building for Election Day -be sure to
request return confirmation (Attachment B)
Accu -Vote diagnostics run (Bring Accu -Vote systems
from Record Retention Room to City Hall for testing)
Email request to publish Notice of Filing (stating first &
last dates candidate may file, closing time for filing on
last day & offices to be filled) to the Quad Press,
legals@,presspubs.com (deadline is Wednesday 5pm for
following Tuesday). (Attachment C)
Notice of Filing is published in Quad Press (MS.
205.13, Subd2)(See Attachment C)
Send prospective election judges (gathered from major
political party lists and previous election judges rosters)
a letter & form which includes Tennesson Warning
(Attachment D)
Post Notice of Filing (10 days before filing period
opens- 205.13, Subd 2)
Email Notice of Filing/Election to Diane, Anoka County
Elections and send hard copy to Cindy R, Anoka County
Election Supervisor. Also fax Notice to Office of SOS -
651- 296 -9073.
Candidate filing period opens (70 -56 days before
election -MS. 205.13, Subd 1 a) (Attachment E)
Candidate filing period closes at 5:00 p.m. (56 days
before election -MS. 205.13, Subd la)
Candidates may withdraw until 5:00 p.m. (within 2 days
after filing closes MS. 205.13 Subd 6) (Attachment F)
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2009 CITY ELECTION CALENDAR
September 11, 2009 (Friday)
September 17, 2007 (Monday)
September 18, 2009 (Friday)
September 21, 2009 (Monday)
September 28, 2009 (Monday)
September 29, 2009 (Tuesday)
October 1, 2009 (Thursday)
October 2, 2009 (Friday)
October 5 thru 16, 2009
October 5, 2009 (Monday)
October 12, 2009 (Monday)
*Provide written Notice of Election to County Auditor's
Office (Cindy Reichert) including date of election,
offices open and/or questions on the ballot (MS. 205.16
Subd 4) (Attachment G)
*Ballot layout programming begins
*Prepare FAQ form & give a copy to the front desk so
public can have basic questions answered immediately.
(Attachment H) Also web site addresses for Anoka
County Elections and Office of Secretary of State
Prepare agenda item for approval of election judges at
September 28, 2009 City Council Meeting. Attach list
of judges prepared from response of Attachment D.
Start preparing roster (Attachment 0
Email request to publish Notice of Absentee Voting in
September 29th edition of the Quad Press. (Attachment .J)
City Council approves appointment of election judges
(MS. 204B.21, Subd 2)(See Attachment I)
* Send memo to Public Works requesting ballot boxes
and supply boxes delivered to council workroom
(Attachment 0).
Notice of Absentee Voting is published in Quad Press
Pick up absentee supplies from Anoka County
*Pick up 2 voting booths for AB voting at city hall
*Absentee ballots ready for city election, Absentee
Voting begins (30 days before election MS. 203B.05)
*Pick up memory cards, test ballots & predetermined
results from Anoka County
*Mark ballots and "pre -test" Public Accuracy Test
*Modem results from each polling location to Anoka
County
Finish preparing roster and send letter and that part of
the roster that pertains to each election judge for review
and any corrections or changes. (Attachment K &KK)
*Email request to publish 14 Notice of Election in the
October 20th edition of the Quad Press. (Attachment L)
*Email request to publish Notice of Public Accuracy
Test in the October 20th edition of the Quad Press
(Attachment 10
PAGE 2
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2009 CITY ELECTION CALENDAR
October 13, 2009 (Tuesday)
October 19, 2009 (Monday)
October 20, 2009 (Tuesday)
October 23, 2009 (Friday)
October 27, 2009 (Tuesday)
October 28, 2009 (Wednesday)
October 30, 2009 (Friday)
October 31, 2009 (Saturday)
November 2, 2009 (Monday)
*Voter pre - registration closes at 5:00 p.m. (21 days
before election -MS. 201.061)
*Email request to publish 2nd Notice of Election in the
October 27th edition of the Quad Press
*Email request to publish sample ballot in the October
27th edition of the Quad Press. (See attachment M)
*1' Notice of Election is published in Quad Press (MS.
205.16) (See Attachment L)
*Notice of Public Accuracy Test is published in Quad
Press (MS. 206.83)(See Attachment 19
*Post Notice of Election in each polling place & in entry
of City Hall
*Candidates must file financial report if candidate
received contributions or made disbursements of more
than $750.00. This cover all activity from the year end
report or initial report (10 days before election MS.
21L4.02, Subd 1
* 2nd Notice of Election & Sample Ballot are published
in Quad Press (MS. 205.16)
*Place Canvass of Election Item on Council
Agenda
*Pick up supply boxes at Anoka County
*Call polling places and arrange time for supply and
voting booth drop off
* Deputy Clerk and Head Judges perform Public
Accuracy Test (at least 14 days before election -MS.
206.83) (Attachments P)
Order 7 fruit trays & Muffins from Cub Foods for
Election Day Morning
City offices must be open from 10:00 a.m. to 3:00 p.m.
for acceptance of absentee ballot applications and
casting of absentee ballots (MS. 203B.085)
*City offices open until 5:00 p.m. for
absentee voting (MS. 203B.085)
*Head judges pick up Accu -Vote & ballots
* Post Notice of Canvass of Election (Attachment 7)
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2009 CITY ELECTION CALENDAR
November 3, 2009 (Tuesday)
November 4, 2009 (Wednesday)
November 9, 2009 (Monday)
November 10, 2009 (Tuesday)
November 16, 2009 (Monday)
November 17, 2009 (Tuesday)
December 3, 2009 (Thursday)
January 4, 2009 (Monday)
January 112009 (Monday)
January 29, 2009 (Friday)
*ELECTION DAY, polls open 7:00 a.m. to
8:00 p.m. (MS.204C.05, Subd 1)
6AM - Pick up fruit trays & muffins at Cub Foods along
with a box of (1 dozen) doughnuts for public works as a
thanks for setting up the precincts & the voting signs.
Deliver ASAP to all precincts & to public works.
*Agents designated to deliver AB's must return voted
ballot no later than 3.00 p.m. (MS. 203B.11, Subd 4,
MS. 303B.08, Subd 1)
Return rosters & VR cards to Anoka County (Supplies)
City Council meets at 6:20 p.m. to canvass the
election results - regular council meeting will follow
(within 7 days of election MS. 205.185, Subd. 3)
Certificate of Filing Report Due -no later than 7 days
after the election.(211A.05)
Last day to request a recount or contest the election.
7th day after Canvass. (M.S. 204C.36, M.S. 209.021
Subd. 1)
Mail a Certificate of Election to winning candidates
(MS. 205.185 Subd3) (Attachment S)
Candidates must file financial report (MS. 211A.02,
Subd 1)
Term of office begins (MS. 412.02, Subd 2)
*Official Oath at first council meeting -have candidate
sign two copies -one for city's file (Attachment 7)
Candidates Must File Financial Report (MS.
211A.02,Subd lb)
PAGE 4
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City Council Meeting - Conducted by Telephone
Council Member Cell Phone Numbers
(numbers are included in emergency packet)
Process for Conference Calls (for phones in Council Work Room, Library or Community Room)
• One council member, the city attorney or city administrator should be on -site unless that is not
feasible due to health or emergency situation
• Contact first member
• Push "more" button on phone and then "Conf" button
• Dial next participant
• Continue process until all members are on the line
In Conducting the Meeting:
• All members should be able to hear each other
• Unless it is not feasible, public should be able to attend and hear proceedings
• Votes should be taken by roll call so each member's vote is identified