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HomeMy WebLinkAbout05/16/1998 Council Minutes• EMERGENCY COUNCIL MEETING MINUTES MAY 16, 1998 CITY OF LINO LAKES MINUTES DATE May 16, 1998 TIME STARTED 9:05 a.m. TIME ENDED 11:55 a.m. MEMBERS PRESENT Bergeson, Dahl, Lyden, Neal, Sullivan MEMBERS ABSENT None Staff members present: Police Chief/Interim City Administrator, David Pecchia; City Engineer, David Ahrens; Community Development Director, Brian Wessel; Finance Director, Mary Vaske; Fire Chief, Milo Bennett; Parks and Recreation Director, Rick DeGardner; Environmental Director/ Forester, Marty Asleson; Public Works Superintendent, Tom DeWolfe; Building Official; Pete Kluegel; Building Inspector, Tom Jackson; Assistant to the City Administrator, Dan Tesch. Other persons attending this meeting: Salvation Army Representative, Bill Fiest, Red Cross Representative, Dan Pietso; Anoka County Emergency Manager, Bruce Wojack; Minnesota Emergency Management, Judy Rue; Police Sgt. Bill Hammes; Police Office Manager, Renee Kaulfuss. The purpose of the Emergency Council meeting was to prepare a cleanup plan for the severe storm/tornado that occurred the previous day. Chief Pecchia explained that although the emergency plan for a weather related emergency has been instituted, there will be many on-going issues to be resolved. Damage assessments are being prepared. Press releases for the media and packets of information for the affected residents are being prepared and distributed in the most damaged neighborhoods. Emergency information for broadcast on Cable TV is also being prepared. Chief Bennett explained that the emergency began about 4:45 p.m., Friday, May 15th. He was paged and the severe weather sirens were sounded in the area. Emergency personnel left fire station No. 2 within four (4) or (5) minutes after the warning. Emergency personnel went from home to home in the areas where trees were down to determine if there were any medical emergencies. All other fire personnel were dispatched to secure the area. Other people arrived to add to the security force. Chief Bennett explained that a command post was set up at fire station No. 2. A report was received that there were no serious injuries. The personnel were split into two (2) groups with one group positioned north of135W. Their command post was set up at EAM near the prison and the second command post was set up at the Centennial Middle School on Elm Street. All City officials were notified and a more intense search for injuries was conducted. Many homes were damaged and some are inhabitable. PAGE 1 EMERGENCY COUNCIL MEETING MINUTES MAY 16, 1998 Chief Bennett presented a map of the damaged areas. Generally the storm followed 2nd Avenue and crossed I35W near the prison. There was major damage in the Behm's Century Farm development. Many areas are without power due to fallen trees. Chief Pecchia explained that his personnel helped with the security by assigning roaming patrols. He also split his personnel with one group stationed north of135W and the other south of I35W. The patrols will continue until all the damaged areas are secured. Chief Pecchia said that security issues will be on-going. He noted that the Public Works Department had most roads cleaned before the end of the evening. This part of the emergency program worked better and faster than what was practiced during the emergency plan exercises. Public Works now has to deal with cleaning up the ditches and boulevards. Already, residents with major tree damage are hauling the debris to the boulevards. The City Council will be responsible for directing staff on how to handle this matter. Chief Pecchia noted that NSP has indicated that they hope to have electrical power restored to at least 95% of the area within 24 hours. They are having problems with the main electrical feeders into Lino Lakes. Chief Pecchia explained that now safety becomes the main issue for persons helping to clean up the area. These persons are, for the most part, unqualified to do this type of work. This can lead to injuries. Sunrise Park sustained major damage and crews working in this area will be faced with safety issues. Chief Pecchia explained the plan for getting information to the media and answering telephone calls from residents. The telephone at city hall will be answered by one person who will be instructed to give the same information to each caller. The information will be prepared and given to the telephone operator. A press release will be prepared for the media and Mr. Tesch is here to put the information on the cable TV. Chief Pecchia noted that the clean up crew is stretched and he is looking for some private contractors to load and haul debris for the long term. A policy will be prepared for the residents in the storm area which will include instructions to place debris on the boulevard. They will be given a deadline to complete this operation. Once the area is cleaned, the crews will not go back and the residents will have to remove the debris themselves. A dump site must be identified and an evaluation of the situation must be completed. An estimate of the clean up costs will be prepared in about two (2) weeks. Mr. Ahrens explained that the Public Works Department is ready to begin the tree removal work. All utility systems are operating, some manual controls at the well sites are being used. All lift stations except the two (2) in the most affected areas are working. Maintenance crews are shuffling between the two (2) affected lift stations with a portable generator. All utility situations are under control. Cleaning up the streets is the first goal of the Public Works Department. Mr. Ahrens is looking for a private contractor with a "clam" truck. This vehicle has a "jaw" that can pick up trees that are blocking roadways. PAGE 2 EMERGENCY COUNCIL MEETING MINUTES MAY 16, 1998 NSP has "clam" trucks, however, they are all in use in other areas affected by the same storm. Mr. DeWolfe explained that the Public Works Department is already pushing debris off of the streets and boulevards. Once this is done, the residents can place their debris on the boulevard and the City will remove it. This situation will continue for a fixed period of time and after the time expires, the residents will have to remove the debris themselves. Mr. Ahrens noted that the Public Works Department staff is working on a shift rotation plan. Chief Pecchia suggested that the Utility Department secure a second generator for operation of a lift station. This would eliminate the need to shuffle personnel and a generator from one lift station to another. Mayor Sullivan asked about mutual aid from other cities. She was told that there is a mutual aid plan that will be instituted. Mr. DeWolfe noted that a dumping site is needed and suggested an area north and west of city hall. He suggested that the debris be deposited in this area in windrows for burning at a later date. There was discussion regarding hazardous materials that will be removed from the area. It was suggested that dumpsters be brought in and located at specific sites. Cost estimates for the dumpsters are needed and some contracted debris removal may be required. Mr. Kluegel explained that he and Mr. Jackson have already been out in the affected area and have given out their cards to resident so that they will be able to contact them regarding rebuilding plans. Mr. Jackson noted that there are many damaged dwellings which are being evaluated and there are many trees blown onto houses which need to be removed. Dan Pietso said that he has a crew out in the affected area assessing the damage and preparing a report. They are contacting residents with offers of help. He noted that after a few days these people may need mental health counseling. The Red Cross has "stress teams" to help. They can be reached by calling 871-7676. This telephone has a 24 hour voice mail box. The mail box sends out a beeper to alert staff that there is a need for mental health response. Mr. Asleson explained that the tree damage will become more of an issue as time goes on. Trees that were damaged but not blown down may die because of stress or oak wilt. Mr. Wojack said he thought that the Lino Lakes emergency team has done a super job. Getting information to the most affected area regarding what to do with the debris is now the critical issue. Residents will have to deal with getting debris to the boulevard. He noted that after storms homes that are severely damaged can lose some of their value. The PAGE 3 EMERGENCY COUNCIL MEETING MINUTES MAY 16, 1998 City Assessor should be making an assessment of these homes. He also noted the need for an information sheet and the need to get it to the residents as soon as possible. Chief Pecchia explained that financial help from other agencies will be sought. At this time, it appears that the damage is not extensive enough to warrant a disaster declaration. Mayor Sullivan suggested contacting Anoka County Commissioner, Margaret Langfeld and asking her if there is any financial help available either to the City or the residents. Council Member Lyden said that he felt the biggest policy issue may be what to do with the tree emergency. Mr. Wojack noted that the residents should contact their insurance agencies and then get a private contractor. He noted that the City has a real liability if City crews go onto private property to do any kind of work. Council Member Lyden asked if the City could hire a contractor and pay them to go onto private property. This question will be directed to the City Attorney. Mr. Asleson noted that he had a list of private tree removal contractors. Mr. Wojack noted that in most instances, private contractors haul tree debris to dump sites. There may be added costs for dumping. The City must be careful regarding hidden costs. He noted that the County does not have a site to dump tree debris. Chief Bennett noted that his department could burn the debris. He was told that the DNR has issues regarding burning trees. Chief Bennett said that if the dump site at city hall was used and the debris pushed into windrows and not into huge piles, the debris will be burned. Council Member Bergeson noted that the City licenses all contractors. The City should make sure that tree removal contractors are licensed. Mr. DeGardner noted that Sunrise Park was heavily damaged and is now a safety concern. He was asked to close the park and place barrier tape at all access points. Mr. Tesch said that a telephone answering program will be determined with outgoing messages. Mayor Sullivan asked that the residents call only one number and that a person answer the call. This person will be instructed on how some of the questions should be answered. Chief Pecchia asked that Mr. Tesch, Ms. Kaulfuss and Mr. Asleson to prepare a press release. He asked Ms. Vaske where the City would get funds to pay for this emergency. She will prepare a plan for staff to review. Council Member Lyden asked if staff or other emergency agencies have a "ball park" estimate of the cost of this emergency. Mr. Wojack said he did not. Chief Pecchia explained that at this time, his staff is on over -time status with a supervisor working 12 hour shifts. There is mutual aid from Anoka County and officers will be patrolling on bicycles and in cars. Mayor Sullivan expressed concern regarding the policy PAGE 4 • • EMERGENCY COUNCIL MEETING MINUTES MAY 16, 1998 for exempt personnel. Chief Pecchia said that at this time, all union employees with the exception of the LLMA employees will be compensated for working overtime. LLMA and some other exempt employees will not receive additional compensation. Mr. Jackson explained that he has stopped and advised residents regarding protecting their property. He asked if he could use a hammer and nails and help the residents. He was told that he could not because of the liability issue. Mr. Jackson is to advise the residents to hire a local contractor. Chief Bennett noted that some insurance companies have their own contractors. Chief Pecchia noted that insurance coverage's may vary. Mayor Sullivan moved to authorize Chief Pecchia to judiciously pay staff overtime up to $50,000.00. Council Member Lyden seconded the motion. Motion carried unanimously. Mayor Sullivan asked that Mike Lampert or Spike Johnson at NSP be contacted to get a better idea about when electric service will be restored. Ms. Vaske explained that she will set up a special fund to account for all storm related expenses. She asked that staff time working in the City parks and on tree removal from the parks be accounted for separately for insurance purposes. Ms. Rue noted that if the damage is critical enough, there could be some state aid available. The state looks only at uninsured losses in determining if there is to be any assistance. She noted that there is not any assistance available from the federal government except for small business loans. She will check with the Minnesota Refinance Agency to determine if there is anything available. Mayor Sullivan asked that residents be advised about this information when it is available. Chief Pecchia asked Ms. Rue if there was any assistance available to the City. Ms. Rue said that depends upon the total damage. The City would be required to exhaust all other sources of funding before the state or the federal government would step in. Mr. Pietso noted that Shoreview had damage one quarter of a mile wide for three (3) miles. Mr. Wojack explained that weather people have been out to determine if the storm was a wall wind or a tornado. Mayor Sullivan asked that press be informed that the City thinks that a small tornado is responsible for the localized damage. She also noted that she is most concerned that the residents be given all the information available. She noted how NSP handles these emergencies. She asked what else the City Council could do. Chief Pecchia said that they should be available if they are needed. He also would like the City Council to tour the damaged areas. Mr. Wojack asked that tree debris be handled separately from other debris. The City must be careful about disposal of tree debris. All City staff should give the residents the same advice. First they should check with their insurance company and bring all debris to the boulevard. Tree debris should be separated from other debris. The City will pick up the debris for the next two (2) weeks. City will PAGE 5 EMERGENCY COUNCIL MEETING MINUTES MAY 16, 1998 be at the dump site to supervise the disposal site and make sure it is operated as requested by Chief Bennett. The staff should carry a list of licensed tree removal contractors with them to hand to the residents. Chief Bennett asked if the homes or garages that need to be rebuilt need building permits. It was determined that a building permit is needed. Council Member Lyden said that he would be in favor of issuing the permits without charge. Chief Bennett said that his staff would distribute flyers to the residents when they are prepared. Council Member Neal noted that he has been able to "find" donated food for the persons working to clean up after the storm. Drinking water and water to flush toilets was discussed. Chief Bennett will install a faucet on a fire hydrant for use by the residents. The City Clerk was instructed to call the City of Hugo to postpone the joint council meeting schedule for Wednesday, May 20th. Mr. Pietso's survey of the affected area shows that there were four (4) houses destroyed in the Behm's Century Farm area, one on Snow Owl and one on Greenbriar. The Red Cross has left information for the residents to contact them. There are 20 homes with major damage, seven (7) of them are located on Elm Street. There are 68 homes with minor damage but are habitable. Mayor Sullivan asked if the City could look to the county or state for financial assistance. Ms. Rue said that last year a couple events happened, most notably, the severe flooding in the Red River Valley area that did get the attention of the state legislature. The legislature happened to be in session at the time of the flooding and passed emergency legislation providing some funding. It would take action by the state legislature to get assistance from the state. She suggested contacting our state legislators to see what they can do. Mr. Ahrens explained that the streets would be cleared immediately and swept. This will keep debris from entering the storm sewers. It was noted that a tree fell over a path near 502 Arrowhead Drive. The city staff will take care of this situation. Mr. Tesch will coach the telephone persons so that residents will receive the same information all of the time. Shifts will be set up to handle telephone calls. Staff will continue street cleanup efforts and patrol of the area. Staff will also advise residents on how to get rid of the debris and how to go about obtaining building permits to rebuild their damaged homes and buildings. Fliers will be prepared and distributed to the affected residents. The meeting was adjourned at 11:55 a.m. PAGE 6 EMERGENCY COUNCIL MEETING MINUTES These minutes were considered, corrected and approved at a 13, 1998. Marilyn G. Anderson, Clerk-Treasurerry • etrAlk PAGE 7 MAY 16, 1998 ar meeting held on July ivan, Mayor