A. Presentation on May 25, 2008 Tornado Disaster, Hugo City Administrator Mike Erickson0
CITY OF MEMORANDUM
CHMNSEN TO: Mayor & City Council
7700 Market Boulevard FROM: Todd Gerhardt, City Manager
PO Box 147
Chanhassen, MN 55317 DATE: July 11, 2011
Administration SUBJ: Presentation on May 25, 2008 Tornado Disaster,
Phone: 952.227.1100 Hugo City Administrator Mike Erickson
Fax: 952.227.1110
Building Inspections
Phone: 952.227.1180
Fax: 952.2271190
On Sunday afternoon, May 25, 2008, an F3 tornado moved across the
community of Hugo. The storm claimed the life of one child and destroyed
Engineering
more than 150 buildings. As a part of our emergency preparedness training, I
Phone: 952.227.1160
have asked Hugo's City Administrator Mike Erickson to share what they have
Fax: 952.227.1170
learned from this devastating event. Mike will also share the key elements of
their Emergency Management Plan and what prepared or hindered the local
Finance
response efforts.
Phone: 952.227.1140
Fax: 952.227.1110
Natural disasters usually happen with little or no warning and we need to be
Park & Recreation
prepared to handle whatever situation comes our way. This table top discussion
Phone: 952.227.1120
will help us prepare and learn from another community's experiences. Attached
Fax: 952.227.1110
is information concerning the city council's roles and responsibilities in an
Recreation Center
emergency situation.
2310 Coulter Boulevard
Phone: 952.227.1400
ATTACHMENT
Fax: 952.227.1404
1. City Council Roles & Responsibilities
Planning &
Natural Resources
Phone: 952.227.1130
Fax: 952.227.1110
Public Works
7901 Park Place
Phone: 952.227.1300
Fax: 952.227.1310
Senior Center
Phone: 952.227.1125
Fax: 952.227.1110
Web Site
www.ci.chanhassen.mn.us
g:\admin \tg \hugo tomado.doex
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
MY of
'law
CITY COUNCIL
Immediate Concerns
Report to the Emergency Operations Center or send representative as needed.
Obtain an initial "size -up" of the situation. Find out what, if anything, has already
been released to the media.
Conduct an assessment of any problems, resources, shortfalls, policy needs and
options.
Issue emergency declarations as needed.
Set reporting procedures.
Ensure logs and expenses are kept.
Act as a liaison with public concerns.
Ongoing Concerns
Contact legal advisers.
Review legal responsibilities and authorities.
Review any contracts.
Ensure EOC has the proper provisions needed.
Get update on politically sensitive issues.
Evaluate policy directions.
Coordinate with other political bodies. (County Officials)
Emergency Operations Plan- Administration
Updated April 2003
Page 40 of 61
Section 9
Elected Officials
Functions and Responsibilities
A local emergency or disaster is a stem test of a political jurisdiction's leadership. Elected
officials, whether they be governor, county commissioner, county administrator, city mayor, city
manager or Tribal TERC members bear direct and ultimate responsibility for how well their
jurisdiction responds to and recovers from an emergency or disaster. Emergency Management is
the essence of that part of government's charter "to maintain law and order and provide for the
protection of lives and property. " The Integrated Emergency Management System and local
emergency management offices and resources provide chief elected officials with the basis for
undertaking their responsibilities in this area. The degree to which officials participate in and
support these efforts will in. large measure reflect the outcome of a jurisdiction's response to
emergencies.
Be Informed
➢ Be familiar with local Emergency Operations Plan and procedures.
➢ Receive initial assessment and updates concerning incident type, magnitude,
injuries /death, property damage, environmental damage, and economic impact.
➢ Receive on -going status briefings from the incident command site, internal /external
resources committed, internal/extemal resources required, and coordination with other
officials and jurisdictions and the media.
Exercise Leadership
➢ During an emergency /disaster, exercise leadership and policy decision- making over the
emergency response organization. Remember that your role is policy- making, not
operational.
➢ Maintain a personal log of all key information, factors weighed, and decisions reached.
➢ Direct staff to assess and report problems, resource shortfalls, policy needs and options.
➢ Chair assessment meetings.
Key questions to ask: Who is in charge? Where? Of What?
Has there been proper vesting of authority? Is the continuity of
government assured? What is the status of intergovernmental
coordination? Availability of support from utilities, state
agencies, private organizations? What options are open to deal
with shortfalls? What financial issues are surfacing? What
conditions /parameters should be followed in contacting outside
public officials? Is there a need to place other personnel on alert?
What is the status of EOC — should it be opened/closed/relocated?
➢ Issue emergency declarations as needed.
➢ Ensure staff maintain logs of actions taken and financial commitments made.
Page 23
➢ Maintain liaison with other elected officials_
Take Care of Personal Requirements
➢ Develop and implement personal and family preparedness plan.
➢ Tell family members of your destination and contact numbers.
➢ Take medications, toiletries, and clothes as warranted by initial notification.
➢ Take list of peers to contact for advice.
➢ Remember that you role is policy- making, not operations.
Establish Legal Contacts
➢ Contact legal advisors and establish communications links.
➢ Review legal responsibilities and authorities (emergency declarations, chain of
succession, inter - governmental aid, social controls, price controls, and other restrictions).
➢ Monitor equity of service based on needs and risks.
➢ Review status of contracts with suppliers of emergency goods or services, as necessary.
Maintain Political Awareness
➢ Recognize personal accountability for actions and decisions during an emergency.
➢ Check provisions for other public officials (periodic updates; staff updates on politically
sensitive issues such as life and property losses, service interruptions, etc.).
➢ Establish and evaluate policy decisions throughout. incident.
➢ Confer with other elected officials when difficult issues arise.
➢ Use elected officials to request assistance from public and private organizations if normal
channels are not "responsive ".
Keep the Public Informed
➢ Check plans. to inform the public through the media.
➢ Ensure designation of a single public information officer (avoids conflicts in official
statements).
➢ Ensure establishment of a media center, if needed.
➢ Channel all releases through the EOC first to ensure staff coordination and approval.
➢ Ensure establishment of news media updates and access policy, as needed.
Page 24
The DO's and DONT'S of Media Relations
DONT'S
• Avoid "No Comment" as it leads to speculation
• Don't debate the subject
• Don't attempt to assess blame, rather, address and solve the problem in hand
• Don't over react and don't exaggerate the situation
• Don't make "off -the- record" statements... there is no such thing
• Don't speculate about:
o dollar value of losses
o resumption of normal operations
o outside effects of the emergency
o hypothetical questions
DO'S
• Gather all the facts and disseminate from one central information center
• Speak with one voice, consistently via designated spokespeople
• Release only verified information; deal with the here and now
• Be accessible to the media so they won't go to other sources for news
• Tell your story quickly, openly and honestly to allay suspicion and rumors
• If you can't discuss something, explain why
• Provide sufficient evidence of statements
• Escort the press on the emergency site
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
MAYOR'S PROCLAMATION DECLARING A LOCAL EMERGENCY
(UNDER MINN. STAT. §§ 12.29 AND 12.37)
DATE:
WHEREAS, the Mayor of Chanhassen finds that the following situation exists:
(List specific facts that support that there is a local emergency)
AND WHEREAS, the Mayor finds that the situation is sudden and unforeseen and could not
have been anticipated;
AND WHEREAS, the Mayor finds that conditions in the city have worsened considerably as
a result of the situation;
AND WHEREAS, the Mayor finds that this situation threatens the health, safety, and
welfare of the citizens of the community;
AND WHEREAS, the Mayor finds that 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
on
(date)
(time)
This declaration of a local emergency will invoke the city's disaster plan. The portions that are
necessary for response to and recovery from the emergency must be used.
NOTE: The council must give approval in order for the emergency declaration to last for more
than three days
City Manager
Attested By:
Date
Mayor
g:\adminkesol\emergency management resolutions\rmyoes emergency declaration.doc
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE:
RESOLUTION NO:
MOTION BY: SECONDED BY:
RESOLUTION BY COUNCIL TO EXTEND PERIOD OF LOCAL EMERGENCY
(UNDER MINN. STAT. §§ 12.29 AND 12.3
WHEREAS, the Mayor of Chanhassen has found that the following situation exists:
[List specific facts that support that there is a local emergency]
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 further finds that
the situation will last for more than three days;
NOW THEREFORE, BE IT RESOLVED the Chanhassen City Council: declares that
the local emergency is recognized as continuing until
This declaration of a local emergency will invoke the city's disaster plan. The portions that are
necessary for response to and recovery from the emergency must be used.
Passed and adopted by the Chanhassen City Council this
ATTEST:
City Manager
day of , 20
Mayor
YES
Kul
ABSENT
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: RESOLUTION NO:
MOTION BY:
SECONDED BY:
RESOLUTION TO CONTRACT DURING A LOCAL EMERGENCY
(UNDER MINN. STAT. §§ 12.29 AND 12.37)
WHEREAS, the Mayor of Chanhassen has declared that a local emergency is in effect;
AND WHEREAS, the city council finds that immediate action to respond to the situation is
needed in order to protect the health, safety, and welfare of the community;
AND WHEREAS, the immediate purchase of (g_oods /equipment /supplies) is required to
respond to the emergency;
AND WHEREAS, Minn. Stat. §§ 12.29 and 12.37 provide that an emergency contract is not
subject to the normal purchasing and competitive- bidding requirements because of the emergency;
THEREFORE, BE IT RESOLVED that the city council resolves to purchase the following
( og o�quipment /supplies) from (person or company selling the item) for the sum of $
[Describe the goods, equipment, or supplies that will be purchased]
BE IT FURTHER RESOLVED that the Mayor and the City Clerk are directed to contract
on behalf of the city for the (goods /equipment /supplies)
Passed and adopted by the Chanhassen City Council this
ATTEST:
City Manager
Mayor
day of , 20_.
YES NO ABSENT