A-1. Emergency Preparedness: Tabletop Discussion t'� .,..�'�
MEMORANDUM
���Y o�' TO: Mayor and City Council
C��S���`i
A��� FROM: Todd Gerhardt, City Manager
7700 Markef Boulevard
Po Box 147 DATE: May 26, 2015 � ,
Chanhassen,MN 55317 �' �
SUBJ: Einergency Preparedness: Tabletop Discussion
Administration
Phone:957_.227.1100
Fax 952.227.1110
Being p1•epared for an emergency or natural disaster is one of the most iulportant roles
Building Inspections for any city. The City's Emergency Management Plan is a planning document that ���
Phone 952.227.118o provides access to nulnerous resources in the event of an emergency, e.g. utilities,
Fax 952.227.1190 temporary housing, couns�ling services, etc. The plan also sets forth responsibilities
Engineering and general infonnation that helps guide individuals in their tasks during such an
Phone:952.227.I160 eVent.
Fax:952.227.1I10
Monday's tabletop discussion is an exercise for the City Council and staff to become
Finance
Phone:952.22�t��o familiar with their general i-esponsibilities during an emergency. Attached are the
Fax:952.2271 I lo City Council's Responsibilities, the Do's and Don'ts of Media Relations, Mayor's
Proclamation Declaring a Local Emergency, Final Resolution by the Council to
Park&Recre�tion Extend an Emergency (if it lasts more than 3 days), and a Resolution to Contract
Phone�952.227.1120
Fax�952.227.1110 During a Local Emergency for Immediate Purchases.
Recreation Center A�enda for MondaV's Tabletop Discussion
2310 Coulter Boulevard
Phone 952.27_7.1400
Fax:952.227140�� 1. Overview of the Department's Roles and Responsibilities
2. Checklist of Emergency Responsibilities
Planning 8� 3. Questions and Answers
NaturalResour�ces
Phone:952227.1130
Fax:952.2271110
Public Works
7901 Park Place
Phone:952.2271300
Fax:952.2271�10
Senior Center
Phone:9522271 i25
Fax 952227.1110
Website
www.cl.chanhassen.mn.us
g:Aadmin\tg\disaster drill 5-26-15.docx
Chanhassen is a Communify for Life�I'�o��i�ring'ioi loda;�and I'lai�nin��iorlorno�ra-v
C�f10P
�,��
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.
; On�oin�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)
$mergency Operations Plan-Administration
Updated Apri12003
Page 40 of 6]
Section 9
Elected Of�cials
Functions and Responsibilities
A local emergency or disaster is a stern test of a political jurisdiction's leadership. Elected
officials,whether they be governor, county commissioner, county administrator, city mayor, ciiy
manager or Tribal TERC members bear direct and ultimate responsibility for how well their
jurisdiction responds ta 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, internaUexternal 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. Remernber t/iat your role is policy-making, not
operational.
➢ Maintain a personallog 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
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 biame, rather, address and solve th�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
0 outside effects of the emergency
o hypothetical questions �I
DO'S
• Gather all the facts and disseminate from one centrai information center
• Speak with one voice consistentiv via designated spDkespeople
• 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 ther•e 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
(�perty/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
(time) (date)
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 coujzcil�nust give approval in order for the einetgency declaration to last for�raore
than three days
City Manager Mayor
Attested By:
Date
g:�admin\resoneirmrgency management resolutionsUnayo�s emergency declarztion.doc
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES,MINNESOTA
DATE: RESOLUTION NO:
MOTION BY: SECONDED BY: I
RESOLUTION BY COUNCIL TO EXTEND PERIOD OF LOCAL EMERGENCY
(UNDER MINN. STAT. §§ 12.29 AND 12.37)
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 day of , 20 .
ATTEST:
City Manager Mayor
�S N� ABSENT
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES,MINNESOTA
DATE: I�
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(goods/equipment/su�plies�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
( oods/equipfnent/supplies) from (person or companv 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�oods/eguipment/sup lp ies)
Passed and adopted by the Chanhassen City Counci] this day of , 20 .
ATTEST:
City Manager Mayor
YES NO ABSENT
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