cp03-17-20 (Emergency Mtg)1. Call to Order
HUTCHINSON CITY COUNCIL
SPECIAL EMERGENCY MEETING
MEETING AGENDA
TUESDAY, MARCH 17, 2020 @ 5:30 P.M.
CITY CENTER — COUNCIL CHAMBERS
DISCUSSION/REVIEW ITEMS
2. Review/Background on COVID-19
3. Update on the City's Preparedness
a. Chief Gifferson & Chief Schumann
b. City's Pandemic Response Plan
4. Governor's State of the Emergency and How that Impacts Us
a. Discussion on the City Declaring a State of Emergency
5. Current City Services Impacted
6. Essential Services
7. City Utilities
8. City Operations and Staffing
a. Pandemic Response Policy 3.27
9. Future Council Meetings
10. Future/Immediate Considerations
11. Directions to City Staff
12. Questions/Anything Else?
13. Adjournment
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Pandemic Response Plan
Updated: 3 August 2007
The Pandemic Response Plan has been developed in response to the following threat: A world-wide
pandemic breaks out. Up to 'h of the population becomes ill and cannot work for at least 2-3 weeks.
Fatalities could number in the thousands in Hutchinson alone. All sectors of civil society are severely
affected for up to 10 weeks.
Goals
■ Protect key personnel, so that
■ Essential services can be provided to the public
Essential Services (as a community)
■ Keep power on
■ Keep water running (water & sanitary sewer systems)
■ Maintain law & order
■ Provide information to the public — maintain calm
■ Care for the sick
■ Remove / house deceased
■ Maintain sanitation / remove garbage (in case Waste Management cannot function)
Essential Services — City Center
Essential services that City Center must continue to provide are:
■ IT / server functions — essential for utilities and emergency services
■ Communication to the public — instructions / announcements to help maintain law & order
■ Payroll functions — employee paychecks
Staff Needed to provide Essential Services
■ I-T staff to maintain server & computer network
■ 2-3 people to answer phones & disseminate information
■ Payroll
■ Accounts Payable
■ Legal
■ Building security
■ Others??
Non -Essential Services (City Center)
Services to be shut down in the event of a regional outbreak are:
May become essential after
■ DMV and associated functions
■ Planning / Zoning / Inspections 3 weeks?
■ Water Billing and related functions 4 weeks?
■ Economic Development
■ HRA
■ Engineering Tech / GIS
Our goal is to minimize person -to -person contact as much as possible.
Notification / Alert Levels
■ Emergency Services will be receiving bulletins from the Department of Homeland Security and
the National Institute of Health.
■ The State Department of Health will schedule briefings for local agencies.
■ County Emergency management will sound the initial notice locally.
■ The Mayor, City Administrator & Emergency Management Director will lead local decision making
o City Council must empower Mayor, City Administrator & Emergency Management
Director in advance.
o Key decision will be to Implement the Emergency Management Plan
o The Emergency Management Director, in consultation with the Mayor & City
Administrator, will decide if & when the Emergency Management Plan is implemented.
o Police Chief Dan Hatten is the Emergency Management Director
■ Locally there will be four (4) alert levels. These will be governed by the following events:
Alert Level
Trigger Event(s)
1
1 Federal
Outbreak anywhere in U.S. or Canada
2
Regional
Outbreak anywhere in upper mid -west; defined as the five -state area and
Manitoba, plus Ontario, Michigan, Illinois, Missouri, Nebraska, Colorado,
Montana or Saskatchewan.
3
State
Outbreak anywhere in Minnesota
4
City / County
Outbreak in Hutchinson / McLeod County
NOTE: We must assume that the actual virus will be several hundred miles ahead of any news item
reporting an outbreak.
Because of this, local alert levels and actions to be immediately taken are as follows:
Outbreak Alert Level
Actions
Federal 1 Alert all employees. Move emergency gear & non-perishable
supplies into City Center.
Region 2 Have all pandemic preparations completed. Emergency services
on standby.
State 3 Shut down all non -essential services / All meetings canceled /
City Center closed. Implement Emergency Management Plan /
Curfew?
City / 4 Provide emergency services.
County
PLEASE REFER TO MATRIX ON THE LAST PAGE.
City Center
To facilitate the provision of services, City Center personnel will rotate from home as needed to perform
their job duties.
■ Employees will stay at home and rotate in to perform critical job tasks.
o Exposure will be limited by bringing in groups only as needed for only a long as needed.
(e.g. payroll will come in to an empty building, do what they need to do, then go home; I-T
staff will come in to an empty building, take care of their tasks, then go home. etc.)
o To the greatest extent possible, work will be done by telephone, internet and fax.
■ Shelter in place [NOT FEASABLE]
o The option to "shelter in place was examined and found to be impractical.
o It was determined that, legally, non -salaried employees are entitled to their full pay and
time -and -a -half for hours worked over 40 in a week.
o Cost prohibitive.
■ Shelter Capability Necessary
o It was determined that the capability to shelter in place, for any type of emergency event,
was an important asset to have.
o To that end, a limited capability to shelter staff in City Center will be established.
Public Information
Updates will be provided to local media outlets at 4 PM each day. To the greatest extent possible
the City will coordinate with the local radio station and TV channel to have pandemic -related
information repeated each hour on the hour.
o The City's Public Information Officer (city administrator or designated representative) will
provide daily information.
o Public Information Officer (PIO) will coordinate with emergency services to obtain &
provide information.
In addition there will be a phone bank at City Center to answer questions for the general public.
o Need to insure that everyone is giving out the same information
o Need 24/7 coverage
o Need to prevent general questions from going to 911
Back up power exists for:
o Admin area
o Planning / Zoning /Engineering
H-R Policies
Employee Attendance
■ Many employees may be utilized in areas other then their normal work assignments
■ Most probably will be working in some capacity for Emergency Services (falling into the category
of "other duties as assigned")
Refusal to Come to Work
■ Per existing City Policy
Employee Pay
■ Employees will be paid for work performed, as they are now.
■ Employees staying home (voluntarily or directed) will have the option to utilize accrued vacation /
comp time / sick time (in that order)
Insurance
■ Per existing City policy.
Policies to be Determined [ADDITIONAL DISCUSSION NEEDED]
■ Any?
To Do
Create a list of city employees and their capabilities (so we can potentially assign them to other
needed tasks)
0 Implement survey (paycheck stuffer or at safety training)
Prepare City Staff
o Educate on pandemic / what that means (consider New Orleans as an example)
o Human Resources
■ People can be ordered to stay home without pay
■ Can & will be ordered to work if needed
■ Most likely assigned "other duties"
o Personnel health assessment
o Family preparedness
■ Financial / food & water / think through plans
Capability to Shelter in City Center (short-term, 1-week)
Assumptions
■ The preparations made to shelter in place will be an asset in and of themselves.
■ Up to 6 people for up to 1 week
Basic Needs
■ Sleeping
0 6 cots
Eating
o Hotplate / microwave
o Pots / pans / Tupperware / dishes
Personal Hygiene
0 Portable showers (2) — set up in restrooms
Items needed to shelter in place (6 people for 1 week)
1. 2 portable showers
■ Set up in restrooms
■ $100 each $200
2. 6 cots
■ About $30 each $180
3. Sleeping quarters
■ Use larger outer unused offices?
■ Library, staff conference room, copy room???
4. Personal protective equipment
■ N95 masks — fire dept. will furnish
■ Boxes of gloves — usually 2 boxes in stock
■ Eye protection — 4 pairs of goggle type
Food $284
■ Rations will fall into two categories
0 Pre -positioned rations (1/2 of supply) (6 people for 7-10 days)
0 60 servings for $136 (2 meals, 10 days, 6 people for $284)
0 Food stuffs obtained locally (SAM's Club, etc.) (1 /2 of supply — 6 people for 7-10
days)
■ Cereals, Oatmeal, powered milk, dry goods, coffee, salt,
■ Other??
6. Security & signs
■ Chain & padlock for front doors?
■ Local hardware store
$50
Closed
For general information and non -
emergency calls phone 587-5151
In case of emergency call 911
"Phase 2" generator hook-up
$2,000 - $2,500
■ Would permit at least partial building power in the event that Hutchison Utilities experience
some power outages.
Recovery
■ "All Clear" will be provided by State Department of Heath (verify this)
■ Local "All Clear" will come from Emergency Services & Mayor
■ Staffing needs will be determined / availability of staff assessed (City Administrator & HR
Director)
■ City Center opens and normal operations resume as soon as it is practical & safe.
■ Need to prepare for an "echo" outbreak as people begin mingling again...
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Policy No. 3.27a�9
POLICY
-PERSONNEL-
PANDEMIC RESPONSE
DATE ^^"r°v rm ? SOURCE
ADMINISTRATION
NO. 3.27
4
Pages
PURPOSE: To establish policy and procedure for city staff response during a
Pandemic Event.
STATEMENT OF POLICY:
In the event of a pandemic, and specifically an influenza pandemic, in the City of
Hutchinson, the city would declare an "Emergency Declaration" to ensure that all available
appropriate resources would be at their disposal during that situation and to document all
expenses should the city be eligible for state and federal assistance.
1. What is Pandemic Influenza?
An influenza pandemic occurs when a new influenza virus causes high numbers of
illnesses in humans and spreads rapidly throughout the world. Because there is little
natural immunity, the disease can spread easily from person to person.
According to the Centers for Disease Control and Prevention, a pandemic is a global
disease outbreak. A flu pandemic occurs under the following conditions:
a. A new influenza virus emerges, against which there is little or no immunity in
humans.
b. It spreads easily from human to human; and,
c. It infects humans and causes severe illness.
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spread . - - the
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2. Maintaining City Government
City officials are committed to maintaining a working government should an influenza
pandemic occur. Plans and strategies are being developed to ensure continuous
operation of City services.
City employees (regular full time and regular part time) may be especially concerned
about how a pandemic influenza outbreak could affect their jobs and livelihood. The
following information is designed to provide general information on leave and pay
options during a pandemic.
3. Work Options
Essential/Emergency Employees
City employees in the Essential/Emergency service departments that include police, fire,
water, wastewater, and other public works departments such as cemetery and streets
will be expected to report to work as directed. Absences will only be allowed per the
following: 1) the employee's personal illness that may affect other employees, 2)
circumstances that will be considered on a case -by -case basis and justify excusing an
employee from duty because of an individual hardship or circumstance unique to the
employee, and, 3) brief family emergencies. Employees refusing to follow orders may
be subject to appropriate discipline, up to and including termination.
The City is working to have measures in place to assist these employees to ensure that
their families' needs are being adequately addressed to allow them to report to work and
to perform their work efficiently and effectively.
City employees not normally employed in an essential position but who may have skills
and abilities to do so may be required to work in or be assigned to an essential position.
Other Employees
Pandemic influenza may cause non -essential employees to be unable to work from their
regular location, or they may have obligations outside the office because of a pandemic
which might prevent them from reporting to their regular work location. Employees may
also be unable to work because they or close family members are ill or contagious, or a
decision may be made by City officials to reduce the potential for contact by
recommending or directing employees remain at home.
One way to slow the spread of disease is to minimize person -to -person contact, known
as "social distancing". Workplaces may provide opportunities for influenza to spread, so
in the event of a severe pandemic, City employees who are able to do so may be
directed to work from an alternate location, afforded the opportunity to work an
alternative schedule, or possibly telecommute (work from home).
Alternative work schedules include, but may not be limited to, the following:
a. Establishing different start and stop times for regularly scheduled work days
b. Establishing different work days in the established work week
c. Compressing work schedules( i.e. allowing an employee who normally works five
8-hour days to work four 10-hour days in the established workweek)
d. Reducing hours
Telecommuting opportunities will be considered on a case by case basis and allowed
only as determined by the City.
4. Absences and Accrued Time
If an employee or a dose family member (spouse, dependent child, parent sibling,
mother..in, law fathel,../t)...law zaz°ILLL . L. becomes ill the
City Personnel Policy — Employee Handbook provides the following options:
Sick Leave — The current City sick leave policy as included in the City Personnel
Policy — Employee Handbook remains in place in the event of a pandemic
influenza. Employees may request to use their accrued sick leave for their own
illness or to care for a d!mendent child Glose farnily.m.A_Mbep who is ill or receiving
medical treatment. Llp to a maximurn of 16 l's of sick leave maY h s d for
gg�'inq LL / ^ � / 's adult child � � �/hl/�°l ��rvc�,�/ � / Irv.../��...l��ti�
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b. Sick leave may also be used if health authorities or a health care provider
determine that an employee's exposure to a pandemic influenza virus
jeopardizes the health of others by their presence on the job, even if he
employee has not fallen ill.
c. Vacation Leave/Compensatory Time — Employees have the option of
requesting the use of accrued vacation leave and/or compensatory time during a
pandemic influenza. This option would most likely be used when an employee
anticipates that their available sick leave hours will not cover the anticipated
absence due to their own personal illness or that of a close family member.
Vacation and compensatory time use will not be granted to employees who are
needed at work and who are not ill or caring for a sick close family member. Like
sick leave, vacation leave may also be used if health authorities or a health care
provider determine that an employee's exposure to a pandemic influenza virus
jeopardizes the health of others by their presence on the job, even if he
employee has not fallen ill.
d. Donated Leave — The current City leave donation policy will remain in place
during a pandemic influenza.
e. Family Medical Leave Act — The Family Medical Leave Act gives eligible
employees the right to take up to 12 weeks of leave without pay for a serious
health condition or to care for a spouse, dependent child, or parent with a serious
health condition. City policy requires that employees substitute accrued sick
leave and/or vacation leave for the unpaid time.
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d 1.o non essential r1 s who are
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I n nj ngL EgLI .1l Mn In 2non In nn� wti/lll hn nll Ihln n/ry
9P to t �g E!2!2L� gt paid n�° gtnic leave that. 1s based on their average
scheduled wok oul's eE E!2eL l.n. 25 avera n houlsloleek n nnte� to n total of
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Vgn 2 ...... In the event of a g�j�eMic the CitZ Cgu�jgil may e22 °jsiderintgM g�ry ril
.contin.eing ......t.o.......... .e ......e.l.l .....trve .e......l...e.......�..rv.......t...e.......l..l........t...i...m..........e............a......n.......d...........r.....e..... ..elgE...I.e.�1 .....Ut2.e............e......t.a......I.le .g.e.......e at their .....t..........e......i...r.........n.......0......l.......n.......e.......l.
�rvete e e melt Pandernic leave may riot exceed the standard scheduled eelrvs e�,
ti�eek e�°� one riot result in an event me situation.
6. Personal Leave Without Pav
If an employee has exhausted his or her available annual or sick leave or other forms of
paid time off, he or she may request leave without pay. The City Administrator may
grant any regular employee a leave of absence without pay for a period not exceeding
90 days except that the City Administrator may extend such leaves to a maximum
period of one year in case the employee is disabled or where extraordinary
circumstances, in the City Administrator's judgment, such as a pandemic flu event,
warrant such extension. No vacation, holiday, sick leave or other benefits, except group
insurance coverage, shall accrue during a leave of absence without pay. The eligibility
for group insurance during such leave shall be governed by the terms of the policy in
force at the time. The City shall not pay any costs of insurance premiums for an
employee taking a (personal) leave of absence without pay.
7. Lay -Off
The City may need to lay-off non -essential employees. These employees may
substitute accrued time (vacation/compensatory time) in lieu of unpaid lay-off.
8. Employee Pav
The City is taking steps to ensure there will be no disruptions to the regular issuance of
employee pay during a pandemic influenza. Mandatory direct deposit will remain in
effect.
In the event of a flu outbreak, the City will adhere to the Fair Labor Standards Act
regarding overtime compensation. Employees may be required to perform overtime
work and the City may discipline an employee for failure to report for scheduled
overtime work.
9. Insurance Coverage and Other Benefits
a. Insurance - It is the City's understanding and intention that health, dental, life,
and long term disability insurance benefits will continue regardless of the severity
of a health crisis. In the event of unpaid €IVILA L„2o �a„1 leave „ tt,„ „ 22 or a
lay-off, insurance coverage ceases per the existing City plan. Employees may
purchase coverage at their own expense per COBRA regulations.
b. Flexible Spending Accounts (Health Care and Dependent Care) — The City
does not see a need for special procedures for the Flexible Spending Account
program at this time. Claims will continue to be submitted to TASC, the City's
Flex plan administrator for processing and payment.
Due to a pandemic event, there may be a significantly increased number of
claims. This may increase the time it takes for claims to be processed and
reimbursements to be received.
10. Family Plan
City employees are encouraged to have a "family emergency plan" for their residence to
ensure their family has provisions when the employee reports to work during the
emergency.