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03-17-2020 CCM (Emergency Mtg)HUTCHINSON CITY COUNCIL SPECIAL EMERGENCY MEETING MINUTES TUESDAY, MARCH 17, 2020 @ 5:30 P.M. CITY CENTER — COUNCIL CHAMBERS 1. Call to Order Mayor Gary Forcier called the meeting to order. Members present were Steve Cook, Chad Czmowski, Mary Christensen and Dave Sebesta. Others present were Matt Jaunich, City Administrator and Marc Sebora, City Attorney. DISCUSSION/REVIEW ITEMS 2. Review/Background on COVID-19 Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich provided an update on Minnesota case information related to COVID-19. There are no confirmed cases in McLeod County as of today. The fatality rate for COVID-19 is 2.3%. Mr. Jaunich noted that the purpose of pandemic intervention is to flatten the curve of spreading the virus. 3. Update on the City's Preparedness a. Chief Gifferson & Chief Schumann Police Chief Tom Gifferson presented before the Council. Chief Gifferson noted that new protocols have been put in place for the police department related to medical responses and calls for response. In addition, law enforcement officers will be wearing gloves, eye protection and masks. Fire Chief Mike Schumann presented before the Council. Chief Schumann explained that the fire department will be filtering calls and screening on the front end before responding on officer only calls and medical calls. Chief Schumann noted that the fire department has an adequate supply of PPE and will be limiting exposure as much as possible. In addition, all law enforcement/fire/EMS agencies have submitted inventory lists so all are aware of what is available. Chief Gifferson noted that the Governor's Order on mandatory closing of certain businesses will be addressed accordingly should violations occur. Chief Gifferson also explained the type of calls that should come in to 911 and those that should come into the administrative lines for those needing services. b. City's Pandemic Response Plan Mr. Jaunich noted that the City's current Pandemic Response Plan was distributed this evening and was last updated in 2007. Admittedly, the plan needs to be updated again, but nevertheless is what the city has on record. 4. Governor's State of the Emergency and How that Impacts Us a. Discussion on the City Declaring a State of Emergency Mr. Jaunich explained that at this point he and his staff do not feel there is a need for the City to declare a state of emergency. Chief Gifferson explained that when a city declares a state of emergency it allows a city to access FEMA aid, make large purchases outside the normal parameters, etc. Both Chief Gifferson and Mr. Jaunich do not feel that the city needs these additional resources at this time and therefore do not need to declare a city emergency. The mayor does have the authority to declare a city emergency at any time and if the Council wishes to do so at this time, they obviously have the authority to do so. 5. Current City Services Impacted Mr. Jaunich reviewed what current city services have been impacted to date due to the COVID-19 pandemic. The Senior Center is closed; Senior Dining is closed; Event Center is closed; Rec Center is closed; Public Library will be closing today at 6:00 p.m.; Driver Exam/Testing that occurs at City Center on Thursdays is cancelled for the rest of the month; and rental inspections have been halted. Water/wastewater, Creekside, Liquor Hutch, DMV and City Center are all still open. Mr. Jaunich did note that many agencies surrounding the City are closing, such as McLeod County offices. 6. Essential Services Mr. Jaunich reviewed what essential services are identified in the Pandemic Response Plan: keep power on; keep water running; maintain law and order; provide information to the public; care for the sick; remove/house deceased; and maintain sanitation/remove garbage. 7. City Utilities HUC has announced that they will not be disconnecting any utilities for nonpayment/late payment at this time and deadlines will be extended for payments. The City utilities (water/sewer/garbage) will implement the same practices during this time. The Council noted that they agree with these measures. Mr. Jaunich noted that formal actions on items addressed this evening will be included on next week's regular City Council agenda. Mr. Jaunich noted that staff is requesting of the public that if they do not need to be at City Center, to simply not come. There are several ways to pay utility bills and he is encouraging residents to take advantage of alternative methods rather than coming in person to pay bills. 8. City Operations and Staffing a. Pandemic Response Policy 3.27 Mr. Jaunich noted that he is comfortable with the City Center remaining open, however direction of the Council is what will be honored. Mr. Jaunich distributed Policy 3.27, Pandemic Response. Staff has revised the policy to fit today's situation. Mr. Jaunich noted that should the City Center and other areas close and employees are sent home, he is suggesting two options for the Council to consider to compensate employees that are included in the revised policy: either granting three weeks of temporary pandemic leave to regular full time and part time employees or just simply continuing to pay employees at their normal rate of pay during the pandemic event. This policy will be considered at the March 24, 2020, regular City Council meeting. 9. Future Council Meetings Mr. Jaunich explained that other cities are considering alternative methods to conduct future Council meetings — such as an alternative location with more space, telephonic/conference calls, interactive television, etc. These things can be considered by Hutchinson as well. Council Member Czmowski suggested that the Council still meet as a body in person, but perhaps at the Event Center where there is more space. He also suggested only putting completely necessary items on the agenda to keep the meetings short. Mr. Jaunich also noted that he will be indicating to staff that if they are not required to be at a Council meeting, to not attend. 10. Future/Immediate Considerations 11. Directions to City Staff Mr. Jaunich noted that staffs intentions at this time is to continue operating as normal unless directed otherwise. He noted that precautions and sanitary measures are in place. Discussion was held regarding the positives and negatives of closing Liquor Hutch as it is the only liquor store in the city. The liquor store manager currently feels comfortable remaining open. 12. Questions/Anything Else? Mr. Jaunich noted that all information is on the City's Facebook page and web page. He is directly sending communications to staff members. He also noted that the City is following direction from the CDC and the Minnesota Department of Health. Council Member Cook noted that the federal government is considering a bill to provide compensation to citizens as a result of this pandemic and he asked if that will be taken into consideration when the City determines how to compensate employees if they are asked not to work. 13. Adjournment Motion by Christensen, second by Sebesta, to adjourn at 6:45 p.m. Motion carried unanimously.