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Home My WebLink About2010-03-17 PACKET 04.H.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 03/17/201 1 22 19 = 1 Public Works ORIGINATING DEPARTMENT Les Burshten STAFF AUTHOR COUNCIL ACTION REQUEST Reminder of the Storm Damage Clean Up Policy and 2010 Potential Flooding. STAFF RECOMMENDATION Review the Emergency Declaration, Storm Damage Clean Up Policy and 2010 Potential Flooding Procedures. BUDGET IMPLICATION $ $ BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE ADVISORY COMMISSION ACTION ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES /RIGHTS ❑ ECONOMIC DEV. AUTHORITY El SUPPORTING DOCUMENTS DATE REVIEWED APPROVED DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ MEMO /LETTER: Les Burshten, March 11, 2010 and Brian Voelker, March 10, 2010. ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Storm Damage Clean up Policy and Contour Flood Insurance Rate Map. ADMINISTRATORS COMMENTS City Administrator dministrator ate COUNCIL ACTION TAKEN: [:]APPROVED ❑ DENIED OTHER C CITY OF COTTAGE GROVE Ad MINNESOTA To: Honorable Mayor and City Council Cc: Les Burshten, Public Works Director From: Brian A. Voelker, Public Works Management Analyst Date: Wednesday, March 10, 2010 Subject: Storm Damage Clean Up Policy Background Spring and summer is right around the corner and so is the storm season. Public Works staff would like to remind the Mayor and Council Members of the Storm Damage Clean Up Policy that coincides with the All Hazard Plan that was developed on March 2004. The purpose of the Storm Damage Clean Up Policy is to define and standardize the action the City will take and the issues it will address in reference to storm damage Clean Up efforts. Storm Damage Clean Up Policy has been in effect since 2002. All Hazard Plan and Storm Damage Clean Up Policy According to the All Hazard Plan (Annex B)/ City Code 2 -7 -5 Local Emergencies: Declaration: A local emergency such as storm clean up may be declared only by the Mayor or his /her legal Successor. It shall not be continued for a period in excess of (3) days except by or with the consent of the Council. Any order or proclamation declaring, continuing, or terminating a local emergency shall be given prompt and general publicity and shall be filed in the office of the City Clerk. Use of Disaster Plans: A declaration of local emergency shall invoke necessary portions of the response and recovery aspect of applicable local or interjurisdictional disaster plans, and may authorize aid and assistance thereunder. Jurisdiction: No jurisdictional agency or official may declare a local emergency unless expressly authorized by the agreement under which the agency functions. However, an interjurisdictional disaster agency shall provide aid and services in accordance with the agreement under which it functions. Utilize City Personal and Equipment: The Emergency Management (EM) Director shall utilize personnel, services, equipment, supplies and facilities of the existing departments and agencies of the City to the maximum extent practicable. The officers and personnel of all City departments and agencies shall, to the maximum extent practicable, cooperate with and extend such services and facilities to the City Emergency Organization and to the Governor upon request. The head of each department or agency in cooperation with the Director shall be responsible for the planning and programming of such emergency activities as will involve the utilization of the facilities of the department or agency. A State of Disaster will be declared in each case when the City foresees the possibility of expending all City resources which will make it necessary to request County, State or Federal assistance to respond to or recover from an incident. As soon as possible following a catastrophic incident, the City Damage Assessment team will assemble to view damage to public and private property. The purpose of the damage assessment is to determine if a declaration of Emergency is necessary and to develop a disaster recovery plan. The Damage Assessment Team shall consist of the following staff and elected officials. Bob Byer E emE gency Manageme Craig Woolery Public Safety Director Myron Bailey Mayor As av ailable Council Member Les Burshten Public Works Director Ryan Schroeder Administration Emergency declarations will typically occur when there is city -wide storm damage, whereas local storm damage that may occur to areas of the city would not typically cause an emergency declaration. If an emergency declaration does not occur, the residents are then responsible for all private tree storm damage clean up and removal. Regardless of the declaration or not the City would be responsible for maintaining damage to streets that may occur, boulevard tree cleanup and private tree removal if they impede traffic or fall in the street right -of -way. Upon emergency declaration, the residents of Cottage Grove will be notified to contact their insurance carrier to conduct individual site clean up or clean the area themselves and coordinate material pickup with a contractual refuse hauler. Upon exhaustion of the above two efforts, residents will be instructed to place storm damage debris at the curb for removal by the City or place materials in City - provided dumpsters. The City will remove or trim storm damaged boulevard trees that are located in the City's roadway or right -of -way. Residents with damaged private trees on their private property will be responsible for removing the trees or placing them at the curb for removal /disposal by the City. The City will notify property owners of contractors who may be able to assist in the clean up activities. The Public Works Director will determine an appropriate amount of time for residents to take advantage of the City- provided services. The City of Cottage Grove will make all reasonable efforts to solicit volunteer services and donated equipment from independent services or other government agencies. Council Action Reminder of the Storm Damage Clean Up Policy. • F (U;OTTAGE -♦ MINNESOTA To: Ryan Schroeder, City Administrator From: Les W. Burshten, Director of Public Works Date: March 11, 2010 Subject: 2010 Potential Flooding, City Sand /Sand Bag Procedure As you and I have discussed, there is a possibility for flooding this year in the metro area which would include a portion of Grey Cloud and River Acres. In the past, the City has made available both sand and sand bags for residents that may be in need of either one. We (Public Works) have supplied and delivered the material to residents on an as- needed basis during normal business hours (0700- 1530), Monday through Friday. Residents are asked to call (651) 458 -2808 to set up a location and time for delivery. We also had a pile of reserve sand and additional sand bags at the staging area near the railroad crossing if additional material was needed during evening hours or on weekends. In most cases in past years, the residents were responsible for disposal of the sand and bags when the waters receded. Please pass this information on to the City Council for consideration. This information will also be available on our website. Additional information regarding the 2010 Spring Flood Update is available at the following website: www.dnr.state.mn.us/climate/floods/index.html I Pill Pill 11111 In the event of a severe storm, the Public Safety Director will determine the extent of damages and whether the need exists to declare an emergency condition. Upon declaration of an emergency, residents will be notified to contact their insurance carrier to conduct individual site clean up or clean the area themselves and coordinate material pickup with their contractual refuse hauler. Upon exhaustion of these two efforts, residents will be instructed to place storm damage debris at the curb for removal by the City or instructed to place material in City — provided dumpsters. The Public Works Director will determine, based on extent of the damage, an appropriate amount of time residents will have the City — provided service made available to them. The City will remove or trim damaged boulevard trees that are located in their roadway right -of way. Residents with damaged private trees in the groomed or mowed area of the property will be responsible for removing the trees from their property or placing them at the curb for disposal by the City. Trees damaged in other areas of the property will not be disposed of by the City and should not be placed at the curb. The Director of Public Works will determine an appropriate amount of time for residents to take advantage of the City - provided service. The City will make all reasonable efforts to solicit volunteer services and donated equipment from independent services or other governmental agencies. The City will make available to property owners any information it has available regarding contractors who may be able to assist in the clean up activities. Y �O ¢ a s' � & <� < ,E. < � § .w . -- \k �� \� ? \ _ / \ \ 2§ m� » » 2�� Et � ƒ/ < \ \ rl « m� » » 2�� Et � ƒ/ <