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Home My WebLink About2013-09-18 PACKET 04.H.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # � DATE 09/18/13 � • PREPARED BY: Public Safety Craig Woolery ORIGINATING DEPARTMENT STAFF AUTHOR *�***********************************:�********�* COUNCIL ACTION REQUEST: City Council pass a motion to approve the Letter of Agreement and authorize execution of the agreement between the City of Cottage Grove EMS Ambulance Service and the State of Minnesota Department of Public Safety, Division of Homeland Security and Emergency Management for the development, management preparedness, planning and sustainment of the ambulance service at the Cottage Grove Reception Center (Minnesota National Guard Armory, 8180 Belden Boulevard). STAFF RECOMMENDATION City Council pass a motion to approve the Letter of Agreement and authorize execution of the agreement between the City of Cottage Grove EMS Ambulance Service and the State of Minnesota Department of Public Safety, Division of Homeland Security and Emergency Management. SUPPORTING DOCUMENTS MEMO/LETTER: Fire Chief Rick Redenius ❑ OTHER: Letter of Agreement ADMINISTRATORS COMMENTS: �� at ****************** ****** COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER Cottage , / Grove City O f Cottage Grove � h Prep��deana PrOSPerityMeet public Safety - Police/Fire/EMS Me'm0 To: Honorable Mayor and City Council From: Fire Chief Rick Redenius Date: September 12, 2013 Subject: HOMELAND SECURITY AND EMERGENCY MANAGEMENT LETTER OF AGREEMENT Introduction The City of Cottage Grove Department of Public Safety plays an integral role in the operation of a fixed site Reception Center for use as a facility, to handle evacuees from an incident occurring at the Prairie Island Nuclear Generating plant. The evacuation/reception center is at the Minnesota National Guard Armory, located at 8180 Belden Boulevard, Cottage Grove MN. The Cottage Grove Department of Public Safety will assist Washington County and the Minnesota Department of Public Safety, Division of Homeland Security and Emergency Management (HSEM), in activating the cottage Grove Reception Center at the CG Armory. Upon declaration of the site area emergency, or general emergency by the Prairie Island Nuclear Power Generating Plant, Cottage Grove personnel will set up the reception center and assist in processing evacuees. Cottage Grove Public Safety participates in yearly training drills with Washington County and HSE and payroll expenses are reimbursed to the city. The Letter of Agreement needs to be updated due to a change within the regulations set forth by FEMA. They have changed the frequency of the evaluations of each ambulance service from a four year cycle to a two year cycle. The attached Letter of Agreement details the responsibilities of the Cottage Grove Ambulance Service in providing care and transportation of evacuees from the reception center to local area hospitals. All expenses incurred during an actual incident will be reimbursed by HSEM. Action Requested Recommend City Council approve the Letter of Agreement. Attch. LETTER OF AGREEMENT Between The State of Minnesota Department of Public Safety, Division of Homeland Security and Emergency Management and Cottage Grove EMS Ambulance Service The Cottage Grove EMS Ambulance Service and the Minnesota Depai�tment of Public Safety Division of Homeland Security and Emergency Management (HSEM) enter into the following agreement for the development, management preparedness, planning and sustainment of the ambulance service at the Cottage Grove Reception Center. Purpose: This Letter of Agreement (LOA) details the roles and responsibilities between Cottage Grove EMS Ambulance Service and HSEM. The responsibilities are to provide care and transportation of persons from the Cottage Grove Reception Center who have traumatic or medical emergencies complicated by radiation or contamination fiom an incident at the Prairie Island Nuclear Generating Plant. The Cottage Grove EMS Ambulance Service agrees to handle and transport the potential injured and contaminated evacuees from an emergency situation occuiring at the Prairie Island Nuclear Generating Plant as required by NUREG 0654. Joint Agency Responsibilities: 1. HSEM and the Cottage Grove EMS Ambulance Service will jointly drill and exercise the radiological emergency response plans and procedures as required by NUREG 0654-REP Rev. 1-4 and will exchange copies of plans and procedures and emergency contact phone listings. 2. During a drill, exercise or actual radiological event at the Nuclear Generating Plant, each agency will use the Emergency Classification Levels (ECLs) as identified in Appendix 1 of NUREG 0654-REP Rev. 1 as they are issued by the Nuclear Generating Plant. 3. Both agencies will worlc cooperatively to ensure the establishment, maintenance and sustainment of radiological emergency response in Minnesota. 4. Both agencies will worlc cooperatively to establish the budget for a grant suppoi the ambulance service radiological emergency preparedness and response. Responsibilities of Cottage Grove EMS Ambulance Service: 1. Cottage Grove EMS Ambulance Service agrees to provide care and transportation from the Cottage Grove Reception Center for persons who have been contaminated or exposed to radiation and require medical attention following an incident at the Prairie Island Nuclear Generating Plant dependent upon capacity and resources to provide necessary care. 2. Existing mutual aid agreements will guide response outside of Cottage Grove EMS Ambulance Service primary service area. 3. Cottage Grove EMS Ambulance Service will support HSEM in an annual drill of varying scenarios, including one federally evaluated exercise once every two years, which involves a patient that is injured and radiologically contaminated . 4. Cottage Grove EMS Ambulance Service will review their plans annually and revise the plan as necessary. P1ans will be submitted to HSEM annually by October 15 5. Cottage Grove EMS Ambulance Service will provide medical guidance to HSEM as necessary in the writing of drill/exercise scenarios. 6. Cottage Grove EMS Ambulance Service will pai�ticipate in annual training provided by HSEM; the training will be instructor lead in the year of the federally evaluated exercise and on-line in the off years when no federally evaluated exercise is held with the hospitaL 7. Cottage Grove EMS Ambulance Service assigned to the Cottage Grove Reception Center will be provided with the appropriate dosimetry from the reception center. 8. Actual emergency response will take precedence over training, drills and exercises. 9. Expenses incuned through training and ambulance equipment/supplies used during training, drills, and exercises will be submitted via the DPS E-Grants system and as an invoice to HSEM. Projected/estimated costs will be discussed biennial during the HSEM budgeting schedule. 10. During a real incident, Cottage Grove EMS Ambulance Service will keep records of costs incui�red, as a result of the incident, and provide those to HSEM for reimbursement. Responsibilities of State of Minnesota, Department of Public Safety, Division of Homeland Security and Emergency Management: 1. HSEM will provide the training and coordinate the FEMA required evaluations of the ambulance service providers. 2. HSEM will develop the scenario for the drills and exercises with medical guidance from Cottage Grove EMS Ambulance Service. 3. Dates for trainings, drills and exercises will be mutually agreed upon. 4. HSEM will assist in reviewing plans each year, as requested. 5. HSEM will purchase supplies and equipment necessary for a radiological incident not already in stock. 6. Expenses incui7ed through training and ambulance equipment/supplies used during training, drills, and exercises will be submitted via the DPS E-Grants system and as an invoice to HSEM. Projected/estimated costs will be discussed during the biennial HSEM budgeting schedule. 7. During a real incident, Cottage Grove EMS Ambulance Service will lceep records of costs incuned, as a result of the incident, and provide those to HSEM for reimbursement. 8. HSEM will maintain a Letter of Agreement with Xcel Energy to collect and dispose of all radiological waste and to ensure all vehicles used for the patient transpoi�t are decontaminated as specified by U.S. EPA Guideline 400. 9. HSEM will coordinate the annual submittal of plans and procedures to FEMA Region V for review. 10. HSEM will designate a primary point of contact for all coordination with HSEM. General Agreement Items: This agreement shall become effective on the date of the last signature by the authorized representatives of Cottage Grove EMS Ambulance Service and HSEM. The agreement may be amended with mutual consent of all pai�ties and may be terminated by any pai�ty after 180 days written notice to the other party. Myron Bailey Date Mayor, City of Cottage Grove Cottage Grove EMS Ambulance Service I�is Eide Director, Department of Public Safety Date Division of Homeland Security and Emergency Management