City Council - Regular Meeting

11th of March, committee of the hall, uh 7:00. So I will call this meeting to order. Um the first item is roll call. All right. So Fish is Joel here. Is also absent. Leighton yes. Prayer here. Mortonson here. Rachel's here. Hildy here.

We have a quorum. The first item on the agenda is a discussion on um LCCMR grant application by Clara Beck. The requested action is to recommend to the council to authorize the submission of an LCCMR grant for a multi-use recreational facility at the G at the Pebble Lake Golf Coast. Over to Clara.

Thank you, Mr. Mayor. Good morning. Uh that pretty much covers it. We have been having some internal discussions about um facilities at the golf course and ways that we can I think better appeal to a broader swath of the community out there and there is an opportunity to apply for the LCCMR grant program which we have been successful with in the past. We have the support of Mr. Joel Carlson, who is our lobbyist and who um suggested this avenue for funding as we um continued discussions about what the future uh of the golf course could look like. And so we're proposing a a multi-use recreational facility that has um yearround appeal. So we would be incorporating more outdoor activities than than just golfing at the golf course. Uh the location itself has great access to things like the beach, the public beach at D Lagoon, um access to the Central Lakes Trail. So really kind of building on uh the the existing opportunities there and then expanding them into some some opportunities opportunities for future use like or for winter use like crosscountry skiing, potentially having some sort of a rink. Um, so this funding would go toward uh funding a a building out there that we could then use for year round. Right now, my understanding is that the existing building uh is not winterized. Is that accurate, Len? Yeah. So, this would be um enhancing the facilities that are already there, likely taking down that existing building and building new. We're still getting some estimates for what that would cost, but the grant that we would be requesting would be paying for um the design and construction of the um of the building. itself. Uh we would be requesting up to 2 million and I believe a full 2 million from the LCCMR program. Since it would be a capital project, it does require at least a 25% local match. Um I think we

feel comfortable with with being able to to meet that match um to the requirements of the grant. And um in your packet you had a what we'll need to do on Monday is approve a resolution saying that you are okay with the application that you are agreeing that if you do um seek the funding that you will accept the funding if it is given um and that we can we can cover that local match should we um should we move forward in the funding round. It is a legislative process as well. So, it does have to go it goes through the grant process and is approved by the legislature. So, it's it's a pretty rigorous reporting program, which is why they make you say upfront that you're going to you're going to be able to maintain your side of the deal and that you will accept the funding. Um, so we've again, we've been successful with LCCMR in the past. Um, I feel good about our chances. This time around we'll be working with more engineering on on actually administering the program should it go through. Um but I'm happy to answer any questions that you might have and then hopefully on Monday we can um submit an application.

Would somebody care to make the motion and second it and then we can I'll make a motion. Thank you Mark. That thank you Laura. Leave a question mark. Yeah Mrs. Beck. Thank you very much. Um nice presentation. And when you talk about matching funds, can those be private money or does it have to be city money? Yeah, it just has to be nonLCCMR funds. So, city private donations um with the city can't fund raise, but finding partners in the community is is an okay way to find a match. Thank you very much. Yep.

Is this building that we're looking at possibly putting up going to be a different iteration than what the golf course board presented to us? because I'm not that was a very nice building for golf purposes. I'm not convinced it met the needs for year round facility use as well. Yeah, my understanding is we would be starting this this would be a a city-led design process. Um so we would be you know if this funding comes through that would be part of what we're paying for is the design of it and we would design it to the specs that we would need for year round multi-recreational use. is that if we're looking at possibly a rink out there, is there a possibility of uh considering I know roller skating has been talked about in town about having that be a hard bottom that could be an outdoor roller rink in the off months.

I love that idea. We have not discussed that, but the other thought I had was uh I know shuffle board has been asked for. I think we should look at some other multi-rec recreational uses in the summer beyond golf, not just the offseason. Okay. Yeah, these are great ideas. Okay. Where I'm seeing what

your honor, I I might I might step out of my uh arena here, but I've been on the the golf leasan for a year. I would appreciate if the council would understand that the presentation that the initial engineer and designer brought to the to the golf course was not their plan. Um I I wished it wasn't even published. Uh, so it was overdesigned and overbuilt and under um not appropriate to this application. So I'd like to just bury that if you could please. Unfortunately, nothing is ever buried in politics.

Mrs. Becky, I appreciate it. I appreciate the ability for us to have funds from the public and the public have the chance to be part of this and and do that. So that was Mr. Mr. Leightton's question was right on. Um the grant process, I didn't see this coming. I think it's great. I think it adds a lot to the discussion that we've had with the the golf board and some different things, but give me what are the restrictions? What type of hooks does LCMMR have on us? What are their what are their guidelines? What do we have to adhere to? That's kind of the backstory to say, "Hey, once you get this money, then you got to do this uh if there is any."

Yeah. So, we would be beholden to what we put into our application. Um, changes can only be made through a legislative process unless it's something small and you're maybe just moving some budget items around. But the project that we are proposing to them, which would be a multi-use recreational facility, we are required to then deliver on that. Do we know if they have any restrictions like size of the facility or things that are put outside of it like native grasses or different things that they have? Is there anything like that?

No. And I'm glad you brought up the native grass part of it. So LCCMR exists to um enhance the natural resources of Minnesota, enhance and protect. That's one of their main goals. Um so we will be leaning into the fact that at the golf course we have done some really good projects um to reclaim some areas and plant them with native plantings. And so our project would also be proposing that we do some further uh educational outreach and have things like signage, maybe an area in the multi-use building where there's, you know, information about native plantings, make some um connections there between, you know, the city and the prairie wetlands. Um really tying together the the natural resources that we have available there.

Thanks. You're right, Mike. I mean, there is no free money. or was it a tail? Any other questions? If not,

um to that to that point, you know, we're choosing our words very carefully when we talk about this project when we say multiuse recreational facility and that's because of the parameters of the LCC program. There are certain buckets that you have to fall in. So, you're not going to hear us call this a golf course club, right? And that's that's strategic, but it's also we're looking at something more than that. at this point in time and one of the pieces of LCCR is outdoor recreation and winter outdoor recreation and so that's why we're uh trying to get creative to you know ensure that we can meet a couple of different needs of the city within one project and try to try to qualify for this bucket of funding. So I mean it's you're going to hear us talk a lot over the next however many weeks and months about this multiuse recreational facility um and and that's the reason why is because we have to fit fitted into this to be eligible for these funds. So, just wanted to acknowledge that because there's probably some folks on the golf course that are saying, "Well, this is morphing into something much more than we ever thought." And that's kind of the rational behind that.

Your honor, one point to that. I think if we're going to do especially outdoor recreation, which I think is needed, we need to make sure that our citizens have access to doing it. And a lot of those things need equipment. So, I think we need to plan space for equipment rental, which I'm hoping is part of this process because most people probably don't have cross country skis or snowshoes and ice skates. You we need to make sure we have space so our citizens can use it.

And I think the hope with some of this funding could also be that we could purchase some of that equipment so that we can have it available for rental, you know, right away without maybe having to make any further partnerships. Um that that we did discuss that when we had an internal meeting about this grant. Okay. With that, um, obviously I have to do a roll call because, um, we have a virtual guest. All right. So, Job, yes. Leighton, yes. Meer, yes. Mortonson, yes. Rachel's, yes. Hildy, yes.

The motion is approved. Um, the next item on the agenda is lead service lines. Len Taylor. Requested action is a recommendation to the council to authorize the submission of a drinking water revolving fund grant application. With that, he's already up there. Rare indigo.

Thank you, your honor. Uh inventory of our service lines uh was completed with the help of Apex Engineering and our staff and we've identified a little over 600 service lines that need some attention. They're either known lead, they're galvanized, or they're unknown. So, um, with that inventory done and those service lines identified, we have been put on a list of, um, funds that have been set aside by the Minnesota Public Facilities Authority, PFA, uh, the amount of $775,000 for a a project that would replace um service lines. And the the estimate for a project is $15,000. So it's uh $15,000 times however many um up to $775,000. So uh we need to submit an application, an intended use plan, and I would envision u myself and Kyle and his staff working on that together, submitting that by the deadline of March 31st. And then uh we'll get details out on the the scope of the project and how the funds will be accessed by um residents and how we administer them.

Does somebody care to make that motion? I'll offer that. Thank you, Laurel. I'll second it. Thank you, Mark. Any questions if what is the timeline on this one? So, the deadline is March 31st for the application. Once we get notification, we'll try to get a project going. Um, I don't know how long it'll take for them to get back to us once we've submitted though. Okay. And then is didn't they move out the date from when the service lines need to be out of the ground? They did. Yeah. The actual drop deadline is um April of 2037, I believe. Thank you.

Is that a Tuesday? I think it's a Wednesday. Uh, thank you, Mr. Tedler. Um, when you say service line, we're not talking about anything as a city utility under a road. We're talking the the service line from a shut off to the house. No, it could also include the the portion of the line from the main to the stopbox, the portion that is city-owned. Okay. Um, and if we um are awarded these dollars, do we have that window to get the work done? How long

we have the construction season? So, we would look to contract with the contractor to get up to uh this dollar amount of the number of services completed within this construction season. Um, let me help. How long do we have to do that? I don't know if there's a sunset on the funds. Okay. I don't think it has to be used within this calendar year. Yeah. I'd like to coordinate with, you know, the street work if if possible versus, you know, just digging up for sure.

Yeah. Yeah. So would it be then for residents that they could obviously the ultimate goal is that they would apply to the city for a their property to get fixed? That's some of the questions that we need to answer have answered yet. Um I don't know if it's going to be an application where a resident comes in and asks to be put on the list or if we identify from our inventory this is the area that we're going to do. Right. and and then there's no recourse in the sense that we get the 775 you know as a city we we spend the money and fix you know replace the lead pipes and then we don't have to pay it back to the state

there is no repayment right aspect good any other questions like with that um roll call please job yes yes yes Martinson yes Rachel's Yes. Guildy. Yes. The motion is approved. Is everybody good with both of these items on the consent agenda? A nod will be suffice. I think more of a more of a nod, Scott. More of a nod. Yes. More like a bow.

That bow. Right. Thank you. Um, the next item on the agenda is emergency management update by Ryan Mccau. And sit back, relax, get the popcorn out. That's right. And you know, in a couple of hours, we'll be done.

That's good. You all got done really early, so I got even more time. I have no trouble talking and filling up space. So, those two back there can account for that. So, um, I come for you this morning. I have no action for you. I just wanted to give an update. you know, back in mid 2025, emergency management moved over to the fire department um as as a being responsible for it, but even since then, we've still stay very coupled together with the police department who had housed it uh previous to that. Um and I was going to give a fire department update today, but just with uh the storm season upon us, so that hey, it's kind of fitting to do an emergency management update because that kind of um infills into severe weather preparedness for our community and what we've been a part of for for years. So, um that is what uh brings me in front of you today. And then I also um as we go through it, I just um good time just to um offer up where your guys's responsibility lies and what what I would be looking for, what Chief Paul, any of the department heads, Andrew would be looking for if we had to declare an emergency. You all play a very important role with that process. So, I'll uh expand on what that looks like for for you as elected officials as well. Uh and that kind of leads into the why of why uh why I do a quick update on emergency management for you all. Um well, one, it's good for me because when it's uh changed over into my position, um you know, go to seek information on how to be better at the position and city ordinances is why we do emergency management um decades ago. Um it was adopted by ordinance that uh we are going to have an emergency management uh um program or or an emergency manager for our city. If we didn't, that would lie to the county. Um, but as a city of our size, it makes really good sense that we do some of this work internally. Um, and then also we work very closely with the county emergency manager and our state partners as well. But so that is our why. We actually have it in our in our city uh city ordinance city code that will have a uh an emergency management function. But then an additional chapter 12 of Minnesota state

statute that is the emergency management uh section that uh a lot of what even our ordinance is based off of and that also is a big player when we uh when we have a disaster. We reference chapter 12 a lot in the emergency management uh field. So you guys uh like I said already you're you are uh crucial for the success of a program. um you know you support um whether you know lead service lines you know Flint, Michigan how many years ago major lead in the water system um you know just by um guy being up here and us getting through um lead service pipes I mean that is a small portion but of of the bigger picture of even emergency management um we would hope that we would never be faced with that. We have mitigation strategies that you just approved to help us work towards getting rid of that. But um that is an example though of of everyday things that happen that you all support that builds into a a greater um prosperous community in the realm of like emergency preparedness. Um and then you also you advocate for residents. You know, you're you're kind of the go-to. You sometimes hear the hear the complaints and the good um from your residents in a disaster. They might be turning to you and wondering what's what's going on. Um our hope is and you'll learn here is that we give you good information to to share. Um but uh that's also in a disaster is harnessing information. So there's not a lot of mixed messaging, but that's where um our goal is to provide you all with good information as as an advocacy for your for your uh residents as well. Um and then you support us, you know, through written plans, through supporting uh us to go to uh different meetings and uh preparedness groups um as part of our positions by having us staffed here within uh within the city. Um we take that seriously and we try to stay engaged with uh groups that can help us in the grand scheme of uh keeping us more uh prepared and in the loop of what's what's going on. And then uh I'll just say this because a lot of people ask like what is emergency management like day-to-day? you know,

Chief Paul's doing his thing. I do my thing with our teams. Guy does his thing. Andrew does with the city leadership. Um, and I and I put this together and I kind of ran it by our training chief as well who's going through classes on emergency management. But, uh, um, my simple thing, it's a purposeful act of bringing people together. Um, you know, every day we're doing things that build into build into the grand scope of emergency management, but it is really bringing people together or agencies. we acknowledge there's a risk to our community um and we take steps to lessen the impact of a disaster if it was to occur. So that's that's in a kind of how I encompass what emergency management is. So and we have a long-standing practice within our community of what we call integrated emergency management. So everything we do day in day out all builds into if we were to have a disaster. So, and some of our risks based on past events. Um, and please don't quiz me on the ins and outs of each event. Um, but these are some things that happened within our community um over its time. Um, that if uh you weren't familiar with some of them, but a lot of these shaped different parts of our community in some form or fashion. Obviously, the, you know, the 1919 cyclone, I mean, we would hope that we never have to live through a tornado in our community again. Um, but if you watch the news reports, southwest Michigan just got hit with unseasonably early tornadoes. Um, and uh, last uh, summer, if my facts are right, but North Dakota seen the most amount of tornadoes in in in their history. So, um, storm severity has grown. Um, so it also builds into why we want to take preparedness um, when it comes to severe weather um, seriously. um the Washington school fire. Well, maybe that didn't uh you know impact the entire community as as well the event did, but maybe the the the time of the fire didn't, but the impact onto the community was great. And then also the Medallion Kitchens fire in the early

80s. Again, the fire itself didn't engulf a community, but its impact on the workforce was was severe. So those are things that as emergency management if we daytoday we're we're engaged with things with community development. Uh those are the things that come into play after disaster to help us recover. And then recent years we certainly have a a list there and I'm not going to go go through each of them but probably the most notable one in our history and in recent is the is the uh pandemic and that one the mayor did declare a a local emergency for. Uh so that would be one of of uh recent history anyway that we uh we actually had as elected body request a uh local emergency. Good. So what's the difference between disaster and emergency? I've already used the terms but emergency day in and day out. You know we plan for emergencies. Um you guys fund emergency services um and uh through the city financing through the budgetary process. We we handle those day-to-day things with the resources we have. Yeah. and maybe we have to call in one or two extra agencies to handle handle an emergency. Um, but usually that's handled day-to-day. Funding is there. Um, and and we plan for that. We know we're going to have a certain amount of emergencies in our community. A disaster though is something where we we just simply are over overwhelmed as a community with the resources we have. Um, a tornado is a great example of of a disaster. It just has a wide outreaching impact that uh we just simply cannot handle on our own. So here's your list of essential responsibilities. The next couple slides um that we'll go through, but you know this morning again we talked about some of the previous um you know risks or the things that have happened to our community. So understanding that we do have a risk um every community does uh policy level support um for you all when we come an example I put up here is uh is u mutual aid agreements. you know, that builds into our ability to respond

more effectively and safely is by having these planned agreements in place that you all approve for um for us. But that's an example there of policy level support. Um mayor or the legal successor has the authority to declare a local emergency and must do so. Um as we'll talk in a few slides, um every disaster starts with us and it ends with us. Okay? Um and it it starts with the mayor declaring a disaster or an emergency. Um and that also f uh fills into or or um leads into disaster recovery funds as well. If we don't declare a local emergency, we don't open ourselves up for for disaster relief if if it becomes available.

And then typically residents want to hear from their mayor. If you all watch, you know, when hurricanes hit hit communities, who's usually right there at a at a at a press conference is is the mayor. they want to know and they want to be reassured that things are happening. Um, you know, and if it's not the mayor, we'll grab somebody, but uh we want to have somebody there to be that kind of that spokesperson um for the for the group. But that's in concert with what we call a public information officer. It's not a staff position within the city. It's somebody that we would basically appoint in in the in a moment's notice. Some of our plans have delegation of who that is. um you know based on what the incident is. Um but that could be Andrew, it could be Chief Paul, it could be you know Len Taylor um whatever kind of space that realms who can talk the most intelligent about about an incident going on is they very well would be the PIO for that for that incident and they uh they become the spokesperson with the mayor. So that's where I give uh earlier when I talked about giving you good information. That's that funnel of information. So we don't have 10 stories leaving leaving the city. We have one story, one voice and then you all go and disseminate that as people ask. Um providing delegation of authority as needed um to support the work of incident command. Um we can't work for 72 hours straight. You know, we're we're human. Most disasters, you'll see local local jurisdiction say if a tornado was to to strike our community, um we'll work for probably about the first 24-hour period, um and if we know we need to keep a an incident command presence because of recovery, because of rescues, we're going to need to call in a team to help support that incident command. Um but for that incident commander, so if it's not anybody within our space within the within the city organization, we need to delegate that authority to that incident command. So that's an important role to uh to delegate off to uh to another to another individual. A lot of times that comes in

the uh in the form of a team, an incident management team. So they'll bring an incident commander, they'll bring a planning person, they'll bring a finance person who would couple up with our finance, but they come in and they kind of run the operation for a set amount of time. So that comes at a cost. um you know and uh when we we're at a training in December um just it's an example a burn rate which an hourly rate for a disaster response say if a tornado hit a community any ranges anywhere from 30 to $50,000 an hour um so that's bringing in resources to help do rescues to recover and pay for the cost of of the response so it adds up very quickly um I don't have the numbers from Baiji u but they had uh you know the windstorm come through last summer um significant event that uh they're they're faced with. So, I do know that they have some legislative action going on to try to help recoup some of the some of the cost. Um they got a disaster declaration through the state, but not a federal disaster. So, the funds aren't there's no there's no great pot of money all the time when there's a disaster that happens. And then the other thing for you all is conduit between county and state elected officials. Um you know, you all have your good good connections. Um sometimes it's leaning on one another and uh you know if we're if we're doing a local emergency and we're looking for help from the county um if uh I would never envision that we would have troubles but if there was troubles some of the times is it's that elected official elected official saying hey we could really use help you know into and being that that segue that way. Okay. Other council decisions um and the powers you have. So if you declare a local emergency, there's certain uh certain things you all can you can do. I mean, you know, you can make rules and laws for our community. Um but what uh in an emergency, what you uh what you can do is you can make them a lot faster. You don't necessarily have to follow the timeline that's that's uh required under normal operations. So,

and that's done just to in a sense provide fast aid. So if you need to get into a contract with an excavator because of something big going on where we maybe have to go out for for bids and you know things of that you guys can agree to say hey this is this is the best option and we're just going to move forward and that can be done very quickly. Um and then there's some other important things any resolution you make in regards to the disaster or the emergency going on is uh those will expire. So, well, you don't have to be feared of, oh my gosh, what are we going to do if we if we if we make this resolution and we go this direction now, we got to live with this for years to come. No, you don't. If you're doing it under the goodwill of of the disaster response, that will that will expire. Um, and it's written in our ordinances 30 days or at the end of the emergency or anytime you would choose just to be done with it. So, that's an important thing for for you all to know that uh that's the powers that you would have in a disaster as well. Okay. And then some updates on our team participation. Um so like I said earlier, so we uh been working with an internal team between us and the police department. Um met a few times uh you know as a formal group. Um but uh I would say informal. We probably have conversations probably weekly if not every every two weeks if that uh we're we're talking something in regards to upcoming training um or what each each agency is is doing. Um the county hosts a quarterly emergency management uh committee that we uh that we work on and there's different uh um folks from uh communities across the county that sit in on that. And there again, it's just talking through what what large events might be coming up? What's a community doing in response to it? And how do we help one another if if a major situation arised? Uh public private school preparedness groups. I know the police uh department is very active with the with the local school district on security response plans. Um and that's

something they well it's under the realm of emergency management, but it's their lane that they take care of. So that's the one thing that we did as as emergency management group um between police and fire is we broke out who who's best situated to handle the plans that we have for our community. And then Lake Region Healthcare is another one. um obviously a big employer but critical uh patient needs making sure that uh we're a good partner with them and uh they uh um Beth Craft is their preparedness uh manager over there and uh we probably at least twice a year are over there for a certain for a different kind of drill that she may put on and then we also invite our part these partners in when we do a drill as well. So it's very reciprocal just like mutual aid. It's tough to uh you know to to want to be in mutual aid agreements if we don't ourselves you know join in on them. So it's uh the emergency management field is like very reciprocal that way that uh um we want to be there to help them just like we want to call on them to help us. And then there's other state groups that we that we are part of as well within our region that uh help keep us uh current on what's what's going on and give us ideas for uh being best prepared. So here's our planning or our plans that just as a city we uh we work through and again that isn't it isn't all on my shoulders to do this. This each department um plays a role in the plans that we have for the different city facilities. Um we just last week were at the wastewater treatment plant to go over their emergency response plan which is a yearly yearly uh activity that we do. Um it's just to bring everybody that again that purposeful act. Everybody comes into the room to discuss the plan and uh and see if we all have a shared understanding of what's each person's responsibility is. Um, every year the Pisca Dam, that's a larger one that's in in a in uh cooperation with Otto Power that we have a Piscadam uh review of the of the drill

or the dam failure um that uh could happen. So, we plan for that. And then I guess my point with plans is uh plans don't take care of the disaster. you know, we don't go and, you know, if there's something happening and we don't go run to the shelf and grab the plan and start reading. These plans are really designed to uh bring everybody to the table, you know, to to have an understanding of who's whose area of our responsibility, who can we lean on in a case of an emergency. Um, but then we also train off of them. So, they give us a good framework, but it's not a matter of plans are written and are designed to, you know, be a necessarily a full-on script of a of an event. So, okay, I think we're good on that. And I already said this once, but it does all begin with us, you know. So, our day-to-day planning efforts that we do, the work that we do that everybody does within the city um as an organization, plus our residents and businesses, all build into us at a local level being uh the most repaired as we can. If we have an incident, we call on assistance from Otterto County. um we can scale it up from there to go to the state of Minnesota and uh from there it goes up to the federal level. So it's a um a scaled approach um that we that we have but at the end of it no matter what assistance we bring in it's going to those all those partners are going to go home and it's going to still be back on us. So that's what we mean when we say planning a disaster response starts with us and then the event ends with us as well as a community. And then this one um so there's incident management and that's again that's that day-to-day operation that really we do when there's an emergency we take care of the incident um when we have a larger event and I'll use the example of a water main break uh because that has happened not the small

breaks but one that you know where the where guy gets the notice from the staff saying hey we got million or not millions but thousands of gallons of water, you know, our reservoir is draining. Um, we've spooled up the emergency operations center, um, which currently we have the fire station as a primary and then we come over to the police department as a secondary if we need it. But what an emergency operation center is is we're not there necessarily controlling the the on the boots on the ground incident, but we're bringing the people together to start figuring out, okay, what do we need to start doing to make uh to find a resolve for this situation. So, it's more of a coordination uh location than it is necessarily managing like the onseen operations. So, I'll use an example. Let's say we had a large fire that broke out. Um on scene, there's going to be an incident commander controlling that operations. The emergency operations center. Um if we chose to to do that is we would be pulling in like Andrew, Bill, likely myself would be pulling pulling off from the field. Uh we may bring in the mayor. um potential public works on water supply, but that's where we would start looking more broader at the community and let that incident commander look right at that incident. So, so if that helps delineate the emergency operations center versus incident command, but so two very uh important roles, but they also are uh very distinct in their function. And then the recovery phase. So, you know, we've gone through some planning mitigation. You all know that there's risk to our community. Our day-to-day operations helps uh lessen the impact of of an event. Um talked a little bit about the emergency response or incident managing of of an incident. Now we have recovery and this again recovery cannot be done on our own. We uh we ask a lot of help on recovery and this is where you see the good of the community. You you always see this people come out and they want to help. Um, sometimes it takes a little bit of coraling though to

do a good organized recovery effort. Um, and some things with this and the numbers I wanted to get and I confirmed these just to make sure, but um, to get el to be eligible for money because that's usually following a disaster. It's like, well, hey, you know, FEMA's going to come in and they're going to take care of us. You know, that's, you know, that that is uh, really far from the truth. um maybe in a you know a hurricane situation, you know, regionwide disaster, you you you may get that, but um we're likely going to be operating under either a local disaster or a state disaster. So, some thresholds with that um that we have to meet is damage to public infrastructure. Um we for Ottertale County, and again, we can't just look at the city. This is going to be the broader scope of of the county. It's around $300,000 to uh to meet a threshold for for like a countywide um ability to to um um declare like a local disaster to the state level. Okay. Um so even if we qualify for that, to get federal funds, there has to be a state declaration. A state declaration, well, now you're looking statewide at infrastructure and it's around $11 million. Uh so if we might have something where let's just say it takes out our whole community. Um that's a disaster, okay, that's a local disaster to us and the region. Um but if it didn't meet the threshold of the state disaster of $11 million, there wouldn't be federal aid coming in. So that's where we just want to offer up some threshold dollars and those are moving targets because that always varies on values, but that's the rough rough amount that uh that we're sitting at today. So, um, little easier to try to garner up a state disaster and get some funds that way. Um, but that all just again it begins with us recognizing that, hey, event happened. We need to

get out and do a good damage assessment to see what what damage has occurred and then get those numbers reported, you know, accurately and quickly. And that just funnels straight up through our through the county up through the state. Okay. I think I'm down to the last two. So, our 2026 2027 goals, and I put them down for two years because things just take time. I mean, not every day am uh am I in the in the books of this or or the the other uh staff at the fire station or at PD. Um but one thing we want to do is just review and update the city emer city emergency operations plan. It's a good plan um how it's written. Um, but Otter County had had re uh revisited theirs and had made some updates and typically our plans mirror pretty close to one another. So, it' be just kind of getting it back into into alignment uh with uh how the county plan operates and that just takes some good time uh to do. Um we'll do an emergency operations center uh training for the leadership group within the city. Andrew has asked for that um actually for a couple years and it's one of those ones that um we'll do a uh a small group training with like police and fire and bring in a couple people but uh and we you know Andrew came and visited us on that one but we just we need to hone in on doing one for the city leadership team as well. Um again we'll do another tabletop exercise um for our community. We already got some plans in place for 2027 on response to hostile environments. And then uh Gail and I have had some conversations, you know, being closer to downtown um as a as a hub, but if a post- disaster a place where uh um say we do have disaster aid, people need to come and apply for that. So, um she's been very gracious and been wanting to try to figure out how can they help following a disaster and they got a lot of computer networks there that uh computers uh on site that they could uh help with that. And uh so it's just kind

of exploring that face and space and what that could uh what that could look like. And then another thing is anytime we're out doing a whether it's a building inspection, a visit with a with a business on a safety talk is we do emphasize preparedness within the within the business. Last year was fire extinguishers was our big thing is that their staff knows how to use those. This year one of our our topics with them is is evacuation plans and uh and meeting places. We focus with our residents on that fire prevention message. Have a have an escape plan. Sometimes we don't think of that in our in our workplace. So that's one of our topics this year is when we do site visits is just to talk talk through a uh an evacuation plan with them. And and as much as important as evacuate, it's also important to meet at a common space so you can get good accountability of where people are at. And then lastly, and then if you have any questions after that, I'll be happy to answer. Smart 911. Um it is the county notification tool. Um we don't manage it or run it, but we promote it a lot. Um if you have not done so, um highly encourage you to sign up for Smart 911. Provides notifications for emergencies. Um you can have weather alerts sent through it. Um but it is a good notification tool. And the other component of um smart 90 is you can set up a profile for your residents um if you have um certain medical needs or something like that that it's it's password protected but it's you can supply that in the dispatcher can uh can access that information to provide it to responders. So to give you an example of where that can help us is um prolonged power failures and people on home oxygen. Um you know that could give us a clue as to hey we might need to start visiting these people if if the uh power is going to be out for a considerable amount of time. So okay with that I'll stand for any questions you may have or

Thank you Ryan. I mean obviously you know like everything um plans are kind of what they what they are but if we don't as you know as a community and and as employees actually sit and talk about the whatifs and you can never say that it will never happen. It's you know so it is about being prepared and and ultimately you know when there is an emergency it's it's helpful you know if you have a plan and you've trained people on the plan that that's the best way that they will remain level-headed and during during the course of an an emergency and um you know and people do it's it's for some reason there's an innate kind of sense that takes over um generally when people actually are involved in an emergency where they act differently and and they don't panic and uh but part of that is the fact that you have this awareness you know going on and it's it's important that we do update it because things change on a frequent basis you know just just naturally I mean you know nothing else but like you know you take even construction construction of of houses has changed dramatically

and we have different materials now in in houses that are built today than they were kind of like, you know, a 100 years ago, which we got some houses in that and and then it's it's also access you know um and getting people out and you know what I would stress to people is that if you are not comfortable you know to do something in an emergency your best bet is to get out of the way uh so that somebody you know that is is prepared and that is trained that they they have the ability to get in and and you're not you're not kind of and you can be supportive, you know, by using the phone and and calling people, you know, to to help, but if you're not prepared to do the hands-on, then step aside and let somebody that's trained to to do that. But my other question would be is uh is does the library have a generator?

They do not. Like I mean that would be y that would be my only kind of like it's like wherever you go you kind of have to have because the the the one thing that you know as you see if there if there's a bad storm comes through and takes out power then you know you also have to have like mitigation as to like can you actually have electric because the internet doesn't work without electric and then we all live live in that kind of world. Um, and and also there's the other piece of that is if you have a prolonged like in terms of weeks, your gas gas stations don't work either.

So, you can't pump fuel out of the pump without electric. And so it's kind of, you know, emergency planning is is, you know, there's a lot of tentacles and it and it there is you you start with this one nugget and then all of a sudden it's like, you know, that's where it takes a team of people to just think brainstorm about all the whatifs and and you hope they never happen, but unfortunately they don't.

So with any other questions, right? I guess I would like to say thank you Ryan to you and the fire department and all those who are keeping us safe. Um it was a few years ago now I think probably over 10 where there was an issue or an incident that there was a student who had died that was here in Fergus Falls. And to kind of piggyback on Anony's comment, um, we really didn't know what that was about, but yet school continued. That really bothered me because I had kids at school age. and out of um respect for that family and out of the safety of the citizens of Fergus Falls because that's that was a pathological issue and but it wasn't known exactly what that pathogen was and those things I think are going to be more prevalent. We've seen it happen here not that long ago. And I feel that that it's a very real problem because things can spread very very fast and it does take time to maybe culture that to find out exactly what it is. And I wish that everything would have been put on hold at that time with the school and the buses being used and that sort of thing until it was tracked down exactly what it was because I know it my work. We even checked with the Department of Health and they didn't know what to do.

The comment was we didn't even think about that. and that was pretty disturbing, but I've had many dealings with the Department of Health. Um, so what I found is that like you said, we have to take this into our own hands, do with what's right, with some common sense. If we don't know what's causing something, why would we put people in danger to keep something open for maybe two or three more days? To me, that doesn't make sense. And that bothers me to this day because I've seen it happen. And it was all confidential at that time. So, we couldn't speak about it, which is even more frightening because it can't be out there. And I know that, you know, uh, you guys are sharp guys and, uh, the people who are in on this, um, need to really look at things like that, too, because it's a very real and present danger. Um, so I just want to be aware of that and uh, so we can move forward on that part of it, too. When you think of disasters, you think of all these, you know, tornadoes and whatever else, fires, but these unseen disasters until it's too late. That's really frightening. So, thank you.

That's good. Thank you. I applaud the fire department as well as the police department. I think Fergus Falls is uh well represented. Thank you. uh on an outreach in the event of a an emergency. Uh you obviously have connections with the hospital and the schools. Um I mean if it were a uh tornado, who who's the ultimate go-to guy? I mean, let's say Drake's not around. Let's say, you know, uh who takes over the power, if you will, who's the main stay? or is it all dependent upon, you know, the emergency?

It's a good question. I don't I don't know the lines of authority with the school district. Um I guess when I speak a tornado broadly for our community, the uh the siren sound based on the police sergeants and uh that's usually not a decision even made by one individual person. Historically, even like myself or our on call chief, they're coupled together on a severe weather day as as uh um working together to say, "Hey, you know what? Now is the time to sound the sirens. There is no automatic on our community siren sounding. It is it is asked for. Um

yeah and the point I'm making is if there is a major issue u everybody's going to be chaotic. I mean who's the lead goto to control you know the efforts of an emergency. Um if it's citywide yeah is a city function that uh right right here right here in this team. um and and our and our team that it's it does I mean that I guess in a sense that's that's the role of emergency manager is to it's it's not always to say that I'm in charge of the incident but it's you wrangle the you wrangle the the res and and grab them and and and move. So

and if I were a citizen during this emergency, how would I know where to go to see you? Where's the command center? Well, we so we usually don't want an influx of citizens coming to to a command center. If we needed to set up a spot for information, we would, you know, offer up like a like a joint information center or maybe let's just theoretically, please don't think that this is the spot, but let's just say people came here as as the information center. Not saying that this is not designated, so please don't take that to to heart. Okay? as as uh Anthony said, you know, in in government or politics, nothing's ever buried. So, but uh yes, that we want to have a resource center where people can come and ask questions. Um we don't have a a standalone say this is where you come. We don't have a designated facility that way. We do have a designated phone number that we have that links to all the emergency operations center phones. Um so, we have a city line and we uh deployed it during the uh the pandemic. Um, we did not receive much for any calls on there, but that is something that we push out. We call it just in time notification where we push that information out. We could announce that weekly and in a disaster strikes, nobody remembers the phone number. So, people are going to be looking for information when something happens and that's when we we're ready with some temp templates to uh to push out. So,

and I think the focus I have here is in the event that there's no electricity, in the event there's no water, whatever, uh, so the public knows, okay, if it there's an emergency in the city, the first place is, let's just say chambers, you know, and if the chambers is is not available, then it's XYZ. So, so the citizens are prepared. I believe the fire department, the police department, and the those services are wellprepared. They train all the time, but the citizen is needs to be more aware of what to do because they're going to be in panic. It's going to be it's going to be chaotic. So, if they do have questions, if they want to help or if they just want to get out of the way, where's their first call? Uh be it the council or the library or the school or the Big Wood Event Center, whatever. So, I'm looking for the public information uh for them to do the appropriate thing based on your preparedness.

And I think that you you bring up a good point. We could have designated a couple designated locations to say, hey, in a in a disaster because we we plan on that the phones are going to work. You know, we have an emergency line. Well, that that may not be an option. So, we you know, that you bring up a good point. That's something we could write into our plan review is saying, you know, these two locations are are hubs for flyers or whatever. A lot of times even uh volunteer groups, they start it's door flyers. You know, after a disaster, you walk the neighborhood and you hand out material. Um but uh you know, having some of that that designated ahead of time. It's a good point.

And I think that was one of the things in his goals was obviously the library as a resource center. So that as you say I mean that maybe is the cleanest because there's you know parking available you know larger than city hall. Well I think it's so dependent on the nature of the emergency because in some instances we're going to be telling folks don't leave your home because it's down power lines. It's not safe to navigate. Yeah. And again that's why I brought up the schools as well. The library doesn't have a generator. The schools do have a generator. um you know that could be a location for the public as a option.

So um thank you again to both the fire department, the police department and all the other resources that we have. You guys are tremendous. You know that no we we cannot do what we do without the support of everybody at this table and you all too. So

just and to also piggy back with yours Mark um you know I I know a lot of people on your team very impressed. You know, if there's something and and the people really need to know this here in Fergus Falls, be it the police force or the fire department, because I've had uh relations with them for many, many years. And these guys are some of the best of the best due to the fact that when there's an issue, they're going to be running through that door. They're going to help out or they're going to do this. And a community needs to know that how important that is. You just don't put a badge on and things like that and put a uniform on. You live it and I've seen it. And even here at the council meeting the other night. We saw the police chief do what need to be done here. And I appreciate that so very much. And you I know that you all do it for the citizens of this city and I appreciate it. And I know the taxpayer appreciates it and all the citizens. Thank you.

With that, any other questions? If not, thank you Ryan and team. You're welcome. Emergency management is important, even though sometimes it seems like it's drudgery, but it's not. I like it. When when something hits the fan, you need somebody that knows what they're doing with a calm head.

So, with that, um, we have a city council meeting on Monday the 16th at 5:30. The next committee of the hall is April the 1st and on April 3rd, most city offices and facilities will be closed in observation of Good Friday. Garbage and recycling normally picked up on Thursday will be collected on Wednesday, April 1. And Friday's collection will be moved to Thursday, April 2nd. With that, we are adjourned. Thank you. Have a good day. You, too.

We're kind of just in a holding time right now. Other thought I have is when you're looking