06/09/2009 - City Council Special
AGENDA
SPECIAL CITY COUNCIL MEETING
TUESDAY
JUNE 9, 2009
5:30 P.M.
EAGAN ROOM-EAGAN MUNICIPAL CENTER
1. ROLL CALL AND ADOPTION OF THE AGENDA
II. REGIONAL ROADWAY VISIONING STUDY UPDATE
III. RECEIVE UPDATE ON EAGAN EMERGENCY PLAN & EAGAN
U J EMPLOYEE PERSONAL SECURITY PLAN / UPDATE ON FEMA
TRAINING EVENT
G / 5 IV. RECEIVE UPDATE ON THE 2009 GENERAL FUND BUDGET
ADJUSTMENTS AND ON THE 2010 GENERAL FUND BUDGET
V. OTHER BUSINESS
VI. ADJOURNEMENT
Special Council Workshop
Agenda Memo
June 9, 2009
II. REGIONAL ROADWAY SYSTEM VISIONING STUDY - UPDATE
ACTION FOR CONSIDERATION: No action required. Informational update only.
FACTS:
• There are approximately 1,200 acres of undeveloped/underdeveloped land in the
northeast corner of Eagan and 3,140 acres in the adjacent northwest corner of
Inver Grove Heights. Combined, they provide one of the largest land areas of
potential future economic and residential growth adjacent to the 1-494/694 ring in
the metro area. The two sites are expected to generate over 200,000 trips per day
when fully developed, and will significantly increase traffic demand in the area,
particularly on TH 149, TH 3 and their interchanges with 1-494.
• In 2006-07, the cities of Eagan and Inver Grove Heights along with Dakota
County completed a joint "North-South Corridor Travel Demand Study" to
perform a preliminary analysis for a variety of roadway options in the north-
central portion of Dakota County and considered a consolidated regional and
county perspective broader than the local roadway system needs of each city. This
study looked at both the anticipated traffic generation and assumed distribution of
not only the Eagan/Inver Grove Heights area, but also future traffic from
development growth in Farmington and Rosemount (U-MORE Park).
• The next phase of this study (Regional Roadway System Visioning Study) has
been expanded to involve the cities of Mendota Heights & Sunfish Lake along
with MnDOT, the Met Council and FHWA. The overall goal of the study is to
develop a long-term roadway system vision that is supported by all jurisdictions
and balances land use and transportation improvements for the designated area.
The study outcome will include a system plan that can be implemented over time
by the study partners, enabling them to plan for ongoing development and
local/regional infrastructure improvements. Study outcomes include roadway and
intersection improvements, new alignments, concept layouts, right-of-way
footprints, access spacing, cost estimates, social/engineering/environmental (SEE)
impacts and an implementation plan.
• Dakota County, through a Joint Powers Agreement, has retained the firm of SRF
Consultants Inc. for this study which provides for 2 meetings with each of the 4
City Councils and two general open houses along with a public website
administered by Dakota County.
• SRF will provide a 15 minute background of this significant study, discuss major
stakeholders, the study process and goals, an overview of the work completed and
plans for the first open house on June 24. They will also be available to address
any questions the Council may have.
Agenda Information Memo
June 9, 2009 Special City Council Meeting
III. RECEIVE UPDATE ON EAGAN EMERGENCY PLAN & EAGAN
EMPLOYEE PERSONAL SECURITY PLAN / UPDATE ON
FEMA TRAINING EVENT
ACTION TO BE CONSIDERED:
This is informative only. There is no formal action required.
FACTS:
• The City of Eagan has an Emergency Plan that would be relied upon in the event
of a disaster.
• The emergency plan is regularly evaluated by Jeremy Klein who is City's
Emergency Manager.
• Based upon state recommendations along with an evaluation of the May 2008,
disaster exercise that was conducted in concert with the Minnesota Air National
Guard, the emergency manager is recommending updates to the plan.
• Aside from terminology updates and managing storm debris, the plan will
reference volunteer and donation management along with updating the appendix
with newly standardized forms that are recognized among many public safety
organizations. The plan will also provide samples of media releases that may be
helpful to a staff member acting as a public information officer during a disaster.
• Jeremy Klein will offer a brief explanation of the proposed changes.
• Once the Council has a chance to offer input on the proposed changes, City
Emergency Management will provide updates (or an entire document for Council
Member Hansen) to everyone entitled to the plan.
• At the conclusion of the plan discussion, Jeremy Klein will provide a brief update
on the upcoming emergency management exercise that will take place in
Emmitsburg, Maryland the week of August 24, 2009.
ATTACHMENTS:
A copy of the proposed updates are attached on pages through 4
A
Updates to Emergency Plan
(Pages 10 - 11)
Terminology change from "Responsibility Assignments " to "Emergency Support Functions
Detailed descriptions of the individual Emergency Support Functions are included in an Emergency
Support Function Appendix (Pages 278-284). As personnel become more accustomed to the use of
Emergency Support Function terminology we will probably be able to phase out the reference
material in the appendix in future updates of the Plan.
VI. EMERGENCY SUPPORT FUNCTIONS (ESFs) (RESPONSIBILITY
ASSIGNMENTS)
A summary of the City of Eagan's emergency support functions is shown on Chart B. Heads of
various city government departments and agencies will be responsible for carrying out the
assignments shown on this chart. Additional information about these emergency support functions is
contained in the annexes to this Base Plan. One annex exists for each of the support functions
shown on chart B.
"ESFs": At the federal level emergency support functions have been identified through a numbering system.
Currently federal agencies operate under 15 emergency support functions. To assist with providing common
terminology, the corresponding federal ESF number is included in Chart B. See the Emergency Support
Function Appendix (Page 278) for detailed descriptions of the ESFs and the Federal agencies responsible for
each ESF.
(Pages 105 -111)
Sample media releases for various types of incidents were added to the Public Information Standard
Operating Procedure.
(Pages 119 - 120)
A formula for estimating debris quantity and an example calculation were added to the Debris
Clearance Standard Operating Procedure.
(Pages 218 - 277)
A Forms Appendix was added to provide a single location for accessing various forms needed
during emergency operations. The forms include Incident Command System forms which are used
for resource tracking, briefings, and development of Incident Action Plans (IAPs). Other forms
include an emergency declaration form, damage assessment forms, forms to assist in managing
access to affected areas, and forms for requesting various types of disaster assistance.
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Updates to Emergency Plan
(Pages 92 - 95)
New Annex to address item #69 in the MNWALK state planning guidance: "Describe your
process for managing volunteer resources and donations. "
CITY OF EAGAN ANNEX Q
EMERGENCY PREPAREDNESS PLAN
VOLUNTEER AND DONATION MANAGEMENT
1. PURPOSE
This Annex establishes an organizational structure and process through which the City of
Eagan can access and manage both volunteers and donations during community-wide
disaster response and recovery efforts. When managed appropriately, volunteers provide
a valuable, cost effective resource to the community. Also, properly managed donations
during a disaster can speed the rate at which recovery takes place.
II. DEFINITIONS
Volunteer: A person who willingly provides his or her services without receiving
financial compensation.
Affiliated Volunteer: A volunteer who is a member of either a governmental agency or
a non-governmental agency who has been trained by that agency for a specific role or
function in disaster response or recovery activities.
Spontaneous Volunteer: An individual who comes forward following a disaster to
assist a governmental agency or non-governmental organization with disaster related
activities during the response or recovery phases without pay or other consideration.
Spontaneous volunteers are also often referred to as unaffiliated or emergent volunteers.
Donation: A voluntary gift, grant, or contribution of cash, materials, or services without
any consideration required therefor.
III. RESPONSIBILITIES
A. Upon activation of the Emergency Operation Center (EOC) the Emergency
Manager will assess the need to establish the Volunteer and Donations
Coordinator position.
B. The Volunteer and Donations Coordinator will be responsible for establishing
contact with any voluntary organizations currently on-scene and any additional
needed voluntary organizations to coordinate their activities. The Coordinator
will also manage donation activities during the incident.
C. The Volunteer and Donations Coordinator will work closely with the Congregate
Care Coordinator and the Chief Building Official regarding the coordinated use of
voluntary organizations and donated goods in mass care of evacuated or displaced
residents and in assisting with damage assessment (Red Cross).
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CITY OF EAGAN ANNEX Q
EMERGENCY PREPAREDNESS PLAN
VOLUNTEER AND DONATION MANAGEMENT
D. The Volunteer and Donations Coordinator will survey Emergency Operations
Center (EOC) agency representatives to determine the need for volunteers and
donated goods.
E. If determined that additional volunteers or donations would be beneficial to
response and recovery operations the Volunteer and Donation Coordinator will
initiate the dissemination of donation information and registration processes for
volunteers. The Volunteer and Donations Coordinator will ensure that the Public
Information Officer has accurate information regarding volunteer opportunities
and donation instructions to be released to the public.
F. The Volunteer and Donations Coordinator is responsible for interviewing,
screening, registering, training, and the safe supervision of any registered
spontaneous volunteers that are involved in disaster operations.
G. Upon delegation of authority by the City Council the Volunteer and Donations
Coordinator will be responsible for evaluating and accepting donated goods on
behalf of the City.
H. The Volunteer and Donations Coordinator may delegate some of his or her
responsibilities to a recognized volunteer organization through the planning
process during response and recovery operations.
IV. SUPPORTING AGENCIES / ORGANIZATIONS
Supporting Agencies include all Minnesota Voluntary Organizations Active in Disaster
(MNVOAD) member agencies. MNVOAD is a non-profit organization that assists in
coordinating the activities of its member agencies which include voluntary organizations
such as the American Red Cross, Salvation Army, and many others. For purposes of this
plan, voluntary organizations refer to all organized volunteer groups that have
backgrounds in providing disaster relief services. Additional supporting organizations
may include local church groups, private businesses, the crime prevention association, or
fire auxiliary.
- City employees who choose to volunteer during their non-work hours shall follow
the same registration procedure used for other volunteers.
- City employees not already assigned to disaster operations, but who are interested
in assisting during regular work hours must first receive approval from their
supervisor. If the employee volunteers to provide a service that is similar or in
any way related to his / her job duties as an employee, the employee, as a
volunteer is entitled to all rights under fair labor standards.
CITY OF EAGAN ANNEX Q
EMERGENCY PREPAREDNESS PLAN
VOLUNTEER AND DONATION MANAGEMENT
VI. SUPPORTING DOCUMENTS
- Volunteer Management Standard Operating Procedure
- Volunteer and Donations Coordinator Checklist
- Minnesota State Statute Chapter 12: Emergency Management
Referred to as: "Minnesota Emergency Management Act of 1996"
Chapter 12.22: Assistance, Acceptance, Rules
Subdivision l.Federal aid.
Whenever the federal government, or an agency or officer of the federal government,
offers to the state, or through the state to any political subdivision of the state, services,
equipment, supplies, materials, or funds by way of gift, grant or loan, for the purposes of
emergency management, the state, acting through the governor, or the political
subdivision, acting with the consent of the governor and through its governing body, may
accept the offer and then may authorize an officer of the state or of the political
subdivision, as the case may be, to receive the services, equipment, supplies, materials, or
funds on behalf of the state or the political subdivision and subject to the terms of the
offer and the rules, if any, of the agency making the offer. However, no money or other
funds may be accepted or received as a loan nor any indebtedness incurred except as
provided by law.
Subd. 2. Individual offers of aid. Whenever a person offers to the state or to a political
subdivision of the state, services, equipment, supplies, materials, real property, or funds by
the way of gift, grant, or loan, for purposes of civil emergency management, the state,
acting through the governor, or a political subdivision, acting through its governing body,
may accept the offer and then may authorize an officer of the state or of the political
subdivision, as the case may be, to receive the services, equipment, supplies, materials, real
property, or funds on behalf of the state or political subdivision, and subject to the terms of
the offer. However, no money or other funds may be accepted or received as a loan nor any
indebtedness incurred except as provided by law. Real property so accepted must be treated
as, and subject to the same immunities during time of national security emergency as, real
property owned by the state.
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CITY OF EAGAN ANNEX Q
EMERGENCY PREPAREDNESS PLAN
VOLUNTEER AND DONATION MANAGEMENT
Subd. 2a. Volunteer protections. (a) Individuals who volunteer to assist a local
political subdivision during an emergency or disaster, who register with that subdivision,
and who are under the direction and control of that subdivision are considered an employee
of that subdivision for purposes of workers' compensation and tort claim defense and
indemnification.
(b) Individuals who volunteer to assist the state during an emergency or disaster, who
register with a state agency, and who are under the direction and control of the state
agency are considered an employee of the state for purposes of workers' compensation and
tort claim defense and indemnification.
(c) Notwithstanding qualification for volunteer protection under paragraph (a) or (b),
a Minnesota Responds Medical Reserve Corps volunteer under sections 145A.04 to
145A.06, responding at the request of the commissioner of health, must receive state
workers' compensation benefits and tort claim defense and indemnification as provided in
section 145A.06, subdivision 7.
Updates to Emergency Plan
(Pages 136 - 140)
New Standard Operating Procedure outlining the management of volunteer organizations,
spontaneous volunteers, and donations.
CITY OF EAGAN ANNEX Q
EMERGENCY PREPAREDNESS PLAN
STANDARD OPERATING PROCEDURE
VOLUNTEER AND DONATIONS MANAGEMENT
This Standard Operating Procedure has been developed to guide specific responsibilities of the
Volunteer and Donations Coordinator. Following National Incident Management System
(NIMS) protocols volunteer and donation coordination responsibilities will lie with the
Emergency Management Coordinator until the Volunteer and Donations Coordinator position is
established.
A. VOLUNTEER AGENCY COORDINATION
Voluntary Agencies Already On-scene
The Volunteer and Donations Coordinator will establish contact with any organized voluntary
agencies that are already working the disaster.
- Once contact is made the Volunteer and Donations Coordinator will identify an
appropriate communication system.
- Depending on the type of incident the Volunteer and Donations Coordinator may
request a VOAD (Voluntary Organizations Active in Disaster) liaison in the EOC.
- The Volunteer and Donations Coordinator will identify the current number of
volunteers on-scene and the roles that they are filling (sheltering, feeding, counseling,
damage assessment, debris removal, etc.)
- The Volunteer and Donations Coordinator will work with on-scene voluntary agencies
to satisfy unmet needs.
Requesting Voluntary Agencies
If the need for voluntary agency assistance has been identified, the Volunteer and Donations
Coordinator will contact the appropriate volunteer agencies. Contact numbers can be located in
the Resource Manual portion of this plan.
- The Volunteer and Donations Coordinator will survey EOC staff to determine unmet
needs.
- The Volunteer and Donations Coordinator will evaluate private property owner desire
and acceptance of having volunteers assisting on their property. This evaluation will
help guide the need for voluntary organizations associated with debris removal / private
property clean-up.
- The Volunteer and Donations Coordinator will make requests for assistance from
voluntary organizations as specific as possible.
(Number of people to shelter, or feed, or number of homes to be assessed)
-The Volunteer and Donations Coordinator will establish a single point of contact for
coordination between the City and the Voluntary Organization.
- The Volunteer and Donations Coordinator will brief the voluntary organization on the
current situation, and provide clear direction on where they should respond.
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CITY OF EAGAN ANNEX Q
EMERGENCY PREPAREDNESS PLAN
STANDARD OPERATING PROCEDURE
VOLUNTEER AND DONATIONS MANAGEMENT
- If it is apparent that assistance from multiple voluntary organizations will be needed the
Volunteer and Donations Coordinator can contact the State Duty Officer (see resource
manual) and request that they contact a MNVOAD representative (Minnesota
Voluntary Organizations Active in Disaster)
- The Volunteer and Donations Coordinator will maintain records for the numbers of
volunteers and the hours that they have served.
B. SPONTANEOUS VOLUNTEER MANAGEMENT
Spontaneous Volunteers Already On-scene
The Volunteer and Donations Coordinator will gather information from City responders to
determine the current status of spontaneous volunteers on-scene.
- The Volunteer and Donations Coordinator will assess the usefulness of the volunteers.
If it is determined by on-scene responders that the spontaneous volunteers are
interfering with emergency operations or working in unsafe conditions the Volunteer
and Donations Coordinator will work with law enforcement to remove those
individuals.
- Following the initial assistance of spontaneous volunteers (i.e. passer-by) all
unaffiliated volunteers should be kept out of the area until a registration and tracking
plan is in place for spontaneous volunteers.
- The Volunteer and Donations Coordinator will work with the Public Information
Officer to provide a message directing people that volunteers are not needed at this
time, but assistance may be needed once emergency operations stabilize.
Requesting Spontaneous Volunteers
Prior to broadcasting a request for volunteers the Volunteer and Donations Coordinator will
develop a written plan for registering and managing volunteers. The written plan shall address
all of the components outlined below:
- Volunteer Staging Area: The Volunteer and Donations Coordinator will identify an
appropriate location for the registration, briefing, and transport of volunteers.
(Recommended staging area is the Civic Arena)
The site should provide:
- Ample parking for personal vehicles
- Easy access for busses
- Sufficient shelter for waiting volunteers
- Sufficient sanitation services (Can be augmented with portable toilets)
- Large enough areas for registration, interviewing, briefing, and waiting
- Salvation Army or Red Cross canteen (if available), or an alternate source
- Appropriate signage to direct volunteers
CITY OF EAGAN ANNEX Q
EMERGENCY PREPAREDNESS PLAN
STANDARD OPERATING PROCEDURE
VOLUNTEER AND DONATIONS MANAGEMENT
- Staging Area Staffing: The Volunteer and Donations Coordinator will identify city
personnel to fill Registration and Transportation Coordinator positions as needed.
(Staffing could come from City Parks and Recreation staff, crime prevention
association, or fire auxiliary)
- Registration staff may be used to answer a telephone registration line prior to the
opening of the Volunteer Staging Area.
- A Transportation Coordinator will be responsible for arranging transportation of the
volunteers from the staging area to the disaster area. The Transportation Coordinator
will also coordinate the use of Parks and Recreation or Fire staff as Team Leaders for
each group of volunteers taken to the disaster area.
- Registration staff will instruct volunteers on how to complete the volunteer intake
form and will collect the completed intake form. Registration staff will then run a
background check using the BCA website. Registration staff will forward the form
along with background notes to the Transportation Coordinator, and will direct the
volunteer to the waiting area.
- The Transportation Coordinator will evaluate the background and determine if the
person will be used as a volunteer. If they will not be used as a volunteer the
Transportation Coordinator will ask the individual to leave the staging area. (In
addition to criminal history information Volunteers may be turned away due to unsafe
attire or lack of physical capabilities). If the individual will be used as a volunteer the
Transportation Coordinator will issue a wrist band and will coordinate transport to the
site creating a passenger manifest for each bus.
- The Volunteer and Donations Coordinator will work with the Transportation
Coordinator to acquire and track the use of busses for volunteer activities.
- On-Scene Volunteer Management:
- The Volunteer and Donations Coordinator will work with Fire and Parks and
Recreation staff to assign personnel to be volunteer Team Leaders. Each Team
Leader will be responsible for one group of volunteers and will be provided a full list
of the individuals on the bus.
- The Volunteer and Donations Coordinator will work with the Incident Management
Team Planning and Operations staff to determine volunteer assignments. Team
Leaders will be briefed on their assignment prior to departing the staging area and
will be provided contact information regarding who they report to once they are on-
scene.
- The Volunteer and Donations Coordinator will be responsible for acquiring any hand
tools or personal protective equipment (PPE) needed for the volunteer teams.
- Team Leaders will establish contact with their on-scene supervisor and will direct the
volunteers on the tasks to be completed.
CITY OF EAGAN ANNEX Q
EMERGENCY PREPAREDNESS PLAN
STANDARD OPERATING PROCEDURE
VOLUNTEER AND DONATIONS MANAGEMENT
- Each Team Leader will carry a container to collect any valuables that are found by
volunteers.
- Team Leaders will serve as the safety officers for their groups.
- At the end of the operational period the Team Leader will conduct a head count of the
volunteers prior to departing the disaster site.
- All volunteers will return to the volunteer staging area and will be signed out for
tracking purposes prior to their release from the incident.
- Public Information for Volunteer Requests: Once the staging area, staffing, and on-
scene management have been planned and documented, the Volunteer and Donations
Coordinator will work with the PIO to release information for how people should
volunteer. The message should include the following:
- Volunteers will be needed on ........(day) time......for these tasks.........
- Volunteers can pre-register by calling xxx-xxx-xxxx, or registering on-line at
www.cityofeagan.com
- Volunteers coming out on (day) should go to located at............
Eagan, MN
- Volunteers must be 18 years of age or older, in good health, and able to walk on
uneven ground.
- Volunteers should dress appropriately including sturdy closed toe footwear, gloves,
and eye protection.
- Background checks will be conducted on potential volunteers and individuals with
criminal histories will be dismissed.
- Volunteers will also be dismissed if they are not wearing appropriate attire, or for any
actions detrimental to the operation.
C. DONATION MANAGEMENT
The Volunteer and Donations Coordinator will work with the Public Information Officer to
broadcast information as to the preferred form of donation.
Cash Donations
All cash donations should be made to a voluntary relief organization, not directly to the City.
- The Volunteer and Donations Coordinator will advise all voluntary organizations that
the City is instructing the public to donate to the disaster relief organization of their
choice and ask the voluntary organizations to provide phone numbers that they would
like published for accepting donations.
/Z'),
CITY OF EAGAN ANNEX Q
EMERGENCY PREPAREDNESS PLAN
STANDARD OPERATING PROCEDURE
VOLUNTEER AND DONATIONS MANAGEMENT
- If local banking institutions elect to establish disaster funds the Volunteer and Donations
Coordinator will make contact with those institutions advising them that the City will not be
involved in the disbursement of those funds.
- Regardless of how the cash donation process is publicized the City should anticipate receiving
some direct cash donations. The City will document all disaster related cash donations
received directly by the City. The City Council will make the final determination on the
proper use or distribution of cash received.
- A possible method for managing funds received by the City is to ask a local charitable
organization to coordinate the distribution of funds to voluntary organizations assisting
with the disaster, or directly to disaster victims.
Unsolicited Material and Service Donations
The Volunteer and Donations Coordinator will be responsible for the proper documentation of
all unsolicited materials and services that are donated during the disaster.
- The Volunteer and Donations Coordinator will work with the PIO to broadcast that cash
donations to voluntary organizations is the preferred donation. They should also
specify what types of donations are not needed.
- Those that have small quantities or used goods to donate should be given specific
instructions on how and where to donate their items.
- If necessary the Volunteer and Donations Coordinator will identify a Donated Goods Manager
and a site to be used for storage and sorting of donated goods.
- Upon delegation of authority by the City Council the Volunteer and Donations
Coordinator, or Donated Goods Manager if appointed, may accept donated goods on
behalf of the City during response and recovery operations.
- Shipments of donated goods will be inspected and either accepted or denied. If
accepted they will be documented in the donated inventory.
- Organizations delivering donated goods will be required to sign a document specifying
that the materials and all associated expenses are a donation and the City is free from
any financial or promotional obligation.
Solicited Material and Service Donations
Situations may arise where there is a clear need throughout the community for specific materials
or services (pumps, generators, household cleaners, tarps, etc.). In these situations the Volunteer
and Donations Coordinator in accordance with the authority granted by the City Council may
include a request for specific materials or services in press releases and press briefings.
- The City Council will determine with the assistance of the Volunteer and Donations
Coordinator, the fair and equitable use of the materials once the City takes possession
of the materials or services.
- The Donated Goods Manager will be responsible for the acceptance, inventory,
distribution, and if necessary collection of the solicited material.
1/
Updates to Emergency Plan
Volunteer and Donation Management Forms (Located in the Forms Appendix)
Cit of Eaaau
Y TEMPORARY DONATION CERTIFICATION
I , attest that I am an authorized representative for
(Print Name)
and certify that the material and / or service
(Print Organization Name)
delivered to the City of Eagan on this day of 2009 is a temporary
donation to the City of Eagan. The City of Eagan is not responsible for any expenses incurred in
the delivery or collection of these goods or services by the donating entity. Furthermore, the
City of Eagan is free from any financial or promotional obligations associated with this donation.
These materials and or services will remain under the direction and control of the City of Eagan
for a period of days, at which time the donating organization will collect the
donated materials or cease the donated services. The donating organization agrees that returned
materials will be accepted "as is" and the City of Eagan will not be held responsible for any
replacement, repair, or maintenance of the donated materials.
(Donator Signature) (Date)
Donation accepted on behalf of the City of Eagan by:
(Staff Print Name)
(Date)
40ky~ City of EPERMANENT DONATION CERTIFICATION
I , attest that I am an authorized representative for
(Print Name)
and certify that the materials delivered to the City of
(Print Organization Name)
Eagan on this day of 2009 is a donation to the City of Eagan. The
City of Eagan is not responsible for any expenses incurred in the delivery of these goods by the
donating entity. Furthermore, the City of Eagan is free from any financial or promotional
obligations associated with this donation. These donated materials are now considered the free
and clear property of the City of Eagan.
(Donator Signature) (Date)
Donation accepted on behalf of the City of Eagan by:
(Staff Print Name)
(Date)
DISASTER VOLUNTEER REGISTRATION FORM
First Name: Last Name: Middle Initial:
Address:
City: State: Zip Code:
Home Phone: Cell Phone:
Date of Birth: (MM/DD/YYYY)
Special Skills:
Name: Relationship:
Address:
City: State: Zip Code:
Home Phone: Business Phone: Cell Phone:
By signing this volunteer registration form, I acknowledge and agree that I am freely volunteering my services to the City of
Eagan to assist in and during the current emergency or disaster. I acknowledge and agree to act under the direction and
control of the City's Emergency Manager, or his/her designee, and if I fail to act in accordance with the direction and
control of the City's Emergency Manager, or his/her designee, I will be dismissed as a volunteer and I shall leave the
disaster area immediately. Finally, I acknowledge and agree to indemnify and hold the City harmless for any injury, harm or
damage caused by or to me, except as otherwise protected under Minnesota Statutes, § 12.22.
X• • Date:
Volunteer Signature
Agenda Information Memo
June 9, 2009, Special Eagan City Council Meeting
IV. RECEIVE UPDATE ON THE 2009 GENERAL FUND BUDGET
ADJUSTMENTS AND ON THE 2010 GENERAL FUND BUDGET
ACTION TO BE CONSIDERED:
1. To provided direction to staff regarding proposed adjustments to the 2009 General
Fund Budget and direct preparation of an amendment for formal consideration at
the June 16, 2009 regular City Council meeting.
2. To provide direction to staff regarding preparation of the 2010 General Fund
Budget.
FACTS:
2009 General Fund Budget Adjustments
• In late 2008 the Senior Management Team began discussions about the 2009-2010
budgets and what Eagan could be facing given the State budget deficit. Eagan
subsequently lost $430,000 in MVHC in 2008 through the Governor's unallotment
process. The unallotment combined with reduced development and other service
related revenues resulted in expenditures exceeding revenues by $780,000 for fiscal
year 2008 and a reduction in the City's fund balance.
• At the March 3, 2009 regular City Council meeting the City's 2009/2010 Goals were
approved. The approved goals include a budget/fiscal goal to; "Maintain the City's
long standing fiscally prudent and responsible budgeting approach while pursuing
greater levels of fiscal independence and self reliance in long term budgeting."
• The March 10, 2009 special City Council meeting included discussion regarding
potential 2009 Budget adjustments and 2010 & 2011 budget preparation. The City's
labor attorney appeared at the meeting and provided information regarding labor
contracts and a potential request for concessions from the City's unions. The City
Council reiterated the need to move forward by working on the current budget while
keeping the fiscally responsible budget goal in mind.
• On April 2 an all employee meeting was held at which time City Administrator
Hedges alerted all staff to the budget challenges facing the City and asked for
employee suggestions to address the problem.
• At the April 28 City Council retreat, the overall budget plan for 2009, 2010, & 2011
was reviewed including necessary reductions and potential personnel adjustments.
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Specific direction was given to consider an amendment to the 2009 General Fund
Operating Budget.
• In early May communications were sent to each of the City's labor unions requesting
suggestions for reducing personnel related costs for 2009, 2010, & 2011. A
communication was also sent to all employees asking for cost savings or cost
reducing ideas that would have a positive impact on Eagan's overall spending plan.
• While no specific proposals have been received from the unions, discussions are
continuing. Approximately 130 employees have responded in a confidential manner
to the request for ideas and have submitted numerous ideas grouped thematically as
follows:
Managing Natural Resources:
52 of 71 respondents indicated that "E-Communication" could save money on
paper and printing costs.
Reduce use of paper communications by communicating more
electronically.
60 respondents indicated that City property could still be maintained to an
acceptable standard by changing maintenance practices.
• Mow less often so the City does not need to water as often.
• Lessen overall landscaping designs; e.g. plant perennials verses
annuals
• Solicit volunteers to assign with weeding, mowing etc.
• Change the facility temperatures
• Turn off lights or replace with motion detectors
Purchasing of Equipment and Replacement Schedules:
47 respondents indicated that vehicles, heavy equipment, computers/software and
other equipment could be upgraded or replaced less frequently.
• Forego program initiatives that have outlying costs which could be
postponed for 1-3 years.
Revenue Ideas:
67 respondents indicated a variety of ideas for increasing revenue, examples
include,
• Increase Water/Utilities fees, enforce watering restrictions
• User fees for City services
• Rent out the City's existing fleet and equipment to other Cities
/C!
Vehicle Usage:
46 respondents indicated an interest in changing how vehicles are used in order to
save money, examples include,
• Car pooling, right size vehicle and enforce idling policy
Work Consolidation:
43 respondents offered ideas for combining or sharing work, some examples
include,
• Cross training and sharing staff across departments
• Offering existing human resource services to neighboring cities.
Purchasing Consolidation:
• Central ordering and purchase of cleaning supplies and equipment
• Reduce custodial and contractual work and move in house
Hours of Work
Early/Phased Retirement:
30 respondents indicated an interest in an early retirement in the next 1 - 3 years.
• Attached is a document outlining concepts for a Phased Retirement
Program and an Early Retirement Program.
• The goal of such programs is to reduce compensation costs, and
perhaps some other human resources related costs.
• In most cases, an early retirement would not be back filled in a
traditional manner but rather duties would be reassigned.
• The Phased PERA Retirement would result in a full time employee
working 20 hours or less per week verses 40 over a 1 -4 year period of
time.
Reduced Schedules
18 respondents indicated a possible interest in reducing their hours of work
• Attached is a document outlining a Voluntary Reduced Schedule
Option
• Consider a mandatory reduced schedule for identified positions
• Included as an attachment to is a worksheet that resets the 2009 Budget to
$27,137,200 and creates a projected 2010 budget of $27,933,700. This spreadsheet
shows a reallocation of the tax levy to the General Fund in the amount of the MVHC
being lost in 2010 ($710,500) and a net reduction in expenditures in the amount of the
projected loss of other revenues ($592,000). This reallocation for loss of MVHC
/ 7
would place Eagan in the same situation that other cities that previously budgeted
MVHC into capital funds are in now; meaning that the loss of MVHC is impacting
projects and not operations. The City Council reviewed and concurred with this
proposal at the April 28 meeting.
• Expenditure reductions to rebalance the 2009 Budget at the lower level require
changes to operations and service cuts. Retirements from positions that would not
require backfilling with new employees is one of the most attractive options to make
personnel expenditure reductions. The effect of that type of personnel adjustment
probably gets into 2010 before most savings could be recognized.
• Options are available to increase General Fund revenue thereby removing the
necessity for expenditure reductions in the event the City Council desires to give that
option additional consideration. New revenues, such as the transfer of more antennae
lease revenues, administrative fees for designated traffic offenses, higher utility fund
transfers, and greater reallocation of the tax levy all would allow for maintenance of
current expenditure levels. That approach has different long term implications as the
budget base would not be reset at a lower level.
• Senior Management has continued to meet and discuss options to readjust the 2009
budget to a new base (base adjustments) and to reduce spending to provide an
increase to the cash flow (fund balance increase). These discussions will continue
through the remainder of 2009.
2010 Budget Preparation
• In early May, staff began the 2010 budget process and Department Directors are
preparing 2010 budget proposals for the various divisions and departments. The
General Fund and Civic Arena proposals currently are to be submitted to the City
Administrator by June 19, 2009. Following submission, budgets will be reviewed by
the staff budget team with departmental meetings beginning in late June and
continuing into July.
• The City Administrator's recommended budget is scheduled to be presented to the
City Council for formal and detailed review in August depending on the scheduling
of the special meeting. Following review of the draft 2010 Budget, the Council has
suggested community information meetings during the early fall to better understand
how budget shifts or reduction might impact service delivery.
• Preparation of the 2010 Budget is more fluid than usual in that it is taking place in the
same time frame as adjustments are being made to the 2009 Budget; consequently,
the original submission date of June 19 is problematic and may require adjustment.
• As a starting point, Directors have been instructed to prepare budgets from the revised
(and yet to be approved) 2009 department budgets and to provide detailed
explanations for any service delivery impacts resulting from the reductions necessary
to achieve a budget at that level.
d
• The other Enterprise Fund operating budgets including Water, Sanitary Sewer, Storm
Drainage, Water Quality, Street Lighting, Community Center, and Cascade Bay are
due to the budget team in late July and will be presented to the City Council in
September.
• Capital budgets including the Part II (Vehicles & Equipment) CIP and General
Facilities Renewal & Replacement are also being prepared at this time and are due on
June 19.
• This budget cycle will continue the process used over the last three years of
enhancing the budget to become a better and more comprehensive planning, policy,
and communications tool through recommendations of the Government Finance
Officers Association.
ATTACHMENTS:
• Enclosed on page is a copy of the document distributed at the February retreat
and as an attachment for the March 10 special meeting demonstrating a possible
process to address the 2009 Budget adjustments and budgeting for 2010 and 2011 as a
first step in implementation of the City Council's Budget/Fiscal Goal.
• Enclosed on page o~ / is a copy of the summary 2009 budget adjustments to
meet the 2009 target budget of $27,137,200 proposed for consideration by the City
Council.
• Enclosed on page is a copy of the preliminary 2010 Budget Calendar.
Budget/Fiscal
Goal: Maintain the City's long standing fiscally prudent and responsible
budgeting approach while pursuing greater levels of fiscal independence
and self reliance in long term budgeting.
Objective: Provide a mechanism/process to address revenue shortfalls and to
determine appropriate responses through current and future operating budgets,
employing the proper mix of bridging techniques and budget reductions.
1. Manage revenue reductions.
2. Review potential additional revenues.
3. Right size personnel and service delivery to available resources.
4. Put a long range financial plan in place to provide budget stability and
sustainability.
Budget Year:
2008
Take no additional action regarding 2008. Assumes that operations will be
balanced and/or any deficit will be covered by the fund balance.
2009
Phase I
Take the following steps immediately:
• Soft hiring freeze
• Address MVHC loss:
o Reallocate tax levy
o Reduce expenditures
¦ Budget cuts
¦ Cash flow savings
Phase II
• Establish 2010 and 2011 budget targets and begin budgeting process.
Phase III (On or about July 1)
• Review status of cost savings and other potential revenue changes over
and above MVHC and determine necessity for further 2009 responses.
Review fund balance status and make re-levy/increased levy decisions.
2010
• Determine available and practical opportunities to levy back lost revenues
and to right size personnel and service delivery to available revenues.
(Reset base budget for sustainability based on 2009 activities and future
projections.)
2011
• Continued implementation of 2009 and 2010 decisions.
27-Apr-09
2009
Tax levy is reallocated to replace the General Fund MVHC loss of $710,500
Other General Fund revenue projections are reduced by $592,000
Original Revenue Budget 27,729,200
Reduction (592,000)
Revised Revenue Budget 27,137,200
Original Expenditure Budget 27,729,200
Positions eliminated to date:
Officers (2)
Crime Analyst (1)
Government Buildings (1)
(245,600)
Budget Adjustments 99,400
Additional reductions in personnel
and other savings in 2009 (445,800)
Revised Expenditure Budget 27,137,200
Ending Fund Balance 37.3%
2010
Labor contracts are honored
All non-union salary increases are 0.0%
Non-tax revenues are projected to increase by 1.0%
Non-personnel expenditures are projected to increase by 2.0%
Personnel reductions from 2009 are carried forward
Tax levy shifts to maintain General Fund operations are continued
Budget is Balanced at 27,933,700
Ending Fund Balance 36.7%
2011
All salary increases are 0.0% from 2010
Non-tax revenues are projected to increase by 1.0%
Non-personnel expenditures are projected to increase by 2.0%
Personnel reductions from 2009/2010 are carried forward
Tax levy shifts to maintain General Fund Operations are continued.
Budget is Balanced at 28,450,700
Ending Fund Balance 35.6%
2010 & 2011
Final Levy Limit Statutes May Require Additional Adjustments to 2010 and 2011.
Future
Allocation of the tax levy is monitored and potentially returned to earlier
relationships depending on circumstances.
Fund balance is restored to the 40 to 45 percent range.
Budget Calendar
May 5 Kickoff meeting
May 6 Excel Workbooks distributed to Departments:
• Detail, Personal Services, and Summary worksheets
• Performance Indicators and Position Inventory worksheets
June 9 Brief budget process update to Council at Special CC meeting
June 19 Five (5) paper copies of entire operating/capital budget submittal due: one
each to Tom Hedges, Gene VanOverbeke, Tom Pepper and Jake Nicklay.
Electronic version of everything to Jake Nicklay, Tom Pepper and Dianne Miller.
• Operating budget
a) Three-sheet Excel workbook
b) The usual supporting forms (seasonal/OT, travel, capital, etc.)
c) Updated budget book sections
i. Performance Indicators (Excel)
ii. Position Inventory/2010 Work Plan (Excel)
iii. Highlights and Changes (Word)
d) Departmental revenue projections
e) Additional supporting documentation as necessary
• Capital equipment budget (Part 11 CIP - Vehicles & Equipment)
a) Summary of 5-year (2010-2014) plan
b) Capital outlay justification sheet for each item
• Facility Renewal & Replacement proposals
a) Summary of 5-year (2010-2014) plan - don't include in operating
budget .
b) Capital outlay justification sheet for each item
June 22 - early-July Budget team meets with Departments to review requests
Finance prepares preliminary revenue estimates
August City Administrator's recommended budget is presented to Council at special
meeting
September 15 Preliminary levy is certified.to County
Early-December Truth-in-Taxation hearing
Mid-December Final 2010 budget and levy are adopted by CC