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5.2. SR 03-07-2011Elk REQUEST FOR ACTION River TO ITEM NUMBER Ci Council 5.2. AGENDA SECTION MEETING DATE PREPARED BY Administration March 7, 2011 T. John Cunningham, Fire Chief irector of Emer enc Mana ement ITEM DESCRIPTION REVIEWED B)/ Spring Flooding Update Lori ohnson, Ci Administrator REVIEWED BY ACTION REQUESTED Consider options fox assisting residents in preparing for potential spring flooding. BACKGROUND/DISCUSSION As you are probably aware, weather forecasters are predicting higher than usual flooding throughout the State this year. In fall 2010, we experienced significant precipitation which has continued through the winter. On the positive side, frost depths are shallow (1 '/z feet or less) since much of the snow arrived at the same time as the cold weather. This has provided some insulation to the soil. Prior to the freeze, most rivers were running above normal and river ice has formed and ice jams have been reported in upper portions of the Mississippi River. The Department of Homeland Security and Emergency Management (HSEM) and the National Weather Service (NWS) are reporting the potential for widespread flooding. According to HSEM, the Upper Mississippi basin will be contributing unlike in past years. At the present time, [Elk River] emergency management and city staff are monitoring the situation. Hydrologists and forecasters are still developing more accurate models to predict potential flooding. The degree of flooding will be impacted by any additional precipitation that occurs prior to the melt and to the degree in which the melt occurs. A slow melt is optimal -temperatures in the high/mid 30's to lower 40's during the day and overnight low 20's. Rain and/or higher, constant (day/night) temperatures will increase the melt rate and add more water to the situation. We are expecting additional reports within the next week from the State. The city, through the fire department, was represented at the Governor's Conference in St. Paul on February 23, 2011. Emergenry management staff will continue to receive updates as they are published by HSEM and the NWS. Local Impact While it is difficult to predict at this time the local impact of flooding within the city limits, staff has been closely monitoring the situation and has begun taking precautionary/preparatory measures. The widespread (statewide) potential of flooding has begun to be showcased on media outlets, leading to an increase of questions and concerns from citizens. Historically over the past few years, the city as a whole has fared very well during the spring melt. While localized flooding has occurred in low-lying areas, we have not experienced the same level of severe flooding and destruction seen in other areas of the state, including cities to our south. N:\PubGc Bodies\Ciry Council\Council RCA\Agenda Packet\03-07-2011\2011-03-07%20Spring%20Flooding%20Update[1].docx The potential for flooding, and even significant flooding in our low lying areas, this upcoming spring cannot be ignored, however. The challenge with preparing for and responding to weather events is that they are difficult to predict and cannot be stopped. It is prudent for all parties to prepare, not just at a city level but for our residents as well. Local Preparation Preparing for potential flooding should be a multi-level approach, with the most critical step being at the community level. Community Preparation As with any potential natural weather threat (flooding, tornados, snow, ice, or wind), it is important that homeowners, businesses, and citizens adequately prepare. Homeowners that are concerned about potential flooding should begin taking preparatory steps as soon as possible -waiting until flooding is imminent or occurring is too late. City staff has begun taking measures to educate the public on the measures that they can take to better prepare for any flooding. One important note is that residents interested in purchasing flood insurance must do so at least 30 days in advance. City Preparation The city is taking amulti-step approach to preparing for potential flooding, including: 1. Planning: In addition to monitoring the latest flood potential and impact models, city staff has had meetings to discuss historical events, current predictions, sand-bag inventory, and response guidelines. 2. Education: Emergency management will be launching a multifaceted educational campaign to better educate the public on the steps they can do to prepare for any potential flooding, including: a. Website: Information to be posted and updated regularly on the city's website, including links to external resources (FEMA, DNR, etc.) b. Printed Material: Printed educational material will be made available at the City Hall, Public Safety Complex, and the street division. Residents will be able to pick-up hand-outs that have information on preparing for flooding. c. ERtV: Information will be provided on the city's local cable network. d. Mailing and/or Direct Dial: Emergency Management is looking at options to send out informational material and/or messages to residents located within the "100 year" flood area. With the new GIS system, we can mail out postcards or letters with educational material. We are also exploring the option of using the County's new direct dial emergency notification system to provide an informational message to residents. 3. Preparation: City departments have begun preparing for any potential flooding. An inventory of approximately 20,000 sandbags is currently stockpiled and available for distribution if needed. We axe also working closely with our County and State partners to share information and to request resources, if required. Given the dynamic nature of weather events, we will continue to monitor and adjust our planning activities accordingly. If/when flooding begins to become an issue in the city limits, our attention will turn to public safety with attention to health/safety concerns, rescue, evacuations (if required), and critical infrastructure protection (flooded roadways, etc.) N:\Public Bodies\City Council\Council RCA\Agenda Packet\03-07-2011\2011-03-07%20Spring%20Flooding%20Update[1].docx Discussion and Action Items for Council As we prepare for the spring flooding season, there are a few items for Council to consider, specifically with respect to providing guidance to staff as to the level of service staff should offer for preparatory measures. Sand Bad As previously mentioned, the city has approximately 20,000 sandbags in inventory. In an effort to be proactive to potential flooding, emergency management staff would like some direction from Council on how bags should be distributed if/when they are needed/requested. The average price for a sandbag (with no sand) is $0.29/each. One (1) ton of sand is approximately $5. Below are some suggestions on how to best distribute these items: Local Site Distribution of Bags and Sand: When flooding is imminent, staff will deliver loads of sand and bags to threatened areas in town. The sand and bags would be left at various residential locations in the city. Residents would be responsible for filling the bags and placing them. This has been the past practice in the city. a. Pro: On-site delivery of materials; positive customer relations; no cost to homeowners /residents. b. Cons: Staff and resource allocation (cost); timing of delivery; greater costs incurred to city (no means to pass along costs of bags/sand to customer); does not encourage homeowner planning; potential for non-city residents to take advantage of service; finite resources. 2. Pre-Determined Pickup Times and Locations ~no resident cost): Residents may pick up sandbags (and sand) at (a) pre-determined location(s). Service would be limited to city residents and proof of residency would be required. a. Pro: Proactive approach; more responsibility placed with homeowners (preparation); b. Con: Staff allocation (monitoring address compliance); no cost recovery; less convenient to residents; no limitations on bags per household (resource allocation). 3. Pre-Determined Pickup Times and Locations (partial cost recoverv): Similar to the above, but limit the number of free bags (and sand) to household. Additional bags (and sand) would be at an additional fee. a. Pro: Proactive approach, more responsibility placed with homeowners (preparation); limited cost recovery in place for the city; greater control over finite resources. b. Con: Staff allocation (monitoring address compliance and handling sales); less convenient to residents. 4. Pre-Determined Pickup Times and Locations (full cost recoverv): Following the model of Sherburne County, bags would be available at a cost to residents (Sherburne County charges $0.29/bag). Sherburne County does not provide sand but gives residents a list of local sand suppliers (including Barton and Plaisted). The city could follow this model or adopt a hybrid version of it (cost per bag but free sand). a. Pro: Proactive approach, more responsibility place with homeowners (preparation); full cost recovery in place for the city; greater control over finite resources; could be extended to non-residents. b. Con: Staff allocation (handling sales); less convenient to residents. N:\Public Bodies\City Council\Council RCA\Agenda Packet\03-07-2011\2011-03-07%20Spring%20Flooding%20Update[1].docY At this time, staff is not recommending allocating resources to assist with constructing dams or assisting with filling bags for residents. With the potential of spring flooding, staff anticipates residents will be seeking sandbags and sand. It is important, however, that residents take proactive and preventative measures prior to any flooding, including securing sand-bags and constructing any protective barriers. In some situations, it may be best for residents to consult with a contractor to build more suitable barrier if flooding is a concern. Those decisions will be left to individual homeowners. Staff will maintain an inventory of sandbags for city designated areas, if needed. I will be present at the meeting to answer any questions from Council or the public. FINANCIAL IMPACT Potential financial implications have been provided above. The cost to replace 20,000 sandbags is approximately $5,800. Additional points of discussion include personnel availability/costs as well as usage of city vehicles for pickup/distribution of sand. ATTACHMENTS ^ 100 Year Flood Map Predictions Action Motion by Second by Vote Follow Up N:\Public Bodies\City Council\Council RCA\Agenda Packet\03-07-2011\2011-03-07%20Spring%20Flooding%20Update[1].docx e 0 7,337 Feet Disclaimer: This drawing is neither a legally recorded map nor a rvey and is not intended to be used as one. This drawing is a compilation of records, information, and data locatetl in various city, county, and state offices, and other sources affecting the area shown, and is to be used for reference purposes only. The Ciry of Elk River is not responsible for any inaccuracieshevein contained. © Bolton & Menk, Inc - Web GIS Grp of Elk -~-~ River Prelim FEMA 100-year Flood Zones