4.7. SR 12-20-1999
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Item#4.7.
MEMORANDUM
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Pat Klaers, City Administrator
Mayor & City Council
FROM:
Bruce A West
DATE:
December 20, 1999
SUBJECT: Y2K Update
The City of Elk River and its department heads have been diligently working on
preparedness for Y2K. Staff has been working on contingency plans for the critical
systems within our community such as electricity, water, 911 emergency service, etc.
All department heads submitted contingency plans many months ago for my review.
The contingency plans were very important for the City of Elk Rivers insurance
coverage through the League of Minnesota Cities Insurance Trust. (LMCIT)
.
The Emergency Operations Center (EOC) will be staffed with personnel from
approximately 10:00 pm until it is determined that the EOC may be deactivated. I
believe this will be approximately 1:00 am on January 1, 2000. While we do not
expect any problems with the rollover to the new millennium, our EOC staff will be
on hand and prepared to handle any emergency. I have enclosed a list of the staff
members who will be at the EOC or in the field on the evening of December 31, 1999.
I would like to thank all of the city staff for their hard work in preparing for
December 31, 1999. Without staff commitment to ensuring the safety of our
community and its citizens, we would not be as well prepared for this or any other
event that may affect our city.
I will be present at the December 20, 1999, council meeting to answer any questions
you may have referencing Y2K. If you have any questions prior to the City Council
meeting please feel free to call me at the Elk River Fire Department 441-4919.
.
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420. Fax: (612) 441-7425
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MEMORANDUM
TO:
Pat Klaers
City Administrator
FROM:
Bruce A West
Fire Chief
DATE:
December 13, 1999
SUBJECT: December 31, 1999
E.O.C. Staffing
.
I have discussed the staffing issue for the Emergency Operations Center on
December 31, 1999 with various Department heads and the following list of
personnel will be on hand on that evening. The following staff will be
assigned to the EOC :
Police Department Assigned Personnel:
Cheryll Edinger
Michelle Masica
Shari Peterson
Jeff Beahen
Public Works Assigned Personnel:
Phil Hals
Terry Bye
Mark Thompson
Wastewater Treatment Plant Assigned Personnel:
Gary Leirmoe
Austin Whitford
Fire Department Assigned Personnel:
.
Bruce West
Tammy Harding
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425
.
.
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Administration Assigned Personnel:
Sandy Peine
Debbie Huebner
Tina Allard
Pat Klaers
Utilities Department Assigned Personnel:
Bryan Adams
The Fire Department will have 10-12 Firefighters who will be on stand-by at
the Fire Station on the evening of December 31, 1999 starting at 10:00 PM.
The issue of staffing the Emergency Operation Center has been discussed
numerous times within the last 6 months for our staff to be ready and
available "just in case" there maybe Y2K related problems within our
community.
As Y2K Coordinator for the City of Elk River, I along with all department
heads, do not anticipate any major Y2K related problems on the evening of
December 31, 1999.If you have any questions in reference to the above issue
or key personnel assigned to the EOC, please feel free to call me at the Elk
River Fire Department 441-4919
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Item # 4.7.
River
MEMORANDUM
TO:
Mayor & City Council
FROM:
Pat Klaers, City Administrator
DATE:
December 20, 1999
SUBJECT: Y2K Update
.
As the council knows, Bruce West has been serving as the city's Y2K
Coordinator. There has been at least one public informational meeting
sponsored by the city on the Y2K readiness of Elk River and a significant
amount of material has been published in the local newspaper and the city
newsletter. While most staff members believe that the Y2K event will be a
"non event" with only minor inconveniences taking place, the city is
nonetheless planning for the worst case scenario and is scheduled to man the
Emergency Operations Center (EOC) beginning later in the evening of
December 31, 1999. Additional city employees will be at their department
work sites that evening while still other employees are prepared to be called in
on January 1, 2000 if necessary. Bruce West will be at the council meeting to
provide the City Council with the final update on the status of our Y2K
readiness.
.
Friday, December 31, 1999, is a city holiday and city offices are closed due to
January 1, 2000 falling on Saturday. Having the EOC open and manned on
December 31,1999, and having employees at work in their departments is
ruining the January 1 millennium event for a lot of city employees. In this
regard I am not too concerned about the exempt employees as this is "part of
the job." Additionally, I am also not too concerned with employees such as the
police officers, as this is also "part of the job" to work holidays, be on call, be
prepared for emergencies, etc. and compensation for these type of situations is
included in the union contract. However, a small group of employees that I am
sympathetic towards are the non exempt employees who cannot celebrate New
Year's Eve and the new millennium in the form or fashion they so desire
because of the city's decision to man the EOC. These employees cannot go to
their cabin for the weekend or go into Minneapolis for the evening or anything
else, as they have to come to work at 10 p.m. on New Year's Eve for at least
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330. TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425
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.
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three hours. No matter what your style, this would cramp the celebration and
event for you and your family if you had to come to work on New Year's Eve.
These non exempt employees are receiving time and one half pay for the hours
worked, but the money really won't compensate these individuals for requiring
them to miss the "end of the century event" with their spouse and/or family.
In this regard, my recommendation will also not adequately compensate these
employees for giving up their New Year's Eve, but it will be an
acknowledgement by the city that we appreciate their extra efforts. For
approximately ten non-exempt employees I am recommending to the City
Council that the city compensates each employee with one hour of vacation
leave (up to a maximum of 8 hours) for each hour worked between 4:30 p.m. on
Friday, December 31, 1999, and 6:00 a.m. on Saturday, January 1, 2000. This
impacts approximately 4 employees in the street department, 3 in police
clerical, 2 in administration clerical, and 1 in wastewater treatment.
Additionally, it should be acknowledged by the city that we will treat both
Friday and Saturday as holidays this year and that non-union employees
working those days will receive time and one half pay.
Recommendation
It is recommended that the city provide "hour for hour" extra vacation time for
hours worked by non exempt employees up to a maximum of 8 hours for time
spent between 4:30 p.m. on 12/31/99 and 6 a.m. on 1/1/00, and also that all
hours worked on Friday and Saturday be based on time and one half pay.
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