8.4. SR 05-18-2020
Request for Action
To Item Number
Mayor and City Council 8.4
Agenda Section Meeting Date Prepared by
General Business May 18, 2020 Cal Portner, City Administrator
Item Description Reviewed by
COVID-19 Preparedness Plan – Live Meetings Tina Allard, City Clerk
Reviewed by
Action Requested
Approve, by motion, the COVID-19 Preparedness Plan with includes protocols to hold live meetings.
Background/Discussion
At the May 4, 2020, Regular Council meeting, the City Council discussed the merits of returning to live,
in-person meetings. After much discussion, it was decided to hold in-person meetings effective June 1.
Effective May 18, 2020, the Governor of Minnesota’s emergency executive order regarding stay-at-home
expired and was replaced with a new, less restrictive order. The new order recommends citizens continue
to practice social distancing, work from home when possible and for businesses to prepare plans to safely
conduct business for employees and customers/visitors.
Financial Impact
N/A
Attachments
Live Council/Commission Meeting COVID-19 Protocol
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity
Memorandum
To: Mayor and City Council
From: Cal Portner, City Administrator
Date: May 14, 2020
Subject: Live Council/Commission Meeting COVID-19 Protocol
On May 4, 2020, the Elk River City Council directed staff to prepare to hold live Council /
Commission meetings effective June 1, 2020. The purpose of this memo is to outline the protocols
to ensure state and federal guidelines are implemented to protect elected officials, staff and meeting
participants from the spread of COVID-19.
Live meetings will continue to be broadcast through Zoom to accommodate any Council Member,
Commissioner or staff member who chooses to participate virtually.
Housekeeping
City Hall entrance, Council Chambers, restrooms, and broadcast room doorknobs, push plates and
surfaces will be sanitized before and after each meeting. The Chambers, restrooms, broadcast room
and entrance way will be fogged with disinfectant before and after each meeting.
Social Distancing/Respiratory Etiquette
The Council dais chairs will be located no less than six (6) feet apart.
Council Chamber gallery chairs will be interspersed to allow for no less than twelve (12) feet of
distance to accommodate walkways.
Entrances and exits will be routed for one-way direction.
The use of masks will be highly encouraged.
Meeting participants will be instructed to cover their mouth and nose with their sleeve or a tissue
when coughing or sneezing and to avoid touching their face, in particular their mouth, nose and
eyes, with their hands. They should dispose of tissues in the trash and wash or sanitize their hands
immediately afterward. Tissues and trash receptacles available to all participants.
Hand sanitizer and sanitizing solution will be available at the speaker’s podium
Communication
Meeting protocols will be clearly posted at the entrance to the building and each room area.
Information will be included on the cover of the Council meeting packet, on the city website and on
social media.
Flyers will be available for all visitors at the entrance to the Council Chambers.
Public Hearings/Guest Participation
City Hall doors (West/South) will be propped open for the entirety of the meeting.
Visitors will enter through the West doors and exit City Hall through the South doors.
The number participants in the Council Chambers will be limited by the number of available chairs.
The Upper Town Conference Room will be available for overflow.
If there are more guests requesting to speak than available chairs, a line will be formed, with proper
social distancing northerly in the City Hall corridor. Upon completion of remarks at the speaker’s
podium, the speaker shall exit the Chambers through the South Chamber door. The next speaker
will enter through the North Chamber door.
Public safety will be on site to assist guests.
All segments of all meetings are available on the city website for viewing and City Hall has free Wi-
Fi.