3.16. SR 06-19-2006
City of Elk River
REQUEST FOR COUNCIL ACTION
Agenda Section Meeting Date
Consent June 19, 2006
Item Description
Cable Department Severe Weather Guide for Taped Meetings
Item Number
3.16. *
Prepared by
Kristin Thomas, Gov't Access Cable
Producer
Reviewed by
Fire Chief Bruce West and Police
Chief eff Beahen
Introduction
The Cable Department is requesting Council approval of standard operation procedures for cases of
severe weather for live cablecast and taped meetings. This procedural guide would be put in place to
protect attendees and participants of city meetings and school board meetings. It would also be in place
to protect audio/visual equipment from potential storm damage.
Discussion
In the midst of storm season it is important to consider how to react to severe weather that occurs during
a city or school board meeting that is being live cablecast and recorded. Cable staff has been instructed to
monitor severe weather situations and need a procedural guide approved by the Council to follow when
these severe weather situations arise.
Financial Impact
None
Attachments
Proposed Severe Weather Procedure Guide for cable staff
This procedural guide was created by cable staff with input from Fire Chief/Emergency Management
Coordinator, Bruce West.
Action Requested
The Cable Department requests the Mayor and City Council review and approve the proposed Severe
Weather Procedural Guide.
Council Action
Motton by _
Second by _
Vote
Follow Up
Severe Weather Procedure Guide
Severe weather in the area
. Tune the television monitor in the A/V Room to a channel covering the weather
. Call a member of the Public Safety staff to inform them you are taping a meeting and will
need to be notified when it is necessary to take cover.
o Bruce West, Fire Chief - 763-238-3488
o Cliff Anderson, Fire Captain - 763-238-3489
o Jeff Smith, Firefighter - 763-238-6378
o Jeff Beahen, Police Chief - 763-238-3493
· Turn on weather radio
· Go to weatherunderground.com on the meeting graphics computer
. Exit out of meeting graphics
. Double click on the internet icon
. The site should come up as the main page
. Enter Elk River's zip code - 55330
. Create a blue box around Elk River on the map and zoom in
. Animate the map to show the severe weather
. Watch the key colors below the radar map to differentiate between
watches and warnings.
Severe weather watch
. Inform the Council/Commission/Board of the weather
. Watch the developing weather on the internet and listen to the weather radio while
continuing to tape the meeting
Severe weather watch turns into a warning that affects Elk River
. Inform the Council/Commission/Board that the weather has turned into a warning and in
order to preserve the equipment and keep it from any lightning damage the meeting will not
be taped or air live until the warning is over.
. Ask the Council/Commission/Board to take a short break
. If possible move the meeting to the Uppertown Conference room
. Inform the Recording Secretary that she will need to set up the portable minutes recorder -
audio will not be of the best quality in the Council Chambers
. Turn off all A/V recording equipment and unplug it from the wall
. Unplug the Smartboard computer and plasma monitors
. Unplug the dais monitors
. On a separate computer, track the storm system
The sirens sound during a severe weather warning and verification is received that Elk River
is in a potential danger area.
. Inform the Council/Commission/Board that everyone needs to take shelter
. Shelters are located in the bathrooms
. Lead the public to the interior of the building
. If there is a large crowd and time allows the public can be lead to the basement
When severe weather lifts
. Plug in all equipment that has been unplugged
. Return to taping and live cablecasting of meeting