HM Field Operations Guide: Management
Hazard Mitigation Field
Operations Guide (HMFOG):
Management
U.S. Federal Insurance & Mitigation Administration/
U.S. Department of Homeland Security
July 2016
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HM Field Operations Guide: Management
TABLE OF CONTENTS
Page
1.0
2.0
3.0
4.0
Introduction to the Hazard Mitigation Field Operations Guide (HMFOG) ........................................... 1
1.1
Overview of the HMFOG ...................................................................................................... 1
1.2
Foundation for the HMFOG .................................................................................................. 2
HM Management ................................................................................................................................. 5
2.1
Overview ............................................................................................................................... 5
2.2
Functional Responsibilities ................................................................................................... 5
2.3
Organization ......................................................................................................................... 6
HM Management Task Lists ............................................................................................................... 7
3.1
HM Branch Director I (HBD1) Task List................................................................................ 8
3.2
HM Deputy Branch Director I (Deputy HBD1) Task List..................................................... 16
3.3
HM Branch Director II (HBD2) Task List............................................................................. 20
3.4
HM Deputy Branch Director II (Deputy HBD2) Task List.................................................... 27
3.5
HM Group Supervisor (HMGS) Task List ........................................................................... 31
3.6
HM Management Coordinator (HMMC) Task List .............................................................. 39
3.7
HM Training and Administrative Specialist (TASP) Task List ............................................ 43
3.8
HM Data Integration Specialist (DISP) Task List ................................................................ 47
3.9
HM Preliminary Damage Assessment (PDA) Specialty Task List ...................................... 50
3.10
Hazard Mitigation Supervisors Common Task List ............................................................ 53
HM Management Operating Procedures .......................................................................................... 57
4.1
Operating Procedure for Developing and Implementing a Hazard Mitigation Strategy ..... 58
4.2
Operating Procedure for Providing a Hazard Mitigation Briefing to the FCO
and/or OPS Chief................................................................................................................ 61
4.3
Operating Procedure for Assessing and Fulfilling Hazard Mitigation Staffing Needs ........ 63
4.4
Operating Procedure for Deploying Environmental Planning and Historic Preservation
(EHP) Cadre Members ....................................................................................................... 66
4.5
Operating Procedure for Assessing and Addressing Hazard Mitigation Training and
Mentoring Needs ................................................................................................................ 67
4.6
Operating Procedure for Developing and Conducting a Hazard Mitigation Staff
Orientation Briefing ............................................................................................................. 71
4.7
Operating Procedure for Coordinating Information for Hazard Mitigation Use................... 72
4.8
Operating Procedure for Establishing Hazard Mitigation Reporting Requirements ........... 74
4.9
Operating Procedure for Tracking Hazard Mitigation Tasks Using a Task Log ................. 76
4.10
Operating Procedure for Coordinating with Emergency Support Functions (ESFs) .......... 77
4.11
Operating Procedure for Coordinating with the External Affairs Speakers Bureau ........... 79
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4.12
Operating Procedure for Planning a Hazard Mitigation Public Meeting ............................. 80
4.13
Operating Procedure for Working with Tribes .................................................................... 82
4.14
Operating Procedure for Addressing Congressional Inquiries/Interests ............................ 84
4.15
Operating Procedure for Establishing a Research Academic Clearinghouse .................... 86
4.16
Operating Procedure for Facilitating Transition to the Regional Office .............................. 87
4.17
Operating Procedure for Coordinating Mitigation Assessment Team (MAT)
Deployment ......................................................................................................................... 90
4.18
Operating Procedure for Coordinating Deployment of a Joint Field Office (JFO)
Advisory Base Flood Elevation (ABFE) Task Force ........................................................... 95
HM Management Job Aids .............................................................................................................. 103
5.1
Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch
or Group ............................................................................................................................ 104
5.2
Daily Hazard Mitigation Management Team Meeting ...................................................... 105
5.3
Hazard Mitigation Strategy Checklist (Sample) ................................................................ 107
5.4
Hazard Mitigation Strategy Progress Report (Sample) .................................................... 116
5.5
Hazard Mitigation Strategy (Sample)................................................................................ 126
5.6
Hazard Mitigation Strategy (Template) ............................................................................. 135
5.7
What Makes a Good Hazard Mitigation Strategy? ........................................................... 140
5.8
Manager’s Analysis Tool .................................................................................................. 142
5.9
Hazard Mitigation Overview for the Federal Coordinating Officer (Sample) .................... 150
5.10
Hazard Mitigation Overview for the Operations Section Chief (Sample) ......................... 151
5.11
Hazard Mitigation Overview (Handout)............................................................................. 152
5.12
Talking Points: Value of Mitigation ................................................................................... 154
5.13
Hazard Mitigation (HM) Cadre Job Titles ......................................................................... 156
5.14
Hazard Mitigation Disaster Staffing Analysis Form (Sample)........................................... 157
5.15
Hazard Mitigation Staffing Worksheet (Sample) .............................................................. 159
5.16
Staff Attendance Worksheet (Sample) ............................................................................. 162
5.17
Hazard Mitigation Staff Exit Interview (Sample) ............................................................... 163
5.18
Hazard Mitigation Task Log (Sample) .............................................................................. 165
5.19
Hazard Mitigation Speakers Bureau Report (Template) .................................................. 166
5.20
Hazard Mitigation Speakers Requests Log (Template).................................................... 167
5.21
Hazard Mitigation Congressional Inquiry Log (Template) ................................................ 168
5.22
Hazard Mitigation Transition Plan Outline ........................................................................ 169
5.23
Hazard Mitigation Transition/Final Report (Template)...................................................... 170
5.24
Hazard Mitigation: Releasing and Terminating FEMA Reservist and Local Hire Staff
Reference Tool ................................................................................................................. 180
5.25
Obtaining Hazard Mitigation Technical Assistance .......................................................... 186
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Advisory Base Flood Elevations: Training for Disaster Recovery Centers (Sample) ....... 187
5.27
Advisory Base Flood Elevations: Pre-Release Briefing (Sample) .................................... 188
5.28
Understanding Advisory Base Flood Elevations (Sample) ............................................... 189
5.29
Advisory Base Flood Elevation Outreach and Transition Plan (Sample) ......................... 190
5.30
Advisory Base Flood Elevation Rollout – Question/Answers (Sample) ........................... 200
5.31
The Flood Damage Prevention Ordinance (Sample) ....................................................... 203
5.32
Local Developer Call Plan (Sample)................................................................................. 216
5.33
Media Questions/Answers on Advisory Base Flood Elevations (Sample) ....................... 225
5.34
Speakers Bureau Approach to Communicating Advisory Base Flood
Elevations (Sample).......................................................................................................... 227
ACRONYM LIST ....................................................................................................................................... 229
GLOSSARY .............................................................................................................................................. 235
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1.0
Introduction to the Hazard Mitigation Field Operations Guide (HMFOG)
1.1
Overview of the HMFOG
The Hazard Mitigation Field Operations Guide (HMFOG)
provides the common guidance that brings consistency
and overall improvement to the performance of the
Hazard Mitigation Cadre members as they fulfill specific
roles in support of the overarching FEMA Hazard
Mitigation field operations mission. The HMFOG
includes detailed operational guidance for job titles
within the Hazard Mitigation organization.
Each of the five function-specific Hazard Mitigation
organizational groups has a dedicated, stand-alone
HMFOG (Figure 1.1).
HAZARD MITIGATION FIELD
OPERATIONS MISSION
To protect lives, reduce the loss
of property from hazard events,
and enable mitigation measures
to be implemented during
recovery from an incident or
disaster to reduce future risks
Figure 1.1: Function-Specific HMFOGs
In addition to this Introduction section, each function-specific HMFOG contains the following:
•
Section 2, Hazard Mitigation Functional Group – Description of overall responsibilities and
organization of the specific Hazard Mitigation function
•
Section 3, Task Lists – Responsibilities assigned to positions within the Hazard Mitigation functional
group, including references to relevant HMFOG operating procedures
•
Section 4, Operating Procedures – Procedures and lists of resources/tools to accomplish tasks for
which the Hazard Mitigation functional group is responsible
•
Section 5, Job Aids – Samples and templates of tools that help Hazard Mitigation staff implement
defined tasks efficiently and effectively
•
Acronym List and Glossary – Terminology used in the HMFOG
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HMFOG Assumptions
This guide is written to address the requirements of a large disaster in which all of the Hazard Mitigation
functional groups are activated, and was developed based on the following assumptions:
•
The scale and scope of responsibilities and related procedures will be modified to reflect the goals
and objectives identified by the state, and the size and type of event.
•
The primary focus of Hazard Mitigation is support for the State Mitigation Office and its post-disaster
operations.
•
Hazard Mitigation activities advance risk reduction goals mandated by the Congress through the
Stafford Act, as amended by the Disaster Mitigation Act of 2000 and the 2007 Department of
Homeland Security Appropriations Act; and in compliance with the National Flood Insurance Act and
the National Earthquake Hazards Reduction Act.
•
All Hazard Mitigation staff deployments are identified, initiated, and completed by Hazard Mitigation
through the Deployment Tracking System, and in cooperation with the Joint Field Office Operations
Section and Hazard Mitigation Cadre Management in the Federal Insurance and Mitigation
Administration (FIMA).
•
Hazard Mitigation staff will check with their Hazard Mitigation supervisor or Regional Mitigation
Division before using any sample documents in the HMFOG. Regional or disaster-specific
modifications may be needed.
Continuous Improvements
The HMFOG is updated regularly through a collaborative process initiated by the Insurance and
Mitigation Readiness Division (IMRD) within the FIMA. The update process includes a nationwide call for
new procedures and job aids developed by practitioners to improve Hazard Mitigation field operations;
review and revision of new and existing HMFOG material by working groups consisting of FEMA Regional
Mitigation staff, Hazard Mitigation Cadre Reservists, and FIMA Headquarters staff; and multiple field
reviews and field testing.
The HMFOG is intended to be a living document. Please contact the FIMA IMRD at [email protected] to submit additional operating procedures and job aids, as well as suggestions for
improvements.
1.2
Foundation for the HMFOG
During disasters, Hazard Mitigation operates under the authority of the Robert T. Stafford Disaster Relief
and Emergency Assistance Act; the protocols of the National Incident Management System
(http://www.fema.gov/national-incident-management-system); and the doctrine of the National Response
Framework:
•
The National Mitigation Framework (http://www.fema.gov/media-library/assets/documents/32209)
•
The National Disaster Recovery Framework (http://www.fema.gov/national-disaster-recoveryframework-0).
Hazard Mitigation field operations are performed by FEMA employees assigned to the Hazard Mitigation
Cadre, in a series of position titles for which standards are defined by the FEMA Qualification System
(https://www.fema.gov/fema-qualification-system).
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The Hazard Mitigation Field Operations Concept
of Operations (HM CONOPS) describes the
mission that the Hazard Mitigation Cadre is
expected to accomplish in a disaster operation.
It provides a high level description of Hazard
Mitigation field operations. The HM CONOPS
includes the broad mission and missionessential tasks, and how those tasks align within
the operational lifecycle of an incident.
Download a copy of the HM CONOPS from the Hazard
Mitigation Disaster Workforce Website via the FEMA
Intranet at
https://intranet.fema.net/org/fima/Pages/rdshmdww.aspx
The HM CONOPS illustrates where Hazard
Mitigation is represented within the
organizational structure of a Stafford Act
declared disaster operation, and depicts both
the organization and responsibilities of the five
distinct Hazard Mitigation functions (Figure 1.2):
Management; Community Education and
Outreach; Floodplain Management and
Insurance; Grants and Planning; and Hazards
and Performance Analysis.
Hazard Mitigation Cadre members are strongly encouraged to read the most recent version of the
HM CONOPS before utilizing the HMFOG. The HMFOG explains the tasks and provides the procedures
and job aids to enable Hazard Mitigation staff to carry out the Hazard Mitigation mission as described in
the HM CONOPS.
Figure 1.2: Hazard Mitigation Organization
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2.0
HM Management
2.1
Overview
Hazard Mitigation (HM) Management advises the Federal Coordinating Officer (FCO) through the
Operations Section Chief; collaborates with the state and the FEMA Region to develop a Hazard
Mitigation Strategy to ensure implementation of mitigation in the recovery; manages Hazard Mitigation
functions; ensures input to, and execution of, the Incident Action Plan/Incident Strategic Plan as
appropriate; and provides federal leadership by forging public and private partnerships to implement
hazard mitigation opportunities. HM Management also creates and implements Continuity Plans and
Demobilization Plans; executes transition to the Regions upon closing of the Joint Field Office (JFO); and
ensures internal Human Resources functions are executed.
2.2
Functional Responsibilities
Major functions performed in conjunction with state counterparts by HM Management include the
following:
•
Offer mitigation resources for risk analysis to inform response and recovery operations.
•
Ensure utilization of the National Mitigation Framework (http://www.fema.gov/medialibrary/assets/documents/32209), including focus on Mitigation’s Core Capabilities and the Mitigation
Federal Interagency Operational Plan (http://www.fema.gov/media-library/assets/documents/97356).
•
Establish and maintain close coordination with the State/Tribal Hazard Mitigation Officer, the
State/Tribal National Flood Insurance Program Coordinator, and other state/federal partners as
appropriate.
•
Establish liaison and coordinate with the FEMA Regional Office Mitigation Division program areas
regarding institutional and social knowledge, and existing work.
•
In conjunction with the state/tribe, ensure development and implementation of a Hazard Mitigation
Strategy that outlines major hazard mitigation goals, objectives, priorities, and specific tasks to
achieve disaster resilient, sustainable communities.
•
Ensure assessment of capability, and explore options for enhancing state, tribal, and local capacity to
meet the goals of the Hazard Mitigation Strategy and to improve the hazard resiliency and
sustainability of communities.
•
Collaborate with the JFO management team to advance hazard mitigation risk reduction opportunities
and sustainability; ensure integration into all major decisions and reinvestment during the recovery
process to reduce vulnerability to future disasters.
•
Serve as the point-of-contact for the FCO, the State/Tribal Coordinating Officer, other government
entities, and the private sector to ensure hazard mitigation is included in the delivery of assistance to
communities and individuals.
•
Use a collaborative approach to coordinate inter-and intra-agency hazard mitigation actions.
•
Disseminate and coordinate hazard mitigation information, training, and data to other programs in the
JFO.
•
Manage collection of data for JFO, Regional, and Headquarters (HQ) metrics reporting.
•
As necessary, establish liaison with FEMA HQ Federal Insurance and Mitigation Administration
(FIMA) staff, including Environmental Planning and Historic Preservation (EHP), other FEMA
recovery programs (Public Assistance (PA) and Individual Assistance (IA)) and External Affairs.
•
Advance interagency sustainability initiatives to support economic, social, and environmental
sustainability initiatives and resiliency in communities.
•
Represent FEMA on interagency committees and sub-functions, and promote interagency risk
reduction solutions.
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•
Manage FEMA Hazard Mitigation field operations staff and resources, ensuring and facilitating
collaboration with IA, PA, EHP, External Affairs, and appropriate Emergency Support Functions
(ESFs) within the JFO.
•
Provide support and coordination to HQ FIMA-led Mitigation Assessment Team building performance
studies.
•
Ensure that Hazard Mitigation staff is informed of, and receives, appropriate training.
•
Ensure the development and implementation of a Hazard Mitigation data management plan that
describes who is responsible for data management, what data is collected, how the data is managed,
and where it is stored.
•
Facilitate use of Geographic Information System applications throughout Hazard Mitigation and in
coordination with ESF #5 - Emergency Management (Planning Section).
•
Provide management, oversight, and financial tracking of contracted services and other agreements
within JFO Hazard Mitigation and with Regional Mitigation and HQ FIMA.
•
Manage transition back to Regional Office upon closure of JFO.
•
When the National Disaster Recovery Framework is implemented, provide support and coordination
with the Federal Disaster Recovery Coordinator (FDRC), the Unified Federal Environmental and
Historic Preservation Review (UFR) Advisor, and the Region’s Mitigation Advisor to the FDRC (when
activated).
2.3
Organization
HM Management (Figure 2.1) is organized to provide leadership and program support to the four
functional areas of Hazard Mitigation, as needed. The positions within HM Management are shown in
Figure 2.1. In a Level 1 or Level 2 disaster, the HM Branch Director (I or II) will determine which positions
are deployed based on the size and scope of the event. In the event of a Level 3 disaster, an HM Group
Supervisor may serve as the lead. The minimal HM Management staffing includes HM Management
Coordinator and HM Data Integration Specialist. More information about these positions is available in
Section 3.0, HM Management Task Lists.
Figure 2.1 HM Management Organization
NOTE: This is not a staffing pattern; it shows the hierarchy of positions within HM Management.
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3.0
HM Management Task Lists
The Task Lists describe the major tasks for each HM Management job position, and refer to relevant
operating procedures that are located in this HMFOG or are available from the Hazard Mitigation Disaster
Workforce Website (via the FEMA Intranet at https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx).
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3.1
HM Branch Director I (HBD1) Task List
Use this position-specific Task List in accordance with the following HMFOG Job Aids:
•
Hazard Mitigation Supervisors Common Task List
•
Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group
Obtain initial briefings from the Operations Section (OPS) Chief and Regional Mitigation
Division program staff.
 Gather information relevant to HM, such as:
•
•
•
•
•
•
•
•
•
•
•
•
•
Incident objectives
State Emergency Management guidance
Loss of utilities that affect ability to communicate with partners and resources
Critical infrastructure damage
Public Assistance (PA) categories of work declared
Debris removal issues
Political issues and sensitivities
Individual Assistance (IA) status and possible Disaster Recovery Centers
Information from other personnel responsible for the Branch or area of responsibility prior to
arrival, if applicable
FEMA/State Agreement, if approved
State profile
Preliminary Damage Assessment (PDA) results
Establish parameters of working relationship (e.g., schedule call with FEMA regional staff, what
level of detail OPS Chief wants in briefings).
Relevant Operating Procedures
• Coordinating Information for Hazard Mitigation Use
• Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief
Obtain relevant situational information unique to catastrophic or multi-regional event.
 Coordinate with Regional Mitigation Division Directors or Regional point of contact (POC).
 Relevant situational information includes:
•
•
•
•
•
•
•
•
Federal Insurance and Mitigation Administration (FIMA) role
Multi-regional implications
National/State level sensitivities
Policy issues identified
Geographic organization of disaster operations
Media coverage of event
Social issues
Health and safety issues
Relevant Operating Procedures
• Coordinating Information for Hazard Mitigation Use
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Ensure HM functional area leads provide assessment of state, local, and tribal
capabilities for accomplishment of HM and National Flood Insurance Program (NFIP)
goals during recovery.
 Use function-specific assessment tools in the HM Field Operations Guide.
Establish and maintain working relationships with key leadership and staff.
 Regional Mitigation Division Directors or Regional POC
 Regional Mitigation Division staff:
•
•
•
•
•
•
Coordinate staffing and operational support.
Gather disaster history for declared state, including problem areas or past relationships in
declared area.
Get regional policies and procedures for HM programs.
Obtain current FEMA Regional priorities for the disaster, and State, Local, and Tribal Mitigation
Plan priorities.
Identify local and national political interests.
Get status on pending grants, plans, and repetitive loss structures for state and communities in
disaster area.
 FIMA Insurance and Mitigation Readiness Division - Division Director
•
Coordinate staffing and operational support.
 FIMA program managers, as needed
•
•
Coordinate on technical issues and contracts.
Provide briefings, as requested.
 Joint Field Office (JFO) leadership
•
•
Identify members of the Unified Coordination Group.
Educate on the mission and goals of HM.
 Senior leadership: FEMA, DHS, Congress
•
•
Prepare HM information.
Provide briefings, as requested.
Relevant Operating Procedures
• Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief
• Assessing and Fulfilling Hazard Mitigation Staffing Needs
• Coordinating MAT Deployment
• Establishing Hazard Mitigation Reporting Requirements
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Collaborate with the state to ensure the development of the Hazard Mitigation Strategy
for the disaster.
 Facilitate mitigation goal setting that addresses the reduction of repetitive risk situations as well as the
immediate disaster events. (Coordination: HM Program Group Supervisors)
 Assess unique circumstances of the catastrophic event to identify needs and opportunities for
leveraging resources, to reduce risk during long-term recovery operations.
 Guide HM Program Group Supervisors to develop objectives to achieve innovative or large scale
mitigation goals.
•
•
Provide copy of Hazard Mitigation Strategy for the disaster to FIMA office. Include incident
number, state, incident type, and JFO.
Email Hazard Mitigation Strategy to [email protected]
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
Establish and maintain strategic partnerships to achieve Hazard Mitigation Strategy
objectives.
 Coordinate mitigation goals and strategies with OPS Branch Directors and with the OPS Chief.
 Ensure the flow of information regarding Mitigation programs relevant to partners’ program areas. For
example:
•
•
Mitigation Plan status affecting eligibility
Mitigation outreach initiatives
 Establish HM liaisons within the JFO, such as:
•
•
•
•
External Affairs
IA
PA
Small Business Administration
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Establishing Hazard Mitigation Reporting Requirements
Coordinate with federal agencies to facilitate unity of effort.
 Interact with Emergency Support Function (ESF) leads regarding:
•
•
•
•
•
•
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Hazard Mitigation Technical Assistance Program (HMTAP), Production and Technical Services
(PTS), and Technical Assistance Contract (TAC) contracts
Mission Assignments and Interagency Agreements
HM participation in long-term community recovery (National Disaster Recovery Framework
(NDRF): http://www.fema.gov/national-disaster-recovery-framework)
Mitigation messaging (Coordination: ESF #15)
Incident Command System Form 215 (Operational Planning Worksheet) for the Operation’s
tactics meeting
Items for inclusion in Incident Action Plan (IAP)/Incident Strategic Plan (ISP), as appropriate
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Recommended changes, deactivation, or stand-down to OPS Chief after coordination
 Coordinate with other Federal agencies operating under their own authority regarding:
•
•
•
•
Communications
Duplication of effort
Mitigation partnership opportunities and expertise
Potential conflicts
Relevant Operating Procedures
• Establishing Hazard Mitigation Reporting Requirements
• Coordinating with ESFs
Coordinate with state, tribal, and local officials to ensure unity of effort.
 Implement the Hazard Mitigation Strategy.
 Identify and communicate FEMA support needs, such as:
•
•
Specialized resource needs
FEMA program delivery needs
 Plan and execute the timely resolution of problems in keeping with state needs and federal
requirements.
 Encourage state’s participation in development of HM Incident Action Plan/Incident Strategic Plan as
appropriate:
•
•
•
Unified approach
Fosters teamwork
Problem solving
 Ensure a productive, positive relationship between HM Program Group Supervisors and state and
local officials:
•
•
Determine whether HM Program Group Supervisors are receiving necessary support and
information needed from officials to fulfill mission.
Monitor whether disagreements, problems, and misunderstandings are being promptly identified
and resolved.
 Ensure coordination to assess and meet needs for support to communities with large scale
substantial damage estimation requirements. Coordinate with:
•
•
•
•
HM Program Group Supervisor (Floodplain Management and Insurance)
NFIP Coordinator
FEMA Regional Mitigation Division POC
FEMA FIMA
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Establishing Hazard Mitigation Reporting Requirements
• Working with Tribes
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Represent HM programs as primary HM spokesperson in the declared area.
 Provide guidance and explanation on all mitigation programs and initiatives to the Federal
Coordinating Officer (FCO) and other JFO senior staff.
 Represent the FCO as requested in public forums on complex initiatives and controversial program
issues.
 Represent the FCO as requested to explain complex initiatives and controversial program issues to
state, local, and federal elected officials.
 Assist External Affairs in ensuring that complex or controversial mitigation issues and initiatives are
accurately represented in all media outlets.
 Respond to mitigation inquiries from Congress, the media, the state, and other external sources.
 Seek opportunities to promote mitigation programs and projects in public forums and with the private
sector.
Relevant Operating Procedures
• Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief
• Planning a Hazard Mitigation Public Meeting
Manage HM organization to ensure effective implementation of HM disaster program
requirements.
 Ensure vertical and horizontal integration of the goals of the Hazard Mitigation Strategy into functional
objectives and mutually supportive tactics.
 Assess capability of HM staff in view of required tasks and be prepared to augment any deficiencies
as necessary.
 Develop and manage the HM budget and staffing level.
 Ensure Branch reporting of HM accomplishments relative to JFO metrics.
 Establish a base for sustainable community recovery.
• Identify the processes and projects that contribute to environmental, social, and economic
•
•
sustainability.
Initiate, design, and implement strategies that empower state, tribal, and local stakeholders to
implement activities and projects that support community resiliency.
Identify and leverage strategic partnerships at the federal, state, tribal, and local level that will
enhance communication and collaboration among diverse stakeholder and interest groups,
advancing goals and objectives identified through the State Hazard Mitigation Strategy.
 Ensure that Geographic Information System (GIS) products and data are utilized in Branch decisionmaking and communications. (Coordination: HM Group Supervisor, HM Data Integration Specialist,
JFO Planning Section)
 Oversee HM contracts:
• Direct contracts
• HMTAP
• Interagency Agreements
• Mission Assignments
• PTS
• TAC
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 Monitor interactions to ensure effective coordination on NFIP requirements and initiatives.
 Establish an academic research clearinghouse as necessary. (Coordination: HM Group Supervisor)
 As needed, establish guidance, and develop procedures to facilitate delivery of HM and NFIP
programs; for example, how to explain the effect of a new regulation or policy on delivery of disaster
programs.
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Assessing and Fulfilling Hazard Mitigation Staffing Needs
• Establishing Hazard Mitigation Reporting Requirements
• Coordinating MAT Deployment
• Establishing a Research Academic Clearinghouse
• Facilitating Transition to the Regional Office
Establish HM organizational structure and develop staffing to achieve operational
objectives and to implement the Hazard Mitigation Strategy.
 Organize HM structure based on:
•
•
•
•
•
•
Coordination needs at the state, tribal, and local level
ESFs activated
Extent of HM involvement as indicated by Hazard Mitigation Strategy
Number and type of jurisdictions
Span of control
Type, size, and complexity of incident
 Identify resources required to staff organization.
 Track equipment resources assigned to HM, such as:
•
•
•
•
•
Assignment
Kind and type
Location
Resource identifier
Supervisor name and contact information
 Ensure development of HM organization and staffing charts.
 Discuss findings and recommendations as necessary, such as:
•
•
•
•
•
Changes in tactics
Facilities
Issues and concerns
Organizational structure
Shortages or surpluses of resources
 Place orders for additional personnel, supplies, services, and equipment.
 Notify affected HM staff of any changes.
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Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Assessing and Fulfilling Hazard Mitigation Staffing Needs
• Coordinating MAT Deployment
• Establishing Hazard Mitigation Reporting Requirements
• Facilitating Transition to the Regional Office
Facilitate employee credentialing.
 Develop a process for coordinating the relationship between the Trainee and the Evaluator regarding
their Position Task Book qualification activities.
 Establish a mitigation training program to meet the needs of the disaster and to enable HM staff to
achieve Qualification Sheet requirements.
Relevant Operating Procedures
• Assessing and Addressing Hazard Mitigation Training and Mentoring Needs
Ensure HM activities are transitioned to appropriate locations (Region, Headquarters,
NDRF operations).
 Products such as:
•
•
•
•
•
•
•
•
Best Practices and Case Studies
HM Community Education and Outreach products developed or purchased during the disaster
operation (e.g., posters, easels); retained for future use
Community Assistance Contacts/Community Assistance Visits reports
General technical assistance reports
Hazard Mitigation Strategy
Hazard Mitigation Transition/Final Report
Loss Avoidance Studies
PDA report
 Data collected during the disaster
 Necessary follow up:
•
•
•
•
In-progress Mitigation Plan reviews
Hazard Mitigation Grant Program (HMGP) rollout
NFIP issues
Coordination with the Federal Disaster Recovery Coordinator, when activated
 Personnel performance appraisals
Transition ongoing activities to successors while JFO is operational.
 Prepare and submit to successor(s) a report documenting accomplishments and issues addressed,
resolved, or requiring further action.
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HM Field Operations Guide: Management
Transition activities back to Regional Office.
 Identify opportunities for continued HM initiatives.
 In coordination with HM Program Group Supervisors, develop the Hazard Mitigation Transition/Final
Report, including HM Branch accomplishments and issues addressed, resolved, or requiring further
action.
Relevant Operating Procedures
• Facilitating Transition to the Regional Office
Check out of field assignment.
 Verify that correct job title was recorded during assignment.
 Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record:
•
•
•
Reservist Program Manager for Reservists
Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program
Managers for IM COREs
Immediate supervisor for Full-Time Employees
 Verify training records reflect completed training.
 Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures.
Version 4.0, July 2016
15
HM Field Operations Guide: Management
3.2
HM Deputy Branch Director I (Deputy HBD1) Task List
Use this position-specific Task List in accordance with the following HMFOG Job Aids:
•
Hazard Mitigation Supervisors Common Task List
•
Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group
Establish and maintain strategic partnerships to achieve Hazard Mitigation Strategy
objectives.
 Coordinate mitigation goals and strategies with Operations Section (OPS) Branch Directors and with
the OPS Chief.
 Ensure the flow of information regarding Mitigation programs relevant to partners’ program areas. For
example:
• Mitigation Plan status affecting eligibility
• Mitigation outreach initiatives
 Establish HM liaisons within the Joint Field Office (JFO), such as
• External Affairs
• Individual Assistance
• Public Assistance
• Small Business Administration
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Establishing Hazard Mitigation Reporting Requirements
Coordinate with federal agencies to facilitate unity of effort.
 Interact with Emergency Support Function (ESF) leads regarding:
• Hazard Mitigation Technical Assistance Program (HMTAP), Production and Technical Services
•
•
•
•
•
•
(PTS), and Technical Assistance Contract (TAC) contracts
Mission Assignments and Interagency Agreements
HM participation in long-term community recovery (National Disaster Recovery Framework
(NDRF): http://www.fema.gov/national-disaster-recovery-framework)
Mitigation messaging (Coordination: ESF #15)
Incident Command System Form 215 (Operational Planning Worksheet) for the Operation’s
tactics meeting
Items for inclusion in Incident Action Plan/Incident Strategic Plan, as appropriate
Recommended changes, deactivation, or stand-down to OPS Chief after coordination
 Coordinate with OFAs operating under their own authority regarding:
• Communications
• Duplication of effort
• Mitigation partnership opportunities and expertise
• Potential conflicts
Relevant Operating Procedures
• Establishing Hazard Mitigation Reporting Requirements
• Coordinating with ESFs
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HM Field Operations Guide: Management
Manage HM organization to ensure effective implementation of HM disaster program
requirements.
 Ensure vertical and horizontal integration of the goals of the Hazard Mitigation Strategy into functional
objectives and mutually supportive tactics.
 Assess HM staff capability in view of required tasks and be prepared to augment any deficiencies as
necessary.
 Develop and manage the HM budget and staffing level.
 Ensure Branch reporting of HM accomplishments relative to JFO metrics.
 Establish a base for sustainable community recovery.
•
•
•
Identify the processes and projects that contribute to environmental, social, and economic
sustainability.
Initiate, design, and implement strategies that empower state, tribal, and local stakeholders to
implement activities and projects that support community resiliency.
Identify and leverage strategic partnerships at the federal, state, tribal, and local level that will
enhance communication and collaboration among diverse stakeholder and interest groups,
advancing goals and objectives identified through the State Hazard Mitigation Strategy.
 Ensure that Geographic Information System (GIS) products and data are utilized in Branch decisionmaking and communications. (Coordination: HM Group Supervisor, HM Data Integration Specialist,
JFO Planning Section)
 Oversee HM contracts:
•
•
•
•
•
•
Direct contracts
HMTAP
Interagency Agreements
Mission Assignments
PTS
TAC
 Monitor interactions to ensure effective coordination on National Flood Insurance Program (NFIP)
requirements and initiatives.
 Establish an academic research clearinghouse as necessary. (Coordination: HM Group Supervisor)
 As needed, establish guidance, and develop procedures to facilitate delivery of HM and NFIP
programs; for example, how to explain the effect of a new regulation or policy on delivery of disaster
programs.
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Assessing and Fulfilling Hazard Mitigation Staffing Needs
• Establishing Hazard Mitigation Reporting Requirements
• Coordinating MAT Deployment
• Establishing a Research Academic Clearinghouse
• Facilitating Transition to the Regional Office
Version 4.0, July 2016
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HM Field Operations Guide: Management
Establish HM organizational structure and develop staffing to achieve operational
objectives and to implement the Hazard Mitigation Strategy.
 Organize HM structure based on:
• Coordination needs at the state, tribal, and local level
• ESFs activated
• Extent of HM involvement as indicated by Hazard Mitigation Strategy
• Number and type of jurisdictions
• Span of control
• Type, size, and complexity of incident
 Determine whether HM operational facilities are adequate to meet incident needs.
 Identify resources required to staff organization.
 Track equipment resources assigned to the Branch, such as:
• Assignment
• Kind and type
• Location
• Resource identifier
• Supervisor name and contact information
 Ensure development of HM organization and staffing charts.
 Discuss findings and recommendations as necessary, such as:
• Changes in tactics
• Facilities
• Issues and concerns
• Organizational structure
• Shortages or surpluses of resources
 Place orders for additional personnel, supplies, services, and equipment.
 Notify affected HM staff of any changes.
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Assessing and Fulfilling Hazard Mitigation Staffing Needs
• Coordinating MAT Deployment
• Establishing Hazard Mitigation Reporting Requirements
• Facilitating Transition to the Regional Office
Facilitate employee credentialing.
 Develop a process for coordinating the relationship between the Trainee and the Evaluator regarding
their Position Task Book qualification activities.
 Establish a mitigation training program to meet the needs of the disaster and to enable HM staff to
achieve Qualification Sheet requirements.
Relevant Operating Procedures
• Assessing and Addressing Hazard Mitigation Training and Mentoring Needs
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HM Field Operations Guide: Management
Ensure that HM activities are transitioned to appropriate locations (Region,
Headquarters, NDRF operations).
 Products such as:
• Best Practices and Case Studies
• HM Community Education and Outreach products developed or purchased during the disaster
•
•
•
•
•
•
operation (e.g., posters, easels); retained for future use
Community Assistance Contacts/Community Assistance Visits reports
General technical assistance reports
Hazard Mitigation Strategy
Hazard Mitigation Transition/Final Report
Loss Avoidance Studies
PDA report
 Data collected during the disaster
 Necessary follow up:
• In-progress Mitigation Plan reviews
• Hazard Mitigation Grant Program rollout
• NFIP issues
• Coordination with the Federal Disaster Recovery Coordinator, when activated
 Personnel performance appraisals
Transition ongoing activities to successors while JFO is operational.
 Prepare and submit to successor(s) a report documenting accomplishments and issues addressed,
resolved, or requiring further action.
Transition activities back to Regional Office.
 Identify opportunities for continued HM initiatives.
 In coordination with HM Program Group Supervisors, develop the Hazard Mitigation Transition/Final
Report, including HM Branch accomplishments and issues addressed, resolved, or requiring further
action.
Relevant Operating Procedures
• Facilitating Transition to the Regional Office
Check out of field assignment.
 Verify that correct job title was recorded during assignment.
 Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record:
• Reservist Program Manager for Reservists
• Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program
•
Managers for IM COREs
Immediate supervisor for Full-Time Employees
 Verify training records reflect completed training.
 Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures.
Version 4.0, July 2016
19
HM Field Operations Guide: Management
3.3
HM Branch Director II (HBD2) Task List
Use this position-specific Task List in accordance with the following HMFOG Job Aids:
•
Hazard Mitigation Supervisors Common Task List
•
Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group
Obtain initial briefings from the Operations Section (OPS) Chief and Regional Mitigation
Division program staff.
 Gather information relevant to HM, such as:
•
•
•
•
•
•
•
•
•
•
•
•
Incident objectives
State Emergency Management guidance
Loss of utilities that affect ability to communicate with partners and resources
Critical infrastructure damage
Public Assistance (PA) categories of work declared
Debris removal issues
Political issues and sensitivities
Individual Assistance (IA) status and possible Disaster Recovery Centers
Information from other personnel responsible for the Branch or area of responsibility prior to
arrival, if applicable
FEMA/State Agreement, if approved
State profile
Preliminary Damage Assessment (PDA) results
 Establish parameters of working relationship (e.g., schedule call with FEMA regional staff, what level
of detail OPS Chief wants in briefings).
Relevant Operating Procedures
• Coordinating Information for Hazard Mitigation Use
• Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief
Obtain relevant situational information unique to disaster event.
 Coordinate with Regional Mitigation Division Directors or Regional point of contact (POC).
 Relevant situational information includes:
•
•
•
•
•
•
Federal Insurance and Mitigation Administration (FIMA) role
Multi-regional implications
National/state level sensitivities
Policy issues identified
Geographic organization of disaster operations
Health and safety issues
Relevant Operating Procedures
• Coordinating Information for Hazard Mitigation Use
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HM Field Operations Guide: Management
Ensure HM functional area leads provide assessment of state, local, and tribal
capabilities for accomplishment of HM and National Flood Insurance Program (NFIP)
goals during recovery.
 Use function-specific assessment tools in the HM Field Operations Guide.
Establish and maintain working relationships with key leadership and staff.
 Regional Mitigation Division Directors or Regional POC
 Regional Mitigation Division staff:
•
•
•
•
•
•
Coordinate staffing and operational support.
Gather disaster history for declared state, including problem areas or past relationships in
declared area.
Get regional policies and procedures for HM programs.
Obtain current FEMA Regional priorities for the disaster, and State, Local, and Tribal Mitigation
Plan priorities.
Identify local and national political interests.
Get status on pending grants, plans, and repetitive loss structures for state and communities in
disaster area.
 FIMA Insurance and Mitigation Readiness Division - Division Director
•
Coordinate staffing and operational support.
 FIMA program managers, as needed
•
•
Coordinate on technical issues and contracts.
Provide briefings, as requested.
Relevant Operating Procedures
• Assessing and Fulfilling Hazard Mitigation Staffing Needs
• Coordinating MAT Deployment
Collaborate with the state to ensure the development the Hazard Mitigation Strategy for
the disaster.
 Facilitate mitigation goal setting that addresses the reduction of repetitive risk situations as well as the
immediate disaster events.
 Guide HM Program Group Supervisors to develop objectives to achieve innovative or large scale
mitigation goals.
•
•
Provide copy of Hazard Mitigation Strategy for the disaster to FIMA office. Include incident
number, state, incident type, and JFO.
Email Hazard Mitigation Strategy to [email protected]
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
Version 4.0, July 2016
21
HM Field Operations Guide: Management
Establish and maintain strategic partnerships to achieve Hazard Mitigation Strategy
objectives.
 Coordinate mitigation goals and strategies with OPS Branch Directors and with OPS Chief.
 Ensure the flow of information regarding Mitigation programs relevant to partners” program areas
(e.g., Mitigation Plan status affecting eligibility, Mitigation outreach initiatives).
 Establish HM liaisons within the JFO, such as:
•
•
•
•
External Affairs
IA
PA
Small Business Administration
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief
• Establishing Hazard Mitigation Reporting Requirements
Coordinate with federal agencies to facilitate unity of effort.
 Interact with Emergency Support Function (ESF) leads regarding:
• Hazard Mitigation Technical Assistance Program (HMTAP), Production and Technical Services
•
•
•
•
•
•
(PTS), and Technical Assistance Contract (TAC) contracts
Mission Assignments and Interagency Agreements
HM Branch participation in long-term community recovery (National Disaster Recovery
Framework (NDRF): http://www.fema.gov/national-disaster-recovery-framework)
Mitigation messaging (ESF #15)
Incident Command System Form 215 (Operational Planning Worksheet) for the Operation’s
tactics meeting
Items for inclusion in Incident Action Plan/Incident Strategic Plan, as appropriate
Recommended changes, deactivation, or stand-down to OPS Chief after coordination
 Coordinate with OFAs operating under their own authority regarding:
• Communications
• Duplication of effort
• Mitigation partnership opportunities and expertise
• Potential conflicts
Relevant Operating Procedures
• Establishing Hazard Mitigation Reporting Requirements
• Coordinating with ESFs
Coordinate with state, tribal, and local officials to ensure unity of effort.
 Implement the Hazard Mitigation Strategy.
 Identify and communicate FEMA support needs, such as:
• Specialized resource needs
• FEMA program delivery needs
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HM Field Operations Guide: Management
 Plan and execute the timely resolution of problems in keeping with state needs and federal
requirements.
 Encourage state’s participation in development of HM Incident Action Plan/Incident Strategic Plan as
appropriate:
•
•
•
Unified approach
Fosters teamwork
Problem solving
 Ensure a productive, positive relationship between HM Program Group Supervisors and state and
local officials.
•
•
Determine whether HM Program Group Supervisors are receiving necessary support and
information needed from officials to fulfill mission.
Monitor whether disagreements, problems, and misunderstandings are being promptly identified
and resolved.
 Ensure coordination to assess and meet needs for support to communities with large scale
substantial damage estimation requirements. Coordinate with:
•
•
•
•
HM Program Group Supervisor (Floodplain Management and Insurance)
NFIP Coordinator
FEMA Regional Mitigation Division POC
FEMA FIMA
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Establishing Hazard Mitigation Reporting Requirements
• Working with Tribes
Represent HM programs as primary HM spokesperson in the declared area.
 Provide guidance and explanation on all mitigation programs and initiatives to the Federal
Coordinating Officer (FCO) and other JFO senior staff.
 Represent the FCO as requested in public forums on complex initiatives and controversial program
issues.
 Represent the FCO, as requested, to explain complex initiatives and controversial program issues to
state, local, and federal elected officials.
 Assist External Affairs in ensuring that complex or controversial mitigation issues and initiatives are
accurately represented in all media outlets.
 Respond to mitigation inquiries from Congress, the media, the state, and other external sources.
 Seek opportunities to promote mitigation programs and projects in public forums and with the private
sector.
Relevant Operating Procedures
• Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief
• Planning a Hazard Mitigation Public Meeting
Version 4.0, July 2016
23
HM Field Operations Guide: Management
Manage HM organization to ensure effective implementation of HM disaster program
requirements.
 Ensure vertical and horizontal integration of the goals of the Hazard Mitigation Strategy into functional
objectives and mutually supportive tactics.
 Assess capability of HM staff in view of required tasks and be prepared to augment any deficiencies
as necessary.
 Develop and manage the HM budget and staffing level.
 Ensure Branch reporting of HM accomplishments relative to JFO metrics.
 Establish a base for sustainable community recovery.
•
•
•
Identify the processes and projects that contribute to environmental, social, and economic
sustainability.
Initiate, design, and implement strategies that empower state, tribal, and local stakeholders to
implement activities and projects that support community resiliency.
Identify and leverage strategic partnerships at the federal, state, tribal, and local level that will
enhance communication and collaboration among diverse stakeholder and interest groups,
advancing goals and objectives identified through the State Hazard Mitigation Strategy.
 Ensure that Geographic Information System (GIS) products and data are utilized in Branch decisionmaking and communications.
 Oversee HM contracts:
•
•
•
•
•
•
Direct contracts
HMTAP
Interagency Agreements
Mission Assignments
PTS
TAC
 Monitor interactions to ensure effective coordination on NFIP requirements and initiatives.
 Establish an academic research clearinghouse as necessary.
 As needed, establish guidance, and develop procedures to facilitate delivery of HM and NFIP
programs; for example, how to explain the effect of a new regulation or policy on delivery of disaster
programs.
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Assessing and Fulfilling Hazard Mitigation Staffing Needs
• Establishing Hazard Mitigation Reporting Requirements
• Coordinating MAT Deployment
• Establishing a Research Academic Clearinghouse
• Facilitating Transition to the Regional Office
24
Version 4.0, July 2016
HM Field Operations Guide: Management
Establish HM organizational structure and develop staffing to achieve operational
objectives and to implement the Hazard Mitigation Strategy.
 Organize HM structure based on:
• Coordination needs at the state, tribal, and local level
• ESFs activated
• Extent of HM involvement as indicated by Hazard Mitigation Strategy
• Number and type of jurisdictions
• Span of control
• Type, size and complexity of incident
 Determine whether HM operational facilities are adequate to meet incident needs.
 Identify resources required to staff organization.
 Track equipment resources assigned to HM, such as:
• Assignment
• Kind and type
• Location
• Resource identifier
• Supervisor name and contact information
 Ensure development of HM organization and staffing charts.
 Discuss findings and recommendations as necessary, such as:
• Changes in tactics
• Facilities
• Issues and concerns
• Organizational structure
• Shortages or surpluses of resources
 Place orders for additional personnel, supplies, services, and equipment.
 Notify affected HM staff of any changes.
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Assessing and Fulfilling Hazard Mitigation Staffing Needs
• Coordinating MAT Deployment
• Establishing Hazard Mitigation Reporting Requirements
• Facilitating Transition to the Regional Office
Facilitate employee credentialing.
 Develop a process for coordinating the relationship between the Trainee and the Evaluator regarding
their Position Task Book qualification activities.
 Establish a mitigation training program to meet needs of the disaster and to enable HM staff to
achieve Qualification Sheet requirements.
Relevant Operating Procedures
• Assessing and Addressing Hazard Mitigation Training and Mentoring Needs
Version 4.0, July 2016
25
HM Field Operations Guide: Management
Ensure that HM activities are transitioned to appropriate locations (Region,
Headquarters, ESF #14 (Superseded by NDRF) operations)
 Products such as:
• Best Practices and Case Studies
• HM Community Education and Outreach products developed or purchased during the disaster
•
•
•
•
•
•
operation (e.g., posters, easels); retained for future use
Community Assistance Contacts/Community Assistance Visits reports
General technical assistance reports
Hazard Mitigation Strategy
Hazard Mitigation Transition/Final Report
Loss Avoidance Studies
PDA report
 Data collected during the disaster
 Necessary follow up
• In-progress Mitigation Plan reviews
• Hazard Mitigation Grant Program (HMGP) rollout
• NFIP issues
• Coordination with the Federal Disaster Recovery Coordinator, when activated
 Personnel performance appraisals
Transition ongoing activities to successors while JFO is operational.
 Prepare and submit to successor(s) a report documenting accomplishments and issues addressed,
resolved, or requiring further action.
Transition activities back to Regional Office.
 Identify opportunities for continued HM initiatives.
 In coordination with HM Program Group Supervisors, develop the Hazard Mitigation Transition/ Final
Report, including HM Branch accomplishments and issues addressed, resolved, or requiring further
action.
Relevant Operating Procedures
• Facilitating Transition to the Regional Office
Check out of field assignment.
 Verify that correct job title was recorded during assignment.
 Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record:
• Reservist Program Manager for Reservists
• Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program
•
Managers for IM COREs
Immediate supervisor for Full-Time Employees
 Verify training records reflect completed training.
 Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures.
26
Version 4.0, July 2016
HM Field Operations Guide: Management
3.4
HM Deputy Branch Director II (Deputy HBD2) Task List
Use this position-specific Task List in accordance with the following HMFOG Job Aids:
•
Hazard Mitigation Supervisors Common Task List
•
Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group
Establish and maintain strategic partnerships to achieve Hazard Mitigation Strategy
objectives.
 Coordinate mitigation goals and strategies with Operations Section (OPS) Branch Directors and with
OPS Chief.
 Ensure the flow of information regarding Mitigation programs relevant to partners” program areas
(e.g., Mitigation Plan status affecting eligibility, Mitigation outreach initiatives).
 Establish HM liaisons within the JFO, such as:
•
•
•
•
External Affairs
Individual Assistance
Public Assistance
Small Business Administration
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Establishing Hazard Mitigation Reporting Requirements
Coordinate with federal agencies to facilitate unity of effort.
 Interact with Emergency Support Function (ESF) leads regarding:
•
•
•
•
•
•
•
Hazard Mitigation Technical Assistance Program (HMTAP), Production and Technical Services
(PTS), and Technical Assistance Contract (TAC) contracts
Mission Assignments and Interagency Agreements
HM Branch participation in long-term community recovery (National Disaster Recovery
Framework (NDRF): http://www.fema.gov/national-disaster-recovery-framework)
Mitigation messaging (ESF #15)
Incident Command System Form 215 (Operational Planning Worksheet) for the Operation’s
tactics meeting
Items for inclusion in Incident Action Plan/Incident Strategic Plan, as appropriate
Recommended changes, deactivation, or stand-down to OPS Chief after coordination
 Coordinate with OFAs operating under their own authority regarding:
•
•
•
•
Communications
Duplication of effort
Mitigation partnership opportunities and expertise
Potential conflicts
Relevant Operating Procedures
• Establishing Hazard Mitigation Reporting Requirements
• Coordinating with ESFs
Version 4.0, July 2016
27
HM Field Operations Guide: Management
Manage HM organization to ensure effective implementation of HM disaster program
requirements.
 Ensure vertical and horizontal integration of the goals of the Hazard Mitigation Strategy into functional
objectives and mutually supportive tactics.
 Assess capability of HM staff in view of required tasks and be prepared to augment any deficiencies
as necessary.
 Develop and manage the HM budget and staffing level.
 Ensure Branch reporting of HM accomplishments relative to JFO metrics.
 Establish a base for sustainable community recovery.
• Identify the processes and projects that contribute to environmental, social, and economic
•
•
sustainability.
Initiate, design, and implement strategies that empower state, tribal, and local stakeholders to
implement activities and projects that support community resiliency.
Identify and leverage strategic partnerships at the federal, state, tribal, and local level that will
enhance communication and collaboration among diverse stakeholder and interest groups,
advancing goals and objectives identified through the State Hazard Mitigation Strategy.
 Ensure that Geographic Information System (GIS) products and data are utilized in Branch decisionmaking and communications.
 Oversee HM contracts:
• Direct contracts
• HMTAP
• Interagency Agreements
• Mission Assignments
• PTS
• TAC
 Monitor interactions to ensure effective coordination on NFIP requirements and initiatives.
 Establish an academic research clearinghouse as necessary.
 As needed, establish guidance, and develop procedures to facilitate delivery of HM and NFIP
programs, for example, how to explain the effect of a new regulation or policy on delivery of disaster
programs.
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Assessing and Fulfilling Hazard Mitigation Staffing Needs
• Coordinating MAT Deployment
• Establishing a Research Academic Clearinghouse
• Facilitating Transition to the Regional Office
Establish HM organizational structure and develop staffing to achieve operational
objectives and to implement the Hazard Mitigation Strategy.
 Organize HM structure based on:
• Coordination needs at the state, tribal, and local level
• ESFs activated
28
Version 4.0, July 2016
HM Field Operations Guide: Management
•
•
•
•
Extent of HM involvement as indicated by Hazard Mitigation Strategy
Number and type of jurisdictions
Span of control
Type, size and complexity of incident
 Determine whether HM operational facilities are adequate to meet incident needs.
 Identify resources required to staff organization.
 Track equipment resources assigned to HM, such as
• Assignment
• Kind and type
• Location
• Resource identifier
• Supervisor name and contact information
 Ensure development of HM organization and staffing charts.
 Discuss findings and recommendations as necessary, such as:
• Changes in tactics
• Facilities
• Issues and concerns
• Organizational structure
• Shortages or surpluses of resources
 Place orders for additional personnel, supplies, services, and equipment.
 Notify affected HM staff of any changes.
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Assessing and Fulfilling Hazard Mitigation Staffing Needs
• Coordinating MAT Deployment
• Establishing Hazard Mitigation Reporting Requirements
• Facilitating Transition to the Regional Office
Facilitate employee credentialing.
 Develop a process for coordinating the relationship between the Trainee and the Evaluator regarding
their Position Task Book qualification activities.
 Establish a mitigation training program to meet needs of the disaster and to enable HM staff to
achieve Qualification Sheet requirements.
Relevant Operating Procedures
• Assessing and Addressing Hazard Mitigation Training and Mentoring Needs
Ensure that HM activities are transitioned to appropriate locations (Region,
Headquarters, NDRF operations)
 Products such as:
• Best Practices and Case Studies
Version 4.0, July 2016
29
HM Field Operations Guide: Management
•
•
•
•
•
•
•
HM Community Education and Outreach products developed or purchased during the disaster
operation (e.g., posters, easels); retained for future use
Community Assistance Contacts/Community Assistance Visits reports
General technical assistance reports
Hazard Mitigation Strategy
Hazard Mitigation Transition/Final Report
Loss Avoidance Studies
PDA report
 Data collected during the disaster
 Necessary follow up
• In-progress Mitigation Plan reviews
• Hazard Mitigation Grant Program rollout
• NFIP issues
• Coordination with the Federal Disaster Recovery Coordinator, when activated
 Personnel performance appraisals
Transition ongoing activities to successors while JFO is operational.
 Prepare and submit to successor(s) a report documenting accomplishments and issues addressed,
resolved, or requiring further action.
Transition activities back to Regional Office.
 Identify opportunities for continued HM initiatives.
 In coordination with HM Program Group Supervisors, develop the Hazard Mitigation Transition/Final
Report, including HM Branch accomplishments and issues addressed, resolved, or requiring further
action.
Relevant Operating Procedures
• Facilitating Transition to the Regional Office
Check out of field assignment.
 Verify that correct job title was recorded during assignment.
 Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record:
•
•
•
Reservist Program Manager for Reservists
Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program
Managers for IM COREs
Immediate supervisor for Full-Time Employees
 Verify training records reflect completed training.
 Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures.
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3.5
HM Group Supervisor (HMGS) Task List
Use this position-specific Task List in accordance with the following HMFOG Job Aids:
•
Hazard Mitigation Supervisors Common Task List
•
Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group
Obtain initial briefings from the Operations Section (OPS) Chief and Regional Mitigation
Division program staff.
 Gather situational information relevant to HM:
•
•
•
•
•
•
•
•
•
•
•
•
Incident objectives
State Emergency Management guidance
Loss of utilities that affect ability to communicate with partners and resources
Critical infrastructure damage
Public Assistance (PA) categories of work declared
Debris removal issues
Political issues and sensitivities
Individual Assistance (IA) status and possible Disaster Recovery Centers (DRCs)
Information from other personnel responsible for the Branch or area of responsibility prior to
arrival, if applicable
FEMA/State Agreement, if approved
State profile
Preliminary Damage Assessment (PDA) results
 Establish parameters of working relationship (e.g., schedule call with FEMA regional staff, what level
of detail OPS Chief wants in briefings).
Relevant Operating Procedures
• Coordinating Information for Hazard Mitigation Use
• Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief
Obtain relevant situational information unique to disaster event.
 Coordinate with Regional Mitigation Division Directors or Regional point of contact (POC).
 Relevant situational information includes:
•
•
•
•
•
•
Federal Insurance and Mitigation Administration (FIMA) role
Multi-regional implications
National/State level sensitivities
Policy issues identified
Geographic organization of disaster operations
Health and safety issues
Relevant Operating Procedures
• Coordinating Information for Hazard Mitigation Use
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Ensure that HM functional area leads provide assessment of state, local, and tribal
capabilities for accomplishment of HM and National Flood Insurance Program (NFIP)
goals during recovery.
 Use function-specific assessment tools in the HM Field Operations Guide.
Establish and maintain working relationships with key leadership and staff.
 Regional Mitigation Division Directors or Regional POC
 Regional Mitigation Division staff:
• Coordinate staffing and operational support.
• Gather disaster history for declared state, including problem areas or past relationships in
•
•
•
•
declared area.
Obtain regional policies and procedures for HM programs.
Obtain current FEMA Regional priorities for the disaster, and State, Tribal, and Local Mitigation
Plan priorities.
Provide answers to HM program questions.
Get status on pending grants, plans, and repetitive loss structures for state and communities in
disaster area.
 FIMA Insurance and Mitigation Readiness Division - Division Director
• Coordinate staffing and organizational support, as needed.
Relevant Operating Procedures
• Assessing and Fulfilling Hazard Mitigation Staffing Needs
Facilitate the development, sign-off, and implementation of Hazard Mitigation Strategy.
 Collaborate with the state to ensure development of the Hazard Mitigation Strategy for the disaster.
 Coordinate with individuals and organizations, as directed by HM Branch Director, to convene
meetings and conversations to facilitate mitigation goal setting that addresses the reduction of
repetitive risk situations as well as the immediate disaster events.
 Guide HM Task Force Leaders to develop objectives to achieve innovative or large scale mitigation
goals.
 Refine stakeholder input to create the draft Hazard Mitigation Strategy document.
 Finalize Hazard Mitigation Strategy document, as directed by HM Branch Director, and facilitate signoff of Hazard Mitigation Strategy with Joint Field Office (JFO) and state leadership.
 Provide copy of Hazard Mitigation Strategy for the disaster to FIMA office. Include: incident number,
State, incident type, and JFO or virtual JFO. Email Hazard Mitigation Strategy to [email protected].




Develop a system to accomplish HM management priorities in the Hazard Mitigation Strategy.
Track accomplishment of functional objectives.
Monitor HM operations to identify shortfalls and anticipate needs.
Monitor JFO organizational priorities relevant to the Hazard Mitigation Strategy and translate for
action with HM Management section.
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
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Participate in development of Incident Action Plan/Incident Strategic Plan process to
establish work assignments and performance expectations in support of incident
objectives and direction of the HM Branch Director.
 Coordinate with HM Management Coordinator to prepare for the Operations Tactics Meeting.
•
•
•
•
•
Obtain direction from the HM Branch Director for the next operational period.
Use Incident Command System (ICS) Form 215 (Operational Planning Worksheet) to develop
tasks and identify resource assignments.
Ensure written task descriptions provide clear, concise direction, and performance expectations.
Identify reporting locations, reporting time, logistical needs, and any other special support needs.
Identify kind, type, and number of resources required using the resource identifier, if known or
carried over from a previous Incident Action Plan (IAP)/Incident Strategic Plan (ISP) assignment.
 Verify that needed resources identified on the ICS Form 215 for the staff at the Tactics Meeting have
been ordered.
Relevant Operating Procedures
• Establishing Hazard Mitigation Reporting Requirements
Develop tactics for HM staff to implement assigned operational objectives.
 Identify activities that directly support operational objectives.
 Prioritize staff activities based on operational objectives.
 Guide implementation of operational objectives.
Collaborate with the HM Management Coordinator to assess operations and recommend
adjustments.
 Perform trend analysis on information from IAP/ISP and tactical meetings.
 Get feedback from HM Branch Director and HM Program Group Supervisors.
 Get feedback from state partners.
 Develop recommendations for adaptations to Hazard Mitigation Strategy objectives and tactics.
 Compare HM work against Hazard Mitigation Strategy.
 Collaborate with the HM Management Coordinator to coordinate and facilitate HM external assets
deployed to augment HM field operations.
• Hazard Mitigation Technical Assistance Program (HMTAP)
• Interagency agreements
• Mission Assignments
• Mitigation Assessment Team (MAT)
• Production and Technical Services (PTS)
• Private contracts
• Technical Assistance Contract (TAC)
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
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Establish and maintain partnerships to achieve Hazard Mitigation Strategy objectives.
 Coordinate mitigation goals and strategies with FEMA program areas in the JFO and other Federal
agencies.
 Ensure the flow of information regarding Mitigation programs relevant to partners’ program areas. For
example:
• Mitigation Plan status affecting eligibility
• Mitigation outreach initiatives
 Establish HM liaisons within the JFO, such as:
• External Affairs
• IA
• PA
• Small Business Administration
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Coordinating with ESFs
Coordinate with state, tribal, and local officials to ensure unity of effort.
 Ensure officials receive the necessary information and support.
 Identify and promptly resolve disagreements, issues, and misunderstandings.
 Share critical information, tactics, and contingency plans.
 Be proactive in anticipating coordination issues early and take actions to mitigate or resolve.
 Collaborate with the state in encouraging and supporting local hazard mitigation planning grant
opportunities, Section 406 mitigation, and floodplain management.
 Foster team work and emphasize a unified approach.
Relevant Operating Procedures
• Working with Tribes
Represent HM programs as primary HM spokesperson in declared area.
 Provide guidance and explanation on all mitigation programs to the Federal Coordinating Officer
(FCO) and other JFO management staff.
 Represent the FCO as requested in public forums on all mitigation programs.
 Represent the FCO as requested to explain mitigation programs or issues to local, state, and federal
elected officials.
 Assist External Affairs in ensuring that the mitigation message is accurately represented in all media
outlets.
Relevant Operating Procedures
• Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief
• Planning a Hazard Mitigation Public Meeting
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Manage HM staff to ensure effective implementation of HM disaster program
requirements.
 Ensure vertical and horizontal integration of the goals of the Hazard Mitigation Strategy into functional
objectives and mutually supportive tactics.
 Assess capability of HM staff in view of required tasks and be prepared to augment any deficiencies
as necessary.
 Manage the HM organization budget.
 Ensure reporting of HM accomplishments relative to JFO metrics.
 Establish a base for sustainable community recovery.
•
•
•
Identify the processes and projects that contribute to environmental, social, and economic
sustainability.
Initiate, design, and implement strategies that empower state and local stakeholders to implement
activities and projects that support community resiliency.
Identify and leverage strategic partnerships at the federal, state, and local level that will enhance
communication and collaboration among diverse stakeholder and interest groups, advancing
goals and objectives identified through the State Hazard Mitigation Strategy.
 Coordinate the collection of mitigation-specific data to support HM operations. (Coordination: HM
Management Coordinator)
 Ensure development and implementation of a data management plan: (Coordination: HM Data
Integration Specialist)
•
•
•
Who is responsible
Where/how is data collected
Where/how are data, technical reports, plans, and projects saved and shared
 Oversee HM contracts: (Coordination: HM Management Coordinator)
•
•
•
•
•
•
Direct contracts
HMTAP
Interagency Agreements
Mission Assignments
PTS
TAC
 Maintain record of commitments that have been made:
•
•
•
•
Contract information
Disaster-specific policies
Federal-state expectations and responsibilities
State priorities
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Coordinating Information for Hazard Mitigation Use
• Coordinating MAT Deployment
• Establishing Hazard Mitigation Reporting Requirements
• Establishing a Research Academic Clearinghouse
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Ensure the HM organizational structure and staffing are adequate to achieve operational
objectives and to implement the Hazard Mitigation Strategy.
 Coordinate with OPS Chief, HM Task Force Leaders, and HM Crew Leaders.
 Organize HM staff based on functional requirements as determined by the Hazard Mitigation Strategy
and OPS Chief direction such as:
• ESFs assigned
• Internal JFO coordination needs
• Coordination needs at the state and local level
• Span of control, unity of command
 Coordinate with Mitigation Staffing Center when activated to identify staffing from outside the region.
 Determine if HM operational facilities are adequate to meet incident needs:
• JFO
• DRCs
• Community education and outreach venue
 Track equipment resources assigned to HM, such as:
• Assignment
• Kind and type
• Location
• Resource identifier, if assigned (e.g., Task Force #1)
• Supervisor name and contact information
 Assess assigned human resources.
• Ensure qualifications.
• Establish and maintain personnel accountability.
• Ensure that HM staff resources have the proper type(s) of tools and equipment in good working
•
condition.
Establish common communications capability.
 Develop HM organization and staffing charts.
 Discuss findings and recommendations with the OPS Chief as necessary, such as:
• Changes in tactics
• Facilities
• Issues and concerns
• Organizational structure
• Shortages or surpluses of resources
 Request additional personnel, supplies, services, and equipment needed within the established
ordering processes per JFO protocol.
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Assessing and Fulfilling Hazard Mitigation Staffing Needs
• Establishing Hazard Mitigation Reporting Requirements
• Coordinating MAT Deployment
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Manage HM administrative support staff operational activities in support of Hazard
Mitigation Strategy.
 Coordinate administrative support for HM Management and HM functions.
•
•
•
Supervise HM Training and Administrative Specialist(s).
Evaluate size and staffing of operation and assign HM Training and Administrative Specialist(s),
as necessary.
Approve administrative procedures for HM.
 Oversee data integration for HM.
•
•
Supervise HM Data Integration Specialist(s).
Ensure data integration requirements are met:
• HM data management, integration, and storage
• Technical resource for HM databases and data sets
• System analysis and adjustments to assure effective information sharing
 Ensure coordination between HM and activated ESFs: #3, #4, and #15.
•
•
•
•
Identify common interests between mitigation programs and ESF activities.
Leverage ESF activities and resources in support of mitigation programs.
Provide mitigation technical assistance and resources in support of ESF activities.
Coordinate messaging through workshops, publications, and press releases.
 Oversee HM PDA effort.
•
•
•
•
Supervise HM staff performing HM PDA function.
Ensure HM representation on PDA teams.
Review PDA results and disseminate to HM Task Force Leaders and HM Program Group
Supervisors, as appropriate.
Refer to the Hazard Mitigation Preliminary Damage Assessment (HM PDA) and Community
Capabilities Assessment Standard Operating Procedure (SOP).
 Manage HM training and mentoring program.
•
•
Supervise HM Training and Administrative Specialist(s).
Coordinate and approve:
• Training needs assessment
• Training plan
• Training plan implementation
• Evaluation
 Serve as principle liaison between HM Branch and the Mitigation Advisor to the Federal Disaster
Recovery Coordinator (FDRC), when activated.
•
Assure HM Branch resources adequate to support mitigation technical assistance for long-term
community development activities.
 Collaborate with the Mitigation Advisor to the FDRC (when activated) on integration of Hazard
Mitigation Strategy with long-term community recovery/RSF goals to ensure coordination and
support.
Relevant Operating Procedures
• Assessing and Addressing Hazard Mitigation Training and Mentoring Needs
• Assessing and Fulfilling Hazard Mitigation Staffing Needs
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•
•
•
•
Coordinating Information for Hazard Mitigation Use
Coordinating with ESFs
Establishing a Research Academic Clearinghouse
HM PDA and Community Capabilities Assessment SOP (obtain from the HM Disaster Workforce
Website via the FEMA Intranet at https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx )
Facilitate employee credentialing.
 Coordinate the relationship between the Trainee and the Evaluator regarding their Position Task
Book qualification activities.
 Conduct training needs assessment and coordinate mitigation training programs with JFO Training
Unit to enable HM staff to achieve Qualification Sheet requirements.
Transition ongoing activities to successor while JFO is operational.
 Prepare and submit to successor(s) a report documenting accomplishments and issues addressed,
resolved, or requiring further action.
Transition activities back to Regional Office.
 Identify opportunities for continued HM initiatives.
 In coordination with HM Task Force Leaders, develop the Hazard Mitigation Transition/Final Report,
including HM accomplishments and issues addressed, resolved, or requiring further action.
Relevant Operating Procedures
• Facilitating Transition to the Regional Office
Check out of field assignment.
 Verify that correct job title was recorded during assignment.
 Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record:
•
•
•
Reservist Program Manager for Reservists
Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program
Managers for IM COREs
Immediate supervisor for Full-Time Employees
 Verify training records reflect completed training.
 Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures.
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3.6
HM Management Coordinator (HMMC) Task List
Use this position-specific Task List in accordance with the HMFOG Job Aid, Protocol for
Communicating/Coordinating Outside of Hazard Mitigation Branch or Group.
Support management of HM activities.
 Implement the Hazard Mitigation Strategy in daily activities.
 Monitor, analyze, and report the status of the operational objectives.
 Recommend alternative actions to meet objectives when necessary.
 Represent HM in operational meetings and extract information that impacts HM operations.
 Interface with the Planning Section to ensure operational linkage with the Hazard Mitigation Strategy.
•
•
Produce reports and written documents.
Report special events (incidents, accidents, political contacts, property loss or damage, etc.).
 Develop, implement, and manage special projects.
Relevant Operating Procedures
• Establishing Hazard Mitigation Reporting Requirements
• Tracking Hazard Mitigation Tasks Using a Task Log
Analyze program information, trend analysis, and intelligence gathered from
stakeholders to develop a common operational picture for HM.
 Obtain HM information, such as:
• Field reports
• HM program area reports
• FEMA policy and position papers
 Obtain information from Joint Field Operations (JFO) sources:
• Incident Action Plan (IAP)/Incident Strategic Plan (ISP), as appropriate
• Disaster Situation Reports
• Emergency Support Function (ESF) information that could impact HM
• External Affairs reports
 Analyze and synthesize information to develop an action plan.
 Review incident data to identify targeted areas for mitigation opportunities.
 Develop position papers for FEMA Regions and Headquarters requiring policy determination, as
needed.
 If no HM Data Integration Specialist deployed, establish a HM data collection plan and distribute data
as required.
Relevant Operating Procedures
• Coordinating Information for Hazard Mitigation Use
• Establishing Hazard Mitigation Reporting Requirements
• Tracking Hazard Mitigation Tasks Using a Task Log
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Coordinate Incident Action Plan/Incident Strategic Plan integration within HM.
 Conduct briefing for HM staff on reporting requirements and necessary staff input.
 Compile and submit HM information for IAP/ISP, as appropriate.
 Request additional resources or release surplus resources.
 Use appropriate forms to request services and supplies.
 Notify HM Branch Director and Resource Unit Leader of all resource status changes.
 Confirm accuracy of Planning Section reports relative to HM.
Relevant Operating Procedures
• Developing and Conducting a Hazard Mitigation Staff Orientation Briefing
• Coordinating Information for Hazard Mitigation Use
• Establishing Hazard Mitigation Reporting Requirements
Participate in the Incident Action Plan/Incident Strategic Plan process to facilitate
development of work assignments and performance expectations in support of incident
objectives and HM Branch Director and HM Program Group Supervisors.
 Prepare for the Operations Tactics meeting.
• Obtain direction from the HM Branch Director for the next operational period.
• Use Incident Command System (ICS) Form 215 (Operational Planning Worksheet) to develop
•
•
•
tasks and identify resource assignments.
Ensure written task descriptions provide clear, concise direction, and performance expectations
are strategic, measurable, achievable, reportable, and timely (“SMART”).
Identify reporting locations, reporting time, logistical needs, and any other special support needs.
Identify kind, type, and number of resources required using the resource identifier, if known or
carried over from a previous IAP/ISP assignment.
 Verify that needed resources identified on the ICS Form 215 for HM staff at the Tactics Meeting have
been ordered.
Communicate HM information to internal and external partners.
 Develop communications strategy for HM Management.
 Translate highly technical information for understanding and use by non-technical audiences.
 Serve as HM liaison with External Affairs.
• Manage and coordinate all HM participation in External Affairs/Speakers Bureau.
• Provide input into complex and controversial mitigation-related inquiries.
 Inform HM Management of mitigation-sensitive ESF activities, concerns, and issues.
 Share information on ESF activities across HM for integration into HM products:
• Mitigation Plans and long-term community recovery
• HM Community Education and Outreach initiatives
• Section 406 mitigation opportunities
• Hazard Mitigation Grant Program/Section 404 mitigation opportunities
 Provide information to ESFs on mitigation measures that support or impact ESF activities.
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Relevant Operating Procedures
• Coordinating with the External Affairs Speakers Bureau
• Planning a Hazard Mitigation Public Meeting
• Coordinating Information for Hazard Mitigation Use
• Coordinating with ESFs
Coordinate mitigation programs with ESFs.
 Identify common interests between HM programs and ESF activities.
 Leverage ESF activities and resources in support of mitigation programs.
 Identify ESFs’ needs for technical assistance available from mitigation:
• Risk assessment
 Coordinate with HM staff to provide mitigation technical assistance and resources in support of ESF
activities.
 Assist ESFs in promoting mitigation (e.g., workshops, publications, press releases).
Relevant Operating Procedures
• Coordinating Information for Hazard Mitigation Use
• Coordinating with ESFs
Advise and provide guidance on HM operations to specific ESF.
 Maintain awareness of procedures, policies and initiatives of assigned ESF.
• ESF #3, Public Works and Engineering
• ESF #6, Mass Care, Emergency Assistance, Temporary Housing, and Human Services
• ESF #15, External Affairs
 Provide targeted HM information as requested.
 Identify opportunities for HM to assist and collaborate with ESF.
Relevant Operating Procedures
• Coordinating with ESFs
Identify and monitor all logistics support for HM.
 Serve as liaison with Logistics Section.
 Implement a tracking system for all requests, property, etc.
 Secure adequate space and equipment to meet staffing and program needs.
 Develop and adjust plans and schedules to meet HM program requirements.
Relevant Operating Procedures
• Coordinating Information for Hazard Mitigation Use
• Establishing Hazard Mitigation Reporting Requirements
• Tracking Hazard Mitigation Tasks Using a Task Log
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HM Field Operations Guide: Management
Manage contracts, interagency agreements, and mission assignments.
 Support outsourcing based on assessment of available internal assets and available outside
resources.
 Develop scopes of work.
 Coordinate funding and scoping.
 Expedite task order and/or contract processing when needed.
Transition ongoing HM Management Coordinator activities to successors while JFO is
operational.
 Prepare and submit to immediate supervisor a report documenting accomplishments and issues
addressed, resolved, or requiring further action.
Transition HM Management Coordinator activities back to Regional Office.
 Identify opportunities for continued HM initiatives.
 If no HM Data Integration Specialist, ensure data is transitioned to region prior to closure.
Relevant Operating Procedures
• Facilitating Transition to the Regional Office
Check out of field assignment.
 Verify that correct job title was recorded during assignment.
 Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record:
•
•
•
Reservist Program Manager for Reservists
Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program
Managers for IM COREs
Immediate supervisor for Full-Time Employees
 Verify training records reflect completed training.
 Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures.
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3.7
HM Training and Administrative Specialist (TASP) Task List
Use this position-specific Task List in accordance with the HMFOG Job Aid, Protocol for
Communicating/Coordinating Outside of Hazard Mitigation Branch or Group.
Develop and implement HM training and mentoring plan.
 Conduct HM training and mentoring program needs assessment based on operational requirements
and staff qualifying plans.
 Assess need for external training of Joint Field Office (JFO) partners.
 Determine available training assets.
 Write training and mentoring program plan and submit to immediate supervisor for approval.
 Coordinate with HM Management to develop schedule for approved training plan.
Relevant Operating Procedures
• Assessing and Addressing Hazard Mitigation Training and Mentoring Needs
Coordinate HM training.
 Coordinate with JFO Logistics and Information Technology (IT) for space, room set-up, and computer
or network needs.
 Obtain resources through JFO Training Unit or separately if not supported by the Training Unit.
 Identify and obtain instructional materials for classroom training as specified in the course instructor
guide or plan of instruction:
• Publications
• Student manuals
• Technology requirements
• Visual aids
 As needed, obtain outside resources:
• Contract mechanisms
• Emergency Management Institute (EMI)
• Federal Insurance and Mitigation Administration (FIMA); coordinate with HM Management
•
Coordinator
Local universities and colleges
 Identify and gain commitment from qualified instructors.
 Meet with instructors prior to training to prepare them for conducting classes.
 Arrange for or confirm classroom requirements as identified in course instructor guide.
 For Independent Study courses, arrange for computer lab access and facilitator if needed.
(Coordination: JFO Training Unit)
 Oversee administration of course exams. (Coordination: Reservist Program Manager/Mitigation
Cadre Coordinator, JFO Training Unit)
 Conduct course evaluation.
 Analyze evaluation data and recommend/make changes as appropriate.
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Relevant Operating Procedures
• Assessing and Addressing Hazard Mitigation Training and Mentoring Needs
• Developing and Conducting a Hazard Mitigation Staff Orientation Briefing
Coordinate HM mentoring program.
 Follow the HM Field Operations Mentoring Guide to coordinate with and support HM managers in
identifying HM staff who are qualified and available to serve as mentors.
 Train mentors on role, tasks, and available job aids.
 Match mentors and mentees; notify mentors’ supervisors of length and scope of mentoring
responsibility.
 Develop and implement mentoring schedule.
 Serve as a resource on roles of mentors and mentees.
 Collect, compile, and report mentoring feedback and records.
Relevant Operating Procedures
• Assessing and Addressing Hazard Mitigation Training and Mentoring Needs
• HM Field Operations Mentoring Guide and Job Aids (obtain from HM Disaster Workforce Website
via the FEMA Intranet at https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx)
Manage HM training and mentoring records.
 Compile training completion records and forward to Training Unit for input into Deployment Tracking
System.
 Upon successful completion of courses required for credentialing, distribute EMI Form 119-25-1,
collect completed forms, and forward to EMI or as directed.
 Forward feedback on HM Field Operations curriculum to National Mitigation Cadre
Coordinator/Reservist Program Manager.
 Enter training data into Training Information Access System and/or FEMA Knowledge Center, as
directed.
 Copy regional cadre managers and Mitigation Reservist Program Manager on training and mentoring
records.
 Report training and mentoring accomplished and/or issues to mentee immediate supervisor.
Relevant Operating Procedures
• Assessing and Addressing Hazard Mitigation Training and Mentoring Needs
Establish administrative procedures for HM.
 Establish routine office procedures and policies.
 Develop and maintain official files and records.
 Recommend modification to procedures as needed.
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Provide administrative services.
















Compile, maintain, and distribute:
Official point of contact lists
Employee after-hour contact lists
HM organization calendars
HM organization and/or staffing charts
Format and finalize outgoing official correspondence and reports.
Respond to inquiries from internal and external partners in a timely manner with accurate information.
Prepare and distribute meeting notes.
Coordinate and schedule HM meeting locations.
Provide logistics support.
Alert management to office issues.
Process deployment actions.
Coordinate check-in/check-out procedures.
Process and review timesheets for accuracy.
Track travel actions as needed.
Preserve confidential information.
Relevant Operating Procedures
• Assessing and Fulfilling Hazard Mitigation Staffing Needs
• Deploying EHP Cadre Members
• Developing and Conducting a Hazard Mitigation Staff Orientation Briefing
• Tracking Hazard Mitigation Tasks Using a Task Log
Provide administrative support as needed to one or more specific HM functions.




Collect and maintain program-specific data for reports.
Prepare, organize, and manage project files.
Enter HM program data into FEMA systems.
Support administrative workload for meetings and briefings.
Transition ongoing HM Training and Administrative activities to successor while JFO is
operational.
 Prepare and submit to immediate supervisor a report documenting accomplishments and issues
addressed, resolved, or requiring further action.
Transition HM Training and Administrative activities back to Regional Office.
 Identify opportunities for continued HM initiatives.
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Check out of field assignment.
 Verify that correct job title was recorded during assignment.
 Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record:
• Reservist Program Manager for Reservists
• IM CORE Program Managers for IM COREs
• Immediate supervisor for Full-Time Employees
 Verify training records reflect completed training.
 Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures.
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3.8
HM Data Integration Specialist (DISP) Task List
Use this position-specific Task List in accordance with the HMFOG Job Aid, Protocol for
Communicating/Coordinating Outside of Hazard Mitigation Branch or Group.
Coordinate HM data collecting and sharing.
 Facilitate information access and sharing.
 Identify overlapping areas of interest between various stakeholders and facilitate collaborative use of
data.
 Regularly capture internal Joint Field Office (JFO) data and products and share with appropriate
entities.
 Identify mitigation program datasets for sharing outside of FEMA.
 Facilitate transfer of mitigation data outside of FEMA in adherence to Privacy Act requirements.
 Coordinate/initiate data acquisition from a variety of internal/external sources including:
• JFO Planning Geospatial Information Unit (GIU)
• Contracts Mission assignments
• Interagency agreements
• Regional Offices
• State Hazard Mitigation Officer
• State National Flood Insurance Program (NFIP) and Risk Mapping, Assessment and Planning
•
(Risk MAP) lead
State Geographic Information System (GIS) Coordinator/Lead
Relevant Operating Procedures
• Coordinating Information for Hazard Mitigation Use
• Establishing a Research Academic Clearinghouse
Manage HM data and storage.
 Identify and order equipment needed (including, but not limited to, plotters, ink, printheads, paper,
GIS laptop, iPad for field use, etc.).
 Establish and maintain cataloging system for data for analysis, storage, and retrieval, including postdisaster perishable data.
 Develop and maintain geospatial databases.
 Develop inventory tracking system of mitigation projects and geospatial products.
 Create and maintain metadata describing mitigation data and methodology used to create products in
the JFO.
 Monitor and participate in coordination meetings with JFO, Regional GIU, Regional Response
Coordination Center, and National Response Coordination Center staff on other geospatial and data
collection activities and available systems.
 Verify that all data collected is properly catalogued and protected.
 Analyze available data in this event to propose systematic solutions, strategies, priorities, and/or
changes to existing protocols.
 Coordinate with JFO Planning GIU on data storage, metadata, and data transfer at JFO closing.
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Communicate HM data integration information.
 Work hand-in-hand with all components of HM to keep informed of issues that could be alleviated in
full or in part by spatial means.
 Be knowledgeable of the FEMA GeoPlatform, and be able to train other HM staff on how to use it and
leverage its capabilities when feasible.
 Develop standard map templates when producing paper maps with all basic cartographic
components.
 Communicate the value of post-event data for research analysis and comparison to internal and
external stakeholders.
 Share program information and issues within HM to support the Hazard Mitigation Strategy.
 Explain uses and access requirements for databases and datasets relevant to the disaster, or refer to
specific program contact (e.g., National Emergency Management Information System, disaster
clearinghouses, Hazus), as requested.
 Share data and products with Federal Insurance and Mitigation Administration (FIMA) Insurance and
Mitigation Readiness Division for possible posting on HM Disaster Workforce Website.
 Share data and products with FEMA Regional point of contact (POC).
Coordinate Clearinghouse activities.
 Prior to proposing establishment of a technical clearinghouse, conduct a needs assessment.
 Review and incorporate existing state or academic institution technical clearinghouse plans.
 If needs assessment indicates that a new technical clearinghouse should be established, create
short-term and long-term plans (e.g., funding, staffing).
 Identify requirements, challenges, and implementation.
 Follow regional practices for transition of data to FEMA Region.
Relevant Operating Procedures
• Establishing a Research Academic Clearinghouse
Transition ongoing activities to successor while JFO is operational.
 Coordinate transition of disaster data with the regional Geographic Information Office (GIO).
 Prepare and submit to immediate supervisor a report documenting accomplishments and issues
addressed, resolved, or requiring further action.
Transition data to Regional POC prior to JFO closure.
 Develop summary status report and index.
 Include all important data/services and maps (both paper and digital) produced.
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Check out of field assignment.
 Verify that correct job title was recorded during assignment.
 Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record:
•
•
•
Reservist Program Manager for Reservists
Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program
Managers for IM COREs
Immediate supervisor for Full-Time Employees
 Verify training records reflect completed training.
 Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures.
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3.9
HM Preliminary Damage Assessment (PDA) Specialty Task List
Use this position-specific Task List in accordance with the HMFOG Job Aid, Protocol for
Communicating/Coordinating Outside of Hazard Mitigation Branch or Group.
Supervisor: Coordinate HM participation in the PDA.
 Determine size and scope of HM PDA participation:
•
•
•
•
Number and location of PDA sites
Number of crews
Assign personnel to crews
Identity reporting requirements
 Prepare assigned HM staff for PDA assignment.
•
•
•
Identify any areas of interest or concern to HM.
Explain reporting requirements.
Provide logistics support.
 Refer to the Hazard Mitigation Preliminary Damage Assessment (HM PDA) and Community
Capabilities Assessment Standard Operating Procedure (SOP)
Relevant Operating Procedures
• Establishing Hazard Mitigation Reporting Requirements
• HM PDA and Community Capabilities Assessment SOP (obtain from the HM Disaster Workforce
Website (HMDWW) via the FEMA Intranet at https://intranet.fema.net/org/fima/Pages/rdshmdww.aspx)
Supervisor: Develop tactics to implement assigned HM functional objectives.
 Identify activities that directly support functional objectives.
 Prioritize activities based on functional objectives.
 Guide implementation of the tactics.
Supervisor: Develop Regional Analysis and Detailed Mitigation Assessment.
 Aggregate findings from HM PDAs.
 Verify and validate findings when necessary.
 Prepare information for Regional Analysis and Detailed Mitigation Assessment.
Supervisor: Compile and analyze HM PDA data to identify potential mitigation projects
and provide to counterparts.
 Identify potential sites for HM data gathering and study, such as:
•
•
50
Perishable data sites
Loss avoidance analysis and study sites
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•
•
•
Mitigation project failure sites (from previous studies)
Areas and estimated numbers of potential substantially damaged structures
Sites that can validate State, Tribal, and Local Mitigation Plans
 Once sites are approved, gather HM data following established protocols.
 Identify potential mitigation projects, such as:
•
•
•
•
•
•
Section 406 mitigation opportunities
Hazard Mitigation Grant Program (HMGP) and other Hazard Mitigation Assistance (HMA) grant
opportunities
Combined HMGP/Section 406 mitigation project opportunities
Damaged areas that may trigger pre-identified priorities or projects in State, Tribal, and Local
Mitigation Plans
Mitigation strategies to be included in long-term community recovery
Long-term community recovery candidates
 Identify leads for mitigation Best Practices, Case Studies, and success stories.
 Advise Individual Assistance, Public Assistance, State Hazard Mitigation Officer, and National Flood
Insurance Program Coordinator on areas where the determination of the structural soundness,
access, and environmental hazard concerns of housing resources will take longer to determine, for
purposes of informing their housing strategy.
 Identify potential environmental and cultural impacts, or potential projects within historic districts or
cultural resource areas for later compliance with 36 Code of Federal Regulations (CFR) Part 800 and
44 CFR Part 10. (https://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR)
Gather, analyze, and document HM PDA information.
 Refer to the Hazard Mitigation Preliminary Damage Assessment (HM PDA) and Community
Capabilities Assessment Standard Operating Procedure (SOP).
 Review and evaluate relevant community profiles, projects, and plans.
 Assist in gathering information used to identify extent of damage.
 Gather information for use in developing the Regional Analysis and the Detailed Mitigation
Assessment, including validating any losses avoided.
 Identify potential sites for HM data gathering and study, such as:
•
•
•
•
•
Perishable data sites
Loss avoidance analysis and study sites
Mitigation project failure sites (from previous studies)
Areas and estimated numbers of potential substantially damaged structures
Sites that can validate State, Tribal, and Local Mitigation Plans
 Identify and prioritize appropriate sites for field assessment.
 Identify potential mitigation projects, such as:
•
•
•
•
Section 406 mitigation opportunities
Combined HMGP/Section 406 mitigation project opportunities
HMGP and other HMA grant opportunities
Damaged areas that may trigger pre-identified projects in State, Tribal, and Local Mitigation Plans
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•
•
Mitigation strategies to be included in long-term community recovery
Potential communities for long-term community recovery
 Identify leads with contact information for mitigation Best Practices, Case Studies, and success
stories.
 Debrief supervisor about findings and facts to be used to prepare HM PDA report.
Relevant Operating Procedures
• Establishing Hazard Mitigation Reporting Requirements
• HM PDA and Community Capabilities Assessment SOP (obtain from the HMDWW via the FEMA
Intranet at https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx)
Transition ongoing HM PDA activities to successors while JFO is operational.
 Prepare and submit to immediate supervisor a report documenting accomplishments and issues
addressed, resolved, or requiring further action.
In coordination with PDA Crew Lead or supervisor, transition HM PDA activities back to
Regional Office.
 Identify opportunities for continued HM PDA initiatives.
Check out of field assignment.
 Verify that correct job title was recorded during assignment.
 Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record:
•
•
•
Reservist Program Manager for Reservists
Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program
Managers for IM COREs
Immediate supervisor for Full-Time Employees
 Verify training records reflect completed training.
 Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures.
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3.10
Hazard Mitigation Supervisors Common Task List
This list of common tasks applies to HM Crew Leaders, HM Task Force Leaders, HM Program Group
Supervisors, HM Group Supervisors, HM Deputy Branch Directors, and HM Branch Directors. Follow the
established chain of command, and refer to the HMFOG Job Aid:
Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group.
Supervise HM staff.
 Distribute work equitably.
 Assure adequate resources to do jobs.
 Provide clear direction on:
• Communication chain of command protocol
• Deadlines
• Priorities
• Rotation schedule
• Work assignments
• Work hours
 Coordinate with Safety and Security prior to sending HM staff into field assignments.
 Verify time and travel records.
 Implement Joint Field Office protocols for overtime.
 Inform HM staff of any changes that affect them.
 Delegate specific authority based on assigned tasks.
 Execute signature authority, as authorized.
 Provide feedback on performance.
 Communicate performance deficiencies immediately and take corrective action.
 Prepare and discuss incident-specific performance evaluations using agency approved forms with
assigned HM staff.
 Complete Position Task Book assessment records and discuss the results with assigned HM staff.
 Oversee the ongoing professional development of assigned HM staff.
• Conduct orientation sessions and arrange on-the-job training for new hires.
• Arrange for ongoing training and professional development for HM staff to develop required skill
•
•
•
•
sets.
Coach and guide HM staff in techniques and skills for handling challenging interactions and
difficult situations.
Ensure HM staff receives coaching/mentoring so that they can develop and maintain skills.
Verify that HM staff attends mandatory training.
Determine employees’ FQS status and identify goals to gain experience and/or training, and
provide opportunity to achieve qualified status and/or next level and maintain current position.
 Work with employees to verify Job Titles used during deployment are accurate, and if not, initiate
correction.
 Remind employee to send copy of evaluation to the appropriate Supervisor of Record:
• Reservist Program Manager for Reservists
• Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program
•
Managers for IM COREs
Immediate supervisor for Full-Time Employees
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 Ensure employee training records are accurate.
FEMA Deployment Tracking System Video Series:
• Managing Trainee/ Candidates: https://youtu.be/J8Gj6buNprU
• Reviewing and Approving Task Books: https://youtu.be/kGEMsweELvQ
Manage HM staff to accomplish activities in support of Hazard Mitigation Strategy.
 Direct HM staff members to carry out objectives appropriate to the operational period.
 Direct HM staff to job tools and explain use for completing job tasks:
• Appropriate parts of 44 Code of Federal Regulations:
•
•
•
https://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR
HM Disaster Workforce Website
HM Field Operations Guide
HM Task Lists
 Identify and address immediate, disaster-related issues for HM staff.
 Communicate to supervisors and HM staff how ongoing activities are both appropriate to the Incident
Action Plan (IAP)/Incident Strategic Plan (ISP), as appropriate, and in support of the Hazard
Mitigation Strategy.
 Monitor HM staff activities to ensure that identified mitigation opportunities are implemented.
 Inform HM staff of National Disaster Recovery Framework activities and capabilities, when activated.
 Make adjustments to staffing in response to new information, changing conditions, or unexpected
obstacles.
 Manage organizational resources.
• Assess workload and request numbers and types.
• Identify circumstances that warrant deployment of HM Technical Specialists (i.e., tasks that
•
•
involve policy interpretation, controversy, complexity, multiple hazards).
Place orders for supplies, services, and equipment.
Assist HM staff to resolve logistical problems.
 Assess critical tasks and ensure they are completed regardless of number of HM staff.
 If managing multiple same-type Crews or several different Crews, and there are
overlapping/redundant tasks, clarify which Crew does what tasks.
 Maintain case files for critical issues or issues requiring significant management and follow up.
 Manage HM staff located in remote sites.
 Identify/develop effective HM operating procedures, best methods, and job aids and share through
HM Cadre mailbox.
Relevant Operating Procedures
• Developing and Implementing a Hazard Mitigation Strategy
• Establishing Hazard Mitigation Reporting Requirements
• Working with Tribes
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Lead personnel.
 Recommend proactive opportunities to advance goals of program.
 Motivate HM staff by example to promote community resiliency and sustainability.
 Provide HM staff with program direction.
 Create a work environment that provides mutual respect and opportunity for all HM staff.
 Promote a teamwork environment that encourages individuals to:
•
•
•
•
Continuously learn
Contribute fully
Share knowledge
Work cooperatively
 Recognize effective individual and group performance.
 Interact and observe HM staff at work location.
 Provide a “safe environment” for HM staff to suggest innovative solutions.
 Encourage general information sharing and social interaction to build team dynamics.
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4.0
HM Management Operating Procedures
The operating procedures include the following standard components:
•
Purpose – Brief description of the intent of the operating procedure and the HM staff who typically
perform the operating procedure
•
Procedure – Steps to accomplish the purpose and produce the deliverables
•
Resources/Tools – Sources of information and materials necessary to accomplish the purpose and
produce the deliverables
Hazard Mitigation Disaster Workforce Website (HMDWW)
Many of the HMFOG Job Aids referred to in this section may be obtained as individual files (MS Word,
MS Excel, and/or PDF) from the HMDWW:
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
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4.1
Operating Procedure for Developing and Implementing a Hazard Mitigation
Strategy
PURPOSE
Develop and implement a cooperative State/FEMA Hazard Mitigation Strategy.
This operating procedure is typically performed by the Hazard Mitigation (HM) Branch Director, HM
Program Group Supervisors, HM Task Force Leaders, and HM Crew Leaders. The Hazard Mitigation
Strategy also may be developed at the Region during Preliminary Damage Assessment (PDA) for hand
off to the Joint Field Office (JFO) HM Branch Director for completion.
PROCEDURE
•
Assign to appropriate staff to coordinate, assemble, and finalize the Hazard Mitigation Strategy.
– Request functional objectives, goals, actions, responsible parties, etc. from each functional group.
– Review and resolve differences in input from functional groups.
– Identify actions needed for HM Management to implement proposed Memorandums of
Understanding as tactics to achieve goals.
– Identify if Mission Assignments are needed to collect perishable data, provide technical
assistance for Hazard Mitigation Grant Program (HMGP) application development, or complete
base flood elevation maps.
•
Identify and coordinate with staff, Regional Mitigation Branch Chiefs, and stakeholders, and schedule
meeting or conference call.
•
In meeting or phone call, review the purpose of the Hazard Mitigation Strategy and key elements to
each of the following components of the Hazard Mitigation Strategy:
HAZARD MITIGATION
STRATEGY COMPONENT
KEY ELEMENTS
Purpose
A brief description of the rationale for the Hazard Mitigation Strategy
Event Description
Facts regarding the hazard, the damage, and the location
Goals
A broad statement that expresses the desire to protect people and
structures, reduce the costs of disaster response and recovery, and
minimize disruption following a future event; the state should use their
State Mitigation Plan as a guide
Objectives
Measurable steps that describe what will be done to accomplish the goals
Actions
Responsible Parties
Potential Partners
Prioritized, quantifiable activities leading to the accomplishment of specific
objectives
For each action, the organization that will be accountable for its completion
(e.g., HM Hazards and Performance Analysis)
Other organizations involved in accomplishing actions; for example, the
state, tribes, other HM functional groups, other FEMA components, Other
Federal Agencies, and non-profit and private sector organizations
Implementation Timeline
Overall and for each objective: start date, action deadlines, and finish date
Signature Page
Names and titles of representative of responsible organizations
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•
Review disaster assessment (e.g., HM PDA and Community Capabilities Assessment Standard
Operating Procedure); state, tribal, and local plan priorities; and any other relevant information.
•
Develop goals and objectives in collaboration with all the key players.
•
Define the role and obtain commitment of each key player to develop actions to address assigned
objectives.
•
Set a deadline to complete the first draft (suggested within the first 30 days of HM staff deployment to
JFO).
•
Coordinate with key players on completion of assignment.
•
Combine completed sections into one document (first draft).
•
Have all key players review the Hazard Mitigation Strategy. Revise as necessary.
– Include Region Mitigation Branch Chiefs and Federal Disaster Recovery Coordinator (FDRC), if
deployed.
•
Request concurrence from State Hazard Mitigation Officer (SHMO), Regional Mitigation Division,
Operations Section Chief, and Mitigation Advisor to the FDRC (when activated), as required.
•
Finalize the State/FEMA Hazard Mitigation Strategy document. Obtain signatures of Federal
Coordinating Officer (FCO), State Coordinating Officer (SCO), State National Flood Insurance
Program (NFIP) Coordinator, host Region Mitigation Division Director, and Regional Administrator.
•
Publish and distribute to key players (e.g., FCO, SCO, SHMO, Regional Mitigation Division).
RESOURCES/TOOLS
•
9500 Series Policy Publications: http://www.fema.gov/9500-series-policy-publications
•
Best Practices applicable to current event
•
Code of Federal Regulations (CFR):
https://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR
– 2 CFR Part 200
– 44 CFR
•
FEMA State Mitigation Plan Review Guide (Revised March 2015): https://www.fema.gov/medialibrary/assets/documents/101659
•
Governor’s Request Letter
•
HM PDA and Community Capabilities Assessment Standard Operating Procedure; available from the
HM Disaster Workforce Website via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rdshmdww.aspx
(HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM_Job_Aids)
•
HM Branch organization chart
•
HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMFOG Job Aids:
– Daily Hazard Mitigation Management Team Meeting
– Hazard Mitigation Strategy Checklist (Sample)
– Hazard Mitigation Strategy Progress Report (Sample)
– Hazard Mitigation Strategy (Sample)
– Hazard Mitigation Strategy (Template)
– Manager’s Analysis Tool
– What Makes a Good Hazard Mitigation Strategy?
•
Incident Action Plan/Incident Strategic Plan and Situation Report
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•
Materials from Regional Response Coordination Center and media reports
•
Previously completed HM Strategies and existing State Mitigation Activities/Programs
•
Regional HMGP and Public Assistance (PA) operating procedures
•
Report on opportunities as identified by the Mitigation PDA results
•
Robert T. Stafford and Emergency Assistance Act, as amended
•
State HMGP Administrative Plan (note: Admin Plan changes with each disaster and may not be
finalized)
•
State, Tribal, and Local Mitigation Plans
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4.2
Operating Procedure for Providing a Hazard Mitigation Briefing to the FCO
and/or OPS Chief
PURPOSE
Gain support for Hazard Mitigation Strategy objectives from the Federal Coordinating Officer (FCO) and
Operations Section (OPS) Chief, identify opportunities for the FCO to assist the state in achieving longterm risk reduction, and alert the FCO to potential issues related to mitigation and/or flood insurance.
This operating procedure is typically performed by Hazard Mitigation (HM) Program Group Supervisors/
HM Task Force Leaders, through the HM Branch Director.
PROCEDURE
•
Coordinate with the FCO and OPS Chief to schedule a Hazard Mitigation briefing.
•
In coordination with the HM Community Education and Outreach (CEO) manager, assign an HM CEO
Specialist to meet with HM Program Group Supervisors/HM Task Force Leaders to obtain disasterspecific information needed for the briefing:
– Disaster-specific mitigation statistics to include in briefing (refer to HMFOG Job Aid, Talking
Points: Value of Mitigation):
◊
Status and findings of Preliminary Damage Assessments (PDAs)
◊
Status and findings of perishable data collection
◊
NFIP policies in force
◊
NFIP non-participating, sanctioned or suspended communities
◊
Early estimate of substantially damaged structures
◊
Loss avoidance study opportunities
– Mitigation Best Practices providing illustrations of mitigation actions that reduce risk from
damages caused by the current disaster hazard event
– Any current or potential issues that should be elevated to FCO or OPS Chief attention
– Mitigation working with Individual Assistance (IA)
– Mitigation working with Public Assistance (PA) on 406 Mitigation and 404 Hazard Mitigation Grant
Program (HMGP)
– Mitigation working with External Affairs (e.g., partnering with a writer or photographer for Best
Practices, coordinating for Speakers Bureau requests, participating with Congressional liaison for
briefings as required)
– Mitigation and Long-Term Community Recovery
•
In coordination with the HM CEO Specialist, modify the “Hazard Mitigation Overview” (for the FCO or
OPS Chief) PowerPoint presentation to provide disaster-specific mitigation examples, reflect
State/FEMA mitigation objectives and organization in this disaster, summarize findings of data
collection, and identify potential mitigation or National Flood Insurance Program (NFIP)-related
issues.
•
Practice the briefing once to ensure a smooth presentation; read the PowerPoint notes to identify
when to distribute handouts and to become familiar with the content of the visuals.
•
Present the Hazard Mitigation Overview briefing; distribute to each briefing participant one copy of the
Hazard Mitigation Field Operations Concept of Operations (HM CONOPS) and HMFOG Job Aid,
Hazard Mitigation Overview (Handout) when indicated in the PowerPoint notes.
•
Answer any questions from FCO or OPS Chief, or promise to find the answer and follow-up.
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RESOURCES/TOOLS
•
Computer with internet connectivity, projector, and wall or screen to project
•
Disaster-specific mitigation publications
•
Hazard Mitigation Field Operations Concept of Operations (HM CONOPS) – one copy per briefing
participant
•
HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMFOG Job Aids:
– Hazard Mitigation Overview for the Federal Coordinating Officer (Sample)
– Hazard Mitigation Overview for the Operations Section Chief (Sample)
– Hazard Mitigation Overview (Handout)
– Talking Points: Value of Mitigation
•
Mitigation Best Practices relevant to the disaster
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4.3
Operating Procedure for Assessing and Fulfilling Hazard Mitigation Staffing
Needs
PURPOSE
Assess and fulfill staffing needs for Hazard Mitigation (HM) in a Joint Field Office (JFO).
This operating procedure is typically performed by the HM Program Group Supervisors/HM Task Force
Leaders, HM Branch Director/HM Group Supervisor, and/or HM Training and Administrative Specialist.
PROCEDURE
At Region, Prior to JFO Opening, Participation on Public Assistance (PA) and/or Individual Assistance
(IA) Preliminary Damage Assessments (PDAs)
•
Depending on the size/scope of the event, one or more designated HM staff members may be
needed to perform PDAs (looking for Section 406 mitigation Technical Support opportunities; Section
404 mitigation opportunities; Loss Avoidance/Best Practices) per team.
•
The number of PDAs depends on the number of Public Assistance Crew Leaders (PACL) or teams.
•
One staff member for each IA/PA field team usually will be sufficient to support JFO PACLs and
Disaster Recovery Centers (DRCs).
At JFO
•
Following declaration, a Branch Director or Group Supervisor will be identified and a coordination call
will be held with HQ Cadre Management Branch to discuss initial and anticipated staffing needs prior
to deployment requests submitted.
•
Determine staffing needs based on the following considerations:
– Scale/scope/severity/level of disaster and number of declared disasters
– Type of event – determines technical requirements and type of staffing
– Frequency of hazard or previous events
– Area affected by the event – number of states and regions involved
– Number of counties, parishes, tribes, territories declared for IA and/or PA
– Local hiring capacity
– State and local capability
– FEMA Qualification System/Incident Command System structure requirements
– Demographics: language/cultural issues/special needs
– Scope of work to include geography, i.e. disaster between locations, driving and language
considerations
– Cost-share capacity of state or local governments
– Tribal issues
– Political dynamics
•
Coordinate with Regional Mitigation Division Director and Regional Environmental Officer to identify
potential environmental concerns of the disaster.
•
Coordinate with the State Hazard Mitigation Officer (SHMO) to identify potential priorities in the
Hazard Mitigation Strategy.
•
Assess HM Management staffing needs based on the following considerations:
– Ensure HM participation on JFO or Regional PDA teams.
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–
–
–
–
–
–
–
Requirements for meetings, briefings, reports, Incident Action Plans/Incident Strategic Plans (HM
Management Coordinator, HM Data Integration Specialist, HM HPA Specialist-Risk Analysis)
Capacity of individual staff (training needs)
Coordination of messaging with External Affairs
Rotations
Skill levels
Other deployments
Span of control
•
Assess HM Community Education and Outreach (CEO) staffing needs based on the following
considerations:
– Scale/scope, geographic dispersion
– Best Practice opportunities
– Demographics (e.g., language, cultural issues, Special Needs)
– IA strategy
– Number of DRCs
– Need for education and outreach programs, including Home Improvement Store Outreach
Program and community support
•
Assess HM Floodplain Management and Insurance staffing needs based on the following
considerations:
– Number and date of last Community Assistance Visit/Community Assistance Contact
– Number of suspended or sanctioned and non-participating communities
– Write Your Own training needs
– Approximate extent of flooding and number of flood insurance policies in affected area
– Repetitive Loss Data Collection requirements
– Number of substantially damaged structures and community capability to meet substantial
damage requirements
– Areas of Special Consideration – endorsement, Coastal Barrier Resources Act (CBRA)
– Needs for secondary event products like Advisory Base Flood Elevation, Recovery Flood
Elevation maps, or post-fire flood inundation zones/maps
– Map modernization status
– Levees
•
Assess HM Grants and Planning staffing needs based on the following considerations:
– Initial estimate of Hazard Mitigation Grant Program funds; coordinate with Regional Mitigation
Division
– Other Hazard Mitigation Assistance (HMA) grants – timing/availability of funds; coordinate with
Regional Mitigation Division
– List and map of all grant funded projects/activities statewide
– Plans status in affected counties (local and tribal)
– SHMO preference to utilize FEMA technical assistance or Advanced Assistance funding
– Size and scope of incident
•
Assess HM Hazards and Performance Analysis (HPA) staffing needs based on the following
considerations:
– Need for engineering (Hydraulics & Hydrology, CBRA) or other subject matter expertise (e.g.,
geology, volcano, tsunami), Section 406 mitigation, Mitigation Assessment Team, Project
Monitor, Technical Monitor, or Contracting Officer’s Representative for Hazard Mitigation
Technical Assistance Program (HMTAP), Production and Technical Services (PTS), and/or
Technical Assistance Contract (TAC), etc.
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–
–
–
–
Need for loss avoidance studies
Need for Building Science publications and technical assistance
Need for development of frequency analysis
Expected number of Project Worksheets and PACLs. Consult with PA. This drives how many HM
406 Specialists will be needed. Ideally, may need one HM 406 Specialist with each PACL.
•
Upon completion of staffing needs assessment, review with Operations Section (OPS) Chief. The
deployment requests will need to be signed by the OPS Chief or Federal Coordination Officer (FCO)
prior to any Human Resources activity.
•
Contact the Regional JFO Deployment Tracking System (DTS) Request Coordinator and request
deployment of Regional staff to support the HM Branch.
•
Submit staffing request to the JFO DTS Request Coordinator to deploy Reservists to support the HM
Branch.
RESOURCES/TOOLS
•
FEMA, Hazard Mitigation Assistance: http://www.fema.gov/hazard-mitigation-assistance
•
Hazard Mitigation Strategy Objectives
•
HM Branch Organizational Chart
•
HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HM Task Lists (located in each function-specific HMFOG)
•
HMFOG Job Aids:
– Hazard Mitigation (HM) Cadre Job Titles
– Hazard Mitigation Disaster Staffing Analysis Form (Sample)
– Hazard Mitigation Staffing Worksheet (Sample)
– Staff Attendance Worksheet (Sample)
•
National Disaster Recovery Framework: http://www.fema.gov/national-disaster-recovery-framework
•
Regional Mitigation Strategy
•
Staffing history of past disasters (obtain from Region or DTS; provides a reference for staffing levels)
•
Staffing/Deployment Request Forms
•
State Coordinating Officer/FCO priorities
•
State Mitigation Plan priorities
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4.4
Operating Procedure for Deploying Environmental Planning and Historic
Preservation (EHP) Cadre Members
PURPOSE
Obtain Environmental Planning and Historic Preservation (EHP) FEMA Reservist staffing assets in
coordination with the Environmental/Historic Preservation Advisor (EHAD) and/or EHP Manager, as
needed, to support the mission of Hazard Mitigation (HM).
This operating procedure is typically performed by the HM Training and Administrative Specialist.
Deployment of EHP staff also may be done by Regional Environmental Officer or EHP Manager.
PROCEDURE
•
Meet with the EHAD to discuss potential environmental or historical issues based on identified
priorities, and resulting staffing needs.
•
Develop process for Environmental review of Hazard Mitigation Grant Program (HMGP) project
applications and request staff to conduct reviews through EHAD.
•
Assess need for staff to conduct Executive Orders 11988/13690 (http://www.fema.gov/medialibrary/assets/documents/106303) and 11990 reviews at the Joint Field Office (may also be
completed by trained HM Floodplain Management Specialists) and if necessary request staff from
EHAD.
•
Consult with the EHAD to develop a demobilization plan and assist with the transition and release of
EHP Cadre assets.
RESOURCES/TOOLS
•
FEMA guidance for environmental and historic preservation compliance (“Greenbooks”)
•
HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMFOG Job Aids:
– Hazard Mitigation Staff Exit Interview (Sample)
– Hazard Mitigation Staffing Worksheet (Sample)
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4.5
Operating Procedure for Assessing and Addressing Hazard Mitigation
Training and Mentoring Needs
PURPOSE
Ensure that Hazard Mitigation (HM) personnel possess the knowledge and skills to perform job functions
in support of the Hazard Mitigation Strategy for the disaster.
The HM Branch Director or HM Group Supervisor has ultimate responsibility for this requirement, but may
delegate to the HM Training and Administrative Specialist the responsibility for collaborating with internal
HM managers and with Disaster Field Training Operations (DFTO) to implement this operating procedure.
PROCEDURE
Plan for HM Training Needs Assessment
•
Participate in a meeting with the DFTO Training Unit Leader or designated point of contact (POC) to
establish a working relationship, to determine:
– What kind of training assistance the DFTO can provide to Hazard Mitigation in this disaster
– What is needed from Hazard Mitigation to maximize training opportunities
– Any deadlines for submitting training needs
•
Participate in a meeting between HM Branch Director or HM Group Supervisor and the HM Training
and Administrative Specialist to discuss the process for conducting HM Branch training needs
assessment and training program implementation, and any immediate mission critical training needs
that have already been identified.
•
Schedule meeting with the HM management team (HM Branch Director or HM Group Supervisor, HM
Management Coordinator, and HM Program Group Supervisors or HM Task Force Leaders) to
discuss assessing and identifying training, mentoring, and coach-evaluator needs.
•
Establish a schedule for collecting training needs data from HM management team that meets
deadlines established by the DFTO.
•
Coordinate with HM Data Integration Specialist to create a Hazard Mitigation training folder on
Mitigation common drive for collecting HM-specific training data.
Meet with HM Management Team
•
Review supervisor responsibility to assess staff capability to perform disaster work assignments and
identify knowledge or skill gaps that may prevent satisfactory performance.
•
Review categories of training needs that will be identified (from DFTO Cadre Field Operations Guide
and Standard Operating Procedures, December 2014):
– Mandatory Training listed on DHS FEMA Mandatory Training List (DFTO will identify)
– Required Training consisting of additional training required by DHS, FEMA, Federal Coordinating
Officer (FCO) direction, or specific program areas (DFTO will identify)
– FEMA Qualification System (FQS) Training including courses listed on FQS Qualification Sheets
that are required for FQS Trainees (HM managers and HM Training and Administrative Specialist
will identify)
– Mission Critical Training courses that provide skills and knowledge needed to meet the incident’s
mission (HM managers and HM Training and Administrative Specialist)
– Proficiency Training that enable the disaster workforce to complete their jobs efficiently and
effectively, increasing productivity, morale and decreasing administrative costs and overtime (HM
managers and HM Training and Administrative Specialist)
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•
Review use of Hazard Mitigation Field Operations Mentoring Guide (2015) to describe how
supervisors address needs of staff who are FQS qualified in their position but need on-the-job training
in specific skills or expertise that is required to perform disaster work assignments.
•
Refer to the FEMA Qualification System Guide (2015) to review how trainees and candidates with
open Position Task Books (PTBs) work with a coach-evaluator to obtain coaching and evaluation of
PTB tasks that have not yet been successfully demonstrated.
•
Communicate the schedule for collecting training needs data from HM functional group managers that
meets deadlines established by the DFTO, and provide any forms the DFTO has issued for training
needs assessment.
Conduct HM Branch Training Needs Assessment
•
Collect FQS, Mission Critical, and Proficiency training needs information from HM Program Group
Supervisors or Task Force Leaders; coordinate with the DFTO POC for access to the Deployment
Tracking System, if needed.
•
Review and compile data.
•
Sort training needs by position and functional group to identify critical masses of training
requirements.
•
Collect coach-evaluator needs.
•
Sort coach-evaluator needs by position and functional group to determine how many and what type of
coach-evaluators to identify
•
Develop HM Branch training needs assessment report; if provided, use format requested by DFTO.
•
Participate in meeting between HM Branch Director or HM Group Supervisor and HM Training and
Administrative Specialist to report results of training needs assessment and determine training
priorities for meeting Hazard Mitigation Strategy objectives.
Coordinate Training Needs with Disaster Field Training Operation (DFTO)
•
Schedule and participate in a meeting with the DFTO Training Unit Leader or POC to discuss HM
training needs.
•
Deliver the summary of HM training needs, including Emergency Management Institute (EMI) resident
and field courses.
•
Discuss a strategy for meeting high priority and mission critical HM training needs.
•
Obtain the DFTO training schedule, if available.
•
Align the scheduled training with the training needs assessment data to determine if training is being
offered in an equitable manner across the HM functional groups.
•
For training unavailable through DFTO, request support in identifying and securing alternative training
providers; for example, requesting deployment of EMI courses to the Joint Field Office (JFO) or other
disaster field location.
Develop and Communicate the HM Training Plan
•
Based on information provided by the DFTO, develop a summary of scheduled training that
addresses mission critical HM training needs and FQS courses that are needed by HM staff.
•
Summarize coach-evaluator needs and identify Certified Coach Evaluators deployed to the disaster.
•
Combine information into HM Training Plan and deliver to the HM Branch Director or HM Group
Supervisor.
•
Communicate the schedule of HM course offerings to HM staff.
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Coordinate with the DFTO in the Delivery of HM Field Operations Curriculum Courses
•
Inform DFTO that courses in the HM Branch are conducted by HM Branch staff or HM Branch
contractors who are subject matter experts and have completed E0206, Conducting Hazard
Mitigation Field Operations Training.
•
Identify a coordinator from Hazard Mitigation to assist the DFTO with any HM Field Operations
Courses delivered at the disaster.
If the DFTO has Demobilized Prior to HM Field Operations Course Delivery:
•
Coordinate with the HM Cadre Training Manager at FIMA to ensure that the Hazard Mitigation
Disaster Workforce Website (HMDWW) has the most current version of the course instructor guide,
student manual, PowerPoint visuals, and any other course resources.
•
Coordinate with the HM Cadre Training Manager at FIMA to determine how course materials will be
printed (unless it is a “green” course delivery).
•
Obtain course exams per instructions on the HMDWW.
•
Identify lead instructor and assisting instructors.
•
Refer to the appropriate course instructor guide for specific details on course requirements, including
publications needed.
•
Coordinate with Logistics to obtain classroom space, audio-visual needs, and other classroom
requirements.
Optional: Build Cadre Capacity through Shared Training
•
If approved by the Region and the FCO, offer seats to other Regions and to FIMA Insurance and
Mitigation Readiness Division (IMRD) if HM staff deployed to the disaster will not fill the course or if it
is possible to expand the course capacity.
Assess and Update the HM Branch Training Plan
•
In a large, extended disaster with staff turnover, review all new staff training records data.
•
If appropriate, coordinate with the DFTO to add additional training and revise the training plan.
Assist HM Branch Staff with Individual Training Records
•
Remind HM staff members who have successfully completed training to keep a copy of their
application forms as well as the course number and dates of their participation, as course certificates
are usually issued by EMI after the rosters have been provided by the DFTO. The employee may no
longer be deployed to the disaster when certificates are issued and need to have data to support an
inquiry if they do not receive a certificate or if the course completion does not appear in DTS.
•
As requested, show HM staff how to check training records in the FEMA Deployment Tracking
System (DTS), in the FEMA Knowledge Center (FEKC), and in the National Emergency Training
Center Training Information Access System (TIAS), or refer them to the DFTO for this assistance.
•
Provide the HM Cadre Training Manager contact information to HM staff seeking guidance on
individual qualification sheet issues.
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RESOURCES/TOOLS
•
FEMA DFTO Cadre Field Operations Guide and Standard Operating Procedures (SOP), December
2014 (obtain from HMDWW via the FEMA Intranet at https://intranet.fema.net/org/fima/Pages/rdshmdww.aspx; HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch
Management & Administration > BrM_Job_Aids)
•
FEMA Hazard Mitigation Field Operations Mentoring Guide, September 2015 (obtain from HMDWW
via the FEMA Intranet at https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx)
•
FEMA Qualification System Guide, September 2015: https://www.fema.gov/medialibrary/assets/documents/112338
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4.6
Operating Procedure for Developing and Conducting a Hazard Mitigation
Staff Orientation Briefing
PURPOSE
Develop and conduct an orientation briefing for Hazard Mitigation (HM) personnel arriving at a Joint Field
Office (JFO).
This operating procedure is typically performed by the HM Management Coordinator and HM Training
and Administrative Specialist.
PROCEDURE
•
Assign responsibility for orientation and recommend the following steps for developing the briefing:
– Confer with HM Branch Director and HM Program Group Supervisors/HM Task Force Leaders to
gain input on what they would like to see in briefing.
– Confer with a new employee to gain input on what would be helpful in an orientation briefing.
– Develop the briefing based on information collected through interviews and research.
– Include instructions and demonstration of disaster-specific operational reporting requirements.
– Include HM organization for the disaster, and overview of the HM Field Operations Concept of
Operations and Hazard Mitigation Strategy goals for the disaster.
– Include any Federal Coordinating Officer-required announcements.
– Include any HM-specific safety or call-down procedures.
– Coordinate with HM Community Education and Outreach Crew Leader to create visual aids.
– Develop a post-briefing questionnaire to determine any unmet information needs. If appropriate,
revise briefing based on feedback.
•
Assign HM Training and Administrative Specialist to collect and compile the appropriate handouts for
the briefing folders as listed under Resources/Tools section below.
•
Review content of briefing with responsible parties and modify content if necessary.
•
Develop and implement a system to ensure that all employees deployed to the HM Cadre attend an
orientation.
•
Establish reporting requirements and communicate unresolved issues with Operations Section Chief.
RESOURCES/TOOLS
•
Briefing folders, containing (add items as appropriate):
– Administrative memos
– Current and sample copies of operational reports (e.g., Incident Action Plans/Incident Strategic
Plans, Situation Reports)
– Hazard Mitigation Strategy, if available at the time of orientation
– Health and safety bulletins specific for local environment
– HM Field Operations Concept of Operations
– HM Position Task Books
– Organization charts
– Staff contact lists
•
HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMFOG Job Aid:
– Hazard Mitigation Staffing Worksheet (Sample)
•
Initial External Affairs/Disaster Survivor Assistance briefing
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4.7
Operating Procedure for Coordinating Information for Hazard Mitigation
Use
PURPOSE
Coordinate, organize, and archive hazard mitigation data, information, and products during disaster field
operations to meet Joint Field Office (JFO), Regional Mitigation Division, and Federal Insurance and
Mitigation Administration (FIMA) needs.
PROCEDURE
•
Assess information collection needs of state, HM, Regional Mitigation Division, and FIMA.
– For FIMA, email the following documents to Insurance and Mitigation Readiness Division: [email protected]
◊
Hazard Mitigation Strategy for the event
◊
HM section of the Incident Action Plan/Incident Strategic Plan
◊
Any products that would benefit other events
•
Identify resource requirements (e.g., staff, supplies, equipment, field gear).
•
In coordination with HM managers or designees, establish system for information coordination.
– Design a filing structure.
– Create a location and file structure on the file server for each HM functional group.
– Coordinate with external resources (FIMA, Regional Mitigation Division) on the availability and
implementation of SharePoint portals, File Transfer Protocol (FTP) sites, and remote server
folders.
– Develop distribution and archive process for digital and paper documents during disaster
operations and deactivation.
– Prepare “how-to guide” for HM staff on the location of or process to save digital information.
– Create and implement a database or catalog of information/documents.
•
Determine what statistical information each HM functional group collects on a regular basis. For
example:
– HM Community Education and Outreach:
◊
Publications with source files
◊
Number, type, and name of publications distributed
◊
Disaster Recovery Center statistics
◊
Field outreach numbers
◊
Best Practice stories with associated development data
– HM Floodplain Management and Insurance:
◊
Number of National Flood Insurance Program (NFIP) claims
◊
Active NFIP policies
◊
Summary of calls on NFIP hotline
◊
Housing Data (as it relates to NFIP)
◊
Substantial damage data
◊
Repetitive loss data
– HM Grants and Planning:
◊
Summary of all Hazard Mitigation Grant Program (HMGP) projects
◊
Locations of HMGP projects
◊
Mitigation plans reviewed and approved
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◊
Mitigation plans developed
Planning technical assistance meetings
◊
Risk assessment data collected for plan development
◊
Demographical data collected for use in plans
◊
HMGP-related Geographic Information System (GIS) information
HM Hazards and Performance Analysis (HPA):
◊
Locations and collection of High Water Marks
◊
Any collected GIS data
◊
All field collected data
◊
Any supporting graphics and images
◊
Recovery Flood Elevation Maps
◊
Providing technical assistance in developing Frequency Analysis
◊
–
•
Coordinate with HM HPA to determine need for assistance in meeting HM GIS needs through GIS
resources external to HM, such as JFO Planning Section Geospatial Intelligence Unit (GIU), regions,
and/or FEMA Headquarters (HQ). If needed:
– Work with users and the HM HPA Specialist (if available) to ensure targeted responses.
– Assist with the preparation of GIS product requests.
•
Collect and provide data.
– Collect report for each HM functional group manager on a weekly basis.
– Make mitigation statistical information available. Due to the sensitive nature of some data,
requests for data should be approved by the HM Branch Director or designee.
– Search, identify, and acquire various relevant data sources managed by other entities (e.g.,
federal, state, and private organizations). Notify HM Management and HM functional group
managers of availability of acquired data/information.
•
Establish data packaging standards.
– Assist staff in packaging data. For example, if a project consists of many files it may make sense
to compress them. Eliminate outdated files.
•
Copy information onto approvable electronic storage devices.
•
Deliver digital and hard copy documents to appropriate end users.
– Provide a copy to the Regional Mitigation Division and FIMA, if requested.
– Provide a copy to other agencies and to State Mitigation authorities as directed by the HM Branch
Director or designee and in compliance with privacy laws.
RESOURCES/TOOLS
•
Approved data management software/tools (e.g., authorized storage devices)
NOTE: Archived copies are given to management at all levels (e.g., JFO, Region, HQ)
•
Enterprise Data Warehouse (Web Intelligence)
•
HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
Loss Avoidance Studies, completed or ongoing, as appropriate to determine HMGP project
performance and for the National Disaster Recovery Framework
•
NFIP BureauNet: http://bsa.nfipstat.fema.gov/index.html
•
Regional Data Warehouse and GIS Services (if available)
•
SharePoint resources (host region, cooperating regions, HQ)
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4.8
Operating Procedure for Establishing Hazard Mitigation Reporting
Requirements
PURPOSE
Establish Hazard Mitigation (HM) reporting requirements and schedule to ensure consistency with Joint
Field Office (JFO) reporting system and to provide visibility to Hazard Mitigation Strategy objectives and
actions.
PROCEDURE
•
Designate staff from each functional group/team to be responsible for reporting.
•
Provide instructions, due dates, and explanation of Incident Command System (ICS) 202, ICS 203,
ICS 204, ICS 207, ICS 209, and ICS 214.
•
Establish common group calendar for reporting and notify staff.
•
Use the DR-XXXX Mitigation Group Calendar to report all activities scheduled two weeks out. All
groups/teams’ submissions and updates are due at the same time (to be determined at disaster). For
any planned meetings include the following information in calendar entries:
– Group/team(s) participating
– Partner agencies involved
– Topic/purpose of meeting
– Location of meeting
•
Send group/team designees e-mail reminders of meeting and reporting requirements.
•
Submission procedures:
– Designated individuals from each group/team: Upload ICS 203, ICS 204, ICS 207, and ICS 209
to the designated Share Drive in the assigned folders by the indicated deadline.
– Compile and edit submissions. Send report to HM Management for final approval.
•
Distribution of report:
– Submit final mitigation component to Planning Section for finalization and distribution.
– Once finalized and approved, distribute by the following methods (unless Planning Section has
established other distribution channels):
◊
E-mail to FEMA Regional point of contact.
◊
E-mail CC: HM Distribution Group (Develop for disaster).
◊
Load to X: Drive under HM Reports.
◊
Distribute at Staff Meetings: (E-mail to Area Field Officer, if applicable).
•
E-mail ICS Form 209 to Planning Section.
•
ICS Form 215 (captures information on the existing resources in the field, their location and
assignment, and any additional resource needs):
– Contact the appropriate individuals from each team/unit to gather the information for this report.
– Once the report is updated from all teams/units, load the document up to the X: Drive in the
Incident Action Plan/Incident Strategic Plan inputs folder and/or SharePoint.
•
HM actions:
– Identify actions to support Federal Coordinating Officer/State Coordinating Officer objectives and
FEMA/State Hazard Mitigation Strategy.
– Identify actions for each Operational Period objective and forward to Planning Section.
– Perform the following tasks:
◊
Review ICS Form 204 submissions for new assignments and strong initiatives or projects.
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◊
Compile actions from submissions for operating period.
o Send to HM Branch Director or designee for review and approval.
o E-mail Resources Unit Leader.
o E-mail CC: Recovery Director and HM functional group managers.
RESOURCES/TOOLS
•
FEMA WebEOC® crisis management system
•
HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMFOG Job Aids:
– Hazard Mitigation Transition/Final Report (Template)
– Daily Hazard Mitigation Management Team Meeting
•
Hazard Mitigation Strategy Plan
•
IAP Report contains: (Obtain from the JFO Planning Section or from the FEMA ICS Resource
Center: http://www.training.fema.gov/emiweb/is/icsresource/icsforms.htm)
– ICS Form 202 – Incident Objectives
– ICS Form 203 – Organization List
– ICS Form 204 – Assignment List
– ICS Form 207 – Organization Chart
– ICS Form 209 – SITREP (previous operational period)
– ICS Form 214 – Unit Log
– ICS Form 215 – Resources
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4.9
Operating Procedure for Tracking Hazard Mitigation Tasks Using a Task
Log
PURPOSE
Provide the steps to track and organize Hazard Mitigation (HM) tasks during an event.
This operating procedure is typically performed by the HM Management Coordinator and/or HM Training
and Administrative Specialist.
PROCEDURE
•
Start the Task Log immediately upon arrival at the Joint Field Office (JFO). See HMFOG Job Aid,
Hazard Mitigation Task Log (Sample).
– Record tasks and assignments as “Action Items,” meaning that all tasks are written as: current
status, person or group responsible, task description (observable and measurable), due date,
note, and when necessary, the standard or limitations the task needs to meet. The Planning
Section’s Incident Action Plan (IAP)/Incident Strategic Plan (ISP) format is recommended.
– Develop a methodology for removing and achieving closed action items.
– As necessary, change or subdivide tasks and assignments into new tasks and sub-tasks.
– Develop a system for identifying “priority” tasks.
•
Attend appropriate meetings (e.g., Federal Coordinating Officer morning briefings, IAP/ISP meetings,
Operations Section meetings, and HM Management meetings) to ensure action items, assignments,
and progress information are collected and entered into the Task Log.
•
Update the Task Log regularly (i.e., JFO operational periods or in preparation for each HM meeting).
•
Regularly meet with HM Branch Director/designee to review document, avoid surprises, and receive
additional tasks or information.
•
Distribute current copy of the Task Log to HM functional group managers in time for them to review
before Hazard Mitigation meetings.
•
Collect progress information on every open task in the Task Log during the Hazard Mitigation
meeting; use the Task Log as an agenda tool to summarize new action items and assignments.
•
In coordination with the HM Branch Director/designee, use the Task Log to brief Regional Mitigation
Division or new staff on progress and accomplishment.
•
In coordination with the JFO Operations Section Chief, conduct a formal meeting with internal
stakeholders to ensure efficiency and consistency with the Hazard Mitigation Strategy.
RESOURCES/TOOLS
•
HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMFOG Job Aids:
– Hazard Mitigation Task Log (Sample)
– Hazard Mitigation Strategy (Template)
•
Incident Command System (ICS) Form 204 (Obtain from JFO Planning Section or FEMA ICS
Resource Center): http://www.training.fema.gov/emiweb/is/icsresource/icsforms.htm
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4.10
Operating Procedure for Coordinating with Emergency Support Functions
(ESFs)
PURPOSE
Work with assigned Emergency Support Function (ESF) to provide hazard mitigation information and
resources, gather information, and identify opportunities to incorporate mitigation into ESF activities.
This operating procedure is typically performed by the Hazard Mitigation (HM) Management Coordinator
or HM Branch Director/HM Group Supervisor designee.
PROCEDURE
•
Establish contact with assigned ESFs for information exchange.
•
Provide and/or explain overall HM Branch functions and Hazard Mitigation Strategy for the current
operation.
•
Gather information on mitigation activities from HM Program Group Supervisors/HM Task Force
Leaders and share relevant information with ESF.
•
Gather information on ESF activities and share with HM functional groups; for example, identify leads
for Best Practices and Case Studies.
•
Determine a delivery time for requested information.
•
Offer to support the sections and staff to provide HM services.
•
Coordinate and support resource tracking requirements.
•
Determine times and locations of any informational meeting from which HM could benefit.
•
Maintain a daily log of activities and communications.
•
As ESFs deactivate, compile and consolidate remaining HM action items and transition to appropriate
HM Management or HM functional group staff.
•
Look for opportunities to promote mitigation and sustainability in assigned ESF(s). Examples are
provided below.
ESF #3: Public Works and Engineering (Infrastructure)
•
Look for Losses Avoided and Best Practices in infrastructure mitigation and refer to HM Community
Education and Outreach (CEO).
•
Provide Building Science material to inform rebuilding.
•
Explore possibility of expedited Hazard Mitigation Grant Program (HMGP) with Section 406
mitigation.
•
Obtain hydrology and hydraulics studies for use by Hazard Mitigation staff.
•
Establish partnerships that can enhance/expand infrastructure protection/soil stabilization; geocode to
assess stability, etc. (e.g., National Resources Conservation Service).
•
Collect available information about infrastructure damage in past occurrences of the current disaster
event for risk analysis and long-term risk reduction planning (e.g., past five floods).
•
Establish partnerships with local American Institute of Architects, and Society of Professional
Engineers.
•
Collaborate with, and provide technical assistance to, Public Assistance (PA) and Environmental and
Historic Preservation (EHP) partners to align Section 404/406 mitigation programs, as appropriate.
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ESF #6: Mass Care, Emergency Assistance, Housing, and Human Services
•
Coordinate through HM Program Group Supervisors (Floodplain Management and Insurance, CEO)
to provide or develop specific technical assistance tailored to individuals and homes (may provide
people in shelters with hazard-specific mitigation information).
•
Identify safe areas for locating shelters, FEMA mobile homes, etc.
•
Identify and create mitigation actions based on Individual Assistance (IA) trends in housing damage.
For example, if IA inspectors identify widespread roof damage on residences, notify HM CEO staff to
anticipate need for mitigation information about stabilizing roofs.
ESF #15: External Affairs
•
Provide HM material to incorporate in external message.
•
Capture hazard mitigation stories in local paper.
•
Train External Affairs staff to identify successful mitigation practices and report back to HM staff.
•
Coordinate HM resources needed for Speakers Bureau events.
•
Provide statistics validating mitigation cost savings to business owners, homeowners, and
governments.
•
Partner with the Private Sector.
•
Obtain Disaster Survivor Assistance Daily Reports, noting and coordinating any specific issues of
interest to HM, such as demographic trends, social or political issues, etc. that may affect the
implementation of the Hazard Mitigation Strategy.
•
Monitor press releases, noting and coordinating any specific issues of interest to HM, such as
building “survivors,” community interest in mitigation, and mitigation failures and successes.
•
Request copies of government releases related to HMGP.
Long-term Community Recovery
Resource: National Disaster Recovery Framework (NDRF): http://www.fema.gov/national-disasterrecovery-framework
•
Coordinate with the Federal Disaster Recovery Coordinator, when activated
•
Ensure HM and all functional group programs are integrated into all efforts.
•
Deconflict program funding/identify potential duplication of benefits.
•
Minimize duplication of effort.
•
Use HM Planning as a starting point.
•
Provide Building Science material to inform rebuilding.
•
Promote building code enhancement as a means to help prevent future damage.
•
Ascertain need to train building officials, as necessary.
RESOURCES/TOOLS
•
FEMA Incident Command System (ICS) Forms (Obtain from Joint Field Office Planning Section or
FEMA ICS Resource Center): http://www.training.fema.gov/emiweb/is/icsresource/icsforms.htm
•
HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
Incident Action Plan/Incident Strategic Plan
•
NDRF: http://www.fema.gov/national-disaster-recovery-framework
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4.11
Operating Procedure for Coordinating with the External Affairs Speakers
Bureau
PURPOSE
Establish a partnership with External Affairs to provide mitigation subject matter experts to speak at
community events and business forums.
This operating procedure is typically performed by the Hazard Mitigation (HM) Management Coordinator
and/or HM Community Education and Outreach (CEO) Specialist(s).
PROCEDURE
•
A request for a mitigation expert to speak at an event contains the meeting date, time, address and
directions, point of contact (POC), and expected subjects for discussion.
•
The HM Management Coordinator or HM CEO Specialist receiving the request (coordinator):
– Contacts the POC listed on the request
– Obtains information to determine issues to be addressed, then forwards to the appropriate HM
manager
•
The HM Program Group Supervisor/HM Task Force Leader:
– Obtains information necessary to identify and provide a HM subject matter expert (SME) for the
event
– Selects a HM SME who is comfortable with public speaking
•
The HM Management Coordinator or HM CEO Specialist provides the External Affairs Speakers
Bureau with the name of the selected HM SME (speaker) attending the event.
•
After the event, the HM SME provides the Hazard Mitigation Speakers Bureau Report (see HMFOG
Job Aid, Hazard Mitigation Speakers Bureau Report (Template)) to the HM Management Coordinator
or HM CEO Specialist. The Report information includes event location, time, date, speakers name,
issues discussed, requests made, questions asked, and follow-up actions.
•
After receiving the Hazard Mitigation Speakers Bureau Report, the HM coordinator:
– Records appropriate Report information in the Hazard Mitigation Speakers Requests Log (see
HMFOG Job Aid, Hazard Mitigation Speakers Requests Log (Template))
– Submits any issues included in the Hazard Mitigation Speakers Bureau Report that require further
action to the appropriate HM Program Group Supervisor/HM Task Force Leader
RESOURCES/TOOLS
•
Mitigation Best Practices and Success Stories: https://www.fema.gov/mitigation-best-practicesportfolio
•
HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMFOG Job Aids:
– Hazard Mitigation Speakers Bureau Report (Template)
– Hazard Mitigation Speakers Requests Log (Template)
•
Laptop loaded with PowerPoint presentation
•
Projector and screen
•
Table top models, examples such as strong ties, hot water heater restraints, posters, and exhibit
materials, as appropriate
•
Talking Points
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4.12
Operating Procedure for Planning a Hazard Mitigation Public Meeting
PURPOSE
Plan, prepare for, and conduct/facilitate or participate in a public meeting as requested by state or a
community.
This operating procedure is typically performed by all Hazard Mitigation (HM) managers and staff, as
appropriate.
PROCEDURE
Pre-Meeting Coordination
•
Discuss the purpose, key issues, expected outcomes, and audience roles with Speakers Bureau.
Also determine if a translator will be needed to reach a particular audience.
•
Anticipate questions, concerns, and any problematic areas expected. Research FEMA policies and
publications. Coordinate with FEMA subject matter experts (SMEs) at the Joint Field Offices (JFOs),
regions, or elsewhere, and develop adequate responses to the anticipated questions and concerns
before the meeting.
•
Discover what makes the area and/or population unique and/or vulnerable (identify risks), and the
community attitude and perception about these issues.
•
Identify responsibilities, develop the agenda, and determine time/date/place, and public notice
strategy.
•
Review past press/media and stay abreast of current press/media regarding relevant issues.
•
Coordinate with External Affairs and Office of Disability Integration and Coordination (ODIC) in
participation, message development/dissemination, and media outreach.
•
Consult with FEMA Safety Officer to address any concerns about the meeting venue.
•
Consult with Disability Integration Specialist to address access and functional needs for meeting
attendees.
•
Make site visits to see and learn about affected area(s) and population(s) under discussion or
contention.
•
Review relevant FEMA work plans, data, maps (risk management maps), report, and studies.
•
As appropriate, visit the community’s website to learn about issues, implications, activities, and
governing body actions.
•
Decide who in FEMA is going to present, serve as a resource, take notes, and other functions; if
contentious, two or more staff should attend. When deciding who will present and/or answer
questions, consider the level of authority anticipated by the requesting entity.
•
Develop the message, practice delivery as necessary, and critique presentations. Pay attention to
what the audience already knows, their needs and expectations, and identify the opportunities that
may arise for FEMA to deliver important messages or information.
•
Visit the selected venue with the host before the meeting and plan a room arrangement that facilitates
ease of interaction, constructive dialogue, and conveys a common purpose.
Post-Meeting
•
Prepare a summary of meeting highlights to include recommendations for future presentations and
lessons learned.
•
Submit summary to immediate supervisor.
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•
Brief JFO leadership, as requested.
•
Follow up on relevant issues or concerns captured during meeting.
RESOURCES/TOOLS
Check with meeting location; they may provide items listed below.
•
Computer
•
Easel(s)
•
Easel pad(s)
•
Extension cords
•
FEMA policies
•
FEMA publications
•
Markers
•
Models or specific exhibit materials for demonstration (e.g., backflow valves, hot water heater tie kits,
hurricane straps, etc.)
•
Name tags
•
PowerPoint of topic to be discussed
•
Program guidance and/or publications, as appropriate
•
Projector/screen
•
Signage and/or banners (to direct attendees to meeting room)
•
Sign-in sheets
•
Supplies (tape, scissors, push pins, etc.)
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4.13
Operating Procedure for Working with Tribes
PURPOSE
Support tribes in the implementation of post-disaster hazard mitigation programs.
This operating procedure is typically performed by all Hazard Mitigation (HM) management and staff, as
appropriate.
PROCEDURE
•
Coordinate with the Regional Tribal Liaison, Joint Field Office (JFO) Tribal Liaison, JFO leadership,
and Mitigation Advisor (to the Federal Disaster Recovery Coordinator, when activated) to determine a
disaster-specific protocol for working with tribes.
•
Review Preliminary Damage Assessment (PDA) and other disaster data, news coverage, and
information to determine the extent and location of damages relating to tribes and population(s) of
Native Americans living off-reservation, and types of mitigation assistance that may be needed.
•
Determine the status of National Flood Insurance Program (NFIP) participation, availability of Flood
Insurance Rate Maps (FIRMs), and status of any revised flood maps and levee certification, as
appropriate.
•
Coordinate with Regional Tribal Liaison and consult with tribal officials to discuss needs and technical
assistance opportunities related to mitigation programs and long-term land use planning, to avoid
future losses and community impacts.
•
Determine the need for technical studies and research.
•
Assess and address staffing, training, and resource needs, ensuring that staff have a tribal specialty
or appropriate training opportunities. Designate a staff member to serve as point of contact (POC)
with Regional Tribal Liaison to facilitate flow of information and to coordinate meetings; brief staff on
disaster-specific protocol and considerations related to working with tribes.
•
Contribute to the development of disaster-specific tribal mitigation strategy(s), including priorities for
mitigation assistance based upon location in disaster declaration areas and the extent and type of
need(s).
•
Consult with tribal officials to develop program-specific work plans and schedules as appropriate.
•
Provide education and outreach tailored to tribes and Native Americans.
•
Coordinate with Public Assistance (PA) to identify Section 406 mitigation opportunities and provide
technical assistance to tribes regarding mitigation techniques and their application.
•
Provide technical assistance in conjunction with long-term recovery (when activated) to tribes to
support long-term land use planning so losses are avoided and/or reduced the next time a hazard
event occurs.
•
Work with tribes participating in Unified Hazard Mitigation Assistance (HMA) and coordinate with
state(s) when tribes elect to be subrecipients. Provide technical assistance on HMA grant
applications.
•
Provide technical assistance to tribes participating in the NFIP or considering joining; be prepared to
offer examples of other tribes that belong and how their special needs have been accommodated.
– Contact the Regional Tribal Liaison; and/or
– Provide Tribal Leaders brochure (download from http://www.fema.gov/medialibrary/assets/documents/84078)
•
Provide technical assistance to tribes to develop or update their Tribal Mitigation Plan, in accordance
with 44 CFR 201.7, based on the tribe’s election to work as a Recipient or subrecipient.
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RESOURCES/TOOLS
•
FEMA 553, Community Enrollment and Eligibility Handbook: http://www.floods.org/acefiles/documentlibrary/State_Local%20Resources%20and%20Tools/3.4_FEMA_553_EligibilityHandbo
ok_01-2011.pdf
•
FEMA B-1000, FEMA and Tribal Nations – A Pocket Guide (September 2014):
http://www.fema.gov/media-library/assets/documents/99643
•
HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
Is Your Tribe Ready? (Tribal Leaders brochure): http://www.fema.gov/medialibrary/assets/documents/84078
•
Program guidance for HM programs, included but not limited to:
– 44 CFR 201.7, Tribal Mitigation Plans: http://www.ecfr.gov/cgi-bin/textidx?rgn=div5&node=44:1.0.1.4.53
– HMA Unified Guidance: https://www.fema.gov/hazard-mitigation-assistance
– NFIP guidance: https://www.fema.gov/national-flood-insurance-program
– Tribal Multi-Hazard Mitigation Planning Guidance: https://www.fema.gov/medialibrary/assets/documents/18355?id=4135
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4.14
Operating Procedure for Addressing Congressional Inquiries/Interests
PURPOSE
Respond to Congressional inquiries regarding mitigation-related issues and advance the mitigation
message.
This operating procedure is typically performed by Hazard Mitigation (HM) management and staff, as
appropriate.
PROCEDURE
General Guidelines
•
All Congressional inquiries should come from External Affairs/Congressional Affairs (CA).
– Acknowledge receipt of the inquiry.
– If a Congressional staff member makes direct contact, notify External Affairs/CA.
– Respond only through the Congressional Affairs Office or designated point of contact (POC) at
the Joint Field Office (JFO), usually the Operations Section Chief or External Affairs.
•
JFO Congressional inquiries are either verbal, email, or by letter, and can be answered verbally or by
email. Some correspondence will require an official response letter in return.
– For verbal inquiries, provide an initial response within 24-48 hours (while time may vary, it is vital
to answer these as quickly as possible).
•
Written inquiries need written responses.
– Draft responses and provide the draft to External Affairs/CA for routing and approval.
– Written responses may be signed by the Federal Coordinating Officer (FCO) or designee (e.g.,
Operations Section Chief, Chief of Staff, External Affairs Branch Director), or the Regional
Administrator; this varies by FEMA Region.
•
If a request for information is simple, give a simple answer.
– Document process and outcome using the HMFOG Job Aid, Hazard Mitigation Congressional
Inquiry Log (Template).
•
If a question involves any kind of fact finding, research, or policy review, gather information, ask
clarifying questions, and tell the External Affairs/CA staff you will get back to them.
•
Provide a summary to regional staff of Congressional inquiry and response/outcomes.
Tips
•
In large disasters, External Affairs/CA may hold regular Congressional staff briefings at which a
designated HM representative will give a status report.
•
Congressional inquiries can indicate issues and trends in the disaster recovery.
– If External Affairs/CA brings several inquiries from several offices on the same issue, it is
important to address the issue with the appropriate HM supervisor/manager.
•
Representatives or Senators on FEMA’s authorization or appropriations committee often take a
strong interest in FEMA activity and performance and may make inquiries.
•
Give clear, concise answers and, when possible, provide the Congressional offices with information
on hazard mitigation.
– Use this as an opportunity to advance the mitigation agenda/message.
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RESOURCES/TOOLS
•
Geographic Information System (GIS) database
•
HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMFOG Job Aid:
– Hazard Mitigation Congressional Inquiry Log (Template)
•
Mitigation data resources:
– BureauNet: http://bsa.nfipstat.fema.gov/
– Community Information System (CIS): https://portal.fema.net/famsRuWeb/home (Access to CIS
is password controlled; to gain access to CIS contact the Regional Insurance Specialist)
– eGrants: https://www.fema.gov/mitigation-egrants-system-0
– Emergency Management Mission Integrated Environment (EMMIE)
– National Emergency Management Information System (NEMIS) – Mitigation Module for Hazard
Mitigation Grant Program (HMGP): https://www.fema.gov/media-library/assets/documents/23468
•
Publications specific to the hazard event or program area
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4.15
Operating Procedure for Establishing a Research Academic Clearinghouse
PURPOSE
Establish a Clearinghouse to manage requests and contributions from the academic, scientific,
engineering, and social science communities, and to provide ongoing access to Clearinghouse
information by Joint Field Office (JFO) programs.
This operating procedure is typically performed by the Hazard Mitigation (HM) Data Integration Specialist
or HM Management Coordinator.
PROCEDURE
•
Assess need for Clearinghouse based on size and type of disaster, and potential academic interest.
•
Identify existing Clearinghouse activities and assess collaborative potential.
•
Develop Memorandums of Agreement for Clearinghouse participation to define roles and
responsibilities.
•
Determine viable location for Clearinghouse.
•
Select Clearinghouse Manager.
•
Develop a work agreement with the Clearinghouse Manager.
•
Establish protocol for information exchange with Clearinghouse.
•
Establish and implement schedule for updates by Clearinghouse Manager.
RESOURCES/TOOLS
•
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FEMA ICS Resource Center: http://www.training.fema.gov/emiweb/is/icsresource/icsforms.htm)
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4.16
Operating Procedure for Facilitating Transition to the Regional Office
PURPOSE
To facilitate transition of Hazard Mitigation (HM) function to Regional Office when the HM Branch is
demobilized or the Joint Field Office (JFO) closes.
This operating procedure is typically performed by the HM Branch Director and/or HM Program Group
Supervisors/HM Task Force Leaders.
PROCEDURE
•
General Guidelines:
– Meet with staff management.
– Create drawdown staffing plan and timeline with milestones.
– Compile Transition Reports from each HM function and complete Hazard Mitigation Transition
Report.
– Communicate transition timeline and milestones to staff.
– Schedule transition handoff meeting or phone call.
◊
Cover outstanding issues, problems, and politics of operation.
◊
Ensure upcoming organization point of contact (POC) has your contact information.
– Send all hard copy and digital files to regional POC.
•
Major Program Activities during Transition:
– HM Management:
◊
Maintain a list of commitments that have been made, such as disaster-specific policies,
federal-state expectations and responsibilities, contract information (e.g., open task orders),
and state priorities.
– HM Grants and Planning:
◊
Provide a framework for the continuity of Hazard Mitigation Grant Program (HMGP)
management and operations.
◊
Identify POC of continued oversight of HMGP contractual assignment.
◊
Ensure all HM Planning activities and unresolved issues have been documented and
communicated to the Regional Community Planner.
– HM Floodplain Management and Insurance:
◊
Provide summary report on significant floodplain management issues that transpired over the
course of the field operation to include any outstanding or ongoing cases.
◊
Ensure all HM Floodplain Management and Insurance activities and unresolved tasks/issues
have been documented and communicated to Regional Floodplain Management and
Insurance Staff.
– HM Hazards and Performance Analysis (HPA):
◊
Provide a summary report of all the 406 activities.
◊
Ensure all Hazard Performance and Analysis activities and studies are transferred to the Risk
Analysis Branch at the Region.
◊
Forward all the engineering analysis and Benefit-Cost Analysis to the Risk Analysis Branch.
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•
Major Operational Activities during Transition:
– HM Management:
◊
Establish procedures for the continuity of administrative requirements, such as After Action
Reports, disposition of equipment and supplies obtained at the JFO, restocking, and return of
go-kits.
◊
Implement the data storage components of the data management plan established during
Transition to include Geographic Information System (GIS) and hazards analysis data.
◊
Conduct an internal evaluation of HM field operations.
•
Managers who anticipate Transition can assign staff to:
– Complete unfinished projects.
– Review, merge, and organize research data, reports, publications, and other information created
during the disaster operation. Refer to the HMFOG Operating Procedure for Coordinating
Information for Hazard Mitigation Use.
– Identify ways the information can be used to advance HM priorities.
– To leverage mitigation opportunities, follow up with actual and potential HM partners and
stakeholders identified during the disaster operation.
Deliverables
•
HM Management - All HM Management disaster-related documents and files including:
– Administrative files
– Contract information (i.e., open Task Orders)
– Disaster declaration
– Federal Register Notice
– FEMA-State Agreement
– General correspondence
– GIS products created on behalf of HM
– Hazard Mitigation Transition/Final Report (Template) (HMFOG Job Aid) – to include final
disposition of all outstanding tasks (e.g., tasks that will be transitioned back to the regions)
– Hazard Mitigation Strategy
– Projects
– Public Notices
– Replies to External Affairs/Congressional Affairs
•
HM Community Education and Outreach (CEO):
– HM CEO products developed for disaster (e.g., Best Practices, Case Studies, brochures, flyers)
– Hazard Mitigation Transition/Final Report
– Leftover publications that regions can store and send out early for the next disaster
•
HM Grants and Planning:
– Any HM Grants projects or activities that will come back to the FEMA Region for continuance and
completion
– Hazard Mitigation Transition/Final Report, to include community name, description of activity,
correspondence reports, decision/discussion, authority used to make determination, and followup activities
– HMGP Administrative Plan
– Updated Plans
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•
HM HPA:
– Section 406 Mitigation Log
– Benefit-Cost Analysis
– Clearinghouse data to date
– Digital copies of Project Worksheets; states ask for them for future use in mitigation activities
– Loss Avoidance Studies
– Mitigation Assessment Team reports
– Perishable data
– Hazard Mitigation Transition/Final Report
RESOURCES/TOOLS
•
Clearinghouse
•
Data Warehouse
•
GIS products developed in JFO
•
HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMFOG Job Aids:
- Hazard Mitigation Transition Plan Outline
- Hazard Mitigation Transition/Final Report (Template)
- Hazard Mitigation: Releasing and Terminating FEMA Reservist and Local Hire Staff Reference
Tool
•
JFO common drive for digital files
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4.17
Operating Procedure for Coordinating Mitigation Assessment Team (MAT)
Deployment
PURPOSE
The Mitigation Assessment Team’s (MAT) mission is to identify trends in design practices, construction
methods, and building materials; document and analyze failures and successes; and provide
recommendations and guidance to support field level disaster mitigation. The findings are used to shape
national rebuilding and recovery policies and provide technical guidance.
The MAT is led and managed by the MAT Program Manager from FEMA Federal Insurance and
Mitigation Administration (FIMA) Risk Reduction Division, Building Science. MAT activities are conducted
under FEMA’s Production and Technical Services (PTS) contract for Building Sciences (for
engineering/architectural technical services) and follow the PTS MAT Standard Operating Procedure
(SOP) developed and maintained by the MAT Program Manager and the PTS Contractor. When the Joint
Field Office (JFO) Hazard Mitigation (HM) Branch is fully staffed and functional, the MAT keeps the
Regional Mitigation Division management informed but coordinates directly with FIMA Insurance and
Mitigation Readiness Division (IMRD) and JFO HM for deployment, planning, operations, funding,
reporting, and outreach.
This MAT Deployment Operating Procedure is typically performed by the HM Branch Director/HM Group
Supervisor, and/or the HM Program Group Supervisor/Task Force Leader for HM Community Education
and Outreach (CEO) and/or HM Hazards and Performance Analysis (HPA). The HM Branch Director/HM
Group Supervisor directs the coordination of the MAT activities during the field level support MAT
deployment and assists in the implementation of the MAT’s short-term, mid-term, and long-term
objectives.
PROCEDURE
MAT Pre-Deployment
•
Based on the magnitude of the event and initial damage assessments, the FEMA Headquarters (HQ)
MAT Program Manager, in coordination with appropriate Regional Mitigation Division and FIMA IMRD
staff, submits a proposal for deployment to the HM Branch Director/HM Group Supervisor. S/he must
respond to the request, coordinate, and agree on short- and long-term objectives to ensure support
for the FEMA/State Hazard Mitigation Strategy implementation.
•
The HM Branch Director/HM Group Supervisor may lead and/or establish HM HPA to support and
coordinate funding, deployment, and implementation of MAT findings.
•
JFO or regional connections to state or local institutions/universities and existing Clearinghouse that
can support the MAT objectives are often critical to MAT success.
•
Once the HM Branch Director/HM Group Supervisor agrees to deploy MAT, support the deployment
of a small pre-MAT reconnaissance team to plan target areas for research, develop short-term or
specific goals and objectives, identify expertise required of team members, and estimate workload.
MAT reconnaissance may be funded by FEMA HQ or Region, but will need coordination with the JFO
HM Branch, FIMA IMRD, and Regional Response Coordination Center (RRCC)/National Response
Coordination Center (NRCC) HM for fly-over transportation and site access.
•
The MAT is technically a national asset, and deployment/funding requests from the Field Office will
typically be coordinated through the RRCC and NRCC.
•
Based on reconnaissance conducted in accordance with the PTS MAT SOP, the HQ MAT Program
Manager drafts and discusses proposed short- and long-term Statement of Objectives (SOO) with
JFO HM staff, Regional MAT point of contact (POC), and FIMA IMRD. The HM Branch Director/HM
Group Supervisor and MAT Team Leader must ensure objectives meet the Federal Coordinating
Officer’s (FCO) objectives and the FEMA/Hazard Mitigation Strategy for the disaster and reflect timely
delivery of services, products, and recommendations. An initial cost estimate is also developed at this
time.
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•
Review and coordinate SOO with other HM staff and counterparts as appropriate to ensure that they
support JFO/State mitigation and regional strategies and other rebuilding/recovery priorities.
•
Ensure that the delivery of the short-term and long-term objectives is consistent with the timeline/
schedule of the mitigation and recovery process for the impacted community.
•
Once the SOO is accepted, support the funding of the deployment and market the value of the MAT
to the FCO, State Hazard Mitigation Officer (SHMO), Federal Disaster Recovery Coordinator (FDRC),
when activated, and other JFO entities.
•
To process funding for MAT deployment, the following documents are required and will be completed
by the MAT program office with assistance from the Field Office. The Mission Assignment Manager or
Operations will facilitate current forms and processing guidance.
– Request for Assistance Form – This form is the official obligating document for tasking by FEMA
to other Federal agencies (OFAs). It may be initiated by a state request for assistance, OFA,
FEMA, or other entity and is used to record tasking and obligations before and after a Presidential
declaration of a major disaster or emergency.
– Request for Allocation Advice (RAA) Form – This form is used by program managers to request a
budget for a specific disaster operation. The costs are defined by object class/revenue codes.
The program managers provide a worksheet to collect the initial estimated costs for disaster
programs. The Regional Operations Support Division usually collects the cost information and
prepares the RAA worksheet. The worksheet accompanies the initial RAA for each new disaster
operation.
◊
The division/program manager submits a RAA through the Regional Operations Support
Division. The information is used to create the Cost Estimate Form.
◊
Operations Support signs the RAA and faxes it to the Regional Financial Office.
– Requisition and Commitment for Services and Supplies (FEMA Forms 143 and 146)
◊
APPROVALS – PROGRAM AREA – The Project Officer must always give intermediate
approval, based on program area policies. Program heads, such as Associate Director,
Assistant Director, Administrator, etc., must approve requests in excess of $25,000 and as
required by program area policies. Regions: Requests in excess of $10,000 are approved in
accordance with Regional instructions or program area policies. Other Coordination: when
multiple program areas are affected or involved, when another office agrees to fund or
partially fund a project, or when clearance from another office is required (e.g., Office of
Information Resources Management for Automated Data Processing, Information Collection
Management).
◊
APPROVALS – ADMINISTRATIVE (Headquarters Only) – Used when the request for
supplies or equipment can be obtained or provided by the Office of Administrative Support
(AS) through Blanket Purchase Arrangements, Imprest Fund, or General Services
Administration purchases. If AS cannot fill the requisition, it will be routed to the Budget
Division for funds certification and to the Office of Acquisition Management for action.
•
Source Selection – This task is added to the HQ Infinite Delivery/Infinite Quantity PTS Contract,
which is managed at FEMA HQ by the FEMA Building Science Branch.
•
Coordination on funding needs to be performed with the following JFO points of contact:
– Operations Section (OPS) Chief
– Comptroller
– Procurement Officer
– FCO
– National Emergency Management Information System (NEMIS) – NEMIS Access Control System
rights
– JFO Mission Assignment Manager (under Operations)
– Others
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•
If funded, monitor the contracting process and coordinate with the HQ MAT Program Manager on
status.
•
Coordinate between HM functional groups, particularly HM HPA, SHMO, Geographic Information
System (GIS) Planning, and Environmental Planning and Historic Preservation (EHP), to collect data
and organize products useful to the MAT in planning and prioritizing target areas for inspection. For
example:
– Substantial Damage Estimator
– Hazard Mitigation Grant Program projects
– Geospatial products
– Damage assessment reports
•
Actively participate in the HQ-led MAT pre-deployment planning process (e.g., team composition,
target areas, timeline). Ensure HM HPA and HM CEO staff are assigned to join MAT in field research.
•
Once members are identified, keep MAT up to date on state and local priorities, hazard mitigation
strategies, and other considerations and areas of concern.
•
Once MAT target areas/properties are identified for mitigation and building performance assessment,
assign JFO HM staff to acquire clearance/approval to inspect or visit residential, commercial, and
critical structures with pertinent SHMO, emergency managers, and property owners.
MAT Deployment
•
Arrange opportunity for MAT to brief and debrief FCO, HM staff, OPS Chief, OFA, Individual
Assistance (IA), Public Assistance (PA), and other pertinent JFO, state, and local stakeholders.
•
In collaboration with HM HPA and HM CEO staff deployed with MAT, provide pertinent findings to
appropriate HM function in the JFO. For instance, coordinate with HM Insurance staff if coastal
properties are over 50 percent substantially damaged and interviews with homeowners indicate they
have little knowledge of Increased Cost of Compliance (ICC); demonstrate how hazard mitigation can
lessen commercial and personal insurance costs (e.g., flood proofing, elevation).
•
Support MAT’s additional data needs; this includes coordination with HM Floodplain Management on
substantial damage estimation data, HM Grants on previously mitigated projects, HM Insurance on
ICC funded properties, PA on mitigated public facilities, Preliminary Damage Assessment teams on
damage data, and other information pertinent to the MAT.
•
Based on preliminary MAT key findings, recommend areas for collaboration among JFO HM
functions, the state, External Affairs, and other FEMA programs on rebuilding efforts (e.g., training,
outreach, housing strategy).
•
Provide stakeholders with periodic interim briefing on goals, objectives, and findings.
MAT Post-Deployment
•
Participate in the review of the MAT Report, advisories, and other deliverables with all stakeholders,
as appropriate.
•
Analyze, apply, and effectively integrate short-term advisories and long-term recommendations into
the successful implementation of FEMA/State Hazard Mitigation Strategy for the disaster.
•
Integrate MAT findings into HM functional group activities. For instance, if one of the key findings
strongly discourages elevating on fill in seismic areas, distribute this information to all functions of HM
in the JFO. If assistance is needed, coordinate with HQ MAT Program Manager, Regional MAT POC,
and FIMA IMRD.
•
In coordination with the HM Program Group Supervisor/Task Force Leader for HM HPA and HM
CEO, organize workshops, training, and outreach events to educate HM functional groups and
stakeholders on MAT recommendations and products.
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•
In coordination with the HQ MAT Program Manager, Regional MAT POC, SHMO, FDRC (when
activated), ESF #15 (External Affairs), state, and other JFO staff, build partnerships with local policy
makers to integrate MAT recommendations, including periodic reports, drafts, and interim findings,
into local building codes and community development and mitigation policies.
•
Help capture and evaluate the use of MAT recommendations and their positive effect on recovery and
sustainable rebuilding efforts. This information is useful to all HM Branch Directors/HM Group
Supervisors in justifying to FCOs the value of funding and deploying MAT, and helps HQ MAT
improve their information and data gathering, reporting, and other stakeholder services.
•
If multiple JFOs and Area Field Offices/Division Field Offices are impacted by the same or a similar
disaster, coordinate with HM manager(s), Regional Mitigation Division, FIMA IMRD, RRCC, NRCC,
state and local counterparts, and share MAT processes, challenges, significant findings,
recommendations, and products to encourage partnership, unity of effort, and consistent reporting on
the most recent science, best construction, and mitigation methods.
•
If the JFO is closing, coordinate with the HQ MAT Program Manager and FDRC (when activated),
and transition MAT follow-up activities to Regional MAT POC.
Coordination
Primary:
• FCO/OPS Chief
•
FIMA IMRD
•
JFO Comptroller
•
JFO HM Management to include all HM functional groups
•
JFO FIMA Risk Reduction Division, Building Science Branch (MAT Lead)
•
Regional MAT POC (Regional-level coordinator)
•
Regional Mitigation Division Director/Branch Chiefs
•
Reservist Program Manager (RPM)
•
RRCC and NRCC
Field Coordination:
• Community Relations
•
EHP
•
External Affairs
•
FDRC, when activated
•
IA – Temporary and Permanent Housing
•
Other state, tribal, and local officials as required
•
PA – Section 406 mitigation
•
Planning Section/Geospatial Intelligence Unit
•
Property managers and local officials for site/structural access
•
SHMO
•
State Coordinating Officer (SCO)
•
State/local building code official and homebuilder associations
Reporting Requirements
•
Report activities and accomplishments to HM Management and other JFO stakeholders to support
recovery process (e.g., FDRC when activated, ESF #15, IA, PA, Small Business Administration).
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•
Advise FCO, OPS Chief and SCO, SHMO, or other state or local representative (may be a
participant) on MAT value to recovery process, objectives, field deployment plan, and findings.
•
MAT deployments will typically identify support requirements from the field office. When MAT teams
deploy early on in a disaster, this request for staffing provides immediate field support for the MAT in
the field office, allows for integration of the interagency/public/private makeup of the MAT team into
field operations and reporting, and situates a field office to plan its staffing and future mitigation
operations around MAT preliminary findings.
RESOURCES/TOOLS
•
Data collection activities and resources (e.g., Mission Assignment, high water marks, damage
assessment reports)
•
Digital camera
•
Existing Clearinghouse (e.g., Earthquake Engineering Research Institute)
•
Global Positioning System (GPS) unit for driving directions as well as Latitude/Longitude data
•
HMFOG Job Aid:
– Obtaining Hazard Mitigation Technical Services
•
Mitigation Assessment Teams: Building Stronger and Safer (MAT Fact Sheet)
(https://www.fema.gov/media-library/assets/documents/5917?id=2088)
•
Previous MAT Reports: https://www.fema.gov/fema-mitigation-assessment-team-mat-reports
•
Standard Operating Procedures for Mitigation Assessment Team Process (2008):
https://www.fema.gov/media-library/assets/documents/25907?id=5668
•
Websites that collect disaster-specific information pertinent to the MAT, such as:
– HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
– Home Security Information Network (HSIN)
– National Emergency Management Information System (NEMIS)
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4.18
Operating Procedure for Coordinating Deployment of a Joint Field Office
(JFO) Advisory Base Flood Elevation (ABFE) Task Force
PURPOSE
The purpose of this procedure is to provide to the state and affected local communities the best available
risk information that can be used as a basis for rebuilding during the recovery process so that individuals,
businesses, and public infrastructure will better withstand future flooding.
The Joint Field Office (JFO) Advisory Base Flood Elevation (ABFE) Task Force will perform this
procedure under the overall supervision of the Hazard Mitigation (HM) Branch Director, who also assists
in the implementation of the JFO ABFE Task Force’s objectives.
Background
Following a major disaster, FEMA makes every effort to provide the state, local, and tribal communities
with the best possible risk data upon which to plan repair and rebuilding of public infrastructure, and
commercial and residential structures. In an area where regulatory Flood Insurance Rate Maps (FIRMs)
have not been updated for many years, or in an area where the initial data indicates that the elevations on
any recent FIRMs may not be reflective of the real risk, FEMA Headquarters (HQ), in consultation with the
National Response Coordination Center (NRCC) and Regional Response Coordination Center (RRCC),
or (if activated) the Initial Operating Facility (IOF) or JFO, may make a decision to deploy a task force to
develop ABFEs and communicate the risk data to the state and the affected communities. Development
of ABFEs and deployment of an ABFE Task Force are recommended when the data elements to
construct a technically credible advisory flood study are readily available. An Advisory Steering committee
will be formed consisting of key staff from FEMA HQ, Region and JFO staff, and state staff to work with
the JFO ABFE Task Force Lead through all phases to implement the technical analysis, production, and
delivery of advisory maps.
PROCEDURE
Form JFO ABFE Task Force
•
Once FEMA decides to proceed with the ABFE, select and deploy the JFO ABFE Task Force Lead
immediately.
•
If possible, select the JFO ABFE Task Force Lead from the Region where ABFEs are being
developed. The Task Force Lead must have established expertise in risk analysis and a broad
knowledge of the implications and uses of the final ABFE product.
•
Locate the JFO ABFE Task Force Lead in the HM Hazards and Performance Analysis (HPA) Group
within a JFO where administrative support will be provided by HM HPA.
•
Select ABFE Task Force members from the HM HPA Group and other HM functional groups, based
on needed skill sets (e.g., coastal/riverine construction, floodplain management and insurance,
Geographic Information System (GIS) geoportal, grants, community education and outreach, external
affairs). Task Force members ideally have subject matter expertise but also are “generalists”; they
understand the other functions within HM and how their contribution affects those other functions.
Request a representative of External Affairs to be assigned to the JFO ABFE Task Force.
Suggested JFO ABFE Task Force Roles
– JFO ABFE Task Force Lead (Recommendation: Regional representative from the Risk Analysis
Branch with an HM Program Group Supervisor (MPGS), HM HPA Specialist (HPSP), or HM HPA
Technical Specialist (HPEX) title and prior experience with ABFE development)
◊
Directing ABFE roll out and integration within JFO and Recovery programming
◊
Coordinating with FEMA HQ, and within JFO program areas
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◊
Coordinating with state/tribal leadership teams
Providing/coordinating Public Assistance (PA) and Mitigation policy guide on application of
ABFEs
ABFE/Floodplain Management (Recommendation: HM Floodplain Management Technical
Specialist (FPEX))
◊
Providing briefings to public and elected officials; general outreach providing ABFE expertise
◊
Communicating floodplain management technical information to non-technical audiences
ABFE/Flood Hazard Mapping Engineering (Recommendation: HPSP; HPEX)
◊
Providing briefings to public and elected officials; general outreach providing ABFE expertise
◊
Communicating technical flood hazard information to non-technical audiences
Floodplain Management Training, ABFE Outreach (Recommendation: FPEX)
◊
Working with state/tribe on floodplain management/homeowner considerations; outreach to
community stakeholders
ABFE Outreach (Recommendation: HPSP; HPEX)
◊
Supporting ABFE briefings and workshops
◊
Providing technical ABFE support
Community Education and Outreach (CEO) Lead (recommendation: HM CEO Technical
Specialist (EOEX))
◊
Coordinating CEO support of ABFE meetings
◊
Tracking ABFE voicemail and email inquiries
◊
Collecting meeting participant information
◊
Training CEO staff to support all aspects of ABFE workshops
Mitigation Liaison from External Affairs
◊
Coordinating between ABFE Task Force and External Affairs on briefings and
speaker/experts requests
Outreach Project Management
◊
Providing content development support for ABFE-related briefings and meetings
◊
Maintaining outreach schedule, coordinate with Floodplain Management and Insurance
Branch, Hazard Mitigation Assistance, and External Affairs to fulfill needs
◊
Managing stakeholder call plans
◊
Tracking and managing project communications and tasks
Mitigation Advisor to the Federal Disaster Recovery Coordinator (FDRC) and Recovery Support
Functions (RSFs)
◊
–
–
–
–
–
–
–
–
•
Deploy the JFO ABFE Task Force as soon as possible after the need is identified.
•
Clearly and consistently communicate and ensure JFO ABFE Task Force understanding of project
objectives and goals for consistent messaging to all stakeholders.
Plan and Implement Technical Tasks
•
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Collaborate closely with FEMA HQ, Regional Risk Analysis, and state throughout the process.
Anticipated HQ Federal Insurance and Mitigation Administration (FIMA) support includes:
– Data Development
◊
Modeling & Mapping
◊
Quality Reviews
◊
Data Delivery
– Data Dissemination
◊
Geoportal postings
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◊
◊
◊
◊
Webinar approach / content development
Communications Task Force
Call Centers
Websites
•
Access existing data (e.g., existing Flood Insurance Study (FIS), preliminary FIS underway).
•
Consult Region(s) for outstanding issues.
•
Establish scope of work for ABFE development.
•
Establish process for quality assurance and documentation.
•
Identify necessary funding and funding source.
•
Identify technical methodology to create ABFEs.
•
Identify and connect with any regional and/or local technical advisory panels to obtain concurrence on
methodology.
•
Obtain state/tribal concurrence for project.
•
Establish task timelines.
•
Select contractor (HQ) and initiate work.
•
Ensure quality control of deliverables.
Plan ABFE Rollout Strategy
•
In collaboration with External Affairs, HQ, Region, state, and contract experts, establish and reach
agreement on common messaging and terminology.
•
Establish timelines for what, when, and how the parts of the ABFE rollout process will be
implemented (e.g., briefings or resources for technical, community official, and general public
stakeholder meetings/presentations).
– Engage HM and other JFO units early (e.g., Small Business Administration (SBA), PA, Individual
Assistance (IA)).
– Engage other stakeholder groups for buy-in.
– Use “stair step” approach (i.e., start with a simple message and then move on to more complex
messages depending on audience and/or need to know).
•
Identify and activate geoportal for use by all stakeholders to identify ABFEs (ensure address-specific
lookup capability). A geoportal is the Web site by which various audiences will have access to ABFE
data, be able to look at maps and any other GIS layers provided, and search on address specifics.
Implement ABFE Rollout
•
Continue engaging stakeholder groups around upcoming products and messaging.
•
In coordination with Region/state/tribe, identify any associations whose members have
backgrounds/expertise in engineering (Note: ABFEs may be required in both coastal and riverine
events).
– Develop and conduct webinar with selected professional technical audience to inform them of
ABFE purpose, methodology, and timeline.
– Obtain feedback and concurrence.
•
Conduct or arrange training on ABFE purpose for community officials to alert them to risk.
– Release interim mapping products if available.
•
Conduct or arrange training for building contractors who will be called on to repair structures.
•
Arrange and conduct public official meetings and public meetings to introduce ABFEs and the
reasons for developing them.
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•
Conduct internal JFO ABFE Task Force hotwash following every major stakeholder meeting for
lessons learned.
•
Conduct follow-up for communities that do not attend meetings.
•
Once agreement has been reached with state, release maps showing ABFEs for impacted areas.
– Conduct meetings where community officials and residents can identify flood zone and ABFE for
specific addresses.
– Provide subject matter expert support for meetings.
Develop and Implement Post-Rollout Strategy
•
Educate local officials on the policies, procedures, and ordinance adoption requirements.
•
Identify and work with FEMA’s other federal, state, and local partners to promote a positive
relationship with local communities in a post-disaster environment.
•
Work with local officials to enable positive discussion of flooding risks with their local constituents.
•
Engage the public-at-large and community residents through timely press releases to inform and
better engage with the public at the local level.
•
Establish path forward to identify opportunities to update existing regulatory flood maps with FEMA
Regional office.
Develop and Present Transition Plan
•
Summarize context and objectives of the ABFE rollout initiative.
•
Summarize current status of outputs and outcomes.
•
Define roles and responsibilities that will be ongoing (e.g. FEMA HQ).
•
Describe roles and responsibilities that will transition from JFO ABFE Task Force to JFO HM Branch
functional groups.
•
Describe outreach tasks to transition.
•
Describe future state/tribal outcomes and outputs.
•
Provide stakeholder contact information.
Deliverables may include:
•
Project Management & Tracking
– Entry briefings as staff join the JFO ABFE Task Force members
– Proposed project timeline
– Executive Summary or Fact Sheets
– Transition plan to state and/or tribe and FEMA Region
– Exit Briefings when JFO ABFE Task Force members transition
– Issues and recommendations
– Achieved goals, objectives, and milestones
•
Data
– ABFE geospatial data, as applicable
– Interim mapping product or communication vehicle that provides a conservative estimate of
freeboard communities should require on new construction and substantial improvements until
ABFEs can be produced
– Maps showing ABFEs that can be adopted/regulated by communities for floodplain management
and recovery purposes
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–
•
NOTE: It is probable to assume that a mapping product may not be the most efficient
communication tool to provide an ABFE if the analysis reflects a global set of technical guidance
for the geography in question. For example, if the analysis shows that 3 feet above all existing
BFEs depicts the appropriate advisory data, then a map may serve as a complementary
communication tool.
Outreach
– ABFE background, logic, and application presentations
– Interim briefings/reports for stakeholders
– Public outreach in declared area, including long-term recovery
– Workshops/training
– Advisory mapping talking points for JFO External Affairs, PA, HM, and other JFO and Emergency
Support Function (ESF)/RSF partners
– Answers to potential recovery policy challenges associated with the development and
implementation of advisory mapping
– Website and geoportal (HQ)
– Call center (HQ)
Reporting Requirements may include:
•
Ongoing reporting of activities and accomplishments to FIMA, FEMA Regional Mitigation, IOF, JFO
HM Management, and other JFO stakeholders in support of ABFE development, outreach, and
implementation.
•
Ongoing reporting of activities and accomplishments to Federal Coordinating Officer (FCO), FDRC,
Operations Section Chief, State/Tribal Coordinating Officer (SCO/TCO), State/Tribal Hazard
Mitigation Officer (SHMO/THMO), and other state, tribal, or local representatives, on ABFE value to
recovery process and objectives.
•
Report anticipated actions for inclusion in the Incident Action Plan/Incident Strategic Plan as
appropriate.
•
Report activities and accomplishments for Situation Reports (SITREPs).
•
Report activities on the Strategic Timeline for the event.
Stakeholder Coordination Points may include:
•
Internal to HM
– HM Branch Management
– HM CEO
– HM Floodplain Management and Insurance (including call center if activated)
– HM Grants and Planning
– HM HPA
•
Internal to JFO
– Environmental Planning and Historic Preservation (EHP)
– External Affairs
– Federal Disaster Recovery Coordinator, when activated
– IA
– Public Assistance (PA)
– RSFs
– SBA
– SCO/TCO
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•
External to JFO
– FEMA Regional Mitigation
◊
Division Director
◊
Risk Analysis
◊
Floodplain Management and Insurance
◊
Hazard Mitigation Assistance
– Regional Administrator thru Regional Division Director
– FEMA HQ FIMA
◊
Associate Administrator
◊
NRCC Mitigation Liaison
◊
Strategic Communications Branch
◊
Risk Analysis Division
◊
Risk Reduction Division
 Building Science Branch
 Floodplain Management Branch
◊
Risk Insurance Division
◊
Industry and Public Relations Branch
– State/Tribal Officials
◊
Governor’s office
◊
State/Tribal Hazard Mitigation
◊
State/Tribal Emergency Management
◊
State/Tribal EHP
◊
Relevant technical advisory groups
– Community
◊
Building Officials
◊
Chambers of Commerce
◊
Elected Officials
◊
Emergency Management
◊
Floodplain Administrator
◊
Professional Associations (e.g., building/construction, engineering/architect, insurance, nongovernmental organizations)
RESOURCES/TOOLS
•
Current Effective FIS
•
HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMFOG Job Aids:
– ABFE Briefings:
◊
Advisory Base Flood Elevations: Training for Disaster Recovery Centers (Sample)
◊
Advisory Base Flood Elevations: Pre-Release Briefing (Sample)
◊
Understanding Advisory Base Flood Elevations (Sample)
– Advisory Base Flood Elevation Outreach and Transition Plan (Sample)
– Advisory Base Flood Elevation Rollout – Question/Answers (Sample)
– The Flood Damage Prevention Ordinance (Sample)
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–
–
–
•
Local Developer Call Plan (Sample) – Can be modified for specific audiences (e.g., developers,
universities, non-governmental organizations, architects, engineers, Chamber of Commerce,
private sector)
Media Questions/Answers on Advisory Base Flood Elevations (Sample)
Speakers Bureau Approach to Communicating Advisory Base Flood Elevations (Sample)
Risk Mapping, Assessment, and Planning (Risk MAP) Web site (permissions required)
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5.0
HM Management Job Aids
Job aids are tools intended to help the employee organize or address tasks in a manner that helps get the
job done more efficiently. These are samples; please consult with the appropriate Regional Mitigation
Division for guidance.
Hazard Mitigation Disaster Workforce Website (HMDWW)
Many of the HMFOG Job Aids in this section may be obtained as individual files (MS Word, MS Excel,
and/or PDF) from the HMDWW:
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
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5.1
Protocol for Communicating/Coordinating Outside of Hazard Mitigation
Branch or Group
This protocol is intended to provide a guideline for Hazard Mitigation (HM) staff deployed to a disaster
when a task requires communication or coordination with organizations or individuals outside of HM.
It indicates the lowest appropriate position level to initiate the contact. During or after the initial
contact, arrangements for other point of contact (POC) for staff coordination can be made.
PROTOCOL FOR COMMUNICATING / COORDINATING
OUTSIDE OF HAZARD MITIGATION BRANCH OR GROUP
In Level 1, 2
In Level 3
Organization or Individual
Contact Initiated by:
Contact Initiated by:
Within JFO
Federal Coordinating
HM Branch Director I, II through
HM Group Supervisor through
Officer/Command Staff
Operations Section (OPS) Chief
OPS Chief
FEMA Section Chiefs and
HM Branch Director I, II
HM Group Supervisor
Branch Directors
HM Management Coordinator or
HM Management Coordinator or
Other FEMA Group
HM Program Group Supervisor,
HM Task Force Leader, topic
Supervisors and Below
topic specific
specific
Other Emergency Support
HM Management Coordinator
HM Management Coordinator
Functions
HM Data Integration Specialist or
Geospatial Intelligence Unit
HM Data Integration Specialist
HM Management Coordinator
FEMA External To JFO
HM Program Group Supervisors, HM Task Force Leaders, topic
topic specific, in coordination with specific, in coordination with
FEMA Headquarters Programs
HM Branch Director and
HM Group Supervisor and
Regional Office
Regional Office
FEMA Federal Insurance and
HM Program Group Supervisors, HM Task Force Leaders, topic
Mitigation Administration
topic specific, in coordination with specific, in coordination with
(FIMA) Insurance and
HM Branch Director and
HM Group Supervisor and
Mitigation Readiness Division
Regional Office
Regional Office
(IMRD)
FIMA IMRD – Product
HM Crew Leader
HM Crew Leader
suggestions to HM Mailbox
FEMA Regional Mitigation
HM Branch Director I, II
HM Group Supervisor
Division Director
HM Program Group Supervisor,
HM Task Force Leader, topic
Regional Mitigation Division
topic specific, in coordination with specific, in coordination with
Program Leads
HM Branch Director
HM Group Supervisor
Non-FEMA External To JFO
HM Program Group Supervisor,
State Hazard Mitigation Officer topic specific, in coordination with HM Group Supervisor
HM Branch Director I, II
HM Program Group Supervisor,
HM Task Force Leader, topic
State Government Officials
topic specific, in coordination with specific, in coordination with
HM Branch Director
HM Group Supervisor
Tribal Specialist through
Tribal Specialist through HM
Tribal Government Officials
HM Program Group Supervisor,
Task Force Leader, topic specific
topic specific
HM Crew Leader or HM Task
HM Crew Leader through HM
Force Leader through HM
Local Government Officials
Task Force Leader per
Program Group Supervisor per
agreement with state POC
agreement with state POC
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5.2
Daily Hazard Mitigation Management Team Meeting
This job aid is available in Microsoft Word on the Hazard Mitigation Disaster Workforce Website
(HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
DAILY HAZARD MITIGATION MANAGEMENT TEAM MEETING
(Conduct Prior to Situation Report Submittal)
The objective of the daily Hazard Mitigation (HM) management team meeting is to offer exchange of
information that might be of interest to other HM functional groups and/or to HM Branch management or
management external to HM. Each functional group representative will provide information on what they
have accomplished toward achieving the Hazard Mitigation Strategy, what is planned, priority issues,
issues of concern, and requests for assistance from other functional groups.
Issues of concern, or that may be of interest, to the Federal Coordinating Officer (FCO)/State
Coordinating Officer (SCO) are provided to the HM Branch Director/HM Group Supervisor for review and
possible submittal to the FCO/SCO through the Operations Section (OPS) Chief.
DAILY HAZARD MITIGATION MANAGEMENT TEAM MEETING
•
ATTENDEES
HM Branch Director/HM Group Supervisor
•
Designated HM Management staff
•
HM leadership from each HM functional area (HM Hazards and Performance Analysis, HM
Community Education and Outreach, HM Floodplain Management and Insurance, HM Grants and
Planning)
•
Community Relations
•
External Affairs
•
Individual Assistance (IA)
•
Environmental Planning and Historic
Preservation
•
Public Assistance (PA)
•
National Disaster Recovery Framework
•
Other:
INVITEES AS NEEDED
• Finance
REPORTS
NOTES
Issues of interest/concern to other HM
functional groups
Issues of possible interest/concern to HM
Branch management or management
external to HM, for example OPS Chief, IA,
PA or External Affairs
New ideas or initiatives
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Other
TOPICS OF DISCUSSION – REPORTING
NOTES
Accomplishments
Long-term assignments
Short-term assignments
Priority issues
Conflicts/problems (resolution
discussion)
Report on meetings conducted/planned
Media contact – conducted/planned
Rumor control
Resource needs
Long-term recovery
Other
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5.3
Hazard Mitigation Strategy Checklist (Sample)
INSTRUCTIONS
The Hazard Mitigation Strategy Checklist was developed as a tool to provide federal, state, and local
evaluation of Hazard Mitigation Strategy objectives and actions following a federally declared disaster.
The first page of the checklist outlines objectives normally considered by the Hazard Mitigation (HM)
Branch for disaster recovery. Each of these objectives has defined actions to accomplish the objective.
The objectives with corresponding actions are listed on the following pages, which are broken down by
the responsible HM functional area.
HM managers responsible for each functional area should review all actions and, in concurrence with the
Joint Field Office (JFO), Federal Coordinating Officer, and appropriate state partner(s), depict those
actions deemed appropriate and necessary to enhance disaster recovery for the affected area.
Once the action item(s) for the HM Branch and HM functional area have been identified, the checklist
should be signed, dated, and submitted to the ______________ for inclusion to the final Hazard
Mitigation Strategy for the disaster. If no action is desired, this must also be indicated and submitted.
The final Hazard Mitigation Strategy should be executed by those federal and state individuals identified
in the Strategy. The fully executed original Hazard Mitigation Strategy should be returned to the FEMA
______________ and a copy should be provided to all signatories on the Strategy. A copy should also be
scanned and entered into the established HM SharePoint site.
HM staff will work toward accomplishing all actions and objectives identified in the Strategy. The JFO HM
Branch Director is responsible to document progress of the action items on a regular basis. An Executive
Summary noting the degree of accomplishments should be completed for closeout of HM field activities.
A copy should also be scanned and entered into the established HM SharePoint site.
Any action items or objects not completed by HM field staff should be finalized by the responsible HM
Branch or program area representative at the FEMA Region. The Region’s ______________ is
responsible to provide a Hazard Mitigation Strategy action report to the Regional Mitigation Division
Director/Deputy every two weeks. This report will be completed with input from HM staff from each
program area responsible for completing the actions identified within the Strategy. This reporting
requirement will continue until all actions and objectives identified have been accomplished for the
disaster or upon agreement by the appropriate federal and state partners to cease such activities or
actions.
This checklist is not all inclusive and is intended to be modified on a regular basis to address identified
additions or changes. Additional guidance on development of the Hazard Mitigation Strategy can be
found in the Hazard Mitigation Field Operations Guide.
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HAZARD MITIGATION STRATEGY OBJECTIVES
DR _____________________-_______
The purpose of developing a Hazard Mitigation Strategy is to identify and implement methods, practices,
and programs that will assist the citizens of {State Name} in avoiding and/or minimizing damages from
future disasters. To accomplish this goal, the following objectives may be accomplished:
•
Provide a coordinated and positive working relationship with the state, JFO and regional leadership,
as well as other JFO program areas.
•
Provide Leadership and guidance to mitigation staff in all phases of disaster.
•
Develop hazard and performance analysis information resources to support recovery, restoration, and
mitigation efforts.
•
Support the local administration of the National Flood Insurance Program (NFIP) including floodplain
management issues, such as substantial damage and flood insurance issues.
•
Support other JFO programs and other federal agencies in applying Executive Order 13690 and
11990 Floodplain Management and Protection of Wetlands to their actions during recovery.
•
Assess the need and if warranted implement the Residential Substantial Damage Estimator (RSDE)
contract.
•
Implement inspections of repetitive loss properties, documenting success stories and update the
repetitive loss database to support the inclusion of these properties in mitigation projects.
•
Facilitate development and approval of local hazard mitigation plans required for the Hazard
Mitigation Grant Program (HMGP), throughout the state.
•
Provide technical assistance to the state on hazard mitigation grants to reduce future damages from
tornadoes, wind, flooding and other hazards.
•
Provide hazard mitigation grants to reduce future damages from flood, wind, and other hazards such
as acquiring homes and strengthening infrastructure.
•
Provide HM Community Education and Outreach (CEO) Specialists in Disaster Recovery Centers
(DRCs) and Home Improvement Store Outreach, and conduct effective community education through
outreach and the production of mitigation promotional material.
•
Analyze performance of previous mitigation projects funded through the HMGP, Flood Mitigation
Assistance (FMA), and Pre-Disaster Mitigation (PDM), or local NFIP compliance measures.
HM BRANCH DIRECTOR CHECKLIST
Provide a coordinated and positive working relationship with the State, JFO and Regional
leadership, as well as other JFO program areas.
____
Disseminate and coordinate hazard mitigation information and data to other program areas in the
JFO.
____
Represent FEMA on interagency committees and teams convened to analyze disaster-specific
technical or scientific data.
____
Support Speakers Bureau for planned activities and requests. If needed, identify a Speakers
Bureau Liaison to assist in coordinating activities.
____
Ensure Technical Assistance to the Congressional Liaison on mitigation related issues (i.e., flood
insurance, mapping, hazard mitigation plans, etc.).
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____
____
Provide real-time reporting of Repetitive Loss information to Repetitive Loss leads in the FEMA
Region and Headquarters (HQ).
Establish and maintain transparent reporting mechanisms for internal and external audiences that
show the status, progression, and accomplishment of Hazard Mitigation Strategy activities.
Provide Leadership and guidance to HM staff in all phases of disaster.
____
Ensure all HM staff take the mandatory DHS-FEMA training courses as offered by the Disaster
Field Training Office. Functional specific training will be conducted for assigned staff, local
officials and others. Training needs will depend on proficiency level of individuals involved.
____
Implement Position Task Book (PTB) training for all HM staff, as well as facilitate the analysis of
the PTB and provide clarification of job functions and responsibilities.
____
Facilitate Coach Evaluator and Mentoring Program.
_______________________________________________
HM Branch Director
____________________
Date
HM HAZARDS AND PERFORMANCE ANALYSIS (HPA) CHECKLIST
Develop hazard and performance analysis information resources to support recovery, restoration,
and mitigation efforts.
____
Provide hazard identification/verification and frequency for benefit-cost analysis (BCA),
reconstruction guidance, insurance determinations and planning.
____
Provide analysis of hazards and impacts, such as wind analysis, flood, fire and earthquake
frequency, flood depth, inundation and velocity studies.
____
Provide Geographic Information System (GIS) and remote sensing services or expertise.
____
Conduct risk assessment for vulnerability determinations and to target hazard mitigation
opportunities.
____
Conduct damage assessments to identify hazard mitigation opportunities and BCA data in public
and private facilities.
____
Conduct “before” and “after” studies of mitigated sites to evaluate the effectiveness of mitigation
actions.
____
Provide comprehensive services in engineering, architecture, earth science, stream
geomorphology, geotechnical analysis, soils, natural floodplain function and building sciences in
support of disaster resistant communities and sustainable redevelopment. Also include
interpretation and analysis of building codes, GIS, inspection analysis research and design and
construction guidance.
____
Conduct BCA to meet HMGP requirements and coordinate with other programs requiring BCA for
decision-making.
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____
Provide project management and financial tracking for HM Branch contracted services and other
agreements.
____
Coordinate with and assist other HM Branch program elements in offering hazards and
performance analysis technical assistance.
____
In coordination with the State, provide technical assistance to identify and develop mitigation
opportunities appropriate for HMGP funding.
____
Disseminate HPA program information to other programs in the JFO and assist with technical
analysis required to address hazard mitigation requirements in Individual Assistance (IA) –
Temporary Housing, Minimization and Other Needs Assistance programs.
____
Collect, analyze and maintain losses avoided data.
____
Provide support to Public Assistance (PA) to identify, develop and/or review PA projects for
sound mitigation techniques.
____
Support Best Practices and Case Studies development.
____
Provide technical support for disaster-resistant building codes and standards.
____
Provide support to HQ-led Mitigation Assessment Team (MAT) building performance studies.
____
Determine the need to produce Flood Recovery Guidance providing advisory flood elevations to
assist locals in reconstruction. Also coordinate with other agencies to determine the need for the
collection of perishable storm data to include High Water Mark data. Pursue the collection of
perishable data in areas determined to be void in coverage.
____
Evaluate effects of disaster to the current on-going map modernization project in the affected
areas.
____
Coordinate and schedule meetings with local and state officials, Region representatives, FEMA
HQ and contract staff to facilitate the digital flood insurance rate map delivery timetable for all
new maps in the affected areas.
____
Provide technical analysis, and training to local building officials and the construction industry to
encourage sound rebuilding techniques.
____
Provide engineering and other technical services such as contractor workshops and BCA to
support the implementation of mitigation programs and activities.
____
Promote measures that reduce disaster losses, such as the development and adoption of
national building or fire codes and standards.
____
Promote use of the most appropriate and cost-effective building materials and practices (based
on the hazards present in an area) to help encourage the future construction of disaster-resistant
buildings.
____
Encourage integration of sound building design and up-to-date risk information into the recovery
process to mitigate against future disasters.
____
Provide coastal construction training classes to encourage sound rebuilding techniques.
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Facilitate development and approval of local hazard mitigation plans required for the HMGP,
throughout the state.
____
Assure that the state, tribal, and local governments comply with the hazard mitigation planning
requirements of Section 322 of the Disaster Mitigation Act.
____
In coordination with the state, provide technical assistance and/or training regarding the process
to develop, maintain and update state, tribal, and local hazard mitigation plans.
____
Disseminate hazard mitigation planning and grant program information to other programs in the
JFO.
____
Develop and maintain a database reflecting hazard mitigation plan status, incorporating state and
FEMA input.
____
Facilitate the transfer of hazard identification and risk assessment information garnered through
post-storm activities to the local communities for their planning process.
____
Analyze hazard mitigation plans to determine disaster specific direction of the Sections 404
(HMGP) and 406 (hazard mitigation component of PA) programs.
____
Coordinate with the state and HM HPA to identify technical assistance priorities.
____
Ensure that hazard mitigation plan reviews are done in a timely manner.
_______________________________________________
HM Program Group Supervisor (HPA)
____________________
Date
HM FLOODPLAIN MANAGEMENT AND INSURANCE CHECKLIST
Support the local administration of the NFIP including floodplain management issues, such as
substantial damage issues.
____
Support JFO personnel with insurance related technical information, as well as NFIP and other
applicable information.
____
Encourage and provide support to communities to update and adopt ordinances in support of the
NFIP requirements.
____
Coordinate/partner with the State Floodplain Manager/NFIP Coordinator in providing technical
assistance and support during recovery.
____
Provide technical assistance to states and communities in post-disaster NFIP compliance issues
and opportunities.
____
Provide flood map determinations for internal JFO customers.
____
Identify and contact those communities that were non-participating or sanctioned prior to
declaration. Field staff will set up meetings with the communities to encourage enrollment and
discuss the benefits of participating in the NFIP.
____
Identify whether non-participating, sanctioned, or properties located in Coastal Barrier Resources
Act (CBRA) zones have NFIP policies.
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____
If requested, embed HM Floodplain Management Specialists and HM Insurance Specialists in
permit offices to provide technical assistance.
____
Provide General Technical Assistance and resources to support the local development permit
process as it relates to floodplain management.
____
Field assigned NFIP specialists will conduct the initial Community Assistance Contacts, both by
telephone and in person, to discuss NFIP compliance, including higher standards, substantial
damage and flood insurance, particularly Increased Cost of Compliance (ICC).
____
Field assigned NFIP Specialists will assist the State and Region in conducting Community
Assistance Visits to those communities determined to be non-compliant with the NFIP.
____
Schedule meetings within the most affected counties to discuss a variety of mitigation issues
(floodplain/flood insurance, substantial damage, hazard mitigation, publication availability, etc.).
____
Provide DRCs and external affairs with publications, news releases, and updates. Conduct
Webinar training for internal and external staff.
Support the local administration of the NFIP pertaining to flood insurance issues.
____
Serve as insurance resource for disaster field staff, to include staffing an 800 number for use by
HM CEO Specialists.
____
Work with JFO External Affairs staff and Regional and HQ Insurance staff to assure proactive and
accurate insurance information dissemination and insurance messaging.
____
Coordinate claim assistance request with the State Field Response Office.
____
Coordinate with FEMA HQ to assist policy holders with their flood claims and claims appeal
process as outlined in the Flood Insurance Claims Handbook.
____
Support DRCs in their flood insurance outreach.
____
Coordinate with State Insurance Commissioner’s Office on insurance issues specific to the state.
____
Serve as a resource for all flood insurance issues to expedited flood claim outreach and technical
assistance.
____
Coordinate post-disaster insurance activities with Flood Insurance Claims Office and related
entities when they are established.
____
FEMA NFIP staff will participate in meetings and conduct NFIP briefings with the State
Department of Insurance.
____
Conduct insurance agent briefings to provide updated information so they can respond to clients
on issues concerning policy coverage and ICC.
____
Coordinate with FEMA HQ to assist policy holders with their flood claims and the claims appeal
process as outlined in the Flood Insurance Claims Handbook. HM Insurance staff to also support
DRCs in their flood insurance outreach.
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Support other JFO programs and other federal agencies in applying Executive Order 13690 and
11990 Floodplain Management and Protection of Wetlands to their actions during recovery.
____
Ensure compliance with NFIP, applicable Executive Orders, insurance regulations, and building
codes.
____
As needed, provide technical assistance to Temporary Housing staff on the location of
manufactured homes relative to the floodplain zones, CBRA and Office of External Affairs/Public
Affairs Division.
____
Provide NFIP community information to JFO partners (e.g., policy counts, sanctioned
communities, participating communities, Section 1316 properties, CBRA zones).
Assess the need and if warranted implement the RSDE contract.
____
Provide letters to declared communities/counties regarding substantial damage requirements.
____
Support state and local communities in their process of identifying substantially damaged
property.
____
Assess the need and, if warranted provide RSDE inspectors, through contractor and/or FEMA
RSDE staff, to conduct RSDE data collection and data entry to facilitate and assist in local
determinations of substantial damage. A FEMA representative will serve as “technical project
monitor” for the data collection, working with the local officials to coordinate and schedule the
inspectors and review the contractor’s submittals.
____
Conduct RSDE training externally for state and local officials and internally for field assigned
NFIP staff.
Implement inspections of repetitive loss properties, document success stories, and update the
repetitive loss database to support the inclusion of these properties in mitigation projects.
____
Develop and/or update existing repetitive loss/severe repetitive loss files to reflect most current
data and implement list to expedite counties mitigation procedures in the future.
____
Utilize technical assistance services to enhance existing repetitive loss database.
____
Data Sharing: Provide data to counties, jurisdictions, and other involved entities with data in a
hard copy and electronic data format, when available.
____
Examine previously mitigated repetitive loss properties to determine “best” mitigation practices
and coordinate with HM CEO staff.
____
Monitor field activities such as Repetitive Loss/RSDE, jurisdictional data feedback, and other
local, state, and federal data to keep all interested parties informed of the latest data collection.
____
Market strategy for importance of prioritizing mitigation of repetitive loss properties.
_______________________________________________
HM Program Group Supervisor
(Floodplain Management and Insurance)
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Date
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HM GRANTS AND PLANNING CHECKLIST
Provide technical assistance to the state on hazard mitigation grants to reduce future damages
from tornadoes, wind, flooding, and other hazards.
____
Provide technical assistance to implement the HMGP in support of the state’s hazard mitigation
priorities.
____
Provide environmental review training for FEMA, state, and local staff, appropriate to level of
need.
____
Provide assistance to applicants in moving from hazard mitigation plans to projects that
effectively implement their plan.
____
Coordinate with the state and HM HPA to identify technical assistance priorities.
Provide hazard mitigation grants to reduce future damages from flood, wind, and other hazards
such as acquiring homes and strengthening infrastructure.
____
Coordinate with the state in their role of administering the HMGP through applicant briefings
provided by qualified individuals to support the submission of timely and complete projects.
____
Support the development of an effective state strategy for administering HMGP, including the
administrative plan, management costs, and staffing plan, grant tracking and management tools.
Coordinate with the state/FEMA to determine mitigation measures that may be eligible for 5%
initiative funding.
____
Provide post-award Grants Management training appropriate to state and local audiences, as
requested by the state and deemed necessary by FEMA.
____
Ensure that Section 322 requirements are integrated into the hazard mitigation strategies and into
the recovery efforts, including HMGP, PA, and long-term community recovery, as well as
programs from other Federal agencies and partners.
Analyze performance of previous mitigation projects funded through the HMGP, FMA, and PDM,
or local NFIP compliance measures.
____
Assist in collection of mitigation-related disaster information, especially with regard to
documenting the success of prior mitigation projects, lessons to be learned and suggested best
practices.
____
Collect information on funded projects from the State Hazard Mitigation Officer and work with the
State NFIP Coordinator to collect information on NFIP compliance measures to be analyzed.
____
Work with the state to determine which projects/compliance activities should be analyzed for
performance.
____
Analyze past projects to measure cost savings of mitigation as it relates to the current disaster.
Performance measures will be calculated to project future savings. Create report that clearly
defines the measures being analyzed and savings produced by mitigation techniques.
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____
Provide performance analysis reports/success stories to Mitigation Directorate and Public
Information Officer for publication in the Region Newsletter, FEMA.GOV, and other state, local
and federal publications as determined appropriate.
_______________________________________________
HM Program Group Supervisor (Grants and Planning)
____________________
Date
HM COMMUNITY EDUCATION AND OUTREACH (CEO) CHECKLIST
Provide advisors in DRCs and Home Improvement Store Outreach, and conduct effectively
community education through outreach and the production of mitigation promotional material.
____
Provide staffing and resources to deliver hazard mitigation/NFIP information to visitors at all
DRCs and other venues.
____
Provide hazard mitigation outreach materials to JFO Management, External Affairs, IA,
Congressional Affairs Liaison, and other programs in the JFO.
____
In coordination with Disaster Survivor Assistance, Voluntary Agencies, and the state, develop and
implement public education strategies to encourage communities to become more disaster
resistant through hazard mitigation actions in the pre- as well as post-disaster timeframes.
____
In partnership with External Affairs, develop, produce, and deliver disaster-specific mitigation
promotional materials for community outreach opportunities and to support other mitigation
program areas.
____
Coordinate with External Affairs staff on a hazard mitigation public information strategy.
____
Supply HM and NFIP publications to public, private, non-profit organizations, and individuals.
____
Conduct public education and outreach activities using existing publications, to include attending
meetings and conducting workshops with local officials and property owners.
_______________________________________________
HM Program Group Supervisor (CEO)
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Date
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5.4
Hazard Mitigation Strategy Progress Report (Sample)
FEMA-DR-4195-MI
Strategy Progress Report
Goal/Objective: 1.1 FEMA will assist state and local efforts regarding post-disaster NFIP compliance.
Action
1.1.1
1.1.2
116
Task
FEMA will conduct NFIP outreach to nonparticipating communities.
Lead
FEMA FM&I
Timeline
Completed
FEMA will provide TA and training
regarding floodplain regulations,
substantial damage and elevation
certificates to state, local and tribal
agencies.
FEMA FM&I
Completed
Progress
FEMA Region V in conjunction with the Michigan
Department of Environmental Quality (DEQ) sent letters to
6 non-participating communities on 11/6/2014 urging
them to consider joining the National Flood Insurance
Program. The communities are:
1. Village of Romeo (Macomb Co)
2. Township of Addison (Oakland Co)
3. Township of Novi (Oakland Co)
4. City of Belleville (Wayne Co)
5. City of Melvindale (Wayne Co)
6. Township of Van Buren (Wayne Co)
Copies of the letters are on the Mitigation drive.
Provided one-day training with a focus on substantial
damage and Elevation Certificates for local floodplain
administrators. Training sessions will be from 8:30 a.m. –
3:30 p.m. Dates and locations are listed below:
10-23-2014 – Wayne County Community College, 21000
North line Road, Taylor, MI 48180
10-28-2014 – Macomb Intermediate School District,
Educational Service Center, Room 201 A & B, 44001
Garfield, Clinton Township, MI 48038
10-29-2014 – Southfield Public Library Auditorium, 26300
Evergreen Road, Southfield, MI 48076
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Action
1.1.3
1.1.4
1.1.5
1.1.6
1.1.7
Task
FEMA will provide TA and training on
FEMA’s Elevation Certificate to local
surveyors and engineers
Lead
FEMA FM&I
Timeline
Completed
FEMA will provide insurance data and
analysis, as requested, to state, local and
tribal agencies
FEMA will facilitate the coordination
between the State and Association of State
Flood Plain Managers (ASFPM) to pursue
deploying L273 “ Managing Floodplain
Development Through the NFIP” to train
local floodplain administrators post-JFO
FEMA FM&I
On-going
FEMA FM&I
Post-JFO
FEMA will advertise the State’s 10/22/2014
webinar “Understanding the NFIP and local
floodplain building code requirements” in
the designated area and to staff of other
branches within the JFO and DRCs
FEMA will provide FEMA, NFIP, State and
Michigan-specific floodplain management
training for State and JFO staff
MDEQ and
FEMA
Completed
MDEQ
Completed
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Progress
Provided one-day training with a focus on the Elevation
Certificate for surveyors and engineers. Training session
will be from 9 a.m. – 11:30 a.m. Date and location is listed
below:
10-30-2014 – Southfield Public Library Auditorium, 26300
Evergreen Road, Southfield, MI 48076
No requests have been made at this time.
FEMA will facilitate the coordination between the State
and Association of State Flood Plain Managers (ASFPM) to
pursue field-deploying L273 “ Managing Floodplain
Development Through the NFIP” to train local floodplain
administrators post-JFO’. FEMA provided information to
the State regarding scheduling the training through
ASFPM.
10/14/14 – Requested process for advertising webinar to
JFO staff.
10/16/14 – Webinar was advertised through an all-hands
email to all staff working DR-4195-MI.
10/14/14 – Coordinated date with MDEQ staff to present
on FEMA and Mitigation’s disaster roles.
10/22/14 – The webinar was presented and available to all
JFO and field FEMA staff.
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HM Field Operations Guide: Management
Goal/Objective: 1.2
Action
1.2.1
FEMA will target insurance outreach to the needs of affected individuals and communities in the affected area.
Task
FEMA will assist the State in providing
targeted outreach to insurance agents and
the public in the designated area. This
activity will include agent visits and an
agent workshop on basement flooding and
updates to the NFIP from the Homeowner
Flood Insurance Affordability Act
Lead
FEMA FM&I
Timeline
Completed
Completed
1.2.2
118
FEMA will provide or develop outreach
materials addressing how compliance
w/NFIP regulations and rating factors
impact flood insurance premiums
FEMA FM&I
10/30/2014
Progress
NFIP insurance specialists provided one-day training
sessions for area insurance agents. Training sessions will
be from 0830. – 1530. Dates and locations are listed
below:
10/23/2014 – Wayne County Community College,
Downriver Campus, 21000 Northline Road, Taylor, MI
48180
10/28/2014 – Macomb Intermediate School District,
Educational Service Center, Room 201 A & B, 44001
Garfield, Clinton Township, MI 48038
10/29/2014 – Southfield Public Library Auditorium, 26300
Evergreen Road, Southfield, MI 48076
10/15/2014-11/07/2014 – One on one agent visits
completed within Macomb, Oakland & Wayne Counties. A
total of 212 addresses were targeted within the declared
counties. The areas of concentration were chosen based on
the amount of damage received as a result of this event,
the policy count within the communities and the presence
of SFHA within the communities. Of those 212 targeted
locations, 159 locations were actually provided with
training and/or materials on the NFIP.
Waiting for Region comments
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Goal/Objective: 2.1 FEMA will implement the HMGP with the Michigan State Police/Emergency Management and Homeland Security
Division (MSP/EMHSD).
Action
2.1.1
2.1.2
Task
State Responsibilities
•Submit the Disaster Administrative Plan*
•Provide Technical assistance on HMGP for
local officials using the 2013 Hazard
Mitigation Assistance Unified Guidance
•Perform the initial review of the HMGP
applications to ensure that all information
and documentation is provided
•Submit SF 424 and Assurances for the
Disaster*
*Needs to be submitted/approved before
any obligations occur
FEMA Responsibilities
•Review and approve the Disaster
Administrative Plan
•Provide technical assistance to the State,
as necessary
•Provide Stat with 30-day and 6-month
estimate, and 1-year lock-in amounts
•Review and approve eligible and complete
applications submitted by the State
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Lead
MSP/EMHS
D
Timeline
Per
regulatory
time frames
Final lock-in
at 12
months.
FEMA R5
Per
regulatory
time frames
Final lock-in
at 12
months.
Progress
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HM Field Operations Guide: Management
Goal/Objective: 2.2 FEMA will assist the State in solicitation of quality Hazard Mitigation Assistance (HMA) applications from eligible
communities by conducting training, seminars and technical assistance.
Action
2.2.1
2.2.2
2.2.3
2.2.4
120
Task
FEMA will provide the initial estimate of
State Management Costs to (MSP/EMHSD),
who will submit a request for State
Management Costs in accordance with 44
CFR Section 207
FEMA will provide consultation to
MSP/EMHSD regarding appropriate
elements from the Sandy Recovery and
Improvement Act (SRIA) of 2013,
streamlining HMGP activities and
implement the program in a timelier
manner, including Program Administration
by the State, Advance Assistance,
streamlining HMGP and HMGP ceiling
changes
At the request of the State of Michigan,
FEMA will coordinate the delivery of the
full suite of available HMA Grants
Management training; post JFO, to allow
for more complete HMGP applications
submitted by the State
MSP/EMHSD will solicit Notices of Intent to
apply from eligible applicants throughout
the state, and review the Notices
Lead
Finance and
Region V
Timeline
Around
11-11-2014
Progress
Per discussions with the State they will not be requesting
State Management costs until later in the year.
FEMA R5
On-going
Dearborn Hts. Officials have expressed a desire for an
expedited Hazard Mitigation Grant Program project. The
State Hazard Mitigation Officer with support from FEMA
Region 5 will work with the State to make this happen.
FEMA R5
Post JFO
Most likely to occur late spring or summer 2015.
MSP/
EMHSD
January
2015
State will open the application period for HMA applications
in January 2015.
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Action
2.2.5
2.2.6
2.2.7
Task
FEMA and MSP/EMHSD will work together
to explore what actions would be eligible as
a 5% HMGP state-designated priority
application to update the Michigan
Repetitive Loss data base with property
specific data including pictures, first floor
elevations, and base flood elevations
FEMA will provide support to MSP/EMHSD
in establishing processes and procedures
for soliciting interest from eligible subapplicants to apply for HMGP and HMA
funds.
FEMA will provide assistance to
MSP/EMHSD with application process from
development to submission.
Lead
FEMA
MSP/
EMHSD
Timeline
Post JFO
Progress
Region 5 will continue coordination with the State
FEMA
January
2015 and
on-going
Transition to Region 5
FEMA
On-going
Transition to Region 5
Goal/Objective: 2.3 FEMA in coordination with the State will conduct outreach and prioritize planning projects for designated
communities regarding Hazard Mitigation planning.
Action
2.3.1
2.3.2
Task
FEMA and MSP/EMHSD will contact
jurisdictions statewide lacking current
Hazard Mitigation plans, or at risk of
current plans expiring, to encourage
participation in the planning process
Lead
FEMA
MSP/
EMHSD
Timeline
July 2015
FEMA and MSP/EMHSD will determine the
best method of providing technical
assistance to those counties in the State
without plans, or that have plans that will
expire within the next 2 years.
FEMA
MSP/
EMHSD
On-going
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Progress
10/30/2014 – FEMA participated with the State in a
meeting with the City of Detroit regarding the current
status of the development of their HM plan. The HM plan
lapsed in 2010. The City plans to forward a draft plan to
the State for review by the end of December 2014. The
deadline for adoption of the plan by the City and FEMA
approval is July 2015.
Of the 83 counties in Michigan, 40 counties have expired or
expiring plans and 7 counties have never had a plan.
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Action
2.3.3
2.3.4
Task
FEMA and MSP/EMHSD will visit those
communities in the designated area, that
do not have plans or that have plans that
will expire within the year to provide
technical assistance as needed
MSP/EMHSD will provide application
information for Hazard Mitigation planning
to county emergency managers statewide.
Goal/Objective: 3.1
Action
3.1.1
3.1.2
3.1.3
122
Lead
FEMA
MSP/EMHS
D
Timeline
09/25/2015
MSP/EMHS
D
9/25/2015
Transition to Region 5
Progress
The State will accept applications for planning grants
through the HMA programs.
FEMA will explore various methods of delivery of the mitigation message to the citizens of Michigan.
Task
Lead
FEMA will capture and develop Best
FEMA CEO
Practice story opportunities including those
based on past HM projects implemented in
designated areas that performed well Best Practices are identified in the
Michigan HM Plan, objective 4.12, p. 600
Best Practices will be provided to the State
to update their Publication 106a
FEMA will identify and provide HM
resources and/or staff to support functional
needs groups
FEMA HM will coordinate with FEMA IA to
provide a briefing for Michigan VOAD to
incorporate mitigation methods and
techniques in rebuilding and repair of
damaged structures
Timeline
Completed
Progress
HM writers completed 6 stories. It was difficult to find
good stories based on the type of disaster, but at least one
demonstrated successful HMGP project. Stories were
passed to the State and Region for action.
Completed
No requests have been made.
On-going
10-17-2014 – CEO staff provided a brief presentation on
mitigation to 30 AmeriCorps. Discussed utility elevation
techniques. Complete
Region continues to work with VOAD leadership related to
HMA funding eligibility.
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Goal/Objective: 3.2 FEMA will offer outreach information on insurance and mitigation measures that may be taken to minimize damage
from future disasters at commonly-visited locations during the recovery period.
Action
3.2.1
3.2.2
Task
FEMA will provide staffing and resources to
deliver hazard mitigation, NFIP, and
information on sewer back-up insurance
rider policies to visitors at all Disaster
Recovery Centers (DRC)
Lead
FEMA CEO
Timeline
11-24-2014
FEMA will develop and implement a plan to
staff mitigation tables at various home
improvement/retail stores and special
events across the disaster area
FEMA CEO
11-19-2014
Progress
HM provided 2 HM Advisors for the 4 DRCs and the pop-up
at the Ace Hardware in Detroit. DRC closings:
DRC 2 closed 11/05
DRC 3 & 4 closed 11/12
Pop-up closed on 11/08
DRC 1 closed on 11/24
Final number of consultations – 2,545
Outreach effort started on 10-6-2014. Outreach schedule is
attached. Also DSA partnered with HM Advisors in the
stores to register people for FEMA programs. This was an
extremely successful partnership between IA/DSA/HM.
Outreach Advisors counseled 7,442 persons.
HM advisors participated in a number of Speakers Bureau
and special events consulting 1,618. The Speakers Bureau
events are included on the Special Events calendar that is
attached.
The total Outreach effort was 11,605.
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Goal/Objective: 4.1 FEMA will coordinate with Public Assistance (PA) in providing and advocating technical assistance on Section 406
Mitigation Opportunities for implementation on all appropriate PA Projects.
Action
4.1.1
4.1.2
Task
FEMA will determine if the State is
interested in a Section 406 Mitigation
Briefing as part of the Public Assistance
(PA)Training at JFO
FEMA will support PA in the identification
and review of 406 mitigation opportunities
on PA projects
Lead
HPA
Timeline
Completed
Progress
No briefing was requested.
HPA
On-going
10/9/2014 – HM provided one 406 staff to assist in review
of mitigation opportunities under PA
10-17-2014 – HM staff participated in a tour of a hospital
with PA and 406 staff in anticipation of a406/404
partnership.
Goal/Objective: 4.2 FEMA will provide technical assistance on issues related to floodplain mapping and the mitigation Best Practices
initiative as needed.
Action
4.2.1
4.2.2
124
Task
FEMA will attend public meetings in
coordination with the State where the
potential exists for questions concerning
floodplain mapping, or other engineering
concerns
FEMA will support potential state and local
governments with trainings, workshops
and/or meetings to encourage
adoption/use of techniques to reduce
sewer back-up, basement flooding and/or
road flooding
Lead
HPA
Timeline
On-going
Progress
Provide office support through Region V
HPA
On-going
Transition to Region 5
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Action
4.2.3
Task
FEMA will disseminate an information
project sheet to state and federal JFO
officials and R5 programs regarding newly
awarded grants with the MDEQ for
Community Action Engagement for urban
reduction of flood risk in City of Detroit –
2-year pilot funded under FEMA’s Risk MAP
Program
Lead
HPA
Timeline
On-going
Transition to Region 5
Progress
Goal/Objective: 4.3 FEMA will compile record collection to include high water marks, or other scientific data where gathered by local,
state and federal agencies during the flood event.
Action
4.3.1
Task
FEMA will develop a process to collect and
review this technical data for any possible
future use
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HPA
Timeline
On-going
Transition to Region 5
Progress
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5.5
Hazard Mitigation Strategy (Sample)
HAZARD MITIGATION STRATEGY
FEMA-####-DR-XX
Purpose of the Hazard Mitigation Strategy
This report outlines a strategy to identify and implement hazard mitigation opportunities following the
disaster declaration for FEMA-####-DR-XX, Tropical Storm Bennet. It also provides the framework for
implementing long-term cost-effective solutions to minimize future disaster damages statewide. The
strategy has been designed to be consistent with the enhanced State Mitigation Plan, and will serve to:
•
Describe actions for Hazard Mitigation (HM) within the Joint Field Office;
•
Identify opportunities to achieve hazard mitigation efforts within affected localities; and
• Document these efforts so they may be shared and enhanced in future disasters.
This document is a multi-agency effort. For this disaster, the Columbia Department of Emergency
Management (CDEM) and the Federal Emergency Management Agency (FEMA) brought together a
portion of the State Mitigation Planning Committee to determine strategies and priorities for HM within this
disaster. Contributing agencies of the State Mitigation Planning Committee for this strategy development
are:
1. Department of Conservation & Recreation (DCR)
2. Department of Transportation (DOT)
3. Department of Game and Inland Fisheries
4. Columbia Marine Resource Commission
5. Department of Environmental Quality
6. Department of Forestry
7. State Corporation Commission (SCC)
8. Department of Housing and Community Development
9. Natural Resources Conservation Service
10. Department of Historic Resources
Description of the Event
Governor Anthony A. Thomas declared a state of emergency for the State of Columbia on August 31, in
preparation for Tropical Storm Bennet. Marine Resources Commission language request for an amended
Executive Order has been accepted. On September 15, Governor Thomas amended Executive Order
Number 34 by providing for an expedited State permitting process for pier and shoreline restoration
projects needed to correct damage caused by Tropical Storm Bennet.
On September 8, the Governor requested a Presidential Disaster Declaration for Individual Assistance to
include nine localities: the counties of Henry, Wyatt, Flux, Francis, Georgetown and Farefeni, and the
cities of Soma, Kappa, and Edison and has requested Public Assistance for 25 localities: the counties of
Henry, Elizabeth, William City, Lightland, Homer, Wyatt, Isle of George, Edward City, Bathe, Flux,
Francis, Georgetown, New Clark, North Soma, Farefeni, Edison, South Soma, Westie and Yolk, and the
cities of Soma, Kappa, Dijon and Edison.
The President granted Governor Thomas’ request for Federal Assistance and declared a Major Disaster
for the State of Columbia on 22 September due to damage resulting from Tropical Storm Bennet that
began on 29 August. The cities of Dijon and Edison as well as the counties of Henry, Elizabeth, Williams
City, Lightland, Homer, Wyatt, Isle of George, Edward City, Bathe, Flux, Francis, Georgetown, North
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Soma, Farefeni, Edison, Westie and Yolk were designated to receive Public Assistance along with eligible
State Government, Local Government and private non-profit organizations. Public Assistance for the
cities of Soma and Kappa as well as the counties of New Clark and South Soma has not been approved.
Hazard Mitigation assistance is available to all jurisdictions in the State.
Hazard Mitigation Goals
The Columbia Emergency Operations Plan Volume 6: Standard Mitigation Plan has been revised to
recognize the intent of Section 322 (The Disaster Mitigation Act of 2000) and was approved as a standard
plan. The State submitted a revised standard plan that includes Chapter 7: Enhanced Mitigation Plan for
review on June 26. Approval is pending minor plan edits, which are underway. The State Mitigation
Planning Committee, consisting of individuals from State, Federal and private stakeholders assisted with
the development of the Standard and draft Enhanced Plans.
The HM goals, listed below, lay the foundation for building the capacity to mitigate future disaster damage
throughout the State.
1. Identify and implement physical projects that will directly reduce impacts from hazards.
2. Incorporate hazard mitigation concepts and objectives into existing and future policies, plans,
regulations and laws in the State.
3. Build capacity with information and data development to refine hazard identification and assessment,
hazard mitigation targeting and funding identification.
4. Through education and training, increase awareness of hazards and potential hazard mitigation
strategies.
Hazard Mitigation Objectives
The following objectives are intended to capture major areas for action during the recovery period for the
Federal and State agencies and local jurisdictions in the declared area, while laying the groundwork for
future long-term hazard mitigation efforts statewide.
1. Conduct outreach to public officials and citizens to increase hazard mitigation actions prior to the next
hazard event.
2. Develop Best Practices through contact with localities impacted by the disaster’s events.
3. Provide training to increase disaster-ready technical capabilities for State and Federal agency staff
and local government partners.
4. Advance Hazard Mitigation Planning (Statewide) through adoption of local plans, implementation of
those plans and incorporation of local plan hazard and risk data into the State Hazard Mitigation
Planning database.
5. Initiate Hazard Mitigation Grant Program (HMGP) application process by conducting applicant’s
briefings and providing technical support to potential project sponsors.
6. Support the recovery, reconstruction, and hazard mitigation of damaged areas through technical
assistance through the Public Assistance Section 406 Mitigation Program and other opportunities as
appropriate.
Goal: Through education and training, increase awareness of hazards and potential HM strategies.
Objective 1: Conduct outreach to public officials and citizens to increase hazard mitigation
actions prior to the next hazard event.
After every disaster nationwide, it is evident that citizens do not fully understand how to mitigate their
potential risks from disasters. Many business and homeowners do not understand the nuances of hazard
insurance and the coverage needed to maximize disaster preparedness. Most people do not realize that
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homeowners insurance does not cover flood damage. Many flood insurance policy holders have
structural coverage but lack contents coverage. It is important to help educate the citizenry of their
insurance options.
Our first line of communication with the public regarding insurance is through the insurance agents that
property owners work with for their “normal” insurance needs. Insurance agents need to continuously
keep current with NFIP policies and changes to capably represent the program to their customers. These
agents can also be great educators for their customers so that they have the best and most effective
coverage for them and their property.
General outreach to citizens can occur at any time through posting of materials on disaster ready
websites. The cbemergency.com site has disaster preparedness sections for citizens and businesses, as
well as a new Disaster Recovery Center. While outlined, the HM table of the center needs to be
populated with publications and other materials that will enable citizens and businesses to respond
following a disaster to prevent losses from future disasters. During the Bennet recovery period, materials
focusing on repair and future use of basements will be developed. In addition, materials relevant to
coastal regions that focus on vegetation (hazard trees), shoreline management, openings and
construction methods and materials will be developed. The coastal section will cover wind, surge and
flood hazards. Other outreach materials, such as go-kits for building supply/hardware stores, PowerPoint
presentation and simple handouts will be developed as time and resources allow.
Actions:
1) Increase awareness of the NFIP. Aid in the knowledge and understanding of the program and how it
can supplement property owners, rental, and car insurance policies already in effect.
2) Create, update, and distribute information to citizens and insurance agents within the impacted areas
regarding insurance coverage.
a) State Responsible Parties: DCR, SCC, CDEM
b) Contact: DCR, SCC
c) FEMA Responsible Parties: HM Floodplain Management & Insurance; HM Community Education
& Outreach (CEO)
d) JFO Support: External Affairs
3) Provide technical training to building officials, consulting firms, contractors and other interested
parties on the collection of Substantial Damage data using the Substantial Damage Estimator (SDE)
tool. Conduct workshops or one-on-one technical support as needed on the SDE throughout the
State.
a) State Responsible Parties: DCR
b) Contact: Betty Ford, DCR Floodplain Management
c) FEMA Responsible Parties: HM Floodplain Management & Insurance
d) JFO Support: Disaster Field Training Office (DFTO)
Goal: Build capacity with information and data development to refine hazard identification and
assessment, hazard mitigation targeting and funding identification.
Objective 2: Develop best practices through contact with localities impacted by the disaster’s
events.
It is increasingly important to show the financial “successes” that hazard mitigation has made within the
State. This allows the government at the local, State, and Federal levels to continue the support of hazard
mitigation grants, programs, and educational projects.
Two communities have already forwarded “successes” of hazard mitigation projects to the State: city of
Jefferson and city of Dijon. It is also quite possible that several other communities: Henry County, Flux
County, Wyatt County, city of Holiday Beach, city of Jackson, and others may also have had successes.
Direct outreach to all affected communities will occur and community officials polled.
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Actions:
1) Poll localities throughout the State to determine hazard mitigation successes. Work with External
Affairs to create appropriate and publishable stories on the successes.
a) State Responsible Parties: CDEM
b) Contact: Betty Ford, DCR Floodplain Management
c) FEMA Responsible Parties: HM Floodplain Management & Insurance: HM CEO
d) JFO Support: External Affairs
e) State Support: George Cooper, PIO
Goal: Through education and training, increase awareness of hazards and potential HM strategies.
Objective 3: Provide training to increase disaster-ready technical capabilities for State and
Federal agency staff and local government partners.
Actions: These actions are pending an instructor and material availability.
1) EMI Training Course: E273 – Managing Floodplain Development through the NFIP (Tidewater area)
a) State Responsible Parties: DCR, CDEM
b) Contact: Betty Ford, DCR Floodplain Management
c) FEMA Responsible Parties: HM Floodplain Management & Insurance
d) JFO Support: DFTO
e) State: Alice Cooper, CDEM Training staff
2) State Provided EMI Training Course: G279 - Retrofitting Flood-Prone Residential Buildings (Central
Columbia region)
a) State Responsible Parties: DCR, CDEM
b) Contact: Betty Ford, DCR Floodplain Management
c) FEMA Responsible Parties: HM Floodplain Management & Insurance
d) JFO Support: DFTO, Administration, Documentation
e) State: Alice Cooper, CDEM Training staff
3) State Provided EMI Training Course: G277 - Residential Coastal Construction (Tidewater or Central
Columbia area)
a) State Responsible Parties: DCR, CDEM
b) Contact: Betty Ford, DCR Floodplain Management
c) FEMA Responsible Parties: HM Floodplain Management & Insurance
d) JFO Support: DFTO
e) State: Alice Cooper, CDEM Training Staff
4) Advanced Benefit Cost Analysis Training – Limited Data Module and Non-Elevation/Acquisition
Projects
a) State Responsible Parties: DCR, CDEM
b) Contact: Betty Ford, DCR Floodplain Management
c) FEMA Responsible Parties: HM Hazards & Performance Analysis (HPA)
d) JFO Support: DFTO
e) State: Alice Cooper, CDEM Training staff
Goal: Incorporate hazard mitigation concepts and objectives into existing and future policies,
plans, regulations and laws in the State.
Objective 4: Advance Hazard Mitigation Planning (Statewide) through adoption of local plans,
implementation of those plans and incorporation of local plan HIRA data into the State Hazard
Mitigation Planning database.
The State of Columbia Standard All-Hazard Mitigation Plan was approved September 28, 2009 for §322
compliance. All Columbia localities have a completed plan or are part of a planning effort underway.
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These plans must be adopted and fully approved prior to application of any FEMA hazard mitigation grant
program project including the HMGP. The State is dedicated to achievement of full completion, approval
and adoption of all local plans.
Actions: These actions will be developed and implemented in coordination with FEMA Region X.
1) Continue to encourage completion of the adoption resolution process for local governments covered
by a conditionally approved regional or local plan.
a) State Responsible Parties: CDEM
b) Contact: J.C. Phillips
c) FEMA Responsible Parties: HM Grants & Planning
d) State: J.C. Phillips, Michelle Green, Ellen Red
2) Work directly with each locality or committee to support the planning process as needed.
a) State Responsible Parties: CDEM
b) Contact: J.C. Phillips
c) FEMA Responsible Parties: HM Grants & Planning
d) State Contacts: J.C. Phillips, Michelle Green, Ellen Red
3) Advance continued development of the State HM Database through continued uploading of local plan
critical infrastructure and hazard data from 27 local section 322 plans.
a) State Responsible Parties: CDEM and Columbia Tech Center for Geospatial Information
Technology
b) FEMA Responsible Parties: HM Grants & Planning
c) State Contact: Alice Copper
d) State Support: Alice Cooper, Ed Smith
Goal: Through education and training, increase awareness of hazards and potential hazard
mitigation strategies.
Objective 5: Initiate HMGP application process by conducting applicant’s briefings and providing
technical support to potential project sponsors.
Actions: These actions will be developed and implemented in coordination with FEMA Region X.
1) Reaffirm or establish priorities for categories of hazard mitigation projects and for participation in the
HMGP. Funds will be offered first (within priority order) to project applicants within the declared
localities. Projects will be prioritized in the following order:
a) Planning Funds (7%)
i) State Hazard mitigation Planning Efforts
ii) Disaster Resistant Universities
iii) Update local plan hazard and risk analysis
b) Initiative Funds (5%)
i) Awareness/Training
(a) Insurance
(b) Mitigation of Public Facilities
ii) Equipment and systems for the purpose of warning residents and officials of impending
hazard events.
iii) Other activities, clearly falling under the role of hazard mitigation, for which the benefit-cost
ratio is less than 1:1 or is clearly immeasurable.
iv) GIS software, hardware, and data acquisition that supports hazard mitigation.
c) Project Funds
i) Retrofit of residential structures
ii) Flood-proofing of non-residential structures
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iii) Acquisition and demolition of residential structures within the floodplain
iv) Hazard mitigation of government structures
(1) State Responsible Parties: CDEM, DCR-NFIP
(2) Contact: Betty Ford
(3) FEMA Responsible Parties: HM Grants & Planning
(4) State Coordination: Alice Cooper
2) Ensure that the appropriate officials in all jurisdictions receive HMGP information materials and preapplications. Conduct Regional and State-sponsored HMGP applicant’s briefings within the declared
area.
a) State Responsible Parties: CDEM, DCR-NFIP
b) Contact: Betty Ford
c) FEMA Responsible Parties: HM Grants & Planning
d) State Support: Alice Cooper, Francis Jones
3) Provide any required technical assistance to localities for HMGP project and application development,
including benefit-cost analysis, environmental, engineering and historical considerations.
a) State Responsible Parties: CDEM
b) Contact: Betty Ford
c) FEMA Responsible Parties: HM Grants & Planning, HM HPA
d) State Support: Alice Cooper, Hazard Mitigation Program Staff
Goal: Identify and implement physical projects that will directly reduce impacts from hazards.
Objective 6: Support the recovery, reconstruction, and hazard mitigation of flood-damaged areas
through technical assistance available from the Section 406 Public Assistance Mitigation Program
and other opportunities as appropriate.
1) Aid in the successful implementation of 406 (Public Assistance) Mitigation.
a) State Responsible Parties: CDEM
b) FEMA Responsible Parties: HM HPA
c) JFO Support: Public Assistance
d) State: Ivan Stoli
2) Contact all local NFIP Coordinators within affected (declared and non-declared) localities throughout
the state.
a) State Responsible Parties: DCR
b) Contact: Fred Fillips
c) FEMA Responsible Parties: HM HPA
3) Assist NFIP non-participating localities, as needed, in order to be eligible for recovery funds.
a) State Responsible Parties: DCR
b) Contact: Fred Fillips, Mike Justice
c) FEMA Responsible Parties: HM Floodplain Management & Insurance
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Implementation Timeline
Objective
Conduct outreach to public
officials and citizens to
increase hazard mitigation
actions prior to the next
hazard event.
Start Date
09/15/XX
End Date
3/15/XX
Additional Milestones
Increase awareness of the NFIP. Aid in the
knowledge and understanding of the program
and how it can supplement property owners,
rental, and car insurance policies already in
effect. 3/15
Create, update, and distribute information to
citizens and insurance agents within the
impacted areas regarding insurance coverage.
12/15
Provide technical training to building officials,
consulting firms, contractors and other
interested parties on the collection of
Substantial Damage data using the Substantial
Damage Estimator (SDE) tool.10/30
Conduct workshops or one-on-one technical
support as needed on the SDE throughout the
State.10/30
Develop Best Practices
through contact with
localities impacted by the
disaster’s events.
09/15/XX
Provide training to increase
disaster-ready technical
capabilities for State and
Federal agency staff and
local government partners.
09/15/XX
3/15/XX
Poll localities throughout the State to determine
hazard mitigation successes. 10/30
Work with External Affairs to create appropriate
and publishable stories on the successes.12/15
3/15/XX
EMI Training Course: E273 – Managing
Floodplain Development through the NFIP
(Tidewater area) 11/15
State Provided EMI Training Course: G279 Retrofitting Flood-Prone Residential Buildings
(Central Columbia region) 12/1
State Provided EMI Training Course: G277 Residential Coastal Construction (Tidewater or
Central Columbia area)11/15
Advanced Benefit Cost Analysis Training
Limited Data Module and NonElevation/Acquisition Projects10/15
Advance Hazard Mitigation
Planning (Statewide)
through adoption of local
plans, implementation of
those plans and
incorporation of local plan
hazard and risk data into
the State Hazard Mitigation
Planning database.
132
09/15/XX
12/15/XX
Continue to encourage completion of the
adoption resolution process for local
governments covered by a conditionally
approved regional or local plan. 10/15
Work directly with each locality or committee to
support the planning process as needed.11/30
Advance continued development of the State
HM Database through continued uploading of
local plan critical infrastructure and hazard data
from 27 local section 322 plans. 12/15
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Objective
Start Date
End Date
Additional Milestones
Initiate Hazard Mitigation
Grant Program (HMGP)
application process by
conducting applicant’s
briefings and providing
technical support to
potential project sponsors.
09/15/XX
3/15/XX
Reaffirm or establish priorities for categories of
hazard mitigation projects and for participation
in the HMGP. Funds will be offered first (within
priority order) to project applicants within the
declared localities. 12/15
Ensure that the appropriate officials in all
jurisdictions receive HMGP information
materials and pre-applications. Conduct
Regional and State-sponsored HMGP
applicant’s briefings within the declared area.
10/15
Provide any required technical assistance to
localities for HMGP project and application
development, including benefit-cost analysis,
environmental, engineering and historical
considerations. 12/15
Support the recovery,
reconstruction, and hazard
mitigation of flooddamaged areas through
technical assistance
through the Section 406
Public Assistance
Mitigation Program and
other opportunities as
appropriate.
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09/15/XX
3/15/XX
Aid in the successful implementation of 406
(Public Assistance) Mitigation. 1/15
Contact all local NFIP Coordinators within
affected (declared and non-declared) localities
throughout the state. 11/15
Assist NFIP non-participating localities, as
needed, in order to be eligible for recovery
funds. 11/15
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Signature Page
The strategy described herein should be considered a general guide in the development and
implementation of hazard mitigation actions in FEMA-DR-3012-CB. The strategy outlines initiatives that
support minimizing the risk to human life, reducing potential future damages and maintaining critical
societal operations through the creation of disaster resistant communities. In order to determine specific
choices on hazard mitigation activities, relevant data in the affected area must be thoroughly analyzed to
identify a range of possible hazard mitigation activities.
By addressing these initiatives, the State of Columbia and its Federal partners will be better able to assist
the public and to break the damage-repair-damage cycle through effective hazard mitigation measures.
Signed:
State Coordinating Officer
Federal Coordinating Officer
State Hazard Mitigation Officer
Hazard Mitigation Branch Director
State NFIP Coordinator
FEMA Regional Mitigation Division Director
FEMA Regional Administrator (Optional)
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5.6
Hazard Mitigation Strategy (Template)
This job aid is available in Microsoft Word on the Hazard Mitigation Disaster Workforce Website
(HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
PART I INSTRUCTIONS:
1)
Add the disaster name and number under the heading Hazard Mitigation Strategy directly below this
instruction box.
2)
Describe the purpose of this Hazard Mitigation Strategy in the section provided.
3)
Describe the event including the hazard, damage and location in the section provided.
4)
Describe the Hazard Mitigation Goals in broad terms in the section provided.
Delete this instruction box prior to printing or submitting your final Hazard Mitigation Strategy. To delete, click
inside the red dotted border on this box and hit the [DELETE] key on your keyboard.
I.
HAZARD MITIGATION STRATEGY
This section should include the FEMA Hazard Event, such as FEMA-3012-DR-CB. Refer to HMFOG Job
Aid, Hazard Mitigation Strategy (Sample).
PURPOSE OF THE HAZARD MITIGATION STRATEGY
This section should include a brief description for the rationale for the Hazard Mitigation Strategy. Refer to
HMFOG Job Aid: What Makes a Good Hazard Mitigation Strategy.
DESCRIPTION OF THE EVENT
Describe the event including the hazard, damage and location. Refer to HMFOG Job Aid: What Makes a
Good Hazard Mitigation Strategy.
HAZARD MITIGATION GOALS
This section should include a broad statement that expresses the desire to protect people and structures,
reduce the costs of disaster response and recovery, and minimize disruption following a future event. The
goals should be broad and translate into objectives, and then into actions.
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PART II INSTRUCTIONS:
Prior to completing this section, collaborate with the lead for each HM functional group (HM Community Education
and Outreach, HM Floodplain Management and Insurance, HM Grants and Planning, and HM Hazards and
Performance Analysis) to establish functional objectives to achieve the overall Hazard Mitigation Strategy Goals
established collaboratively by the State, FEMA, and other partners. Functional area leads then collaborate with
their Crew Leaders to determine the tactics for achieving the functional objectives, and describe them as
prioritized actions required to fulfill each objective.
For each OBJECTIVE list:
•
Goal(s) relevant to the Objective
•
Actions – prioritized, quantifiable activities leading to the accomplishment of the objective. There may
be more than one action per objective.
For each ACTION include:
•
Responsible Parties – the organization accountable for the completion of each action
•
Potential Partners – other organizations involved in accomplishing the Objective’s actions
Delete this instruction box prior to printing or submitting your final Hazard Mitigation Strategy. To delete, click
inside the red dotted border on this box and hit the [DELETE] key on your keyboard.
II. HAZARD MITIGATION OBJECTIVES
State the Hazard Mitigation Objectives as measurable steps describing what will be done to accomplish
the Hazard Mitigation Strategy Goals. For each objective, state the relevant Goal(s) and all planned
actions. For each action, include responsible parties and potential partners.
GOAL(S)
OBJECTIVE #
Action
Responsible
Parties
Potential
Partners
GOAL(S)
OBJECTIVE #
Action
Responsible
Parties
Potential
Partners
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GOAL(S)
OBJECTIVE #
Action
Responsible
Parties
Potential
Partners
GOAL(S)
OBJECTIVE #
Action
Responsible
Parties
Potential
Partners
GOAL(S)
OBJECTIVE #
Action
Responsible
Parties
Potential
Partners
GOAL(S)
OBJECTIVE #
Action
Responsible
Parties
Potential
Partners
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PART III INSTRUCTIONS:
1)
Provide an implementation timeline covering the start date, end date, and major milestones for each objective
detailed in Part II.
2)
Have the State Coordinating Officer, Federal Coordinating Officer, and other State and FEMA partners review
and sign the final Hazard Mitigation Strategy where indicated at the end of this form.
If additional objectives exist, add additional rows to the table above and enter objectives, start dates, end dates, and
additional milestones for each milestone.
Delete this instruction box prior to printing or submitting your final Hazard Mitigation Strategy. To delete, click inside the
red dotted border on this box and hit the [DELETE] key on your keyboard.
IMPLEMENTATION TIMELINE
Objective
138
Start Date
End Date
Additional Milestones
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SIGNATURES
By addressing these initiatives, the [name of jurisdiction] and its Federal partners will be better able to
assist the public and to break the damage-repair-damage cycle through effective hazard mitigation
measures.
Signed:
[PRINT NAME]
State Coordinating Officer
[PRINT NAME]
Federal Coordinating Officer
[PRINT NAME]
State Hazard Mitigation Officer
[PRINT NAME]
Hazard Mitigation Branch Director
[PRINT NAME]
State NFIP Coordinator
[PRINT NAME]
FEMA Mitigation Division Director
[PRINT NAME]
FEMA Regional Administrator (OPTIONAL)
[ADD DATE]
FINAL INSTRUCTIONS:
Proofread your document carefully, ensuring there are no uncompleted sections, formatting problems, or typographical
errors. Be sure to delete all instruction boxes. To delete, click inside the red dotted border on this box and hit the
[DELETE] key on your keyboard.
•
Provide a copy of the Hazard Mitigation Strategy for the disaster to the Federal Insurance and Mitigation
Administration (FIMA) office. Include the incident number, state, incident type, and JFO in the
correspondence.
•
Email the Hazard Mitigation Strategy to Insurance and Mitigation Readiness Division:
[email protected].
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5.7
What Makes a Good Hazard Mitigation Strategy?
This table was developed by experienced Hazard Mitigation (HM) managers to define components and
attributes of a good Hazard Mitigation Strategy when developed in close coordination with state
counterparts.
COMPONENT
Purpose
Event
Description
Goals
Objectives
Actions
Responsible
Parties
140
ATTRIBUTES THAT ILLUSTRATE A
“GOOD” STRATEGY
DEFINITION
A brief description of the rationale
for the Hazard Mitigation Strategy
Facts regarding the hazard, the
damage, and the location
A broad statement that expresses
the desire to protect people and
structures, reduce the costs of
disaster response and recovery, and
minimize disruption following a
future event
Measurable steps which describe
what will be done to accomplish the
goals
Prioritized, quantifiable activities
leading to the accomplishment of
specific objectives
For each action, the organization
that will be accountable for its
completion (e.g., HM Hazards and
Performance Analysis)
•
Identifies problem
•
Describes opportunity
•
Consistent with state plan and FEMA
vision
•
For use by a variety of audiences, which
allows and encourages collaboration
among federal/state/tribal partners
•
Succinct
•
Gives factual details: hazard event,
damage (e.g., weather statement or
Preliminary Damage Assessment data)
•
Ties event to Hazard Mitigation Strategy
•
Tied to state plan, event, or regional
priority
•
Achievable
•
Can be supported by a wide range of
stakeholders
•
Aligns with Strategy Objectives and
Actions
•
Clear and concise
•
Simple, measurable, timely
•
Achievable, realistic, prioritized
•
Align with Strategy Goals and Actions
•
Not a checklist
•
Specifies actions for organization
•
Includes milestones
•
Aligns with Strategy Goals and Objectives
•
Identifies one lead agency for each
objective
•
Joint parties can work toward objective but
one party is responsible for action
•
Ties to organization with resources
•
Includes any changes after Joint Field
Office closes
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COMPONENT
Potential
Partners
Implementation
Timeline
Signature Page
ATTRIBUTES THAT ILLUSTRATE A
“GOOD” STRATEGY
DEFINITION
Other organizations involved in
accomplishing the Hazard Mitigation
Strategy’s actions; e.g., the state,
other HM functional groups, other
FEMA components, Other Federal
Agencies, and non-profit and private
sector organizations
Overall and for each objective: start
date, action deadlines, and finish
date
Names and titles of representatives
of responsible organizations
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•
Wide “net” to include traditional and
non-traditional stakeholders
•
If listed by name, needs to be part of
Hazard Mitigation Strategy process
•
Can list category of partner
(e.g., homeowner association)
•
For each milestone: start date, endpoint
•
Includes transition and deactivation
timeline
•
Tool to get buy-in
•
Federal Coordinating Officer, State
Coordinating Officer, State Hazard
Mitigation Officer, HM Branch Director/ HM
Group Supervisor, Mitigation Division
Director, State National Flood Insurance
Program Coordinator, Regional
Administrator (Optional)
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5.8
Manager’s Analysis Tool
This job aid (begins on next page) is available as a fillable PDF on the Hazard Mitigation Disaster
Workforce Website (HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
The Manager’s Analysis Tool is intended for use by Hazard Mitigation (HM) Branch Directors, HM
Program Group Supervisors, and/or HM Task Force Leaders to analyze overarching considerations for
decision-making. It may be used during Situation Assessment and updated during Ongoing Operations
and Transition/Deactivation. Worksheets for this tool begin on the next page. The second part of this
Analysis Tool is the “Manager’s Action Framework,” which is used to record implications for Leadership,
Program Management, Organizational Health, Employee Management and Employee Development.
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MANAGER’S ANALYSIS TOOL
Explore and Analyze Facts
Explore and Analyze Dynamics
RELATIONSHIPS EXTERNAL TO FEMA
Analyze the key external players including their
interests, potential partnership opportunities, and
how they relate to one another.
 Who are the key players?
 Whose interests overlap with HM and would be
good partners?
 What are the interests/opportunities of each
key player?
What powerbases do they have?
What ties do they have to the declared
communities?
What past history do they have with FEMA?
How can they contribute to HM objectives?
Who can influence whom?
 What are the relationships among the key
players (e.g., state, local, tribal, and
community)?
RELATIONSHIPS INTERNAL TO FEMA
Analyze the key internal players within FEMA, how
they relate to one another, and the organizational
dynamics.
HM Internal Relationships
 What are the strengths and weaknesses of
your staff?
 What protocols need to be established for HM?
FEMA Internal Relationships
 Who are the key FEMA players outside of HM?
 What are the relationships among the key
players?
 What are the dynamics between the Joint Field
Office (JFO), Region, and Headquarters (HQ)?
 What past histories may affect this operation?
 What objectives might the Region or HQ be
seeking to accomplish that may not be
consistent with JFO priorities?
 What pressure is FEMA HQ under right now?
 What pressure is the FEMA Region under right
now?
DISASTER OPERATIONS FACTORS
AFFECTING HM OPERATIONS
EXTERNAL FACTORS AFFECTING
HM OPERATIONS
Analyze facts about the overall disaster operations
affecting HM operations including federal actions,
key resources, and operational locations.
 What decisions are being made about the JFO
business process that will affect your
operations?
 What resources are you competing for that are
experiencing shortfalls?
 What decisions in other programs will drive
change in your priorities?
 What lack of decisions in other programs will
drive your priorities or tempo?
Analyze conditions external to the JFO that could
make HM operations more challenging.
 Are there emergency needs that have not yet
been addressed?
 What is the availability of contractors and
supplies for rebuilding?
 What is the local employment pool for FEMA?
 How many disasters are declared?
 How are the weather or other environmental
conditions affecting the operation?
 Are there enough resources (e.g., housing) to
meet the needs?
 What local social/economic factors may come
into play?
 How will the number of declared disasters
impact your ability to obtain staffing resources?
 What political pressures can be anticipated?
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Manager’s Analysis Tool Worksheet
RELATIONSHIPS
EXTERNAL TO FEMA
SITUATION ASSESSMENT
ONGOING OPERATIONS
(UPDATE)
TRANSITION &
DEACTIVATION
(UPDATE)
Analyze the key external players including
their interests, potential partnership
opportunities, and how they relate to one
another.
 Who are the key players?
 Whose interests overlap with HM and
would be good partners?
 What are the interests/ opportunities
of each key player?
What powerbases do they have?
What ties do they have to the
declared communities?
What past history do they have with
FEMA?
How can they contribute to HM
objectives?
Who can influence whom?
 What are the relationships among the
key players (e.g., state, local, tribal,
and community)?
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Manager’s Analysis Tool Worksheet (cont.)
RELATIONSHIPS
INTERNAL TO FEMA
SITUATION ASSESSMENT
ONGOING OPERATIONS
(UPDATE)
TRANSITION &
DEACTIVATION
(UPDATE)
Analyze the key internal players within
FEMA, how they relate to one another,
and the organizational dynamics.
HM Internal Relationships
 What are the strengths and
weaknesses of your staff?
 What protocols need to be
established for HM?
FEMA Internal Relationships
 Who are the key FEMA players
outside of HM?
 What are the relationships among the
key players?
 What are the dynamics between the
JFO, Region, and HQ?
 What past histories may affect this
operation?
 What objectives might the Region or
HQ be seeking to accomplish that
may not be consistent with JFO
priorities?
 What pressure is FEMA HQ under
right now?
 What pressure is the FEMA Region
under right now?
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Manager’s Analysis Tool Worksheet (cont.)
DISASTER OPERATIONS
FACTORS AFFECTING
HM OPERATIONS
SITUATION ASSESSMENT
ONGOING OPERATIONS
(UPDATE)
TRANSITION &
DEACTIVATION
(UPDATE)
Analyze facts about the overall disaster
operations affecting HM operations
including federal actions, key resources,
and operational locations.
 What decisions are being made
about the JFO business process that
will affect your operations?
 What resources are you competing
for that are experiencing shortfalls?
 What decisions in other programs will
drive change in your priorities?
 What lack of decisions in other
programs will drive your priorities or
tempo?
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Manager’s Analysis Tool Worksheet (cont.)
EXTERNAL FACTORS AFFECTING
HM OPERATIONS
SITUATION ASSESSMENT
ONGOING OPERATIONS
(UPDATE)
TRANSITION &
DEACTIVATION
(UPDATE)
Analyze conditions external to the JFO
that could make HM operations more
challenging.
 Are there emergency needs that have
not yet been addressed?
 What is the availability of contractors
and supplies for rebuilding?
 What is the local employment pool for
FEMA?
 How many disasters are declared?
 How are the weather or other
environmental conditions affecting
the operation?
 Are there enough resources (e.g.,
housing) to meet the needs?
 What local social/economic factors
may come into play?
 How will the number of declared
disasters impact your ability to obtain
staffing resources?
 What political pressures can be
anticipated?
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Manager’s Action Framework
Record decisions and/or actions prompted by completion of the Manager’s Analysis Tool.
AREA OF
MANAGEMENT RESPONSIBILITY
SITUATION ASSESSMENT
ONGOING OPERATIONS
(UPDATE)
TRANSITION &
DEACTIVATION
(UPDATE)
PROGRAM LEADERSHIP
PROGRAM MANAGEMENT
HEALTH OF ORGANIZATION
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Manager’s Action Framework (cont.)
AREA OF
MANAGEMENT RESPONSIBILITY
SITUATION ASSESSMENT
ONGOING OPERATIONS
(UPDATE)
TRANSITION &
DEACTIVATION
(UPDATE)
EMPLOYEE MANAGEMENT
EMPLOYEE DEVELOPMENT
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5.9
Hazard Mitigation Overview for the Federal Coordinating Officer (Sample)
PURPOSE OF BRIEFING
The purpose of the briefing, Hazard Mitigation Overview for the Federal Coordinating Officer (FCO), is to
present an overview of the Hazard Mitigation organization and functions to the FCO in the Joint Field
Office (JFO).
DURATION OF BRIEFING
This briefing is designed to be conducted in 1.5 hours, taking into account time to clarify information and
answer questions.
MATERIALS AND EQUIPMENT REQUIREMENTS
Equipment:
•
Computer with CD drive loaded with PowerPoint
•
LCD projector and screen
Materials:
•
Building Community Disaster Resilience through Private-Public Collaboration (1 for each participant)
http://dels.nas.edu/resources/static-assets/materials-based-on-reports/specialproducts/private_public_collab_FINAL_NRC.pdf
•
FEMA/FIMA Fact Sheet: Mitigation’s Value to Society (1 for each participant)
http://www.fema.gov/media-library-data/20130726-1621-204909581/mitigationvaluetosociety_2012.pdf
•
Obtain from the HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
– Hazard Mitigation Field Operations Concept of Operations (1 for each participant)
– Hazard Mitigation Field Operations Guide (only 1 copy, to show as a visual)
•
HMFOG Job Aids:
– Hazard Mitigation Overview (Handout)
– PowerPoint presentation and Presenter’s Notes for Hazard Mitigation Overview for the Federal
Coordinating Officer, available from the HM Disaster Workforce Website via the FEMA Intranet
at https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
(HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management
& Administration > BrM - HM Field Operations Guide)
•
Printed copies of this presentation as handouts (3 visuals per page) for note-taking (1 per participant)
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5.10
Hazard Mitigation Overview for the Operations Section Chief (Sample)
PURPOSE OF BRIEFING
The purpose of the briefing, Hazard Mitigation Overview for the Operations Section Chief, is to present an
overview of the Hazard Mitigation organization and functions to counterparts in the Operations Section.
DURATION OF BRIEFING
This briefing is designed to be conducted in 1.5 hours, taking into account time to clarify information and
answer questions.
MATERIALS AND EQUIPMENT REQUIREMENTS
Equipment:
•
Computer with CD drive loaded with PowerPoint
•
LCD projector and screen
Materials:
•
Building Community Disaster Resilience through Private-Public Collaboration (1 for each participant)
http://dels.nas.edu/resources/static-assets/materials-based-on-reports/specialproducts/private_public_collab_FINAL_NRC.pdf
•
FEMA/FIMA Fact Sheet: Mitigation’s Value to Society (1 for each participant)
http://www.fema.gov/media-library-data/20130726-1621-204909581/mitigationvaluetosociety_2012.pdf
•
Obtain from the HM Disaster Workforce Website via the FEMA Intranet at
https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
– Hazard Mitigation Field Operations Concept of Operations (1 for each participant)
– Hazard Mitigation Field Operations Guide (only 1 copy, to show as a visual)
•
HMFOG Job Aids:
– Hazard Mitigation Overview (Handout) (1 per participant)
– PowerPoint presentation and Presenter’s Notes for Hazard Mitigation Overview for the
Operations Section Chief, available from the HM Disaster Workforce Website via the FEMA
Intranet at https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
(HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management
& Administration > BrM - HM Field Operations Guide)
•
Printed copies of this presentation as handouts (3 visuals per page) for note-taking (1 per participant)
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5.11
Hazard Mitigation Overview (Handout)
This job aid is available as a PDF handout on the Hazard Mitigation Disaster Workforce Website
(HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
HAZARD MITIGATION OVERVIEW
Hazard mitigation definition: Any sustained action taken to reduce or eliminate long-term risk to human
life and property from hazards
Hazard Mitigation (HM) Joint Field Office (JFO) Operations
HM Management – advises the Federal Coordinating Officer through the Operations Section Chief;
collaborates with the state and the FEMA Region to develop a Hazard Mitigation Strategy to ensure
implementation of mitigation in the recovery; manages Hazard Mitigation functions; ensures input to, and
execution of, the Incident Action Plan/Incident Strategic Plan; and provides federal leadership by forging
public and private partnerships to implement hazard mitigation opportunities. HM Management also
creates and implements Continuity Plans and Demobilization Plans; executes transition to the Regions
upon closing of the JFO; and ensures internal Human Resources functions are executed. HM
Management is organized to provide leadership and program support to the four functional areas of HM
as needed.
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HM Community Education and Outreach (CEO) – promotes sustainable recovery and reduction of
future hazard losses. This is accomplished by developing public and private partnerships to advance
education, outreach, and community resilience in support of the Hazard Mitigation Strategy; and by
providing hazard mitigation public information and advice.
HM Floodplain Management and Insurance – promotes community participation in the National Flood
Insurance Program (NFIP); monitors compliance with NFIP regulations during rebuilding/relocating; and
provides floodplain management expertise to state, local, tribal, and territorial governments and JFO
partners. This functional area serves as a resource for referral of other insurance issues; provides
linkages to any Flood Insurance Claims Offices for that incident; informs the FEMA Region of significant
customer service issues; and coordinates with FEMA’s Flood Response Office.
HM Grants and Planning – supports state, local, tribal, and territorial governments in the development
and update of multi-hazard mitigation plans: provides technical assistance to support the use of Hazard
Mitigation Assistance (HMA) grants, specifically Hazard Mitigation Grant Program (HMGP) funding for
projects that are consistent with mitigation plan strategies; and collaborates with HM HPA, Public
Assistance, and Environmental Planning and Historic Preservation partners to synchronize hazard
mitigation opportunities authorized under Sections 404 and 406 of the Stafford Act. (The FEMA Region is
responsible for providing ongoing technical assistance for the use of non-disaster HMA funds to support
resiliency.)
HM Hazards and Performance Analysis Group (HPA) – informs Response and Recovery operations
with risk analysis and provides technical assistance to state, local, tribal, territorial, and federal partners.
HM HPA analyzes past performance and projects for structural and infrastructural mitigation funded under
Sections 404 or 406 of the Stafford Act; supports the development and adoption of more rigorous, risk
informed building codes and standards; reviews/provides HM technical information distributed by Disaster
Survivor Assistance Teams and HM CEO staff in the Disaster Recovery Centers; and coordinates with
the state and FIMA on development of Advisory Base Flood Elevation data as appropriate.
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5.12
Talking Points: Value of Mitigation
The purpose of this job aid is to provide members of HM Management a list of important points about the
value and purpose of mitigation, to be communicated immediately and at every appropriate opportunity,
to the Federal Coordinating Officer, Operations Section Chief, and other senior Joint Field Office staff.
Immediately After a Disaster
Value of Preliminary Damage Assessment:
• Identify past mitigation projects in the affected area that prevented damage and/or or injuries on this
event (provide examples, such as elevations, acquisitions, seismic, flood, wind retrofits, safe rooms,
defensible space).
•
Identify damages that can be mitigated after current event using Hazard Mitigation Grant Program,
Section 406 mitigation, housing funds, etc. (provide examples).
•
Identify damages that could have been prevented with mitigation efforts taken prior to the event and
show what the return on investment would have been.
•
Identify and explain any damages mitigation could not or did not prevent (provide examples: Did the
event exceed the planning assumptions? Were the measures inadequate? Was the building code
inadequate? Could more extensive measures have prevented the damage?).
Value of Perishable Data Collection:
• Perishable data collection is an initial step in accurately documenting an event. These data help place
the event in historical perspective and improve the ability to estimate current risk and future event
prediction.
•
The National Flood Insurance Program (NFIP) requires data to identify flood damages for establishing
eligibility of flood insurance benefits. Information for insurance purposes is time-critical because the
flood insurance and homeowner insurance claims cannot be concluded until the cause of damage is
established.
•
Perishable data such as Wind Water Line (WWL) data provide a basis for delineating areas subject to
flooding and help to identify approximate boundaries between areas where damages are due to
flooding and wind versus areas of wind-only damages.
•
Perishable data enhances accuracy of benefit-cost analysis for mitigation grants.
Value of Loss Avoidance Studies:
• Loss avoidance studies may demonstrate how previous FEMA-funded projects in this area have
reduced losses (provide specific examples of loss avoidance studies that reduced risk and saved
lives and/or resources in local communities).
Note: Clarify difference between Benefit-Cost Analysis (BCA) and loss avoidance.
BCA is the method by which the future benefits of a mitigation project are determined and compared to its
cost. The end result is a Benefit-Cost Ratio (BCR), which is derived from a project’s total net benefits
divided by its total cost. The BCR is a numerical expression of the cost-effectiveness of a project. BCRs
of 1.0 or greater have more future benefits than costs, and are therefore considered cost-effective. FEMA
can only fund cost-effective mitigation projects.
Loss avoidance - FEMA developed a loss avoidance methodology to evaluate the effectiveness of the
mitigation projects. The methodology is based on the analysis of actual events that have occurred in the
project study area since project completion. It determines losses avoided by comparing damage that
would likely have been caused by the same storms without the project with damages that actually
occurred with the project in place.
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During Recovery Period
•
Value to communities: provides technical assistance needed to achieve progress toward disaster
resiliency (provide examples, such as mitigation planning, mitigation project identification,
identification of funding sources, data collection to assess substantial damages and building
performance, building code analysis, floodplain management, NFIP claims assistance, messaging to
citizens on rebuilding safer and stronger).
•
Value to Human Services: provides advice to individuals on how to use federal grants to make homes
safer before next hazard event (provide examples, such as Safe Rooms).
•
Value to Public Assistance (PA): identifies appropriate mitigation measures to pursue when providing
federal grants to repair publicly owned infrastructure.
During Long Term Recovery
Long-term benefits:
• Saves lives/resources of first responders
•
Reduces the number of people that have to be evacuated and sheltered
•
Reduces financial loss to individuals and businesses
•
Strengthens economic lifecycle of building
•
Makes flood insurance available in participating communities
•
Floodplain management reduces risk of flood damage
•
Grants help communities recover and reduce risk
•
Purpose of Mitigation funds is to make communities stronger/safer
•
Spend $1 save $4
•
Communicate disaster resistance from infrastructure to home; Mitigation deals with entire community.
(Provide examples)
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5.13
Hazard Mitigation (HM) Cadre Job Titles
HM Management
Code
HBD1
HBD2
HMGS
HMMC
TASP
DISP
Job Titles
HM Branch Director Type I
HM Branch Director Type II
HM Group Supervisor
HM Management Coordinator
HM Training and Administrative
Specialist
HM Data Integration Specialist
HM Community Education and Outreach
Code
MPGS
COTL
COCL
EOEX
CESP
Job Titles
HM Program Group Supervisor
HM CEO Task Force Leader
HM CEO Crew Leader
HM CEO Technical Specialist
HM CEO Specialist
HM Floodplain Management & Insurance
Code
Job Titles
MPGS HM Program Group Supervisor
HM Floodplain Management and
FITL
Insurance Task Force Leader
HM Floodplain Management Crew
FPCL
Leader
INCL HM Insurance Crew Leader
HM Floodplain Management Technical
FPEX
Specialist
INEX HM Insurance Technical Specialist
FPSP HM Floodplain Management Specialist
HISP HM Insurance Specialist
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HM Grants and Planning
Code
Job Titles
MPGS HM Program Group Supervisor
HM Grants and Planning Task Force
GPTL
Leader
GRCL HM Grants Crew Leader
CPCL HM Community Planner Crew Leader
GREX HM Grants Technical Specialist
HM Community Planner Technical
CPEX
Specialist
GRSP HM Grants Specialist
CPSP HM Community Planner Specialist
HM Hazards and Performance Analysis
Code
MPGS
HPTL
HACL
HPCL
HAEX
EAEX
HPEX
HASP
EASP
HPSP
Job Titles
HM Program Group Supervisor
HM HPA Task Force Leader
HM 406 Crew Leader
HM HPA Crew Leader
HM 406 Technical Specialist
HM Engineering and Architect
Technical Specialist
HM HPA Technical Specialist
HM 406 Specialist
HM Engineering and Architect
Specialist
HM HPA Specialist
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HM Field Operations Guide: Management
5.14
Hazard Mitigation Disaster Staffing Analysis Form (Sample)
This job aid is available in Microsoft Word on the Hazard Mitigation Disaster Workforce Website (HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations
Guide
IA
PA
Both
IA &
PA
County/
Tribe
NFIP
Map
Status
NFIP
Participation
Mitigation
Plan Status
Pre-Event
Repetitive
Loss
Pre-Event
Severe
Repetitive
Loss
Population
With
Flood
Insurance
Without
Flood
Insurance
TOTALS:
NOTE: Refer to the HM Preliminary Damage Assessment (PDA) and Community Capabilities Assessment Tool; available from the Hazard
Mitigation Disaster Workforce Website:
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM_Job_Aids
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QUESTION
RESPONSE
Estimated number of Disaster Recovery Centers:
Is there a significant need for education and outreach based on losses
sustained (e.g., utility elevation, shutters, defensible space, safe
rooms)? Explain.
Is it likely the community officials will need technical assistance in
substantial damage determinations? FEMA or Technical Assistance
Contract (TAC)?
Is it likely the community will need technical assistance in the local
permit offices?
Based on an initial analysis, will enhanced National Flood Insurance
Program (NFIP) Insurance Technical Assistance be required?
Estimated number of Public Assistance (PA) Crew Leaders? Status of
State Mitigation Plan?
Were there significant flood losses in areas that were not mapped, or
mapped in an area outside of the Special Flood Hazard Areas?
Have enhanced building code requirements been adopted in the
impacted area?
Are there potential needs for data collection? If yes, can this be
supported by FEMA staff?
Are there currently funds (pre-event) to be allocated for Hazard
Mitigation Grant Program projects? If yes, provide amount and deadline
for submission to FEMA.
Is there a likely potential for TACs to be implemented? Explain.
Is there a potential for Headquarters Mitigation Assessment Team
deployment? Explain.
**NOTE: PLEASE LIST DISASTER OR AREA SPECIFIC (INTERNAL OR EXTERNAL) FACTORS THAT COULD INFLUENCE STAFFING
LEVELS ON THE BACK OF THIS FORM.
The information above should be considered for all designations, regardless of assistance designated or type of event. Hazard Mitigation staff
support FEMA’s mission in all declarations, because all response and recovery efforts are subject to NFIP and CFR 322 requirements. Mitigation
messaging, tools and technical assistance should always be provided to communities following a designated disaster. IF THERE ARE MORE
THAN 10 COMMUNITIES, ADDITIONAL PAGES MAY BE ADDED.
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5.15
Hazard Mitigation Staffing Worksheet (Sample)
This job aid is available as a fillable PDF form on the Hazard Mitigation Disaster Workforce Website
(HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
This worksheet is for the Hazard Mitigation (HM) Branch Director/HM Group Supervisor to facilitate the
process of identifying numbers and specialties of staff that may be required for an impending declaration.
It may be expanded or contracted as necessary.
Disaster #
Date:
HM MANAGEMENT
Position
HM Branch Director I
Name(s)
HM Branch Director II
HM Group Supervisor
HM Training and Administrative Specialist
HM Data Integration Specialist
HM Management Coordinator
HM PDA Specialty
ESTIMATED HM STAFF IN JFO
Assumptions:
• Full range of HM Programs
•
Two sites - Joint Field Office & Area Field Office (JFO & AFO)
•
Additional Staff for Disaster Recovery Center (DRC) support
•
Additional Staff for AFO
•
Travel time may affect productivity
•
Cross-training opportunities for management and specialist staff
HM COMMUNITY EDUCATION AND OUTREACH (CEO)
Position
HM Program Group Supervisor
Name(s)
HM CEO Task Force Leader
HM CEO Crew Leader
HM CEO Technical Specialist
HM CEO Specialist
HM CEO OBJECTIVES
• Support DRC
•
Public education program
•
Schools, Chambers of Commerce, libraries
•
Produce Best Practices
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•
Produce publications (disaster-specific)
•
Coordinate with External Affairs for Speakers Bureau requests
HM FLOODPLAIN MANAGEMENT (FPM) AND INSURANCE
Position
HM Program Group Supervisor
Name(s)
HM FPM and Insurance Task Force Leader
HM FPM Crew Leader
HM FPM Technical Specialist
HM FPM Specialist
HM Insurance Crew Leader
HM Insurance Technical Specialist
HM Insurance Specialist
HM FLOODPLAIN MANAGEMENT AND INSURANCE OBJECTIVES
• Determine substantial damage
•
Determine repetitive loss
•
Support DRC
•
Community assistance visits (CAVs) response to flash flooding
•
Support Insurance industry
HM GRANTS AND PLANNING
Position
HM Program Group Supervisor
Name(s)
HM Grants and Planning Task Force Leader
HM Grants Crew Leader
HM Grants Technical Specialist
HM Grants Specialist
HM Community Planner Crew Leader
HM Community Planner Technical Specialist
HM Community Planner Specialist
HM GRANTS AND PLANNING OBJECTIVES
• Update Local and/or Tribal Mitigation Plan
•
Fulfill Hazard Mitigation Grant Program (HMGP) prerequisites
•
Conduct Applicant Briefings
•
Assess existing projects
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HM HAZARDS AND PERFORMANCE ANALYSIS (HPA)
Position
HM Program Group Supervisor
Name(s)
HM HPA Task Force Leader
HM 406 Crew Leader
HM 406 Technical Specialist
HM 406 Specialist
HM HPA Crew Leader
HM Engineering and Architect Technical Specialist
HM HPA Technical Specialist
HM Engineering and Architect Specialist
HM HPA Specialist
HM HPA OBJECTIVES
• Assess loss avoidance
•
Support building code
•
Section 406 mitigation support
•
Hazard Analysis (multi-hazard)
•
Mitigation Assessments Teams
•
Coordinate with other functions for:
Best Practices & Publications Outreach
PHASING
• HM Branch Director I or II/HM Group Supervisor and HM Training and Administrative Specialist to
deploy as soon as possible.
•
HM Management team to deploy early next week, or as space becomes available.
•
HM Specialists to report as objectives solidify.
•
NOTE: Early deployment of HM CEO staff may be required if the state requests DRCs to be open
as soon as possible.
NOTE: Refer to the HM Preliminary Damage Assessment (PDA) and Community Capabilities
Assessment Tool; available from the Hazard Mitigation Disaster Workforce Website via the FEMA
Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
• HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
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5.16
Staff Attendance Worksheet (Sample)
This job aid is a Microsoft Excel spreadsheet and is available on the Hazard Mitigation Disaster Workforce Website (HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations
Guide
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5.17
Hazard Mitigation Staff Exit Interview (Sample)
This job aid is available as a fillable PDF form on the Hazard Mitigation Disaster Workforce Website
(HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
This form provides the Hazard Mitigation supervisor/manager with a guide for conducting exit interviews
with staff members. It can also be given to staff members prior to their out-briefing. Be sure to provide a
copy of all exit interview notes to both the staff member and to your supervisor.
HAZARD MITIGATION STAFF EXIT INTERVIEW
Name
Address
City, State
Telephone
Email
Region
Regional POC
Disaster Number
Location (City, State)
Deployment dates
FQS Title/Function
Interview and/or
Release Date
List or describe your activities for this disaster:
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Please rank your activities in order of preference, 1 = favorite.
What did you learn during this assignment? How would you like to use these lessons in the future?
What additional training would you like to receive?
What was your favorite experience on this deployment?
What was the most challenging experience?
Please add any other comments or areas that you would like to cover (include specific concerns, issues,
and/or suggestions for change).
What 3 items you would correct/improve?
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5.18
Hazard Mitigation Task Log (Sample)
This job aid is a Microsoft Excel spreadsheet and is available on the Hazard Mitigation Disaster
Workforce Website (HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
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5.19
Hazard Mitigation Speakers Bureau Report (Template)
This job aid is available as a fillable PDF form on the Hazard Mitigation Disaster Workforce Website
(HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
HAZARD MITIGATION SPEAKERS BUREAU REPORT
Date:
Time:
Location:
Number of Attendees:
Issues:
Requests Made:
Questions Asked:
Follow-up Required:
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5.20
Hazard Mitigation Speakers Requests Log (Template)
This job aid is a Microsoft Excel spreadsheet and is available on the Hazard Mitigation Disaster Workforce Website (HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations
Guide
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5.21
Hazard Mitigation Congressional Inquiry Log (Template)
This job aid is available in Microsoft Word on the Hazard Mitigation Disaster Workforce Website (HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations
Guide
HAZARD MITIGATION CONGRESSIONAL INQUIRY LOG
Disaster Number:
Date
Received
SAMPLE
01/20/16
168
From Whom
JFO
Congressional
Peggy Smith
Inquiry
Narrative
Congressman Wright’s office
inquiring about HMGP
funding and eligibility for
purchasing generator for
Grove Assisted Living Center
Name & Title of
Individual
Responding
Mary Harrison,
HM Specialist
Mitigation
Response Activity
Referred
Congressman to
SHMO via e-mail to
JFO Congressional
Date
Responded
01/21/16
Status
Inquiry closed
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5.22
Hazard Mitigation Transition Plan Outline
This job aid is available in Microsoft Word on the Hazard Mitigation Disaster Workforce Website
(HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
Use this outline to develop a plan to transition Hazard Mitigation functions to the Regional Office at the
close of the Joint Field Office (JFO).
COMPONENT
MAJOR POINTS
JFO Program point-of-contact
information
Mitigation projects to terminate
when the JFO closes
Mitigation projects to transition
to the Regional Office:
Timelines and milestones
Funding issues
Staffing requirements
Program closeout strategy
Opportunities for the Regional
Office to maximize mitigation
opportunities through ongoing
projects
Mitigation data from the
disaster and where located
Employee development
requirements and
recordkeeping related to FEMA
Qualification System
How the operation was
assessed and
recommendations to improve
future operations
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5.23
Hazard Mitigation Transition/Final Report (Template)
This job aid is available in Microsoft Word on the Hazard Mitigation Disaster Workforce Website
(HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
PART I INSTRUCTIONS:
1) Add the disaster name and number under the heading Hazard Mitigation Transition/Final
Report directly below this instruction box.
2) Provide a brief summary of the mitigation accomplished in the disaster in the section provided.
3) Delete all instruction boxes prior to printing or submitting the final Hazard Mitigation
Transition/Final Report. To delete, click on the red dotted border on this box and hit the
[DELETE] key on the keyboard.
HAZARD MITIGATION TRANSITION/FINAL REPORT
Disaster Name and Number: DR-####
SUMMARY OF MITIGATION ACTIVITIES ACCOMPLISHED IN THE DISASTER AND
MAJOR OUTSTANDING ISSUES
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PART 2 INSTRUCTIONS: Add, from the Hazard Mitigation Strategy, the Objectives and Planned
Actions for each Hazard Mitigation functional area (HM Management, HM Community Education and
Outreach, HM Floodplain Management and Insurance, HM Grants and Planning, and HM Hazards
and Performance Analysis).
For each HM STRATEGY OBJECTIVE list:
•
Activities Completed – Summarize each activity, including as much detail as possible, and
the responsible parties and partners involved in accomplishing the activity. There may be
more than one activity completed per objective.
•
Activities Still Requiring Action – Summarize each activity requiring further action, including
recommended responsible parties and timelines, when applicable.
•
Lessons Learned – Briefly summarize lessons learned, including recommendations for future
operations.
Remember to delete this instruction box prior to printing or submitting the report.
FUNCTIONAL GROUP ACCOMPLISHMENTS
HM Management
Management
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
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Management
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
Management
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
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HM Community Education and Outreach (CEO)
CEO
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
CEO
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
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CEO
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
HM Floodplain Management and Insurance
Floodplain
Management
and Insurance
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
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Floodplain
Management
and Insurance
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
Floodplain
Management
and Insurance
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
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HM Grants and Planning
Grants and
Planning
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
Grants and
Planning
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
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Grants and
Planning
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
HM Hazards and Performance Analysis (HPA)
HPA
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
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HPA
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
HPA
HM STRATEGY OBJECTIVE # __
Planned
Actions (from
HM Strategy)
Activities
Completed
Activities Still
Requiring
Action
Lessons
Learned
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SIGNATURES
[Add Name]
HM Branch Director/HM Group Supervisor
[Add Name]
HM Program Group Supervisor/Task Force Leader for
Community Education and Outreach
[Add Name]
HM Program Group Supervisor/Task Force Leader for
Floodplain Management and Insurance
[Add Name]
HM Program Group Supervisor/Task Force Leader for
Grants and Planning
[Add Name]
HM Program Group Supervisor/Task Force Leader for
Hazards and Performance Analysis
DATE: ________________
FINAL INSTRUCTIONS:
Proofread your document carefully, ensuring there are no uncompleted sections, formatting problems, or
typographical errors. Be sure to delete all instruction boxes. To delete, click inside the red dotted border on
this box and hit the [DELETE] key on your keyboard.
Provide a copy of the Hazard Mitigation Transition/Final Report for the disaster to the FEMA Regional
Mitigation Division Director. Include the incident number, state, incident type, and JFO in the
correspondence.
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5.24
Hazard Mitigation: Releasing and Terminating FEMA Reservist and Local
Hire Staff Reference Tool
CONTENTS
1. Overview
2. Glossary of Terms
3. Guide for Non-Adverse Release of Reservists
4. Guide for Non-Adverse Termination of Local Hire Employees
5. Guide for Adverse Release of Reservists and Local Hire Employees
1. Overview
This “tool” has been created for Hazard Mitigation (HM) disaster operations managers based upon the
best practices of HM field operations. As stated throughout this job aid, any personnel related issues
should always be conducted in accordance with the policies and procedures of the
Finance/Administration (Finance/Admin) Section of the Joint Field Office (JFO), and Headquarters
(HQ) Office of the Chief Component Human Capital Officer (OCCHCO) and Equal Employment
Opportunity (EEO) Office.
The purpose of this guidance is to provide a resource tool for HM managers to apply when determining
reduction in both FEMA Reservist and Local Hire staff at a disaster event for both non-adverse and
adverse actions.
Managing the staffing level is a dynamic and constant responsibility. From the onset of the event,
managers should continually evaluate program needs and adjust the staffing levels accordingly.
Managers should repeatedly communicate with all staff members (Reservists, Local Hires, permanent
full-time and other employees) the temporary nature of the assignment. This message should be
conveyed when individuals report to duty, at staff meetings, performance reviews, or any opportunity that
becomes available. Managers must be aware of the anxiety levels associated with rightsizing an
operation and afford employees an opportunity to express their concerns. This tool provides the various
resources to effectively manage this responsibility.
For non-adverse action, consideration should be given to the overall JFO staffing guidelines, Mitigation
Plan, and workload requirements. Coordination with appropriate JFO Finance/Admin Section staff is vital
to successfully reduce staff in a manner that is consistent and equitable. Managers must be cognizant of
EEO rules, regulations and processes and ensure proper consideration is afforded to each staff member.
For adverse related actions, managers should fully coordinate all phases with the JFO Finance/Admin
staff and EEO representative, as necessary. With investigation issues, the utmost discretion is required
and managers should not openly discuss issues with individuals not directly related to the situation or
case. All matters should be handled with extreme confidentiality and shared on a “need-to-know” basis
only. In the event there is no Finance/Admin Section or EEO staff deployed to the event, any actions
should be coordinated through the Operations Section Chief first, then the Chief of Staff or the manager’s
Regional Office (Administration, Resource, Planning Division, and Mitigation Reservist Program Manager
(RPM)).
Performance evaluations must be administered to all Reservists prior to demobilization following standard
procedure, and filed with the appropriate points of contact.
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2. Glossary of Terms
Adverse Action: A personnel action considered unfavorable to the employee, e.g., termination or
separation for cause (other than lack of work).
Finance/Admin Section: The section within a disaster event that is responsible for coordinating the
overall personnel related issues within the JFO and alternate sites; referred to as Finance/Admin within
this job aid.
Local Hire: A disaster assistance employee hired under the Robert T. Stafford Act, as amended, and
serving in a temporary, intermittent appointment, who has been hired locally to serve in that specific
disaster event. A Local Hire is not part of a Regional or HQ Cadre.
Non-Adverse Action: A personnel action that is not unfavorable in nature (e.g., release due to lack of
work).
Reassignment – Local Hire: Movement of a Local Hire from one position within the Branch to a
different position within the Branch. Reassignments MUST be coordinated in advance with the JFO
Finance/Admin to ensure the employee’s salary is commensurate with the level of work to be performed
and that the FEMA Deployment Tracking System (DTS) record is properly updated. If the reassignment is
a result of inadequate performance, NO movement should be made prior to contacting the JFO
Finance/Admin staff for guidance.
Reassignment – Reservist: Movement of a Reservist from one position within the Branch to a different
position within the Branch. Reassignments MUST be coordinated in advance with the JFO Finance/
Admin staff to ensure the employee’s DTS record is properly updated. NO movement should be made
prior to contacting the JFO Finance/Admin Section for guidance, if the reassignment is a result of
inadequate performance. Before using reassignment to fill a position, it is best practice to first try to fill
that position through a standard deployment request. A Reservist should not be moved out of a current
title if the move would negatively impact the mission. However, it is possible for a Reservist to be
reassigned to an unfilled position when he/she carries the appropriate FQS title and can support an
outstanding need. An individual can carry one primary title and up to three subordinate titles in the
Deployment Tracking System (DTS). It is important to note that Reservists cannot go beyond 50 weeks in
the same metropolitan location, and reassignment of title to a new position in the same metropolitan area
does not reset the clock.
Release – Local Hire: Temporarily placing a Local Hire in non-work status based upon a reduction in
operations or workload. “Released” is indicated in DTS for staffing report purposes only and the employee
remains on FEMA rolls pending determination that the skills are no longer needed to support the
operation, or the work has been completed (coordinated through Finance/Admin).
Release – Reservist: Ending a Reservist’s disaster assignment for the following, but not limited to: upon
completion of work, at the employee’s request, for employee to attend training or take rotation, or for
cause. This only applies to the actual deployment status and not to the employee’s status on the FEMA
rolls.
Reservist: A disaster workforce employee hired under the Robert T. Stafford Act, as amended, and
serving in a temporary, intermittent appointment. Reservists are typically assigned to a Reservist Program
area.
Resignation: A voluntary action on the part of the employee to terminate employment with the agency.
When at all possible, resignation request (SF 52, Request for Personnel Action) needs to be signed and
dated, with a reason provided, but the employee is not required to provide a reason. All resignations
should be coordinated with the appropriate RPM.
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Termination for Cause: A recommendation made by the JFO to remove an employee from the roles for
misconduct, inappropriate behavior, failure to report to duty, security issues, misuse of government
property, etc. These recommendations must be coordinated with the JFO FINANCE/ADMIN Section,
HQ/Human Resource Development, the Mitigation RPM, and Workforce Development Division
(WDD).
Termination for Lack of Work: When the duties that a Local Hire employee is performing are no longer
needed and there is no other work that can be assigned to the employee, then he/she is terminated from
the FEMA rolls. Managers need to advise the Finance/Admin Section when they no longer need an
employee. This is a non-adverse type action.
3. Guide for Non-Adverse Release of Reservists
PURPOSE
Provide guidance and process for releasing Reservists from the disaster operation due to reduction in
staff requirements.
RESPONSIBLE PARTY/STAFF
•
HM Branch Director/HM Group Supervisor or designee
REPORTING REQUIREMENTS
•
Finance/Admin Section reports
•
Staffing reports
COORDINATION
•
RPM, if necessary
•
EEO Office
•
JFO Finance/Admin Section
RESOURCES/TOOLS
•
EEO Office, if necessary
•
Hazard Mitigation Strategy
•
Incident Action Plan/Incident Strategic Plan
•
JFO Finance/Admin Section
PROCEDURE
In conjunction with the Mitigation Plan, the decision has been made that the operations are subsiding and
that staff size needs to be reduced accordingly. Advise Finance/Admin and EEO Officer as to the
potential release of employees. The next steps for the managers are as follows:
1. Identify what functions will be reduced, or no longer necessary.
2. Identify the resources that are performing those functions.
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3. Considerations – Are the functions being performed as a collateral duty and are the other functions
that the employee is also performing being eliminated? Are there any employees that need to acquire
specific experience to fulfill a FEMA Qualification System (FQS) requirement?
4. If collateral and the other duties will continue, identify what other functions the employee can assume
to replace functions that are being eliminated, and adjust job title information and notify
Finance/Admin.
5. If not collateral, then determine if the employees have other skill sets where they can be reassigned
into a different position.
6. Coordinate with Finance/Admin to reassign employees into new titles.
7. If the employee cannot be reassigned, then notify employee that he/she will no longer be needed by a
specified date (generally at least one week in advance).
8. Provide Finance/Admin with a listing of the employees and proposed release dates. Possible
approach: If multiple employees are performing the function and the plan is to slowly reduce the staff,
then release in the order in which they were deployed to the event (e.g., first in – first out method),
unless an employee requests to be released ahead of this schedule.
9. Ensure employees are provided with out-briefing, evaluation, task book review and are directed to
report to Finance/Admin prior to release from the JFO, or alternate site (e.g., Disaster Recovery
Center, Area Field Office, staging area).
4. Guide for Non-Adverse Termination of Local Hire Employees
PURPOSE
Provide guidance and process for terminating Local Hire employees from the disaster operation due to
reduction in staff requirements.
RESPONSIBLE PARTY/STAFF
•
HM Branch Director/HM Group Supervisor or designee
REPORTING REQUIREMENTS
•
Finance/Admin Section reports
•
Staffing reports
COORDINATION
•
EEO Office
•
JFO Finance/Admin Section
RESOURCES/TOOLS
•
EEO Office, if necessary
•
JFO Finance/Admin
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PROCEDURE
A. Termination – Lack of Work
1. Based upon the Mitigation Plan and level of activity, a decision is made that the work performed by
the employee will no longer exist.
2. There is no other work in HM that the employee may be assigned.
3. Contact JFO Finance/Admin to advise that there is no longer a need for the employee’s services and
request that the employee be reassigned to another “branch” if work is available.
4. If Finance/Admin determines a reassignment is possible, meet with employee to discuss that the
services are no longer needed and direct them to Finance/Admin for placement.
5. Collect any HM property from employee.
6. If the Finance/Admin Unit determines a reassignment is not possible, meet with employee to discuss
that the services are no longer needed and direct them to Finance/Admin for proper check-out.
7. Submit request “Termination – Lack of Work” action to Finance/Admin.
B. Termination – Resignation
1. Employee advises supervisor that he/she needs to resign.
2. Provide employee with SF 52, Request for Personnel Action, and make sure they complete Part E
and sign/date.
3. Immediately notify Finance/Admin and the Mitigation RPM of the resignation.
4. Direct employee to Finance/Admin for proper check-out.
5. Forward SF 52 to Finance/Admin and the Mitigation RPM.
5. Guide for Adverse Release of Reservists and Local Hire Employees
PURPOSE
Provide guidance and procedures for releasing Reservists or Local Hire employees from the JFO
operation due to adverse circumstances.
RESPONSIBLE PARTY/STAFF
•
HM Branch Director/HM Group Supervisor or designee
REPORTING REQUIREMENTS
•
Finance/Admin Section and/or EEO reports
•
Staffing reports
COORDINATION
•
Mitigation RPM (for Reservists only)
•
HQ OCCHCO when action is for cause
•
WDD
•
JFO Finance/Admin Section
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RESOURCES/TOOLS
•
EEO Office
•
Ethics Guidance (including Standards of Conduct)
•
HQ OCCHCO Employee Labor Relations
•
JFO Finance/Admin
PROCEDURE
1. A situation has occurred, or been brought to the attention of the employee’s immediate supervisor or
HM Branch Director/HM Group Supervisor, regarding an issue or concern with a Reservist or Local
Hire employee.
2. The supervisor, in coordination with the HM Branch Director/HM Group Supervisor, should
immediately contact the Finance/Admin Section for guidance.
3. Upon receiving guidance, the supervisor should follow the recommended course of action and ensure
that Finance/Admin and EEO representatives are fully aware of action.
4. In the event there is no Finance/Admin or EEO staff deployed to the event, any actions should be
coordinated through the Chief of Staff, or the supervisor’s Regional Office. The HM supervisor should
ensure that the OCCHCO (at HQ) is contacted for guidance.
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5.25
Obtaining Hazard Mitigation Technical Assistance
This job aid provides information on obtaining Hazard Mitigation technical assistance from:
•
Contractors
•
Other Agencies
•
Hazard Mitigation Technical Assistance Program (HMTAP)
•
Production and Technical Services (PTS) contract for Building Sciences (for engineering/architectural
technical services)
•
Technical Assistance Contract (TAC),
ACTION
ITEM
TIMING OF
DECISION
Determine
immediacy of
technical
assistance
required
During real or
virtual Regional
Response
Coordination
Center
operations
Based on size
and type of
disaster,
determine
expertise
required
Atypical
circumstances
such as large
event or one
requiring
scarce skill set
186
CONSIDERATIONS
OPTIONS
Collection of perishable data
(such as high water marks)
Rapid Response Task Order
Other assessments, e.g.,
Mitigation Assessment Team;
collection of non-perishable
data
Other stand-by agreements
Previously set arrangements for
services:
• Other Federal agencies
Before and after
Joint Field Office
(JFO) opening
Before and after
JFO opening
Skill set required
Adequacy of resources
available through pre-set
mechanisms
•
HMTAP
•
Interagency Agreement
•
Mission Assignment
•
PTS contract for Building
Sciences
•
TAC
Use of alternative mechanisms
such as General Services
Administration and U.S. Army
Corps of Engineers
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5.26
Advisory Base Flood Elevations: Training for Disaster Recovery Centers
(Sample)
This job aid is a PowerPoint presentation and is available on the Hazard Mitigation Disaster Workforce
Website (HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
Sample Presentation Topics
•
General background - why Base Flood Elevations (BFEs) are important
•
Advisory Base Flood Elevations (ABFE) overview
•
Advisory maps
– When and where - areas where maps will be available
– DRC messaging
•
Biggert-Waters 2012 – FEMA Flood Insurance Program changes
– Overview
– DRC messaging
•
Materials available to the DRC
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5.27
Advisory Base Flood Elevations: Pre-Release Briefing (Sample)
This job aid is a PowerPoint presentation and is available on the Hazard Mitigation Disaster Workforce
Website (HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
Sample Presentation Topics
•
General background - why Base Flood Elevations (BFEs) are important
– Advisory Base Flood Elevation (ABFE) need and objective
– Why BFEs are important
•
ABFE overview
– What is an ABFE?
– When and where: Areas where maps will be available
– Examples of changes: ABFE vs. older mapping
– What it means for communities
– How community officials and the public can access information
•
Community outreach and support
– Available resources
•
Map demonstration
•
Questions and answers
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5.28
Understanding Advisory Base Flood Elevations (Sample)
This job aid is a PowerPoint presentation and is available on the Hazard Mitigation Disaster Workforce
Website (HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
Sample Presentation Topics
•
Advisory Base Flood Elevation (ABFE) overview
– Why is information needed now?
– What is the updated information FEMA is providing?
– What are ABFEs?
– What advisory information can I access?
– What will you see on ABFE maps?
– Local ABFE map example
– How will I benefit from using ABFEs?
•
Implications of ABFEs
– Mitigation results in real insurance cost savings
– How ABFEs affect insurance, floodplain management, and recovery and mitigation grants
•
Mitigation resources
•
Community resilience
•
Questions and answers
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5.29
Advisory Base Flood Elevation Outreach and Transition Plan (Sample)
Advisory Base Flood Elevation Outreach and Transition Plan
{Add Location} Joint Field Office
Date:
FEMA-_____-DR-__
Table of Contents
{Add Table of Contents upon completion of Plan}
SITUATIONAL AWARENESS AND BACKGROUND
Hurricane {add name} made landfall on {add month, day, year} as a category {add number} storm.
{Provide event specific details here.}
Given the age of the current effective mapping and the advancement of technology and coastal
engineering, FEMA will prepare and provide best available data in the form of Advisory Base Flood
Elevation (ABFEs) maps to aid local community officials in their permitting of reconstruction and recovery
efforts. As this information will create an additional data point for local officials to consider in their
community recovery effort, and requires that local elected officials and staff within the building, permitting,
and other departments interact with a variety of data, there is a need for consistent and clear messaging
to local officials and individuals within the recovery areas.
On {add date}, Advisory Base Flood Elevation (Advisory BFEs or ABFE) were released, as part of {add
location specific information}.
Objectives
The objectives of this outreach and transition plan include:
1. Educate local officials on the policies, procedures, and ordinance adoption requirements to
promote mutual understanding of community’s flood risk and foster a partnership throughout the
recovery process.
2. Identify and work with FEMA’s other federal, state, and local partners to promote a positive
relationship for local communities in a post-disaster environment.
3. Work with local officials to discuss flooding risks with their local constituents. Local resources
should be utilized and materials prepared for the constituents and should prepare for a diverse
audience.
4. Engage the public at large and community residents through timely press releases in an effort to
inform and better engage at the local level. Additionally, FEMA will work with local media outlets
to engage homeowners and promote the local floodplain administrator as a resource for
questions related to the adoption and use of ABFE data in rebuilding efforts.
5. Empower local communities to rebuild safer and smarter.
The opportunities provided by the release of the ABFE information in a timely manner will allow the {add
state name} JFO to field test local community engagement strategies and act more proactively with
communities to promote mitigation actions in the recovery process.
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Outreach Guiding Principles
To achieve the objectives above, FEMA will leverage the following strategies to distribute and
communicate ABFE information:
•
Examination of debris fields to indicate Enhanced Fujita Scale (EF) intensity for specific locations
•
ABFE data is most effectively discussed as a data point and advice for rebuilding. Externally, the
message will be carried through multiple channels in concert with a mitigation message to build
“stronger and safer.”
•
Establishing internal communications and ABFE data dissemination to the JFO and Regional staff is
critical to create a “stereo” effect and reinforce the use of ABFE data in rebuilding and reconstruction
areas.
•
Community residents expect to hear about natural hazards within their community from their local
officials, ABFE Task Force is targeting local officials to deliver the message.
•
FEMA will focus efforts on working with local officials to get the word out to local community
residents. FEMA will be available to support the community use and adoption of the ABFE
information in their recovery efforts.
•
Public Outreach efforts will take the form of “Recovery Open Houses.” {revise as necessary}
Additional Pertinent Facts
The following pertinent facts should be considered during ABFE implementation and community
engagement efforts:
• Advisory BFE data and mapping will indicate areas that may be included in a Special Flood Hazard
Area (SFHA) during the next Flood Insurance Rate Map (FIRM) update in these areas.
– {Insert location along with other important mapping information}
•
ABFE information produced will not be used to identify flood insurance requirements of properties.
Flood insurance and mandatory purchase requirements will remain to be enforced against the current
FIRMs.
•
The ABFE maps may be adopted by local communities and assist in their recovery and rebuilding
efforts.
– If adopted by community officials, the ABFEs and associated SFHAs (where higher or more
stringent than the current effective FIRM) will be used to determine construction elevation
requirements for rebuilding throughout the community. In areas where the current effective FIRM
reflects higher BFEs or more stringent SFHAs than the Advisory BFEs, the current effective FIRM
shall be used to inform recovery and rebuilding efforts.
– Additionally, the mapping will advise local permitting officials if additional structural requirements
may be warranted in reconstruction efforts
•
The National Flood Insurance Program Reform Act of 2012 (Biggert Waters 2012) once implemented
will modify government subsidies for flood insurance premiums and increase rates. This information is
a necessary point of conversation, however, should be used in concert with the ABFE data and
empower local community officials to communicate both flood risk and the significance of the NFIP
Reform Act within their community.
FEMA is leveraging the ongoing coastal study efforts to provide more up to date and precise flood risk
information for recovery efforts within the affected areas of {insert locations}. Providing this advisory
information to communities during recovery efforts will allow local community officials to advocate more
restrictive building practices and allow communities to reduce their risk to a similar storm event in the
future.
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Disaster Declaration – State of {Add Name}
The following counties have been declared for FEMA-{add number}-DR-{add state} as of {add date}.
{INSERT EVENT-SPECIFIC MAP}
Project Milestones and Schedule
There are several key milestones that shape the strategy and approach outlined in this plan.
• {Insert event specific timeline and milestones}
•
{Insert event specific timeline and milestones}
PRELIMINARY INTERNAL STAKEHOLDER MANAGEMENT
The advisory flood information adds not only an additional data point for the local community officials, it
also creates the need for an internal communications strategy. A number of staff within the JFO will be
impacted by the release of this information. It is important to note that this ABFE data release intends to
provide another data point to state and local officials for floodplain management and recovery efforts. The
following internal stakeholders are in need of understanding what the ABFEs are and how their daily
processes may be enhanced or modified by this effort.
First and foremost, all program and disaster staff should remember that the creation of the ABFE data is
in alignment with FEMA’s mission statement and should not detract from any on-going efforts. The ABFE
data provides information to the Agency’s ongoing efforts in the following ways.
{Add State Acronym}-JFO – Federal Coordinating Officer (FCO)
•
The ABFE Task Force will provide elevation data for distribution to local community officials and
release will be released on a website for public consumption.
•
FCO may receive questions related to the science and engineering approach, the selection of areas
for mapping, the sequence of release of data, etc.
•
The ABFE Task Force will need to provide timely information to the JFO leadership to assure that the
scheduled and release of date to the public is understood.
Contact: {Name}, FCO
{Add State Acronym}-JFO – External Affairs
•
The ABFE Task Force will provide elevation data for distribution to local community officials and
release will be released on a website for public consumption.
•
Congressional Affairs staff within may receive questions related to the science and engineering
approach, the selection of areas for mapping, the sequence of release of data, etc.
•
Intergovernmental Affairs may receive inquiries from local and state officials. Team members also
assist in the coordination with local community officials.
•
The ABFE Task Force will need to coordinate with the External Affairs team to prepare Press
Releases and provide media briefings throughout the data release.
•
The ABFE Task Force will need to coordinate with External Affairs to approve outreach materials.
•
FEMA CORPS may be used to provide outreach support at JFO meetings using iPads.
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Congressional Affairs Contact: {insert contact name}
Intergovernmental Affairs Contact: {insert contact name}
Community Relations: {insert contact name}
Mitigation Liaison to External Affairs: {insert contact name}
Additional Resources: {insert contact name}
Media Resource: {insert contact name}
Speakers Bureau: {insert contact name}
Press Secretary: {insert contact name}
FEMA CORPS Staff Coordinators: {insert contact name}
{Add State Acronym}-JFO – Federal Disaster Recovery Framework
The National Disaster Recovery Framework (NDRF) promotes the establishment of post‐disaster
organizations to more effectively manage and coordinate recovery operations, the Federal Disaster
Recovery Coordinator (Deputy FCO) works in advance of the Long Term Recovery team to establish the
understanding across all levels of government for the recovery area efforts. Through six Recovery
Support Functions (RSFs) federal agencies provide assistance to communities in recovery.
The National Disaster Recovery Coordinator convenes a Mitigation Task Force Meeting Regularly.
• Mitigation Task Force Meeting is an opportunity to inform Federal partners of progress, data
availability and request additional resources for public and industry outreach.
•
Coordinate with the RSFs to assist the integrated Federal Family approach for Long Term Recovery
in a post-disaster environment.
•
Housing, Community Capability and Capacity Building and Infrastructure Recovery Support Functions
may provide additional services and resources to support the use of ABFE information in a
community’s long term recovery.
•
Coordinate needs and inform the RSFs and Federal Partners of the availability of data.
Mitigation Group Liaison: {insert contact name}
National Disaster Recovery Coordinator (FEMA): {insert contact name}
Long Term Recovery POC (FEMA for state): {insert contact name}
State Disaster Recovery Coordinator: {insert contact name}
Additional Region {insert Region #} Resources: {insert contact name}
{Add State Acronym}-JFO – Hazard Mitigation (HM) Branch Leadership
HM Branch Director: {insert contact name}
HM Branch Deputy Director: {insert contact name}
HM Program Group Supervisor:
o Floodplain Management and Insurance: {insert contact name}
o HM Grants and Planning: {insert contact name}
o Hazards and Performance Analysis (HPA): {insert contact name}
o Community Education and Outreach (CEO): {insert contact name}
{Add State Acronym}-JFO – HM Floodplain Management and Insurance Group
The Floodplain Management and Insurance Group houses professionals to provide communities
information on Floodplain Management, Insurance, and Damage Determination. Additionally, the staff
within the HPA Group review previous mitigation projects for their performance during following storms.
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•
Information is required for use in the submittal of projects requesting federal funding assistance from
FEMA.
•
Floodplain Management staff interact with community officials to review compliance with current
floodplain management regulations and provide guidance and technical assistance.
•
Public town hall meetings (Speakers Bureau) allow a venue to let residents and business owners
know about the availability and use of ABFE information.
•
Insurance Specialists interact with local agents, lenders and community officials to provide assistance
to recovery areas.
HM Program Group Supervisor for Floodplain Management and Insurance: {insert contact name}
{Add State Acronym}-JFO –HM Community Education and Outreach (CEO)
•
The HM CEO Group staffs Disaster Recovery Centers (DRCs) interacting with individuals and
homeowners.
•
The DRCs and the HM CEO Specialists provide a unique opportunity to reach the homeowners who
are the targeted consumer of the ABFE data.
•
ABFE will need to provide training and publication resources to HM CEO staff.
•
HM CEO staff can become a surge for ABFE Outreach, especially Open Houses.
HM Program Group Supervisor for HM CEO: {insert contact name}
HM CEO Crew Leader for DRC Coordination: {insert contact name}
Publication Manager: {insert contact name}
HM CEO Task Force Leader: {insert contact name}
Speakers Bureau Liaisons: {insert contact name}
FEMA Region (insert Region #) – Mitigation Division
•
Regional On-Boarding of the ABFE mapping and adoption - Regional Floodplain Management and
Insurance Branch staff will be critical for ordinance review
•
Regional On-Boarding of ABFE information and its effects on Hazard Mitigation Assistance Branch
review of post-disaster grant applications
•
Regional On-Boarding of the ABFE data for Risk Analysis Branch staff to support longer term grant
application and elevation determination
Mitigation Division Director: {insert contact name}
Risk Analysis Branch Chief: {insert contact name}
Floodplain Management Branch Chief: {insert contact name}
Cooperating Technical Partner (CTP) Floodplain Management and Insurance Specialist:
{insert contact name}
CTP Outreach Project Manager: {insert contact name}
CTP Study Manager: {insert contact name}
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{Add State Acronym}-JFO –Public Assistance (PA) and Environmental & Historic Preservation
(EHP)
•
Best Available Data Memo for Hurricane Sandy indicates that the ABFE information should be used
for federal assistance funding. Public Assistance staff will utilize the ABFE data in the review of PA
funding requests.
•
The Area of Moderate Wave Action (LiMWA to Coastline) on the resultant ABFE mapping areas will
require coastal construction techniques.
•
Critical Facilities construction is severely limited in Advisory V Zone areas.
EHP Lead: {insert contact name}
Public Assistance Liaison to EHP: {insert contact name}
ABFE TASK FORCE ORGANIZATION
Figure 1. {Insert State Acronym}-JFO Mitigation Team Organization Diagram
ABFE OUTREACH APPROACH
Congressional and Media Engagement
In order to achieve success, members of Congress and their staff members, as well as the media must be
aware and understand the study process. Not only will their understanding enable them communicate
effectively about the study details and process, it allows for greater internal collaboration and
coordination.
Working with External Affairs to inform both legislators and the media will improve credibility and opens
the door to understanding risk in a more holistic, comprehensive manner. External Affairs develops
scalable, accurate information products with input from the ABFE Task Force. The ABFE Task Force will
work with External Affairs to prepare and responds to Congressional and Media requests.
Open Houses
Support will be required for Open Houses. Staff will need to man tables and support breakout sessions.
Necessary publications should be distributed.
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Recommended Outreach Materials (see Risk MAP Portal):
• Region2Coastal.com Business Cards
•
Building Back Safe and Strong Trifold – A Zone Insurance Example
•
Building Back– Building Safer & Stronger Pays Off – V Zone Insurance Example
•
ABFE Fact Sheet
•
ABFE FAQs
•
ABFE Tough Questions
•
Rebuilding After a Hurricane Checklist
Town Halls
Town Halls will require formal speaking engagements, often followed by question and answer sessions.
Additional staff may be required to support breakout sessions.
Recommended Outreach Materials (see Risk MAP Portal):
• Region2Coastal.com Business Cards
•
Building Back Safe and Strong Trifold
•
ABFE Fact Sheet
•
ABFE FAQs
•
ABFE Tough Questions
•
Rebuilding After a Hurricane Checklist
DRC Mitigation Advisors
DRC Mitigation Advisors are HM CEO Specialists stationed in DRCs, who have a broad knowledge of
mitigation programs and activities, and are available to provide survivors with information about reducing
future losses through mitigation actions.
Neighborhood Task Force Mitigation
HM CEO Specialists assigned to a Task Force in a particular neighborhood, who have a comprehensive
knowledge of mitigation programs and activities, and are able to provide survivors with information about
reducing future losses through mitigation actions.
Internal Briefings and Trainings
Internal briefings and trainings may be requested from within the JFO. This includes providing status
updates to leadership or training other organizations within the JFO.
Recommended Presentation:
• ABFEs Brief for Internal JFO Members
Recommended Outreach Materials (see Risk MAP Portal):
• Region2Coastal.com Business Cards
•
Tough Questions FAQ
•
Refer participants to the Region2Coastal.com website for other resources
Ad-hoc Requests
There may be additional ad-hoc requests from state officials, local officials, and other community leaders.
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Outreach Tools and Materials
A list and description of frequently used outreach tools and materials is included below. These can be
found on the Risk MAP Portal.
ABFE Outreach Calendar: Provides a record of past and future (planned) internal and external
engagement activities including meetings, briefings, trainings, etc. It is a best practice to distribute this
calendar each day to key internal stakeholders. You can find the ABFE Outreach Calendar on the Risk
MAP Portal.
Presentations: Several PowerPoint presentations have been developed and can be tailored to meet the
needs of most briefings and trainings. They can be found on the Risk MAP Portal.
Factsheets: A number of fact sheets are available to support outreach needs. They can be found on the
Risk MAP Portal.
FAQs and Tough Questions: Several list of frequently asked questions (FAQs) and “Tough Questions”
have been developed to support response to questions received through Ask the Expert and the
Region2Coastal.com website. These can be found on the Risk MAP Portal.
Region2Coastal.com Business Cards: Business cards with the NFIP Help Center phone and
Region2Coastal.com website. Additional business cards can be ordered through JFO Publications.
Geoportal (http://FEMA.maps.arcgis.com/home/): The Geoportal provides maps of the ABFEs.
Risk MAP Portal {Insert hyperlink to map Portal for the Event here}: The Risk MAP Portal provides
single place to store and share key documents. All outreach tools and materials should be stored on the
Risk MAP Portal.
JFO Mitigation Drive (Groups\Mitigation\ABFE info): The JFO Mitigation Drive provides a location to
store past meeting information, such as detailed meeting summary and attendee list for Community
Meetings. The Floodplain Management Team and RAMPP contractor will work together to keep it
updated and create a folder structure.
Floodplain Management
The Floodplain Management Team must support the following activities:
Call Center
Respond by email to potential overflow of Tier 3 questions from NFIP Help Center.
Call Center POC: {insert contact name}
Ask the Expert
Respond by email to potential overflow of Tier 3 questions received through Region2Coastal.com. Ask
the Expert receives around {insert number} requests per day.
Ask the Expert POC: {insert contact name}
Coordinate with Hazard Mitigation Branch
Escalate issues up the chain of command through {insert name} to {insert name}.
Coordinate with Region
Keep Regions inform of ongoing issues and risks.
Regional {insert Region #} POCs:
o Risk Analysis – {insert contact name}
o FM&I – {insert contact name}
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o
HMA – {insert contact name}
Coordinate with Headquarters
Participate on standing Coordination Call. Provide a status update on communications, outreach, and
technical progress.
Publication Management
Order necessary publications to support outreach efforts (business cards and trifolds).
Publication Manager: {insert contact name}
Speakers Bureau
Respond and support EA needs as requested. Requests are added to the Speaker’s Bureau Log.
Speakers Bureau POCs: {insert contact name} (External Affairs) and {insert contact name}
(HM CEO)
Staff Assignment
Prioritize needs and manage resources and surge capacity to address needs effectively and efficiently.
State Coordination
The State of {insert state name} and {insert county name} County will require support to draft and
adopt a floodplain management ordinance.
TECHNICAL MANAGEMENT
The Technical Management Team must support the following activities to ensure development, delivery,
and dissemination of the ABFEs.
Contract Management and Invoicing
Both existing and new task orders need to be managed. Existing headquarters task orders are managed
by {insert name}. New task orders should be managed at the JFO in the same fashion as Regional Task
Orders. Review monthly invoices and costs incurred.
Contracting Officers Representative: {insert contact name}
Production Development
The technical lead must ensure the development of the ABFEs.
Coordination
Coordination is required to support engineering products. The technical lead is responsible for working
with the ABFE Task Force to transition the ABFE effort with the Regional pre-disaster study process.
Coordination is required to support dissemination tools (GeoPortal and Region2Coastal.com)
HQ POC: {insert contact name}
Region {insert Region #} HQ Regional Liaison: {insert contact name}
Contractor POC: {insert contact name}
Product Receipt
Review deliverables and ensure technical compliance with FEMA specifications regarding engineering
analyses and with ABFE graphical setup and specifications.
Scheduling
Dependent on specific activities as defined in the task orders.
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Communication
The Technical Lead must communicate with the supporting contracting team, Region {insert Region #}
Service Center (RSC), and City/County staff.
RAMPP Contractor Support:
o Task Order Management/Lead: {insert contact name}
o Coastal Analyses: {insert contact name}
o Data Production: {insert contact name}
o GeoPortal/IT/Region {insert Region #} Coastal: {insert contact name}
o Ask the Expert: {insert contact name}
RSC Support: {insert contact name}
City: {insert contact name}
County: {insert contact name}
State: {insert contact name} (State NFIP Coordinator)
Important Near Term Milestones:
It is important the Technical Lead track the following upcoming milestones:
• {insert date} deliver revised ABFE information. This will need to be reviewed and reconciled with
FEMA ABFE data.
•
Week of {insert date}: Award of Revision Task Order to provide technical, community meeting, and
JFO support to get ABFE revisions incorporated by {insert date}.
APPENDICES
Links to Key Documents on the JFO ABFE Task Force SharePoint (Risk MAP Portal)
The following documents are available on the Risk MAP Portal.
• ABFE Outreach Calendar
•
ABFE Rollout Schedule
•
State, City, County, Local Contact List
•
ABFE Task Force RACI Diagram
JFO ABFE Task Force Network Diagram
The diagram below depicts the key relationships of the ABFE Task Force and network of access to other
resources within the JFO.
{INSERT DIAGRAM}
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5.30
Advisory Base Flood Elevation Rollout – Question/Answers (Sample)
{insert date}
•
Examination of debris fields to indicate Enhanced Fujita Scale (EF) intensity for specific locations
What if I’ve already begun rebuilding below the Advisory Base Flood Elevations (ABFEs)?
•
Your home’s first floor may no longer be located above the Advisory Base Flood Elevation. As a
result, you may be subject to future flood insurance increases and your property will remain
vulnerable to future flood damage.
•
If you would like to learn more about elevating your home, and the possible options for financial
assistance to do so, contact your local floodplain manager. You can also visit {insert web address} for
additional resources that can assist you as you make rebuilding decisions.
What happens if my community doesn’t adopt the ABFEs?
•
While communities are not required to adopt the advisory maps and ABFEs, they reflect the most
current hazard data, and can impact rebuilding decisions to reduce vulnerability of structures to future
flood damages.
•
Constructing buildings to the ABFEs may result in lower flood insurance premiums, as well as the
cost to recover from future storm and flood events.
Why is this advisory data being rolled out in phases? Why isn’t my property’s ABFE available on
the website?
•
In coordination with FEMA, {insert state name}, {insert city name}, and {insert county name}, the
advisory elevation data is being released as quickly as possible to ensure communities have the
information they need to make smart rebuilding decisions.
•
We have completed data for some areas impacted by Hurricane {insert name} and will release that
soon. Still, there are other areas where we are still compiling data and we will release that information
once it’s complete. All advisory base flood elevation maps will be released by the end of {insert
month}.
•
If you have questions about your property, contact your local floodplain management official.
How do ABFEs affect current/ongoing Public Assistance projects?
•
FEMA recovery and mitigation activities and programs must use the Advisory Base Flood Elevations
as the best available data to guide recovery decisions.
•
Contact your Public Assistance liaison if you have questions about how the ABFEs affect a specific
Public Assistance project.
There are a number of major business developments already underway in the affected
communities. How will this advisory data affect these projects?
•
Through the adoption of the ABFEs, there may be new requirements for these structures to adhere
to.
•
Visit {insert web address} to learn the property’s advisory base flood elevation and what it means for
the construction of the building.
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•
While the initial cost to rebuild to ABFEs may be slightly higher, communities and property and
business owners will save money over the long term by having structures that are more resistant to
costly flood damage, and lower flood insurance premiums as a result.
Won’t this hurt local economies trying to recover after the storm?
•
While the initial cost to rebuild to ABFEs may be slightly higher, property owners will save money over
the long term by having structures that are more resistant to costly flood damage while benefitting
from lower flood insurance premiums.
Will this information push residents to leave the community due to the increased cost of
rebuilding?
•
While the initial cost to rebuild to the new elevations may be higher, property owners will save money
over the long term by having structures that are more resistant to costly flood damage while
benefitting from lower flood insurance premiums.
•
There may be programs available through the federal government and state that can help offset the
increased cost.
Why was this data released so much later than {insert location} Advisory Base Flood Elevations?
•
FEMA has been working diligently with {insert state name}, {insert city name}, and local officials to
ensure this data is the best available before it’s released to the public. These advisory maps are a
starting point, not an end point.
How are flood insurance premiums changing under the Biggert-Waters Reform Act and who will it
impact?
•
The new law passed by Congress requires FEMA to take immediate steps to modify a variety of
existing flood insurance subsidies. As a result, flood insurance premium rates on many properties in
Special Flood Hazard Areas will increase to reflect the full flood risk.
•
The modification of subsidies began in January 2013. For more information about this new law and its
impact on your flood insurance premium, talk to your insurance agent or visit {insert web address}
and reference the document {insert document name}.
How was climate change taken into consideration when developing the Advisory Base Flood
Elevations?
•
Since Advisory Base Flood Elevations are developed to reflect today’s flood risk, any potential climate
changes were not taken into account.
Isn’t the implementation of these ABFEs going to slow down recovery?
•
Advisory Base Flood Elevations were developed to inform and assist recovery efforts.
•
This information reflects the best and most current flood hazard data to inform safer, more resilient
rebuilding efforts in communities affected by Hurricane {insert name}.
•
Coming back stronger doesn’t have to take longer.
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How will this advisory flood hazard information impact the cost of flood insurance? Will costs be
going up in areas where a greater flood risk was identified?
•
This information is advisory in nature and will not impact flood insurance costs or change federal flood
insurance purchase requirements at this time.
•
The advisory data does give an indication of future changes to the official maps used for insurance
rating purposes. By taking the advisory information into account now as property owners rebuild, it
allows them to make informed decisions that may substantially lower their flood insurance costs in the
long term.
•
It is important to note that banks can at any time require the purchase of flood insurance under their
own authority; however, there are no federal or state insurance requirements as a result of this
advisory data.
When can we expect the release of the official flood hazard maps? How will those maps impact
the community?
•
No timelines have been set for the release of official maps. FEMA, {insert state name}, {insert city
name}, and {insert county name} officials are working closely to produce this data.
•
The official FEMA maps will eventually impact flood insurance rates and have to be officially adopted
into local floodplain management ordinances. The current priority is ensuring the advisory data gets
to those who need it so they can make more informed recovery decisions now.
If this data was produced outside of the normal mapping process, how do we know it isn’t flawed?
(The information below is specific to Hurricane Sandy. Data based on the current location should be
inserted here.)
•
The advisory information is based on sound engineering and science. Prior to Hurricane Sandy, work
was already underway to re-analyze and update the flood risk information in New York. The advisory
elevations issued represent the most current, best available flood hazard data.
•
Under the new flood insurance law passed in 2012, there is much more risk in building exactly to the
minimum standards allowed. Flood hazards change over time, and insurance rates will be updated to
reflect the full risk of the property.
•
Generally, the higher you rebuild, the lower your flood insurance premium will be, and the more
resilient your home will be in future flood events.
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5.31
The Flood Damage Prevention Ordinance (Sample)
THE FLOOD DAMAGE PREVENTION ORDINANCE
(60.3) D&E
SECTION 1.0
STATUTORY AUTHORIZATION, FINDINGS OF FACT, PURPOSE AND OBJECTIVES
1.1 STATUTORY AUTHORIZATION
The Legislature of the State of New Jersey has in N.J.S.A. 40:48-1, et seq., delegated the responsibility
to local governmental units to adopt regulations designed to promote public health, safety, and general
welfare of its citizenry. Therefore, the (governing body) of the (twp/city/boro) of (municipality), of (county)
County, New Jersey does ordain as follows:
1.2 FINDINGS OF FACT
[1] The flood hazard areas of the (twp/city/boro) of (municipality) are subject to periodic inundation
which results in loss of life and property, health and safety hazards, disruption of commerce and
governmental services, extraordinary public expenditures for flood protection and relief, and
impairment of the tax base, all of which adversely affect the public health, safety, and general
welfare.
[2] These flood losses are caused by the cumulative effect of obstructions in areas of special flood
hazard which increase flood heights and velocities, and when inadequately anchored, causes
damage in other areas. Uses that are inadequately floodproofed, elevated or otherwise protected
from flood damage also contribute to the flood loss.
1.3 STATEMENT OF PURPOSE
It is the purpose of this ordinance to promote the public health, safety, and general welfare, and to
minimize public and private losses due to flood conditions in specific areas by provisions designed to:
[1] Protect human life and health;
[2] Minimize expenditure of public money for costly flood control projects;
[3] Minimize the need for rescue and relief efforts associated with flooding and generally undertaken
at the expense of the general public;
[4] Minimize prolonged business interruptions;
[5] Minimize damage to public facilities and utilities such as water and gas mains, electric, telephone
and sewer lines, streets, bridges located in areas of special flood hazard;
[6] Help maintain a stable tax base by providing for the second use and development of areas of
special flood hazard so as to minimize future flood blight areas;
[7] Ensure that potential buyers are notified that property is in an area of special flood hazard; and
[8] Ensure that those who occupy the areas of special flood hazard assume responsibility for their
actions.
1.4 METHODS OF REDUCING FLOOD LOSSES
In order to accomplish its purposes, this ordinance includes methods and provisions for:
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[1] Restricting or prohibiting uses which are dangerous to health, safety, and property due to water or
erosion hazards, or which result in damaging increases in erosion or in flood heights or velocities;
[2] Requiring that uses vulnerable to floods including facilities which serve such uses, be protected
against flood damage at the time of initial construction;
[3] Controlling the alteration of natural floodplains, stream channels, and natural protective barriers,
which help accommodate or channel flood waters;
[4] Controlling filling, grading, dredging, and other development which may increase flood damage;
and,
[5] Preventing or regulating the construction of flood barriers which will unnaturally divert flood
waters or which may increase flood hazards in other areas.
SECTION 2.0
DEFINITIONS
Unless specifically defined below, words or phrases used in this ordinance shall be interpreted so as to
give them the meaning they have in common usage and to give this ordinance its most reasonable
application.
Advisory Base Flood Elevation (ABFE) — The elevation shown on a community's Advisory Flood
Hazard Map that indicates the advisory stillwater elevation plus wave effect (ABFE = SWEL + wave
effect) resulting from a flood that has a 1-percent or greater chance of being equaled or exceeded in any
given year.
Advisory Flood Hazard Area (AFHA) — The land in the floodplain within a community subject to
flooding from the 1% annual chance event depicted on the Advisory Flood Hazard Map.
Advisory Flood Hazard Map — The official map on which the Federal Emergency Management
Administration has delineated the areas of advisory flood hazards applicable to the community.
Appeal — A request for a review of the (local administrator)'s interpretation of any provision of this
ordinance or a request for a variance.
Area of Shallow Flooding — A designated AO, AH, or VO zone on a community's Digital Flood
Insurance Rate Map (DFIRM) with a one percent annual or greater chance of flooding to an average
depth of one to three feet where a clearly defined channel does not exist, where the path of flooding is
unpredictable and where velocity flow may be evident. Such flooding is characterized by ponding or sheet
flow.
Area of Special Flood Hazard — The land in the floodplain within a community subject to a one percent
or greater chance of flooding in any given year.
Base Flood — The flood having a one percent chance of being equaled or exceeded in any given year.
Basement — Any area of the building having its floor subgrade (below ground level) on all sides.
Breakaway Wall — A wall that is not part of the structural support of the building and is intended through
its design and construction to collapse under specific lateral loading forces without causing damage to the
elevated portion of the building or supporting foundation system.
Coastal A or AE Zone — The portion of the special flood hazard area (SFHA) starting from a velocity (V)
zone and extending up to the landward limit of the moderate wave action delineation. Where no V Zone is
mapped the Coastal A or AE Zone is the portion between the shore and the landward limit of the
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moderate wave action delineation. Coastal A or AE Zones may be subject to wave effects, velocity flows,
erosion, scour, or combinations of these forces and construction/development is to be regulated the same
as V Zones.
Coastal High Hazard Area — An area of special flood hazard extending from offshore to the inland limit
of a primary frontal dune along an open coast and any other area subject to high velocity wave action
from storms or seismic sources.
Development — Any man made change to improved or unimproved real estate, including but not limited
to buildings or other structures, mining, dredging, filling, grading, paving, excavation or drilling operations,
or storage of equipment or materials located within the area of special flood hazard.
Digital Flood Insurance Rate Map (DFIRM) — The official map on which the Federal Insurance
Administration has delineated both the areas of special flood hazards and the risk premium zones
applicable to the community.
Elevated Building — A non-basement building (i) built, in the case of a building in an Area of Special
Flood Hazard, to have the top of the elevated floor or, in the case of a building in a Coastal High-Hazard
Area, to have the bottom of the lowest horizontal structural member of the elevated floor, elevated above
the ground level by means of piling, columns (posts and piers), or shear walls parallel to the flow of the
water, and (ii) adequately anchored so as not to impair the structural integrity of the building during a
flood up to the magnitude of the base flood. In an Area of Special Flood Hazard "elevated building" also
includes a building elevated by means of fill or solid foundation perimeter walls with openings sufficient to
facilitate the unimpeded movement of flood waters. In Areas of Coastal High Hazard "elevated buildings"
also includes a building otherwise meeting the definition of "elevated building" even though the lower area
is enclosed by means of breakaway walls.
Erosion — The process of the gradual wearing away of land masses.
Flood or Flooding — A general and temporary condition of partial or complete inundation of normally dry
land areas from:
[1] The overflow of inland or tidal waters and/or
[2] The unusual and rapid accumulation or runoff of surface waters from any source.
Flood Insurance Rate Map (FIRM) — The official map on which the Federal Insurance Administration
has delineated both the areas of special flood hazards and the risk premium zones applicable to the
community.
Flood Insurance Study (FIS) — The official report in which the Federal Insurance Administration has
provided flood profiles, as well as the Flood Insurance Rate Map(s) and the water surface elevation of the
base flood.
Floodplain Management Regulations — Zoning ordinances, subdivision regulations, building codes,
health regulations, special purpose ordinances (such as a floodplain ordinance, grading ordinance and
erosion control ordinance) and other applications of police power. The term describes such State or local
regulations, in any combination thereof, which provide standards for the purpose of flood damage
prevention and reduction.
Floodway — The channel of a river or other watercourse and the adjacent land areas that must be
reserved in order to discharge the base flood without cumulatively increasing the water surface elevation
more than 0.2 foot.
Highest Adjacent Grade — The highest natural elevation of the ground surface prior to construction next
to the proposed walls of a structure.
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Historic Structure — Any structure that is:
[a] Listed individually in the National Register of Historic Places (a listing maintained by the
Department of Interior) or preliminarily determined by the Secretary of the Interior as meeting
the requirements for individual listing on the National Register;
[b] Certified or preliminarily determined by the Secretary of the Interior as contributing to the
historical significance of a registered historic district or a district preliminarily determined by the
Secretary to qualify as a registered historic district;
[c] Individually listed on a State inventory of historic places in States with historic preservation
programs which have been approved by the Secretary of the Interior; or
[d] Individually listed on a local inventory of historic places in communities with historic
preservation programs that have been certified either:
(1) By an approved State program as determined by the Secretary of the Interior; or
(2) Directly by the Secretary of the Interior in States without approved programs.
Limit of Moderate Wave Action (LiMWA) — Inland limit of the area affected by waves greater than 1.5
feet during the base flood. Base flood conditions between the VE Zone and the LiMWA will be similar to,
but less severe than those in the VE Zone.
Lowest Floor — The lowest floor of the lowest enclosed area [including basement]. An unfinished or
flood resistant enclosure, useable solely for the parking of vehicles, building access or storage in an area
other than a basement is not considered a building's lowest floor provided that such enclosure is not built
so to render the structure in violation of other applicable non-elevation design requirements.
Manufactured Home — A structure, transportable in one or more sections, which is built on a permanent
chassis and is designed for use with or without a permanent foundation when attached to the required
utilities. The term "manufactured home" does not include a "recreational vehicle".
Manufactured Home Park or Manufactured Home Subdivision — A parcel (or contiguous parcels) of
land divided into two (2) or more manufactured home lots for rent or sale.
New Construction — Structures for which the start of construction commenced on or after the effective
date of a floodplain regulation adopted by a community and includes any subsequent improvements to
such structures.
New Manufactured Home Park or Subdivision — A manufactured home park or subdivision for which
the construction of facilities for servicing the lots on which the manufactured homes are to be affixed
(including at a minimum, the installation of utilities, the construction of streets, and either final site grading
or the pouring of concrete pads) is completed on or after the effective date of the floodplain management
regulations adopted by the municipality.
Primary Frontal Dune — A continuous or nearly continuous mound or ridge of sand with relatively steep
seaward and landward slopes immediately landward and adjacent to the beach and subject to erosion
and overtopping from high tides and waves from coastal storms. The inland limit of the primary frontal
dune occurs at the point where there is a distinct change from the relatively steep slope to a relatively
mild slope.
Recreational Vehicle — A vehicle which is [i] built on a single chassis; [ii] 400 square feet or less when
measured at the longest horizontal projections; [iii] designed to be self-propelled or permanently towable
by a light duty truck; and [iv] designed primarily not for use as a permanent dwelling but as temporary
living quarters for recreational, camping, travel, or seasonal use.
Sand Dunes — Naturally occurring accumulations of sand in ridges or mounds landward of the beach.
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Start of Construction — For other than new construction or substantial improvements under the Coastal
Barrier Resources Act (P.L. No. 97-348) includes substantial improvements and means the date the
building permit was issued, provided the actual start of construction, repair, reconstruction, rehabilitation,
addition, placement, or other improvement was within 180 days of the permit date. The actual start means
either the first placement of permanent construction of a structure on a site such as the pouring of a slab
or footings, the installation of piles, the construction of columns, or any work beyond the stage of
excavation, or the placement of a manufactured home on a foundation.
Permanent construction does not include land preparation, such as clearing, grading and filling nor does it
include the installation of streets and/or walkways, nor does it include excavation for a basement, footings
or piers, or foundations or the erection of temporary forms, nor does it include the installation on the
property of accessory buildings, such as garages or sheds not occupied as dwelling units or not part of
the main structure. For a substantial improvement, the actual start of construction means the first
alteration of any wall, ceiling, floor, or other structural part of a building, whether or not that alteration
affects the external dimensions of the building.
Structure — A walled and roofed building, a manufactured home, or a gas or liquid storage tank that is
principally above ground.
Substantial Damage — Damage of any origin sustained by a structure whereby the cost of restoring the
structure to its condition before damage would equal or exceed 50 percent of the market value of the
structure before the damage occurred.
Substantial Improvement — Any reconstruction, rehabilitation, addition, or other improvement of a
structure, the cost of which equals or exceeds 50 percent of the market value of the structure before the
"start of construction" of the improvement. This term includes structures which have incurred "substantial
damage", regardless of the actual repair work performed. The term does not, however, include either:
[1] Any project for improvement of a structure to correct existing violations of State or local health,
sanitary or safety code specifications which have been identified by the local code enforcement
officer and which are the minimum necessary to assure safe living conditions; or
[2] Any alteration of a "historic structure," provided that the alteration will not preclude the structure's
continued designation as a "historic structure".
Variance — A grant of relief from the requirements of this ordinance that permits construction in a
manner that would otherwise be prohibited by this ordinance.
SECTION 3.0
GENERAL PROVISIONS
3.1 LANDS TO WHICH THIS ORDINANCE APPLIES
This ordinance shall apply to all areas of special flood hazards within the jurisdiction of the (twp/city/boro)
of (municipality), (county) County, New Jersey.
3.2 BASIS FOR ESTABLISHING THE AREAS OF SPECIAL FLOOD HAZARD
The areas of special flood hazard for the (twp/city/boro) of (municipality), Community No. (comm ID D&E),
are identified and defined on the following documents prepared by the Federal Emergency Management
Agency:
a) A scientific and engineering report “Flood Insurance Study, (county) County, New Jersey (All
Jurisdictions)” dated (effective date).
b) Flood Insurance Rate Map for (county) County, New Jersey (All Jurisdictions) as shown on Index
and panel(s) (panels), whose effective date is (effective date).
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c) Advisory Base Flood Elevations and Advisory Flood Hazard Maps dated (ABFE effective date).
These documents shall take precedence over previous panels and FIS in construction and
development regulations only. Where the Special Flood Hazard Area (SFHA) and the Advisory
Flood Hazard Area (AFHA) maps conflict or overlap, whichever imposes the more stringent
requirement shall prevail.
The above documents are hereby adopted and declared to be a part of this ordinance. The Flood
Insurance Study, maps and advisory documents are on file at (street address), (town), (state).
3.3 PENALTIES FOR NONCOMPLIANCE
No structure or land shall hereafter be constructed, located, extended, converted, or altered without full
compliance with the terms of this ordinance and other applicable regulations. Violation of the provisions of
this ordinance by failure to comply with any of its requirements (including violations of conditions and
safeguards established in connection with conditions) shall constitute a misdemeanor. Any person who
violates this ordinance or fails to comply with any of its requirements shall upon conviction thereof be
fined not more than [$______] or imprisoned for not more than [___] days, or both, for each violation, and
in addition shall pay all costs and expenses involved in the case. Nothing herein contained shall prevent
the (twp/city/boro) of (municipality), from taking such other lawful action as is necessary to prevent or
remedy any violation.
3.4 ABROGATION AND GREATER RESTRICTIONS
This ordinance is not intended to repeal, abrogate, or impair any existing easements, covenants, or deed
restrictions. However, where this ordinance and other ordinance, easement, covenant, or deed restriction
conflict or overlap, whichever imposes the more stringent restrictions shall prevail.
3.5 INTERPRETATION
In the interpretation and application of this ordinance, all provisions shall be:
[1] Considered as minimum requirements;
[2] Liberally construed in favor of the governing body; and,
[3] Deemed neither to limit nor repeal any other powers granted under State statutes.
3.6 WARNING AND DISCLAIMER OF LIABILITY
The degree of flood protection required by this ordinance is considered reasonable for regulatory
purposes and is based on scientific and engineering considerations. Larger floods can and will occur on
rare occasions. Flood heights may be increased by man-made or natural causes. This ordinance does
not imply that land outside the area of special flood hazards or uses permitted within such areas will be
free from flooding or flood damages.
This ordinance shall not create liability on the part of the (twp/city/boro) of (municipality), any officer or
employee thereof or the Federal Insurance Administration, for any flood damages that result from reliance
on this ordinance or any administrative decision lawfully made thereunder.
SECTION 4.0
ADMINISTRATION
4.1 ESTABLISHMENT OF DEVELOPMENT PERMIT
A Development Permit shall be obtained before construction or development begins, including placement
of manufactured homes, within any area of special flood hazard established in SECTION 3.2. Application
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for a Development Permit shall be made on forms furnished by the (local administrator) and may include,
but not be limited to; plans in duplicate drawn to scale showing the nature, location, dimensions, and
elevations of the area in question; existing or proposed structures, fill, storage of materials, drainage
facilities; and the location of the foregoing. Specifically, the following information is required:
[1] Elevation in relation to mean sea level, of the lowest floor (including basement) of all structures;
[2] Elevation in relation to mean sea level to which any structure has been floodproofed.
[3] Certification by a registered professional engineer or architect that the floodproofing methods for
any nonresidential structure meet the floodproofing criteria in SECTION 5.2-2; and,
[4] Description of the extent to which any watercourse will be altered or relocated as a result of
proposed development.
4.2 DESIGNATION OF THE LOCAL ADMINISTRATOR
The (local administrator) is hereby appointed to administer and implement this ordinance by granting or
denying development permit applications in accordance with its provisions.
4.3 DUTIES AND RESPONSIBILITIES OF THE ADMINISTRATOR
Duties of the (local administrator) shall include, but not be limited to:
4.3-1 PERMIT REVIEW
[1] Review all development permits to determine that the permit requirements of this ordinance have
been satisfied.
[2] Review all development permits to determine that all necessary permits have been obtained from
those Federal, State or local governmental agencies from which prior approval is required.
[3] Review all development permits to determine if the proposed development is located in the
floodway. If located in the floodway, assure that the encroachment provisions of 5.3 [1] are met.
[4] Review all development permits in the coastal high hazard area of the area of special flood
hazard to determine if the proposed development alters sand dunes so as to increase potential
flood damage.
[5] Review plans for walls to be used to enclose space below the base flood level in accordance with
SECTION 5.4-2 [4].
4.3-2 USE OF OTHER BASE FLOOD AND FLOODWAY DATA
When base flood elevation and floodway data has not been provided in accordance with SECTION 3.2,
BASIS FOR ESTABLISHING THE AREAS OF SPECIAL FLOOD HAZARD, the (local administrator) shall
obtain, review, and reasonably utilize any base flood elevation and floodway data available from a
Federal, State or other source, in order to administer SECTIONS 5.2-1, SPECIFIC STANDARDS,
RESIDENTIAL CONSTRUCTION, and 5.2-2, SPECIFIC STANDARDS, NONRESIDENTIAL
CONSTRUCTION.
4.3-3 INFORMATION TO BE OBTAINED AND MAINTAINED
[1] Obtain and record the actual elevation (in relation to mean sea level) of the lowest floor (including
basement) of all new or substantially improved structures, and whether or not the structure
contains a basement.
[2] For all new or substantially improved floodproofed structures:
[i] verify and record the actual elevation (in relation to mean sea level); and
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[ii] maintain the floodproofing certifications required in SECTION 4.1 [3].
[3] In coastal high hazard areas, certification shall be obtained from a registered professional
engineer or architect that the provisions of 5.4-2[1] and 5.4-2[2](i) and (ii) are met.
[4] Maintain for public inspection all records pertaining to the provisions of this ordinance.
4.3-4 ALTERATION OF WATERCOURSES
[1] Notify adjacent communities and the New Jersey Department of Environmental Protection, Dam
Safety and Flood Control Section and the Land Use Regulation Program prior to any alteration or
relocation of a watercourse, and submit evidence of such notification to the Federal Insurance
Administration.
[2] Require that maintenance is provided within the altered or relocated portion of said watercourse
so the flood carrying capacity is not diminished.
4.3-5 INTERPRETATION OF FIRM BOUNDARIES
Make interpretations where needed, as to the exact location of the boundaries of the areas of special
flood hazards (for example, where there appears to be a conflict between a mapped boundary and actual
field conditions). The person contesting the location of the boundary shall be given a reasonable
opportunity to appeal the interpretation as provided in section 4.4.
4.4 VARIANCE PROCEDURE
4.4-1 APPEAL BOARD
[1] The (appeal board) as established by (governing body) shall hear and decide appeals and
requests for variances from the requirements of this ordinance.
[2] The (appeal board) shall hear and decide appeals when it is alleged there is an error in any
requirement, decision, or determination made by the (local administrator) in the enforcement or
administration of this ordinance.
[3] Those aggrieved by the decision of the (appeal board), or any taxpayer, may appeal such
decision to the (name of appropriate court), as provided in (statute).
[4] In passing upon such applications, the (appeal board), shall consider all technical evaluations, all
relevant factors, standards specified in other sections of this ordinance, and:
i.
the danger that materials may be swept onto other lands to the injury of others;
ii.
the danger to life and property due to flooding or erosion damage;
iii.
the susceptibility of the proposed facility and its contents to flood damage and the effect
of such damage on the individual owner;
iv.
the importance of the services provided by the proposed facility to the community;
v.
the necessity to the facility of a waterfront location, where applicable;
vi.
the availability of alternative locations for the proposed use which are not subject to
flooding or erosion damage;
vii.
the compatibility of the proposed use with existing and anticipated development;
viii.
the relationship of the proposed use to the comprehensive plan and floodplain
management program of that area;
ix.
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x.
the expected heights, velocity, duration, rate of rise, and sediment transport of the flood
waters and the effects of wave action, if applicable, expected at the site; and,
xi.
the costs of providing governmental services during and after flood conditions, including
maintenance and repair of public utilities and facilities such as sewer, gas, electrical, and
water systems, and streets and bridges.
[5] Upon consideration of the factors of SECTION 4.4-1 [4] and the purposes of this ordinance, the
(appeal board) may attach such conditions to the granting of variances as it deems necessary to
further the purposes of this ordinance.
[6] The (local administrator) shall maintain the records of all appeal actions, including technical
information, and report any variances to the Federal Insurance Administration upon request.
4.4-2 CONDITIONS FOR VARIANCES
[1] Generally, variances may be issued for new construction and substantial improvements to be
erected on a lot of one-half acre or less in size contiguous to and surrounded by lots with existing
structures constructed below the base flood level, providing items (i-xi) in SECTION 4.4-1[4] have
been fully considered. As the lot size increases beyond the one-half acre, the technical
justification required for issuing the variance increases.
[2] Variances may be issued for the repair or rehabilitation of historic structures upon a determination
that the proposed repair or rehabilitation will not preclude the structure's continued designation as
a historic structure and the variance is the minimum necessary to preserve the historic character
and design of the structure.
[3] Variances shall not be issued within any designated floodway if any increase in flood levels
during the base flood discharge would result.
[4] Variances shall only be issued upon a determination that the variance is the minimum necessary,
considering the flood hazard, to afford relief.
[5] Variances shall only be issued upon:
i.
A showing of good and sufficient cause;
ii.
A determination that failure to grant the variance would result in exceptional hardship to
the applicant; and,
iii.
A determination that the granting of a variance will not result in increased flood heights,
additional threats to public safety, extraordinary public expense, create nuisances, cause
fraud on or victimization of the public as identified in SECTION 4.4- 1[4], or conflict with
existing local laws or ordinances.
[6] Any applicant to whom a variance is granted shall be given written notice that the structure will be
permitted to be built with a lowest floor elevation below the base flood elevation and that the cost
of flood insurance will be commensurate with the increased risk resulting from the reduced lowest
floor elevation.
SECTION 5.0
PROVISIONS FOR FLOOD HAZARD REDUCTION
5.1 GENERAL STANDARDS
In all areas of special flood hazards the following standards are required:
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5.1-1 ANCHORING
[1] All new construction to be placed or substantially improved and substantial improvements shall
be anchored to prevent flotation, collapse, or lateral movement of the structure.
[2] All manufactured homes to be placed or substantially improved shall be anchored to resist
flotation, collapse or lateral movement. Methods of anchoring may include, but are not to be
limited to, use of over-the-top or frame ties to ground anchors. This requirement is in addition to
applicable state and local anchoring requirements for resisting wind forces.
5.1-2 CONSTRUCTION MATERIALS AND METHODS
[1] All new construction and substantial improvements shall be constructed with materials and utility
equipment resistant to flood damage.
[2] All new construction and substantial improvements shall be constructed using methods and
practices that minimize flood damage.
5.1-3 UTILITIES
[1] All new and replacement water supply systems shall be designed to minimize or eliminate
infiltration of flood waters into the system;
[2] New and replacement sanitary sewage systems shall be designed to minimize or eliminate
infiltration of flood waters into the systems and discharge from the systems into flood waters;
[3] On-site waste disposal systems shall be located to avoid impairment to them or contamination
from them during flooding; and
[4] For all new construction and substantial improvements the electrical, heating, ventilation,
plumbing and air-conditioning equipment and other service facilities shall be designed and/or
located so as to prevent water from entering or accumulating within the components during
conditions of flooding.
5.1-4 SUBDIVISION PROPOSALS
[1] All subdivision proposals and other proposed new development shall be consistent with the need
to minimize flood damage;
[2] All subdivision proposals and other proposed new development shall have public utilities and
facilities such as sewer, gas, electrical, and water systems located and constructed to minimize
flood damage;
[3] All subdivision proposals and other proposed new development shall have adequate drainage
provided to reduce exposure to flood damage; and,
[4] Base flood elevation data shall be provided for subdivision proposals and other proposed new
development which contain at least fifty (50) lots or five (5) acres (whichever is less).
5.1-5 ENCLOSURE OPENINGS
All new construction and substantial improvements having fully enclosed areas below the lowest floor that
are usable solely for parking of vehicles, building access or storage in an area other than a basement and
which are subject to flooding shall be designed to automatically equalize hydrostatic flood forces on
exterior walls by allowing for the entry and exit of floodwaters. Designs for meeting this requirement must
either be certified by a registered professional engineer or architect or must meet or exceed the following
minimum criteria: A minimum of two (2) openings having a total net area of not less than one (1) square
inch for every square foot of enclosed area subject to flooding shall be provided. The bottom of all
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openings shall be no higher than one (1) foot above grade. Openings may be equipped with screens,
louvers, or other covering or devices provided that they permit the automatic entry and exit of floodwaters.
5.2 SPECIFIC STANDARDS
In all areas of special flood hazards where base flood elevation data have been provided as set forth in
SECTION 3.2, BASIS FOR ESTABLISHING THE AREAS OF SPECIAL FLOOD HAZARD or in SECTION
4.3-2, USE OF OTHER BASE FLOOD DATA, the following standards are required:
5.2-1 RESIDENTIAL CONSTRUCTION
[1] New construction and substantial improvement of any residential structure shall have the lowest
floor, including basement together with the attendant utilities and sanitary facilities, elevated to or
above the base flood elevation or advisory base flood elevation whichever is more restrictive;
[2] Require within any AO zone on the municipality's FIRM that all new construction and substantial
improvement of any residential structure shall have the lowest floor, including basement, elevated
above the highest adjacent grade at least as high as the depth number specified in feet (at least
two feet if no depth number is specified) or at or above the advisory base flood elevation
whichever is more restrictive. And, require adequate drainage paths around structures on slopes
to guide floodwaters around and away from proposed structures.
5.2-2 NONRESIDENTIAL CONSTRUCTION
In an Area of Special Flood Hazard, all new construction and substantial improvement of any commercial,
industrial or other nonresidential structure shall have the lowest floor, including basement together with
the attendant utilities and sanitary facilities:
either
[1] Elevated to or above the base flood elevation or advisory base flood elevation whichever is more
restrictive; and
[2] Require within any AO zone on the municipality's DFIRM that all new construction and substantial
improvement of any commercial, industrial or other nonresidential structure shall have the lowest
floor, including basement, elevated above the highest adjacent grade at least as high as the
depth number specified in feet (at least two feet if no depth number is specified) or at or above
the advisory base flood elevation whichever is more restrictive. And, require adequate drainage
paths around structures on slopes to guide floodwaters around and away from proposed
structures;
or
[1] Be floodproofed so that below the base flood level or advisory base flood elevation (whichever is
more restrictive) the structure is watertight with walls substantially impermeable to the passage of
water;
[2] Have structural components capable of resisting hydrostatic and hydrodynamic loads and effects
of buoyancy; and,
[3] Be certified by a registered professional engineer or architect that the design and methods of
construction are in accordance with accepted standards of practice for meeting the applicable
provisions of this subsection. Such certification shall be provided to the official as set forth in
section 4.3-3 [2] [ii].
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HM Field Operations Guide: Management
5.2-3 MANUFACTURED HOMES
[1] Manufactured homes shall be anchored in accordance with SECTION 5.1-1 [2].
[2] All manufactured homes to be placed or substantially improved within an area of special flood
hazard shall be elevated on a permanent foundation such that the top of the lowest floor is at or
above the base flood elevation or advisory base flood elevation whichever is more restrictive.
5.3 FLOODWAYS
Located within areas of special flood hazard established in section 3.2 are areas designated as
floodways. Since the floodway is an extremely hazardous area due to the velocity of flood waters which
carry debris, potential projectiles, and erosion potential, the following provisions apply:
[1] Prohibit encroachments, including fill, new construction, substantial improvements, and other
development unless a technical evaluation demonstrates that encroachment shall not result in
any increase in flood levels during the occurrence of the base flood discharge.
[2] If section 5.3[1] is satisfied, all new construction and substantial improvements must comply with
section 5.0 PROVISIONS FOR FLOOD HAZARD REDUCTION.
[3] In all areas of special flood hazard in which base flood elevation data has been provided and no
floodway has been designated, the cumulative effect of any proposed development, when
combined with all other existing and anticipated development, shall not increase the water
surface elevation of the base flood more than two-tenths (0.2) of a foot at any point.
5.4 COASTAL HIGH HAZARD AREA
Coastal high hazard areas (V or VE Zones and Coastal A or AE Zones) are located within the areas of
special flood hazard established in SECTION 3.2. These areas have special flood hazards associated
with high velocity waters from tidal surges and hurricane wave wash; therefore, the following provisions
shall apply:
5.4-1 LOCATION OF STRUCTURES
[1] All buildings or structures shall be located landward of the reach of the mean high tide.
[2] The placement of manufactured homes shall be prohibited, except in an existing manufactured
home park or manufactured home subdivision.
5.4-2 CONSTRUCTION METHODS
[1] ELEVATION
All new construction and substantial improvements shall be elevated on piling or columns so that
the bottom of the lowest horizontal structural member of the lowest floor (excluding the piling or
columns) is elevated to or above the base flood elevation or advisory base flood elevation
whichever is more restrictive, with all space below the lowest floor's supporting member open so
as not to impede the flow of water, except for breakaway walls as provided or in SECTION 5.4-2
[4].
[2] STRUCTURAL SUPPORT
214
i.
All new construction and substantial improvements shall be securely anchored on piling
or columns.
ii.
The pile or column foundation and structure attached thereto shall be anchored to resist
flotation, collapse or lateral movement due to the effects of wind and water loading values
Version 4.0, July 2016
HM Field Operations Guide: Management
each of which shall have a one percent chance of being equaled or exceeded in any
given year (100-year mean recurrence interval).
iii.
There shall be no fill used for structural support.
[3] CERTIFICATION
A registered professional engineer or architect shall develop or review the structural design
specifications and plans for the construction and shall certify that the design and methods of
construction to be used are in accordance with accepted standards of practice for compliance
with the provisions of SECTION 5.4-2 [1] and 5.4-2 [2] (i) and (ii).
[4] SPACE BELOW THE LOWEST FLOOR
i.
Any alteration, repair, reconstruction or improvement to a structure started after the
enactment of this ordinance shall not enclose the space below the lowest floor unless
breakaway walls, open wood lattice-work or insect screening are used as provided for in
this section.
ii.
Breakaway walls, open wood lattice-work or insect screening shall be allowed below the
base flood elevation provided that they are intended to collapse under wind and water
loads without causing collapse, displacement or other structural damage to the elevated
portion of the building or supporting foundation system. Breakaway walls shall be
designed for a safe loading resistance of not less than 10 and no more than 20 pounds
per square foot. Use of breakaway walls which exceed a design safe loading of 20
pounds per square foot (either by design or when so required by local or State codes)
may be permitted only if a registered professional engineer or architect certifies that the
designs proposed meet the following conditions.
a. breakaway wall collapse shall result from a water load less than that which would
occur during the base flood and,
b. the elevated portion of the building and supporting foundation system shall not be
subject to collapse, displacement or other structural damage due to the effects of
wind and water load acting simultaneously on all building components (structural and
non-structural). Water loading values used shall be those associated with the base
flood. Wind loading values used shall be those required by applicable State or local
building standards.
iii.
If breakaway walls are utilized, such enclosed space shall be used solely for parking of
vehicles, building access, or storage and not for human habitation.
iv.
Prior to construction, plans for any breakaway wall must be submitted to the (local
administrator) for approval.
5.4-3 SAND DUNES
Prohibit man-made alteration of sand dunes within Zones VE and V on the community's DFIRM which
would increase potential flood damage.
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HM Field Operations Guide: Management
5.32
Local Developer Call Plan (Sample)
Audience
and Owner
Call
Deadline
th
Dec 16
Week of
12/1012/16
Key
Opportunity
• Visibility to major
hotels, retail malls
etc.- great for
distributing
information
• Fairfax County
(Insert website)
Deep
Valley
Industries
POC:
Jeffrey
Roberts
Ph: (555)
123-4567
OWNER:
Joint Field
Office
(JFO)
Call Purpose
Topics to Cover
• Introduction of JFO
1. Who you are and
purpose of call
2. Overview of
ABFEs (what they
are, why issued,
how created,
delivery, benefits)
3. Overview of BW
12 changes and
implications to
homeowners/empl
oyees/ and
developments
4. Understand
knowledge of
FEMA support
opportunities,
National Flood
Insurance
Program (NFIP),
BW12, and
ABFES
5. Involvement of
your business with
Sandy recovery
6. Ask ways to work
together (how best
to reach
employees/stakeh
olders, any needs
from FEMA?)
7. Organization POC
for future FEMA
outreach
• Explanation of
Advisory Base
Flood Elevations
(ABFEs) as they
relate to
development work
• Overview of
Biggert-Waters
Flood insurance
Reform Act of
2012 (BW 12)
changes and
implications to
business
homeowners
• Offer available
resources/informati
on (Fact Sheets,
FAQs,
www.Region2coast
al.com)
• Learn who they
communicate with
and how on
building codes and
elevations (if
applicable)
• Establish point of
contact (POC) if
they want to
continue to receive
updates
216
Key Questions
• How is Sandy
impacting your
business?
• Does your
business need to
rebuild as a result
of Hurricane
Sandy?
• What
communications
vehicles do you
use (email blasts,
newsletters,
Twitter, etc.) to
communicate with
your employees
and stakeholders?
• Would your
business be willing
to partner with
FEMA in spreading
awareness of the
ABFEs to
employees and
stakeholders?
• Any questions?
Call to Action
• Share ABFE, BW
12, and other
information from
FEMA with your
business to help
educate New
Jersey members
• Raise awareness
among
stakeholders about
the benefits and
insurance
implications of
applying ABFEs to
property rebuilding
efforts.(Esp. in
regard to BW 12)
• (If relevant) Attend
meetings with
FEMA before the
building community
or invite FEMA to
meetings
• Distribute Fact
Sheets and other
communications to
employees and
stakeholders
• Encourage local
community to take
actions to mitigate
risks from future
natural hazards
Version 4.0, July 2016
HM Field Operations Guide: Management
Audience
and Owner
Call
Deadline
Key
Opportunity
Call Purpose
Topics to Cover
Key Questions
• Get them to agree
to share info
onward with
employees
Call to Action
Use ABFE data in
any current or future
construction in
Sandy-affected areas
• Note any action
items stakeholder
agrees to take on
or questions to be
answered by JFO
th
• Provide follow up
from previous call
Dec. 30
(2 wks.
later)
th
Dec 16
Week of
12/1012/16
Pro Group
POC:
Jayne East
Ph: (555)
123-4567
OWNER:
JFO
Version 4.0, July 2016
• Check in to see if
there are questions
or they have
spoken with or
heard from
members
• Visibility to many
corporate clients,
contractors, and
subcontractors
who could receive
Sandy info and
pass it on further
• Chester County
• Introduction of JFO
• Explanation of
ABFEs as they
relate to
development work
• Overview of BW 12
changes and
implications to
business
homeowners
• Offer available
resources/informati
on (Fact Sheets,
FAQs,
www.Region2coast
al.com)
1. Reintroduce
yourself
2. Updates, if any, to
ABFE info
1. Who you are and
purpose of call
2. Overview of
ABFEs (what they
are, why issued,
how created,
delivery, benefits)
3. Overview of
BW12 changes
and implications
to
homeowners/empl
oyees/ and
developments
4. Understand
knowledge of
FEMA support
opportunities,
NFIP, BW12, and
ABFES
• How is Sandy
impacting your
business?
• Does your
business need to
rebuild as a result
of Hurricane
Sandy?
• What
communications
vehicles do you
use (email blasts,
newsletters,
Twitter, etc.) to
communicate with
your employees
and stakeholders?
• Share ABFE, BW
12, and other
information from
FEMA with your
business to help
educate New
Jersey members
• Raise awareness
among
stakeholders about
the benefits and
insurance
implications of
applying ABFEs to
property rebuilding
efforts.(Esp. in
regard to BW 12)
217
HM Field Operations Guide: Management
Audience
and Owner
Call
Deadline
Key
Opportunity
Call Purpose
Topics to Cover
Key Questions
Call to Action
• Learn who they
communicate with
and how on
building codes and
elevations (if
applicable)
5. Involvement of
your business with
Sandy recovery
6. Ask ways to work
together (how best
to reach
employees/stakeh
olders, any needs
from FEMA?)
7. Organization POC
for future FEMA
outreach
• Would your
business be willing
to partner with
FEMA in spreading
awareness of the
ABFEs to
employees and
stakeholders?
• (If relevant) Attend
meetings with
FEMA before the
building community
or invite FEMA to
meetings
• Establish POC if
they want to
continue to receive
updates
• Get them to agree
to share info
onward with
employees
• Note any action
items stakeholder
agrees to take on
or questions to be
answered by JFO
th
Dec. 30
(2 wks.
later)
218
• Provide follow up
from previous call
• Check in to see if
there are questions
or they have
spoken with or
heard from
members
• Any questions?
• Distribute Fact
Sheets and other
communications to
employees and
stakeholders
• Encourage local
community to take
actions to mitigate
risks from future
natural hazards
• Use ABFE data in
any current or
future construction
in Sandy-affected
areas
1. Reintroduce
yourself
2. Updates, if any, to
ABFE info
Version 4.0, July 2016
HM Field Operations Guide: Management
Audience
and Owner
Call
Deadline
th
Dec 16
Week of
12/1012/16
Frost &
Salomon
Group
POC:
Karen
Frost
(555) 1234567
OWNER:
JFO
Key
Opportunity
• State-wide
(national and
international
locations, too)
HQ: Burke, NJ
Satellite Office
2000 Jones Place,
Suite 500
Warrenton, NJ
89100
Tel: 555-123-4567
• Visibility to many
corporate clients,
contractors, and
subcontractors
who could receive
Sandy info and
pass it on further
• Website contains
press release
regarding
Hurricane Sandy
and its effects on
operations (insert
website)
Call Purpose
Topics to Cover
• Introduction of JFO
1. Who you are and
purpose of call
2. Overview of
ABFEs (what they
are, why issued,
how created,
delivery, benefits)
3. Overview of
BW12 changes
and implications
to homeowners/
employees/
developments
4. Understand
knowledge of
FEMA support
opportunities,
NFIP, BW12, and
ABFES
5. Involvement of
your business with
Sandy recovery
6. Ask ways to work
together (how
best to reach
employees/stakeh
olders, any needs
from FEMA?)
7. Organization POC
for future FEMA
outreach
• Explanation of
ABFEs as they
relate to
development work
• Overview of BW12
changes and
implications to
business
homeowners
• Offer available
resources/informati
on (Fact Sheets,
FAQs,
www.Region2coast
al.com)
• Learn who they
communicate with
and how on
building codes and
elevations (if
applicable)
• Establish POC if
they want to
continue to receive
updates
• Get them to agree
to share info
onward with
employees
Version 4.0, July 2016
Key Questions
• How is Sandy
impacting your
business?
• Does your
business need to
rebuild as a result
of Hurricane
Sandy?
• What
communications
vehicles do you
use (email blasts,
newsletters,
Twitter, etc.) to
communicate with
your employees
and stakeholders?
• Would your
business be willing
to partner with
FEMA in spreading
awareness of the
ABFEs to
employees and
stakeholders?
• Any questions?
Call to Action
• Share ABFE,
BW12, and other
information from
FEMA with your
business to help
educate NJ
members
• Raise awareness
among
stakeholders about
the benefits and
insurance
implications of
applying ABFEs to
property rebuilding
efforts.(Esp. in
regard to BW12)
• (If relevant) Attend
meetings with
FEMA before the
building community
or invite FEMA to
meetings
• Distribute Fact
Sheets and other
communications to
employees and
stakeholders
• Encourage local
community to take
actions to mitigate
risks from future
natural hazards
219
HM Field Operations Guide: Management
Audience
and Owner
Call
Deadline
Key
Opportunity
Call Purpose
Topics to Cover
Key Questions
• Note any action
items stakeholder
agrees to take on
or questions to be
answered by JFO
th
• Provide follow up
from previous call
Dec. 30
(2 wks.
later)
th
Dec 16
Bell King
Mackenzie
POC:
John
Nichols
(555) 1234567
OWNER:
JFO
220
Week of
12/1012/16
• Check in to see if
there are questions
or they have
spoken with or
heard from
members
• State-wide
(national and
international
locations, too)
HQ: Alexander, NJ
• Visibility to many
corporate clients,
contractors, and
subcontractors
who could receive
Sandy info and
pass it on further
• Introduction of JFO
• Explanation of
ABFEs as they
relate to
development work
• Overview of BW
12changes and
implications to
business
homeowners
• Offer available
resources/informati
on (Fact Sheets,
FAQs,
www.Region2coast
al.com)
Call to Action
• Use ABFE data in
any current or
future construction
in Sandy-affected
areas
1. Reintroduce
yourself
2. Updates, if any,
to ABFE info
1. Who you are and
purpose of call
2. Overview of
ABFEs (what they
are, why issued,
how created,
delivery, benefits)
3. Overview of BW
12changes and
implications to
homeowners/empl
oyees/ and
developments
4. Understand
knowledge of
FEMA support
opportunities,
NFIP, BW 12, and
ABFES
• How is Sandy
impacting your
business?
• Does your
business need to
rebuild as a result
of Hurricane
Sandy?
• What
communications
vehicles do you
use (email blasts,
newsletters,
Twitter, etc.) to
communicate with
your employees
and stakeholders?
• Share ABFE,
BW12, and other
information from
FEMA with your
business to help
educate NJ
members
• Raise awareness
among
stakeholders about
the benefits and
insurance
implications of
applying ABFEs to
property rebuilding
efforts.(Esp. in
regard to BW12)
Version 4.0, July 2016
HM Field Operations Guide: Management
Audience
and Owner
Call
Deadline
Key
Opportunity
• Website contains
press release
regarding
Hurricane Sandy,
effects on
operations,
response, and
resources (insert
website);
opportunity to add
additional FEMA
resources?
Call Purpose
Topics to Cover
Key Questions
Call to Action
• Learn who they
communicate with
and how on
building codes and
elevations (if
applicable)
5. Involvement of
your business
with Sandy
recovery
6. Ask ways to work
together (how
best to reach
employees/stake
holders, any
needs from
FEMA?)
7. Organization POC
for future FEMA
outreach
• Would your
business be willing
to partner with
FEMA in spreading
awareness of the
ABFEs to
employees and
stakeholders?
• (If relevant) Attend
meetings with
FEMA before the
building community
or invite FEMA to
meetings
• Establish POC if
they want to
continue to receive
updates
• Get them to agree
to share info
onward with
employees
• Note any action
items stakeholder
agrees to take on
or questions to be
answered by JFO
th
Dec. 30
(2 wks.
later)
Version 4.0, July 2016
• Provide follow up
from previous call
• Check in to see if
there are questions
or they have
spoken with or
heard from
members
• Any questions?
• Distribute Fact
Sheets and other
communications to
employees and
stakeholders
• Encourage local
community to take
actions to mitigate
risks from future
natural hazards
• Use ABFE data in
any current or
future construction
in Sandy-affected
areas
1. Reintroduce
yourself
2. Updates, if any, to
ABFE info
221
HM Field Operations Guide: Management
Audience
and Owner
Hastings
Realty
POC:
Michelle
Hastings,
President
and CEO
(555) 1234567
OWNER:
JFO
Call
Deadline
th
Dec 16
Week of
12/1012/16
Key
Opportunity
• State-wide (other
national locations,
too)
HQ: Bell, NJ
• Visibility to many
corporate clients,
contractors, and
subcontractors
who could receive
Sandy info and
pass it on further
• Website contains
press release
regarding
Hurricane Sandy,
effects on
operations,
response, and
resources (insert
website)
Call Purpose
Topics to Cover
• Introduction of JFO
1. Who you are and
purpose of call
2. Overview of
ABFEs (what they
are, why issued,
how created,
delivery, benefits)
3. Overview of BW
12changes and
implications to
homeowners/empl
oyees/ and
developments
4. Understand
knowledge of
FEMA support
opportunities,
NFIP, BW 12, and
ABFES
5. Involvement of
your business with
Sandy recovery
6. Ask ways to work
together (how
best to reach
employees/stakeh
olders, any needs
from FEMA?)
7. Organization POC
for future FEMA
outreach
• Explanation of
ABFEs as they
relate to
development work
• Overview of BW
12changes and
implications to
business
homeowners
• Offer available
resources/informati
on (Fact Sheets,
FAQs,
www.Region2coast
al.com)
• Learn who they
communicate with
and how on
building codes and
elevations (if
applicable)
• Establish POC if
they want to
continue to receive
updates
• Get them to agree
to share info
onward with
employees
222
Key Questions
• How is Sandy
impacting your
business?
• Does your
business need to
rebuild as a result
of Hurricane
Sandy?
• What
communications
vehicles do you
use (email blasts,
newsletters,
Twitter, etc.) to
communicate with
your employees
and stakeholders?
• Would your
business be willing
to partner with
FEMA in spreading
awareness of the
ABFEs to
employees and
stakeholders?
• Any questions?
Call to Action
• Share ABFE,
BW12, and other
information from
FEMA with your
business to help
educate NJ
members
• Raise awareness
among
stakeholders about
the benefits and
insurance
implications of
applying ABFEs to
property rebuilding
efforts.(Esp. in
regard to BW12)
• (If relevant) Attend
meetings with
FEMA before the
building community
or invite FEMA to
meetings
• Distribute Fact
Sheets and other
communications to
employees and
stakeholders
• Encourage local
community to take
actions to mitigate
risks from future
natural hazards
Version 4.0, July 2016
HM Field Operations Guide: Management
Audience
and Owner
Call
Deadline
Key
Opportunity
Call Purpose
Topics to Cover
• Note any action
items stakeholder
agrees to take on
or questions to be
answered by JFO
th
Dec. 30
(2 wks.
later)
• Provide follow up
from previous call
• Check in to see if
there are questions
or they have
spoken with or
heard from
members
Key Questions
Call to Action
• Use ABFE data in
any current or
future construction
in Sandy-affected
areas
1. Reintroduce
yourself
2. Updates, if any, to
ABFE info
High Level Message:
•
FEMA has Advisory Base Flood Elevations (ABFEs) for some areas in New Jersey and New York affected by Hurricane Sandy that can serve
as guides to understanding post-storm coastal flood hazard conditions and the higher elevations that communities should build to in order to
protect themselves from similar events in the future.
•
Developers can use these products to design responsible rebuild and rehab solutions for property owners, and developments, and then work
with permitting offices to obtain necessary permits.
•
Building to higher standards will save your customers money on insurance premiums and help add value to your developments.
•
Learn lessons from Sandy to take steps to help reopen businesses faster for future disasters.
•
Use ABFE data in any current or future construction in Sandy-affected areas where available.
ABFE/Mitigation Key Messages:
•
As communities begin to recover from the devastating effects of Hurricane Sandy, it is important to recognize lessons being learned and to
employ mitigation actions that ensure structures are rebuilt to be stronger, safer, and less vulnerable in the face of future flooding events.
•
Information from FEMA’s Building Sciences division related to Hurricane Sandy can be found online: http://www.fema.gov/building-science
•
If you live or have a development in a high risk area, rebuilding or repairing to a higher standard of protection could result in lower flood
insurance premiums than you would otherwise have to pay.
Version 4.0, July 2016
223
HM Field Operations Guide: Management
•
FEMA has Advisory Base Flood Elevations (ABFEs) for some areas in New Jersey affected by Hurricane Sandy that can serve as guides to
understanding post-storm coastal flood hazard conditions and the higher elevations that communities should build to in order to protect
themselves from similar events in the future.
•
A primary way to reduce or avoid future flood losses is to raise your building above the ABFE. By doing this, you could reduce your flood
insurance premium by 85 percent or more — and save thousands of dollars over the life of your home or business. It is important to
understand the long-term costs and benefits when considering your options for repairing, rebuilding, or relocating.
•
Rebuilding to pre-flood conditions could result in higher insurance premiums in the future.
•
Developers and builders can use the ABFEs to design responsible rebuild and rehab solutions for property owners, and then work with
permitting offices to attain building permits.
•
Please help raise awareness among your employees and clients in New Jersey about the guidance provided by FEMA’s ABFEs as to how
communities’ can rebuild to improved standards that will reduce insurance premiums.
Biggert-Waters Messages:
•
If the Advisory Base Flood Elevations (ABFEs) are higher than the Base Flood Elevation on the existing Flood Insurance Rate Map (FIRM),
and a building is constructed to the new elevation, the flood insurance premium for the building could be lower than for a building constructed
to the current effective elevation.
•
Your employees that own homes and clients in your developments should be aware of recent legislation that could affect their future insurance
rates. There are provisions in the Biggert-Waters Flood insurance Reform Act of 2012 that require the National Flood Insurance Program
(NFIP) to eliminate flood insurance subsidies and discounts and increase rates to reflect the actual risk. When implemented, these provisions
could potentially have a significant future impact on rates for properties not meeting the new NFIP requirements.
•
If the ABFEs are higher than the Base Flood Elevation on the existing Flood Insurance Rate Map (FIRM), and a building is constructed to the
new elevation, the flood insurance premium for the building could be lower than for a building constructed to the current effective elevation. As
flood maps are updated, flood zones and associated premiums could change to reflect the new flood risk.
•
In the past, some residents with existing policies could continue using the same zones and BFEs on the FIRMs that were in effect at the time
the building was constructed, as long as the building was constructed in keeping with local floodplain management ordinances in place at the
time. This practice, called “grandfathering,” might not be permitted as the new law is implemented in phases.
224
Version 4.0, July 2016
HM Field Operations Guide: Management
5.33
Media Questions/Answers on Advisory Base Flood Elevations (Sample)
HIGH LEVEL ADVISORY BASE FLOOD ELEVATION Q&As
Media Q&As on Advisory Base Flood Elevations – For Local Officials’ Use
Q: Isn’t the implementation of these ABFEs going to slow down recovery?
A: We have a plan and it includes building back stronger. Coming back stronger in our community
doesn’t have to mean taking longer.
Q: Requiring homeowners to rebuild to higher standards is increasing costs at a time when
homeowners can least afford it. Is now really the time to be asking them to take on these sorts of
projects?
A: Decisions made today can help provide a safer, stronger future for our community and its residents.
Building back stronger will cost more on the front end for some things, but it saves money and pain over
the long term. It will reduce future flood losses and the cost of flood insurance and will make our
community more resilient, more livable, and more appealing.
There are also programs available through the Federal government and the State/Tribe that can help
offset the increased cost.
Q: How will this advisory flood hazard information impact the cost of flood insurance? Will costs
be going up in areas where FEMA identifies a greater flood risk?
A: The information FEMA and the State/Tribe is sharing is advisory in nature and will not impact flood
insurance costs or change Federal flood insurance purchase requirements at this time.
Banks can at any time require the purchase of flood insurance under their own authority; however, there is
no Federal or State/Tribal insurance requirements as a result of this advisory data.
It does give an indication of future changes to the official maps used for insurance rating purposes. By
taking the advisory information into account now as property owners rebuild, it allows them to make
informed decisions that may substantially lower their flood insurance costs in the long-term.
Q: This information is simply “advisory,” when can we expect the release of official flood hazard
maps? How will those maps impact the community?
A: No timelines have been set for the release of official maps. FEMA has committed to working closely
with the State/Tribe and local communities as those maps are produced.
The official FEMA maps will eventually impact flood insurance rates and have to be officially adopted into
local floodplain management ordinances.
Currently, however, our priority is getting this initial advisory information into the hands of those who need
it so they can make more informed decisions as they recover.
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Q: What are the next steps after the data is released?
A: FEMA, the State/Tribe, and local governments will use this information to shape recovery plans and
make more informed decisions during the rebuilding effort.
Communities will utilize Federal and State and Tribal programs that can help them emerge from this
catastrophe stronger and more resilient.
Q: This data is being produced outside of FEMA’s normal process. Do you think it’s fair to force
communities to use this new data? What if it is flawed?
A: The advisory information is based on sound science and engineering. Prior to this event, work was
already underway to re-analyze and update the flood risk information in your community. The advisory
information is based on data and methods that are more current and reliable than the data on the current
effective flood maps.
Under the new flood insurance law passed in 2012, there is much more risk in building exactly to the
minimum standards allowed. Risk changes over time. The risk you faced yesterday might not be the
same risk you fact today or in the future. In the near term most insurance rates will be updated to reflect
the full risk to the property. Adding an additional factor of safety above the minimum is the best way to
avoid substantial increases in flood insurance costs in the future and more importantly safeguard your
home from future flood events.
While FEMA will use this data for their grants and disaster assistance programs and activities,
communities will need to decide how to use and possibly enforce this advisory information for recovery.
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5.34
Speakers Bureau Approach to Communicating Advisory Base Flood
Elevations (Sample)
This job aid is a PowerPoint presentation and is available on the Hazard Mitigation Disaster Workforce
Website (HMDWW):
•
Via the FEMA Intranet: https://intranet.fema.net/org/fima/Pages/rds-hmdww.aspx
•
HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management &
Administration > BrM - HM Field Operations Guide
Disaster Recovery Centers (DRCs) and Call Center staff should be able to address general questions
associated with Advisory Base Flood Elevation (ABFE) processes and insurance based on messaging
coordinated with the Joint Field Office and FEMA Regional office. However, speakers requested through
the Speakers Bureau should be designated subject matter experts in their respective fields to address
more complex issues and be able to communicate FEMA’s position within their respective area of
expertise.
Sample Presentation Topics
•
Speakers Bureau
– Function of Speakers Bureau
– What participating speakers must be prepared for
•
Initial questions to ask
– Screen for initial information
– Clarify why the information is being collected
– Determine whether question is specific to the state/tribe or community, or a general question
•
Inquiry areas
– FEMA quote/reaction
– Basic FAQs
– Advisory flood hazard information
– Building codes
– Coastal flood studies
– Flood Insurance Rate Maps
– Mapping study process
– Community resilience
– Flood insurance/National Flood Insurance Program
– Disaster assistance
•
Contact summary
•
Implementation
– Steps required to stand up Speakers Bureau
– Maintenance
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HM Field Operations Guide: Management
ACRONYM LIST
Click on the first letter of the Acronym you wish to define:
ABCDEFGHIJKLMNOPQRSTUVWXYZ
A
A/E
ABFE
ACV
Admin
ADP
AFO
AIS
APO
AQ
A/R/E
AS
ASC
ASCE
ASD
ASFPM
Architecture/Engineering
Advisory Base Flood Elevation
Actual Cash Value
Administration
Automated Data Processing
Area Field Office
Actuarial Information
Accountable Property Officer
Acquisition
Acquisition/Relocation/Elevation
Administrative Support
Area of Special Consideration
American Society of Civil Engineers
Allowable Stress Design
Association of State Floodplain
Managers
[back to top]
B
BCA
Benefit-Cost Analysis
BCR
Benefit Cost Ratio
BFE
Base Flood Elevation
BSA
Bureau & Statistical Agent
BureauNet Bureau & Statistical Agent
[back to top]
C
CA
CAC
CATEX
CAV
CBRA
CBRS
CDBG
Congressional Affairs
Community Assistance Contact
Categorical Exclusion
Community Assistance Visit
Coastal Barrier Resources Act
Coastal Barrier Resource System
Community Development Block
Grants
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CDRP
CEO
CESP
CFR
CHIP
Center for Disaster Risk Policy
Community Education and Outreach
HM CEO Specialist
Code of Federal Regulations
Community Housing Improvement
Program
CIS
Community Information System
CO
Contracting Officer
COA
Certificate of Acceptance
COCL
HM CEO Crew Leader
CONOPS Concept of Operations
COOP
Continuity of Operations
COR
Contracting Officer Representative
CORE
Cadre of On-Call Response
Employees
COTL
HM CEO Task Force Leader
CPCL
HM Community Planner Crew
Leader
CPEX
HM Community Planner Technical
Specialist
CPSP
HM Community Planner Specialist
CRS
Community Rating System
CTP
Cooperating Technical Partners
Database
[back to top]
D
DCN
DEM
DFC
DFCO
DFIRM
DFM
DFOM
DFTO
DHS
DISP
DMA
Disaster Contractors Network
Division of Emergency Management
Disaster Finance Center
Deputy Federal Coordinating Officer
Digital Flood Insurance Rate Map
Disaster Fund Manager
Disaster Field Operations
Management
Disaster Field Training Office
Department of Homeland Security
HM Data Integration Specialist
Disaster Mitigation Act of 2000
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HM Field Operations Guide: Management
DOB
Duplication of Benefits
DOT
Department of Transportation
DR
Disaster Declaration Number
DRC
Disaster Recovery Center
DRU
Disaster Resistant Universities
DSA
Disaster Survivor Assistance
DSAT
Disaster Survivor Assistance Team
DTS
Deployment Tracking System
DUP
Duplication of Benefits
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E
EASP
HM Engineering and Architect
Specialist
EAEX
HM Engineering and Architect
Technical Specialist
EDDie
Express Document Delivery
EDW
Enterprise Data Warehouse
EF
Enhanced Fujita Scale
EEO
Equal Employment Opportunity
EHAD
Environmental Historic Preservation
Advisor
EHMG
Environmental Historic Preservation
Manager
EHP
Environmental Planning and Historic
Preservation
ELO
Environmental Liaison Officer
EMA
Emergency Management Agency
EMI
Emergency Management Institute
EMMIE
Emergency Management Mission
Integrated Environment
E&O
Errors and Omissions
E.O.
Executive Order
EOC
Emergency Operations Center
EOEX
HM CEO Technical Specialist
EPA
Environmental Protection Agency
ERO
Equal Rights Office
ESA
Endangered Species Act
ESF
Emergency Support Function
ESRI
Environmental Systems Research
Institute
EST
Emergency Support Team
[back to top]
F
FAMIS
Financial Accounting Management
Information System
FAQ
Frequently Asked Question
FCO
Federal Coordinating Officer
FDRC
Federal Disaster Recovery
Coordinator
FEKC
FEMA Knowledge Center
FEMA
Federal Emergency Management
Agency
FFE
First Floor Elevation
FHA
Federal Highway Administration
FHBM
Flood Hazard Boundary Map
FICO
Flood Insurance Claims Office(r)
FIMA
Federal Insurance and Mitigation
Administration
FIPNC
Flood Insurance Producers National
Committee
FIPS
Federal Information Processing
Standards (code)
FIRM
Flood Insurance Rate Map
FIS
Flood Insurance Study
FISCAA
Flood Insurance Service Companies
Association of America
FITL
HM Floodplain Management and
Insurance Task Force Leader
FMA
Flood Mitigation Assistance
FOG
Field Operation Guide
FPCL
HM Floodplain Management Crew
Leader
FPM
Floodplain Management
FPSP
HM Floodplain Management
Specialist
FPEX
HM Floodplain Management
Technical Specialist
FQS
FEMA Qualification System
FRC
Federal Resource Coordinator
FRO
Flood Response Office
FTP
File Transfer Protocol
[back to top]
G
GAR
GFP
230
Governor’s Authorized
Representative
Government Furnished Property
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GIS
GIU
GPO
GPS
GPTL
Geographic Information System(s)
Geospatial Intelligence Unit
Government Printing Office
Global Positioning System
HM Grants and Planning Task
Force Leader
GRCL
HM Grants Crew Leader
GRSP
HM Grants Specialist
GREX
HM Grants Technical Specialist
GSA
General Services Administration
[back to top]
H
H&H
HACL
HAEX
HASP
Hazus
HBCU
HBD1
HBD2
HISP
HM
HMA
HMDWW
HMFOG
HMGP
HMGS
HMMC
HMO
HMP
HMS
HMTAP
HPA
HPCL
HPEX
HPSP
HPTL
HQ
HR
Hydraulics and Hydrology
HM 406 Crew Leader
HM 406 Technical Specialist
HM 406 Specialist
Hazards-United States
Historically Black Colleges and
Universities
HM Branch Director Type I
HM Branch Director Type II
HM Insurance Specialist
Hazard Mitigation
Hazard Mitigation Assistance
Hazard Mitigation Disaster
Workforce Website
Hazard Mitigation Field Operations
Guide
Hazard Mitigation Grant Program
HM Group Supervisor
HM Management Coordinator
Hazard Mitigation Officer
Hazard Mitigation Proposal
Hazard Mitigation Specialist
Hazard Mitigation Technical
Assistance Program
Hazards and Performance Analysis
HM HPA Crew Leader
HM HPA Technical Specialist
HM HPA Specialist
HM HPA Task Force Leader
Headquarters
Human Resources
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HSIN
Homeland Security Information
Network
HWM
High Water Mark
[back to top]
I
IA
IAA
IAP
ICC
ICC
ICS
IDIQ
Individual Assistance
Interagency Agreement
Incident Action Plan
Increased Cost of Compliance
International Code Council
Incident Command System
Indefinite Delivery/Indefinite
Quantity
IFMIS
Integrated Financial Management
Information System
IGCE
Independent Government Cost
Estimate
IHP
Individuals and Households
Program
IMAT
Incident Management Assistance
Team
IMRD
Insurance and Mitigation Readiness
Division
INCL
HM Insurance Crew Leader
INEX
HM Insurance Technical Specialist
IOF
Initial Operating Facility
ISP
Incident Strategic Plan
IT
Information Technology
IWMO
Incident Workforce Management
Office
[back to top]
J
JFO
Joint Field Office
[back to top]
K
[back to top]
L
LDRM
LIBSYS
Local Disaster Recovery Manager
FEMA Library System, Mitigation
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LIDAR
Light Detection and Ranging
(system)
LMP
Local Mitigation Plan
LOG
Logistics
LOI
Letter of Introduction
LOI
Letter of Interest
LOMC
Letter of Map Change
LOMR
Letter of Map Revision
LPN
Large Project Notification
LRFD
Load and Resistance Factor Design
LTCR
Long-Term Community Recovery
LTR
Long-Term Recovery
[back to top]
M
MA
MAC
MAT
MDRC
MIP
MLI
MMAC
MMAV
MMI
MNUSS
Mission Assignment
Mapping and Analysis Center
Mitigation Assessment Team
Mobile Disaster Recovery Center
Mapping Information Platform
Mid-Term Levee Inventor
Mobile Mitigation Assistance Clinic
Mobile Mitigation Assistance Vehicle
Multi-Hazard Mapping Initiative
Mapping Needs Update Support
System
MOA
Memorandum of Agreement
MOU
Memorandum of Understanding
MPGS
HM Program Group Supervisor
MSC
Map Service Center
MT
Mitigation (Regional and
Headquarters organizations)
MT Ops
Mitigation Operations
MTPS
Mitigation Division Performance
Management System
[back to top]
N
N-IMAT
NACS
NDRF
NDSP
232
National Incident Management
Assistance Team
NEMIS Access Control System
National Disaster Recovery
Framework
National Dam Safety Program
NEHRP
National Earthquake Hazards
Reduction Program
NEIC
National Earthquake Information
Center
NEMIS
National Emergency Management
Information System
NEPA
National Environmental Policy Act
NFMDCT National Flood Mitigation Data
Collection Tool
NFHL
National Flood Hazard Layer
NFIP
National Flood Insurance Program
NFIRA
National Flood Insurance Reform
Act of 1994
NIMS
National Incident Management
System
NLIC
National Lenders’ Insurance Council
NLT
No Later Than
NOAA
National Oceanic and Atmospheric
Administration
NPSC
National Processing Service Center
NRCC
National Response Coordination
Center
NRCS
Natural Resources Conservation
Service
NRF
National Response Framework
NT
National Flood Mitigation Data
Collection Tool
NWS
National Weather Service
[back to top]
O
OAM
Office of Acquisition Management
OCCHCO Office of the Chief Component
Human Capital Officer
OCFO
Office of Chief Financial Officer
ODIC
Office of Disability Integration and
Coordination
OFA
Other Federal Agency
OGC
Office of General Counsel
OIC
Office for Interoperability and
Compatibility
OJT
On-Job Training
OMB
Office of Management and Budget
ONA
Other Needs Assistance
OPM
Office of Personnel Management
OPS
Operations Section
[back to top]
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P
RPM
RRCC
PA
PACL
PABD1/2
Public Assistance
Public Assistance Crew Leader
Public Assistance Infrastructure
Branch Director
PDA
Preliminary Damage Assessment
PDM
Pre-Disaster Mitigation
PDM-C
Pre-Disaster Mitigation Competitive
PE
Professional Engineer
PFO
Principal Federal Officer
PIO
Public Information Officer
PFT
Permanent Full Time
PM
Project Monitor
PMV
Project Monitor Verification
PNP
Private Not for Profit
PO
Project Officer
POC
Point of Contact
POP
Period of Performance
PRP
Preferred Risk Policy
PSI
Property Site Inventory
PTB
Position Task Book
PTS
Production and Technical Services
PW
Project Worksheet
[back to top]
Q
Q&A
Question and Answer
QA/QC
Quality Assurance/Quality Control
QTG
Quick Task Guide
[back to top]
R
Reservist Program Manager
Regional Response Coordination
Center
RRP
Regional Response Plan
RSF
Recovery Support Function
[back to top]
S
SBA
SCO
SDE
SDRC
Small Business Administration
State Coordinating Officer
Substantial Damage Estimator
State Disaster Recovery
Coordinator
SEA
Supplemental Environmental
Assessment
SEOC
State Emergency Operations Center
SFHA
Special Flood Hazard Area
SHMO
State Hazard Mitigation Officer
SHPO
State Historical Preservation
Office(r)
SITREP
Situation Report
SME
Subject Matter Expert
SMP
State Mitigation Plan
SOO
Statement of Objectives
SOP
Standard Operating Procedure
SPOC
Single Point of Contact
SRL
Severe Repetitive Loss
[back to top]
T
TAC
TARC
TASP
RA
RAA
RD
REO
RFA
RFP
RHWMs
Risk MAP
RLF
Risk Analysis
Request for Allocation Advice
Regional Director
Regional Environmental Officer
Request for Assistance
Request for Proposal
Riverine High Water Marks
Risk Mapping, Assessment, and
Planning
Revolving Loan Fund
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TCU
TDRC
TEC
THMO
THPO
TIAS
TM
TO
TOM
Technical Assistance Contract
Technical Assistance and Research
Contract
HM Training and Administrative
Specialist
Tribal Colleges and Universities
Tribal Disaster Recovery
Coordinator
Technical Evaluation Contractor
Tribal Hazard Mitigation Officer
Tribal Historic Preservation Officer
Training Information Access System
Technical Monitor
Task Order
Task Order Manager
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TOPO
TSA
Topographic
Transportation Security
Administration
[back to top]
U
USACE
U.S. Army Corps of Engineers
USDA
U.S. Department of Agriculture
USDOT
U.S. Department of Transportation
USFWS
U.S. Fish and Wildlife Service
USGS
U.S. Geological Survey
[back to top]
V
VEOC
Virtual Emergency Operations
Center
VOAD
Voluntary Organizations Active in
Disaster
VOLAG
Voluntary Agency
[back to top]
W
WAWTAP Wind and Water Technical
Assistance Program
WDD
Workforce Development Division
WGS
World Geodetic Scan
WWL
Wind/Water Line
WYO
Write Your Own
[back to top]
X
[back to top]
Y
[back to top]
Z
[back to top]
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GLOSSARY
Click on the first letter of the word(s) you wish to define:
ABCDEFGHIJKLMNOPQRSTUVWXYZ
A
Applicant. The entity, such as a State, territory, or
federally-recognized tribe, applying to FEMA for a
Federal award that will be accountable for the use
of the funds. Once funds are awarded, the
Applicant becomes the Recipient or pass-through
entity or both.
Assignment. Task given to a personnel resource
to perform within a given operational period that is
based on operational objectives defined in the
Incident Action Plan.
[back to top]
B
Base Flood Elevation (BFE). The elevation shown
on the Flood Insurance Rate Map (FIRM) for Zones
AE, AH, A1-A30, AR, AR/A, AR/AE, AR/A1-A30,
AR/AH, AR/AO, V1-V30, and VE that indicates the
water surface elevation resulting from a flood that
has a 1-percent chance of equaling or exceeding
that level in any given year.
Benefit-Cost Analysis (BCA). A quantitative
procedure that assesses the cost-effectiveness of a
hazard mitigation measure by taking a long-term
view of avoided future damage as compared to the
cost of a project.
[back to top]
C
Chain of Command. A series of command, control,
executive, or management positions in hierarchical
order of authority.
Coastal Barrier Resources Act (CBRA). This Act
passed in 1982 and amended in 1990 aims to
remove the Federal incentive to allow for
development within coastal barrier areas within the
United States, Puerto Rico, and the U.S. Virgin
Islands, as well as preserve the ecological integrity
Version 4.0, July 2016
of areas that serve as storm buffers. The Act
designates Coastal Barrier Resources System
(CBRS) units and made these areas ineligible for
most Federal expenditures and financial
assistance, including Federal flood insurance; the
law does provide for funding exceptions within
Section 6. The law also designates Otherwise
Protected Areas for which only flood insurance is
prohibited.
Community Rating System (CRS). A program
developed by FEMA to provide incentives for
those communities in the National Flood Insurance
Program (NFIP) that have gone beyond the
minimum floodplain management requirements to
develop extra measures to provide protection from
flooding.
Continuity of Operations (COOP). An effort
within individual organizations to ensure that
Primary Mission Essential Functions continue to
be performed during a wide range of emergencies.
Cost Effectiveness. Determined by a systematic
quantitative method for comparing the costs of
alternative means of achieving the same stream of
benefits or a given objective. The benefits in the
context of hazard mitigation are avoided future
damages and losses. Cost effectiveness is
determined by performing a BCA.
Cost Share. The portion of the costs of a federally
assisted project or program not borne by the
Federal Government.
Credentialing. The authentication and verification
of the certification and identity of designated
incident managers and emergency responders.
Critical Infrastructure. Systems, assets, and
networks, whether physical or virtual, so vital to
the United States that the incapacity or destruction
of such systems and assets would have a
debilitating impact on security, national economic
security, national public health or safety, or any
combination of those matters.
[back to top]
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D
Demobilization. The orderly, safe, and efficient
return of an incident resource to its original location
and status.
Disaster Recovery Center (DRC). A facility
established in a centralized location within or near
the disaster area at which disaster victims
(individuals, families, or businesses) apply for
disaster aid.
Duplication of Benefits. Assistance provided from
different sources for the same specific need.
[back to top]
E
Emergency. Under the Robert T. Stafford Disaster
Relief and Emergency Assistance Act, an
emergency means any occasion or instance for
which, in the determination of the President,
Federal assistance is needed to supplement State
and local efforts and capabilities to save lives and
to protect property and public health and safety, or
to lessen or avert the threat of a catastrophe in any
part of the United States.
Emergency Management. As subset of incident
management, the coordination and integration of all
activities necessary to build, sustain, and improve
the capability to prepare for, protect against,
respond to, recover from, or mitigate against
threatened or actual natural disasters, acts of
terrorism, or other manmade disasters.
Emergency Operations Center (EOC). The
physical location at which the coordination of
information and resources to support incident
management (on-scene operations) activities
normally takes place. An EOC may be a temporary
facility or may be located in a more central or
permanently established facility, perhaps at a
higher level of organization within a jurisdiction.
Emergency Support Functions (ESF). Used by
the Federal Government and many State
governments as the primary mechanism at the
operational level to organize and provide
assistance. ESFs align categories of resources and
provide strategic objectives for their use.
236
Environmental Planning and Historic
Preservation (Office of): A FEMA office that
integrates the protection and enhancement of
environmental, historic, and cultural resources into
the FEMA mission and FEMA programs and
activities; ensures that FEMA activities and
programs related to disaster response and
recovery, hazard mitigation, and emergency
preparedness comply with Federal EHP laws and
Executive Orders; and provides EHP technical
assistance to FEMA staff, local, State, and Federal
partners, and Recipients and subrecipients.
External Affairs. Organizational element that
provides accurate, coordinated, and timely
information to affected audiences, including
governments, media, the private sector, and the
local populace.
[back to top]
F
Federal Coordinating Officer (FCO). The official
appointed by the President to execute Stafford Act
authorities, including the commitment of FEMA
resources and mission assignment of other
Federal departments or agencies.
Federal Disaster Recovery Coordinator
(FDRC). A focal point for incorporating recovery
and mitigation considerations into the early
decision-making processes; monitors the impacts
and results of such decisions and evaluates the
need for additional assistance and adjustments
where necessary and feasible throughout the
recovery.
FEMA Qualification System (FQS). Establishes
the system for qualification and certification for the
FEMA incident workforce through experience,
training, and demonstrated performance.
FEMA Regional Offices. FEMA has 10 regional
offices, each headed by a Regional Administrator.
The regional field structures are FEMA’s
permanent presence for communities and States
across America.
FEMA Reservists. Federal employees who work
on an on-call, intermittent basis forming the major
workforce for FEMA in times of emergency or
disaster.
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HM Field Operations Guide: Management
Finance/Administration Section. The Incident
Command System Section responsible for all
administrative and financial considerations
surrounding an incident.
Flood Insurance Rate Map (FIRM). Official map of
a community on which FEMA has officially
delineated both the special flood hazard areas and
the risk premium zones applicable to the
community.
Floodplain. Any land area that FEMA has
determined has at least a 1-percent chance in any
given year of being inundated by floodwaters from
any source.
Floodplain Management. The operation of an
overall program of corrective and preventative
measures for reducing flood damage, including but
not limited to emergency preparedness plans, flood
control works, and floodplain management
regulations.
Floodway. The channel of a river or other
watercourse and the adjacent land areas that must
be reserved in order to discharge the base flood
without cumulatively increasing the water surface
elevation more than a designated height.
[back to top]
G
Governor’s Authorized Representative (GAR).
The individual, designated by the Governor, who
serves as the grant administrator for all funds
provided under Hazard Mitigation Grant Program
(HGMP); the person empowered by the Governor
to execute, on behalf of the State, all necessary
documents for disaster assistance.
Grant. An award of financial assistance making
payment in cash, property, or in kind for a specific
purpose, by the Federal government to an eligible
Grantee.
[back to top]
H
Hazard Mitigation. Sustained action taken to
reduce or eliminate long-term risk to people and
property from hazards and their effects.
Hazard Mitigation (HM) Branch. Under the NRF,
HM exists as a Branch under the Operations
Section. The HM Branch Director and
management support staff are responsible for
hazard mitigation field operations functions, which
are carried out by four components: HM
Floodplain Management and Insurance, HM HPA,
HM CEO, and HM Grants and Planning.
Hazard Identification and Risk Assessment
(HIRA). A process to identify hazards and
associated risk to persons, property, and
structures and to improve protection from natural
and human-caused hazards.
Hazard Mitigation Planning. A process used by
governments to identify risks, assess
vulnerabilities, and develop long-term strategies
for protecting people and property from the effects
of future natural hazard events.
Homeland Security Information Network
(HSIN). The primary reporting method (common
national network) for the Department of Homeland
Security to reach departments, agencies, and
operations centers at the Federal, State, local, and
private-sector levels. HSIN is a collection of
systems and communities of interest designed to
facilitate information sharing, collaboration, and
warnings.
[back to top]
I
Incident. An occurrence or event, natural or
manmade, that requires a response to protect life
or property.
Incident Action Plan (IAP). An oral or written
plan containing general objectives reflecting the
overall strategy for managing an incident. It may
include the identification of operational resources
and assignments. It may also include attachments
that provide direction and important information for
management of the incident during one or more
operational periods.
Hazard. Something that is potentially dangerous or
harmful, often the root cause of an unwanted
outcome.
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HM Field Operations Guide: Management
Incident Command System (ICS). A standardized
on-scene emergency management construct
specifically designed to provide an integrated
organizational structure that reflects the complexity
and demands of single or multiple incidents, without
being hindered by jurisdictional boundaries.
Incident Management Assistance Team (IMAT).
An interagency national- or regional-based team
composed of subject-matter experts and incident
management professionals from multiple Federal
departments and agencies.
Incident Objectives. Statements of guidance and
direction needed to select appropriate strategy(s)
and the tactical direction of resources. Incident
objectives are based on realistic expectations of
what can be accomplished when all allocated
resources have been effectively deployed. Incident
objectives must be achievable and measurable, yet
flexible enough to allow strategic and tactical
alternatives.
Increased Cost of Compliance (ICC). Coverage
for expenses a property owner must incur, above
and beyond the cost to repair the physical damage
the structure actually sustained from a flooding
event, to comply with mitigation requirements of
state or local floodplain management ordinances or
laws; acceptable mitigation measures are structure
elevation, dry floodproofing, structure relocation,
structure demolition, or any combination thereof.
Indian Tribal Government. A federally recognized
governing body of an Indian or Alaska Native Tribe,
band, nation, pueblo, village, or community that the
Secretary of Interior acknowledges to exist as an
Indian Tribe under the Federally Recognized Tribe
List Act of 1994, 25 U.S.C. 479a.
Indian tribe. The governing body of any Indian
tribe, band, nation, or other organized group or
community, including any Alaska Native village or
regional or village corporation as defined in or
established pursuant to the Alaska Native Claims
Settlement Act (43 U.S.C. 1601, et seq.), which is
recognized as eligible for the special programs and
services provided by the United States to Indians
because of their status as Indians (25 U.S.C.
450b(e)). This definition is for HMA program use
and clarification and is not meant to provide a
definition for use under other programs or
supersede any FEMA regulations.
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Individual Assistance (IA). Under the NRF, IA
exists as a Branch under the Operations Section;
provides individuals, families, farmers and
business owners with various types of assistance,
the essentials to begin the road to recovery, by
meeting disaster-related needs not covered by
insurance.
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J
Joint Field Office (JFO). A temporary Federal
multi-agency coordination center established
locally to facilitate field-level domestic incident
management activities, and provides a central
location for coordination of Federal, State, local,
tribal, nongovernmental, and private-sector
organizations with primary responsibility for
activities associated with threat response and
incident support.
Jurisdiction. A range or sphere of authority.
Public agencies have jurisdiction at an incident
related to their legal responsibilities and authority.
Jurisdictional authority at an incident can be
political or geographical (e.g., Federal, State,
tribal, local boundary lines) or functional (e.g., law
enforcement, public health).
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L
Local Government. Per 44 CFR 201.2, Local
government is any county, municipality, city, town,
township, public authority, school district, special
district, intrastate district, council of governments
(regardless of whether the council of governments
is incorporated as a nonprofit corporation under
State law), regional or interstate government
entity, or agency or instrumentality of a local
government; any Indian tribe or authorized tribal
organization, or Alaska Native village or
organization that is not a federally-recognized
tribe; and any rural community, unincorporated
town or village, or other public entity.
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Logistics. The process and procedure for
providing resources and other services to support
incident management.
Logistics Section. The Incident Command System
Section responsible for providing facilities, services,
and material support for the incident.
Long-Term Recovery. A process of recovery that
may continue for a number of months or years,
depending on the severity and extent of the
damage sustained. For example, long-term
recovery may include the complete redevelopment
of damaged areas.
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M
Major Disaster. Any natural catastrophe (including
any hurricane, tornado, storm, high water, winddriven water, tidal wave, tsunami, earthquake,
volcanic eruption, landslide, mudslide, snowstorm,
or drought), or, regardless of cause, any fire, flood,
or explosion, in any part of the United States, which
in the determination of the President causes
damage of sufficient severity and magnitude to
warrant major disaster assistance under the
Stafford Act to supplement the efforts and available
resources of States, local governments, and
disaster relief organizations in alleviating the
damage, loss, hardship, or suffering caused
thereby. 44 CFR 206.111.
Mitigation. Activities providing a critical foundation
in the effort to reduce the loss of life and property
from natural and/or manmade disasters by avoiding
or lessening the impact of a disaster and providing
value to the public by creating safer communities.
Mitigation seeks to fix the cycle of disaster damage,
reconstruction, and repeated damage. These
activities or actions, in most cases, will have a longterm sustained effect.
Mitigation Advisor to the FDRC. Contributes skill
sets required to identify threats and hazards while
supporting state and local decision makers in
selecting lasting recovery solutions; provides
connectivity to concurrent JFO HM Branch
activities; serves as the primary liaison to each of
the RSFs to ensure coordination with pre- and postdisaster recovery plans.
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Mitigation Assessment Team (MAT). Conducts
field inspections and technical evaluations of the
performance of buildings subjected to forces
generated by the event; primary purpose of MAT’s
technical evaluations is to identify design
practices, construction methods, and building
materials that either failed under the forces
generated by the event or were successful in
resisting such forces.
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N
National Disaster Recovery Framework
(NDRF). A conceptual guide designed to ensure
coordination and recovery planning at all levels of
government before a disaster, and establishes
coordination structures, defines leadership roles
and responsibilities, and guides coordination and
recovery planning at all levels of government
before a disaster happens.
National Emergency Management Information
System (NEMIS). An integrated data
management system that automates management
of disaster response and recovery operations,
including application registration, processing, and
payment of assistance to disaster victims.
National Flood Insurance Program (NFIP).
Federal program that provides the availability of
flood insurance in exchange for the adoption of a
minimum local floodplain management ordinance
that regulates new and Substantially Improved
development in identified flood hazard areas.
National Incident Management System (NIMS).
A set of principles that provides a systematic,
proactive approach guiding government agencies
at all levels, nongovernmental organizations, and
the private sector to work seamlessly to prevent,
protect against, respond to, recover from, and
mitigate the effects of incidents, regardless of
cause, size, location, or complexity, in order to
reduce the loss of life or property and harm to the
environment.
National Response Framework (NRF). A guide
to how the Nation conducts all-hazards response;
presents the guiding principles that enable all
response partners to prepare for and provide a
unified national response to disasters and
emergencies - from the smallest incident to the
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largest catastrophe; establishes a comprehensive,
national, all-hazards approach to domestic incident
response.
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O
Operational Period. The time scheduled for
executing a given set of operation actions, as
specified in the Incident Action Plan. Operational
periods can be of various lengths, although usually
they last 12 to 24 hours.
Operations Section (OPS). The ICS Section
responsible for all tactical incident operations and
implementation of the Incident Action Plan. In ICS,
the Operations Section normally includes
subordinate Branches, Divisions, and/or Groups.
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P
Planning Meeting. A meeting held as needed
before and throughout the duration of an incident to
select specific strategies and tactics for incident
control operations and for service and support
planning. For larger incidents, the Planning Meeting
is a major element in the development of the
Incident Action Plan.
Planning Section. The Incident Command System
Section responsible for the collection, evaluation,
and dissemination of operational information
related to the incident, and for the preparation and
documentation of the Incident Action Plan. This
Section also maintains information on the current
and forecasted situation and on the status of
resources assigned to the incident.
Position Task Book (PTB). Contains all the critical
behaviors, activities, and tasks required to become
qualified in a FEMA incident management or
incident support position; serves as the official
record of the employee’s evaluation and training;
serves as a checklist for recertification and as a job
aid to assist employees in the performance of their
duties.
Preliminary Damage Assessment (PDA). A joint
assessment used to determine the magnitude and
impact of an event's damage. A FEMA/State team
will usually visit local applicants and view their
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damage first-hand to assess the scope of damage
and estimate repair costs. The State uses the
results of the PDA to determine if the situation is
beyond the combined capabilities of the State and
local resources and to verify the need for
supplemental Federal assistance. The PDA also
identifies any unmet needs that may require
immediate attention.
Preparedness. A continuous cycle of planning,
organizing, training, equipping, exercising,
evaluating, and taking corrective action in an effort
to ensure effective coordination during incident
response. Within the National Incident
Management System, preparedness focuses on
the following elements: planning; procedures and
protocols; training and exercises; personnel
qualification and certification; and equipment
certification.
Prevention. Actions to avoid an incident or to
intervene to stop an incident from occurring;
includes those capabilities necessary to avoid,
prevent, or stop a threatened or actual act of
terrorism. It is focused on ensuring optimal
preparedness to prevent an imminent terrorist
attack within the United States.
Private Sector. Organizations and individuals that
are not part of any governmental structure. The
private sector includes for-profit and not-for-profit
organizations, formal and informal structures,
commerce, and industry.
Protocol. A set of established guidelines for
actions (which may be designated by individuals,
teams, functions, or capabilities) under various
specified conditions.
Public Assistance (PA). Supplementary Federal
assistance provided under the Stafford Act to
State and local governments or certain PNP
organizations other than assistance for the direct
benefit of individuals and families. For further
information, see 44 CFR Part 206, Subparts G and
H. Fire Management Assistance Grants under
section 420 of the Stafford Act are also considered
PA.
Public Information Officer (PIO). A member of
the JFO Command Staff responsible for
interfacing with the public and media and/or with
other agencies with incident-related information
requirements.
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Q
Quick Task Guide (QTG). Serves as a checklist
for key activities of the HM organization; is intended
to identify high priority tasks for the immediate
attention of the HM Branch Director/
HM Group Supervisor upon arrival at the JFO.
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Recipient. A non-Federal entity that receives a
Federal award directly from a Federal awarding
agency to carry out an activity under a Federal
program. The term Recipient does not include
subrecipients.
Recovery. Those capabilities necessary to assist
communities affected by an incident to recover
effectively, including, but not limited to, rebuilding
infrastructure systems; providing adequate interim
and long-term housing for survivors; restoring
health, social, and community services; promoting
economic development; and restoring natural and
cultural resources.
Recovery Division, FEMA. Manages programs
that enable individuals and communities (affected
by disasters of all sizes) to return to normal function
with minimal suffering and disruption of services.
Repetitive Loss Structure. An NFIP-insured
structure that has had at least two paid flood
losses of more than $1,000 each in any 10-year
period since 1978.
Resource Tracking. A standardized, integrated
process conducted prior to, during, and after an
incident by all emergency management/response
personnel and their associated organizations.
Resources. Defined by the NRF as personnel
and major items of equipment, supplies, and
facilities available or potentially available for
assignment to incident operations and for which
status is maintained. Resources are described by
kind and type and may be used in operational
support or supervisory capacities at an incident or
at an Emergency Operations Center.
Response. Immediate actions to save lives,
protect property and the environment, and meet
basic human needs. Response also includes the
execution of emergency plans and actions to
support short-term recovery.
Response Division, FEMA. Coordinates and
provides the core federal disaster response
capability needed to save lives, reduce suffering,
and protect property in communities throughout
the Regions that have been overwhelmed by the
impact of a major disaster or emergency,
regardless of cause.
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Recovery Plan. A plan developed to restore an
affected area or community.
Regional Response Coordination Centers
(RRCCs). Located in each FEMA region, these
multiagency agency coordination centers are
staffed by Emergency Support Functions in
anticipation of a serious incident in the region or
immediately following an incident. Operating under
the direction of the FEMA Regional Administrator,
the RRCCs coordinate Federal regional response
efforts and maintain connectivity with State
emergency operations centers, State fusion
centers, Federal Executive Boards, and other
Federal and State operations and coordination
centers that have potential to contribute to
development of situational awareness.
Reimbursement. A mechanism to recoup funds
expended for incident-specific activities.
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S
Safety Officer. A member of the Command Staff
responsible for monitoring incident operations and
advising the Incident Commander on all matters
relating to operational safety, including the health
and safety of emergency responder personnel.
Shelter. A place of refuge that provides lifesustaining services in a congregate facility for
individuals who have been displaced by an
emergency or a disaster.
Situational Awareness. The ability to identify,
process, and comprehend the critical elements of
information about an incident.
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Situation Report (SITREP). Document that
contains confirmed or verified information and
explicit details (who, what, where, and how) relating
to an incident.
Span of Control. The number of resources for
which a supervisor is responsible, usually
expressed as the ratio of supervisors to individuals.
(Under the National Incident Management System,
an appropriate span of control is between 1:3 and
1:7, with optimal being 1:5.).
Special Flood Hazard Area (SFHA). The SFHA is
defined as the land in the floodplain within a
community subject to a 1-percent or greater chance
of flooding in any given year. An area having
special flood, mudflow, or flood-related erosion
hazards, and shown on a Flood Hazard Boundary
Map or a FIRM as Zone A, AO, A1-A30, AE, A99,
AH, AR, AR/A, AR/AE AR/AH, AR/AO, AR/A1-A30,
V1-V30, VE, or V.
Stafford Act. The Robert T. Stafford Disaster
Relief and Emergency Assistance Act, P.L. 93-288,
as amended. This Act describes the programs and
processes by which the Federal Government
provides disaster and emergency assistance to
State and local governments, tribal nations, eligible
private nonprofit organizations, and individuals
affected by a declared major disaster or
emergency. The Stafford Act covers all hazards,
including natural disasters and terrorist events.
Standard Operating Procedure (SOP). A
complete reference document or an operations
manual that provides the purpose, authorities,
duration, and details for the preferred method of
performing a single function or a number of
interrelated functions in a uniform manner.
State. Refers to any State of the United States, the
District of Columbia, the Commonwealth of Puerto
Rico, the U.S. Virgin Islands, Guam, American
Samoa, the Commonwealth of the Northern
Mariana Islands, and any possession of the United
States. See Section 2 (14), Homeland Security Act
of 2002, P.L. 107−296, 116 Stat. 2135 (2002).
State Coordinating Officer (SCO). The individual
appointed by the Governor to coordinate State
disaster assistance efforts with those of the Federal
Government. The SCO plays a critical role in
managing the State response and recovery
operations following Stafford Act declarations.
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State Hazard Mitigation Officer (SHMO). The
representative of a State government who is the
primary POC with FEMA, other Federal agencies,
and local units of government in the planning and
implementation of pre- and post-disaster mitigation
activities.
Status Report. Relays information specifically
related to the status of resources (e.g., the
availability or assignment of resources).
Strategy. The general plan or direction selected to
accomplish incident objectives.
Subapplicant. The entity, such as a
community/local government, federally-recognized
tribe, or PNP, that submits a subapplication to the
Applicant for FEMA assistance. Once funding is
awarded, the subapplicant becomes the
“subrecipient.”
Subrecipient. A non-Federal entity that receives a
subaward from a pass-through entity to carry out
part of a Federal program; but does not include an
individual that is a beneficiary of such program. A
subrecipient may also be a Recipient of other
Federal awards directly from a Federal awarding
agency.
Substantial Damage. Damage of any origin
sustained by a structure whereby the cost of
restoring the structure to its before damaged
condition would equal or exceed 50 percent of the
market value of the structure before the damage
occurred.
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Temporary Housing. Temporary
accommodations provided by the Federal
Government to individuals or families whose
homes are made unlivable by an emergency or a
major disaster. 44 CFR 206.111.
Territories. Under the Stafford Act, U.S. territories
are may receive federally coordinated response
within the U.S. possessions, including the insular
areas, and within the Federated States of
Micronesia (FSM) and the Republic of the
Marshall Islands (RMI). Stafford Act assistance is
available to Puerto Rico, the U.S. Virgin Islands,
Guam, American Samoa, and the Commonwealth
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of the Northern Mariana Islands, which are included
in the definition of "State" in the Stafford Act.
Tribal. Referring to any Indian tribe, band, nation,
or other organized group or community, including
any Alaskan Native Village as defined in or
established pursuant to the Alaskan Native Claims
Settlement Act (85 Stat. 688) [43 U.S.C.A. and
1601 et seq.], that is recognized as eligible for the
special programs and services provided by the
United States to Indians because of their status as
Indians.
Write Your Own (WYO) Program. Allows
participating property and casualty insurance
companies to write and service the Standard
Flood Insurance Policy in their own names;
operates as part of the NFIP, and is subject to its
rules and regulations.
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U
Y
Unified Coordination Group. Provides leadership
within the JFO; comprised of specified senior
leaders representing State and Federal interests,
and in certain circumstances tribal governments,
local jurisdictions, the private sector, or
nongovernmental organizations.
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V
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W
Whole Community. The National Mitigation
Framework addresses individuals, nonprofit entities
and nongovernmental organizations, the private
sector, communities, critical infrastructure interests,
governments, and the Nation as a whole. Engaging
the whole community is critical to success; and
individual and community preparedness is a key
component. The whole community includes
children; individuals with disabilities and others with
access and functional needs; those from religious,
racial, and ethnically diverse backgrounds; and
people with limited English proficiency. Their
contributions must be integrated into
mitigation/resilience efforts, and their needs must
be incorporated as the whole community plans and
executes its core capabilities.
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