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HomeMy WebLinkAboutVII (D) Discussion/Action re: Participation in the Development of a Countywide Hazard Mitigation Strategy 4 •e_ Agenda 6-16-98 o Item VII D a v� © 0 /~rf*of 0000 N. JAMES W.SHIRA,P.E. CITY ENGINEER/UTILITIES DIRECTOR 150 N.LAKESHORE DRIVE•OCOEE,FLORIDA 34761 PHONE(407)656-2322 EXT.142•FAX(407)656-7835 MEMORANDUM DATE: June 10, 1998 TO: The Honorable Mayor and Board of City Commissioners FROM: David Wheeler, P.E. 0,,.. �� Assistant City Engineer/Utilities % ector SUBJECT: Participation in the Development of a Countywide Hazard Mitigation Strategy Attached is a letter from the Orange County Office of Emergency Management which is requesting notice of the City's intentions regarding participation in the development of a countywide hazard mitigation strategy. Orange County has contacted the City to determine the City's intentions about participating in this program as offered from the Federal Emergency Management Agency (FEMA)through the State of Florida Department of Community Affairs (DCA). The intent of the program is that the Federal Government is moving from a post-disaster recovery type of program like the repairs from the flooding and tornadoes in the past six months to a pre-disaster correction of potential problems. In short,the Federal Government is not willing to pay for recovery to fix damaged areas on a continual periodic basis but is willing to pay to mitigate known problem areas before a disaster occurs. Disaster is defined as natural, like a hurricane or flooding, or manmade, like a terrorist activity or vehicular accident. The State of Florida received a grant of approximately $10 million to be divided between the 67 counties in the state for each to develop hazard mitigation strategies. Orange County and the resident municipalities are being offered $179,500 to aide in the development of a countywide hazard mitigation strategy. The City's allocated share included in that grant is $7,500. There are three options presented in the letter for consideration. The first option involves the participation by Ocoee in the development of a countywide hazard mitigation strategy; Ocoee's share of the grant would be pooled with the other participants shares to develop the overall strategy. The second option allows the City to develop a strategy on its own and use "our" grant share towards that strategy development. The third option allows the City to do nothing,not participate in the countywide strategy nor develop our own strategy; our grant share would then be split between the county program and retained by the state and the City would not receive 7 favorable consideration in disaster aide funding in the future. THE PRIDE OF WEST ORANGE TE:C M AP. Staff recommends participating in the countywide development of the hazard mitigation strategy for many reasons: • With the development of this hazard mitigation strategy, a priority list of projects will be identified for funding to correct as money become available. These projects could involve inter-city,multiple-city, drainage basin, or countywide problems such as these examples: flood control in the Lake Lotta drainage basin, Pioneer Key mobile home rehabilitation of tie-downs, Ocoee/Winter Garden joint emergency response program, or countywide hurricane/tornado warning and response program. • Orange County and its consultant,Emergency Response Planning& Management,Inc.,have stated that the countywide strategy can be developed within the amount offered by FEMA and DCA and that no additional funding is anticipated from the participating entities. • If we chose to develop our own strategy, we will be required to coordinate with the countywide strategy anyway. In addition, the estimated cost to develop this type of strategy would be in the range of$25,000 to $50,000. Ours and everybody else's grant share was not set at this level, somewhat intentionally,by FEMA and Florida DCA to get all potential participants to work together since most disasters are not boundary specific in destruction coverage. • Doing nothing will exclude the City from potential future funding for mitigation of any problem areas and more importantly,possibly from recovery from a disaster. This exclusion has not been specifically written but the implied meaning has been verbally stated in presentations. The development of this strategy will take place over the next twelve to fifteen months and involve many of the City's staff and community leaders from the public and private sector. Each of these individuals will be participating with other municipalities and the county in the development process. Prior to acceptance of any individual parts or the entire strategy, some type of presentation will be made to the City Commission for approval and acceptance. I recommend that the City Commission accept the grant offered by FEMA,through the Florida Department of Community Affairs, and jointly participate in the development of the countywide Hazard Mitigation Strategy and authorize the City Manager to respond to Orange County by June 20, 1998, as referenced, and to authorize staff to actively participate in the development of this strategy. Attachments 1) June 8 ,1998 letter to Ellis Shapiro 2) Copy of presentation material from Initial Meeting on June 10, 1998 FIRE RESCUE DIVISION 14 OFFICE OF EMERGENCY MANAGEMENT ROBERT L. LEMLEY, CEM, Executive Director � � 6590 Amory Court I Winter Park,Florida 32792-7497 Goy RNi NT (407)836-9140•Fax(407)836-9147 FLORID A http://www.citizens-first.co.orange.fl.us June 8, 1998 Mr. Ellis Shapiro, City Manager City Of Ocoee 125 North Bluford Avenue Ocoee, Florida 34761 RE: Development of an Orange County Hazard Mitigation Strategy Options for Municipal Participation Dear Mr. Shapiro: As you will recall from our earlier communications, the Florida Department of Community Affairs ( DCA ) has recently made funding available to all county and municipal governments throughout the state so that they can cooperatively develop unified, county-wide strategies to lessen the human and economic costs of disasters. Under this new program, specific allocation is available for each municipality and the county, the amount of which has been calculated using a formula combining population, risk and historical disaster damages. City of Ocoee was allocated $7,500.00. For Orange County, the County's Office of Emergency Management has been designated as the coordinator for this program, and this letter is intended to solicit the cooperation and participation of Ocoee in the upcoming planning process. To implement the program, DCA requires that Orange County enter into a contract with the state to complete a single, unified hazard mitigation strategy. In turn, Orange County is to subcontract with each of its municipalities to facilitate their participation in the development of the strategy. The objectives of the municipal subcontracting process is to support a cooperative and coordinated planning effort by each county and every municipality. Only through such cooperation and coordination can the mitigation strategy developed be both effective and consistent across county and municipal boundaries, while nevertheless addressing the unique needs of each jurisdiction. I am sure you recognize that, without this level of cooperation, implementation of one municipality's strategy could have adverse impacts in adjacent jurisdictions. To initiate the municipal subcontracting process, the Orange County Office of Emergency Management is taking two early actions. The first is to establish a Page 2 Mr. Shapiro June 8, 1998 multi-organizational "Steering Committee" to oversee the planning process, and Maitland is requested to appoint a representative to this group. The second is to request each of Orange County's municipalities to select one of three options for participation in the upcoming planning process. These three options are as follows: Option 1: Facilitated participation in the mitigation strategy development This option is intended to facilitate municipal participation in a single, coordinated planning process by "pooling" both the municipal allocations with the County's allocation to support a single planning program in which all jurisdictions can cooperate. The Office of Emergency Management believes that this will result in more detailed and coordinated strategy, without burdening the municipality with developing its own separate mitigation strategy in compliance with state requirements. Under this option, a municipality would allow the County to retain its allocation from the State to be "pooled" with that of other municipalities and the County's to support development of a single, unified strategy. These "pooled" funds would be used by the County to contract for the consulting support and specialized services needed to develop the strategy in accord with state requirements. In exchange for the portion of the allocation retained, the municipality would formally designate a representative to the Steering Committee, attend meetings, assist in appropriate subcommittee efforts, and provide existing information to project staff for development of strategy. The County would use the "pooled" funds it retained to conduct the required analyses and develop the necessary documents on behalf of each municipality as well as the County itself. Thereby, state requirements for all involved jurisdictions would be fulfilled. From my perspective, Option 1 will provide a municipality with its component of a unified hazard mitigation strategy consistent with the County's without requiring it to independently conduct the required technical analyses and prepare the necessary documents. This option is only made possible by "pooling" each participating municipality's allocation. Without the "pooling" of funds, I believe a municipality would find its allocation insufficient to independently develop these documents in accord with state requirements and consistent with those prepared by the County. Nevertheless, if a municipality desired to independently undertake these tasks, Option 2 should be selected. Option 2: Independent municipal development of a mitigation strategy This option would be selected by a municipality that, separately and independently of the County's efforts, wished to prepare its own comprehensive hazard mitigation Page 3 Mr. Shapiro June 8, 1998 strategy that was both in compliance with state requirements and consistent with the County's. Under this option, the County would "pass through" 100% of a municipality's allocation to allow it to use its own resources to develop a mitigation strategy. Under this option, the municipality would be solely responsible for completing the required organizational development, technical analyses, mitigation planning and document preparation in a manner separate from that of the County, while nevertheless consistent with the County's planning. In addition, to ensure that the municipality's strategy was being developed in a manner consistent with that of the County, the municipality would be required to appoint a representative to the Steering Committee and require that he or she attend meetings and provide status reports. To further ensure consistency, under this option, the Orange County Office of Emergency Management would need to review and approve all of the reports prepared by the municipality to comply with state requirements. Under this option, only a minimum of technical advice and support from the project staff could be provided to the municipality for independent development of its own strategy, due to the unavailability of any portion of the allocation for this purpose. Option 3: Non-participation in mitigation strategy development Under this option, a municipality would elect not to choose either of the above options, nor to participate in the mitigation planning effort. This would, of course, forego this opportunity to make Ocoee more resistant to the human and economic impacts of future disasters. I believe that Orange County's recent experiences with tornadoes and flooding have proven that this option is indeed an undesirable choice. Under this option, none of the allocated funds would be provided to the municipality. The state does, however, allow the County to retain 50% of the funds provided for non-participating municipalities in order to conduct a county-wide vulnerability assessment, a copy of which would be mailed to a non-participating municipality. The remaining 50% of the allocation for each non-participating municipality must be returned to the state. Under all options, the County is to receive 10% of the amount allocated to municipalities for administrative expenses. Page 4 Mr. Shapiro June 8, 1998 Once we are informed of Ocoee's intentions regarding the above options, this office will be forwarding a subcontract to you for execution. Nevertheless, Orange County must notify the State of each municipality's intent to participate in the planning process by June 30, 1998. Therefore, it is important that I be notified, by return letter at your earliest convenience, of Ocoee's desired option and the name of the jurisdiction's representative to the Steering Committee. If we do not receive your reply by June 20, it will be necessary to assume that your municipality has elected not to participate. Thank you for your attention to this matter, and I look forward to your reply. Sincerely, Robert L. Lemley, CEM Executive Director RLL/bcd DeveLo/pncic*2 p 04,a4Aise Cot4440 tozat H4tL'4 sualecop Initial Meeting of Interim Steering Committee June 10, 1998 "Options for Municipal Participation in Strategy Development" Copy of Discussion Slides Presentation by: emergency response planning & management, inc. p.o. box 7065 princeton, n.j. 08543 609-466-3566 WHAT IS A "LOCAL MITIGATION STRATEGY?" Pre-Disaster. "Identification of structural and non-structural actions by the public and private to lower the human and economic costs of disasters .-• L- II T& N - ' N4e441,e4, ir Post-Disaster: "Identification of actions to Facilitate the rapid recovery and careful redevelopment of the impacted community" Co444,11, M. fsevU,04., StleAleo, D€v€,a Initial Meeting of Interim Steering Committee, June10, 1998 KEY FEATURES OF FLORIDA's MITIGATION STRATEGY PROGRAM Elf Objective is to have a "single, unified" strategy for each county in Florida Er Based on a cooperative effort of counties, municipalities and the private sector State has made funding available to all public participants El County enters into contract with the State, and sub-contracts with participating municipalities El Approach to county-municipal agreements is flexible 2 Time frame is May 1 , 1998 to August 31 , 1999 El Contracts/subcontracts have specific efforts that must be undertaken and work products to be delivered in each of four reporting periods 0444Nie Ca M• 4N, Devetzfm.Ke44 Initial Meeting of Interim Steering Committee, June10, 1998 THE FUNDAMENTAL ELEMENTS OF THE STATE's REQUIREMENTS The Process The Products Governmental "Guiding Coordination Principles" :::Thi ::•. : :: Hazardyp Publi• /de 1 tification : : ility Particip - : :..: :.10 �-- ;..::. essmen t 0 N ..x..f.::.:::::::::.:::::::::.:::::i::::::. -::.::-:pr Evaluation an Mitigation • Enhancement .. .. Initiatives O4 4% e cotoe zy M. . Staep Deveii4.1 Initial Meeting of Interim Steering Committee, June10, 1998 KEY ISSUES IN MUNICIPAL PARTICIPATION IN MITIGATION STRATEGY DEVELOPMENT © Must have a single, unified county- wide mitigation strategy meeting state guidelines, F:3 Municipalities' allocation is likely to be too little to independently develop a mitigation strategy in accord with state guidelines Ea "Pooling" of available funding is most likely way to effectively support development of a single, county-wide mitigation strategy F13 State policies allow flexibility in allocation of funding between county and municipalities 0444‘ie Co�449, Devetofritt-e44 Initial Meeting of Interim Steering Committee, June10, 1998 THE FUNDING OPTIONS FOR ORANGE COUNTY MUNICIPALITIES IN STRATEGY DEVELOPMENT 1] Municipality elects not to participate: • County can retain 50% of intended allocation for vulnerability analysis 2] Municipality elects to participate: County receives additional 10% of total municipal allocation amount for each participating municipality Option 1: Municipality joins County with project staff conducting work tasks • Municipality's funding is pooled with others to support single, coordinated effort by project staff • Project staff conducts technical analysis, document preparation and other tasks to prepared strategy Option 2: Municipality develops separate but consistent local mitigation strategy with own staff and resources • Municipality receives 100% of its allocation • Municipality maintains liaison with Orange County Steering Committee • Municipality completes all work tasks and planning process elements required by State guidance 0444-tie C044441 M. DeveizionKe44 Initial Meeting of Interim Steering Committee, June10, 1998 THE MUNICIPAL DUTIES ASSOCIATED WITH OPTION 1 Option One: Pooling of funding and project staff performs functions. Municipality does only the following: ✓ Appoints representative to Steering Committee ✓ Representative participates in meetings ✓ Municipality makes information available to project staff ✓ Municipality reviews documents and provides comments Benefits: • Project staff completes work tasks on behalf of municipality • Municipality obtains its portion of the mitigation strategy Co0)144..ie Cott441 M. +, SUateo, DevetAVAKentl Initial Meeting of Interim Steering Committee, June10, 1998 THE MUNICIPAL DUTIES ASSOCIATED WITH OPTION 2 Slide 1 of 2 Option 2: Municipality receives 100% of its allocation and uses its own staff to: • Complete all duties of Option 1 -- Assign liaison to Steering Committee to participate in meetings and review reports, as needed, • Separately undertake the following duties in accord with state guidelines: E> Establish public - private municipal planning committee Provide minutes of all meetings * Prepare listing of municipal agencies and mitigation services and identify private sector interests * Prepare a written vulnerability assessment identifying natural, technological and societal hazards threatening the community, the mode of vulnerability and the risk of exposure c> Identify the vulnerability of designated critical facilities 1* Obtain county approval of vulnerability assessment 0444tise CADfri,a.tisaU04‘, cliteae0, Deve ,o Initial Meeting of Interim Steering Committee, June10, 1998 THE MUNICIPAL DUTIES ASSOCIATED WITH OPTION 2 Slide 2 of 2 Municipal duties, continued: E> Use the results of the vulnerability assessment to identify feasible structural and non-structural mitigation initiatives Develop and use an objective scheme to prioritize initiatives; List prioritized initiatives 1* Identify funding sources for initiatives 1* Prepare a draft mitigation strategy for County approval 1* Response to questions and make changes in strategy r* Prepare final strategy Benefits: Receipt of 100% of state's allocation 0 Cawaty, gitettewM. DevetoonKe44 Initial Meeting of Interim Steering Committee, June10, 1998 THE NEXT STEPS IN ARRANGING FOR MUNICIPAL PARTICIPATION County will: • Request participation in mitigation strategy program through a subcontract • Request each municipality to select an option • Provide subcontract for signature Municipalities would: • Select option for participation • Designate a representative to the Steering Committee • Select option for participation and sign subcontract Deadline for Selection of Option is June 30, 1998 by: Submitting a letter of intent to select an option, or 4 Executing one of the subcontracts 04mtie Cot444y, KitiiseAUD4A, StuAleitt Devetzip4h€44 Initial Meeting of Interim Steering Committee, June10, 1998