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HomeMy WebLinkAboutPlanning Partnership Expectations Achieving DMA Compliance for Hazard Mitigation Plan UpdatePLANNING PARTNER EXPECTATIONS ACHIEVING DMA COMPLIANCE FOR ALL PLANNING PARTNERS One of the goals of the multi-jurisdictional approach to hazard mitigation planning is to achieve compliance with the Disaster Mitigation Act (DMA) for all participating members in the planning effort. DMA compliance must be certified for each member in order to maintain eligibility for the benefits under the DMA. To achieve compliance for all partners, the plan must clearly document how each planning partner that is seeking eligibility from the plan, participated in the plan's development. The best way to do this is to clearly define "participation". For this planning process, "participation" has been defined as addressing the following items: / The Estimated level of effort. It is estimated that the total time commitment to meet these "participation" requirements for a planning partner not participating on the Steering Committee would be approximately 40 hours over the 12 to 14 month period. Approximately sixty percent of this time would be allocated to meeting items F through L described below. / Participate in the process. This means to support the process to the best of your capabilities. This planning process will utilize a Steering Committee that will assume responsibility for many of the planning milestones prescribed for this process. This committee will be representative of the whole. This committee will meet periodically throughout the process and provide direction and guidance to the planning team. Steering Committee meetings are not mandatory meetings for all planning partners. This means that if you are not on the committee, your attendance is not required. However, it is our hope that all planning partners will attempt to remain engaged with this process. This process is anticipated to take 12 to 14 months to complete. It will be easy to become disconnected with the process objectives if you do not participate in some of these meetings to some degree. The planning team will also request support from the partnership during the public involvement phase of the planning process. Support could be in the form of providing venues for public meetings, attending these meetings as meeting participants, providing technical support, etc. / Consistency Review. All planning partners will be asked to identify their capabilities during this process. This capability assessment will require a review of existing documents (plans, studies and ordinances) pertinent to each jurisdiction to identify policies or recommendations that are consistent with those in the "parent" plan or have policies and recommendations that complement the hazard mitigation initiatives selected (i.e.: comp plans, basin plans or hazard specific plans). Planning Partner Expectations Ada County Hazard Mitigation Plan-Update Page 1 of 6 / Action Review. All previous planning partners will be required to perform a review of the strategies from your prior action plan to determine those that have been accomplished and how they were accomplished; and why those that have not been accomplished were not completed. The planning team (Tetra tech and ACCEM) will be available to assist with this task. / Plan must be adopted by each jurisdiction. One of the benefits to multi-jurisdictional planning is the ability to pool resources. This means more than monetary resources. Resources such as staff time, meeting locations, media resources, technical expertise will all need to be utilized to generate a successful plan. In addition, these resources can be pooled such that decisions can be made by a peer group applying to the whole and thus reducing the individual level of effort of each planning partner. This will be accomplished by the formation of a steering committee made up of planning partners and other "stakeholders" within the planning area. The size and makeup of this steering committee will be determined by the planning partnership. This body will assume the decision making responsibilities on behalf of the entire partnership. This will streamline the planning process by reducing the number of meetings that will need to be attended by each planning partner. The assembled Steering Committee for this effort will meet monthly on an as needed basis as determined by the planning team, and will provide guidance and decision making during all phases of the plan's development. With the above participation requirements in mind, each partner will be asked to aid this process by being prepared to develop its section of the plan. To be an eligible planning partner in this effort, each Planning Partner will be asked to provide the following: A. A "Letter of Intent to participate" or Resolution to participate to the Planning Team (see exhibit A). B. Designate a lead point of contact for this effort. This designee will be listed as the hazard mitigation point of contact for your jurisdiction in the plan. C. Approve the Steering Committee. D. If requested, provide support in the form of mailing list, possible meeting space, and public information materials, such as newsletters, newspapers or direct mailed brochures, required to implement the public involvement strategy developed by the Steering Committee. E. Participate in the process. There will be many opportunities as this plan evolves to participate. Opportunities such as: a. Steering Committee meetings b. Public meetings or open houses c. Workshops/ Planning Partner specific training sessions Planning Partner Expectations Ada County Hazard Mitigation Plan-Update Page 2 of 6 d. Public review and comment periods prior to adoption At each and every one of these opportunities, attendance will be recorded. Attendance records will be used to document participation for each planning partner. No thresholds will be established as minimum levels of participation. However, each planning partner should attempt to attend all possible meetings and events. F. There will be one mandatory workshop that all planning partners will be required to attend. This workshop will cover the proper completion of the jurisdictional annex template which is the basis for each partner's jurisdictional chapter in the plan. Failure to have a representative at this workshop will disqualify the planning partner from participation in this effort. The schedule for this workshop will be such that all committed planning partners will be able to attend. G. After participation in the mandatory template workshop, each partner will be required to complete their template and provide it to the planning team in the time frame established by the Steering Committee. Technical assistance in the completion of these templates will be available from the planning team. Failure to complete your template in the required time frame may lead to disqualification from the partnership. H. Each partner will be asked to perform a "consistency review" of all technical studies, plans, ordinances specific to hazards to determine the existence of any not consistent with the same such documents reviewed in the preparation of the County (parent) Plan. For example, if your community has a floodplain management plan that makes recommendations that are not consistent with any of the County's Basin Plans, that plan will need to be reviewed for probable incorporation into the plan for your area. Each partner will be asked to review the Risk Assessment and identify hazards and vulnerabilities specific to its jurisdiction. Contract resources will provide the jurisdiction specific mapping and technical consultation to aid in this task, but the determination of risk and vulnerability will be up to each partner. J. Each partner will be asked to review and determine if the mitigation recommendations chosen in the parent plan will meet the needs of its jurisdiction. Projects within each jurisdiction consistent with the parent plan recommendations will need to be identified and prioritized, and reviewed to determine their benefits vs. costs. K. Each partner will be required to create its own action plan that identifies each project, who will oversee the task, how it will be financed and when it is estimated to occur. L. Each partner will be required to formally adopt the plan. Planning Partner Expectations Ada County Hazard Mitigation Plan-Update Page 3 of 6 Templates and instructions to aid in the compilation of this information will be provided to all committed planning partners. Each partner will be asked to complete their templates in a timely manner and according to the timeline specified by the Steering Committee. ** Note**: Once this plan is completed, and FEMA approval has been determined for each partner, maintaining that eligibility will be dependent upon each partner implementing the plan implementation-maintenance protocol identified in the plan. • Planning Partner Expectations Ada County Hazard Mitigation Plan-Update Page 4 of 6 Exhibit A Example Letter of Intent to Participate Ada City-CountyHazard Mitigation Planning Partnership C/O Rob Flaner, Tetra Tech, Inc. 90 South Blackwood Ave. Eagle, ID 83616 Dear Ada County Planning Partnership, Please be advised that the (insert Ciry or district name) is committed to participating in the update to the Ada County Natural Hazards Mitigation Plan. As the Chief Administrative Official for this jurisdiction, I certify that I will commit all necessary resources in order to meet Partnership expectations as outlined in the "Planning Partners expectations" document provided by the planning team, in order to obtain Disaster Mitigation Act (DMA) compliance for our jurisdiction. Mr./Ms. will be our jurisdiction's point of contact for this process and they can be reached at (insert: address, phone number and a-mail address). Sincerely, Planning Partner Expectations Ada County Hazard Mitigation Plan-Update Page 5 of 6 • • • m ~_ t X W C 0 L ~_ }r V +~+ C U d C ._ C tQ a ~~ ~ ~ o ~ _ N ~ 0 ~? 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