Hazard Mitigation Plan Pro ECIAMEMORANDUM
December 30, 2002
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:Pre-Disaster Mitigation Plan
Fire Chief Dan Brown is recommending that the City participate in a multi-jurisdictional
project, with the East Central Intergovernmental Association taking the lead, to apply for
a Federal grant to complete the Hazard Mitigation Planning process.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
CITY OF DUBUQUE, IOWA
MEMORANDUM
December 30, 2002
TO: Michael C. Van Milligen, City Manager
FROM: E. Daniel Brown, Fire Chief
SUBJECT: Pro-Disaster Mitigation Plan
The ECIA is proposing to work with Dubuque County, the cities of Dyersville,
Manchester, Maquoketa and the City of Dubuque to develop the Pre-Disaster Mitigation
Plans in compliance with the Disaster Mitigation Act of 2000. The EClA is
recommending that the above government entities commit to joining together for the
development of these plans and ECIA would facilitate. Total project cost would be
$60,000, federal funds of $45,000 and a local match of $15,000. The $15,000 can be
in-kind match by providing city staff time.
I concur with the ECIA proposal and recommend that the City of Dubuque participates
in this project with Dubuque County and the cities of Dyersville, Manchester and
Maquoketa and staff time be committed for the in-kind match.
EDB/jl
EAST CENTRAL INTERGOVERNMENTAL ASSOCIATION
December 23, 2002
City of Dubuque
Atm.: Mr. Michael Van Milligen, City Manager
50 West 13th St.
Dubuque, IA 52001
Suite 200
3999 Pennsylvania Avenue
Dubuque, IA 52002
Dear Mike:
In November the Iowa Emergency Management (IEMD) and ECIA staff held a joint meeting
with staff of Dubuque County and the cities of Dubuque, Dyersville, Manchester amd Maquoketa
to discuss a proposed updated Hazard Mitigation Planning process. This process, known as Pre-
Disaster Mitigation (PDM) is a more refined planning process that developed out of the Disaster
Mitigation Act (DMA) of 2000. This planning should result in a Local Mitigation Plan that will
assist the community in prioritizing of the identified goals of each plan. The IEMD is proposing
that the above communities complete PDM plans as part of a pilot preject across the state to
meet the future plarming compliance with PDM plan requirements. If a presidentlally declared
disaster occurs after November 1, 2003, your existing Hazard Mitigation Plan must be updated to
comply with the PDM planning requirements at that time to receive federal assistance funds for
the disaster.
In addition there were several distinct differences in the enntraeting and funding methods for
PDM planning. First, the PDM plans require a full 25% local match. However, this match may
be cash and/or in-kind in its entirety. Second, IEMD will allow that a single contraCt for the
above five named local governments be executed between IEMD and ECIA. The major
advantage to a single contract is that the match requirement will be a lump sum for the contract
rather than by community. For example, if Dubuque County orthe City of Dubuque have
kind matches above the 25% required, it will be applied to the contract in its entirety while
another community may have less than the 25% in-kind match requirement.
ECIA proposes to work with the five named communities to develop PDM plans in compliance
with the DMA 2000 requirements for a total project cost of $60,000. This fee will consist of
federal funds of $45,000 and local match of $15,000. ECIA proposes that all communities
provide their match as an in-kind match. This match requirement would result in 1,500 hours of
in-kind match time being logged to this project. While that seems like an enormous amount of
time, IEMD offered several ideas to meet this match. For example, one of the IEMD and FEMA
goals is to provide public education on this matter. If a presentation were made to a business
group on PDM planning or a community's plan, the time of the persons in attendance at the
meeting may count as in-kind hours.
· (563) 556-4166 :;:.:.'. '.?:, (800) 942-4648 · .../(57j)_556-0349_ _ ?~.! e__cia@eda.°rg ...... ww~'e5!~'.gr_g
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December 23, 2002
Mr. Michael Van Milligen
Page 2
At this time there are no completed PDM plans available for review. However, we envision that
the final product will include GIS maps with identified structures and values, rough probabilities
of ddsaster events and potential damages, discussion and consideration of existing and proposed
land uses and a prioritized list of plan goals utilizing an 12EIvlD developed planning matrix.
This proposal requires the commitment of your community to the PDM planning process, which
will again require a task force knowledgeable of the community and input of city staffor a cash
match. As noted above, we propose that the entire match be in-kind and have not broken down a
bmtget by individual community. A proposed Scope of Services is attached for your review.
If the City of Dubuque desires to participate in this project, please respond no later than January
7, 2003 to ECIA.
Thank you for your consideration of this proposal. Please feel free to contact me if there is any
question regarding this proposal.
Sincerely,
Mark Schneider
Community Development Director
SCOPE OF SERVICES
Review of Existing Plans
· ECIA staff will review the city/county's existing plans including the following:
· Existing Hazard Mitigation Plans
· Existing/proposed Land Use Plans
Existing/proposed aunexafion plans (formal or informal)
21 Inventory and Assessment of Existing Conditions
ECIA staff will obtain valuations of properties in hazard prone areas and include these in
GIS maps to be developed.
Planning Process
· ECIA staffwill facilitate public meetings to provide an opportunity for the public to
comment on the plan dlaing the draflfing stage.
· ECIA will provide copies of the draft plan to neighboring local governments and others
who may wish to be involved in the planning process.
4. Plan Content
· Documentation of the plalaning process
· Risk assessment to provide information to identify and prioritize mitigation actions to
reduce identified hazards including:
o Description of the type, location, and extent of natural hazards that can affect the
jurisdiction, including previous occurrences and probabilities of future events
o Listing of the types and numbers of existing buildings, infrastructure, and critical
facilities in the identified hazard areas
o Estimate of potential dollar losses to existing structures in the identified hazard areas
· Description of current land uses and trends within the community with mitigation options
to be considered in future land use decisions
· Description of mitigation goals to reduce or avoid long-term vulnerabilities to identified
hazards.
· prioritization of actions to be taken with emphasis on the extent to which benefits are
maximized according to cost benefit review of project and associated costs
5. Plan Maintenance Process · Description of method and schedule for Plan mordtoring, evaluation, and updates
· Description of process to incorporate the Plan into Comprehensive and Capital
Improvement Plans
· Discussion on how Community will continue public participation
6. Documentation of Plan adoption by community
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