Emergency Management Fiscal Year 2018 Budget Presentation Copyright 2014
City of Dubuque Public Hearings # 1.
ITEM TITLE: Emergency Management Fiscal Year 2018 Budget
Presentation
SUMMARY:
SUGGESTED DISPOSITION:
ATTACHMENTS:
Description Type
Recommended FY18 Emergency Management OP Supporting Documentation
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EMERGENCY MANAGEMENT
FY 2016 FY 2017 FY 2018 % Change From
Actual Budget Requested FY 2017 Budget
Dubuque County Emergency Management Budget(DCEM)
Expenditures
Employee Expense 92,956 97,752 97,565 (0.2)%
Supplies and Services 70,203 89,050 90,810 2.0 %
HAZMAT Expense 4,660 200,000 200,000 - %
Machinery and Equipment 14,097 3,000 3,000 - %
Total DCEM Expenditures 181,916 389,802 391,375 0.4 %
Revenues
Resources (Misc/Cash Bal) 75,016 70,951 53,555 (24.5)%
Resources (Federal) 39,000 39,000 39,000 -
HAZMAT 4,875 200,000 200,000 -
County Contribution 53,406 53,406 53,406 -
City Property Tax Support 80,000 80,000 80,000 - %
Total DCEM Resources 252,297 443,357 425,961 (3.9)%
Available Cash Balance 70,951 53,555 34,586 (35.4)%
Emergency Management Fund Balance
Available Balance July 1, 2016 $ 70,951
Estimated Fiscal Year 2017 Drawdown/Addition for Operating Budget (17,396)
Balance July 1, 2017 ($17,000 Designated) $ 53,555
Estimated Fiscal Year 2018 Drawdown/Addition for Operating Budget (18,969)
= approximately 10% Working
Balance July 1, 2018 ($24,000 Designated) Cash Balance $ 34,586
Significant Line Items
Property Tax Support
1. Property tax support is unchanged in FY 2018.
2. HAZMAT expense remains at $200,000 in FY 2018 and is offset by HAZMAT reimbursement
revenue of$200,000. This will allow the Dubuque County Emergency Management Agency
Commission to recover costs for all agencies involved in a hazardous materials incident in the
county. The Emergency Management Agency per Dubuque County code of ordinances will
gather all agencies costs for response and then will invoice the responsible party. Once paid,
the Commission will deposit the check and then reimburse all fire, EMS, Hazmat Teams, cities
and Emergency Management Agency for their costs of response. The HAZMAT budget gives
the Emergency Management Agency the spending authority in the event of a major event or
multiple events.
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Revenue
3. Federal funding is anticipated to be unchanged at $39,000 in FY 2018, which amounts to 20.4%
of the total budget excluding HAZMAT of$200,000 for FY 2018. In FY 2017, the federal share
supported 20.5% of the total budget excluding HAZMAT of$200,000.
4. The City's participation of$80,000 is unchanged from FY 2017 and reflects 41.8% of the total
budget excluding HAZMAT of$200,000 in FY 2018 as opposed to 42.1% of the total budget
excluding HAZMAT of$200,000 in FY 2017.
5. The County share of$53,406 is unchanged and reflects 27.9% of the total budget excluding
HAZMAT of$200,000 in FY 2018 as opposed to 28.1% of the total budget excluding HAZMAT of
$200,000 in FY 2017.
6. Cash balances of$17,396 are being used in the FY 2018 operating budget. The goal is to keep
the working cash balance at approximately 10% of their annual operating budget (excluding the
designated balance of$24,000). The City and County agreed to this approach and the
minimum balance to be maintained in the Emergency Management Fund.
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EMERGENCY MANAGEMENT
Through an all hazards approach, we utilize resilience as the capacity of our local jurisdictions
to plan and prepare for, respond to, and recover from disasters in a coordinated response.
Emergency
Management
Commission
Dubuque County 1
& Cities within City of Dubuque
Dubuque Co
Emergency
Management
Agency
SUCCESS IS ABOUT PLANNING, PARTNERSHIPS AND PEOPLE
LEADING TO OUTCOMES
PLANNING
The Emergency Management Director
leads a planning process that contains
stakeholders from the City of Dubuque,
Dubuque County and local organizations
PEOPLE to maintain a comprehensive emergency
The Emergency Management management plan.
Director is an Iowa Certified
Emergency Manager (CEM) and
exceeds the minimum standards
nd EMERGENCY /_
as set in Iowa Code a
Administrative Rule. MANAGEMENT
i DUBUQUE COUNTY
PARTNERSHIPS
The Emergency Management Agency works with the
City of Dubuque, Dubuque County and its other cities,
fire departments, police departments, sheriff's office,
emergency medical services, area non-profit
organizations active in disaster, public health, hospitals,
schools and businesses to have a coordinated planning
process and exercise schedule to prepare for disasters.
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EMERGENCY MANAGEMENT
Resources and Property Tax Support
$250,000
$200,000
$150,000
$100,000
$50,000 ■ .
$0
Cash Balance Federal HAZMAT County Contribution Property Tax Support
FY 2016 FY 2017 FY 2018
The Emergency Management Agency will gather agency costs for response to a disaster and then will
invoice the responsible party. The HAZMAT budget gives the Emergency Management Agency the
spending authority in a major event or multiple events.
Expenditures by Category by Fiscal Year
$92,956
Employee Expense $97,752
$97,565
$70,203
Supplies and Services $89,050
$90,810
$4,660
HAZMAT Expense $200,000
$200,000
I. $14,097
Machinery and Equipment $3,000
I $3,000
$0 $50,000 $100,000 $150,000 $200,000 $250,000 $300,000
FY 2016 FY 2017 U FY 2018
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EMERGENCY MANAGEMENT
Overview
Emergency Management provides a comprehensive emergency management program that
includes planning, response, recovery and mitigation from natural and human made disasters.
With a focus of building a resilient community, the emergency management director
coordinates emergency preparedness training, national incident management training and
disaster recovery training to cities, staff, emergency responders and citizens.
Emergency Management is the managerial function charged with creating the framework
within which communities reduce vulnerability to hazards and cope with disasters.
Through all hazards training and preparedness our municipalities and public safety agencies
will be able to respond in a coordinated and efficient manner to lessen the losses of our
citizens and to assist them in recovering from events.
Disaster Trainings Coordinated:
• Senior Officials Workshop
• Annual Hazardous Materials Operations Class
• Annual National Incident Management System (NIMS) classes
• Incident Command Classes for EMS and Emergency Responders
• Hazard Mitigation Planning for local officials
• Public Information Officer Classes
• Communications Unit Leader Training (COM-L)
Grants Administered:
• Iowa Department of Public Health Bureau of EMS training and preparedness grant
• Regional Homeland Security Preparedness and Training Grants
• Local Emergency Planning Committee Grants
• Dubuque Racing Association grant for the Emergency Responder Training Facility
• Assistance to Firefighters Grant for the communications systems upgrade
• Emergency Management Performance Grant which is a pass through performance grant
tied to planning, preparedness, mitigation, response and recovery.
Highlights of the Past Year
• The review, update and revision and ultimately state approval of our Comprehensive
Emergency Management Plan maintaining compliance with state and federal
regulations.
• Functional severe weather notification exercise with all cities participating with their
outdoor warning sirens, visits to vulnerable population centers and emergency
responder radios.
• City of Dubuque tabletop emergency operations center (EOC) exercise
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EMERGENCY MANAGEMENT
Future Initiatives
• Planning, conducting and evaluating multiple tabletop and functional exercises at the
EOC which will incorporate the requirements for many local entities and organizations.
• Disaster preparedness outreach is a priority and welcoming the technological advances
for warning and coordination.
• Continue to work with city staff on committees that include EOC activation policies, city
disaster exercise planning, water main break, levee preparedness and civil unrest.
• Participate and continue to develop the Dubuque Community Awareness and
Emergency Response (CAER) group which conducts training and obtains equipment
which is readily available to respond to hazardous materials emergencies along the
Mississippi River. This group will focus on limiting damage and maintaining
environmental integrity of the community aligning directly with the Sustainable Dubuque
goals.
• Implement a plan to upgrade our public safety 911 radio system to meet current federal
communications standards. The system will provide interoperability with our mutual aid
partners who can be called to assist us in a disaster.
• Work toward becoming a National Weather Service Storm Ready Community, which
through an all hazards approach we build a resilience to prepare for major events that
can affect the city.
• Begin the planning grant process to update our Multi-Jurisdictional Hazard Mitigation
Plan which is a FEMA approved plan that ties directly to current and future mitigation
projects to lessen the impacts of flooding on citizens and businesses.
Performance Measures
Emergency Management -Activity Statement
Plan and prepare for, respond to, and recover from natural and human made disasters in a coordinated
response utilizing our local government and agency resources.
Goal: Financially Responsible & High Performance Organization `1
Outcome #1: Maintain an adequate level of disaster preparedness that meets State and
Federal planning requirements and minimizes the impact of natural of human made
disasters by continuing to maintain the Dubuque County Comprehensive Emergency
Plan.
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EMERGENCY MANAGEMENT
Citizen Impact: Maintaining compliance ensures that all financial recovery grants and loans are
available to qualifying disaster victims and municipalities.
In 2015 the comprehensive emergency management plan conversion to emergency support
functions completed a five year transition plan. The plan was approved by the State of Iowa
Homeland Security and Emergency Management Division which in turn allows local
government and public safety agencies eligible for federal disaster and emergency
preparedness grants and funding. The annual requirement includes submission of 20% of the
plan annually so that every five years the entire plan is updated.
Preparedness plans reviewed and updated annually include:
1. Dubuque City/County Severe Weather Plan - includes key information and warning
policies and procedures to warn citizens of impending threatening weather.
2. Winter Storm Plan - provides guidance in restoring emergency services, maintaining
emergency routes to hospitals and other critical infrastructure.
3. Excessive Temperature Plan (In cooperation with City Health Services). This is key to
opening cooling centers and providing critical information to residents who need
assistance during these events.
4. Multi-Jurisdictional Hazard Mitigation Plan -This plan provides guidance to local
governments of projects and other ideas that can be implemented that will lessen the
effect of disasters to the general public and will lessen the effect of a disaster.
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City of Dubuque Tabletop Disaster Exercise-March 2016
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EMERGENCY MANAGEMENT
Preparedness Activities include:
• Assisting the City of Dubuque Fire Department with the maintenance of the outdoor
emergency warning system and conducting regular tests of the system throughout the
City and County.
• Testing and operating the local Cable TV over ride system in the event of a local
emergency or event affecting the City of Dubuque and Dubuque County
• Providing twenty-four coverage of storm warning and operations at the Emergency
Operations Center through a coordinated effort by the staff of the City and County.
Outcome #2: Maintain a working relationship between all City Governments, County
Government and public safety agencies to provide a uniform emergency response to
reduce the impact of disasters to individuals and minimize damage to property.
All disasters start at the local level and they also conclude at the local level. Itis imperative that the
county and cities provide mutual aid assistance to one another to start the immediate response to a
major event.
• To provide coordination activities and resources to local municipalities, emergency response
agencies and other disaster response partners to provide a holistic approach to responding to
disasters.
- The Emergency Operations Center(EOC) includes a key group of command staff that assemble
early to assess the approaching weather system, severity and prepare for the impacts. The group
can expand or contract as indicated by the event. The key EOC staff include the emergency
management director, fire chief, law enforcement and volunteers who respond to provide assistance
in the EOC. City staff have radio capabilities to communicate vital information to the EOC and to
receive updates from the EOC. This provides early asset deployment to citizen's request for
assistance and provides early notification of impending events to the community.
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Train Derailment in Dubuque County 2015
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EMERGENCY MANAGEMENT
The key to successful working relationships during a disaster includes:
• The planning process of developing response and mitigation plans. This ensures our
stakeholders are familiar with the other entities they will work with and also they have a
familiarity of the plans.
• Providing training to local emergency responders and staff that respond to
emergencies.
• Maintaining a great working relationship with our partners in neighboring jurisdictions,
regional EMA's, the state and also FEMA.
• Exercising plans and conducting tabletop, functional and full scale exercises with
community members.
• Emergency management provides the conduit to request outside mutual aid disaster
assistance from other regional municipalities and counties through the Iowa Mutual Aid
Compact. This will provide us assistance with personnel and equipment to help us
respond to and recover from disasters.
Resilient communities minimize any disaster's disruption to everyday life and their local economies.
Resilient communities are not only prepared to help prevent or minimize the loss or damage to life,
property, and the environment, but they also have the ability to quickly return citizens to work, reopen
businesses, and restore other essential services needed for a full and timely economic recovery.
Outcome #3: Actively promote Emergency Management activities to ensure citizens are
prepared for unforeseen disasters and promote an atmosphere of personal security.
The emergency management director participates in educating the citizens for emergency
preparedness activities and talks to schools, groups, organizations and citizens to provide information
to help them prepare their emergency plans.
When a local disaster exceeds the response and recovery capabilities of the local and state
governments, federal aid can be requested by the Governor and awarded through a
Presidential Disaster Declaration.
As you can see from the chart, there have been local disasters that qualified for a Presidential
Declaration. The information in the chart below shows the total dollar amount of public
assistance damages for all governmental entities and non-profits for each of the presidential
disasters since 2001. By having a compliant comprehensive emergency management agency,
local jurisdictions are eligible for disaster recovery assistance from the State of Iowa and
FEMA.
aooao03 .- —
6,000,000
4,003,003 - 0 Public Assistance
_ Damages from recent
L003,0 Presidentially declared
o ,may— disasters
2001 2002 2004 2008 2010 2011
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Recommended Operating Revenue Budget - Department Total
15-DISASTER SERVICES
FY15 Actual FY16 Actual FY17 Adopted FY18 Recomm'd
Fund Account Account Title Revenue Revenue Budget Budget
100 53620 REIMBURSEMENTS-GENERAL 996 1,558 0 1,524
53-MISCELLANEOUS 996 1,558 0 1,524
15-DISASTER SERVICES TOTAL 996 1,558 0 1,524
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Recommended Operating Expenditure Budget - Department Total
15-DISASTER SERVICES
FY15 Actual FY16 Actual FY17 Adopted FY 18 Recomm'd
Fund Account Account Title Expense Expense Budget Budget
100 62421 TELEPHONE 1,423 1,220 0 1,044
100 62436 RENTAL OF SPACE 360 480 0 480
100 62761 PAY TO OTHER AGENCY 80,000 80,000 80,000 80,000
62-SUPPLIES AND SERVICES 81,783 81,700 80,000 81,524
15-DISASTER SERVICES TOTAL 81,783 81,700 80,000 81,524
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Recommended Expenditure Budget Report by Activity & Funding Source
15-DISASTER SERVICES
DISASTER SERVICES -15100
FUNDING SOURCE: GENERAL
Account FY16 Actual Expense FY17 Adopted Budget FY18 Recomm'd Budget
SUPPLIES AND SERVICES 81,700 80,000 81,524
DISASTER SERVICES 81,700 80,000 81,524
DISASTER SERVICES TOTAL $81,700.28 $80,000.00 $81,524.00
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Dubuque County
Emergency Management Commission
City of Dubuque FY18 Budget
Presentation
February 23, 2017
Thomas I. Berger, EMA Coordinator
Dubuque County Emergency Management
FY18 Budget Presentation
Emergency Management Commission
•Established in Iowa Code 29C
•Board of Supervisors
•Mayor of each Community
•Sheriff
Dubuque County Emergency Management
FY18 Budget Presentation
Dubuque County Emergency Management
Commission
Through partnerships and collaboration we continue
to build resiliency for our communities by planning
for, responding to, mitigating and recovering from
disasters utilizing a coordinated approach with the
resources provided.
Dubuque County Emergency Management
FY18 Budget Presentation
Prior Accomplishments
Maintained National Incident Management System
(NIMS)compliance
Completed annual updates to Comprehensive
Emergency Management Plan
Completed tabletop exercise for Emergency
Operations Center (EOC) activation
Update numerous plans and policies for response to
emergencies and disasters
Dubuque County Emergency Management
FY18 Budget Presentation
Prior Accomplishments
•Exceeded required planning, training and exercise
requirements
•Update of AV Equipment at EOC through a health
preparedness grant
•Administered the Local Emergency Planning
Committee grant, EMS training grant, DRA grant
for training center and federal Emergency
Management Planning Grant
Dubuque County Emergency Management
FY18 Budget Presentation
Classes Sponsored FY2016-17
•Social Media Class for Disaster Response
•Hazardous Materials Operations Class
•Management of Spontaneous Volunteers in
Disasters
•Incident Command Classes
Dubuque County Emergency Management
FY18 Budget Presentation
Emergency Management Revenues
$0
$10,000
$20,000
$30,000
$40,000
$50,000
$60,000
$70,000
$80,000
$90,000
FY10 FY11 FY12 FY13 FY14 FY15 FY16 FY17 FY18
Federal
City
County
Dubuque County Emergency Management
FY18 Budget Presentation
Emergency Management Funding Package
•Federal EMPG grant of $39,000. Pass through is
capped by the state
•City of Dubuque -$80,000
•Dubuque County -$53,406
•Remaining balance of 10% of expenses
•Reserve funds -$10,000 vehicle and $7,000
Computer
Dubuque County Emergency Management
FY18 Budget Presentation
Dubuque Presidential Declared Disasters
•Disasters 1965-1998
–1965 Floods
–1969 Floods (2)
–1972 Floods
–1972 Winter
–1973 Floods
–1974 Floods
–1993 Floods
8 DISASTERS
•Disasters 1999-2017
–1999 Floods
–2001 Floods
–2002 Floods
–2004 Floods
–2008 Floods
–2010 Floods
–2011 Floods
7 DISASTERS
Dubuque County Emergency Management
FY18 Budget Presentation
Future Initiatives
Disaster Mitigation Act of 2000 (DMA 2K)
•Requires local governments to adopt a natural hazard mitigation plan to maintain eligibility for FEMA mitigation funds.
•Plan must be updated and approved by FEMA every 5 years.
•This is an update to the existing 2013 Dubuque County Multi-jurisdictional Hazard Mitigation Plan. Approved on 5/7/2013
Disaster/
Destruction
RebuildingDisaster/
Destruction
Rebuilding
Break the
Cycle!
Dubuque County Emergency Management
FY18 Budget Presentation
9 Tasks to Complete the Plan Update
•Task 1: Determine the Planning Area and Resources
•Task 2: Build the Planning Team
•Task 3: Create an Outreach Strategy
•Task 4: Review Community Capabilities
•Task 5: Conduct a Risk Assessment
•Task 6: Develop a Mitigation Strategy
•Task 7: Review and Adopt the Plan
•Task 8: Keep the Plan Current
•Task 9: Create a Safe and Resilient Community
Dubuque County Emergency Management
FY18 Budget Presentation
Planning Area: Multi-Jurisdictional Plan
Participating Jurisdictions
Task 1: Determine the Planning Area
Local Governments
•Unincorporated County
•Asbury
•Balltown
•Bankston
•Bernard
•Cascade
•Centralia
•Dubuque
•Durango
•Dyersville
•Epworth
•Farley
Local Governments Contd.
•Graf
•Holy Cross
•Luxemburg
•New Vienna
•Peosta
•Rickardsville
•Sageville
•Sherrill
•Worthington
•Zwingle
Public School Districts
•Dubuque
•Western Dubuque
Dubuque County Emergency Management
FY18 Budget Presentation
Future Initiatives
•Continue to enhance the training and deployment
of the EOC for city and county events
•Update of required Emergency Support Functions
of the Comprehensive EMA Plan
•Reorganization of the Dubuque Area Community
Organizations Active in Disaster (COAD)
•Complete the NOAA Storm Ready Community
Initiative
Dubuque County Emergency Management
FY18 Budget Presentation
Future Initiatives
•Migration of the current public safety radio system
to the P25 700 MHz radio system
•Continue to develop the Community Awareness
and Emergency Response (CAER) group
•Annual review and revision of EMA plans
Dubuque County Emergency Management
FY18 Budget Presentation
Severe Weather Spotter Class
•National Weather Service will conduct annual
Severe Weather Awareness Class on Tuesday,
March 28th, 2017 at the Dubuque County
Emergency Responder Training Facility at 6:30
p.m.
Dubuque County Emergency Management
FY18 Budget Presentation
Statewide Tornado Drill
•Iowa Severe Weather Awareness week is March
27th through March 31st
•Statewide Tornado Drill, Wednesday, March 29th
–Test Tornado Watch at 10:00 am
–Test Tornado Drill at 10:30 am
•Back up dates of March 30th and 31st if needed
Dubuque County Emergency Management
FY18 Budget Presentation
Thank you and Questions