Emergency Management FY19 Budget Presentation Copyrighted
February 22, 2018
City of Dubuque Public Hearings # 1.
ITEM TITLE: Emergency Management FY2019 Budget Presentation
SUMMARY:
SUGGESTED DISPOSITION:
ATTACHMENTS:
Description Type
FY19 Emergency Management Budget Supporting Documentation
Recommendation
Emergency
Management
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EMERGENCY MANAGEMENT
FY 2017 FY 2018 FY 2019 % Change From
Actual Budget Requested FY 2018 Budget
Dubuque County Emergency Management Budget(DCEM)
Expenditures
Employee Expense 98,593 100,690 103,590 2.9 %
Supplies and Services 70,939 85,570 88,150 3.0 %
HAZMAT Expense 7,337 200,000 200,000 - %
Machinery and Equipment 5,574 4,756 4,000 (15.9)%
Total DCEM Expenditures 182,443 391,016 395,740 1.2 %
Revenues
Resources (Miscellaneous/Cash Balance) 70,951 72,569 53,959 (25.6)%
Resources (Federal) 39,000 39,000 39,000 - %
HAZMAT 7,746 200,000 200,000 - %
County Contribution 53,406 53,406 53,406 - %
City Property Tax Support 80,000 80,000 80,000 - %
Total DCEM Resources 251,103 444,975 426,365 (4.2)%
Available Cash Balance 70,951 53,555 34,586 (35.4)%
Emergency Management Fund Balance
Available Balance July 1, 2017 $ 70,951
Estimated Fiscal Year 2018 Draw Down/Addition for Operating Budget (17,396)
Balance July 1, 2018 ($17,000 Designated) $ 53,555
Estimated Fiscal Year 2019 Draw Down/Addition for Operating Budget (18,969)
= approximately 20% Working
Balance July 1, 2019 ($34,586 Designated) Cash Balance $ 34,586
Significant Line Items
Property Tax Support
1. Property tax support is unchanged in FY 2019.
2. HAZMAT expense remains at $200,000 in FY 2019 and is offset by Hazardous Materials
(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,
Emergency Medical Service, Hazardous Material 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 2019, which amounts to 19.9%
of the total budget excluding HAZMAT of$200,000 for FY 2019. In FY 2018, the federal share
supported 20.4% of the total budget excluding HAZMAT of$200,000.
4. The City's participation of$80,000 is unchanged from FY 2018 and reflects 51.0% of the total
budget excluding HAZMAT of$200,000 and Federal funding of$39,000 in FY 2019 as opposed
to 52.6% of the total budget excluding HAZMAT of$200,000 and Federal Funding of$39,000 in
FY 2018.
5. The County share of$53,406 is unchanged and reflects 34.1% of the total budget excluding
HAZMAT of$200,000 and Federal funding of$39,000 in FY 2019 as opposed to 35.1% of the
total budget excluding HAZMAT of$200,000 and Federal Funding of$39,000 in FY 2018.
6. Cash balances of$18,610 are being used in the FY 2019 operating budget. The goal is to keep
the working cash balance at approximately 20% of their annual operating budget (excluding the
designated balance of$24,000). Previously, 10% of working cash balance was kept; however,
the working cash balance was increased to 20% in Fiscal Year 2019 based on Moody's
Investors Service's standard for Aaa rated entities to maintain a 20% cash reserve. 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 I ■ .
$0
Cash Balance Federal HAZMAT County Contribution Property Tax Support
FY 2017 FY 2018 FY 2019
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
$98,593
Employee Expense $100,690
$103,590
$70,939
Supplies and Services $85,570
$88,150
$7,337
HAZMAT Expense $200,000
$200,000
$5,574
Machinery and Equipment $4,756
I $4,000
$0 $50,000 $100,000 $150,000 $200,000 $250,000 $300,000
® FY 2017 FY 2018 U FY 2019
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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
• National Incident Management System (NI MS) 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:
• 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 Grantforthe communications systems upgrade and replacement
of county wide air compressor trailer
• Emergency Management Performance Grant, which is a pass through performance grant
tied to planning, preparedness, mitigation, response and recovery.
1
City of Dubuque Tabletop Disaster Exercise-April 2017
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EMERGENCY MANAGEMENT
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
• Response to major wind storm and flood in July 2017 in which Dubuque and Dubuque
County were designated as a Presidential Disaster Area allowing local governmental
entities to be eligible for reimbursement of storm response.
• Organized a response from the Iowa Conference of the United Methodist Church and
St. Marks Church, Cedar Rapids, to respond with their disaster chainsaw crews and
assist citizens in need of assistance with tree and debris removal.
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
developing and updating plans as necessary.
• 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.
• Serve as the project manager as we design and implement an upgrade to our 911
emergency radio system. The new P25 phase 2 radio system will meet current federal
communications standards. The system will provide interoperability with our mutual aid
partners who we call for assistance in a disaster.
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EMERGENCY MANAGEMENT
• Continue the process to have our Multi-Jurisdictional Hazard Mitigation Plan approved
by FEMA. This plan ties directly to current and future mitigation projects and grant
funding to lessen the impacts of disasters on citizens and businesses.
IMF
Anhydrous Ammonia Tank Hazardous Materials Incident- November 2016
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
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.
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 approved by the State of Iowa
Homeland Security and Emergency Management Division, allows local government and public
safety agencies to be eligible for federal disaster and emergency preparedness grants and
funding. The annual requirement includes submission of 20% of the plan annually. This
ensures a five-year review of the entire plan.
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. Also
includes activation policies on outdoor warning sirens.
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EMERGENCY MANAGEMENT
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 may be implemented to lessen the effect
of disasters to the public and will lessen the effect of a disaster.
s®
_
it* rn AL,
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City of Dubuque Tabletop Disaster Exercise-April 2017
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. It is imperative that the
county and cities provide mutual aid assistance to one another to start the immediate response to a
major event.
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EMERGENCY MANAGEMENT
• 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.
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.
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EMERGENCY MANAGEMENT
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.
:: T
4000,003 - 0 Public Assistance
Damages from recent
L003,003 •
Presidentially declared
0 disasters
2001 2002 2001 2003 2010 2011
Note - Dubuque County was declared a disaster area in 2017, however the current damage
figures are not available as jurisdictions are in the process of submitting all paperwork.
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Recommended Operating Revenue Budget - Department Total
15-DISASTER SERVICES
FY16 Actual FY17 Actual FY18 Adopted FY19 Recomm'd
Fund Account Account Title Revenue Revenue Budget Budget
100 53620 REIMBURSEMENTS-GENERAL 1,558 1,656 1,524 1,656
53-MISCELLANEOUS 1,558 1,656 1,524 1,656
15-DISASTER SERVICES TOTAL 1,558 1,656 1,524 1,656
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Recommended Operating Expenditure Budget - Department Total
15-DISASTER SERVICES
FY16 Actual FY17 Actual FY18 Adopted FY 19 Recomm'd
Fund Account Account Title Expense Expense Budget Budget
100 62,110 COPYING/REPRODUCTION 0 173 0 173
100 62,421 TELEPHONE 1,220 1,135 1,044 1,135
100 62,436 RENTAL OF SPACE 480 480 480 480
100 62,614 EQUIP MAINT CONTRACT 0 311 0 311
100 62,761 PAY TO OTHER AGENCY 80,000 80,000 80,000 80,000
62-SUPPLIES AND SERVICES 81,700 82,099 81,524 82,099
100 72,418 TELEPHONE RELATED 0 349 0 0
71-EQUIPMENT 0 349 0 0
15-DISASTER SERVICES TOTAL 81,700 82,448 81,524 82,099
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Recommended Expenditure Budget Report by Activity & Funding Source
15-DISASTER SERVICES
DISASTER SERVICES - 15100
FUNDING SOURCE: GENERAL
Account FY17 Actual Expense FY18 Adopted Budget FY19 Recomm'd Budget
EQUIPMENT 349
SUPPLIES AND SERVICES 82,098 81,524 82,099
DISASTER SERVICES 82,447 81,524 82,099
DISASTER SERVICES TOTAL $ 82,446.62 $ 81,524.00 $ 82,099.00
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Dubuque County
Emergency Management Commission
City of Dubuque FY19 Budget
Presentation
February 22nd, 2018
Thomas I. Berger, EMA Coordinator
Dubuque County Emergency Management
FY19 Budget Presentation
Emergency Management Commission
•Established in Iowa Code 29C
•Chairperson of the Board of Supervisors
•Mayor of each Community
•County Sheriff
Dubuque County Emergency Management
FY19 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
FY19 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) Power Outage
Grant Administration for LEPC, DRA and EMPG
Iowa Certified Emergency Manager (IACEM)
Dubuque County Emergency Management
FY19 Budget Presentation
Prior Accomplishments –Storm Response
•Coordinated volunteer disaster response to the
2017 July Storms (DR-4334)
–Iowa Conference of the United Methodist Church –
Disaster Response Team (Chainsaw Crew)
–United Way of Dubuque –Volunteers
•Wahlert Football Team
•Assisted 25 residents
Dubuque County Emergency Management
FY19 Budget Presentation
Prior Accomplishments –Storm Ready
•Dubuque County received a Storm Ready
Designation from the National Weather Service
Dubuque County Emergency Management
FY19 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
–2017 Floods
8 DISASTERS
Dubuque County Emergency Management
FY19 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 FY19
Federal
City
County
Dubuque County Emergency Management
FY19 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 20% of expenses
•Reserve funds -$20,000 vehicle and $7,000
Computer for FY19
Dubuque County Emergency Management
FY19 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
FY19 Budget Presentation
Future / Ongoing Initiatives –Community
Organizations Active in Disaster (COAD)
•Committee reorganized and is active
–Community Foundation of Greater Dubuque –Co Chair
–United Way of Dubuque Area Tri-states –Co Chair
•Other Community Organizations
–RSVP, Dubuque VNA, Catholic Charities, DALMC, Dubuque
County Health, City Health Services, Operation New View,
Hillcrest Family Services, ECIA Homeless Advisory Council, IBEW
704 Trades, American Red Cross of Northeast Iowa, Dubuque
Fire, Hospice of Dubuque, SASC, Americorp, Resources Unite,
DACU. And any others interested!
Dubuque County Emergency Management
FY19 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
•City of Dubuque EOC Tabletop Exercise
•Dubuque County Radio System upgrade
Dubuque County Emergency Management
FY19 Budget Presentation
Severe Weather Spotter Class
•National Weather Service will conduct annual
Severe Weather Awareness Class on Tuesday,
March 27th, 2018 at the Dubuque County
Emergency Responder Training Facility at 6:30
p.m.
Dubuque County Emergency Management
FY19 Budget Presentation
Statewide Tornado Drill
•Iowa Severe Weather Awareness week is March
26th through March 30th
•Statewide Tornado Drill, Wednesday, March 28th
–Test Tornado Watch at 10:00 am
–Test Tornado Drill at 10:30 am
•Back up dates of March 29th and 30th if needed
Dubuque County Emergency Management
FY19 Budget Presentation
Thank you and Questions