Emergency Management FY2020 Budget PresentationCopyrighted
February 25, 2019
City of Dubuque Public Hearings # 1.
ITEM TITLE:
SUMMARY:
SUGGESTED DISPOSITION:
Emergency Management FY2020 Budget Presentation
ATTACHMENTS:
Description
Emergency Management FY2020 Budget Outline
Type
Supporting Documentation
Emergency
Management
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EMERGENCY MANAGEMENT
FY 2018
Actual
Dubuque County Emergency Management Budget (DCEM)
Expenditures
Employee Expense
Supplies and Services
HAZMAT Expense
Machinery and Equipment
FY 2019
Budget
FY 2020 % Change From
Requested FY 2019 Budget
100,490 102,357 105,350
62,525 91,639 94,150
13,626 200,000 200,000
5,116 5,500 20,500
2.9 %
2.7 %
- %
272.7 %
Total DCEM Expenditures 5.1 %
Revenues
Resources (Miscellaneous / Cash Balance) 73,067 78,512 51,422 (34.5)%
Resources (Federal) 39,000 39,000 39,000
HAZMAT 14,796 200,000 200,000
County Contribution 53,406 53,406 69,600
City Property Tax Support 80,000 80,000 104,400
Total DCEM Resources 260,269 450,918 464,422 3.0 %
181,757 399,496 420,000
- %
- %
30.3 %
30.5 %
Available Cash Balance 78,512 51,422 44,422 (13.6)%
Working Cash Balance % 46.70% 25.78% 20.19%
Emergency Management Fund Balance
Available Balance July 1, 2018
Estimated Fiscal Year 2019 Draw Down/Addition
Balance July 1, 2019 ($20,000 Designated)
Estimated Fiscal Year 2020 Draw Down/Addition
Balance July 1, 2020 ($7,500 Designated)
for Operating
for Operating
$ 78,512
Budget (27,090)
$ 51,422
Budget (7,000)
20% Working Cash Balance
is $44,000 $ 44,422
Significant Line Items
Property Tax Support
Property tax support increased from 80,000 in FY 2019 to 104,400 in FY 2020. This increase is
due to replacing a vehicle and increasing the working cash balance to 20%.
HAZMAT expense remains at $200,000 in FY 2020 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
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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.
Machinery and Equipment
3. In FY 2020, a vehicle is being replaced ($20,000) and office equipment ($500).
Revenue
4. Federal funding is anticipated to be unchanged at $39,000 in FY 2020, which amounts to 17.7%
of the total budget excluding HAZMAT of $200,000 for FY 2020. In FY 2019, the federal share
supported 19.5% of the total budget excluding HAZMAT of $200,000.
5. The City's participation of $104,400 is increased from FY 2019 participation of $80,000 and
reflects 57.7% of the total budget excluding HAZMAT of $200,000 and Federal funding of
$39,000 in FY 2020 as opposed to 49.8% of the total budget excluding HAZMAT of $200,000
and Federal Funding of $39,000 in FY 2019.
6. The County share of $69,600 is increased from FY 2019 share of $53,406 and reflects 38.5% of
the total budget excluding HAZMAT of $200,000 and Federal funding of $39,000 in FY 2020 as
opposed to 33.3% of the total budget excluding HAZMAT of $200,000 and Federal Funding of
$39,000 in FY 2019.
7. Cash balances of $27,090 are being used in the FY 2020 operating budget. The goal is to keep
the working cash balance at approximately 20% of the annual operating budget excluding
HAZMAT expenses which are reimbursed. In FY 2020, the working cash balance is $44,422
which is 20% of the annual operating budget. 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.
It is expected that both the City and County contribution will decrease in FY 2021 after the 20%
working reserve balance is reestablished in FY 2020.
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EMERGENCY MANAGEMENT
Through an all hazards approach, resilience is the basis for capacity of local jurisdictions to
plan, prepare for, respond to, and recover from disasters in a coordinated response.
Dubuque County
& Cities within
Dubuque Co
Emergency
Management
Commission
Emergency
Management
Agency
City of Duouque
SUCCESS IS ABOUT PLANNING, PARTNERSHIPS AND PEOPLE
LEADING TO OUTCOMES
PEOPLE
The Emergency Management
Director is an Iowa Certified
Emergency Manager (CEM) and
exceeds the minimum standards
as set in Iowa Code and
Administrative Rule.
PLANNING
The Emergency Management Director
leads a planning process that contains
stakeholders from the City of Dubuque,
Dubuque County and local organizations
to maintain a comprehensive emergency
management plan.
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EMERGENCY
MANAGEMENT
DUBUQUE COUNTY
PARTNERSHIPS
The Emergency Management Agency works with the
City of Dubuque, Dubuque County and its other cities,
fire departments, police departments, sheriffs 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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$250,000
$200,000
$150,000
$100,000
$50,000
$0
EMERGENCY MANAGEMENT
Resources and Property Tax Support
IMM
Cash Balance Federal HAZMAT County Contribution Property Tax Support
FY 2018
FY 2019 FY 2020
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
Employee Expense
Supplies and Services
HAZMAT Expense
Machinery and Equipment
• $13,626
$100,490
$102,357
$105,350
$62,525
$91,639
$94,150
1 $5,116
$5,500
_ $20,500
$200,000
$200,000
$0 $50,000 $100,000 $150,000 $200,000 $250,000 $300,000
• FY 2018 FY 2019 • FY 2020
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EMERGENCY MANAGEMENT
Overview
Emergency Management provides a comprehensive emergency management program that
includes planning, training, 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 for 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
are able to respond in a coordinated and efficient manner to lessen the losses of our citizens
and to assist them in recovering from events.
Past Disaster Trainings Coordinated and Sponsored:
• 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 Grant for the 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.
City of Dubuque Tabletop Disaster Exercise - April 2018
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EMERGENCY MANAGEMENT
Highlights of the Past Year
• The required Emergency Support Functions (ESFs) of our Comprehensive Emergency
Management Plan were reviewed, updated, revised and ultimately received state
approval 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 simulating
Mississippi River flooding
• Submission of the update of the Multi -jurisdictional Dubuque County Hazard Mitigation
Plan to the State of Iowa. The plan was approved at the state level and is awaiting
approval from FEMA.
• Collaboration with schools and universities for emergency planning including lock down
and evacuation drills.
Future Initiatives
• Continue planning, conducting and evaluating tabletop and functional exercises at the
EOC, which will incorporate the requirements for many local entities and organizations.
Prepare for the triennial Dubuque Regional Airport full scale mass casualty exercise to test
the readiness and response of our public safety agencies.
• Promotion of the emergency notification systems available to citizens and to promote a
whole community preparedness plan for response to disasters. Enhance citizen safety
through education and public outreach.
• 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.
Anhydrous Ammonia Tank Hazardous Materials Incident - Novetnbeer 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 A
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.
The comprehensive emergency management plan is updated annually and approved by the
Iowa Department of Homeland Security and Emergency Management. The plan 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.
City of Dubuque Tabletop Disaster Exercise -April 2098
Preparedness Activities include:
• Assisting the City of Dubuque Fire Department and the Emergency Communications
Center 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.
Maintenance of the CodeRed Emergency Notification System.
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.
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EMERGENCY MANAGEMENT
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.
- 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.
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EMERGENCY MANAGEMENT
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.
0
Public Assistance Damages from Recent Presidentially
Declared Disasters
$2,211,666
$7,769,704
$255,700 $497,159
$4,333,582
$892,668
$436,170
2001 2002 2004 2008 2010 2011 2017
Year
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Recommended Operating Revenue Budget - Department Total
15 - DISASTER SERVICES
Fund
Account
Account Title
FY17 Actual
Revenue
FY18 Actual
Revenue
FY19 Adopted
Budget
FY20 Recomm'd
Budget
100 53620 REIMBURSEMENTS -GENERAL
1,656
2,281
1,656
2,281
53 - MISCELLANEOUS
1,656
2,281
1,656
2,281
15 - DISASTER SERVICES TOTAL
1,656
2,281
1,656
2,281
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Recommended Operating Expenditure Budget - Department Total
15 - DISASTER SERVICES
FFund
Account
Account Title
FY17 Actual
Expense
FY18 Actual
Expense
FY19 Adopted
Budget
FY 20 Recomm'd
Budget
100 62110
100 62421
100 62436
100 62614
100 62761
COPYING/REPRODUCTION
TELEPHONE
RENTAL OF SPACE
EQUIP MAINT CONTRACT
PAY TO OTHER AGENCY
173
1,135
480
311
80,000
416
1,472
0
798
80,000
173
1,135
480
311
80,000
445
1,472
0
798
104,400
62 - SUPPLIES AND SERVICES
82,098
82,686
82,099
107,115
100
72418
TELEPHONE RELATED
349
0
0
0
71- EQUIPMENT
349
0
0
0
15 - DISASTER SERVICES TOTAL
82,447 82,686
82,099
107,115
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Recommended Expenditure Budget Report by Activity & Funding Source
15 - DISASTER SERVICES
W DISASTER SERVICES - 15100
FUNDING SOURCE: GENERAL
Account FY18 Actual Expense FY19 Adopted Budget FY20 Recomm'd Budget
EQUIPMENT — — —
SUPPLIES AND SERVICES 82,686 82,099 107,115
Mr
DISASTER SERVICES111— Mr1 82,686 82,099
DISASTER SERVICES TOTAL $ 82,685.71 $ 82,099.00 $
107,115
107,115.00
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Dubuque County
Emergency Management Commission
City of Dubuque FY20 Budget
Presentation
February 25th, 2019
Thomas I. Berger, EMA Coordinator
Dubuque County Emergency Management
FY20 Budget Presentation
Emergency Management Commission
•Established in Iowa Code 29C
•Chairperson of the Board of Supervisors
•Mayor of each Community or designee (Fire Chief
Steines)
•County Sheriff
Dubuque County Emergency Management
FY20 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
FY20 Budget Presentation
Prior Accomplishments
Maintained National Incident Management System
(NIMS)compliance
Completed annual updates to Comprehensive
Emergency Management Plan
Designated “Storm Ready”
Dubuque County Emergency Management
FY20 Budget Presentation
•City of Dubuque EOC Tabletop Exercise
•Core EOC planning committee
–Fire Chief Steines, Police Chief Mark Dalsing, Health
Services Specialist Mary Rose Corrigan
Prior Accomplishments
Dubuque County Emergency Management
FY20 Budget Presentation
•BP Pipeline –two day table top exercise
–Exercise design team
–Worst case scenario discharge
–Local response agencies assisted
Prior Accomplishments
Dubuque County Emergency Management
FY20 Budget Presentation
Prior Accomplishments –Storm Response
•Coordinated EOC response to numerous severe
thunderstorms
–October Storms –Flooding
–Three Tornado Warnings
–Seven Severe Thunderstorm Warnings
•Thanks to our spotter network
–Law Enforcement, Fire, Public Works
–Trained Spotters
Dubuque County Emergency Management
FY20 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 1999-2018
–1999 Floods
–2001 Floods
–2002 Floods
–2004 Floods
–2008 Floods
–2010 Floods
–2011 Floods
–2017 Floods
8 DISASTERS
Dubuque County Emergency Management
FY20 Budget Presentation
Federal Public Assistance Requirements
•Local response and mutual aid and resources are
exhausted
•State resources exhausted –request Federal
•County Threshold -$354,008
•State of Iowa Threshold -$4,569,532.50
•Request Joint Preliminary Damage Assessment
with Local, State and FEMA
•Impacts to citizens and municipalities
Dubuque County Emergency Management
FY20 Budget Presentation
•No public thresholds to reach
•Focused on impacts
–Injuries and deaths
–Widespread damage and destruction
–People displaced
•More difficult to get declared and many Iowa
disasters were denied over past years
Individual Assistance -Citizens
Dubuque County Emergency Management
FY20 Budget Presentation
Community Organizations Active in
Disaster (COAD)
•Committee 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
FY20 Budget Presentation
Emergency Management Revenues
$0
$20,000
$40,000
$60,000
$80,000
$100,000
$120,000
FY11 FY12-FY19 FY20
Federal
City
County
Dubuque County Emergency Management
FY20 Budget Presentation
Emergency Management Funding Package
•Federal EMPG grant of $39,000. Pass through is
capped by the state
•City of Dubuque -$104,400
•Dubuque County -$69,600
•Remaining balance of 20% of expenses less
Hazardous Materials Response
•Reserve funds –Vehicle, Computer and Building
Maintenance Costs
Dubuque County Emergency Management
FY20 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
•Dubuque Regional Airport Full Scale Exercise
•Enhance local response plans
Dubuque County Emergency Management
FY20 Budget Presentation
•Dubuque County Radio System upgrade
•System staged
Future Initiatives
Dubuque County Emergency Management
FY20 Budget Presentation
Severe Weather Spotter Class
•National Weather Service will conduct annual
Severe Weather Awareness Class on Tuesday,
March 26th, 2019 at the Dubuque County
Emergency Responder Training Facility at 6:30
p.m.
Dubuque County Emergency Management
FY20 Budget Presentation
Statewide Tornado Drill
•Iowa Severe Weather Awareness week is March
25th through March 29th
•Statewide Tornado Drill, Wednesday, March 27th
–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
FY20 Budget Presentation
Thank you and Questions