Emergency Management FY21 Budget PresentationCopyrighted
March 23, 2020
City of Dubuque Public Hearings # 2.
ITEM TITLE:
SUMMARY:
SUGGESTED DISPOSITION:
Emergency Management FY21 Budget Presentation
ATTACHMENTS:
Description Type
Emergency Management FY21 Policy Budget Outline Supporting Documentation
Presentation Supporting Documentation
Emergency
Management
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EMERGENCY MANAGEMENT
FY 2019 FY 2020 FY 2021 % Change From
Actual Budget Requested FY 2020 Budget
Dubuque County Emergency Management Budget (DCEM)
Expenditures
Employee Expense 102,600 105,350 107,560 2.1 %
Supplies and Services 82,140 94,150 100,280 6.5 %
HAZMAT Expense 23,774 200,000 200,000 -
Machinery and Equipment 28,265 20,500 5,500 (73.2)%
Total DCEM Expenditures 236,779 420,000 413,340 (1.6)%
Revenues
Resources (Miscellaneous / Cash Balance) 78,512 64,279 57,279 (10.9)%
Resources (Federal) 39,000 39,000 39,000 - %
HAZMAT 25,265 200,000 200,000 - %
County Contribution 53,406 69,600 69,600 - %
City Property Tax Support 80,000 104,400 104,400 - %
Total DCEM Resources 276,183 477,279 470,279 (1.5)%
Available Cash Balance 64,279 57,279 56,939 (0.6)%
Working Cash Balance % 30.18% 26.04% 26.69%
Emergency Management Fund Balance
Available Balance July 1, 2018 $ 64,279
Estimated Fiscal Year 2019 Draw Down/Addition for Operating Budget (7,000)
Balance July 1, 2019 ($20,000 Designated) $ 57,279
Estimated Fiscal Year 2020 Draw Down/Addition for Operating Budget (340)
20% Working Cash Balance
Balance July 1, 2021 ($15,000 Designated) is $42,668 $ 56,939
Significant Line Items
Property Tax Support
1. Property tax support is unchanged from 104,400 in FY 2020 to 104,400 in FY 2021.
2. HAZMAT expense remains at $200,000 in FY 2021 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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Machinery and Equipment
3. FY 2021 equipment replacements include: computers ($5,000) and office equipment ($500).
Revenue
4. Federal funding is anticipated to be unchanged at $39,000 in FY 2021, which amounts to 18.3%
of the total budget excluding HAZMAT of $200,000 for FY 2021. In FY 2020, the federal share
supported 17.7% of the total budget excluding HAZMAT of $200,000.
5. The City's participation of $104,400 is unchanged from FY 2020 participation of $104,400 and
reflects 59.9% of the total budget excluding HAZMAT of $200,000 and Federal funding of
$39,000 in FY 2021 as opposed to 57.7% of the total budget excluding HAZMAT of $200,000
and Federal Funding of $39,000 in FY 2020.
6. The County share of $69,600 is unchanged from FY 2020 share of $69,600 and reflects 39.9%
of the total budget excluding HAZMAT of $200,000 and Federal funding of $39,000 in FY 2021
as opposed to 38.5% of the total budget excluding HAZMAT of $200,000 and Federal Funding
of $39,000 in FY 2020.
7. Cash balances of $7,000 are being used in the FY 2021 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 2021, the working cash balance is $56,939
which is 27% 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 forAaa 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, 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 Ca
Emergency
Management
Commission
Emergency
Management
Agency
City of Dubuque
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.
s EMERGENCY
GEMENT
ouauaue courvrr
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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$250,000
$200,000
$150,000
$100,000
$50,000
$0
EMERGENCY MANAGEMENT
•
Resources and Property Tax Support
■
• 1
Cash Balance Federal HAZMAT County Contribution Property Tax Support
FY 2019
FY 2020
FY 2021
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
$23,77
$102,600
$105,350
$107,560
$82,140
94,150
$100,280
$200,000
$200,000
$28,265
$20,500
$5,500
$0 $50,000 $100,000 $150,000 $200,000 $250,000 $300,000
FY 2019 FY 2020 FY 2021
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EMERGENCY MANAGEMENT
Mission & Services
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.
Performance Measures
City Council Goal: Financially Responsible, High -Performance Organization
Performance Measure (KPI) Target
FY18 FY19 FY20 Performance
Actual Actual Estimate Indicator
Activity Objective: Maintain a comprehensive local emergency management program to provide an
1 adequate level of disaster preparedness that exceeds State and Federal planning, training and
exercise requirements and minimizes the impact of natural and human -made disasters.
Update 20% of the Comprehensive
Emergency Management Plan on an
annual basis ensuring the entire plan is
updated every five years
5 ESFs ✓ ✓ ✓
# of tests of outdoor emergency warning
system
12 10 10
12 EA]
# of outreach events and emergency plan
consultations provided or planning 32 26 26 16
meetings attended
# of training classes offered at the local
level for disaster response and responder 4 6 8 4
safety
# of tabletop, functional, and full-scale
exercises offered to community members
8 10 9 8
Complete required emergency
management continuing education hours
40 40 36 48
c
0
Public Assistance Damages from Recent Presidentially
Declared Disasters
$7,769,704
$2,211,666 $4,333,582
$255,700 $497,159 $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
FY18 Actual
Revenue
FY19 Actual
Revenue
FY20 Adopted
Budget
FY21 Recomm'd
Budget
100 53620
MISCELLANEOUS
DISASTER SERVICES - Total
REIMBURSEMENTS -GENERAL
2,281
2,281
2,558
2,558
2,281
2,281
2,871
2,871
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Recommended Operating Expenditure Budget - Department Total
15 - DISASTER SERVICES
Fund
Account
Account Title
FY18 Actual
Expense
FY19 Actual
Expense
FY20 Adopted
Budget
FY 21 Recomm'd
Budget
100 62110
100 62421
100 62614
100 62761
COPYING/REPRODUCTION
TELEPHONE
EQUIP MAINT CONTRACT
PAY TO OTHER AGENCY
416
1,472
798
80,000
380
1,693
798
80,000
445
1,472
798
104,400
380
1,693
798
104,400
62 - SUPPLIES AND SERVICES
82,686 82,872 107,115 107,271
15 - DISASTER SERVICES TOTAL
82,686 82,872 107,115 107,271
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Recommended Expenditure Budget Report by Activity & Funding Source
15 - DISASTER SERVICES
' DISASTER SERVICES - 15100
FUNDING SOURCE: GENERAL
Account
FY19 Actual Expense FY20 Adopted Budget FY21 Recomm'd Budget
SUPPLIES AND SERVICES 82,872 107,115 107,271
DISASTER SERVICES
DISASTER SERVICES TOTAL
7
82,872 107,11 107,271
$82,872 $107,115 $107,271
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FISCAL YEAR 2021
BUDGET PRESENTATION
EMERGENCY
MANAGEMENT
-Or*
* EMERGENCY
CEMENT
DUBUQUE COUNTY
Dubuque County Emergency Management
M ISSIOF4'S'FtEM ENT
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.
Emergency Management
Dubuque County Emergency Management
Commission
Mayor of each Community or Designee
Dubuque: Fire Chief Rick Steines
Dubuque County Board of Supervisor Chair
Dubuque County Sheriff
EMA Coordinator
Thomas Berger
FISCAL YEAR 2020
HIGHLIGHTS
• Completed a City EOC tabletop
exercise and a Full Scale Mass
Casualty Exercise at the Airport.
• Exceeded state and federal
requirements for a comprehensive
EMA program including NIMS
• Coordinated EOC Activations
FUTURE
INITIATIVES
• Assist with coordination of local response to
the COVID-19 pandemic
• Continue to assist in response to severe
weather events, Mississippi River flooding and
to COVID-19 as well as other local events
• Update of our Comprehensive Emergency
Management Plan, EOC plans and conducting a
Hazard Analysis and Risk Assessment.
• Completion of the new emergency radio system
for emergency response agencies and the 911
center
Emergency Management Department
FY2021 REQUESTED PROPERTY TAX SUPPORT
1:1
0
$1 04,400
Net Operating
Property Tax
Support
tint
$1.69
Average homeowner's* property tax
cost for Emergency Management
(*Avg, home value of $146,567)
Emergency Management Department
REVENUE SUMMARY
$120,000
$100,000
$80,000
$60,000
$40,000
$20,000
$
Federal
City County
FY11 FY12-FY19 FY20
Emergency Management Department
FY2021 FUNDING SUMMARY
• Federal EMPG Grant: $39,000
Pass -through is capped by the state
• City of Dubuque: $104,000
• Dubuque County: $69,600
• Remaining Balance: 20% of expenses less Hazardous Materials Response
• Reserve Funds: Vehicle, Computer, and Building Maintenance
Disasters 1965 - 1998
1965 Floods
1969 Floods (2)
1972 Floods
1972 Winter
1973 Floods
1974 Floods
1993 Floods
8 Disasters
Disasters 199 • 2018
1999 Floods
2001 Floods (2)
2002 Floods
2004 Winter
2008 Floods
2010 Floods
2011 Floods
2017 Floods
8 Disasters
DUBUQUE PRESIDENTIAL DECLARED DISASTERS
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
INDIVIDUAL ASSISTANCE - CITIZENS
• 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
COMMUNITY ORGANIZATIONS ACTIVE IN
DISASTER
1
• 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
h r i n res i
EMERGENCY MANAGEMEN-
PERFORMANCE MEASURES
City Council Goal: Financially Responsible, High -Performance Organization
Performance Measure (KPI) Target
FY18 FY19 FY2O Performance
Actual Actual Estimate Indicator
Activity Objective: Maintain a comprehensive local emergency management program to provide an
1 adequate level of disaster preparedness that exceeds State and Federal planning, training and
Iexercise requirements and minimizes the impact of natural and human -made disasters.
Update 20 % of the Comprehensive
Emergency Management Plan on an
annual basis ensuring the entire plan is
updated every five years
5 ESFs
1
1
# of tests of outdoor emergency warning
system
1# of outreach events and emergency plan
consultations provided or planning
meetings attended
12
10
10
12
EA�
32
26
26
16
# of tra ning classes offered at the local
level for disaster response and responder
safety
4
6
8
4
# cif tabletop, functional, and full-scale
exercises offered to community members
8
10
9
8
Complete required emergency
management continuing education hours
40
40 36
48
www.dubuquecounty.org/emergency-management