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Emergency Management FY22 Budget Presentation Copyrig hted March 11, 2021 City of Dubuque Public Hearings # 1. Special Meeting ITEM TITLE: Emergency Management FY22 Budget Presentation SUMMARY: SUGGESTED DISPOSITION: ATTACHMENTS: Description Type Emergency Management FY22 Policy Budget Outline Supporting Documentation Budget Presentation_UPDATED 3/11/21 Supporting Documentation Emergency Management -1- This page intentionally left blank. -2- EMERGENCY MANAGEMENT % Change From FY FY 2020 FY 2021 FY 2022 2021 Actual Budget Requested Budget Dubuque County Emergency Management Budget (DCEM) Expenditures Employee Expense 102,600 105,549 110,405 4.6 % Supplies and Services 275,982 124,985 110,215 (11.8)°/o HAZMAT Expense 19,356 200,000 200,000 - % Machinery and Equipment 3,041 28,500 5,500 (80.7)°/o Total DCEM Expenditures 400,979 459,034 426,120 (7.2)°/o Revenues Resources (Miscellaneous/ Cash Balance) 64,279 95,847 65,238 (31.9)°/o Resources (Federal) 39,000 54,425 39,000 (28.3)°/o HAZMAT 19,909 200,000 200,000 - % County Contribution 269,600 69,600 69,600 - % City Property Tax Support 104,400 104,400 104,400 - % Total DCEM Resources 497,188 524,272 478,238 (8.8)°/o Available Cash Balance 95,847 65,238 52,118 (20.1)°/o Working Cash Balance % 25.02 °/o 25.19 °/o 23.05 % Emergency Management Fund Balance Available Balance July 1, 2020 $ 95,847 Estimated Fiscal Year 2021 Draw Down/Addition for Operating Budget (30,609) Balance July 1, 2021 ($15,000 Designated) $ 65,238 Estimated Fiscal Year 2022 Draw Down/Addition for Operating Budget (13,120) 20% Working Cash Balance July 1, 2022 ($15,000 Designated) Balance is $45,224 $ 52,118 Significant Line Items Property Tax Support 1. Property tax support is unchanged from 104,400 in FY 2021 to 104,400 in FY 2022. 2. HAZMAT expense remains at$200,000 in FY 2022 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. -3- Machinery and Equipment 3. FY 2022 equipment replacements include: computers ($5,000) and office equipment ($500). Revenue 4. Federal funding is anticipated to be decreased from $54,425 in FY 2021 to $39,000 in FY 2022 due to additional reimbursement in FY 2021 for COVID-19 expenses. Federal funding amounts to 17.2% of the total budget excluding HAZMAT of$200,000 in FY 2022. In FY 2021, the federal share supported 21.0% of the total budget excluding HAZMAT of$200,000. 5. The City's participation of$104,400 is unchanged from FY 2021 participation of$104,400 and reflects 55.8% of the total budget excluding HAZMAT of$200,000 and Federal funding of $39,000 in FY 2022 as opposed to 51.0% of the total budget excluding HAZMAT of$200,000 and Federal Funding of$54,425 in FY 2021. 6. The County share of$69,600 is unchanged from FY 2021 share of$69,600 and reflects 37.2°/o of the total budget excluding HAZMAT of$200,000 and Federal funding of$39,000 in FY 2022 as opposed to 34.0% of the total budget excluding HAZMAT of$200,000 and Federal Funding of$54,425 in FY 2021. 7. Cash balances of$13,120 are being used in the FY 2022 operating budget. The goal is to keep the working cash balance at approximately 20°/o of the annual operating budget excluding HAZMAT expenses which are reimbursed. In FY 2022, the working cash balance is $52,118 which is 23% 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. -4- 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. Emergency fV�anagement Cammission Du4�uque Caunty �-- & Cities within City of Qubuque Dubuque Ca Emergency Nlanagement Agency SUCCESS IS ABOUT PLANNING, PARTNERSHIPS AND PEOPLE LEADING TO OUTCOMES PLANIVING � The Emergency Management Director leads a planning process that contains stakeholders from the City of Dubuque, Dubuque Cvunty and Iocal organizations PE4PLE to maintain a comprehensive emergency The Emergency 111�anagement management plan. Direetor is an lowa Certified � Emergency IVfanager �CEM) and � exceeds the minimum standards � as set in ivwa Code and � �� Administrative Rule. �� +�-` L7��LlG?L1� �'�Ll�l TY � PARTNERSHIPS The Emergency Nlanagement Agency works with the City of Dubuque, Dubuque County and its other cities, . .� ,i fire departments, pvlice departments, sheriff's office, emergency medical senrices, area non-profit organizations active in disaster, public health, hospitals, � schools and businesses to have a coordinated planning process and exercise schedule ta prepare for disasters. -5- 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 2020 FY 2021 FY 2022 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 $104,005 Employee Expense $105,549 $110,405 Supplies and Services $124,985 $110,215 $19,356 HAZMAT Expense $200,000 $200,000 $3,041 Machinery and Equipment $28,500 $5,500 $0 $50,000 $100,000 $150,000 $200,000 FY 2020 FY 2021 � FY 2022 -6- 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 Tar et FY 2019 FY 2020 FY 2021 Performance � � g Actual Actual Estimated Indicator Activity Objective: Maintain a comprehensive local emergency management program to � provide an 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°/o of the Comprehensive Emergency Management Plan on an 5 ESFs ✓ ✓ ✓ � annual basis ensuring the entire plan is updated every five years # of tests of outdoor emergency 12 10 12 12 � warning system # of outreach events and emergency plan consultations provided or 10 26 16 6 � planning meetings attended # of training classes offered at the � local level for disaster response and 8 8 4 2 � responder safety # of tabletop, functional, and full-scale � exercises offered to community 4 9 8 4 � members Complete required emergency � management continuing education 40 36 48 40 � hours -7- Public Assistance Damages from Recent Presidentially Declared Disasters ^ $7,769,704 � c � $4,333,582 � � $2,211,666 $255,700 $497,159 �892,66$ $436,170 2001 2002 2004 2008 2010 2011 2017 Year -$- Recommended Operating Revenue Budget - Department Total 15-DISASTER SERVICES FY19 Actual FY20 Actual FY21 Adopted FY22 Recomm'd Fund Account Account Title Revenue Revenue Budget Budget 100 53620 RF.IMBURSF,MF.NTS-GENERAL 2,558 2,597 2,871 2,597 53 MISCELLANEOUS -Total 2,558 2,597 2,871 2,597 DISASTER SERVICES -Total 2,558 2,597 2,871 2,597 -9- Recommended Operating Expenditure Budget - Department Total 15-DISASTER SERVICES FY19 Actual FY20 Actual FY21 Adopted FY 22 Recomm'd Fund Account Account Title Expense Expense Budget Budget 100 62110 COPYING/REPRODUCTION 380 646 380 646 100 62421 TELEPHONE 1,693 1,585 1,693 1,585 100 62614 EQUIP MAINT CONTRACT 798 986 798 986 100 62761 PAY TO OTHER AGENCY 80,000 104,400 104,400 104,400 62-SUPPLIES AND 5ERVICES 82,872 107,617 107,271 107,617 100 72418 TELEPHONE RELATED 0 13 0 0 71-EQUiPMENT 0 13 0 0 15-DISASTER SERVICES TOTAL 82,872 107,630 107,271 107,617 -10- Recommended Expenditure Budget Report by Activity & Funding Source 15-DiSASTER SERVICES DISASTER SERVICES - 15100 FUNDING SOURCE:GENERAL Account FY20 Actual Expense FY21 Adopted Budget FY22 Recomm'd Budget EQUIPMENT 13 — — SUPPLIES AND SERVICES ]07,617 107,271 107,617 DISASTER SERVICES 107,630 107,271 107,617 DISASTER SERVICES TOTAL $107,630 $107,271 $107,617 -11- � 1 1 � , � , � � � � � � � �--� -� � . ��1�1�1��J�1��' � � � , �- �:� �IIV�I��Al� � � ��u� �'��vrr � _ 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 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 2021 HIGHLIGHTS ,� �:� , ■ ■ w�f �, 't �'A. iS ' '��' � ,,,�� ;� � �'S. �� ., �� ' 1 ��L� 1_� _. ..r�dYy, -�7�'4t'.�.i�� • COVI D-19 Response ;�- -��: �� .Y� , = .. ;�.�;��.� � � � �-, � � EOC coordination and activation ��: � � '� • ESF5 - Emergency Management - .R. il,.. , ., . aR . .. 'rY+#.••�.'.��: .. .� ��'. .,ki- 'i'�� .r • ESF7 - Resource Mana ement �� +�°-ry.'� " ` � � : � � � �� -�� J � ` . � F�itiE' •,��' a r i a� � n q4 � 'F e 3�'t'FY? ��ly:t��p i ,p ,�� x 7�r� . .4� ,� • r �L 1 :T5� �A � �•-�t�t. p ��, ,��; �e �: � d��''ST..r t $� - • Other ESFs ��a�s .�� i ��;�.. �:� ��;� ;��.� �� , :� � ��,��o� � �jy ��'�;:. . . _,.. `''¢ b?: .�. z�,r.H'.i�.'.r .}�sd�Y.•. ..+Y�ii�'�� °;,'�i • Establishing Test Sites • Vaccination POD at Kennedy Mall • Member of Incident Management Team • Webinars and Trainings on COVID FISCAL YEAR 2021 HIGHLIGHTS ■ ■ . EOC and EMA Meetings '� �` � • Emergency Operations Center - - , - - � � Meetings - Fire/EMS, City & County • City Council Meetings and BOS � � - _ � � �� _,.. �� • Tar eted work rou s = -- � � -�� J J p � Schools, Hi her Education, '� � _ � �.�k � ��t � � g � � - � � Cities, State EMA, Incident . _��,� �� m :� _ � Management Team, Long Term � �, ��`� �� _ _ � - - � , �. _ _ � Care Facilities, District EMA - ��Ly � �� -�-�i��-�y meetings � Committees - Alternate Care Sites, Hospitals and POD FISCAL YEAR 2021 _ � - _ �� HIGHLIGHTS �- � � � ��, � � �� ■ � _ . : ;,� ,��_ � � � � ,, .� ��1�._ ,. . }i� _ � , � r � � �'�" ,:,�` � - �: �__3 � -�. -,-�� , � �� __ � • COVID-19 Response / Delivery of PPE =� f�� = ` � �. , � =�-- l � � � 44,0 0 0 N 9 5 m a s ks �., !� ��-= �-� : r o � - � - ' �' - 24,000 Cloth Masks _ __ - __ . �,� ...r� �-- - - _ � 225,700 Procedure Masks � � �� h � 20,700 Face Shields � �� + � .�I '• � - '� • I ,�. �' �� ;f. �.t f �T -'�� - r� y � �! � �. � 70, 100 Isolation Gowns r.�_ -�.�.T . .. . . . _, ti�- . . _ . .j. , . �� - . . �_ . . � � 284 520 G I oves ' ��.�-� ' ��f` _ . . � � ■ - - - ��•�� - � Y� 13 000 Test Kits `� - - - - - o � - • Continue to assist with coordination of local response to the COVID-19 pandemic, delivery of ► ` Personal Protective Equipment (PPE) and ■ ■ Vaccine distribution • Continue to coordinate response to severe weather events and flooding events • Update of our Comprehensive Emergency Management Plan, EOC plans and AfterAction Report Development for the COVID-19 disaster . � Y. ``y��pp�, �7.Y''� '�� Lessons learned from 2020 Derecho and :� ' : � ,, 2. ,;-� ,��, ��;� � enhance our plans for local response ,� 1�.. :,. ��x. ., 7 �k�� ',�i . .• �IiE1•: � �� . • Storm Ready Renewal - 2021 ' • ' � ' . . • ' � ■ ' • . ' 1 � !� � � � � J � �� ■ � I_�.l�� 105 020 1 . 65 � Net Operating Average homeowner's* property tax Property Tax cost for Emergency Management Support (*Avg. home value of $146,567) � ► 1 I 1 I � � $120,000 $1 a0,000 �so,000 �so,000 $40,000 �Zo,000 $— Federal City Gounty FY'I 'I � FY12-FY'19 FY2a-22 1 ► ■ ► 11 11 � ' • 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 � � • � • • � � • � • � � . 1965 Floods 1999 Floods 1969 Floods 2 2001 Floods (2) � ) 2002 Floods 1972 Floods 2004 Winter 1972 Winter 2008 Floods 1973 Floods 2010 Floods 1974 Floods 2011 Floods 1993 Floods 2017 Floods 8 Disasters 2020 COVI D-19 9 Disasters DUBUQUE PRESIDENTIAL DECLARED DISASTERS ■ ■ REVE N U E I M PACTS � � FY2020 - County Allocation Increase � � b $200 , 000 for res onse • Y p • � FY2020 - Emergency Management Performance Grant ( EMPG) Supplemental Grant for PPE / POD - $ 13,425.00 EMERGENCY MANAGEMENT Public Assistance Damages ■ ■ P�k�li� ��i�t�r�� m�� fr�rr� F��r�t Pr��i�l�ntia�ll�r ��la�r�d �i�a��t�r� � ��,��:�� = ��.��.�s� � ��.�� .�� :�� .�o� ��: � �� : � �� o� �oo� �� o� � �� EMERGENCY MANAGEMENT PERFORMANCE MEASURES � ■ PerFormance Measures �ity �auncil �oal: Fir�anci�ll�r Responsible� High-Performance �rganization Performance Measure �CPI Tar et FY �0�1� F�' �0�� FY �0��1 Rerformance � � � ��tual �4c#ual Estimated Indicat�r Acti�rity Objective: Maintain a comprehensive local emergency management program to ,� provide an adequate level of€lisaster preparedness that e�cceeds �tate and Federal planning. #raining ar�d exercise requirements and minimizes the impact of natural and human-rria€le disasters. Updat� �C�°.,o of the �arnprehei7sive Em�r�ency Pvlanagenient Plan cn ai� 5 E�Fs � � � � ann�ial basis ensuring the �ntire plan is updated every fi�e year� � cf tests �f outdc�r em�r��ncy 12 1� 12 12 � vrarning systern � cf �utr�ach events and ernergency plan consultatioi�s �r�vided �r 1� 2� 1� � � plani7ing nieetings atkended � cf traii�ing class�� ff�r�d at th� � Iccal level f�r disaster res�ons� and 8 8 4 � � r�sp�i�der saf�ty � of tabletcp. functional. ai�d full-scale � e�ercises aff�r�d t� carnrnui7it� 4 9 S � � menibers �omplete required em�rgency � manaaement cantinuing educatioi� 4� �6 48 4� � hcur� � � � �� :�� www. d u buq uecou nty. org/emergency-management