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Update of Response to Flooding from July 27 & 28, 2011 StormMasterpiece on the Mississippi Dubuque hita All - America City I II 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Update of Response to Flooding from July 27 and 28, 2011 Storm DATE: August 11, 2011 Fire Chief Dan Brown has provided information on the community's flood fighting and recovery efforts. Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager E. Daniel Brown, Fire Chief Masterpiece on the Mississippi TO: FROM: SUBJECT: DATE: Dubuque w- Amilac>h 1 2007 Michael C. Van Milligen, City Manager E. Daniel Brown, Fire Chief e- D Update of Response to Flooding from July 27 & 28, 2011 Storm August 10, 2011 Information about flood response has been complied in this memo from City Departments and other agencies that have responded to the storm event on July 27 & 28t n. Also attached is a map indicating the calls for service that includes damage reports by Project Concern, basement flooding, sewer backup calls, sanitary/storm sewer maintenance requests, and street cleaning request. Also attached is a letter that outlines disaster assistance program by Project Concern. The departments and agencies with their responses are following: PROJECT CONCERN The following is an update on PC's efforts at Disaster Recovery: • Immediately (day after) began taking disaster calls registering individuals for FEMA list of residential damage • Continually met with Tom Berger on recovery efforts • Communicated on regular basis with other disaster response agencies on needs, areas of coverage, supply demand, etc • Communicated with Greater Dubuque Development on business aspect of damages and possible coverage • Informed City, County and various Agencies of recovery efforts, assistance programs and procedures • 211 has taken over 500 calls for disaster with three staff fielding all calls — all calls must be entered into our 211 information system (computers) as required by National 211 standards • Developed letter explaining Iowa Individual Disaster Assistance Program and along with application, mailed it to over 500 residents who have registered with or are referred to PC • Secured 2 case workers from the Dubuque Community Foundation and VNA office to assist with in -take for the Iowa Individual Disaster Assistance Program • Developed in -take procedures and set aside three days to do most in -takes (Aug. 22 -24) — any others will be met with when they have documentation and information assembled • Contacted Chamber and Community Foundation to work with local contractors, vendors, businesses, etc on possible discounts and no delivery or removal charges (i.e. furnace removal and installation, etc.) • Assisted in news releases for Community Fund Drive through the gaming institutions, banks and Community Foundation • Continual contact with Community Foundation on approx. funding needs • Discussions with local United Way on coverage expansion to Jo Daviess County and financing options At this point we are in the organizational mode in getting ready for the in -take days. There are forms and files to establish and supplies to get. What we would like is to be able to make a decision on qualifications and amounts of assistance immediately after in -take for the Iowa Individual Disaster Assistance Program. There will be a lot of coordinating with businesses as checks will go directly to them and not be given to individuals unless for documented expenses already paid for by the resident. This means many checks, phone calls, etc. and much coordination which will be very time consuming. There is a 45 day period for which funding can be requested from the State for the State Assistance Program. This means we really need to expedite processes so that if the current funding level is exhausted, more can be requested in the 45 day period. Nancy Lewis Executive Director Project Concern 563 - 588 -3980 COMMUNITY FOUNDATION OF GREATER DUBUQUE After the Flood of 2008, a group of community leaders came together and looked at how we raised and distributed philanthropic donors. There was consensus that a more coordinated approach was needed. We researched other communities and created a plan that is in place today. The Community Foundation provide the outreach and back office to maximize charitable giving. All donations are then given to individuals after review by a Long Term, Disaster Recovery Committee, through local agencies; including but not limited to the Red Cross, Project Concern, Operation New View and Catholic Charities. Here is the process this year: Community Foundation raises philanthropic dollars. Project Concern in conjunction with THE Dubuque County EMERGENCY MANAGEMENT are collecting information regarding individuals who were displaced by 2 or had damage as a result of the rains and flood. There have been many questions as to financial assistance available and protocol. The following are recommendations: 1. Contact your private insurance company to determine what coverage you have and if you are able, file a claim for your damages 2. Document all damage: take pictures 3. Keep all receipts pertaining to the damage. This includes the cost of living somewhere else: lodging, food, supplies, etc in addition to any supplies bought to clean -up and repair. 4. Contact Project Concern to get your name on a list for DETERMINING LOCAL damages. LOCAL, STATE AND FEDERAL OFFICIALS will be reviewing the list possibly on Wed. Aug.3 in addition to assessing damages in person to COMPLETE THE PRELIMINARY DAMAGE ASSESSMENTS. 5. Once FEMA makes a disaster declaration determination, you will be notified by mail on how to apply for FEMA assistance and there will also be many media releases as to where to file a claim with FEMA. If declared, FEMA MAY open an office to accept applications. 6. Project Concern will NOT apply on behalf of individuals and families with FEMA. It is up to each individual /family to file their own claims. 7. Once FEMA, local and state governmental assistance has been allocated (which could take a month or more), the(DADRC) Dubuque Area Long Term Disaster Recovery Committee will begin meeting and assessing unmet needs. A letter will be sent to all FEMA applicants regardless of your FEMA award, notifying all applicants that the DADRC will be meeting to assess damages not covered by any other means. 8. It is at this point when the DADRC begins meeting — when any private local funding will be available —this occurs only after all other means of assistance and governmental funding has been exhausted. 9. Once notified of DADRC funding availability, applicants will need their FEMA number along with the acceptance or denial letter, any receipts, proof of insurance award or denial, and proof of income. Applicants will be asked to make an appointment with the DADRC to file their unmet need claim and how to do this will be outlined in the letter and through the local media. Until these processes are conducted, individuals are encouraged to work with local plumbers, contractors, fire dept. etc. on getting any standing water pumped out of their residence. Following the above recommendations will expedite claims for any of the outlined processes. This year there is also an Iowa Disaster Assistance Program or as sometimes referred to as the Voucher Program. Basically what this entails is: • A local agency (community foundation) fronts the monies • Individuals who are at 2X the poverty level income qualify • Individuals may receive up to $5000 in assistance for recovery 3 • Community Foundation directly pays vendors, contractors, etc for repairs, replacements, etc • Individuals generally do not see any monies (unless they are being reimbursed for qualifying and verified expenses) • Project Concern is working with Tom Berger and state DHS on program implementation • A total of $70,000 has been requested for Dubuque. This means if individuals receive the max. amount, only 14 individuals can be assisted • PC is free to follow additional guidelines established by the Long Term Disaster Recovery Committee — which we WILL be doing • Additional guidelines prioritize recovery expenses as such: health, safety, mold, foundation and accessibility — what this means is that even though there are monies available to assist with food loss expenses, clothing, etc. most likely they will not be awarded until the priority issues are addressed and then if there are monies left, we will re- contact individuals for reimbursement for such items. • If FEMA declares (could be 6 -8wks) then any awards to individuals will go directly to State DHS for reimbursement for awarded amount from the Iowa Disaster Assistance Program. So, if I was awarded $3000 from the Iowa DA program and FEMA awards me $3000 I will not see the money as it will go directly to the state. And, if I received $3000 but FEMA only awarded $1500 then the $1500 would still go to the state to help offset what I have already been awarded — there will be NO double- dipping! • Everyone on the FEMA list in our office, regardless of qualifying or not, will receive a letter explaining the above along with an application, income guideline chart and a list of what they need in order to qualify for the program • . PC does NOT have the staff or time to meet with individuals only to discover that they do not have all the documentation necessary to apply for the program. They (and you) will receive the packet and accompanying documentation list next week. • All individuals will be asked to fill out the app, get their documentation needed together then call our office to make an intake appointment. At that point in time, I will actually be doing the intake, due to lack of staff and time, and I will develop their case file. From here, if they qualify we will put their award through the paper -trail process and begin the recovery efforts. As to the other sources of funding: no local funds will be spent until FEMA declares or not. Once all sources of state and federal funding are expended, the Long Term Disaster Committee will meet, determine unmet needs and work with local funders on monies for these needs. This will not occur until all other sources of funding are exhausted. So, unfortunately there will be a waiting period for most people but at least through the DHS program, those who are in the worst financial situations will get immediate help. If we are declared a Federal Disaster Area; philanthropic aid will be distributed after the FEMA has made their decisions. The Long Term Disaster Recovery Committee members: DBQ County EMA, Project Concern, ONV, Catholic Charities, Red Cross, 4 United Way, Hillcrest and CFGD, reviews all applications. We help as many as we can using the prioritized areas established by the committee: foundation, mold, health, safety, and accessibility. Nancy Van Milligen COMMUNITY FOUNDATION OF GREATER DUBUQUE President and CEO GREATER DUBUQUE DEVELOPMENT CORPORATION • Contacted Dubuque's largest employers plus 200 other employers • 115 businesses responded within 24 hours • 37 had varying degrees of damage. Vast majority had minor issues; wet carpet affected computers and some employee down time • 5 businesses had significant to severe damage including equipment and large amounts of employee down time. 1 of the 5 businesses is located in East Dubuque, Illinois • Employee lost or down time is also related to flooding issues at their personal residences that caused them not to report to work. It is also important to note that the flooding in East Dubuque had a significant impact on workers reporting to work in Dubuque. The GDDC is currently holding and waiting for the Presidential Declaration information. RED CROSS Chronology of Tri State response for the Iowa /Illinois Flash Flooding The American Red Cross responded to the immediate disaster caused needs of the affected areas in Dubuque County and the city of East Dubuque. The American Red Cross will continue to partner with community and city leaders with the long term disaster caused needs of the residence in the affected areas. To date: Approximately 300 clean up kits distributed, 10,000 bottles of water, 300 gallons of bleach, 1000 snacks, 150 dinners, 100 blankets, 100 boxes of garbage bags and over 200 information and referral contacts. 7 -28 -2011— ARC of the Tri States activated the EOC and the Leadership Team at the Chapter. ARC Volunteers in partnership with city of DBQ staff open Evacuation Center at Prescott School. ARC Volunteers in partnership with DBQ and East DBQ open Red Cross overnight Shelter in East DBQ at the East DBQ High School. Approximately 40 individuals registered for the shelter at this time. To meet the transportation needs of the DBQ residence the 5 ARC and city leaders partnered with the Jule to provide transportation to shelter in East DBQ. ARC Shelter in East DBQ served lunch to approximately 25 shelter residence. ARC continues to provide comfort kits, snacks, blankets and water to East DBQ Shelter and Evacuation Center at Prescott School ARC volunteers and Leadership Team do call down of volunteers to staff Red Cross shelter in East Dubuque and Evacuation and Distribution Centers at Prescott school and Comisky Park. ARC Leadership Team begins to secure supplies and donations from vendors and community partners. Begin planning for mass care, mobile feeding and bulk distribution. ARC serves dinner to approximately 20 shelter residence. ARC staffs shelter in East Dubuque for overnight shift with Heath Services, Mental Health Services and Client Case Workers. Overnight head count for East DBQ shelter is 13 residences. 7 -29 -2011 Leadership Team opens EOC. 7 -30 -2011 ARC Volunteers are at East DBQ Fire Station, Prescott School and Comisky Park with information and referral materials, snacks, water, bleach, blankets and clean up kits. Breakfast is served to approximately seven residences at the East DBQ shelter. ARC volunteers and Leadership Team field calls into the Chapter regarding damage to property and continue to provide information and referral for residence affected. Lunch at the East DBQ Shelter is served to seven residences. ARC Volunteers begin doing mobile outreach to affected areas with food, blankets, water, bleach, garbage bags, and snacks and clean up kits. ARC volunteers start the Damage Assessment process of East Dubuque, Dubuque, Epworth, Farley and Durango areas. Dinner is served to approximately five residences. The overnight head count is 2 residences at 10:00 pm. EOC continues to remain open. Mobile outreach and mass care to the affected areas continues with bleach, water, snacks, blankets, clean up kits, garbage bags. ARC volunteers continue to provide mental health services, health services and client case work to disaster victims via phone and outreach. Red Cross shelter is closed at 5:00 pm with zero residence utilizing the facility. 6 8 -1 -2011 8 -2 -2011 8 -3 -2011 ARC volunteers and Leadership Team continue to do mobile outreach with food, clean up kits, snacks, bleach, water, blankets, garbage bags and information and referral materials to the affected areas. ARC volunteers and Leadership Team continue to do mobile outreach with food, clean up kits, snacks, bleach, water, blankets, garbage bags and information and referral materials to the affected areas. ARC volunteers and Leadership Team close the EOC however continue to have bulk distribution resources, volunteers, information and referral, client case workers, health services and mental health services available to the disaster victims in the affected areas. The ARC continues to process disaster victims and will continue with the partners in the long term recovery of the disaster caused needs of the affected families with in our scope of services available. PUBLIC WORKS INTRODUCTION The purpose of this memorandum is to provide information regarding post -storm remedial operations by the Public Works Department since the record - breaking rain event of July 27th-28th. BACKGROUND • During and after the torrential rains, Public Works Department staff worked around the clock until Dubuque's streets and sewer systems had returned to normal operating conditions. Since the availability of hot mix asphalt on August 2nd, permanent street repairs have been underway and should be completed by the end of the month. The street repairs will be protracted for two reasons. First of all, we continue to find more damage on almost a daily basis. While the damage that we are finding now is relatively minor, it nevertheless requires repair. Secondly, with the start of the school year fast approaching, a number of streets in the 2011 Asphalt Overlay Program in the vicinity of Dubuque schools still need to be milled and paved. As a result, our street paving crew is staying with our scheduled program. • Also underway at the present time is the inspection of the City's remote sanitary sewer lines. An initial inspection of the City's main trunk lines was completed by helicopter last week. Followup inspections of the remote, secondary collection mains are now underway by means of all- terrain vehicles. • The Public Works Department continues to offer unlimited, free collection of stormwater- damaged materials to its solid waste collection customers. Resource Management Coordinator Paul Schultz reports that through last Saturday: 7 • 295 tons of water - damaged materials were collected from 4,300 homes for disposal at the DMASWA Landfill; and, • 172 appliances, 208 TVs and monitors, and 117 other damaged electronic items were collected separately by City crews and subsequently recycled. • Finally, the City and County -owned DMASWA Landfill extended its hours of operation and service last week. It did return to normal hours this week, after noting a substantial decline in the number of customer vehicles by the 5th DISCUSSION Regarding future issues that need to be addressed, which became apparent during and after the storm event: • The Engineering Department or an expert engineering firm needs to review the pumping capabilities of the Maus Lake, Ice Harbor, and Bee Branch floodwall pumping stations. • Water elevation monitors and related warning devices should be installed at all four of the City's floodwall detention basins (Hawthorne, Bee Branch, Ice Harbor, and Maus Lake). • The City needs to explore the concept of sanitary sewer surcharge storage upstream from a number of the City's sanitary sewer lift stations. • Consideration should be given to a more aggressive inflow /infiltration (I /I) inspection and smoke testing program, with the target of completion city -wide within two years. ACTION STEP The above information is provided as directed. ENGINEERING FLOOD FIGHTING Active City Projects • As calls were generated, staff would visit site and take photos of apparent damage. Ancillary Support • Reported to Command Center to determine if assistance was needed. • Observed downtown flooding patterns. • Assisted the Fire Department on the apparent lightning strike of the Bishop building (First and Main Streets) cupola. Bridges • Manson Road Bridge: Delivered barricades. 8 • Cascade, Old Mill, Creekwood, and Manson Road Bridges: Assessed damage and debris removal. Detention Basins /Pumping Stations • Bee Branch: Coordinated the pumping of the basin to lower water level. • Northwest Arterial: Monitored catch basin flooding; deployed traffic cones on the Northwest Arterial lane; and physical grass /debris removal by City staff to prevent clogging. • Sam's Club, Harvest View, Carter Road, 32nd Street: Inspected and monitored basins. • Non - Operating Flexsteel pump station: Continual assessment. Historic Millwork District • Voices Building (1000 Jackson Street): Coordinated with the maintenance foreman to assess damage. • Former Caradco Building: Coordinated with the private property owner and Portzen Construction on pump availability to relieve rising basement waters. Private Slope Failures That Impacted Public Right -of -Way • As calls were generated, staff would visit site and take photos of apparent damage. Retaining Walls (Private /Public) • As calls were generated, staff would visit site and take photos of apparent damage. Sanitary /Storm Sewer • Rockdale Road and West Locust: Reviewed sanitary sewer trouble -spot area /s. Sidewalks • As calls were generated, staff would visit site and take photos of apparent damage. Sinkholes (Private /Public) • As calls were generated, staff would visit site and take photos of apparent damage. Streets • Assisted with the detours and road closures, specifically in the downtown area. 9 FOLLOW -UP ACTIVITY Active City Projects • Coordinated with the project contractor to review apparent damage and impact on project completion. • Staff will continue to coordinate with project contractor on completion and related expenses. (Example: Sunset Ridge — private yard reseeding.) Ancillary Support • Accompanied helicopter inspection of remote areas to assess damage. • Took pictures of basement wall collapse for Kelly Lane resident. • Compiled data and photography for various follow -up meetings between /among City departments and outside agencies (FEMA, FHWA). Bridges • Coordinated with the respective City staff and outside contractors on debris removal. Detention Basins /Pump Station • Coordinated minor detention basin repairs. • Carter Road: Opened overflow at detention basin. Historic Millwork District • Basements of the Caradco, Novelty Ironworks, and Voices buildings: Coordinated the pumping efforts with Top Grade Excavating and Portzen Construction, Inc. • Coordinated with the Federal Highway Administration (FHWA) – Iowa Division on the possibility of reimbursement for storm damage. (Was advised that it was an eligible expense under the $5.6 million grant.) Private Slope Failures That Impacted Public Right -of -Way • Impacted areas were appropriately barricaded for public safety. • Staff is researching with respective City departments and outside agencies (i.e., FEMA) on the responsible party and available options of City /private reimbursement for necessary clean -up. Retaining Walls • Staff researched the ownership of wall via GIS system, property pin locations, and abstract review. • If wall is located on private property, the owner has been advised that the damage is their responsibility. Staff has also advised that the owner should keep accurate records of repairs and contacts made with the intent of possible FEMA reimbursement. • If wall was located on public property, staff continues to review wall stability. 10 Sidewalks • Coordinated with Leisure Services and private contractor on tree /stump removal. • Coordinated sidewalk repair that was performed at City expense based on recent private property owner work. • Coates Street: Set up barricades for pedestrian safety. Sinkholes (Private /Public) • Staff is researching the ownership of sinkhole location /s. • If the sinkhole is located on the City property, it is documented on the WebQA system for additional follow -up. • If the sinkhole is located on private property, the owner has been advised to: a) seek the services of a professional engineer; and b) staff has provided possible scenarios of the cause and cost - effective measures to remedy the situation and /or minimize further damage. Sanitary /Storm Sewer • Responded to private resident issues. • Oak Grove: Reviewed washout. • Review damaged manhole by railroad tracks. • Walked sanitary sewer interceptors to assess damage. • Walked sanitary sewer trunk lines and performed damage assessment. Traffic Siqnalization • Review cameras and cabinets at major intersections for possible damage. • Coordinated with Public Works on re- activating inoperable traffic signals. Locust Street and Central Avenue: Toured and reviewed the fiber vault lids to assess water damage. Waste Water Pollution Control Plant • Worked with plant staff and contractor to coordinate debris removal and assist with maintaining plant operations. Coordinated with insurance providers to ensure reimbursement is received for eligible damaged property. WATER • During the event the water main crossing at Catfish Creek was washed out and water service to the Timber Hyrst subdivision was cut off. • Crews were able to run food grade hoses connecting fire hydrants on either side of the bridge and restore water service to the area. 11 • This setup allows for domestic water service and use however fire protection is not available. • Water Department personnel and Fire Department personnel have come up with a temporary (if needed) plan to run hoses from the next available fire hydrants on either side of the bridge attached to a fire pumper truck in the event it would be needed for fire purposes. • Water department staff continues to monitor the hose connection setup on a daily basis and are taking chlorine residual readings as well. The Water Department is in the process in working with IIW Engineering of Dubuque, Iowa in the design plan in the replacement of approximately 200 feet of Ductile Iron Water Main that crosses Catfish Creek next to the Manson Road Bridge. Due to the degree of difficulty associated to this wash out has a estimated replacement cost including engineering fees of $100,000. WATER & RESOURCE RECOVERY CENTER • Flooded basement of primary splitter building submerging scum pumps and 2 inplant wasting pumps. • High flows overloaded barscreens, grit system, primary clarifiers, final clarifiers and UV tank. • As pond flooded, went over the banks and eroded a portion of the bank adding to flooding of UV tank construction • Eroded the ground out from under the construction trailers, tipping one on its side. • Washed soil into excavation for digesters and primary clarifier #4 and on roadway. Clean Up • Pumped out basement of primary splitter building. • Cleaned up inplant wasting pumps and pit and put pumps back into service. • Pulled, cleaned UV modules putting system back on line at 9:30 Saturday, 07/30/11. • Cleaned out grit system. • Cleaned out and put primary clarifier sludge pumps on line • Repaired bank of ash pond. • Contractor filled in eroded ground, righted trailer, cleaned out excavations & cleaned off roads. • Plant processes are all back on line • Awaiting evaluation from manufacturer on new equipment that was under water. 12 Flooding at BEE Branch & Lift Stations (Water Pollution) 07/26/11 Bee Branch 16th Street Pump Station • Started pumping rain water at 6:00 p.m. Wednesday until Thursday at 8:00 p.m. to keep the lower part of town from flooding (Credit Union area) and all of the Bee Branch System. • Damage — North flood gate needs to be rebuilt Terminal Street Lift Station • Wet well flooded — grit & gravel in station well. • Plan of Action — Station was checked throughout the night. Catfish Lift Station • Checked at about 3:00 a.m. Thursday — completely under water, could do nothing until the water went down. • Plant of Action — got the station running again with a rental generator set and new switch gear for the pumps, A & G Electric and the City staff stayed until everything was secure and pumping again. Cedar Lift Station • Water rose so fast that it poured into the station dry well flooding it. All electronics are gone. • Plant of Action — Tschiggfrie and City staff pumped out drywell and got the station back on line. Perry Life Station /Bradley Lift Station • Drywells at both stations flooded. • Plan of Action — worked all night checking & pumping stations down. • City staff worked Saturday & Sunday checking all stations and cleaning up. BUILDING SAFETY • Inspected 3 electrical services for re- energizing. Alliant estimates that there were 40 other services where they put the meters back in. • Inspected 2 basement wall repairs so far. Inspected three others needing repair. • Coordinated the dismantling of the masonry spire at 1st and Main. Advised property owner and contractor of the requirement to replace in a historical manner. • Issued dozens of mechanical permits for water heater and furnace replacements. • Issued notice to property owner on W 3rd that they need to redirect their garage roof drainage. • Inspected approximately six retaining walls. 13 • Met with the contractors for Perkins Restaurant to discuss scope of repairs from fire. LEISURE SERVICES Parks Division • Eagle Point Park sustained damage to several places. The north end spillway was washed out at the edge of the bluff. The asphalt roadway had washouts which degraded the road edging. A bid has been requested from Apel Paving. A sink hole was found behind the Indian Room. Several areas along the Trolley Line trail sustained heavy washout damage. The trail is still in tact but the trail shoulders washed away. The detention basin behind the Indian Room suffered washouts but held well under the storm. Drew Cook Construction will be repairing the basin this week. Damage estimated at $36,000. • FDR Park access driveway was washed out at the stream crossing and along the gravel road. A consultant is working on a design for rebuild. This road is the access to the model airplane lease area. Damage estimated at $10,000. • A public area along Hill Street across from 759 Hill Street suffered a sink hole ten foot deep by ten foot wide. Damage estimated at $5000. • City Horticulturalist computer network card was damaged by lighting. Damage estimated at $500. • Miller Riverview Campground was inundated with flood water. Gravel from camping pads washed away. Sedimentation was deposited throughout the campground. • Gay Park developed a number of sinkholes. Parks staff is filling them at this time. Estimated damage at $5000. • Forestry crew was called in at midnight to remove trees from roadways. The crew was there for about four hours. • Two parks employees were in at 6 am (an hour early) to assist and relieve Engineering in keeping drain open at the northwest arterial detention basin near McDonalds. • The Mississippi River level was being monitored from 2 am Thursday morning on. Leisure Services Manager Marie Ware called Miller Riverview campground host at 3 am to begin monitoring the river level and wake up all campers in the lowest areas of the campground so that they could move their camper to higher ground until sunrise. We encouraged campers to move within the campground and stay at the campsite as travel was not recommended around the city. As daylight broke all campers were moving out of the campground. All campers 14 were removed from the campsite without any damage. Water covered all campsites. The campground was closed from Thursday through this Wednesday. We have opened all campsites that could be and are working on rebuilding others and opening sites as we can. • Park Patrol which has their shift end at midnight stayed until 4 am assisting the forestry crew as extra hands in clearing tree debris. Flood Assistance Center(s) • At 5 am of the flood event called Rec Division Manager Pat Prevenas to open up an Assistance Center at Prescott Resource Room. Staffing was done by Pat as well as other recreation staff. The Center was staffed until 6 pm on Thurs and Friday. Staffing continued with recreation staff, health department staff and Red Cross volunteers for these two days. Snacks and water were provided by Red Cross. • Made sure on Thursday evening if someone needed to get to the East Dubuque overnight shelter they were taken by the Jule. • Five Flags was open to the public on Thursday and Friday for a respite location should it have been needed. Red Cross came and inspected Five Flags so if it would have become an overnight shelter they were prepared for that site. • Saturday and Sunday there were Assistance Centers at Prescott Resource Center and the Comiskey building. The Centers were staff by city personnel from various departments. They provided information and contacts in addition to handing out cleanup kits provided by Green & Healthy Homes as well as Red Cross. • All city department answering machines over the weekend had a message if they needed information they could go to the Assistance Centers. Signs were posted on every city department door with the same information so if a citizen was seeking assistance they knew where to go. Recreation Division • Bunker Hill is a major watershed area. Cleanup of the course was completed Thursday and Friday by golf course staff. The course was closed Thursday and half of Friday. • Swimming pools overflowed throughout the evening. The pools were closed on Thursday and reopened on Friday after cleanup and getting chemicals balanced. • Recreation programs including playgrounds were cancelled on Thursday. Regular programs and operations resumed on Friday. • Allison Henderson Park and building took on water. Cleanup was handled by staff. 15 Mulicultural Family Center • The center arranged for volunteer translators to translate into Spanish and Marshallese materials on resources and requests for assistance. • Assisted in distribution of information and referrals through formal and informal networks. Volunteer Center • Volunteer Service Coordinator Mary Bridget Corken and Recreation Program Supervisor Tony Elskamp took the lead with assistance from Mary Rose Corrigan and Tim Link, Cable TV, Fire, Housing and Public Works on the establishment of a volunteer center to match needs of low income, elderly and disabled with volunteers to assist in their cleanup efforts that would be difficult for them to achieve. Maddy Cross of Multicultural Family Center helped with referrals for volunteers and VISTA. Nicole from the Community Foundation has assisted as well. • Public Information Officer Randy Gehl developed and printed door hangers that were distributed to affected neighborhoods by the storm including information on volunteer opportunities and information if an owner is in need of assistance. 7 AmeriCorps volunteers and an engineering intern provided door hangers to all the homes between 17th street and 30th street and from Central to Elm, as well as the Valley View area. All others on the pump out list were mailed a hanger providing information related to the recovery efforts. Door hangers were also distributed to Eagles, Walgreens, Dollar General, Giant Wash, Mercy Family Pharmacy, BP, Crescent Community Health, Washington Tool Library, National Night Out at Comiskey, Ace Hardware, Mulitcultural Family Center and more. • Randy Gehl completed the press release and made a media blitz on Tuesday. Mary Bridget was interviewed by KGAN, Davenport tv station, and radio about volunteering and calling if you need assistance. • Technical assistance has been received by numerous agencies in Cedar Rapids in an effort not to recreate the wheel. • An outline for volunteer training and orientation was developed and cable TV worked with Tim Link of health department to create a DVD that is being shown to all volunteers regarding safety and other issues they might run across. Finalized safety requirements and other aspects of entering basements with the assistance of the Fire Department to insure safety of volunteers. • Theisens provided assistance with cleaning supplies needed for the various cleanup projects. • Six team leaders were recruited and trained. Each volunteer group was and is being accompanied by a team leader when conducting recovery efforts. This was recommended from Cedar Rapids and others because our team leaders had already passed background checks for AmeriCorps and /or VISTA. Team leaders 16 are AmeriCorps and VISTA members. VISTA workers from St Marks have been invaluable to our efforts. • A liability waiver for both volunteers and home owners was developed. • Have over 50 volunteers registered to help with this and future recovery efforts. • Requests received from rentals were turned over to Housing whom is working with the renter and landlords. • Referred over 30 individuals to Project Concern for additional resources concerning appliance repair and replacement and financial assistance. Specific requests being received are mostly for financial assistance with replacement of furnaces, water heaters, sump pumps and washer and dryers. • Worked with Randy Gehl on creating a Web QA to enter and track requests. This set up will be able to be used should we have any other disaster events in the future. • Housing completed assessments at each home on the pump out list as well as those that called into the Volunteer Center requesting assistance. Housing turned over to the Volunteer Center those that met low income guidelines, elderly or disabled threshold that were in need of assistance at the time of their assessment. Volunteers were and are matched with the needs identified by housing for flood cleanup on an individual basis. • All calls for assistance and volunteering went through a Volunteer Center phone number at Leisure Services that was monitored and answered seven days a week. • Twenty requests /assessments were received from housing from the pump out list to coordinate volunteer assistance. Of these twenty, nine said they no longer needed assistance. Of the remaining eleven, four houses are not safe for volunteers to enter, five homeowners have been contacted and we are awaiting a call back to confirm needs and use of volunteers. Two individuals have non- working phone numbers and will be visited personally to check on their well being. • The volunteer assistance center received twenty six requests for assistance. Of the twenty five, six said they no longer needed assistance. Five requests of non - city residents were referred to Dubuque County Emergency Manager and Project Concern. Nine requests for assistance are set up with volunteers. Work will be performed 8/10/11 and 8/11/11. One request has been completed. The first volunteer crew went to a home on White Street in which the 85 year old woman was returning from hospital that day. We were able to get the ruined items removed and called public works for waste pickup. Two are rental requests and have been forwarded to Housing. Two are waiting for assessments from Housing. One is a non - working phone number and will be visited personally to check on their well being. 17 • Two removal requests of water heater and /or furnaces are being completed by Bob Reisdorf from Giese Companies. He is performing this service free of charge to referrals from our Volunteer Center. • Two removal only requests have been arranged with Jack's Trucking for the removal of large appliances at each location. • Follow up with the four basements that are compromised (ie caving in, foundation damage) have been referred to the Building Department and reported to Tom Berger. • At this point, barring no additional calls for assistance should be finished with storm recovery volunteer efforts by the end of the week. • Many of the residents we contacted have already been able to clean and no longer need our assistance. They thanked us for our efforts and were very complementary of the city even though they did not need our assistance. PUBLIC INFORMATION OFFICER Thursday, July 28: • PIO and Cable TV Coordinator reported to EOC at 2:30 a.m. • Cable TV Coordinator then went to City Hall Annex where he was able to break into CityChannel programming with on- screen alerts and announcements. • The PIO issued storm - related alerts and news releases at 4 a.m., 6 a.m., 9 a.m., 11 a.m., and 5 p.m. on July 28. These emails and texts were sent using the "Notify Me" module through the City website and were sent to the 365 people who are subscribers to this module, including local and regional media. Cable TV Coordinator updated information on CityChannel as these announcements were issued. • "News Flashes" were also posted to the City's website index page and a new page was created at www.citvofdubuque.orq /stormrecovery where all information related to the storm was posted including cleaning tips, info on stormwater- damaged item collection, how to request a basement pumpout, etc. • The PIO and Cable TV staff facilitated a media conference at 8:30 a.m. at the Municipal Services Center where the Mayor, Fire Chief, Police Chief, and Public Works Director addressed media representatives from the Telegraph Herald, Radio Dubuque, KCRG TV9, KWWL TV7, and KGAN TV2. They also facilitated a media conference at 2 p.m. at the Comiskey Park Building where Mayor Buol, Governor Branstad, and Iowa Homeland Security and Emergency Management Division Administrator Brig. Gen. Derek Hill spoke to media and answered questions. 18 • PIO received numerous inquiries and interview requests from local media and regional /national media (Des Moines Register, Associated Press, Iowa Public Radio, Weather Channel,) • PIO worked with Multicultural Family Center Director to get Spanish and Marshallese translations of key information and added those translations to City webpage and CityChannel 8 • Publicized activation of assistance centers at Prescott Neighborhood Resource Center, Comiskey Park Building, and Five Flags Center Friday, July 29, and since: • Continued to update information related to curbside collection, assistance centers, etc. • Worked with Project Concern to publicize process to apply for State Individual Assistance Program • Worked with Leisure Services staff to promote availability of volunteer assistance and to recruit volunteers (issued news release, developed door hangers for distribution, created messages for City's electronic signs) • Worked with Public Works staff to publicize conclusion of free curbside collection and other options for residents with stormwater- damaged materials INFORMATION SERVICES Wed. July 27 Several calls between 7pm - 8:30pm from John Liphardt regrading water alarms going off at City hall and the Federal Building. John and custodial staff handled clean -up and remediation (drain at City hall outside of the S entrance was blocked). Custodial staff also checked Annex outside drain and checked for water. Issues encountered were a lack of keys (or an awareness of access to the key box at City hall) to initially determine if water was in the basement tech room of City Hall. Also - should have gotten an overnight contact # for John Liphardt. I checked Annex for water and checked drains at 10:30pm - all was good Thursday July 27 Called by C. Steinhauser at 3:00am to check Annex and contact John Liphardt to check the Federal Building. Came in. No water at the Annex - and could not get in contact with John Liphardt. Stayed and monitored weather and checked servers and internet connection. Called Tony Steffen at 5:30am to address issues with connecting to the network from MCS 19 Tony set up telephones as needed at MSC Requested Engineering inspection of manholes carrying fiber optic connections to City Buildings as these can become conduits to carry water from building to building if they flood - no water found Contacted major tech support and communications providers (Qwest, Paetec, Carrier Access, Lightedge, CEC, Verizon and US Cellular) to be sure we had correct and up to date after hours, emergency contact information and that they were aware of the immediacy of need due to the flooding. Should have possibly done this early in the day. Set up an after hours IS support on -call for Thursday July 28 in addition to the weekend and informed staff to be sure phones were charged and that they might be called to work if additional rains occurred Kelli Miller SSD Helpdesk Intern provided 4 hrs assistance responding to calls at Public Works and entering information in WebQA Friday July 28 Kelli Miller SSD Helpdesk Intern provided 4 hrs assistance responding to calls at Public Works and entering information in WebQA Set up a storm information voice mail message and guided departments in forwarding phones to it (this was in response to an e-mail request for all departments to individually change their messages). Due to how each department is somewhat customized in their after hours call handling, IS had many calls for assistance. Going forward IS should be included in any discussions involving requests for phone and voice mail changes before communicated to departments. Saturday July 29 On -call received 6 phone calls from staff working the weekend for various tech support issues including debugging and troubleshooting a major WebQA problem HEALTH Health Services Department — Flood Activities • Participated in EOC meetings at Public Works and elsewhere • Assisted with intake calls at Public Works the first day • Assisted in operation /staffing of flood recovery centers at Prescott & Comiskey • Assisted in procurement and distribution of cleaning supplies • Developed flood recovery and cleanup information for website • Copied all information packets /sheets for both resource centers • Staffed resource centers as needed • Resupplied resource centers with more information packets on weekend 20 • Developed training video for safety of cleanup volunteers • Assessed food establishments in flood area to see if they had unmet needs • Answered calls from citizens requesting information and /or assistance • Media release sent out regarding flood cleanup • Staff members worked a combined total of 16 hours overtime. HOUSING The Housing Department compiled a list of 512 addresses, based on Fire Department pump -outs, referrals from Project Concern and complaint calls received at Housing. Of these, 448 are homeowner properties; the 64 rental complaints are being scheduled for housing code enforcement as the calls are received. For the time being, all resources have been committed to homeowner assessments (excepting Section 8 inspectors.) All available inspection staff were assigned to assess these properties, beginning with a door -to -door effort in the White- Jackson - Washington -Elm Streets corridor, from 30th to 20th Streets. After that initial canvassing was completed, inspectors have been moving to other neighborhoods and contacting all properties noted with complaints. As of today's date, 296 properties have been inspected. Finding no one home at the initial contact, inspectors left approximately 300 door hangers, asking the occupants to phone the Housing office for a follow -up assessment. Of the completed assessed properties, 31 have been referred to the City's volunteer coordinator for clean -ups and haul -outs. Our Washington Neighborhood Inspector contacted all 180 Neighborhood homeowners, whose properties he had canvassed beginning last November as part of an exterior -only "advisory inspection" campaign. Of these, 56 were assessed, 11 determined to have flood damages and two referred for volunteer assistance. Our Rehab staff contacted 45 downtown homeowners who have received purchase and rehabilitation loans from the Housing Department in the past few years. Of these, 30 were assessed and five determined to have flood damages. We will work with these 21 families to provide additional loan assistance, pending availability of State grant and /or FEMA funds. Section 8 Program staff contacted the owners of the Valley Hill Mobile Home Park to determine if any residents could qualify for housing voucher assistance. 17 trailer homes were a total loss. These owners were contacted and to -date five have been sent applications for Section 8 vouchers. RESOURCE CENTER STAFFING The following departments provided employees to staff the Resource Center at Prescott School: Finance - 3 - Kathy Sturm, Jean Nachtman, Rose Hoerner City Manager's Office /Personnel - 3 - Gina Noel, Randy Gehl, Cori Burbach, Housing - 1 - Bob Boge Info Services - 1 - Kelli Miller Leisure Services /MFC - 1 - Marrichelle Glover Library - 1 - Rebecca Leifker WRRC - 1 - Nancy Knipper 911 CENTER Starting at 17:00:00 on 7 -27 -11 to 16:59:59 on 7 -29 -11 the Communications Center did the following - Dealt with 3,514 phone calls (same period the week before we handled 1,277) - Dealt with 1,225 Calls for Service (same period the week before we handled 758) Additional staffing - 20 additional part time hours - 9.5 Overtime hours POLICE Calls for service from 1800 hours Wednesday, 07/27 until 1200 hours Thursday 07/28 provided for a total of 150 calls with 106 of those calls being related to the storm event. 28 personnel were called back for a total of 63.5 hours of overtime. 22 FIRE Calls related to storm event from 07/27/11 through 08/01/11: • 2 structure fires (1580 Old Mill Road — Residential & 3500 Dodge — Perkins Restaurant) • 18 Fire alarms — False alarms • 13 Power line down • 4 Lightning strikes • 8 Water rescue • 3 Structure failure or weakened • 220 calls for water evacuation • Remainder of calls for EMS or unclassified misc. The calls involving structure fires, fire alarms, power lines, lightening strikes, water rescue and structure weakened or failure during the storm event. The calls for water evacuation were primarily the day after. The remainder was EMS and miscellaneous calls that would be characteristic of normal calls for the period. The fire alarms (false calls) are believed to be related to the storm event due to lightning strikes. The residential fire at 1580 Old Mill Road was a total loss. Perkins Restaurant had moderate fire damage to the roof area and water damage throughout the building. The lightning strike at 90 Main Street (Bishop Block Apartments) caused significant damage to one of the roof spires and had to be removed. 31 extra personnel were called back for the event for a total of 291.5 hours of overtime. The Fire Chief and Assistant City Engineer did a quick assessment of bridges in the city early in the morning of July 28th to determine Fire Department access involving these bridges affected by the flood. The Manson Road Bridge was determined to be undermined on one end under the approach abutment this bridge was reduced to one lane and the Fire Department heavy aerial equipment is restricted unless a working fire is occurring on the other side. While traveling to a reported washout in the construction site of the SW Arterial and North Cascade Road the bridge on North Cascade Road appeared to have damage. After further inspection the Assistant City Engineer determined that it needed to be closed immediately and this was done. Later in the day this bridge collapsed. The Fire Chief and Emergency Management Coordinator are working with Department Managers to provide information compiled from after action reviews performed by departments that will be placed in a report. This report will provide recommendations for capital, equipment and operational improvements. 23 The FEMA Preliminary Assessment Teams were in Dubuque August 1 -3, 2011. The Public Assistance Team was in Dubuque August 1 & 2, 2011. The County Wide Preliminary damage assessment for public infrastructure is $6,854,093.00 and has been completed and is pending at the State level for the Governor's request to the President. The Individual Assistance Team was in Dubuque on August 12, 2011. The Preliminary Assessment found 118 structures affected, 111 minor category, 32 major and 3 destroyed for a total of 264 assessed. This assessment is completed and is pending at the State level for Governor's request to the President. Attachments 24 2011 Recovery Fund Starts with $100,000 Pledge to Help Tri -State Residents Latest Partnership by Dubuque's two casinos and Community Foundation of Greater Dubuque seeks match from individuals and area businesses to assist in recovery from the storm. (Dubuque, IA)- August 9, 2011- When disaster struck in the form of unprecedented rain, mudslides and flash flooding Tri -State community members responded quickly. First responders, local governments, friends, neighbors and volunteers worked together to ensure each other's safety and wellbeing. "Sadly, it could take months or years for some of our residents and organizations to recover from the devastating storm," Nancy Lewis, Executive Director of Project Concern, said. "We have plans in place, working with other area organizations in an effort to get help. Until we hear about a FEMA designation, we do not have many resources available. There is state assistance available for those individuals who are at 200% of the poverty level and those applications are available from our office." For individuals who do not qualify for this assistance, unfortunately, there is a waiting period for FEMA. Local funds usually do not begin assisting until all forms of governmental funding have been exhausted. To answer the need of thousands of Tri -State residents and the non - profits that serve them, the Diamond Jo Casino, Mystique Casino and Community Foundation of Greater Dubuque announced the 2011 Recovery Fund. The three organizations have formed a partnership to put out a challenge to the community by announcing a $100,000 matching grant. "We are pleased to work with our Dubuque casino partners to offer this challenge grant to 2001 2011 Recovery Fund" said Nancy VanMilligen, President /CEO of the Community Foundation. The fund will support Tri -State residents who have been affected by the recent storms in the area by working with eer local non - profits. "The funds raised will be distributed to the residents most in need by our partners at area non - profit relief agencies," VanMilligen explained. The 2011 Recovery Fund distributes the funds based on needs identified through the application process, ensuring dollars go where they are most urgently needed. "We have a community in need and we are stepping up to help because it is simply the right thing to do," said Jesus Aviles, President / -CEO of Mystique Casino -. "We have contributed to disasters in other communities and now it is time to assist our own neighbors." "This devastating storm has impacted our team members, our friends, and our neighbors," Todd Moyer, general manager, Diamond Jo Casino, said. "We are committed to helping our community recover. Diamond Jo is proud to be partnering with Mystique Casino and the Community Foundation and I am confident that by working together we can accomplish great things." When a disaster occurs, people usually go into a "get the water out" mode and after they begin to dry out, they look at their losses and the full extent of the disaster becomes clear. It is at that point that they can quickly become depressed; or confused as to where to start. They can start by calling Project Concern's 211 phone line and registering with the agency. "From there we will explain the process, connect them to other programs and services and, most importantly, we will then contact them as assistance becomes available from any source: governmental or private," Lewis said. Radio Dubuque stations, 97.3 The Rock, 92.9 KAT -FM, 1370 KDTH and 101.1 the River will kick off a radio -a -thon at 6 a.m. on Friday, August 12. Listeners will be encouraged to call in and pledge a contribution to help area residents. "It is important that we stick together as a community in good times and in devastating times like these Tom Parsley, General Manager, Radio Dubuque, said. "We're going to do whatever we can to help exceed the casinos' and foundation's generous matching funds." The radio -a -thon will begin at 6 a.m. and will continue with special guests and community leaders. The public is encouraged to send donations to 2011 Recovery Fund, c/o Community Foundation of Greater Dubuque, 700 Locust Street, Suite 110195, Dubuque, IA 52001. Citizens are urged to donate at local financial institutions, pledge their support during the radio _a _thon, and drop off donations at participating retailers where volunteers will be collecting in an attempt to match the $100,000 challenge grant on Friday, August 12, 2011. # ## ProjectCo nc2 r n Connecting people to services 1789 Elm #B ** Dubuque, IA 52001 ** Ph: 563 -588 -3980 Fax: 563 -588 -3982 www.project- concern.org ** email: execdirector @,project- concern.org August 8, 2011 You are receiving this informational packet because you have contacted Project Concern and reported damage from the recent rains. This packet includes general information on various assistance programs available along with an application and information on the Iowa Disaster Assistance Program. There are certain qualifications with this state program. Outlined below are those guidelines. If you find that you qualify, you may fill out the enclosed application. You MUST gather all documentation outlined below before you contact Project Concern to file your assistance application in person. Please note that these guidelines cannot be altered so if you do not qualify income -wise you are not eligible and in that case, please refer to the information at the end of this notice concerning the Long Term Disaster Recovery Committee information. IOWA DISASTER ASSISTANCE PROGRAM • Individuals who are at 2X the poverty level income qualify — if you fall at /or below income, you qualify Income: ANNUAL MONTHLY Family Size: 1 2 3 4 5 6 $ 21,780 S 1.815 29,420 2.452 37,060 3.089 44,700 3.725 53,340 4.362 5 9,620 ,999 • Individuals may receive up to $5000 in assistance for recovery • Assistance directly pays vendors, contractors, etc for repairs, replacements, etc • Individuals generally do not see any monies (unless they are being reimbursed for qualifying and verified expenses) • The following additional guidelines established by the Long Term Disaster Recovery Committee will be followed: recovery expenses are prioritized with the following being top priority: health, safety, mold, foundation and accessibility — what this means is that even though there are monies available to assist with other losses and expenses, they will not be awarded until the priority issues are addressed and then if there are monies left, we will re- contact individuals for reimbursement for such items. • If FEMA declares (could be 6 -8wks) any assistance given to individuals through FEMA who have already received assistance from the Iowa Disaster Assistance Program, will be paid to the Iowa Program. What this means is that individuals who have already received assistance through the state of Iowa will not see that amount of assistance from any FEMA assistance. So, if you are awarded $3000 from the Iowa DA program and FEMA awards you $3000, you will not see the money as it will go directly to the state. And, if you receive $3000 but FEMA only awards $1500 then the $1500 would still go to the state to help offset what you have already been awarded — there will be NO double- dipping! • Everyone on the FEMA list at Project Concern, regardless of qualifying or not, will receive this letter explaining the Iowa Disaster Assistance Program • Individuals who qualify must do the following: 1. Fill out the enclosed application 2. Bring 3 months of paycheck stubs or proof of social security payments and amounts to verify income qualifications 3. Bring a letter from your insurance company stating amount of insurance monies received for damages or letter of not covered 4. Bring 2 estimates for each area of assistance needed: 2 estimates for furnace repair /replacement, 2 estimates for new hot water heater, two estimates for floor /wall repair, etc. • PC does NOT have the staff or time to meet with individuals only to discover that they do not have all the documentation necessary to apply for the program. • All individuals who qualify are to fill out the application, get the documentation needed, then call Project Concern to make an intake appointment. Appointments will be scheduled beginning August 18- August 24, 2011. If you are not able to make an appointment between these days, please phone Project Concern and ask for Nancy Lewis • Once qualified with all necessary documentation, repairs, replacements, etc can be secured immediately. • Qualifying applicants will be notified of award amounts within 2 days of applying. Please note: you may qualify for the total amount of $5000 but this amount may not be awarded. The amount of the award depends on the amount of damage and the estimates for repair /replacement. Also, the previously outlined 5 priorities will be funded first to ALL qualifying applicants and monies left over from those areas will then be distributed later. You will be notified if you qualify for more monies provided you did not receive the $5000 amount, when and if more monies are available. OTHER SOURCES OF ASSISTANCE FEMA: The agency will notify city officials as to whether or not there will be a declaration. This can take up to 6 -8 weeks. FEMA representatives have already visited the area so they have the information, now the waiting period begins. Individuals are encouraged to contact their insurance companies to inquire about coverage. Regardless of coverage, it is a good idea to get a letter from the insurance company stating the amount of damages that are covered or not covered. Also, individuals are encouraged to gather 3 months of income verification documents (paycheck stubs, social security monthly allotments, etc), and two estimates from vendors, contractors, etc who can repair /replace damaged materials. This documentation will be necessary for any private funding. Gathering the data ahead of time will expedite the process! As to the other sources of funding: no local funds will be spent until FEMA declares or not. Once all sources of state and federal funding are expended, the Long Term Disaster Committee will meet, determine unmet needs and work with local funders on monies for these needs. This will not occur until all other sources of funding are exhausted. Any additional funding from any level of government will be sent to individuals who have registered with Project Concern. Local media will also be utilized to get the information to the public. For questions, please dial 211 on your phone to be connected to staff at Project Concern. Sincerely, Nancy Lewis Executive Director July 27-28Storm Response uque 0 O 0 rn m m Project Concern Damage Reports (101) Requests for Basement Pumping (259) Sewer Backup Calls - Public Works (32) 1 Sanitary /Storm Sewer Maintenance Request (47) Street Cleaning Request (19) Dubuque City Limits �1 DAG 171E Cri, DUS E Maeterpiece on the Mirsi,ippi Coi vriaht:© 2009 ESRI Page 1 of 2 Mike Van Milligen - FW: RELEASE: Gov. Branstad Requests Major Disaster Declaration for Dubuque and Jackson Counties From: Randy Gehl To: Goodmann, Teri; Steinhauser, Cindy; Van Milligen, Mike Date: 8/10/2011 3:21 PM Subject: FW: RELEASE: Gov. Branstad Requests Major Disaster Declaration for Dubuque and Jackson Counties CC: Heiar, David Forwarded from Tom Berger. From: Press Release from Iowa Governor's Office [ mailto:Press.Releases @iowa.gov] Sent: Wednesday, August 10, 2011 3:00 PM To: Robertson; Robertson, Lucinda [HSEMD] Subject: RELEASE: Gov. Branstad Requests Major Disaster Declaration for Dubuque and Jackson Counties OFFICE OF THE GOVERNOR Governor Terry E. Branstad * Lt. Governor Kim Reynolds FOR IMMEDIATE RELEASE: Wednesday, August 10, 2011 Contact: Governor's Office (515) 725 -3518 Gov. Branstad Requests Major Disaster Declaration for Dubuque and Jackson Counties Assistance from the U.S. Small Business Administration requested for Dubuque County (DES MOINES) - Governor Terry E. Branstad has asked President Obama to declare a Major Disaster for Public Assistance for two Iowa counties. The two counties in the request are Dubuque and Jackson. The Governor is making the request in response to the severe storms and torrential rains that impacted the area beginning July 27 through July 29. A Presidential Major Disaster Declaration for Public Assistance puts into motion long -term federal recovery programs, some of which are matched by state programs, and designed to help public entities and select non- profits. Public Assistance funds may be used for emergency work and the repair or replacement of disaster - damaged facilities and may include debris removal, emergency protective measures, repair of damaged public property, loans needed by communities for essential government functions and grants for public schools. The State may ask for additional counties to be added if the damage warrants such a request. In addition, the Governor is requesting that the United States Small Business Administration (SBA) grant a Physical Disaster Declaration for Dubuque County. A Physical Disaster Declaration would make available to Dubuque County residents the Disaster Loan Program, which would allow low- interest loans to be made file: / / /C:/ Users /mvanmill /AppData/Local/ Temp / XPgrpwise /4E42A2ODDBQ_DODBQ_P... 8/10/2011 Page 2 of 2 available to those impacted by flash flooding that occurred July 27 and 28. On Aug. 3, state, local and federal officials conducted a joint preliminary damage assessment along with representatives from the SBA and determined there was sufficient damage to homes and businesses to warrant a request for a Physical Disaster Declaration. For more information, please visit www.governor.iowa.gov. # ## Randy Gehl Public Information Officer City of Dubuque 50 West 13th Street Dubuque, Iowa 52001 Ph: 563.589.4151 www. c itvofd u b u a u e. o rq Are you using Dubuque's "Notify Me" e-mail alert system? If not, please sign up today at www.citvofdubuoue.orq /notifvme to receive agendas, news releases, event notifications, and other timely news. file: / //C :/Users /mvanmill /AppData/Local /Temp /XPgrpwise /4E42A2ODDBQ DODBQ P... 8/10/2011 Tali: ICIAl_ NE VS1 LI 11R oW i I ii: Criy )UBUQ July Storm Shatters Rainfall Record In over just 12 hours, from the evening of July 27 through the morning of July 28, Dubuque was inundated with an unofficial total of more than 14 inches of rain. This shattered the previous 24 -hour rainfall record of 8.96 inches in August 2002! The rain began falling around 6 p.m. on Wednesday, July 27. The City's public works, fire department, and police department staff were busy throughout the evening responding to issues as they arose including stormwater flooding, debris in streets, displaced manhole covers, structure fires, lightning strikes, and downed power lines.The City's emergency operations center (EOC) was activated at 1:30 a.m. on July 28, as the scope and impact of the storm began to become evident. As issues and hazards were identified and actions taken, storm - related alerts were issued at 4 a.m., 6 a.m., 9 a.m., 11 a.m., and 5 p.m. Public works, water pollution control plant, and engineering staff worked throughout the night to monitor and respond to infrastructure issues. The 91 I /emergency communications center staff received 2,351 calls between 3 p.m., July 27, and 3 p.m., July 28. The fire department called in its entire staff to battle fires that night/morning and to assist residents with basement pumpouts. A total of Stormwater rushing down 17th Street on July 27 (Contributed photo) Iowa Gov. Terry Brans tad toured storm damage in Dubuque with Mayor Roy D. Buol on July 28 and held a media conference on the devasta- tion. Branstad issued a disaster declaration for Dubuque County on Aug. 2. 255 requests for basement pumpouts were received.Also, the leisure services department tree crew responded to numerous reports of downed trees. By Thursday morning, in partnership with the American Red Cross of theTri- States, a plan was in place to open information/ assistance centers at the Prescott Elementary Neighborhood Resource Center and Five Flags Civic Center for displaced residents and to provide information and cleaning kits. More than 200 kits were distributed through the centers. In addition to free basement pumpouts, the City offered free curbside collection of stormwater - damaged items through Aug. 5. As of Aug. 5, public works crews had collected 294 tons of stormwater - damaged materials from approximately 3,400 households. The record - breaking deluge caused extensive damage to public infrastructure and property and impacted thousands of 1 2 1 SmarterTravel Recruitment Underway Smarter Electricity Study Update Smarter Water Portal Available to More Dubuque Households Dubuque Transit System Honored for Excellence 13 1 City Manager's Message Storm - Related Assistance & Information Award for Environmental Excellence 1 4 1 Intercultural Communication Training New Faces Free Financial Literacy Classes Offered private properties. As this publication goes to press on Aug. 5, storm recovery efforts are in full swing and damage assessments are still underway. Initial estimates for City infrastructure and property damage and clean -up costs alone are approximately $4 million.The Water Pollution Control Plant, currently undergoing a $64 million renovation, sustained damages estimated between $2.5 and $3 million. Repair and debris removal estimates for the Old Mill Road, Creekwood, and Manson Road Bridges were $245,000. Damages to streets were estimated at $133,000. The Manson Road water main repair and pumping station damage was $91,000. The leisure services department reported damages totaling nearly $70,000 to various properties it maintains. See page 3 for additional storm - related information. THE CITY OF DUB E Masterpiece on the Mississippi CITY H LI 50 \VEST 131 Ii STRFF1 DT RI (21 E, IA 520011 www.cityofdubuq.ue.org Smarter Travel Study Recruitment Underway • Smarter Sustainable Dubuque, along with several local and national partners, have embarked on a Smarter Travel Study in collaboration with the IBM City-In- Motion project.This innovative research will allow citizens to track anonymously how, when, and where they travel within the community and then share this aggregate information with the community to support positive changes to improve travel and to reduce vehicle miles traveled in Dubuque. The Smarter Travel Study needs as many volunteers as possible to be successful. Volunteers can participate in two ways: I)Volunteers with a smartphone can use the newly created IBM smartphone app, easily downloaded at no cost from www.cityofdubuque.org /smartertravel, to provide anonymous travel data for analysis. 2)Volunteers who ride The Jule's fixed -route bus lines can enroll in the deployment of unique radio - frequency Dubuque Transit System Honored for Excellence The award for the most improved urban transit system was presented to Dubuque's transit system,The Jule, by the Iowa Department of Transportation at the Iowa PublicTi•ansitTi'aining Conference in June.The Jule provided more than 371,000 rides in 2010, an increase of 10.7 percent, while decreasing the cost per ride by 14.5 percent.The Jule General Manager Barbara Morck stated the 2010 accomplishments are due to the rise in environmental awareness, especially in Dubuque where there is an ongoing citywide sustainability initiative, the increased costs involved in operating personal vehicles and improved internal record keeping.This is the first time the City of Dubuque has received this award. identification (RFID) technology.Volunteers can use the RFID as a bus pass to ride the bus for FREE for the duration of the study, approximately through June 2012. Sign up for the RFID at the Community Foundation of Greater Dubuque, located on the mezzanine level of the Roshek Building. As available, the Smarter Travel Study will provide information to the volunteers on ways to save money, conserve resources, and improve the local environment. Also, the aggregate data will be used by the City and its transit Srnar ter Elec partners in implementing policies that incorporate lower environmental impact options and improve transit choices for citizens. Smarter Electricity Update On July 8, nearly 1,000 pilot study households were granted access to the interactive Smarter Electricity portal to monitor their electricity use (see below). From the portal, participants can see a snapshot of the amount of electricity their household uses on a daily basis, presented in kilowatt hours (kWh). They also receive tips on reducing their usage and are able to set consumption goals and chat with other households in the study. This project is funded in part by a grant through the American Recovery & Reinvestment Act (ARRA). § For information on all Smarter Sustainable Dubuque projects, visit www.cityofdubuque.org /ssd or call 563 - 690 -6111. tricity Portal Energy COnSumolon Report rer 512257 Cansumpo<n ev Hour July usage (AMC s 983 / 1523 36% 27 Green la , TEE I. ,st k.rt �Ikwn Roam Conauptal..q■ AlerleaRseaRrocon Naon I" get gmmorwa r,mrw, ram.,.naaun P., V+ CMS WS kVA Smarter Water Portal Available to More Dubuque Households AAfter the successful completion of the Smarter Water Pilot Study, the Dubuque City Council has approved the access of the interactive portal or website used by pilot study participants to additional Dubuque households. No new meters will be needed for the additional households. If your household is interested in accessing hour by hour usage of water via the Internet, contact the Smarter Sustainable Dubuque help desk at 563- 690 -6I I I. SUSTAINABLE 9k014) L DUBUQUE equrrante sustainable communities 4TH ANNUAL CONFERENCE Grand River Center I Dubuque, Iowa This one and a half day conference is packed with comprehensive, impactful and actionable sustainable ideas, plans, and best practices. 11 ice &ct 2011 12 presented & hosted by y SUSTAINABLE CITY economy. engagement. eco- efficiencies. I www.GSCDubuque.com CirY NH\v Srirr\HHra%O< i oi;ra 2011 As this newsletter goes to press on Aug. 5, we are in the early stages of our response to the storm and we have a long way to go, but Dubuquers should be proud of how they have responded. I followed one of our public works collections trucks through some alleys on Saturday, July 30, as stormwater - damaged items were being loaded.At one stop, a family had just brought out wet carpet and a couch. The woman thanked the City staff and the family laughed along with them as the truck "ate" the couch. This kind of attitude exemplified much of what I've seen in the time since the storm. It is important to acknowledge the commitment our Mayor and City Council have made to invest in Dubuque's stormwater infrastructure. While Michael C. Van Milligen the damage from the July storm was tremendous, it would have been far worse if the components of the Drainage Basin Master Plan were not implemented and the Bee Branch Creek Restoration Project was not yet underway.We should also be grateful to the volunteer residents who served on the Bee Branch Creek Citizens Advisory Committee and helped bring the project to fruition. I would also like to thank all the City staff who have played a role in our community's response to this disaster, from the staff who put themselves in harm's way to respond the night of the storm to those who have put in extra time and effort toward the recovery efforts to date. Additionally, City staff worked hand -in -hand with numerous private contractors and vendors to get critical services back online during and after the storm and we could not have succeeded without their assistance. Partnerships have also been key in the response to the storm. The City has worked with the American Red Cross of theTri- States, Dubuque County Emergency Management, Project Concern, the Multicultural Family Center, Community Foundation of Greater Dubuque, and others to meet the needs of residents. Governor Terry Branstad, our state legislators, the Iowa Homeland Security Office, and Department of Human Services have also played key roles in providing resources for our recovery. Dubuque was recently named one of the most resilient cities in the nation. Our community was ranked fifth out of 361 cities nationwide by the Institute of Government Studies at UC Berkley in a study of resiliency capacity that evaluates a community's economic capacity to bounce back from adversity, strength of demographics, and community connectivity. Dubuque's response to the July 27 -28 storm and the spirit of the residents of Dubuque demonstrated since that event certainly affirms this national ranking. Dubuque Receives Governor's Award for Environmental Excellence The City of Dubuque was one of 20 Iowa organizations and businesses receiving Environmental Excellence awards from Gov.Terry E. Branstad. Dubuque received the Environmental Excellence Award for the Sustainable Dubuque initiative on August I in Des Moines.The awards program recognizes comprehensive environmental programs by organizations and businesses, along with special project awards in water quality, air quality, waste management, habitat restoration and development, energy efficiency and renewable energy, and environmental education. The awards are sponsored by the Governor's Office, the Iowa Department of Natural Resources, the Iowa Department of Agriculture and Land Stewardship, the Iowa Department of Economic Development, the Iowa Department of Education, the Iowa Department of Public Health and the Iowa Waste Reduction Center. Storm - Related Assistance & Information CITY NEWS 3 SFPTr\1RFR /OCTOBER 2011 Intercultural Communication Training Offered to the Public Dubuque's Safe Community Task Force recommended intercultural communication training for all City board and commission members. The recommendation is in response to efforts to reduce frustration when working within a group of people, encountering differences and misunderstandings while trying to accomplish tasks, and ensuring the commissioners are effectively serving all members of the community. Understanding each other and being able to work together constructively across differences is a primary goal of the City's boards and commissions. It is possible to learn the skills to become more confident interacting across cultures, and the City's Intercultural Competency Training Team can provide some tools.The public is welcome to join board and commission members at these upcoming concurrent training sessions on Monday, Sept. 19, and Monday, Sept. 26, from 6 -8:30 p.m. at the Carnegie -Stout Public Library's Aigler Auditorium. Please RSVP to the Human Rights Department at 563- 589 -4190 or humanrgt @cityofdubuque.org by Monday, Sept. 5. New Faces The City of Dubuque welcomes these new employees: Maureen Quann City Attorney's Office Todd Carr Housing and Comm. Development Joseph Thompson Engineering William Carroll Library Diane Bowers Housing and Comm. Melissa Schemmel Development Parking Contact Information The City of Dubuque welcomes comments and suggestions about your city government or news appearing in this newsletter. Please contact: City Manager's Office SOW. 13th Street Dubuque, Iowa 52001 -4864 (563) 589-4110 phone (563) 589 -4149 fax ctmgr@cityoldubuque.org Dubuque Ititard AI- America City 2007 Editorial Information City News is published by the Public Information Office and is inserted in the City of Dubuque utility bills six times per year. For the most up -to -date City news and events, visit www.cityofdubuque.org. Steven Gerardy Parking Kenneth Miller Public Works Free Financial Literacy Classes Offered Operation: New View, along with Alliant Credit Union and Health Services Credit Union, is offering FREE financial literacy classes to Dubuquers. Topics include: Budgeting to Create Savings (Sept. 6); Debt Reduction and Asset Building (Sept. 13); Building a Good Credit Rating (Sept. 20); and Consumer Protection and Financial Institutions (Sept. 28). All classes are on Tuesday nights from 6 -7:30 p.m. in the Prescott Elementary Community Center at 1 151 White Street. Please RSVP to Becky at bjenkins @operationnewvieworg or 563.556.5 130 by Thursday, Sept. I . September 5 City Offices closed for Labor Day 6 City Council Meeting, 6:30 p.m., City Council Chambers, Historic Federal Building 6 Environmental Stewardship Advisory Commission, 5 p.m., Conf. Room I, City Hall Annex 8 TransitAdvisory Board, 4,15 p.m., Room 223, Historic Federal Building 11 Dubuque Regional Airport Open House & Fly -In/ Drive -In Breakfast, 7 a.m. - noon. 12 Human Rights Commission Meeting, 4:30 p.m.,Conf. Room 11, City Hall Annex 13 Park and Recreation Commission, 4:30 p.m., Bunker Hill Golf Course snack bar 19 City Council Meeting, 6:30 p.m., City Council Chambers, Historic Federal Building 20 Housing Code Appeals Board Meeting, 4:30 p.m., Suite 312, Historic Federal Building 22 Carnegie -Stout Public Library Board of Trustees, 4 p.m., Library auditorium 27 Housing Commission,4 p.m., Suite 312, Historic Federal Building 27 Arts and Cultural Affairs Advisory Commission, 4:30 p.m., Lacy Board Room, C -S Public Library October 3 City Council Meeting 6:30 p.m., City Council Chambers, Historic Federal Building 4 Environmental Stewardship Advisory Commission, 5 p.m., Conf. Room 1, City Hall Annex 10 Human Rights Commission Meeting, 4:30 p.m., Cont Room II, City Hall Annex I I Park and Recreation Commission, 4 :30 p.m., Bunker Hill Golf Course snack bar 13 TransitAdvisory Board, 4:15 p.m., Room 223, Historic Federal Building 17 City Council Meeting, 6:30 p.m., City Council Chambers, Historic Federal Building 18 Housing CodeAppeals Board Meeting, 4:30 p.m., Suite 312, Historic Federal Building 24 Airport Commission Meeting 4 p.m., Dubuque Jet Center Carnegi�y Public Library Board of Trustees, 25 e- S>:out 4 m., Board Room 25 Housing Commission Meeting,4 p.m.,Suite 312, Historic Federal Building 25 Arts and Cultural AffairsAdvisory Commission, 4:30 p.m., Lacy Board Room, C-S Public library 26 Investment OversightAdvisory Commission, 3:00 p.m., Conf. Rm. A City Hall This calendar does'not include all events, and is subject to change. Are you,using Dubuque's Notify Me "e -mail alert system? If not please sign up today at www.ciiyofdubuque. org /notifyme to.receirve agendas, newi releases, event noti (cation, and other timely news. City Hall: SOW 13th St City Hall Annex: 1300 Main St Historic Federal Building: 350W 6th St Carnegie -Stout Public Library, 360W I I th St Bunker Hill Snack Bar: 2200 Bunker Hill Rd. Dubuque jet Center: 11000 Airport Road CITY NL\\ ti SLPTF\IBFR /OCTOki R 2011 Strong Arm of the Law - THonline.com: Tri -state News Page 1 of 2 Strong Arm of the Law BY MARY NEVANS - PEDERSON TH STAFF WRITER MNPEDERSON @WCINET.COM I Posted: Thursday, August 11, 2011 12:00 am Dorrance Welter needed some help getting waterlogged stuff out of the basement of his Jackson Street home. So did Brenda and Charles Petsch. A crew of young folks with strong backs swooped in Wednesday to help. Many of the area households affected by the devastating flash floods in July had someone to help afterward. Families, neighbors and church members pitched in to lug and toss and clean ruined rooms and homes. But some Dubuque residents had no one to assist them with the heavy, sometimes dangerous, cleanup work. Some are elderly, others disabled and still others without the economic means to take on such a project. Welter is all of the above. Sitting in his tiny apartment, tethered to an oxygen machine, he whispered greetings and thanks to a crew of young policemen and AmeriCorps workers who headed down narrow stairs into his basement. "It means a lot. I'm in no condition to help," said Welter, his thin frame straining with each word and breath. Below him in the basement, a quartet of Dubuque's "bike cops" grabbed sopping insulation and water - logged papers and started stuffing the debris into garbage bags. They signed on to help folks in the neighborhoods where they patrol daily, said Travis Kramer, one of the community policing officers. "I was lucky enough that my house was not struck with the flooding, and I took this opportunity to help those affected by it," said fellow officer Brad Shannon, as he hauled pieces of wood upstairs to the outside. In a few minutes, the team had piled several feet of ruined items on the curb to be hauled away by the city for free. The city of Dubuque is coordinating dozens of requests for help and scores of volunteers willing to lend a hand through its Leisure Services Department. After each affected house undergoes a safety inspection, city staff sets a date for a cleanup team to work there. On Wednesday, two teams, each with several AmeriCorps workers, cleaned four houses in the Comiskey Park area. Before heading to their assignments, the teams got safety training and cleanup guidelines from Tony Elskamp, city recreation supervisor, and watched a short video put together by city staff. They were told what to wear, how to spot safety hazards and how to pace http: / /www.thonline.com/ news /tri- state /article 12e41b26- cdaf- 544e- 9f12- 74983548400a.h... 8/11/2011 Strong Arm of the Law - THonline.com: Tri -state News Page 2 of 2 themselves. They were handed brooms, shovels, masks, gloves and safety goggles before being directed to their assigned houses. At the Petsches' Jackson Street house, Brenda signed a waiver to allow the crew into her basement to remove ruined carpet and appliances. "Every time it rains hard, we get some water in the cellar, but this is the worst we've every had," she said. The floodwater ruined the couple's furnace and hot water heater and damaged the house's roof. Nicole Johnson, with AmeriCorps, explained possible avenues for the family to get help replacing and repairing the damage. "This help means a lot to us. My husband has a heart condition and can't take the steps," Brenda said, as workers carried armfuls of debris through her house to the front curb. "People have been extremely grateful for this help. They would not have been able to get this done without it," Elskamp said. http: / /www.thonline.com /news /tri- state /article 12e41b26- cdaf- 544e- 9f12- 74983548400a.h... 8/11/2011 Page 1 of 1 Kevin Firnstahl - AGENDA ITEM: DISASTER UPDATE From: Juanita Hilkin To: Firnstahl, Kevin Date: 8/8/2011 3:43 PM Subject: AGENDA ITEM: DISASTER UPDATE Attachments: letter to FEMA registrants.doc; dhs individual app form 0811.pdf »> Mike Van Milligen 8/8/2011 2:40 PM »> »> "Nancy Lewis" <execdirector @project - concern.org> 8/8/2011 2:32 PM »> The attached documents are currently being mailed to all who have call and continue to call our agency to register for storm damage. I have also spoken with a representative from the Lions Club and they will be applying to the Intl. for a disaster grant which will be used for clothing, water and food. They will provide Wal Mart gift cards for those on our list who qualify for the State Individual Disaster Assistance program. They will also ask Wal Mart if they will match or add to the amount of the grant they will receive. This will be great in that it will expand the coverage of assistance grants. Also, the Community Foundation will be coordinating fund raising efforts for disaster relief in general, including the recent storm damage. They along with the Visiting Nursing Association will provide case managers to PC to assist with in- takes. Thus far we have received close to 500 calls and approx. 'A of those will qualify for assistance through the state program. We are scheduling in -take days for Aug. 22 -24. For those who can't make it then, separate times will be scheduled. We will also be sending out the information to anyone that still calls in. If you have any questions, please send me an email. Thanks. Nancy Lewis Executive Director Project Concern 563 - 588 -3980 file: / /C: \Documents and Settings \kfirnsta \Local Settings \Temp \XPgrpwise \4E400411 DBQ_... 8/8/2011 ProjectConce rn Connecting people to services 1789 Elm #B ** Dubuque, IA 52001 ** Ph: 563 -588 -3980 Fax: 563 -588 -3982 www.project- concern.org ** email: execdirector @project- concern.org August 8, 2011 You are receiving this informational packet because you have contacted Project Concern and reported damage from the recent rains. This packet includes general information on various assistance programs available along with an application and information on the Iowa Disaster Assistance Program. There are certain qualifications with this state program. Outlined below are those guidelines. If you find that you qualify, you may fill out the enclosed application. You MUST gather all documentation outlined below before you contact Project Concern to file your assistance application in person. Please note that these guidelines cannot be altered so if you do not qualify income -wise you are not eligible and in that case, please refer to the information at the end of this notice concerning the Long Term Disaster Recovery Committee information. IOWA DISASTER ASSISTANCE PROGRAM • Individuals who are at 2X the poverty level income qualify — if you fall at /or below income, you qualify Income: ANNUAL MONTHLY Family Size: 1 2 3 4 6 $ 21,780 S 1.815 29,420 2.452 37,060 3.089 44,700 3.725 53,340 4.362 5 9,620 ,999 • Individuals may receive up to $5000 in assistance for recovery • Assistance directly pays vendors, contractors, etc for repairs, replacements, etc • Individuals generally do not see any monies (unless they are being reimbursed for qualifying and verified expenses) • The following additional guidelines established by the Long Term Disaster Recovery Committee will be followed: recovery expenses are prioritized with the following being top priority: health, safety, mold, foundation and accessibility — what this means is that even though there are monies available to assist with other losses and expenses, they will not be awarded until the priority issues are addressed and then if there are monies left, we will re- contact individuals for reimbursement for such items. • If FEMA declares (could be 6 -8wks) any assistance given to individuals through FEMA who have already received assistance from the Iowa Disaster Assistance Program, will be paid to the Iowa Program. What this means is that individuals who have already received assistance through the state of Iowa will not see that amount of assistance from any FEMA assistance. So, if you are awarded $3000 from the Iowa DA program and FEMA awards you $3000, you will not see the money as it will go directly to the state. And, if you receive $3000 but FEMA only awards $1500 then the $1500 would still go to the state to help offset what you have already been awarded —there will be NO double- dipping! • Everyone on the FEMA list at Project Concern, regardless of qualifying or not, will receive this letter explaining the Iowa Disaster Assistance Program • Individuals who qualify must do the following: 1. Fill out the enclosed application 2. Bring 3 months of paycheck stubs or proof of social security payments and amounts to verify income qualifications 3. Bring a letter from your insurance company stating amount of insurance monies received for damages or letter of not covered 4. Bring 2 estimates for each area of assistance needed: 2 estimates for furnace repair /replacement, 2 estimates for new hot water heater, two estimates for floor /wall repair, etc. • PC does NOT have the staff or time to meet with individuals only to discover that they do not have all the documentation necessary to apply for the program. • All individuals who qualify are to fill out the application, get the documentation needed, then call Project Concern to make an intake appointment. Appointments will be scheduled beginning August 18- August 24, 2011. If you are not able to make an appointment between these days, please phone Project Concern and ask for Nancy Lewis • Once qualified with all necessary documentation, repairs, replacements, etc can be secured immediately. • Qualifying applicants will be notified of award amounts within 2 days of applying. Please note: you may qualify for the total amount of $5000 but this amount may not be awarded. The amount of the award depends on the amount of damage and the estimates for repair /replacement. Also, the previously outlined 5 priorities will be funded first to ALL qualifying applicants and monies left over from those areas will then be distributed later. You will be notified if you qualify for more monies provided you did not receive the $5000 amount, when and if more monies are available. OTHER SOURCES OF ASSISTANCE FEMA: The agency will notify city officials as to whether or not there will be a declaration. This can take up to 6 -8 weeks. FEMA representatives have already visited the area so they have the information, now the waiting period begins. Individuals are encouraged to contact their insurance companies to inquire about coverage. Regardless of coverage, it is a good idea to get a letter from the insurance company stating the amount of damages that are covered or not covered. Also, individuals are encouraged to gather 3 months of income verification documents (paycheck stubs, social security monthly allotments, etc), and two estimates from vendors, contractors, etc who can repair /replace damaged materials. This documentation will be necessary for any private funding. Gathering the data ahead of time will expedite the process! As to the other sources of funding: no local funds will be spent until FEMA declares or not. Once all sources of state and federal funding are expended, the Long Term Disaster Committee will meet, determine unmet needs and work with local funders on monies for these needs. This will not occur until all other sources of funding are exhausted. Any additional funding from any level of government will be sent to individuals who have registered with Project Concern. Local media will also be utilized to get the information to the public. For questions, please dial 211 on your phone to be connected to staff at Project Concern. Sincerely, t/ YG%tef gtrea Nancy Lewis Executive Director Iowa Department of Human Services Iowa Disaster Assistance Application Iowa Disaster Assistance Application Date of disaster (1) Applicant Information (personal information) Include PICTURE ID OF ALL ADULTS (a)Name: i (b)Total Annual Household income (c)Date of birth: I (d)SSN: - - I (e)Phone: Cell (f)Damaged address: (g)City: (h)County: (i)ZIP Code: (j)Own Rent (Please circle) (k)Insurance Company: (I)Insurance phone: (m)Alternate contact Name and Phone number: (n)Current address if different from above (o)Damaged address(Please circle one) Home Townhome Apartment Mobile Questions call : 1- 8664344692 (n) (p)Number of adults in home (q)Receipts provided Y Number of children in home Request voucher program Y_ N_ (2) Loss Information (Include receipts for replaced item (s) If no receipts, request voucher program Reason for loss (Please circle) Tornado Flood Earthquake Other (Please Explain with additional sheet) Structural Damage Cost to repair $5,000 maximum Kitchen loss $560.max Bed furniture $250 per person Clothing $145 per person HVAC $2100 max Water heater $425 max Dehumidifier $150 max Sump pump $200 max Electrical $300 max Disaster Vehicle repair $500 max Temp housing max $50 per day Total requested $5,000.00 maximum grant. OFFICE USE ONLY (3) Attestation: I attest that the information provided on this form is true and accurate. I am providing this information to the Iowa Department of Human Services and County Emergency Management to request reimbursement for expenses under he Iowa Individual Assistance Disaster Grant Program. I authorize the release of this information to other aid organizations and persons to administer this program as determined to be necessary by the Iowa Department of Human Services. I attest that persons receiving assistance in the household are legal residents of the United States. I understand that If I am not eligible for benefits under this program, or if I have insurance that covers losses claimed, or if I have received assistance from other programs for the same claimed items to include but not limited to a non profit charitable organization, Federal Emergency Management, or Small Business Administration, I hereby agree to repay any funds acquired through this program back to the State of Iowa Department of Human Services. I understand I have the right to appeal eligibility and damage award decisions within 15 days of a decision. Applicant Signature: NEXT STEP: identification, Please take your completed form, copies of and receipts (if needed) to the county coordinator. believed to be in the disaster affected Date: emergency management (4) County Emergency Management Coordinator I confirm that (1) The address provided on this application is a valid address and is reasonably area. (2) Disaster related expenses were possible as a result of the current disaster. (A). County has an appointed entity and is referring this application to be considered for the locally to administered Voucher program. (B). County does not have an appointed entity to consider vouchers for Human Services to be processed as disaster assistance. I am forwarding the application to the Department of a reimbursement only grant and all receipts are being forwarded with the application. County emergency Management coordinator Signature: Date: (5) DHS Central office Signature Signature Date: 470 -4448 (Rev. 4/11) Iowa Department of Human Services Iowa Disaster Assistance Application Instructions for completion of the Iowa Disaster Assistance Application Section 1 applicant information - Complete all boxes that pertain to your household members. (a) Your name. (b) The total yearly income for all persons living in your home? (c) Your date of birth (d) Your social security number. (e) Your phone numbers (f) The address of your damaged dwelling. The address where you live that was damaged by the disaster. (9) City (h) County (i) Zip code (j) Whether you own or rent your home? (k) Your insurance company name (I) Phone number of your insurance company (m) A name of an alternate contact and phone number. (n) Current address if different from the damaged address. (o) What type of structure is it? (p) Number of adults that live in the home, Number of children that live in the home. To participate in the reimbursement only grant program include all receipts for replacement items claimed. To participate in the voucher program request the voucher program information from your local County emergency management coordinator. Section 2 Loss Information - Complete all boxes that apply to your losses and include receipts for replacements. If you do not have replacement receipts or do not have funds to replace lost items, ask if there is an entity that has been approved by your county to assist you to obtain vouchers for replacement. To apply for reimbursement only grant program you must have receipts for repairs attached to the application. You must also attach a copy of a form of government- issued photo identification with your application (i.e., drivers license, passport, etc). Section 3 Attestation - Read this area carefully. If you are provided duplicate assistance by other organizations, the Department will pursue the return of state funds. You must also be a legal resident of the United States to apply for assistance. Your right to appeal is also explained in this area. Your original signature is required on the application. Date the application on the date signed. Section 4 Count Emergency Management Coordinator - determines if the address provided is in the disaster affected area. They determine if stated losses could have reasonably been caused by the related disaster. (A.) If the county has an entity designated for a local voucher system and vouchers are requested the coordinator will pass the application to the appropriate entity and submit a copy of the application to the Department of Human Services. (B.) If the county does not have an appointed entity the application is process as a re- imbursement grant through the normal submission process. All receipts for repairs shall be included with the application for submission. Coordinator signs and dates the application and submits to Homeland Security Emergency Management at "DRGP" 7105NW 70th Avenue, Johnston Iowa 50131 Section 5 DHS Central office Signature - Department of Human Services (CENTRAL OFFICE in Des Moines) receives and processes the application. When the Department representative signs and dates the application and processing of the application begins. NOTE: In the event of a presidential disaster declaration, all state programs are canceled and federal disaster programs will have priority. 470 -4448 (Rev. 4/11)