Emergency Management Fiscal Year 2016 Budget PresentationCity of Dubuque Public Hearings # 2.
ITEM TITLE:
SUMMARY:
SUGGESTED DISPOSITION:
Copyright 2014
Emergency Management Fiscal Year 2016 Budget Presentation
ATTACHMENTS :
Description
❑ Emergency Management FY16 Recommended Budget
Type
Supporting Documentation
Emergency
Management
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EMERGENCY MANAGEMENT
Budget Highlights
% Change
FY 2013/14 FY 2014/15 FY 2014/15 FY 2015/16 from Adopted
Actual Adopted Amended Recomm'd FY 2014/15
Dubuque County Emergency Management Budget (DCEM)
Expenditures
Employee Expense 92,538 94,297 94,243 98,233 4.2%
Supplies and Services 130,593 281,600 281,600 283,100 0.5%
Machinery and Equipment 11,355 500 500 3,000 500.0%
Total DCEM Expenditures 234,486 376,397 376,343 384,333 2.1%
Resources (Misc / Cash Bal) 116,279 62,790 62,790 58,853 -6.3%
Resources (Federal) 39,000 39,000 39,000 39,000 0.0%
HAZMAT 8,591 200,000 200,000 200,000 0.0%
County Contribution 53,406 53,406 53,406 53,406 0.0%
City Property Tax Support 80,000 80,000 80,000 80,000 0.0%
Total DCEM Resources 297,276 435,196 435,196 431,259 -0.9%
Available Cash Balance
62,790 58,799 58,853 46,926
-20.2%
Emergency Management Fund Balance
Available Balance July 1, 2014 $ 62,790
Estimated Fiscal Year 2015 Drawdown/Addition for Operating Budget (3,937)
Balance July 1, 2015 ($19,000 Designated) $ 58,853
Estimated Fiscal Year 2016 Drawdown/Addition for Operating Budget (11,927)
Balance July 1, 2016 ($26,000 Designated) = approximately 10% Working Cash Balance $ 46,926
Significant Line Items at Maintenance Level
(Without Recommended Improvement Package)
Property Tax Support
1. There is no property tax support increase in FY 2016.
2. HAZMAT expense remains at $200,000 in FY 2016 and is offset by Federal HAZMAT
reimbursement revenue of $200,000. This will allow the Dubuque County Emergency
Management Agency Commission to recover costs for all agencies involved in a hazardous
materials incident in the county. The Emergency Management Agency per Dubuque County
code of ordinances will gather all agencies costs for response and then will invoice the
responsible party. Once paid, the Commission will deposit the check and then reimburse all
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fire, EMS, Hazmat Teams, cities and Emergency Management Agency for their costs of
response. The HAZMAT budget gives the Emergency Management Agency the spending
authority in the event of a major event or multiple events.
Revenue
3. Federal funding is anticipated to remain at $39,000 in FY 2016, which amounts to 21.1% of the
total budget excluding HAZMAT of $200,000 for FY 2016. In FY 2015, the federal share
supported 21.9% of the total budget excluding HAZMAT.
4. The City's participation of $80,000 remains unchanged from the prior Fiscal Year and reflects
43.4% of the total budget excluding HAZMAT in FY 2016 as opposed to 45.3% of the total
budget excluding HAZMAT in FY 2015.
5. The County share of $53,406 remains unchanged and reflects 28.97% of the total budget
excluding HAZMAT in FY 2016 as opposed to 30.3% of the total budget excluding HAZMAT in
FY 2015.
6. Balances of $11,927 are being reduced from the FY 2016 operating budget. The goal is to keep
the working cash balance at approximately 10% of their annual operating budget (excluding the
designated balance of $26,000). The City and County agreed to this approach and the
minimum balance to be maintained in the Emergency Management Fund.
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EMERGENCY MANAGEMENT
Plan and prepare for, respond to, and recover from natural and human made disasters
in a coordinated response utilizing our local government and agency resources.
Emergency
Management
Commission
Dubuque
County
City of Dubuque
Emergency
Management
Expenditures and Resources by Department and Category
Budget Highlights
% Change
FY 2013!14 FY 2014!15 FY 2014!15 FY 2015116 from Adopted
Actual Adopted Amended Recomm'd FY 2014115
Dubuque County Emergency Management Budget (DCEM)
Expenditures
Employee Expense 92,538 94,297 94,243 98,233 4.2%
Supplies and Services 130,593 281,600 281,600 283,100 0.5%
Machinery and Equipment 11,355 500 500 3,000 500.0%
Total DCEM Expenditures 234,486 376,397 376,343 384,333 2.1%
Resources (Misc /Cash Bal) 116,279 62,790 62,790 58,853 -6.3%
Resources (Federal) 39,000 39,000 39,000 39,000 0.0%
HAZMAT 8,591 200,000 200,000 200,000 0.0%
County Contribution 53,406 53,406 53,406 53,406 0.0%
City Property Tax Support 80,000 80,000 80,000 80,000 0.0%
Total DCEM Resources 297,276 435,196 435,196 431,259 -0.9%
Available Cash Balance
62,790 58,799 58,853 46,926
-20.2%
Emergency Management Fund Balance
Available Balance July 1, 2014 $ 62,790
Estimated Fiscal Year 2015 Drawdown/Addition for Operating Budget (3,937)
Balance July 1, 2015 ($19,000 Designated) $ 58,853
Estimated Fiscal Year 2016 Drawdown/Addition for Operating Budget (11,927)
Balance July 1, 2016 ($26,000 Designated) = approximately 10% Working Cash Balance $ 46,926
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EMERGENCY MANAGEMENT
SUCCESS IS ABOUT PLANNING, PARTNERSHIPS AND
PEOPLE LEADING TO OUTCOMES
PEOPLE
The Emergency Management
Director is an Iowa Certified
Emergency Manager (CEM) and
exceeds the minimum standards
as set in Iowa Code and
Administrative Rule.
PLANNING
The Emergency Management Director leads a
planning process that contains stakeholders
from the City of Dubuque, Dubuque County
and local organizations to maintain a
comprehensive emergency management plan
to include response, mitigation and recovery
plans.
**EMERGENCY
MANAGEMENT
DUBUQUE COUNTY
PARTNERSHIPS
The Emergency Management Agency works with the
City of Dubuque, Dubuque County and its other cities,
fire departments, police departments, sheriff's office,
emergency medical services, area non-profit
organizations active in disaster, public health, hospitals,
schools and businesses to have a coordinated planning
process and exercise schedule to prepare for disasters.
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EMERGENCY MANAGEMENT
Overview
Emergency Management provides a comprehensive emergency management program
that includes planning, response, recovery and mitigation from natural and human made
disasters. The emergency management director coordinates emergency preparedness
training, national incident management training and disaster recovery training to cities,
staff, emergency responders and citizens.
The Emergency Management Agency has coordinated disaster training to include the
following courses:
• Senior Officials Workshop
• Annual Hazardous Materials Operations Class
• National Incident Management System (NIMS) classes
• Incident Command Classes for EMS and Emergency Responders
• Hazard Mitigation Planning for local officials
• Public Information Officer Classes
• Communications Unit Leader Training (COM -L)
The following Emergency Management Exercises have been conducted in the past
year:
• Emergency Management Tabletop exercise with the City of Dubuque Leadership
Team.
• Functional severe weather notification exercise with all cities participating with
their outdoor warning sirens, visits to vulnerable population centers and
emergency responder radios.
• Regional functional exercise with coordination and assistance with the Delaware
County Emergency Management Agency EOC.
The Emergency Management Agency is responsible for administering grants to local
response committees and organizations. Those grants include the following:
• Iowa Department of Public Health Bureau of EMS training and preparedness
grant
• Regional Homeland Security Preparedness and Training Grants
• Local Emergency Planning Committee Grants
• Dubuque Racing Association grant for the Emergency Responder Training
Facility
• Assistance to Firefighters Grant for the communications systems upgrade
• Emergency Management Performance Grant which is a pass through
performance grant tied to planning, preparedness, mitigation, response and
recovery.
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EMERGENCY MANAGEMENT
Funding Summary
FY 2013/14
Actual
FY 2014/15
Adopted
FY 2015/16
Recommended
Expenditures
$80,000
$80,000
$80,000
Resources
$0
$0
$0
Position Summary
FY 2015/16 FTE's
Emergency Management Director
1.00
Total FTE's
1.00
Supporting City, Organization and Community Goals
Planned and Managed Growth
• As the city and area expands the emergency management agency will make
recommendations for enhancing the outdoor warning sirens.
Partnering for a Better Dubuque
■ The Emergency Management Agency maintains a working relationship with the
City of Dubuque and Dubuque County Public Safety Agencies, City of Dubuque
and the County of Dubuque, as well as the State Homeland Security and
Emergency Management and the Federal Emergency Management Agency. In
addition to the main governmental agencies, we maintain relations with and work
closely with volunteer and civic organizations; schools and universities; private
companies and industry; and the citizens of Dubuque and Dubuque County.
Improved Connectivity — Transportation and Telecommunications
• The emergency management agency works with local media, the national
weather service, and community public information officers to ensure advanced
warning prior to severe weather events.
• The emergency management agency works with the local E911 board in order to
maintain reliability for people to access emergency services. This includes
contingency planning for outages and service disruptions.
Financially Responsible City Government and High Performance Organization
■ The emergency management agency is a joint commission with funding from the
City of Dubuque, Dubuque County and through a Federal Emergency
Management Performance Grant. This collaboration and cooperation among
jurisdictions provides for a positive and fiscally responsible partnership to meet
the emergency management needs of the community.
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EMERGENCY MANAGEMENT
Economic Prosperity
• The emergency management agency concentrates on preparing the community
for natural disasters and emergencies decreasing service disruption and
lessening the time to recover from events.
• A compliant EMA also opens funding opportunities to cities and response
organizations to be eligible for state and federal grant programs.
Social/Cultural Vibrancy
• Ensuring the needs of the vulnerable populations in our planning processes will
ensure that we are all inclusive to our citizens in providing advice, warning,
response and recovery after an event.
• Disaster preparedness outreach is a priority and welcoming the technological
advances for warning and coordination.
Environmental Integrity
• Preparing for disasters and completing items identified in the hazard mitigation
plans will maintain the integrity and quality of the environment.
• The recovery plan provides guidance to return the environment to the condition it
was in previous to the event. Local jurisdictions are encouraged to implement
recovery actions using environmentally friendly actions.
Performance Measures
Emergency Management — Activity Statement
Plan and prepare for, respond to, and recover from natural and human made
disasters in a coordinated response utilizing our local government and agency
resources.
Goals
• A better prepared community will lessen the effect of disasters and will improve the
chances for survival as well as decreasing the time to recover from major events.
• To provide coordination activities and resources to local municipalities, emergency
response agencies and other disaster response partners to provide a holistic approach
to responding to disasters.
■ Maintain compliance for all local governments ensuring all resources be readily available
to prepare for, respond to, and recover from disasters including post disaster recovery
money from the Federal Government.
_---'l
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EMERGENCY MANAGEMENT
Objective: Maintain an adequate level of disaster preparedness that meets State
and Federal planning requirements and minimizes the impact of natural of human
made disasters by continuing to maintain the Dubuque County Comprehensive
Emergency Plan.
Maintaining the Dubuque County Comprehensive Emergency Plan and providing the proper
training to agencies and services is vital to ensure responders are prepared to mitigate a
multitude of emergencies including floods, tornadoes, earthquakes, severe weather major mass
casualty incident, mass fatality incident, hazardous materials incident, nuclear attack, terrorism,
bio -terrorism event, public health emergency, radiological incident and any other natural or man-
made disaster.
In 2014 the comprehensive emergency management plan conversion to emergency
support functions completed a five year transition plan. The plan was approved by the
State of Iowa Homeland Security and Emergency Management Division which in turn
allows local government and public safety agencies eligible for federal disaster and
emergency preparedness grants and funding.
Other preparedness plans updated during 2014 include:
• Hazard Analysis and Risk Assessment
• Mass Fatalities Plan for the county
Preparedness plans reviewed and updated annually include:
• Dubuque City/County Severe Weather Plan, Mass Casualty Plan
• Winter Storm Plan
• Excessive Temperature Plan (In cooperation with City Health Services)
• Multi -Jurisdictional Hazard Mitigation Plan
• Recovery Plan
• Emergency Operations Center Manual
Preparedness Activities include:
• Assisting the City of Dubuque Fire Department with
the maintenance of the outdoor emergency warning
system and conducting regular tests of the system
throughout the City and County
• Testing and operating the local Cable TV over ride
system in the event of a local emergency or event
affecting the City of Dubuque and Dubuque County
• Providing twenty-four coverage of storm warning and
operations at the Emergency Operations Center
through a coordinated effort by the staff of the City and County.
• Partnering and participating in the public health coalition to prepare for public
health emergencies.
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EMERGENCY MANAGEMENT
Objective: Maintain a working relationship between all City Governments, County
Government and public safety agencies to provide a uniform emergency
response to reduce the impact of disasters to individuals and minimize damage
to property.
All disasters start at the local level and they also conclude at the local level. It is imperative that
the county and cities provide mutual aid assistance to one another to start the immediate
response to a major event.
The key to successful working relationships during a disaster includes:
• The planning process of developing response and mitigation plans.
• Providing training to local emergency responders and staff that respond to
emergencies.
• Exercising the plans, conducting after action reviews and making revisions.
• Maintaining a great working relationship with our partners in neighboring
jurisdictions, regional EMA's, the state and also FEMA.
• Exercising plans and conducting tabletop, functional and full scale exercises with
community members.
Objective: Actively promote Emergency Management activities to ensure citizens
are prepared for unforeseen disasters and promote an atmosphere of personal
security.
The emergency management director participates in educating the citizens for emergency
preparedness activities and talks to schools, groups, organizations and citizens to provide
information to help them prepare their emergency plans. Upon request by local service clubs,
organizations and institutions the EMA Director has a planned presentation about severe
weather awareness and emergency preparedness. The agency is active in working with local
schools to assist with emergency drills and severe weather shelter areas. This includes local
colleges, high schools, grade schools in the City of Dubuque and Dubuque County. The agency
will participate with local school emergency planning committees at their request.
When a local disaster exceeds the response and recovery capabilities of the local and
state governments, federal aid can be requested by the Governor and awarded through
a Presidential Disaster
Declaration.
As you can see from the chart,
there have been local disasters
that qualified for a Presidential
Declaration. The information
in the chart below shows the
total dollar amount of public
assistance damages for all
governmental entities and non
8,000,000:
6,000,000-1
4,000,000./
2,000,000.
2001 2002 2004 2008
2010 2011
O Public Assistance Damages from recent Presidentially declared disasters
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EMERGENCY MANAGEMENT
profits for each of the presidential disasters since 2001. By having a compliant
comprehensive emergency management agency, local jurisdictions are eligible for
disaster recovery assistance from the State of Iowa and FEMA.
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Recommended Operating Revenue Budget - Department Total
15 -DISASTER SERVICES
Fund
Account
Account Title
FY13 Actual
FY14 Actual
FY15 Adopted
FY16 Recomm'd
Revenue
Revenue
Budget
Budget
100 53620
REIMBURSEMENTS -GENERAL
1,883
1,016
0
0
53- MISCELLANEOUS
1,883
1,016
0
0
15 - DISASTER SERVICES TOTAL
1,883
1,016
0
0
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Recommended Operating Expenditure Budget - Department Total
15 -DISASTER SERVICES
Fund
Account
Account Title
FY13 Actual
FY14 Actual
FY15 Adopted
FY 16 Recomm'd
Expense
Expense
Budget
Budget
100
100
100
62421
62436
62761
TELEPHONE
RENTAL OF SPACE
PAY TO OTHER AGENCY
2,762
255
80,000
1,697
360
80,000
0
0
80,000
0
0
80,000
62 - SUPPLIES AND SERVICES
83,017 82,057 80,000 80,000
15- DISASTER SERVICES TOTAL
83,017 82,057 80,000 80,000
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Recommended Expenditure Budget Report by Activity & Funding Sounce
15 - DISASTER SERVICES
DISASTER SERVICES -15100
FUNDING SOURCE: GENERAL
Account FY13 Actual Expense FY14 Actual Expense FY15 Adopted Budget FY16 Recomm'd Budget
SUPPLIES AND SERVICES
DISASTER SERVICES
DISASTER SERVICES TOTAL
83,017
83,017
$83,016.91
82,057
82,057
$82,056.55
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80,000
80,000
$80,000.00
80,000
80,000
$80,000.00
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EMERGENCY
MANA GEMENT
DUBUQUE COUNTY
Emergency Management Commission
City of Dubuque
FY2016 Budget Presentation
March 3rd, 2015
Emergency Management
Commission
Established in Chapter 29C of Iowa Code
A member of the Board of Supervisors or
their designated representative
Sheriff or Sheriffs Designee
The mayor of each incorporated city within
the county or their designee
Prior Accomplishments
Maintained National Incident Management
System (NIMS) Compliancy for City of
Dubuque and Dubuque County
Met State & Federal Requirements for a
local emergency management agency
Exercises Completed
Ow Regional Functional Exercise with Delaware
County
Prior Accomplishments
► NIMS Training —sponsored for new
employees and county departments
► Local Emergency Planning Committee grant
for hazardous materials training
► Updated Hazard Analysis and Risk
Assessment
► Updated EMA Commission Bi -laws
✓ Collaborated with Public Health Coalition on
the local Ebola Response
Classes Sponsored
Spotter Training Classes
Incident Command Classes
Hazardous Materials Operations Classes for
new volunteers
Emergency Preparedness Presentations
given to local organizations
Railroad Emergency Class
Coordination and assistance with many organizations and agencies.
Local Response Agencies
Sherrill Fire and EMS, Dubuque Fire Department Hazmat Team,
Dubuque County Sheriffs Office, Holy Cross Fire Department, EMA,
911 Dispatch, Dubuque County Conservation and DNR
National Incident Management System
and ICS works — Training
Collaboration and cooperation with local, regional, private, state
and federal agencies. Everyone working under the same incident
command system.
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Past Dubuque Presidentially
Declared Disasters
Disasters 1965-1998
DR193 — 1965 Floods
DR259 — 1969 Floods
DR269 — 1969 Floods
DR348 — 1972 Floods
DR354 — 1972 Winter
DR386 — 1973 Floods
DR443 — 1974 Floods
R996 — 1993 Floods
33 Yea Disaster.
Disasters 1999-2015
DR1277 — 1999 Floods
DR1367 — 2001 Floods
DR1420 — 2002 Floods
DR1518 — 2004 Floods
DR1763 — 2008 Floods
DR1930 — 2010 Floods
DR4018 — 2011 Floods
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Annual Plan Updates
Comprehensive Emergency Management
Response Plan — Approved in 2014
Complete plan to be distributed
Review of 20% to begin — committee input
Hazard Mitigation Plan reviewed
City of Dubuque Severe Weather Plan
Updated
Future Initiatives
► Regional Commodity Flow Study —Part 2
► Full scale exercise at the Dubuque Regional
Airport for April of 2016
Dubuque Community Awareness and
Emergency Response (CAER)
ow Alert Iowa Notification System
EMA Commission Revenues
$90,000
$80,000
$70,000
$60,000
$50,000
$40,000
$30,000
$20,000
$10,000
$0
1
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FY 10 FY 11 FY 12 FY 13 FY 14 FY 15 FY 16
■ Federal
• City
County
EMA Funding Package
Emergency Management Performance Grant
(EMPG) - $39,000 — capped by the State of
Iowa HSEMD.
ow City of Dubuque - $80,000
► Dubuque County - $53,406
ow Remaining balance of 10% of expenses
► Reserve Funds - $20,000 vehicle and $6,000
Computer Equipment for FY16
Severe Weather Class
National Weather Service will conduct the
annual Severe Weather Awareness Class on
Tuesday, March 24th, 2015 at the Dubuque
County Fire Training Center at 6:30 p.m.
* m
**EMERGENCY
LAMNAGEMENT
DUBUQUE COUNTY
**M
* EMERGENCY
GEMENT
DUBUQUE COUNTY
Statewide Tornado Drill
National Weather Service will conduct the
annual Statewide Tornado Drill on
Wednesday, March 26th, 2014 with a TEST
TORNADO WATCH and 10:00 and the TEST
TORNADO DRILL around 10:20 am
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Thank You / Questions?