Emergency Management FY 2017 Budget Presentation Copyright 2014
City of Dubuque Public Hearings # 1.
ITEM TITLE: Emergency Management FY2017 Budget Presentation
SUMMARY:
SUGGESTED DISPOSITION:
ATTACHMENTS:
Description Type
Emergency Management FY17 Recommended Budget Supporting Documentation
Emergency
Management
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EMERGENCY MANAGEMENT
%Change
FY 2014/15 FY 2015/16 FY 2015/16 FY 2016/17 from Adopted
Budget Highlights Actual Adopted Amended Recomm'd FY 2015/16
Dubuque County Emergency Management Budget(DCEM)
Expenditures
Employee Expense 93,885 98,233 94,243 97,752 -0.5%
Supplies and Services 160,294 283,100 289,100 289,050 2.1%
Machinery and Equipment 400 3,000 18,000 3,000 0.0%
Total DCEM Expenditures 254,579 384,333 401,343 389,802 1.4%
Resources (Misc/Cash Bal) 64,685 75,016 75,016 46,079 -38.6%
Resources (Federal) 39,000 39,000 39,000 39,000 0.0%
HAZMAT 92,504 200,000 200,000 200,000 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 329,595 447,422 447,422 418,485 -6.5%
Available Cash Balance 75,016 63,089 46,079 28,683 -54.5%
Emergency Management Fund Balance
Available Balance July 1, 2015 $ 75,016
Estimated Fiscal Year 2016 Drawdown/Addition for Operating Budget (28,937)
Balance July 1, 2016 ($11,000 Designated) $ 46,079
Estimated Fiscal Year 2017 Drawdown/Addition for Operating Budget (17,396)
Balance July 1, 2017 ($17,000 Designated) = approximately 10%Working Cash Balance $ 28,683
Significant Line Items at Maintenance Level
(Without Recommended Improvement Package)
Property Tax Support
1. There is no property tax support increase in FY 2017.
2. HAZMAT expense remains at $200,000 in FY 2017 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 2017, which amounts to 20.5% of the
total budget excluding HAZMAT of$200,000 for FY 2017. In FY 2016, the federal share
supported 21.1% of the total budget excluding HAZMAT.
4. The City's participation of$80,000 remains unchanged from the prior Fiscal Year and reflects
42.1% of the total budget excluding HAZMAT in FY 2017 as opposed to 43.4% of the total
budget excluding HAZMAT in FY 2016.
5. The County share of $53,406 remains unchanged and reflects 28.1% of the total budget
excluding HAZMAT in FY 2017 as opposed to 29.0% of the total budget excluding HAZMAT in
FY 2016.
6. Balances of $17,396 are being reduced from the FY 2017 operating budget. The goal is to keep
the working cash balance at approximately 10% of their annual operating budget (excluding the
designated balance of$17,000). 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
Through an all hazards approach, we utilize resilience as the capacity of our local
jurisdictions to plan and prepare for, respond to, and recover from disasters in a
coordinated response.
Emergency
Management
Commission
Dubuque County
& Gties within - City of Dubuque
Dubuque Co
Emergency
Management
Agency
SUCCESS IS ABOUT PLANNING, PARTNERSHIPS AND
PEOPLE LEADING TO OUTCOMES
PLANNING
The Emergency Management Director
leads a planning process that contains
NN/ stakeholders from the City of Dubuque,
Dubuque County and local organizations
PEOPLE to maintain a comprehensive emergency
The Emergency Management management plan.
Director is an Iowa Certified
Emergency Manager (CEM) and
exceeds the minimum standards
as set in Iowa Code and 4c EMERGENCY Z\
Administrative Rule. NAGEMENT
44/\, ,,,' ADUBUQUE 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
V 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
Resources and Property Tax Support
30000 -
200000 -
150000
100000
50000
0
in _ iiuiiliii
Cash Balance Federal HA2MAT County Contribution Property Tax
Support
■FY2015 ■FY2016 ■FY2017
The Emergency Management Agency will gather agency costs for response to a disaster and
then will invoice the responsible party. The HAZMAT budget gives the Emergency Management
Agency the spending authority in a major event or multiple events.
Expenditures by Category by Fiscal Year
F$3,000
Machinery and Equipment $18,000
$400
Supplies and Services $289,050
$96029 $289,100
^4
Employee Expense $97,752
$94,243
$0 $9 3,885
$50,000 $100,000
$150,000 $200,000
$250,000 $300,000
■FY2017 ■FY2016 ■FY2015
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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. With a focus of building a resilient community, the emergency management
director coordinates emergency preparedness training, national incident management
training and disaster recovery training to cities, staff, emergency responders and
citizens.
Emergency Management is the managerial function charged with creating the
framework within which communities reduce vulnerability to hazards and cope with
disasters.
Through all hazards training and preparedness our municipalities and public safety
agencies will be able to respond in a coordinated and efficient manner to lessen the
losses of our citizens and to assist them in recovering from events.
Disaster Trainings Coordinated:
• Senior Officials Workshop
• Annual Hazardous Materials Operations Class
• Annual 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)
Grants Administered:
• 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.
Highlights of the Past Year
• The completion and state approval of our Comprehensive Emergency
Management Plan.
• Functional severe weather notification exercise with all cities participating with
their outdoor warning sirens, visits to vulnerable population centers and
emergency responder radios.
• Update of the City of Dubuque Evacuation Plan
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EMERGENCY MANAGEMENT
Future Initiati
• Planning, conducting and evaluating a full scale exercise at the Dubuque
Regional Airport which will incorporate the requirements for many local entities
and organizations.
• Disaster preparedness outreach is a priority and welcoming the technological
advances for warning and coordination.
• Conduct a Gap Analysis to determine areas of our planning, training and
exercise that need improvement so we can help our local jurisdictions enhance
resilient capacity building.
• Participate and continue to develop the Dubuque Community Awareness and
Emergency Response (CAER) group which conducts training and obtains
equipment which is readily available to respond to hazardous materials
emergencies along the Mississippi River. This group will focus on limiting
damage and maintaining environmental integrity of the community aligning
directly with the Sustainable Dubuque goals.
• Implement a plan to upgrade our public safety 911 radio system to meet current
federal communications standards. The system will provide interoperability with
our mutual aid partners who can be called to assist us in a disaster.
• Work toward becoming a National Weather Service Storm Ready Community,
which through an all hazards approach we build a resilience to prepare for major
events that can affect the city.
Performance Measures
Emergency Management—Activity Statement
Plan and prepare for, respond to, and recover from natural and human made disasters
in a coordinated response utilizing our local government and agency resources.
$ Goal: Financially Responsible & High Performance Organization/'
Outcome #1: Maintain an adequate level of disaster preparedness that meets
State and Federal planning requirements and minimizes the impact of natural of
human made disasters by continuing to maintain the Dubuque County
Comprehensive Emergency Plan.
Citizen Impact: Maintaining compliance ensures that all financial recovery grants and loans
are available to qualifying disaster victims and municipalities.
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EMERGENCY MANAGEMENT
In 2015 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 finding.
Other preparedness plans updated during 2015 include:
• Hazard Analysis and Risk Assessment. This plan guides our training and
exercise planning in order to ensure our local governments are as prepared as
possible to respond to the events most likely to occur in our city.
Preparedness plans reviewed and updated annually include:
1 . Dubuque City/County Severe Weather Plan - includes key information and
warning policies and procedures to warn citizens of impending threatening
weather.
2. Winter Storm Plan - provides guidance in restoring emergency services,
maintaining emergency routes to hospitals and other critical infrastructure.
3. Excessive Temperature Plan (In cooperation with City Health Services). This is
key to opening cooling centers and providing critical information to residents
who need assistance during these events.
4. Multi-Jurisdictional Hazard Mitigation Plan - This plan provides guidance to local
governments of projects and other ideas that can be implemented that will
lessen the effect of disasters to the general public and will lessen the effect of a
disaster.
i
•
_ ,
i —
Open Water Certification
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EMERGENCY MANAGEMENT
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.
Outcome #2: Maintain a working relationship between all City Governments,
County Government and public safety agencies to provide a uniform emergency
response to reduce the impact of disasters to individuals and minimize damage
to property.
All disasters start at the local level and they also conclude at the local level. Itis imperative that
the county and cities provide mutual aid assistance to one another to start the immediate
response to a major e ven t
• To provide coordination activities and resources to local municipalities, emergency response
agencies and other disaster response partners to provide a holistic approach to responding
to disasters.
• The Emergency Operations Center (EOC) includes a key group of command staff that
assemble early to assess the approaching weather system, severity and prepare for the
impacts. The group can expand or contract as indicated by the event. The key EOC staff
include the emergency management director, fire chief, law enforcement and volunteers
who respond to provide assistance in the EOC. City staff have radio capabilities to
communicate vital information to the EOC and to receive updates from the EOC. This
provides early asset deployment to citizen's request for assistance and provides early
notification of impending events to the community.
4
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ait
a. '< ` I
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Train Derailment in Dubuque County 2015
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EMERGENCY MANAGEMENT
The key to successful working relationships during a disaster includes:
• The planning process of developing response and mitigation plans. This ensures
our stakeholders are familiar with the other entities they will work with and also
they have a familiarity of the plans.
• Providing training to local emergency responders and staff that respond to
emergencies.
• Maintaining a great working relationship with our partners in neighboring
jurisdictions, regional EMA's, the state and also FEMA.
• Exercising plans and conducting tabletop, functional and full scale exercises with
community members.
• Emergency management provides the conduit to request outside mutual aid
disaster assistance from other regional municipalities and counties through the
Iowa Mutual Aid Compact. This will provide us assistance with personnel and
equipment to help us respond to and recover from disasters.
Resilient communities minimize any disaster's disruption to everyday life and their local economies.
Resilient communities are not only prepared to help prevent or minimize the loss or damage to life,
property, and the environment,but they also have the ability to quickly return citizensto work, reo pen
businesses,and restore other essential services needed for a full and timely economic recovery.
Outcome #3: Actively promote Emergency Management activities to ensure
citizens are prepared for unforeseen disasters and promote an atmosphere of
personal security.
The emergency management director participates in educating the citizens for emergency
preparedness activities and talks to schools, groups, organizations and citizens to provide
information to help them prepare their emergency plans.
When a local disaster exceeds the response and recovery capabilities of the local and
state governments, federal aid can be requested by the Governor and awarded through
a Presidential Disaster Declaration.
As you can see from the chart, there have been local disasters that qualified for a
Presidential Declaration. The information in the chart below shows the total dollar
amount of public assistance damages for all governmental entities and non-profits for
each of the presidential disasters since 2001. By having a compliant comprehensive
emergency
management
sp00,001 agency, local
6pC0p0„ jurisdictions are
4prop0, a PublicAssistance eligible for disaster
Damagesfrom recent recovery assistance
2p0°'0f' ,I ^ Presidentially declared from the State of
�� — disasters Iowa and FEMA.
2001 20)2 26)5 2(06 D)10 2)11
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Recommended Operating Revenue Budget - Department Total
15 - DISASTER SERVICES
Fund Account Account Title FY14 Actual FY15 Actual FY16 Adopted FY17 Recomm'd
Revenue Revenue Budget Budget
100 53620 REIMBURSEMENTS-GENERAL 1,016 996 0 0
53- MISCELLANEOUS 1,016 996 0 0
15- DISASTER SERVICES TOTAL 1,016 996 0 0
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Recommended Operating Expenditure Budget - Department Total
15 - DISASTER SERVICES
Fund Account Account Title FY14 Actual FY15 Actual FY16 Adopted FY 17 Recomm'd
Expense Expense Budget Budget
100 62421 TELEPHONE 1,697 1,423 0 0
100 62436 RENTAL OF SPACE 360 360 0 0
100 62761 PAY TO OTHER AGENCY 80,000 80,000 80,000 80,000
62-SUPPLIES AND SERVICES 82,057 81,783 80,000 80,000
15- DISASTER SERVICES TOTAL 82,057 81,783 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 FY14 Actual Expense FY15 Actual Expense FY16 Adopted Budget FY17 Recomm'd Budget
SUPPLIES AND SERVICES 82,057 81,783 80,000 80,000
DISASTER SERVICES 82,057 81,783 80,000 80,000
DISASTER SERVICES TOTAL $82,056.55 $81,782.66 $80,000.00 $80,000.00
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EMERGENCY
MANA GEMENT
DUBUQUE COUNTY
Emergency Management Commission
City of Dubuque
FY2017 Budget Presentation
February 22nd, 2016
Emergency Management
Commission
Established in Chapter 29C of Iowa Code
A member of the Board of Supervisors or
their designated representative
bp, Sheriff or Sheriffs Designee
op The mayor of each incorporated city within
the county or their designee
Dubuque County Emergency Management
Commission
Through partnerships and collaboration we continue to build
resiliency for our communities by planning for, responding to,
mitigating and recovering from disasters utilizing a
coordinated approach with the resources provided.
Prior Accomplishments
Maintained National Incident Management System ( NIMS)
Compliancy for City of Dubuque and Dubuque County
Completion and state approval of our comprehensive
emergency management plan
Met State & Federal Requirements for a local emergency
management agency
Prior Accomplishments
Local Emergency Planning Committee grant for hazardous
materials training
Updated Commodity Flow Study
Collaboration with the Public Health Coalition
Testing and exercising of our emergency communications
devices and plans
Classes Sponsored
Spotter Training Classes
Incident Command Classes
Hazardous Materials Operations Classes for new volunteers
Emergency Preparedness Presentations given to local
organizations
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2/4/15 Train Derailment
Coordination and assistance with many organizations and agencies.
Public Safety Radio Communications
Awarded $725,562 from FEMA for I--
pa radios and Communication I
pagers,
upgrades
Current radio system nearing its end _ U
ri
of lifeVi {fai co
ta - .
d
Look to apply for future AFG grants _
EM J
for fire radios and communications ^ry�� -
DU IY n C1 "IVVIIiiimr". _ - -
CG FIFE+ mi,,,,,..„ -
equipment 4i.i.�
Meet federal P25 standards _or-------- - =
•O_
Past Dubuque Presidentially Declared
Disasters
► Disasters 1965- 1998 Disasters 1999-2015
DR193 — 1965 Floods DR1277 — 1999 Floods
DR259 — 1969 Floods DR1367 — 2001 Floods
DR269 — 1969 Floods DR1420 — 2002 Floods
DR348 — 1972 Floods DR1518 — 2004 Floods
DR354 — 1972 Winter DR1763 — 2008 Floods
DR386 — 1973 Floods DR1930 — 2010 Floods
DR443 — 1974 Floods DR4018 — 2011 Floods
, R996 — 1 . 93 Floods
_ 17 fears _AsEiscers
33 fear: r— J Disasters
Annual Plan Updates
Comprehensive Emergency Management Response Plan
Review of 20% and annual Hazmat Requirement
Dubuque County Multijurisdictional Hazard Mitigation Plan
update prior to 2018
City of Dubuque Severe Weather Plan Updated
Future Initiatives
Gap Analysis Study
City of Dubuque Tabletop Exercise
Full scale exercise at the Dubuque Regional Airport for April
of 2016
Dubuque Community Awareness and Emergency Response
(CAER)
Public Safety Radio System - Migration
EMA Commission Revenues
$90,000
$80,000
$70,000
$60,000$50,000 ■ � � — Federal
{
$40,000 r r r City
$30,000 _ County
$20,000 , —iiti '$
10,000I ,$
0
FY10 FY11 FY12 FY13 FY14 FY15 FY16 FY17
EMA Funding Package
Emergency Management Performance Grant ( EMPG ) -
$39,000 — capped by the State of Iowa HSEMD .
City of Dubuque - $80, 000
Dubuque County - $ 53,406
Remaining balance of 10% of expenses
Reserve Funds - $5, 000 vehicle and $6, 000 Computer
Equipment for FY17
Severe Weather Class
National Weather Service will conduct the annual Severe
Weather Awareness Class on Tuesday, March 22nd, 2016 at
the Dubuque County Fire Training Center at 6 : 30 p . m .
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`EMERGENCY
o9N44.
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0,� DUBUQUE COUNTY ti .�
saFp
4�1ENT 0F�
Statewide Tornado Drill
National Weather Service will conduct the annual Statewide
Tornado Drill on Wednesday, March 23rd, 2016 with a TEST
TORNADO WATCH and 10 : 00 and the TEST TORNADO
DRILL around 10 : 20 am
vt,Tmosp4 I
ar noes � *EMERGENCY Z �
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Thank You / Questions ?
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