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Section 6 LMS Monitoring, Evaluation, and Update Procedures 6.1 Introduction Overall technical, clerical, GIS, and other support activities required for the continued maintenance, monitoring, evaluation, and update of the LMS on an annual and five-year planning schedule have been, and will continue to be provided, by Bay County personnel and by staff of each LMS Team member’s jurisdiction. The next update will be scheduled for 2015. If made available, additional intern staff provided by the State Emergency Management office will be utilized. Primarily, the overall responsibility for coordinating the monitoring, evaluation and updates falls to the Vice-Chair, who is in continual contact with FEMA and DEM regarding the availability and suitability of various grants in relation to projects pending on the Mitigation Initiative Prioritization List. Other members of the LMS Team from the County and municipalities will also research grant opportunities from organizations other than FEMA (i.e. the stormwater engineers and CRS coordinators bring in grant funds from the Water Management District and other agencies for drainage, stormwater improvements, and wildfire mitigation). These opportunities are discussed during team meetings and conference calls. The update process for the 2015 plan will begin in January, 2014, and will be widely advertised to engage public participation and support. 6.2 Procedures and Criteria for Monitoring and Evaluation Meetings are held at least annually, and as on an as needed basis. At least one annual meeting is advertised for general public participation. For example, in August 2007, a “mini-update” meeting was held (This was a public meeting and all documentation is available on request, as only notifications and information regarding the 2009 Team meetings are included in Appendix 2 of this Plan). Also updated during the August, 2007 meeting were forms for Facility Vulnerability Assessments were incorporated into the plan. Mitigation Project Characterization forms were introduced by a DEM representative from Tallahassee who was asked to participate in the meeting. The Benefit/Cost Analysis (BCA) procedure was also discussed. Due to the time lag between the nomination for a proposal to be included on the Bay County Mitigation Initiative Prioritization List, and the date that funds become available to implement the mitigation measure, as well as the time and cost of preparing the BCA, it was agreed that the BCA would not be prepared until such time as funding was available. However, the team has discussions regarding the costs of implementing the project weighed against the intended benefits prior to including a project on the prioritization list. While the team acknowledges the importance of the BCA; the manpower and software are not locally available at this time to entirely complete the BCA assessment for all the mitigation initiatives on the list. The criteria used to evaluate and monitor the plan will include, but is not limited to: 1. Assess major changes within the County and how they may affect the mission of the LMS plan and the projects pending on the prioritization list. 2. Review any changes that may have been made to other planning mechanisms the Comprehensive Plan), and determine if corresponding changes are needed to the LMS plan. 3. Discuss any recent disaster events and how they may change the mitigation efforts undertaken by the county and municipal jurisdictions. (schedule a meeting at the end of each hurricane season and after each major storm event when damage occurs). ---PAGE BREAK--- Roles and responsibilities that support the general and primary responsibility stated above include, but are not limited to, the following: • Serve as initial point of contact for all matters relating to mitigation planning and implementation and when appropriate, confer with the chair and/or vice chair; the authority specified in Article VI, or other member(s) of the LMS Team. • Document the planning process in the mitigation plan as required by FEMA criteria in CFR 44 Part 201, and FEMA Region IV Minimum Standards of Acceptability. • Obtain and utilize technical assistance and/or training support from the State and FEMA or other agencies as needed by the LMS planning support staff and/or the LMS Team. • Read, interpret, and keep current on State and Federal mitigation planning requirements and accordingly guide the planning activities of the LMS Team as necessary to ensure the community's eligibility for State and Federal mitigation and disaster funding remains in good standing. • Work with the LMS Team to collect, compile, organize, and analyze needed information for plan development and Coordinate with the County's website staff and Public Information Officer in the posting of meeting documentation, agendas, and other items to promote public information, participation, and feedback. Maintain for public review all documentation. • Attend State and Federal workshops on behalf of the LMS Team. • Provide logistical and administrative support to the LMS Team. 6.3 Updating the Bay County Mitigation Initiative Prioritization List Monitoring and evaluation continued during the first LMS update meeting held in March 2009. It was agreed this process would continue to be overseen by the Chair and Vice Chair of the LMS Team and projects and current threats would be reviewed at each meeting. At this meeting the Bay County Mitigation Initiative Prioritization List was officially revised. The Team reviewed and logged the projects that were completed, and re-evaluated and changed by vote the ranking of projects still on the list. The entire compilation of projects successfully completed under the original LMS plan is detailed in Chart 14. The Team evaluated those mitigation efforts that had been completed, and agreed that they would protect property to a substantially higher degree than had the properties and roads not been mitigated. However, there have been no major threats since the original LMS, so the mitigation stands untested at this time. Several projects included on the 2004 Bay County Mitigation Initiative Prioritization List were not completed or funded. The status is listed in Chart 16: ---PAGE BREAK--- Chart 16 - Projects from original LMS not completed or funded* Location Project Status Bay County Highway 390 Drainage Project Engineering Dept deferred for 5 years as, funds for project were not located. Lynn Haven Police/ Fire Dept. Shutters Project was changed to elevate the building. This was completed in 2008-FEMA grant Panama City Bch Police Dept Shutters Substituted for Fire Dept shutters, as deemed more critical. Completed in 2008 - FEMA grant Parker Repetitive loss buyout Project withdrawn-failed Benefit Cost Analysis (BCA) criteria *To the best of our knowledge no projects were deleted from the original list. 6.4 Incorporation of LMS Disaster Mitigation Goals into Existing Plans & Documents Since its creation, the 2004 LMS has been a blueprint for planning activity for the CRS and LMS Teams. Using the Mitigation Prioritization Project List, over the intervening years, and particularly during the LMS update period, all LMS Team Members from the County and Municipalities met and extensively reviewed all planning documents that had a relation to LMS objectives. These included CIPs, Comprehensive Plans, Land Development Codes, Ordinances, engineering department projects, etc. Section 7 of this plan includes mitigation goals from the LMS that have been incorporated into the Bay County and Municipal Comprehensive Plans and Land Development Codes as goals and objectives of those documents. Stormwater Engineering Capital Improvement Plans supporting the LMS mitigation goals are also included, as well as the Floodplain Management Ordinances that describe building code stipulations created to minimize risk from flooding. CRS programs that further mitigation efforts are also noted in Section 7. By reference, all these documented objectives and requirements from other planning mechanisms are included in the LMS, and in turn, LMS goals are reflected in them. This is an ongoing process of review and incorporation of plans and projects that is coordinated by the LMS Vice- Chair (for general hazards) and the CRS Coordinator (for flood hazards). Three or more major CRS meetings are held annually, and there are several smaller meetings and conference calls with the LMS team throughout the year to discuss mitigation measures, and review updates to various planning mechanisms and their relation/incorporation into the LMS. Team Members work in the Planning, Engineering, Public Works, Building, and Emergency Management Departments, so newly suggested measures are presented to the appropriate department head for inclusion into the appropriate planning document, and forwarded to the local government councils when necessary. ---PAGE BREAK--- Chart 17 - County & Municipal Completed/Funded Initiative Prioritization List 2004-2011 PROJECT NAME JURISDICTION FUNDS AMOUNT Fire Station #2 Wind Retrofit Panama City Bch $8417.00 HMGP/Local funds City Hall Wind Retrofit Panama City Bch $23,349 HMGP/Local funds Fire Station #1 Panama City Bch $28,631.39/Local Funds New Bay County Emergency Operations Center Bay County $16.5 Million/HMGP/PECO/ SPCL APPROPRIATION Bay County Fairgrounds Retrofit Community Bldg/Emergency Staging Area Bay County $700,000/HMGP/HB 7121 Bay High School Bldg. 7 (proj. 1300-350) Bay County $81,734/HMGP Bozeman Learning Center Shelter Retrofits Shelter Retrofit/Generator Bldg 1 (proj. 1300-358) Bldg 2 (proj. 1300-359) Bldg 3 (proj. 1300-369) Bldg 4 (proj. 1300-364) Bldg 5 (proj. 1300-365) Bldg 6 (proj. 1300-366) Bldg 7 (proj. 1300-367) Bldg 9 (proj. 1300-368) Bay County $600,000/HMGP/HB 7121 $1,379,450/HMGP/HB 7121 $49,622/HMGP $60,432/HMGP $62,828/HMGP $62,829/HMGP $60,129/HMGP $55,282/HMGP $51,215/HMGP $42,128/HMGP Cedar Grove Elementary Bldg 12(proj. 1300-350) Cedar Grove Elementary Bldg 13(proj. 1300-363) Bay County $30,257/HMGP $19,782/HMGP Jinks Jr. High Bldg 10 (proj. 1300-354) Bldg 6 (proj. 1300-353) Bay County $20,626/HMGP $39,370/HMGP M.K. Lewis Learning Center (proj. 1300-357) Bay County $29,068/HMGP Mowat Middle School Bldg 11 (proj. 1300-360) Bay County $14,229/HMGP Northside Elementary Shelter Retrofits/Generator Bay County $200,000/Local/FLDOE Oakland Terrace Elementary Shelter Retrofits (EHPA) Bldg 13 project 1300-361 Bldg 14 project 1300-362 Bay County $400,000 State/Local funds $33,117/HMGP $30,442/HMGP ---PAGE BREAK--- PROJECT NAME JURISDICTION FUNDS AMOUNT Patterson Elementary Shelter Retrofits Bay County $134,000/HMGP/HB 7121 Rosenwald Jr. High Bldg 13 (proj. 1300-356) Bay County $36,225/HMGP Rutherford HS-Shelter Retrofits - Bldg 13 Bldg. 2 ( proj.1300-355) Bay County $216,057/HMGP/HB 7121 $116,724/HMGP Waller Elementary-Shelter Retrofits Bay County $267,000/HMGP/HB 7121 Single Family Residential Structures Acquire/Demolish/ Retain as Open Space for Drainage Improvement 202 Sago Palm Drive 1311 Gray Street(@ 11th) 2439 E 17th Street 2422 17th St. E Bay County Local Funds $225,000 HMGP $245,000 HMGP D.D. 1381 $110,000 HMGP D.D. 1381 Single Family Residential Structures Demolish and Rebuild 716 Driftwood Drive 1606 Elma Ruth Drive 4008 West 27th Street 5813 Red Cloud Circle Bay County ICC $30,000 each /private insurance Single Family Residence Demolish and Rebuild 4734 Baywood Drive Bay County $596,000 FMA Grant Flood Mitigation Projects - Drainage Improvement/Flood Prevention Hightower Road North Thomas Drive (Box Culvert) Laird Street (Box Culvert) 27th Street Highpoint Road County Line Road Bay County $448,000/HMGP $216,000/HMGP $210,000/HMGP $205,000/local funds $212,000/ local funds $170,000/ local funds Haney SN Shelter Retrofit (Generators) Bay County $1,517,137/HB7121 Haney Wind Retrofit Aperture Protection Project Bay County $265,000/HMGP/HB 7121 $6,000/HMGP ---PAGE BREAK--- PROJECT NAME JURISDICTION FUNDS AMOUNT Robindale Subdivision Drainage Project Phase 1 Martin Lake Restoration Springfield $500,000 Florida Forever/ $1.9 mil./FEMA Hazard Mitigation Flood Mitigation Project SF Residential Acquire/Demolish/ Retain as Open Space for Drainage Improvement 3126 E 8th Street 3128 E 8th Street Springfield $76,223/FDEP Legislative Appropriation $45,600/FDEP Legislative Appropriation Flood Mitigation Project Residential Elevation 116 Carolina Avenue 201 Missouri Avenue (RL) Lynn Haven $240,000/FMA $162,000/RFC Flood Mitigation Project Residential Elevation/2nd Storey Conversion 215 Kentucky Avenue (SRL) Lynn Haven $194,000/RFC Flood Mitigation Project Single Family Residential Structures Acquire/Demolish/ Retain as Open Space for Drainage Improvement 211 Missouri Street Lynn Haven $308,000/RFC Public Safety Building Fire & Police Callaway $2 mil. /USDA Loan $100,000/ USDA Grant/ Local Funds Flood Mitigation Project Residential Elevation 112 North Gay Avenue Callaway ICC $30,000/ Private Insurance Traffic Signal Mast Arm Wind Retrofit Panama City $398,000/FEMA Hazard Mitigation Grant Emergency Operations Center Bay County $1,311,000/FEMA Hazard Mitigation Grant $400,000 In-kind match John Pitts Road Drainage Project Bay County $425,000/FEMA Hazard Mitigation Grant In Kind Match EOC Logistics Center Facility and Salvation Army Rental Housing Bay County $1,678,047/CDBG Grant CG University of Florida IFAS Agricultural Extension Office Phase 1 - Design Bay County $37,000/FEMA Hazard Mitigation Grant $12,000 In kind match Central Panhandle Fair in Bay County Bay County $600,000/FEMA Hazard Mitigation Grant ---PAGE BREAK--- PROJECT NAME JURISDICTION FUNDS AMOUNT Waller Elementary Wind Retrofit, Bldg.#5 Bay District Schools $196,000/FEMA Hazard Mitigation Grant Haney VoTech Generator SN Project Bay District Schools $2,000,000/FEMA Hazard Mitigation Grant Haney Vo-Tech Connector Corridor Project Bay District Schools $204,000 /FEMA Hazard Mitigation Grant Rutherford H.S. Wind Retrofit, Bldg.#13 Bay District Schools $221,000 /FEMA Hazard Mitigation Grant Patterson E.S. Wind Retrofit, Bldg.#15 Bay District Schools $129,000 /FEMA Hazard Mitigation Grant Jinks Jr. H.S. Solar Initiative, Phase I Bay District Schools $10,000 /Governor’s Solar Initiative Mosley H.S. Solar Initiative, Phase I Bay District Schools $12,000 /Governor’s Solar Initiative Cedar Grove E.S. Solar Initiative, Phase I Bay District Schools $8,000 /Governor’s Solar Initiative