Full Text
SECTION 7: MAINTENANCE PROCEDURES DMA 2000 Hazard Mitigation Plan – Cayuga County, New York 7-1 August 2013 SECTION 7: PLAN MAINTENANCE PROCEDURES This section describes the system that Cayuga County and all participating jurisdictions have established to monitor, evaluate, and update the mitigation plan; implement the mitigation plan through existing programs; and solicit continued public involvement for plan maintenance. MONITORING, EVALUATING AND UPDATING THE PLAN The procedures for monitoring, evaluating, and updating the plan are provided below. A staff member of the Cayuga County Emergency Management Department will be designated as Cayuga County’s Hazard Mitigation (HM) Coordinator, to provide leadership and continuity for plan maintenance to ensure overarching, long term goals of the plan are addressed rather than focusing predominantly on emergency management or engineering solutions. The HM Coordinator is also the chair of the Mitigation Planning Committee, described below. The duties of the HM Coordinator will be in addition to the daily responsibilities of this individual. Each participating jurisdiction is expected to maintain a representative on the Mitigation Planning Committee (MPC) who shall fulfill the monitoring, evaluation and updating responsibilities identified in this Section. Table 7-1 identifies the representation of the MPC as of the date of this Plan as indicated in each of the jurisdiction’s annexes. Table 7-1. Mitigation Planning Committee Organization Name Title POC Alternate POC Cayuga County Brian Dahl HM Coordinator/ Director Emergency Management Office x Cayuga County Niel Rivenburgh Deputy Director Emergency Management Office x City of Auburn Jeff Dygert Fire Chief x Michael Talbot Superintendent of Public Works x Town of Aurelius Edward J. Ide Aurelius Town Supervisor x Tom Passarallo Code Enforcement Officer x Village of Aurora Ann Balloni Village Clerk x Kurt Wilmot Superintendent of Public Works x Town of Brutus James Hotaling Supervisor x Gerald Cunningham Highway Superintendent x Village of Cato Carl Lincoln Mayor x Jay S. Youngs Village Superintendent Village of Cayuga Helen Day Mayor x Tom Passarallo Code Enforcement Officer x Town of Conquest Dan George Planning Board Chairman x Charles Knapp Town Supervisor x Village of Fair Haven William McVea Mayor x Terri Di Gregorio Clerk/Treasurer x Town of Fleming Gary B. Searing Town Supervisor x Kerry L. Smith Highway Supt x Town of Genoa Lorie Fessenden Town Supervisor x ---PAGE BREAK--- SECTION 7: MAINTENANCE PROCEDURES DMA 2000 Hazard Mitigation Plan – Cayuga County, New York 7-2 August 2013 Organization Name Title POC Alternate POC Dale Sellen Deputy Supervisor x Town of Ira James Lunkenheimer Town Supervisor x Roger Baldwin Code Enforcement Officer x Town of Ledyard Mark Jordan Town Supervisor x Jim Bailey Highway Superintendent x Town of Locke Pete Compton Highway Superintendent x Jack Corcoran Town Supervisor x Town of Mentz Suzanne McBath Town Supervisor x Joseph Felice Deputy Supervisor x Village of Meridian Edward Epprecht Mayor x Douglas Appleman Street Maintenance x Town of Montezuma Jeffery Dawson Highway Superintendent x John Malenick Supervisor x Town of Moravia Gary Hatfield Moravia Town Supervisor x Steve Mulvaney Moravia Town Highway Superintendent x Village of Moravia Anne Riddell Village Clerk x Gary Mulvaney Mayor x Town of Niles Patrick Steger Highway Superintendent/ President of x Bernard Juli Councilman x Town of Owasco Ed Wagner Town Supervisor x Bob Shaw Town Clerk x Village of Port Byron Ronald Wilson Mayor x Steve Sims DPW Supervisor x Town of Scipio Mark Chamberlain Highway Superintendent x Keith Batman Town Supervisor x Town of Sempronius Bruce Nodine Highway Superintendent x Kevin Court Town Supervisor x Town of Sennett Kris LaPoint Highway Superintendent x Jeff Herrick Town Supervisor x Town of Springport Richard Waldron Highway Superintendent x David Schnenck Town Supervisor x Town of Sterling Brian Soper Highway Superintendent x Lonny Palmieri Town Supervisor x Town of Summerhill Charles E. Ripley Town Supervisor x Robert Amerman Planning Board Chair x Town of Throop William Tarby Supervisor x Allen McBride Highway Superintendent x Village of Union Springs Robert Kneaskern Superintendent of Public Works x Joanne Fleming Village Clerk x Town of Venice John C. Grover Supervisor x William Rejman Highway Super x Town of Victory Harvey E. Mills Chairman, Town Planning Board x Lucille Craine Supervisor x ---PAGE BREAK--- SECTION 7: MAINTENANCE PROCEDURES DMA 2000 Hazard Mitigation Plan – Cayuga County, New York 7-3 August 2013 Organization Name Title POC Alternate POC Village of Weedsport Jean B. Saroodis Mayor x Jim Saroodis Superintendent of Public Works x It is recognized that individual commitments change over time, and it shall be the responsibility of each jurisdiction and its representatives to inform the HM Coordinator of any changes in representation. The HM Coordinator will strive to keep the committee makeup as a uniform representation of planning partners and stakeholders within the planning area. Monitoring The MPC shall be responsible for monitoring progress on, and evaluating the effectiveness of, the Plan, and documenting this in an annual progress report to be prepared initially one year after approval. During each year, or prior to the annual meeting of the MPC (detailed below), county and local MPC representatives will collect and process the annual reports from the departments, agencies and organizations involved in implementing mitigation projects or activities identified in their jurisdictional annexes (Volume II, Section 9) of this Plan, or conduct phone calls, emails and meetings with persons responsible for initiating and/or overseeing the mitigation projects to obtain progress information. Copies of any grant applications filed on behalf of any of the participating jurisdictions shall be provided to the MPC. Further, the representatives shall obtain from their municipal supervisor/mayor or clerk any public comments made on the plan and provide to the MPC for inclusion in the annual report. The MPC representatives shall be expected to document, as needed and appropriate: Hazard events and losses occurring in their jurisdiction including their nature and extent and the effects that hazard mitigation actions have had on impacts and losses, Progress on the implementation of mitigation actions, including efforts to obtain outside funding for mitigation actions, Any obstacles or impediments to the implementation of actions, Additional mitigation actions believed to be appropriate and feasible, Public and stakeholder input and comment on the Plan. Local MPC representatives may use the progress reporting forms, Worksheets #1 and #3 in the FEMA 386-4 guidance document, to facilitate collection of progress data and information on specific mitigation actions. FEMA guidance worksheets are provided in Appendix G. Local progress reports shall be provided to Cayuga County HM Coordinator at least two weeks prior to the annual MPC plan review meeting to be held in the month of May. Evaluating The evaluation of the mitigation plan is an assessment of whether the planning process and actions have been effective, if the Plan goals are being reached, and whether changes are needed. The Plan will be evaluated on an annual basis to determine the effectiveness of the programs, and to reflect changes that may affect mitigation priorities or available funding. The status of the HM Plan will be discussed and documented at an annual plan review meeting of the Mitigation Planning Committee. At least one month before the annual plan review meeting, the ---PAGE BREAK--- SECTION 7: MAINTENANCE PROCEDURES DMA 2000 Hazard Mitigation Plan – Cayuga County, New York 7-4 August 2013 Cayuga County HM Coordinator will advise MPC members of the meeting date, agenda and expectations of the members. The Cayuga County HM Coordinator will be responsible for calling and coordinating the annual plan review meeting, and assessing progress toward meeting plan goals and objectives. These evaluations will assess whether: Goals and objectives address current and expected conditions. The nature or magnitude of the risks has changed. Current resources are appropriate for implementing the HMP and if different or additional resources are now available. Actions were cost effective. Schedules and budgets are feasible. Implementation problems, such as technical, political, legal or coordination issues with other agencies exist. Outcomes have occurred as expected. Changes in county or municipal resources impacted plan implementation (for example, funding, personnel, and equipment) New agencies/departments/staff should be included, including other local governments as defined under 44 CFR 201.6. Documentation for hazards that occurred during the last year Specifically, the MPC will review the mitigation goals, objectives, and activities/projects using performance based indicators, including: New agencies/departments created that have authority to implement mitigation actions or are required to meet goals, objectives, and actions Project evaluation based on current needs of the mitigation plan Project completion regarding progress of proposed or ongoing actions Under/over spending regarding proposed mitigation action budgets Achievement of the goals and objectives Resource allocation to note if resources are required to implement mitigation activities Timeframes comment on whether proposed schedules are sufficient to address actions Budgets note if budget basis should be changed or is sufficient Lead/support agency commitment note if there is a lack of commitment on the part of lead or support agencies Resources regarding whether resources are available to implement actions Feasibility comment regarding whether certain goals, objectives, or actions prove to be unfeasible Finally, the MPC will evaluate how other programs and policies have conflicted or augmented planned or implemented measures, and shall identify policies, programs, practices, and procedures that could be modified to accommodate hazard mitigation actions (see the “Implementation of Mitigation Plan through Existing Programs” subsection later in this section). Other programs and policies can include those that address: ---PAGE BREAK--- SECTION 7: MAINTENANCE PROCEDURES DMA 2000 Hazard Mitigation Plan – Cayuga County, New York 7-5 August 2013 Economic Development Environmental Preservation & Permitting Historic Preservation Redevelopment Health and/or safety Recreation Land use/zoning Public Education and Outreach Transportation The MPC may refer to the evaluation forms, Worksheets #2 and #4 in the FEMA 386-4 guidance document (provided in Appendix to assist in the evaluation process. The HM Coordinator shall be responsible for preparing an Annual HMP Progress Report, based on the provided local annual progress reports from each jurisdiction, information presented at the annual MPC meeting, and other information as appropriate and relevant. These annual reports will provide data for the 5-year update of this HMP and will assist in pinpointing implementation challenges. By monitoring the implementation of the Plan on an annual basis, the MPC will be able to assess which projects are completed, which are no longer feasible, and what projects may require additional funding. This annual progress report shall apply to all planning partners, and as such, shall be developed according to an agreed format and with adequate allowance for input and comment of each planning partner prior to completion and submission to the State Hazard Mitigation Officer. Each planning partner will be responsible for providing this report to its governing body for their review. During the annual MPC meeting, the planning partners shall establish a schedule for the draft development, review, comment, amendment and submission of the Annual HMP Progress Report to NYSOEM. The Annual HMP Progress Report shall be posted on the Cayuga County website (http://co.cayuga.ny.us/planning/hazmit ) to keep the public apprised of the Plan’s implementation. This report will also be provided to each community participating in the CRS to meet CRS Activity 510 and annual CRS recertification requirements. To meet this recertification timeline, the MPC will complete the review process and prepare an Annual HMP Progress Report. The Plan will also be evaluated and revised following any major disasters, to determine if the recommended actions remain relevant and appropriate. The risk assessment will also be revisited to see if any changes are necessary based on the pattern of disaster damages or if data listed in the Section 5.4 (Hazard Profiles) of this Plan has been collected to facilitate the risk assessment. This is an opportunity to increase the community’s disaster resistance and build a better and stronger community. Updating 44 CFR 201.6.d.3 requires that local hazard mitigation plans be reviewed, revised as appropriate, and resubmitted for approval in order to remain eligible for benefits awarded under DMA 2000. It is the intent of the Cayuga County MPC to update this Plan on a five year cycle from the date of initial plan adoption. ---PAGE BREAK--- SECTION 7: MAINTENANCE PROCEDURES DMA 2000 Hazard Mitigation Plan – Cayuga County, New York 7-6 August 2013 To facilitate the update process, the Cayuga County HM Coordinator, with support of the MPC and Cayuga County Planning, shall use the third annual MPC meeting (2016) to develop and commence the implementation of a detailed Plan update program. The Cayuga County HM Coordinator shall invite representatives from NYSOEM to this meeting to provide guidance on plan update procedures. This program shall, at a minimum, establish who shall be responsible for managing and completing the Plan update effort, what needs to be included in the updated plan, and a detailed timeline with milestones to assure that the update is completed according to regulatory requirements. At this meeting, the MPC shall determine what resources will be needed to complete the update. The Cayuga County HM Coordinator shall be responsible for assuring that needed resources are secured, and will work with Cayuga County Planning to secure resources. Following each five year update of the mitigation plan, the updated plan will be distributed for public comment. After all comments are addressed, the HMP will be revised and distributed to all municipal planning committee members, special purpose district participants and the New York State Hazard Mitigation Officer. Further, it is recognized that additional jurisdictions within Cayuga County may elect to join this Plan. Any such new Plan participants shall be formally included and documented in the five-year formal Plan update. Procedures for the addition of new Plan participants shall be reviewed with NYSOEM and FEMA prior to their formal inclusion in this Plan. ---PAGE BREAK--- SECTION 7: MAINTENANCE PROCEDURES DMA 2000 Hazard Mitigation Plan – Cayuga County, New York 7-7 August 2013 IMPLEMENTATION OF MITIGATION PLAN THROUGH EXISTING PROGRAMS Participating jurisdictions have provided a detailed listing of related programs, through which mitigation planning may be implemented, in the local capability assessments provided in each jurisdictional annex (Volume II, Section It is the intention of the Steering Committee, Planning Committee and participating jurisdictions to incorporate mitigation planning as an integral component of daily government operations. Steering Committee members will work with local government officials to integrate the newly adopted hazard mitigation goals and actions into the general operations of government and partner organizations. Further, the sample adoption resolution (Appendix B) includes a resolution item stating the intent of the local governing body to incorporate mitigation planning as an integral component of government and partner operations. By doing so, the Steering Committee anticipates that: 1) Hazard mitigation planning will be formally recognized as an integral part of overall emergency management efforts; 2) The Hazard Mitigation Plan and Comprehensive and Emergency Management Plans for both Cayuga County and its municipalities will become mutually supportive documents that work in concert to meet the goals and needs of County residents; and 3) Duplication of effort can be minimized. The information on hazard, risk, vulnerability and mitigation contained in this Plan is based on the best science and technology available at the time of the Plan’s preparation. It is recognized by all participating jurisdictions that this information can be invaluable in making decisions under other planning programs, such as comprehensive, capital improvement, and emergency management plans. When County and local officials are considering capital improvements, they will use this plan to improve future development and safety within Cayuga County. Budgeting for future capital improvements will also contribute to realization of the goals in the Hazard Mitigation Plan. Emergency managers will be encouraged to work with Cayuga County Planning Department and local jurisdictions to ensure that high- hazard areas are subject to proper development and are designated for low risk uses. Cayuga County government and local jurisdictions will incorporate goals and objectives of the Hazard Mitigation Plan into community plans, plan revisions and updates. Local jurisdictions will incorporate actions that meet hazard mitigation plan goals into capital improvement plans, economic development activities, and grant submittals. The data provided in the risk assessment will be used as supporting data and justification for grant applications. Cayuga County will ensure through the Hazard Mitigation Coordinator duties that all jurisdictions are aware they need to incorporate hazard mitigation plan aspects into their comprehensive and master plan updates, as well as making specific recommendations, such as having the Floodplain Administrator review all site plan review and zoning permits within the 100-year floodplain and including the hazards map in their plan. Municipalities now in the process of creating and/or updating their plans are the Town of Brutus and the Village of Weedsport and so they will be the immediate focus. Examples of integrating mitigation criteria from this plan into planning mechanisms include: -Incorporating vulnerability data, maps, and information from this plan as supporting documentation in grant applications. ---PAGE BREAK--- SECTION 7: MAINTENANCE PROCEDURES DMA 2000 Hazard Mitigation Plan – Cayuga County, New York 7-8 August 2013 -Use of the hazard mitigation plan as support for floodplain management actions in local planning and zoning ordinances. -Incorporation of hazard mitigation actions into County and local operating and capital improvement budgets. -Including hazard mitigation responsibilities in employee job descriptions such as engineer, administrator, and public works superintendent in county and local human resource manuals. -Including mitigation criteria when updating comprehensive plans and land use regulations and ordinances. -Utilizing the identification of hazard areas when assisting new business in finding a location, for economic development. The broad range of processes available to integrate the hazard mitigation plan into planning mechanisms is described below. Each process is described in terms of existing planning mechanisms and programs through which the mitigation plan can be implemented. Administrative Departmental or organizational work plans, policies, and procedural changes Cayuga County Emergency Management Department Cayuga County Highway Department Cayuga County Planning and Economic Department Cayuga County Geographic Information Services Cayuga County Health Department Cayuga County Water and Sewer Authority Cayuga County Soil and Water Conservation District Other organizations’ plans (e.g. Town of Brutus, and Village of Weedsport Comprehensive Plans/Updates): Include reference to this plan in: Cayuga County Comprehensive Emergency Management Plan Jurisdiction-specific Comprehensive Plans Jurisdiction-specific Emergency Management Plans Long Term Community Resilience Plans Other County and local plans as appropriate Budgetary Capital and operational budgets Review of County and local budgets to include line item mitigation actions Regulatory Executive Orders, ordinances and other directives ---PAGE BREAK--- SECTION 7: MAINTENANCE PROCEDURES DMA 2000 Hazard Mitigation Plan – Cayuga County, New York 7-9 August 2013 Comprehensive Planning - Institutionalize hazard mitigation for new construction and land use. Zoning and Ordinances Building Codes Capital Improvements Plan - Ensure that the person responsible for projects under this plan evaluates if the new construction is in a high hazard area, floodplain, etc. so the construction is designed to mitigate the risk. Revise requirements for this plan to include hazard mitigation in the design of new construction. National Flood Insurance Program – Continue participation in this program. Continue to implement storm water management plans. Prior to formal changes (amendments) to comprehensive plans, zoning, ordinances, capital improvement plans, or other mechanisms that control development must be reviewed to ensure they are consistent with the hazard mitigation plan Funding Secure traditional sources of financing Apply for grants from federal or state government, nonprofit organizations, foundations, and private sources including Pre-Disaster Mitigation Program (PDM), Flood Mitigation Assistance Program (FMA), and the Hazard Mitigation Grant Program (HMGP-Stafford Act, Section 404). Research grant opportunities through U.S. Department of Housing and Urban Development’s Community Development Block Grant (CDBG) Other potential federal funding sources include: o Stafford Act, Section 406 – Public Assistance Program Mitigation Grants o Federal Highway Administration o Catalog of Federal Domestic Assistance o United States Fire Administration – Assistance to Firefighter Grants o United States Small Business Administration Pre and Post Disaster Mitigation Loans o United States Department of Economic Development Administration Grants o United States Army Corps of Engineers o United States Department of Interior, Bureau of Land Management o Other sources as yet to be defined See Appendix E for additional funding sources Partnerships Develop creative partnerships, funding and incentives Public-Private Partnerships State Cooperation In-kind resources Existing Committees and Councils Local Government Committees: o Planning Boards o Zoning Board of Appeals Chambers of Commerce Property Owners Associations ---PAGE BREAK--- SECTION 7: MAINTENANCE PROCEDURES DMA 2000 Hazard Mitigation Plan – Cayuga County, New York 7-10 August 2013 Working with other federal, state, and local agencies Army Corps of Engineers (USACE) American Red Cross of NE New York Cornell Cooperative Extension Agroforestry Resource Center Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) New York Soil & Water Conservation Committee National Oceanic and Atmosphere Agency (NOAA) National Weather Service (NWS) New York State Department of Environmental Conservation (NYDEC) New York State Department of Transportation (NYSDOT) State Office of Emergency Management (NYSOEM) United States Department of Agriculture (USDA) United States Department of Transportation (USDOT) United States Geological Service (USGS) During the annual plan evaluation process, the Steering Committee will identify additional policies, programs, practices, and procedures that could be modified to accommodate hazard mitigation actions, and include these findings and recommendations in the Annual HMP Progress Report. CONTINUED PUBLIC INVOLVEMENT Cayuga County and participating jurisdictions are committed to the continued involvement of the public in the hazard mitigation process. Therefore, the plan will be posted on-line (http://co.cayuga.ny.us/planning/hazmit) and copies of the Plan will be made available for review during normal business hours at the Cayuga County Emergency Management Office and at local municipal buildings. In addition, public outreach will/may include: Links to the public website established by towns and villages with active local websites. These links will be on the home web pages of each jurisdiction, or in another noticeable location on the jurisdictional website. Update the mitigation brochure and web page on County website for public information. Potential creation of social media outlets (Facebook, Twitter, MySpace) for Cayuga County to inform public of flood hazards and severe storm events. Educate the public via the Cayuga County website on how these applications can be used in an emergency situation. Development of annual articles or seminars on Flood Hazards to educate the public and keep them aware of the dangers of flooding. Municipal supervisors/mayors or clerks and the Cayuga County HM Coordinator will be responsible for receiving, tracking, and filing public comments regarding this HMP. Contact information for Cayuga County is included in the Point of Contact information in Cayuga County annex of this document. The public will have an opportunity to comment on the Plan at the annual review meeting for the HMP and during the 5-year plan update. The annual progress reports will be posted on the Cayuga County ---PAGE BREAK--- SECTION 7: MAINTENANCE PROCEDURES DMA 2000 Hazard Mitigation Plan – Cayuga County, New York 7-11 August 2013 Hazard Mitigation website in addition to the Hazard Mitigation Plan. Cayuga County will maintain this website, posting the annual progress reports and maintaining an active link to collect public comments. The Cayuga County HM Coordinator is responsible for coordinating the Plan evaluation portion of the meeting, soliciting feedback, collecting and reviewing the comments, and ensuring their incorporation in the 5-year plan update as appropriate. Additional meetings may also be held as deemed necessary by the planning group. The purpose of these meetings would be to provide the public an opportunity to express concerns, opinions, and ideas about the mitigation plan. Annual progress reports will also be posted to the project web site. The Jurisdictional MPC representatives shall be responsible to assure that: Public comment and input on the Plan, and hazard mitigation in general, are recorded and addressed, as appropriate. Opportunity to comment on the plan will be provided directly on the Cayuga County Hazard Mitigation web site. Provisions for public comment in writing will also be made. All public comments shall be addressed to: Brian Dahl, Director Cayuga County Emergency Management Office Email: [EMAIL REDACTED] Telephone: (315) 255-1161 Copies of the latest approved Plan (or draft in the case that the five year update effort is underway) are available for review at the municipal buildings and at the Cayuga County Emergency Management Office along with instructions to facilitate public input and comment on the Plan. Appropriate links to the Cayuga County website (http://co.cayuga.ny.us/planning/hazmit) are maintained. Public notices are made as appropriate to inform the public of the availability of the Plan, particularly during Plan update cycles. The Cayuga County HM Coordinator shall be responsible to assure that: Public comment and input on the Plan, and hazard mitigation in general, are recorded and addressed, as appropriate. The Cayuga County website is maintained and updated as appropriate by Cayuga County Planning. All public and stakeholder comments received are documented and maintained. Copies of the latest approved Plan (or draft in the case that the five year update effort is underway) are available for review at the Cayuga County Emergency Management Office and website (http://co.cayuga.ny.us/planning/hazmit), along with instructions to facilitate public input and comment on the Plan. Public notices, including media releases, are made as appropriate to inform the public of the availability of the Plan, particularly during Plan update cycles.