HM Field Operations Guide: Management. Hazard Mitigation Field Operations Guide (HMFOG): Management

Transcription

1 Hazard Mitigation Field Operations Guide (HMFOG): Management U.S. Federal Insurance & Mitigation Administration/ U.S. Department of Homeland Security July 2016

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3 TABLE OF CONTENTS Page 1.0 Introduction to the Hazard Mitigation Field Operations Guide (HMFOG) Overview of the HMFOG Foundation for the HMFOG HM Management Overview Functional Responsibilities Organization HM Management Task Lists HM Branch Director I (HBD1) Task List HM Deputy Branch Director I (Deputy HBD1) Task List HM Branch Director II (HBD2) Task List HM Deputy Branch Director II (Deputy HBD2) Task List HM Group Supervisor (HMGS) Task List HM Management Coordinator (HMMC) Task List HM Training and Administrative Specialist (TASP) Task List HM Data Integration Specialist (DISP) Task List HM Preliminary Damage Assessment (PDA) Specialty Task List Hazard Mitigation Supervisors Common Task List HM Management Operating Procedures Operating Procedure for Developing and Implementing a Hazard Mitigation Strategy Operating Procedure for Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief Operating Procedure for Assessing and Fulfilling Hazard Mitigation Staffing Needs Operating Procedure for Deploying Environmental Planning and Historic Preservation (EHP) Cadre Members Operating Procedure for Assessing and Addressing Hazard Mitigation Training and Mentoring Needs Operating Procedure for Developing and Conducting a Hazard Mitigation Staff Orientation Briefing Operating Procedure for Coordinating Information for Hazard Mitigation Use Operating Procedure for Establishing Hazard Mitigation Reporting Requirements Operating Procedure for Tracking Hazard Mitigation Tasks Using a Task Log Operating Procedure for Coordinating with Emergency Support Functions (ESFs) Operating Procedure for Coordinating with the External Affairs Speakers Bureau Version 4.0, July 2016 i

4 4.12 Operating Procedure for Planning a Hazard Mitigation Public Meeting Operating Procedure for Working with Tribes Operating Procedure for Addressing Congressional Inquiries/Interests Operating Procedure for Establishing a Research Academic Clearinghouse Operating Procedure for Facilitating Transition to the Regional Office Operating Procedure for Coordinating Mitigation Assessment Team (MAT) Deployment Operating Procedure for Coordinating Deployment of a Joint Field Office (JFO) Advisory Base Flood Elevation (ABFE) Task Force HM Management Job Aids Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group Daily Hazard Mitigation Management Team Meeting Hazard Mitigation Strategy Checklist (Sample) Hazard Mitigation Strategy Progress Report (Sample) Hazard Mitigation Strategy (Sample) Hazard Mitigation Strategy (Template) What Makes a Good Hazard Mitigation Strategy? Manager s Analysis Tool Hazard Mitigation Overview for the Federal Coordinating Officer (Sample) Hazard Mitigation Overview for the Operations Section Chief (Sample) Hazard Mitigation Overview (Handout) Talking Points: Value of Mitigation Hazard Mitigation (HM) Cadre Job Titles Hazard Mitigation Disaster Staffing Analysis Form (Sample) Hazard Mitigation Staffing Worksheet (Sample) Staff Attendance Worksheet (Sample) Hazard Mitigation Staff Exit Interview (Sample) Hazard Mitigation Task Log (Sample) Hazard Mitigation Speakers Bureau Report (Template) Hazard Mitigation Speakers Requests Log (Template) Hazard Mitigation Congressional Inquiry Log (Template) Hazard Mitigation Transition Plan Outline Hazard Mitigation Transition/Final Report (Template) Hazard Mitigation: Releasing and Terminating FEMA Reservist and Local Hire Staff Reference Tool Obtaining Hazard Mitigation Technical Assistance ii Version 4.0, July 2016

5 5.26 Advisory Base Flood Elevations: Training for Disaster Recovery Centers (Sample) Advisory Base Flood Elevations: Pre-Release Briefing (Sample) Understanding Advisory Base Flood Elevations (Sample) Advisory Base Flood Elevation Outreach and Transition Plan (Sample) Advisory Base Flood Elevation Rollout Question/Answers (Sample) The Flood Damage Prevention Ordinance (Sample) Local Developer Call Plan (Sample) Media Questions/Answers on Advisory Base Flood Elevations (Sample) Speakers Bureau Approach to Communicating Advisory Base Flood Elevations (Sample) ACRONYM LIST GLOSSARY Version 4.0, July 2016 iii

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7 1.0 Introduction to the Hazard Mitigation Field Operations Guide (HMFOG) 1.1 Overview of the HMFOG The Hazard Mitigation Field Operations Guide (HMFOG) provides the common guidance that brings consistency and overall improvement to the performance of the Hazard Mitigation Cadre members as they fulfill specific roles in support of the overarching FEMA Hazard Mitigation field operations mission. The HMFOG includes detailed operational guidance for job titles within the Hazard Mitigation organization. Each of the five function-specific Hazard Mitigation organizational groups has a dedicated, stand-alone HMFOG (Figure 1.1). HAZARD MITIGATION FIELD OPERATIONS MISSION To protect lives, reduce the loss of property from hazard events, and enable mitigation measures to be implemented during recovery from an incident or disaster to reduce future risks Figure 1.1: Function-Specific HMFOGs In addition to this Introduction section, each function-specific HMFOG contains the following: Section 2, Hazard Mitigation Functional Group Description of overall responsibilities and organization of the specific Hazard Mitigation function Section 3, Task Lists Responsibilities assigned to positions within the Hazard Mitigation functional group, including references to relevant HMFOG operating procedures Section 4, Operating Procedures Procedures and lists of resources/tools to accomplish tasks for which the Hazard Mitigation functional group is responsible Section 5, Job Aids Samples and templates of tools that help Hazard Mitigation staff implement defined tasks efficiently and effectively Acronym List and Glossary Terminology used in the HMFOG Version 4.0, July

8 HMFOG Assumptions This guide is written to address the requirements of a large disaster in which all of the Hazard Mitigation functional groups are activated, and was developed based on the following assumptions: The scale and scope of responsibilities and related procedures will be modified to reflect the goals and objectives identified by the state, and the size and type of event. The primary focus of Hazard Mitigation is support for the State Mitigation Office and its post-disaster operations. Hazard Mitigation activities advance risk reduction goals mandated by the Congress through the Stafford Act, as amended by the Disaster Mitigation Act of 2000 and the 2007 Department of Homeland Security Appropriations Act; and in compliance with the National Flood Insurance Act and the National Earthquake Hazards Reduction Act. All Hazard Mitigation staff deployments are identified, initiated, and completed by Hazard Mitigation through the Deployment Tracking System, and in cooperation with the Joint Field Office Operations Section and Hazard Mitigation Cadre Management in the Federal Insurance and Mitigation Administration (FIMA). Hazard Mitigation staff will check with their Hazard Mitigation supervisor or Regional Mitigation Division before using any sample documents in the HMFOG. Regional or disaster-specific modifications may be needed. Continuous Improvements The HMFOG is updated regularly through a collaborative process initiated by the Insurance and Mitigation Readiness Division (IMRD) within the FIMA. The update process includes a nationwide call for new procedures and job aids developed by practitioners to improve Hazard Mitigation field operations; review and revision of new and existing HMFOG material by working groups consisting of FEMA Regional Mitigation staff, Hazard Mitigation Cadre Reservists, and FIMA Headquarters staff; and multiple field reviews and field testing. The HMFOG is intended to be a living document. Please contact the FIMA IMRD at FEMA-HM- CADRE@DHS.GOV to submit additional operating procedures and job aids, as well as suggestions for improvements. 1.2 Foundation for the HMFOG During disasters, Hazard Mitigation operates under the authority of the Robert T. Stafford Disaster Relief and Emergency Assistance Act; the protocols of the National Incident Management System ( and the doctrine of the National Response Framework: The National Mitigation Framework ( The National Disaster Recovery Framework ( Hazard Mitigation field operations are performed by FEMA employees assigned to the Hazard Mitigation Cadre, in a series of position titles for which standards are defined by the FEMA Qualification System ( 2 Version 4.0, July 2016

9 The Hazard Mitigation Field Operations Concept of Operations (HM CONOPS) describes the mission that the Hazard Mitigation Cadre is expected to accomplish in a disaster operation. It provides a high level description of Hazard Mitigation field operations. The HM CONOPS includes the broad mission and missionessential tasks, and how those tasks align within the operational lifecycle of an incident. Download a copy of the HM CONOPS from the Hazard Mitigation Disaster Workforce Website via the FEMA Intranet at The HM CONOPS illustrates where Hazard Mitigation is represented within the organizational structure of a Stafford Act declared disaster operation, and depicts both the organization and responsibilities of the five distinct Hazard Mitigation functions (Figure 1.2): Management; Community Education and Outreach; Floodplain Management and Insurance; Grants and Planning; and Hazards and Performance Analysis. Hazard Mitigation Cadre members are strongly encouraged to read the most recent version of the HM CONOPS before utilizing the HMFOG. The HMFOG explains the tasks and provides the procedures and job aids to enable Hazard Mitigation staff to carry out the Hazard Mitigation mission as described in the HM CONOPS. Figure 1.2: Hazard Mitigation Organization Version 4.0, July

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11 2.0 HM Management 2.1 Overview Hazard Mitigation (HM) Management advises the Federal Coordinating Officer (FCO) through the Operations Section Chief; collaborates with the state and the FEMA Region to develop a Hazard Mitigation Strategy to ensure implementation of mitigation in the recovery; manages Hazard Mitigation functions; ensures input to, and execution of, the Incident Action Plan/Incident Strategic Plan as appropriate; and provides federal leadership by forging public and private partnerships to implement hazard mitigation opportunities. HM Management also creates and implements Continuity Plans and Demobilization Plans; executes transition to the Regions upon closing of the Joint Field Office (JFO); and ensures internal Human Resources functions are executed. 2.2 Functional Responsibilities Major functions performed in conjunction with state counterparts by HM Management include the following: Offer mitigation resources for risk analysis to inform response and recovery operations. Ensure utilization of the National Mitigation Framework ( including focus on Mitigation s Core Capabilities and the Mitigation Federal Interagency Operational Plan ( Establish and maintain close coordination with the State/Tribal Hazard Mitigation Officer, the State/Tribal National Flood Insurance Program Coordinator, and other state/federal partners as appropriate. Establish liaison and coordinate with the FEMA Regional Office Mitigation Division program areas regarding institutional and social knowledge, and existing work. In conjunction with the state/tribe, ensure development and implementation of a Hazard Mitigation Strategy that outlines major hazard mitigation goals, objectives, priorities, and specific tasks to achieve disaster resilient, sustainable communities. Ensure assessment of capability, and explore options for enhancing state, tribal, and local capacity to meet the goals of the Hazard Mitigation Strategy and to improve the hazard resiliency and sustainability of communities. Collaborate with the JFO management team to advance hazard mitigation risk reduction opportunities and sustainability; ensure integration into all major decisions and reinvestment during the recovery process to reduce vulnerability to future disasters. Serve as the point-of-contact for the FCO, the State/Tribal Coordinating Officer, other government entities, and the private sector to ensure hazard mitigation is included in the delivery of assistance to communities and individuals. Use a collaborative approach to coordinate inter-and intra-agency hazard mitigation actions. Disseminate and coordinate hazard mitigation information, training, and data to other programs in the JFO. Manage collection of data for JFO, Regional, and Headquarters (HQ) metrics reporting. As necessary, establish liaison with FEMA HQ Federal Insurance and Mitigation Administration (FIMA) staff, including Environmental Planning and Historic Preservation (EHP), other FEMA recovery programs (Public Assistance (PA) and Individual Assistance (IA)) and External Affairs. Advance interagency sustainability initiatives to support economic, social, and environmental sustainability initiatives and resiliency in communities. Represent FEMA on interagency committees and sub-functions, and promote interagency risk reduction solutions. Version 4.0, July

12 Manage FEMA Hazard Mitigation field operations staff and resources, ensuring and facilitating collaboration with IA, PA, EHP, External Affairs, and appropriate Emergency Support Functions (ESFs) within the JFO. Provide support and coordination to HQ FIMA-led Mitigation Assessment Team building performance studies. Ensure that Hazard Mitigation staff is informed of, and receives, appropriate training. Ensure the development and implementation of a Hazard Mitigation data management plan that describes who is responsible for data management, what data is collected, how the data is managed, and where it is stored. Facilitate use of Geographic Information System applications throughout Hazard Mitigation and in coordination with ESF #5 - Emergency Management (Planning Section). Provide management, oversight, and financial tracking of contracted services and other agreements within JFO Hazard Mitigation and with Regional Mitigation and HQ FIMA. Manage transition back to Regional Office upon closure of JFO. When the National Disaster Recovery Framework is implemented, provide support and coordination with the Federal Disaster Recovery Coordinator (FDRC), the Unified Federal Environmental and Historic Preservation Review (UFR) Advisor, and the Region s Mitigation Advisor to the FDRC (when activated). 2.3 Organization HM Management (Figure 2.1) is organized to provide leadership and program support to the four functional areas of Hazard Mitigation, as needed. The positions within HM Management are shown in Figure 2.1. In a Level 1 or Level 2 disaster, the HM Branch Director (I or II) will determine which positions are deployed based on the size and scope of the event. In the event of a Level 3 disaster, an HM Group Supervisor may serve as the lead. The minimal HM Management staffing includes HM Management Coordinator and HM Data Integration Specialist. More information about these positions is available in Section 3.0, HM Management Task Lists. Figure 2.1 HM Management Organization NOTE: This is not a staffing pattern; it shows the hierarchy of positions within HM Management. 6 Version 4.0, July 2016

13 3.0 HM Management Task Lists The Task Lists describe the major tasks for each HM Management job position, and refer to relevant operating procedures that are located in this HMFOG or are available from the Hazard Mitigation Disaster Workforce Website (via the FEMA Intranet at Version 4.0, July

14 3.1 HM Branch Director I (HBD1) Task List Use this position-specific Task List in accordance with the following HMFOG Job Aids: Hazard Mitigation Supervisors Common Task List Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group Obtain initial briefings from the Operations Section (OPS) Chief and Regional Mitigation Division program staff. Gather information relevant to HM, such as: Incident objectives State Emergency Management guidance Loss of utilities that affect ability to communicate with partners and resources Critical infrastructure damage Public Assistance (PA) categories of work declared Debris removal issues Political issues and sensitivities Individual Assistance (IA) status and possible Disaster Recovery Centers Information from other personnel responsible for the Branch or area of responsibility prior to arrival, if applicable FEMA/State Agreement, if approved State profile Preliminary Damage Assessment (PDA) results Establish parameters of working relationship (e.g., schedule call with FEMA regional staff, what level of detail OPS Chief wants in briefings). Relevant Operating Procedures Coordinating Information for Hazard Mitigation Use Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief Obtain relevant situational information unique to catastrophic or multi-regional event. Coordinate with Regional Mitigation Division Directors or Regional point of contact (POC). Relevant situational information includes: Federal Insurance and Mitigation Administration (FIMA) role Multi-regional implications National/State level sensitivities Policy issues identified Geographic organization of disaster operations Media coverage of event Social issues Health and safety issues Relevant Operating Procedures Coordinating Information for Hazard Mitigation Use 8 Version 4.0, July 2016

15 Ensure HM functional area leads provide assessment of state, local, and tribal capabilities for accomplishment of HM and National Flood Insurance Program (NFIP) goals during recovery. Use function-specific assessment tools in the HM Field Operations Guide. Establish and maintain working relationships with key leadership and staff. Regional Mitigation Division Directors or Regional POC Regional Mitigation Division staff: Coordinate staffing and operational support. Gather disaster history for declared state, including problem areas or past relationships in declared area. Get regional policies and procedures for HM programs. Obtain current FEMA Regional priorities for the disaster, and State, Local, and Tribal Mitigation Plan priorities. Identify local and national political interests. Get status on pending grants, plans, and repetitive loss structures for state and communities in disaster area. FIMA Insurance and Mitigation Readiness Division - Division Director Coordinate staffing and operational support. FIMA program managers, as needed Coordinate on technical issues and contracts. Provide briefings, as requested. Joint Field Office (JFO) leadership Identify members of the Unified Coordination Group. Educate on the mission and goals of HM. Senior leadership: FEMA, DHS, Congress Prepare HM information. Provide briefings, as requested. Relevant Operating Procedures Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief Assessing and Fulfilling Hazard Mitigation Staffing Needs Coordinating MAT Deployment Establishing Hazard Mitigation Reporting Requirements Version 4.0, July

16 Collaborate with the state to ensure the development of the Hazard Mitigation Strategy for the disaster. Facilitate mitigation goal setting that addresses the reduction of repetitive risk situations as well as the immediate disaster events. (Coordination: HM Program Group Supervisors) Assess unique circumstances of the catastrophic event to identify needs and opportunities for leveraging resources, to reduce risk during long-term recovery operations. Guide HM Program Group Supervisors to develop objectives to achieve innovative or large scale mitigation goals. Provide copy of Hazard Mitigation Strategy for the disaster to FIMA office. Include incident number, state, incident type, and JFO. Hazard Mitigation Strategy to Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Establish and maintain strategic partnerships to achieve Hazard Mitigation Strategy objectives. Coordinate mitigation goals and strategies with OPS Branch Directors and with the OPS Chief. Ensure the flow of information regarding Mitigation programs relevant to partners program areas. For example: Mitigation Plan status affecting eligibility Mitigation outreach initiatives Establish HM liaisons within the JFO, such as: External Affairs IA PA Small Business Administration Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Establishing Hazard Mitigation Reporting Requirements Coordinate with federal agencies to facilitate unity of effort. Interact with Emergency Support Function (ESF) leads regarding: Hazard Mitigation Technical Assistance Program (HMTAP), Production and Technical Services (PTS), and Technical Assistance Contract (TAC) contracts Mission Assignments and Interagency Agreements HM participation in long-term community recovery (National Disaster Recovery Framework (NDRF): Mitigation messaging (Coordination: ESF #15) Incident Command System Form 215 (Operational Planning Worksheet) for the Operation s tactics meeting Items for inclusion in Incident Action Plan (IAP)/Incident Strategic Plan (ISP), as appropriate 10 Version 4.0, July 2016

17 Recommended changes, deactivation, or stand-down to OPS Chief after coordination Coordinate with other Federal agencies operating under their own authority regarding: Communications Duplication of effort Mitigation partnership opportunities and expertise Potential conflicts Relevant Operating Procedures Establishing Hazard Mitigation Reporting Requirements Coordinating with ESFs Coordinate with state, tribal, and local officials to ensure unity of effort. Implement the Hazard Mitigation Strategy. Identify and communicate FEMA support needs, such as: Specialized resource needs FEMA program delivery needs Plan and execute the timely resolution of problems in keeping with state needs and federal requirements. Encourage state s participation in development of HM Incident Action Plan/Incident Strategic Plan as appropriate: Unified approach Fosters teamwork Problem solving Ensure a productive, positive relationship between HM Program Group Supervisors and state and local officials: Determine whether HM Program Group Supervisors are receiving necessary support and information needed from officials to fulfill mission. Monitor whether disagreements, problems, and misunderstandings are being promptly identified and resolved. Ensure coordination to assess and meet needs for support to communities with large scale substantial damage estimation requirements. Coordinate with: HM Program Group Supervisor (Floodplain Management and Insurance) NFIP Coordinator FEMA Regional Mitigation Division POC FEMA FIMA Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Establishing Hazard Mitigation Reporting Requirements Working with Tribes Version 4.0, July

18 Represent HM programs as primary HM spokesperson in the declared area. Provide guidance and explanation on all mitigation programs and initiatives to the Federal Coordinating Officer (FCO) and other JFO senior staff. Represent the FCO as requested in public forums on complex initiatives and controversial program issues. Represent the FCO as requested to explain complex initiatives and controversial program issues to state, local, and federal elected officials. Assist External Affairs in ensuring that complex or controversial mitigation issues and initiatives are accurately represented in all media outlets. Respond to mitigation inquiries from Congress, the media, the state, and other external sources. Seek opportunities to promote mitigation programs and projects in public forums and with the private sector. Relevant Operating Procedures Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief Planning a Hazard Mitigation Public Meeting Manage HM organization to ensure effective implementation of HM disaster program requirements. Ensure vertical and horizontal integration of the goals of the Hazard Mitigation Strategy into functional objectives and mutually supportive tactics. Assess capability of HM staff in view of required tasks and be prepared to augment any deficiencies as necessary. Develop and manage the HM budget and staffing level. Ensure Branch reporting of HM accomplishments relative to JFO metrics. Establish a base for sustainable community recovery. Identify the processes and projects that contribute to environmental, social, and economic sustainability. Initiate, design, and implement strategies that empower state, tribal, and local stakeholders to implement activities and projects that support community resiliency. Identify and leverage strategic partnerships at the federal, state, tribal, and local level that will enhance communication and collaboration among diverse stakeholder and interest groups, advancing goals and objectives identified through the State Hazard Mitigation Strategy. Ensure that Geographic Information System (GIS) products and data are utilized in Branch decisionmaking and communications. (Coordination: HM Group Supervisor, HM Data Integration Specialist, JFO Planning Section) Oversee HM contracts: Direct contracts HMTAP Interagency Agreements Mission Assignments PTS TAC 12 Version 4.0, July 2016

19 Monitor interactions to ensure effective coordination on NFIP requirements and initiatives. Establish an academic research clearinghouse as necessary. (Coordination: HM Group Supervisor) As needed, establish guidance, and develop procedures to facilitate delivery of HM and NFIP programs; for example, how to explain the effect of a new regulation or policy on delivery of disaster programs. Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Assessing and Fulfilling Hazard Mitigation Staffing Needs Establishing Hazard Mitigation Reporting Requirements Coordinating MAT Deployment Establishing a Research Academic Clearinghouse Facilitating Transition to the Regional Office Establish HM organizational structure and develop staffing to achieve operational objectives and to implement the Hazard Mitigation Strategy. Organize HM structure based on: Coordination needs at the state, tribal, and local level ESFs activated Extent of HM involvement as indicated by Hazard Mitigation Strategy Number and type of jurisdictions Span of control Type, size, and complexity of incident Identify resources required to staff organization. Track equipment resources assigned to HM, such as: Assignment Kind and type Location Resource identifier Supervisor name and contact information Ensure development of HM organization and staffing charts. Discuss findings and recommendations as necessary, such as: Changes in tactics Facilities Issues and concerns Organizational structure Shortages or surpluses of resources Place orders for additional personnel, supplies, services, and equipment. Notify affected HM staff of any changes. Version 4.0, July

20 Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Assessing and Fulfilling Hazard Mitigation Staffing Needs Coordinating MAT Deployment Establishing Hazard Mitigation Reporting Requirements Facilitating Transition to the Regional Office Facilitate employee credentialing. Develop a process for coordinating the relationship between the Trainee and the Evaluator regarding their Position Task Book qualification activities. Establish a mitigation training program to meet the needs of the disaster and to enable HM staff to achieve Qualification Sheet requirements. Relevant Operating Procedures Assessing and Addressing Hazard Mitigation Training and Mentoring Needs Ensure HM activities are transitioned to appropriate locations (Region, Headquarters, NDRF operations). Products such as: Best Practices and Case Studies HM Community Education and Outreach products developed or purchased during the disaster operation (e.g., posters, easels); retained for future use Community Assistance Contacts/Community Assistance Visits reports General technical assistance reports Hazard Mitigation Strategy Hazard Mitigation Transition/Final Report Loss Avoidance Studies PDA report Data collected during the disaster Necessary follow up: In-progress Mitigation Plan reviews Hazard Mitigation Grant Program (HMGP) rollout NFIP issues Coordination with the Federal Disaster Recovery Coordinator, when activated Personnel performance appraisals Transition ongoing activities to successors while JFO is operational. Prepare and submit to successor(s) a report documenting accomplishments and issues addressed, resolved, or requiring further action. 14 Version 4.0, July 2016

21 Transition activities back to Regional Office. Identify opportunities for continued HM initiatives. In coordination with HM Program Group Supervisors, develop the Hazard Mitigation Transition/Final Report, including HM Branch accomplishments and issues addressed, resolved, or requiring further action. Relevant Operating Procedures Facilitating Transition to the Regional Office Check out of field assignment. Verify that correct job title was recorded during assignment. Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record: Reservist Program Manager for Reservists Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program Managers for IM COREs Immediate supervisor for Full-Time Employees Verify training records reflect completed training. Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures. Version 4.0, July

22 3.2 HM Deputy Branch Director I (Deputy HBD1) Task List Use this position-specific Task List in accordance with the following HMFOG Job Aids: Hazard Mitigation Supervisors Common Task List Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group Establish and maintain strategic partnerships to achieve Hazard Mitigation Strategy objectives. Coordinate mitigation goals and strategies with Operations Section (OPS) Branch Directors and with the OPS Chief. Ensure the flow of information regarding Mitigation programs relevant to partners program areas. For example: Mitigation Plan status affecting eligibility Mitigation outreach initiatives Establish HM liaisons within the Joint Field Office (JFO), such as External Affairs Individual Assistance Public Assistance Small Business Administration Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Establishing Hazard Mitigation Reporting Requirements Coordinate with federal agencies to facilitate unity of effort. Interact with Emergency Support Function (ESF) leads regarding: Hazard Mitigation Technical Assistance Program (HMTAP), Production and Technical Services (PTS), and Technical Assistance Contract (TAC) contracts Mission Assignments and Interagency Agreements HM participation in long-term community recovery (National Disaster Recovery Framework (NDRF): Mitigation messaging (Coordination: ESF #15) Incident Command System Form 215 (Operational Planning Worksheet) for the Operation s tactics meeting Items for inclusion in Incident Action Plan/Incident Strategic Plan, as appropriate Recommended changes, deactivation, or stand-down to OPS Chief after coordination Coordinate with OFAs operating under their own authority regarding: Communications Duplication of effort Mitigation partnership opportunities and expertise Potential conflicts Relevant Operating Procedures Establishing Hazard Mitigation Reporting Requirements Coordinating with ESFs 16 Version 4.0, July 2016

23 Manage HM organization to ensure effective implementation of HM disaster program requirements. Ensure vertical and horizontal integration of the goals of the Hazard Mitigation Strategy into functional objectives and mutually supportive tactics. Assess HM staff capability in view of required tasks and be prepared to augment any deficiencies as necessary. Develop and manage the HM budget and staffing level. Ensure Branch reporting of HM accomplishments relative to JFO metrics. Establish a base for sustainable community recovery. Identify the processes and projects that contribute to environmental, social, and economic sustainability. Initiate, design, and implement strategies that empower state, tribal, and local stakeholders to implement activities and projects that support community resiliency. Identify and leverage strategic partnerships at the federal, state, tribal, and local level that will enhance communication and collaboration among diverse stakeholder and interest groups, advancing goals and objectives identified through the State Hazard Mitigation Strategy. Ensure that Geographic Information System (GIS) products and data are utilized in Branch decisionmaking and communications. (Coordination: HM Group Supervisor, HM Data Integration Specialist, JFO Planning Section) Oversee HM contracts: Direct contracts HMTAP Interagency Agreements Mission Assignments PTS TAC Monitor interactions to ensure effective coordination on National Flood Insurance Program (NFIP) requirements and initiatives. Establish an academic research clearinghouse as necessary. (Coordination: HM Group Supervisor) As needed, establish guidance, and develop procedures to facilitate delivery of HM and NFIP programs; for example, how to explain the effect of a new regulation or policy on delivery of disaster programs. Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Assessing and Fulfilling Hazard Mitigation Staffing Needs Establishing Hazard Mitigation Reporting Requirements Coordinating MAT Deployment Establishing a Research Academic Clearinghouse Facilitating Transition to the Regional Office Version 4.0, July

24 Establish HM organizational structure and develop staffing to achieve operational objectives and to implement the Hazard Mitigation Strategy. Organize HM structure based on: Coordination needs at the state, tribal, and local level ESFs activated Extent of HM involvement as indicated by Hazard Mitigation Strategy Number and type of jurisdictions Span of control Type, size, and complexity of incident Determine whether HM operational facilities are adequate to meet incident needs. Identify resources required to staff organization. Track equipment resources assigned to the Branch, such as: Assignment Kind and type Location Resource identifier Supervisor name and contact information Ensure development of HM organization and staffing charts. Discuss findings and recommendations as necessary, such as: Changes in tactics Facilities Issues and concerns Organizational structure Shortages or surpluses of resources Place orders for additional personnel, supplies, services, and equipment. Notify affected HM staff of any changes. Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Assessing and Fulfilling Hazard Mitigation Staffing Needs Coordinating MAT Deployment Establishing Hazard Mitigation Reporting Requirements Facilitating Transition to the Regional Office Facilitate employee credentialing. Develop a process for coordinating the relationship between the Trainee and the Evaluator regarding their Position Task Book qualification activities. Establish a mitigation training program to meet the needs of the disaster and to enable HM staff to achieve Qualification Sheet requirements. Relevant Operating Procedures Assessing and Addressing Hazard Mitigation Training and Mentoring Needs 18 Version 4.0, July 2016

25 Ensure that HM activities are transitioned to appropriate locations (Region, Headquarters, NDRF operations). Products such as: Best Practices and Case Studies HM Community Education and Outreach products developed or purchased during the disaster operation (e.g., posters, easels); retained for future use Community Assistance Contacts/Community Assistance Visits reports General technical assistance reports Hazard Mitigation Strategy Hazard Mitigation Transition/Final Report Loss Avoidance Studies PDA report Data collected during the disaster Necessary follow up: In-progress Mitigation Plan reviews Hazard Mitigation Grant Program rollout NFIP issues Coordination with the Federal Disaster Recovery Coordinator, when activated Personnel performance appraisals Transition ongoing activities to successors while JFO is operational. Prepare and submit to successor(s) a report documenting accomplishments and issues addressed, resolved, or requiring further action. Transition activities back to Regional Office. Identify opportunities for continued HM initiatives. In coordination with HM Program Group Supervisors, develop the Hazard Mitigation Transition/Final Report, including HM Branch accomplishments and issues addressed, resolved, or requiring further action. Relevant Operating Procedures Facilitating Transition to the Regional Office Check out of field assignment. Verify that correct job title was recorded during assignment. Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record: Reservist Program Manager for Reservists Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program Managers for IM COREs Immediate supervisor for Full-Time Employees Verify training records reflect completed training. Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures. Version 4.0, July

26 3.3 HM Branch Director II (HBD2) Task List Use this position-specific Task List in accordance with the following HMFOG Job Aids: Hazard Mitigation Supervisors Common Task List Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group Obtain initial briefings from the Operations Section (OPS) Chief and Regional Mitigation Division program staff. Gather information relevant to HM, such as: Incident objectives State Emergency Management guidance Loss of utilities that affect ability to communicate with partners and resources Critical infrastructure damage Public Assistance (PA) categories of work declared Debris removal issues Political issues and sensitivities Individual Assistance (IA) status and possible Disaster Recovery Centers Information from other personnel responsible for the Branch or area of responsibility prior to arrival, if applicable FEMA/State Agreement, if approved State profile Preliminary Damage Assessment (PDA) results Establish parameters of working relationship (e.g., schedule call with FEMA regional staff, what level of detail OPS Chief wants in briefings). Relevant Operating Procedures Coordinating Information for Hazard Mitigation Use Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief Obtain relevant situational information unique to disaster event. Coordinate with Regional Mitigation Division Directors or Regional point of contact (POC). Relevant situational information includes: Federal Insurance and Mitigation Administration (FIMA) role Multi-regional implications National/state level sensitivities Policy issues identified Geographic organization of disaster operations Health and safety issues Relevant Operating Procedures Coordinating Information for Hazard Mitigation Use 20 Version 4.0, July 2016

27 Ensure HM functional area leads provide assessment of state, local, and tribal capabilities for accomplishment of HM and National Flood Insurance Program (NFIP) goals during recovery. Use function-specific assessment tools in the HM Field Operations Guide. Establish and maintain working relationships with key leadership and staff. Regional Mitigation Division Directors or Regional POC Regional Mitigation Division staff: Coordinate staffing and operational support. Gather disaster history for declared state, including problem areas or past relationships in declared area. Get regional policies and procedures for HM programs. Obtain current FEMA Regional priorities for the disaster, and State, Local, and Tribal Mitigation Plan priorities. Identify local and national political interests. Get status on pending grants, plans, and repetitive loss structures for state and communities in disaster area. FIMA Insurance and Mitigation Readiness Division - Division Director Coordinate staffing and operational support. FIMA program managers, as needed Coordinate on technical issues and contracts. Provide briefings, as requested. Relevant Operating Procedures Assessing and Fulfilling Hazard Mitigation Staffing Needs Coordinating MAT Deployment Collaborate with the state to ensure the development the Hazard Mitigation Strategy for the disaster. Facilitate mitigation goal setting that addresses the reduction of repetitive risk situations as well as the immediate disaster events. Guide HM Program Group Supervisors to develop objectives to achieve innovative or large scale mitigation goals. Provide copy of Hazard Mitigation Strategy for the disaster to FIMA office. Include incident number, state, incident type, and JFO. Hazard Mitigation Strategy to FEMA-HM-CADRE@fema.dhs.gov Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Version 4.0, July

28 Establish and maintain strategic partnerships to achieve Hazard Mitigation Strategy objectives. Coordinate mitigation goals and strategies with OPS Branch Directors and with OPS Chief. Ensure the flow of information regarding Mitigation programs relevant to partners program areas (e.g., Mitigation Plan status affecting eligibility, Mitigation outreach initiatives). Establish HM liaisons within the JFO, such as: External Affairs IA PA Small Business Administration Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief Establishing Hazard Mitigation Reporting Requirements Coordinate with federal agencies to facilitate unity of effort. Interact with Emergency Support Function (ESF) leads regarding: Hazard Mitigation Technical Assistance Program (HMTAP), Production and Technical Services (PTS), and Technical Assistance Contract (TAC) contracts Mission Assignments and Interagency Agreements HM Branch participation in long-term community recovery (National Disaster Recovery Framework (NDRF): Mitigation messaging (ESF #15) Incident Command System Form 215 (Operational Planning Worksheet) for the Operation s tactics meeting Items for inclusion in Incident Action Plan/Incident Strategic Plan, as appropriate Recommended changes, deactivation, or stand-down to OPS Chief after coordination Coordinate with OFAs operating under their own authority regarding: Communications Duplication of effort Mitigation partnership opportunities and expertise Potential conflicts Relevant Operating Procedures Establishing Hazard Mitigation Reporting Requirements Coordinating with ESFs Coordinate with state, tribal, and local officials to ensure unity of effort. Implement the Hazard Mitigation Strategy. Identify and communicate FEMA support needs, such as: Specialized resource needs FEMA program delivery needs 22 Version 4.0, July 2016

29 Plan and execute the timely resolution of problems in keeping with state needs and federal requirements. Encourage state s participation in development of HM Incident Action Plan/Incident Strategic Plan as appropriate: Unified approach Fosters teamwork Problem solving Ensure a productive, positive relationship between HM Program Group Supervisors and state and local officials. Determine whether HM Program Group Supervisors are receiving necessary support and information needed from officials to fulfill mission. Monitor whether disagreements, problems, and misunderstandings are being promptly identified and resolved. Ensure coordination to assess and meet needs for support to communities with large scale substantial damage estimation requirements. Coordinate with: HM Program Group Supervisor (Floodplain Management and Insurance) NFIP Coordinator FEMA Regional Mitigation Division POC FEMA FIMA Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Establishing Hazard Mitigation Reporting Requirements Working with Tribes Represent HM programs as primary HM spokesperson in the declared area. Provide guidance and explanation on all mitigation programs and initiatives to the Federal Coordinating Officer (FCO) and other JFO senior staff. Represent the FCO as requested in public forums on complex initiatives and controversial program issues. Represent the FCO, as requested, to explain complex initiatives and controversial program issues to state, local, and federal elected officials. Assist External Affairs in ensuring that complex or controversial mitigation issues and initiatives are accurately represented in all media outlets. Respond to mitigation inquiries from Congress, the media, the state, and other external sources. Seek opportunities to promote mitigation programs and projects in public forums and with the private sector. Relevant Operating Procedures Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief Planning a Hazard Mitigation Public Meeting Version 4.0, July

30 Manage HM organization to ensure effective implementation of HM disaster program requirements. Ensure vertical and horizontal integration of the goals of the Hazard Mitigation Strategy into functional objectives and mutually supportive tactics. Assess capability of HM staff in view of required tasks and be prepared to augment any deficiencies as necessary. Develop and manage the HM budget and staffing level. Ensure Branch reporting of HM accomplishments relative to JFO metrics. Establish a base for sustainable community recovery. Identify the processes and projects that contribute to environmental, social, and economic sustainability. Initiate, design, and implement strategies that empower state, tribal, and local stakeholders to implement activities and projects that support community resiliency. Identify and leverage strategic partnerships at the federal, state, tribal, and local level that will enhance communication and collaboration among diverse stakeholder and interest groups, advancing goals and objectives identified through the State Hazard Mitigation Strategy. Ensure that Geographic Information System (GIS) products and data are utilized in Branch decisionmaking and communications. Oversee HM contracts: Direct contracts HMTAP Interagency Agreements Mission Assignments PTS TAC Monitor interactions to ensure effective coordination on NFIP requirements and initiatives. Establish an academic research clearinghouse as necessary. As needed, establish guidance, and develop procedures to facilitate delivery of HM and NFIP programs; for example, how to explain the effect of a new regulation or policy on delivery of disaster programs. Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Assessing and Fulfilling Hazard Mitigation Staffing Needs Establishing Hazard Mitigation Reporting Requirements Coordinating MAT Deployment Establishing a Research Academic Clearinghouse Facilitating Transition to the Regional Office 24 Version 4.0, July 2016

31 Establish HM organizational structure and develop staffing to achieve operational objectives and to implement the Hazard Mitigation Strategy. Organize HM structure based on: Coordination needs at the state, tribal, and local level ESFs activated Extent of HM involvement as indicated by Hazard Mitigation Strategy Number and type of jurisdictions Span of control Type, size and complexity of incident Determine whether HM operational facilities are adequate to meet incident needs. Identify resources required to staff organization. Track equipment resources assigned to HM, such as: Assignment Kind and type Location Resource identifier Supervisor name and contact information Ensure development of HM organization and staffing charts. Discuss findings and recommendations as necessary, such as: Changes in tactics Facilities Issues and concerns Organizational structure Shortages or surpluses of resources Place orders for additional personnel, supplies, services, and equipment. Notify affected HM staff of any changes. Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Assessing and Fulfilling Hazard Mitigation Staffing Needs Coordinating MAT Deployment Establishing Hazard Mitigation Reporting Requirements Facilitating Transition to the Regional Office Facilitate employee credentialing. Develop a process for coordinating the relationship between the Trainee and the Evaluator regarding their Position Task Book qualification activities. Establish a mitigation training program to meet needs of the disaster and to enable HM staff to achieve Qualification Sheet requirements. Relevant Operating Procedures Assessing and Addressing Hazard Mitigation Training and Mentoring Needs Version 4.0, July

32 Ensure that HM activities are transitioned to appropriate locations (Region, Headquarters, ESF #14 (Superseded by NDRF) operations) Products such as: Best Practices and Case Studies HM Community Education and Outreach products developed or purchased during the disaster operation (e.g., posters, easels); retained for future use Community Assistance Contacts/Community Assistance Visits reports General technical assistance reports Hazard Mitigation Strategy Hazard Mitigation Transition/Final Report Loss Avoidance Studies PDA report Data collected during the disaster Necessary follow up In-progress Mitigation Plan reviews Hazard Mitigation Grant Program (HMGP) rollout NFIP issues Coordination with the Federal Disaster Recovery Coordinator, when activated Personnel performance appraisals Transition ongoing activities to successors while JFO is operational. Prepare and submit to successor(s) a report documenting accomplishments and issues addressed, resolved, or requiring further action. Transition activities back to Regional Office. Identify opportunities for continued HM initiatives. In coordination with HM Program Group Supervisors, develop the Hazard Mitigation Transition/ Final Report, including HM Branch accomplishments and issues addressed, resolved, or requiring further action. Relevant Operating Procedures Facilitating Transition to the Regional Office Check out of field assignment. Verify that correct job title was recorded during assignment. Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record: Reservist Program Manager for Reservists Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program Managers for IM COREs Immediate supervisor for Full-Time Employees Verify training records reflect completed training. Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures. 26 Version 4.0, July 2016

33 3.4 HM Deputy Branch Director II (Deputy HBD2) Task List Use this position-specific Task List in accordance with the following HMFOG Job Aids: Hazard Mitigation Supervisors Common Task List Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group Establish and maintain strategic partnerships to achieve Hazard Mitigation Strategy objectives. Coordinate mitigation goals and strategies with Operations Section (OPS) Branch Directors and with OPS Chief. Ensure the flow of information regarding Mitigation programs relevant to partners program areas (e.g., Mitigation Plan status affecting eligibility, Mitigation outreach initiatives). Establish HM liaisons within the JFO, such as: External Affairs Individual Assistance Public Assistance Small Business Administration Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Establishing Hazard Mitigation Reporting Requirements Coordinate with federal agencies to facilitate unity of effort. Interact with Emergency Support Function (ESF) leads regarding: Hazard Mitigation Technical Assistance Program (HMTAP), Production and Technical Services (PTS), and Technical Assistance Contract (TAC) contracts Mission Assignments and Interagency Agreements HM Branch participation in long-term community recovery (National Disaster Recovery Framework (NDRF): Mitigation messaging (ESF #15) Incident Command System Form 215 (Operational Planning Worksheet) for the Operation s tactics meeting Items for inclusion in Incident Action Plan/Incident Strategic Plan, as appropriate Recommended changes, deactivation, or stand-down to OPS Chief after coordination Coordinate with OFAs operating under their own authority regarding: Communications Duplication of effort Mitigation partnership opportunities and expertise Potential conflicts Relevant Operating Procedures Establishing Hazard Mitigation Reporting Requirements Coordinating with ESFs Version 4.0, July

34 Manage HM organization to ensure effective implementation of HM disaster program requirements. Ensure vertical and horizontal integration of the goals of the Hazard Mitigation Strategy into functional objectives and mutually supportive tactics. Assess capability of HM staff in view of required tasks and be prepared to augment any deficiencies as necessary. Develop and manage the HM budget and staffing level. Ensure Branch reporting of HM accomplishments relative to JFO metrics. Establish a base for sustainable community recovery. Identify the processes and projects that contribute to environmental, social, and economic sustainability. Initiate, design, and implement strategies that empower state, tribal, and local stakeholders to implement activities and projects that support community resiliency. Identify and leverage strategic partnerships at the federal, state, tribal, and local level that will enhance communication and collaboration among diverse stakeholder and interest groups, advancing goals and objectives identified through the State Hazard Mitigation Strategy. Ensure that Geographic Information System (GIS) products and data are utilized in Branch decisionmaking and communications. Oversee HM contracts: Direct contracts HMTAP Interagency Agreements Mission Assignments PTS TAC Monitor interactions to ensure effective coordination on NFIP requirements and initiatives. Establish an academic research clearinghouse as necessary. As needed, establish guidance, and develop procedures to facilitate delivery of HM and NFIP programs, for example, how to explain the effect of a new regulation or policy on delivery of disaster programs. Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Assessing and Fulfilling Hazard Mitigation Staffing Needs Coordinating MAT Deployment Establishing a Research Academic Clearinghouse Facilitating Transition to the Regional Office Establish HM organizational structure and develop staffing to achieve operational objectives and to implement the Hazard Mitigation Strategy. Organize HM structure based on: Coordination needs at the state, tribal, and local level ESFs activated 28 Version 4.0, July 2016

35 Extent of HM involvement as indicated by Hazard Mitigation Strategy Number and type of jurisdictions Span of control Type, size and complexity of incident Determine whether HM operational facilities are adequate to meet incident needs. Identify resources required to staff organization. Track equipment resources assigned to HM, such as Assignment Kind and type Location Resource identifier Supervisor name and contact information Ensure development of HM organization and staffing charts. Discuss findings and recommendations as necessary, such as: Changes in tactics Facilities Issues and concerns Organizational structure Shortages or surpluses of resources Place orders for additional personnel, supplies, services, and equipment. Notify affected HM staff of any changes. Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Assessing and Fulfilling Hazard Mitigation Staffing Needs Coordinating MAT Deployment Establishing Hazard Mitigation Reporting Requirements Facilitating Transition to the Regional Office Facilitate employee credentialing. Develop a process for coordinating the relationship between the Trainee and the Evaluator regarding their Position Task Book qualification activities. Establish a mitigation training program to meet needs of the disaster and to enable HM staff to achieve Qualification Sheet requirements. Relevant Operating Procedures Assessing and Addressing Hazard Mitigation Training and Mentoring Needs Ensure that HM activities are transitioned to appropriate locations (Region, Headquarters, NDRF operations) Products such as: Best Practices and Case Studies Version 4.0, July

36 HM Community Education and Outreach products developed or purchased during the disaster operation (e.g., posters, easels); retained for future use Community Assistance Contacts/Community Assistance Visits reports General technical assistance reports Hazard Mitigation Strategy Hazard Mitigation Transition/Final Report Loss Avoidance Studies PDA report Data collected during the disaster Necessary follow up In-progress Mitigation Plan reviews Hazard Mitigation Grant Program rollout NFIP issues Coordination with the Federal Disaster Recovery Coordinator, when activated Personnel performance appraisals Transition ongoing activities to successors while JFO is operational. Prepare and submit to successor(s) a report documenting accomplishments and issues addressed, resolved, or requiring further action. Transition activities back to Regional Office. Identify opportunities for continued HM initiatives. In coordination with HM Program Group Supervisors, develop the Hazard Mitigation Transition/Final Report, including HM Branch accomplishments and issues addressed, resolved, or requiring further action. Relevant Operating Procedures Facilitating Transition to the Regional Office Check out of field assignment. Verify that correct job title was recorded during assignment. Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record: Reservist Program Manager for Reservists Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program Managers for IM COREs Immediate supervisor for Full-Time Employees Verify training records reflect completed training. Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures. 30 Version 4.0, July 2016

37 3.5 HM Group Supervisor (HMGS) Task List Use this position-specific Task List in accordance with the following HMFOG Job Aids: Hazard Mitigation Supervisors Common Task List Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group Obtain initial briefings from the Operations Section (OPS) Chief and Regional Mitigation Division program staff. Gather situational information relevant to HM: Incident objectives State Emergency Management guidance Loss of utilities that affect ability to communicate with partners and resources Critical infrastructure damage Public Assistance (PA) categories of work declared Debris removal issues Political issues and sensitivities Individual Assistance (IA) status and possible Disaster Recovery Centers (DRCs) Information from other personnel responsible for the Branch or area of responsibility prior to arrival, if applicable FEMA/State Agreement, if approved State profile Preliminary Damage Assessment (PDA) results Establish parameters of working relationship (e.g., schedule call with FEMA regional staff, what level of detail OPS Chief wants in briefings). Relevant Operating Procedures Coordinating Information for Hazard Mitigation Use Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief Obtain relevant situational information unique to disaster event. Coordinate with Regional Mitigation Division Directors or Regional point of contact (POC). Relevant situational information includes: Federal Insurance and Mitigation Administration (FIMA) role Multi-regional implications National/State level sensitivities Policy issues identified Geographic organization of disaster operations Health and safety issues Relevant Operating Procedures Coordinating Information for Hazard Mitigation Use Version 4.0, July

38 Ensure that HM functional area leads provide assessment of state, local, and tribal capabilities for accomplishment of HM and National Flood Insurance Program (NFIP) goals during recovery. Use function-specific assessment tools in the HM Field Operations Guide. Establish and maintain working relationships with key leadership and staff. Regional Mitigation Division Directors or Regional POC Regional Mitigation Division staff: Coordinate staffing and operational support. Gather disaster history for declared state, including problem areas or past relationships in declared area. Obtain regional policies and procedures for HM programs. Obtain current FEMA Regional priorities for the disaster, and State, Tribal, and Local Mitigation Plan priorities. Provide answers to HM program questions. Get status on pending grants, plans, and repetitive loss structures for state and communities in disaster area. FIMA Insurance and Mitigation Readiness Division - Division Director Coordinate staffing and organizational support, as needed. Relevant Operating Procedures Assessing and Fulfilling Hazard Mitigation Staffing Needs Facilitate the development, sign-off, and implementation of Hazard Mitigation Strategy. Collaborate with the state to ensure development of the Hazard Mitigation Strategy for the disaster. Coordinate with individuals and organizations, as directed by HM Branch Director, to convene meetings and conversations to facilitate mitigation goal setting that addresses the reduction of repetitive risk situations as well as the immediate disaster events. Guide HM Task Force Leaders to develop objectives to achieve innovative or large scale mitigation goals. Refine stakeholder input to create the draft Hazard Mitigation Strategy document. Finalize Hazard Mitigation Strategy document, as directed by HM Branch Director, and facilitate signoff of Hazard Mitigation Strategy with Joint Field Office (JFO) and state leadership. Provide copy of Hazard Mitigation Strategy for the disaster to FIMA office. Include: incident number, State, incident type, and JFO or virtual JFO. Hazard Mitigation Strategy to FEMA-HM- CADRE@fema.dhs.gov. Develop a system to accomplish HM management priorities in the Hazard Mitigation Strategy. Track accomplishment of functional objectives. Monitor HM operations to identify shortfalls and anticipate needs. Monitor JFO organizational priorities relevant to the Hazard Mitigation Strategy and translate for action with HM Management section. Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy 32 Version 4.0, July 2016

39 Participate in development of Incident Action Plan/Incident Strategic Plan process to establish work assignments and performance expectations in support of incident objectives and direction of the HM Branch Director. Coordinate with HM Management Coordinator to prepare for the Operations Tactics Meeting. Obtain direction from the HM Branch Director for the next operational period. Use Incident Command System (ICS) Form 215 (Operational Planning Worksheet) to develop tasks and identify resource assignments. Ensure written task descriptions provide clear, concise direction, and performance expectations. Identify reporting locations, reporting time, logistical needs, and any other special support needs. Identify kind, type, and number of resources required using the resource identifier, if known or carried over from a previous Incident Action Plan (IAP)/Incident Strategic Plan (ISP) assignment. Verify that needed resources identified on the ICS Form 215 for the staff at the Tactics Meeting have been ordered. Relevant Operating Procedures Establishing Hazard Mitigation Reporting Requirements Develop tactics for HM staff to implement assigned operational objectives. Identify activities that directly support operational objectives. Prioritize staff activities based on operational objectives. Guide implementation of operational objectives. Collaborate with the HM Management Coordinator to assess operations and recommend adjustments. Perform trend analysis on information from IAP/ISP and tactical meetings. Get feedback from HM Branch Director and HM Program Group Supervisors. Get feedback from state partners. Develop recommendations for adaptations to Hazard Mitigation Strategy objectives and tactics. Compare HM work against Hazard Mitigation Strategy. Collaborate with the HM Management Coordinator to coordinate and facilitate HM external assets deployed to augment HM field operations. Hazard Mitigation Technical Assistance Program (HMTAP) Interagency agreements Mission Assignments Mitigation Assessment Team (MAT) Production and Technical Services (PTS) Private contracts Technical Assistance Contract (TAC) Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Version 4.0, July

40 Establish and maintain partnerships to achieve Hazard Mitigation Strategy objectives. Coordinate mitigation goals and strategies with FEMA program areas in the JFO and other Federal agencies. Ensure the flow of information regarding Mitigation programs relevant to partners program areas. For example: Mitigation Plan status affecting eligibility Mitigation outreach initiatives Establish HM liaisons within the JFO, such as: External Affairs IA PA Small Business Administration Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Coordinating with ESFs Coordinate with state, tribal, and local officials to ensure unity of effort. Ensure officials receive the necessary information and support. Identify and promptly resolve disagreements, issues, and misunderstandings. Share critical information, tactics, and contingency plans. Be proactive in anticipating coordination issues early and take actions to mitigate or resolve. Collaborate with the state in encouraging and supporting local hazard mitigation planning grant opportunities, Section 406 mitigation, and floodplain management. Foster team work and emphasize a unified approach. Relevant Operating Procedures Working with Tribes Represent HM programs as primary HM spokesperson in declared area. Provide guidance and explanation on all mitigation programs to the Federal Coordinating Officer (FCO) and other JFO management staff. Represent the FCO as requested in public forums on all mitigation programs. Represent the FCO as requested to explain mitigation programs or issues to local, state, and federal elected officials. Assist External Affairs in ensuring that the mitigation message is accurately represented in all media outlets. Relevant Operating Procedures Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief Planning a Hazard Mitigation Public Meeting 34 Version 4.0, July 2016

41 Manage HM staff to ensure effective implementation of HM disaster program requirements. Ensure vertical and horizontal integration of the goals of the Hazard Mitigation Strategy into functional objectives and mutually supportive tactics. Assess capability of HM staff in view of required tasks and be prepared to augment any deficiencies as necessary. Manage the HM organization budget. Ensure reporting of HM accomplishments relative to JFO metrics. Establish a base for sustainable community recovery. Identify the processes and projects that contribute to environmental, social, and economic sustainability. Initiate, design, and implement strategies that empower state and local stakeholders to implement activities and projects that support community resiliency. Identify and leverage strategic partnerships at the federal, state, and local level that will enhance communication and collaboration among diverse stakeholder and interest groups, advancing goals and objectives identified through the State Hazard Mitigation Strategy. Coordinate the collection of mitigation-specific data to support HM operations. (Coordination: HM Management Coordinator) Ensure development and implementation of a data management plan: (Coordination: HM Data Integration Specialist) Who is responsible Where/how is data collected Where/how are data, technical reports, plans, and projects saved and shared Oversee HM contracts: (Coordination: HM Management Coordinator) Direct contracts HMTAP Interagency Agreements Mission Assignments PTS TAC Maintain record of commitments that have been made: Contract information Disaster-specific policies Federal-state expectations and responsibilities State priorities Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Coordinating Information for Hazard Mitigation Use Coordinating MAT Deployment Establishing Hazard Mitigation Reporting Requirements Establishing a Research Academic Clearinghouse Version 4.0, July

42 Ensure the HM organizational structure and staffing are adequate to achieve operational objectives and to implement the Hazard Mitigation Strategy. Coordinate with OPS Chief, HM Task Force Leaders, and HM Crew Leaders. Organize HM staff based on functional requirements as determined by the Hazard Mitigation Strategy and OPS Chief direction such as: ESFs assigned Internal JFO coordination needs Coordination needs at the state and local level Span of control, unity of command Coordinate with Mitigation Staffing Center when activated to identify staffing from outside the region. Determine if HM operational facilities are adequate to meet incident needs: JFO DRCs Community education and outreach venue Track equipment resources assigned to HM, such as: Assignment Kind and type Location Resource identifier, if assigned (e.g., Task Force #1) Supervisor name and contact information Assess assigned human resources. Ensure qualifications. Establish and maintain personnel accountability. Ensure that HM staff resources have the proper type(s) of tools and equipment in good working condition. Establish common communications capability. Develop HM organization and staffing charts. Discuss findings and recommendations with the OPS Chief as necessary, such as: Changes in tactics Facilities Issues and concerns Organizational structure Shortages or surpluses of resources Request additional personnel, supplies, services, and equipment needed within the established ordering processes per JFO protocol. Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Assessing and Fulfilling Hazard Mitigation Staffing Needs Establishing Hazard Mitigation Reporting Requirements Coordinating MAT Deployment 36 Version 4.0, July 2016

43 Manage HM administrative support staff operational activities in support of Hazard Mitigation Strategy. Coordinate administrative support for HM Management and HM functions. Supervise HM Training and Administrative Specialist(s). Evaluate size and staffing of operation and assign HM Training and Administrative Specialist(s), as necessary. Approve administrative procedures for HM. Oversee data integration for HM. Supervise HM Data Integration Specialist(s). Ensure data integration requirements are met: HM data management, integration, and storage Technical resource for HM databases and data sets System analysis and adjustments to assure effective information sharing Ensure coordination between HM and activated ESFs: #3, #4, and #15. Identify common interests between mitigation programs and ESF activities. Leverage ESF activities and resources in support of mitigation programs. Provide mitigation technical assistance and resources in support of ESF activities. Coordinate messaging through workshops, publications, and press releases. Oversee HM PDA effort. Supervise HM staff performing HM PDA function. Ensure HM representation on PDA teams. Review PDA results and disseminate to HM Task Force Leaders and HM Program Group Supervisors, as appropriate. Refer to the Hazard Mitigation Preliminary Damage Assessment (HM PDA) and Community Capabilities Assessment Standard Operating Procedure (SOP). Manage HM training and mentoring program. Supervise HM Training and Administrative Specialist(s). Coordinate and approve: Training needs assessment Training plan Training plan implementation Evaluation Serve as principle liaison between HM Branch and the Mitigation Advisor to the Federal Disaster Recovery Coordinator (FDRC), when activated. Assure HM Branch resources adequate to support mitigation technical assistance for long-term community development activities. Collaborate with the Mitigation Advisor to the FDRC (when activated) on integration of Hazard Mitigation Strategy with long-term community recovery/rsf goals to ensure coordination and support. Relevant Operating Procedures Assessing and Addressing Hazard Mitigation Training and Mentoring Needs Assessing and Fulfilling Hazard Mitigation Staffing Needs Version 4.0, July

44 Coordinating Information for Hazard Mitigation Use Coordinating with ESFs Establishing a Research Academic Clearinghouse HM PDA and Community Capabilities Assessment SOP (obtain from the HM Disaster Workforce Website via the FEMA Intranet at ) Facilitate employee credentialing. Coordinate the relationship between the Trainee and the Evaluator regarding their Position Task Book qualification activities. Conduct training needs assessment and coordinate mitigation training programs with JFO Training Unit to enable HM staff to achieve Qualification Sheet requirements. Transition ongoing activities to successor while JFO is operational. Prepare and submit to successor(s) a report documenting accomplishments and issues addressed, resolved, or requiring further action. Transition activities back to Regional Office. Identify opportunities for continued HM initiatives. In coordination with HM Task Force Leaders, develop the Hazard Mitigation Transition/Final Report, including HM accomplishments and issues addressed, resolved, or requiring further action. Relevant Operating Procedures Facilitating Transition to the Regional Office Check out of field assignment. Verify that correct job title was recorded during assignment. Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record: Reservist Program Manager for Reservists Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program Managers for IM COREs Immediate supervisor for Full-Time Employees Verify training records reflect completed training. Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures. 38 Version 4.0, July 2016

45 3.6 HM Management Coordinator (HMMC) Task List Use this position-specific Task List in accordance with the HMFOG Job Aid, Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group. Support management of HM activities. Implement the Hazard Mitigation Strategy in daily activities. Monitor, analyze, and report the status of the operational objectives. Recommend alternative actions to meet objectives when necessary. Represent HM in operational meetings and extract information that impacts HM operations. Interface with the Planning Section to ensure operational linkage with the Hazard Mitigation Strategy. Produce reports and written documents. Report special events (incidents, accidents, political contacts, property loss or damage, etc.). Develop, implement, and manage special projects. Relevant Operating Procedures Establishing Hazard Mitigation Reporting Requirements Tracking Hazard Mitigation Tasks Using a Task Log Analyze program information, trend analysis, and intelligence gathered from stakeholders to develop a common operational picture for HM. Obtain HM information, such as: Field reports HM program area reports FEMA policy and position papers Obtain information from Joint Field Operations (JFO) sources: Incident Action Plan (IAP)/Incident Strategic Plan (ISP), as appropriate Disaster Situation Reports Emergency Support Function (ESF) information that could impact HM External Affairs reports Analyze and synthesize information to develop an action plan. Review incident data to identify targeted areas for mitigation opportunities. Develop position papers for FEMA Regions and Headquarters requiring policy determination, as needed. If no HM Data Integration Specialist deployed, establish a HM data collection plan and distribute data as required. Relevant Operating Procedures Coordinating Information for Hazard Mitigation Use Establishing Hazard Mitigation Reporting Requirements Tracking Hazard Mitigation Tasks Using a Task Log Version 4.0, July

46 Coordinate Incident Action Plan/Incident Strategic Plan integration within HM. Conduct briefing for HM staff on reporting requirements and necessary staff input. Compile and submit HM information for IAP/ISP, as appropriate. Request additional resources or release surplus resources. Use appropriate forms to request services and supplies. Notify HM Branch Director and Resource Unit Leader of all resource status changes. Confirm accuracy of Planning Section reports relative to HM. Relevant Operating Procedures Developing and Conducting a Hazard Mitigation Staff Orientation Briefing Coordinating Information for Hazard Mitigation Use Establishing Hazard Mitigation Reporting Requirements Participate in the Incident Action Plan/Incident Strategic Plan process to facilitate development of work assignments and performance expectations in support of incident objectives and HM Branch Director and HM Program Group Supervisors. Prepare for the Operations Tactics meeting. Obtain direction from the HM Branch Director for the next operational period. Use Incident Command System (ICS) Form 215 (Operational Planning Worksheet) to develop tasks and identify resource assignments. Ensure written task descriptions provide clear, concise direction, and performance expectations are strategic, measurable, achievable, reportable, and timely ( SMART ). Identify reporting locations, reporting time, logistical needs, and any other special support needs. Identify kind, type, and number of resources required using the resource identifier, if known or carried over from a previous IAP/ISP assignment. Verify that needed resources identified on the ICS Form 215 for HM staff at the Tactics Meeting have been ordered. Communicate HM information to internal and external partners. Develop communications strategy for HM Management. Translate highly technical information for understanding and use by non-technical audiences. Serve as HM liaison with External Affairs. Manage and coordinate all HM participation in External Affairs/Speakers Bureau. Provide input into complex and controversial mitigation-related inquiries. Inform HM Management of mitigation-sensitive ESF activities, concerns, and issues. Share information on ESF activities across HM for integration into HM products: Mitigation Plans and long-term community recovery HM Community Education and Outreach initiatives Section 406 mitigation opportunities Hazard Mitigation Grant Program/Section 404 mitigation opportunities Provide information to ESFs on mitigation measures that support or impact ESF activities. 40 Version 4.0, July 2016

47 Relevant Operating Procedures Coordinating with the External Affairs Speakers Bureau Planning a Hazard Mitigation Public Meeting Coordinating Information for Hazard Mitigation Use Coordinating with ESFs Coordinate mitigation programs with ESFs. Identify common interests between HM programs and ESF activities. Leverage ESF activities and resources in support of mitigation programs. Identify ESFs needs for technical assistance available from mitigation: Risk assessment Coordinate with HM staff to provide mitigation technical assistance and resources in support of ESF activities. Assist ESFs in promoting mitigation (e.g., workshops, publications, press releases). Relevant Operating Procedures Coordinating Information for Hazard Mitigation Use Coordinating with ESFs Advise and provide guidance on HM operations to specific ESF. Maintain awareness of procedures, policies and initiatives of assigned ESF. ESF #3, Public Works and Engineering ESF #6, Mass Care, Emergency Assistance, Temporary Housing, and Human Services ESF #15, External Affairs Provide targeted HM information as requested. Identify opportunities for HM to assist and collaborate with ESF. Relevant Operating Procedures Coordinating with ESFs Identify and monitor all logistics support for HM. Serve as liaison with Logistics Section. Implement a tracking system for all requests, property, etc. Secure adequate space and equipment to meet staffing and program needs. Develop and adjust plans and schedules to meet HM program requirements. Relevant Operating Procedures Coordinating Information for Hazard Mitigation Use Establishing Hazard Mitigation Reporting Requirements Tracking Hazard Mitigation Tasks Using a Task Log Version 4.0, July

48 Manage contracts, interagency agreements, and mission assignments. Support outsourcing based on assessment of available internal assets and available outside resources. Develop scopes of work. Coordinate funding and scoping. Expedite task order and/or contract processing when needed. Transition ongoing HM Management Coordinator activities to successors while JFO is operational. Prepare and submit to immediate supervisor a report documenting accomplishments and issues addressed, resolved, or requiring further action. Transition HM Management Coordinator activities back to Regional Office. Identify opportunities for continued HM initiatives. If no HM Data Integration Specialist, ensure data is transitioned to region prior to closure. Relevant Operating Procedures Facilitating Transition to the Regional Office Check out of field assignment. Verify that correct job title was recorded during assignment. Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record: Reservist Program Manager for Reservists Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program Managers for IM COREs Immediate supervisor for Full-Time Employees Verify training records reflect completed training. Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures. 42 Version 4.0, July 2016

49 3.7 HM Training and Administrative Specialist (TASP) Task List Use this position-specific Task List in accordance with the HMFOG Job Aid, Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group. Develop and implement HM training and mentoring plan. Conduct HM training and mentoring program needs assessment based on operational requirements and staff qualifying plans. Assess need for external training of Joint Field Office (JFO) partners. Determine available training assets. Write training and mentoring program plan and submit to immediate supervisor for approval. Coordinate with HM Management to develop schedule for approved training plan. Relevant Operating Procedures Assessing and Addressing Hazard Mitigation Training and Mentoring Needs Coordinate HM training. Coordinate with JFO Logistics and Information Technology (IT) for space, room set-up, and computer or network needs. Obtain resources through JFO Training Unit or separately if not supported by the Training Unit. Identify and obtain instructional materials for classroom training as specified in the course instructor guide or plan of instruction: Publications Student manuals Technology requirements Visual aids As needed, obtain outside resources: Contract mechanisms Emergency Management Institute (EMI) Federal Insurance and Mitigation Administration (FIMA); coordinate with HM Management Coordinator Local universities and colleges Identify and gain commitment from qualified instructors. Meet with instructors prior to training to prepare them for conducting classes. Arrange for or confirm classroom requirements as identified in course instructor guide. For Independent Study courses, arrange for computer lab access and facilitator if needed. (Coordination: JFO Training Unit) Oversee administration of course exams. (Coordination: Reservist Program Manager/Mitigation Cadre Coordinator, JFO Training Unit) Conduct course evaluation. Analyze evaluation data and recommend/make changes as appropriate. Version 4.0, July

50 Relevant Operating Procedures Assessing and Addressing Hazard Mitigation Training and Mentoring Needs Developing and Conducting a Hazard Mitigation Staff Orientation Briefing Coordinate HM mentoring program. Follow the HM Field Operations Mentoring Guide to coordinate with and support HM managers in identifying HM staff who are qualified and available to serve as mentors. Train mentors on role, tasks, and available job aids. Match mentors and mentees; notify mentors supervisors of length and scope of mentoring responsibility. Develop and implement mentoring schedule. Serve as a resource on roles of mentors and mentees. Collect, compile, and report mentoring feedback and records. Relevant Operating Procedures Assessing and Addressing Hazard Mitigation Training and Mentoring Needs HM Field Operations Mentoring Guide and Job Aids (obtain from HM Disaster Workforce Website via the FEMA Intranet at Manage HM training and mentoring records. Compile training completion records and forward to Training Unit for input into Deployment Tracking System. Upon successful completion of courses required for credentialing, distribute EMI Form , collect completed forms, and forward to EMI or as directed. Forward feedback on HM Field Operations curriculum to National Mitigation Cadre Coordinator/Reservist Program Manager. Enter training data into Training Information Access System and/or FEMA Knowledge Center, as directed. Copy regional cadre managers and Mitigation Reservist Program Manager on training and mentoring records. Report training and mentoring accomplished and/or issues to mentee immediate supervisor. Relevant Operating Procedures Assessing and Addressing Hazard Mitigation Training and Mentoring Needs Establish administrative procedures for HM. Establish routine office procedures and policies. Develop and maintain official files and records. Recommend modification to procedures as needed. 44 Version 4.0, July 2016

51 Provide administrative services. Compile, maintain, and distribute: Official point of contact lists Employee after-hour contact lists HM organization calendars HM organization and/or staffing charts Format and finalize outgoing official correspondence and reports. Respond to inquiries from internal and external partners in a timely manner with accurate information. Prepare and distribute meeting notes. Coordinate and schedule HM meeting locations. Provide logistics support. Alert management to office issues. Process deployment actions. Coordinate check-in/check-out procedures. Process and review timesheets for accuracy. Track travel actions as needed. Preserve confidential information. Relevant Operating Procedures Assessing and Fulfilling Hazard Mitigation Staffing Needs Deploying EHP Cadre Members Developing and Conducting a Hazard Mitigation Staff Orientation Briefing Tracking Hazard Mitigation Tasks Using a Task Log Provide administrative support as needed to one or more specific HM functions. Collect and maintain program-specific data for reports. Prepare, organize, and manage project files. Enter HM program data into FEMA systems. Support administrative workload for meetings and briefings. Transition ongoing HM Training and Administrative activities to successor while JFO is operational. Prepare and submit to immediate supervisor a report documenting accomplishments and issues addressed, resolved, or requiring further action. Transition HM Training and Administrative activities back to Regional Office. Identify opportunities for continued HM initiatives. Version 4.0, July

52 Check out of field assignment. Verify that correct job title was recorded during assignment. Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record: Reservist Program Manager for Reservists IM CORE Program Managers for IM COREs Immediate supervisor for Full-Time Employees Verify training records reflect completed training. Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures. 46 Version 4.0, July 2016

53 3.8 HM Data Integration Specialist (DISP) Task List Use this position-specific Task List in accordance with the HMFOG Job Aid, Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group. Coordinate HM data collecting and sharing. Facilitate information access and sharing. Identify overlapping areas of interest between various stakeholders and facilitate collaborative use of data. Regularly capture internal Joint Field Office (JFO) data and products and share with appropriate entities. Identify mitigation program datasets for sharing outside of FEMA. Facilitate transfer of mitigation data outside of FEMA in adherence to Privacy Act requirements. Coordinate/initiate data acquisition from a variety of internal/external sources including: JFO Planning Geospatial Information Unit (GIU) Contracts Mission assignments Interagency agreements Regional Offices State Hazard Mitigation Officer State National Flood Insurance Program (NFIP) and Risk Mapping, Assessment and Planning (Risk MAP) lead State Geographic Information System (GIS) Coordinator/Lead Relevant Operating Procedures Coordinating Information for Hazard Mitigation Use Establishing a Research Academic Clearinghouse Manage HM data and storage. Identify and order equipment needed (including, but not limited to, plotters, ink, printheads, paper, GIS laptop, ipad for field use, etc.). Establish and maintain cataloging system for data for analysis, storage, and retrieval, including postdisaster perishable data. Develop and maintain geospatial databases. Develop inventory tracking system of mitigation projects and geospatial products. Create and maintain metadata describing mitigation data and methodology used to create products in the JFO. Monitor and participate in coordination meetings with JFO, Regional GIU, Regional Response Coordination Center, and National Response Coordination Center staff on other geospatial and data collection activities and available systems. Verify that all data collected is properly catalogued and protected. Analyze available data in this event to propose systematic solutions, strategies, priorities, and/or changes to existing protocols. Coordinate with JFO Planning GIU on data storage, metadata, and data transfer at JFO closing. Version 4.0, July

54 Communicate HM data integration information. Work hand-in-hand with all components of HM to keep informed of issues that could be alleviated in full or in part by spatial means. Be knowledgeable of the FEMA GeoPlatform, and be able to train other HM staff on how to use it and leverage its capabilities when feasible. Develop standard map templates when producing paper maps with all basic cartographic components. Communicate the value of post-event data for research analysis and comparison to internal and external stakeholders. Share program information and issues within HM to support the Hazard Mitigation Strategy. Explain uses and access requirements for databases and datasets relevant to the disaster, or refer to specific program contact (e.g., National Emergency Management Information System, disaster clearinghouses, Hazus), as requested. Share data and products with Federal Insurance and Mitigation Administration (FIMA) Insurance and Mitigation Readiness Division for possible posting on HM Disaster Workforce Website. Share data and products with FEMA Regional point of contact (POC). Coordinate Clearinghouse activities. Prior to proposing establishment of a technical clearinghouse, conduct a needs assessment. Review and incorporate existing state or academic institution technical clearinghouse plans. If needs assessment indicates that a new technical clearinghouse should be established, create short-term and long-term plans (e.g., funding, staffing). Identify requirements, challenges, and implementation. Follow regional practices for transition of data to FEMA Region. Relevant Operating Procedures Establishing a Research Academic Clearinghouse Transition ongoing activities to successor while JFO is operational. Coordinate transition of disaster data with the regional Geographic Information Office (GIO). Prepare and submit to immediate supervisor a report documenting accomplishments and issues addressed, resolved, or requiring further action. Transition data to Regional POC prior to JFO closure. Develop summary status report and index. Include all important data/services and maps (both paper and digital) produced. 48 Version 4.0, July 2016

55 Check out of field assignment. Verify that correct job title was recorded during assignment. Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record: Reservist Program Manager for Reservists Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program Managers for IM COREs Immediate supervisor for Full-Time Employees Verify training records reflect completed training. Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures. Version 4.0, July

56 3.9 HM Preliminary Damage Assessment (PDA) Specialty Task List Use this position-specific Task List in accordance with the HMFOG Job Aid, Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group. Supervisor: Coordinate HM participation in the PDA. Determine size and scope of HM PDA participation: Number and location of PDA sites Number of crews Assign personnel to crews Identity reporting requirements Prepare assigned HM staff for PDA assignment. Identify any areas of interest or concern to HM. Explain reporting requirements. Provide logistics support. Refer to the Hazard Mitigation Preliminary Damage Assessment (HM PDA) and Community Capabilities Assessment Standard Operating Procedure (SOP) Relevant Operating Procedures Establishing Hazard Mitigation Reporting Requirements HM PDA and Community Capabilities Assessment SOP (obtain from the HM Disaster Workforce Website (HMDWW) via the FEMA Intranet at Supervisor: Develop tactics to implement assigned HM functional objectives. Identify activities that directly support functional objectives. Prioritize activities based on functional objectives. Guide implementation of the tactics. Supervisor: Develop Regional Analysis and Detailed Mitigation Assessment. Aggregate findings from HM PDAs. Verify and validate findings when necessary. Prepare information for Regional Analysis and Detailed Mitigation Assessment. Supervisor: Compile and analyze HM PDA data to identify potential mitigation projects and provide to counterparts. Identify potential sites for HM data gathering and study, such as: Perishable data sites Loss avoidance analysis and study sites 50 Version 4.0, July 2016

57 Mitigation project failure sites (from previous studies) Areas and estimated numbers of potential substantially damaged structures Sites that can validate State, Tribal, and Local Mitigation Plans Once sites are approved, gather HM data following established protocols. Identify potential mitigation projects, such as: Section 406 mitigation opportunities Hazard Mitigation Grant Program (HMGP) and other Hazard Mitigation Assistance (HMA) grant opportunities Combined HMGP/Section 406 mitigation project opportunities Damaged areas that may trigger pre-identified priorities or projects in State, Tribal, and Local Mitigation Plans Mitigation strategies to be included in long-term community recovery Long-term community recovery candidates Identify leads for mitigation Best Practices, Case Studies, and success stories. Advise Individual Assistance, Public Assistance, State Hazard Mitigation Officer, and National Flood Insurance Program Coordinator on areas where the determination of the structural soundness, access, and environmental hazard concerns of housing resources will take longer to determine, for purposes of informing their housing strategy. Identify potential environmental and cultural impacts, or potential projects within historic districts or cultural resource areas for later compliance with 36 Code of Federal Regulations (CFR) Part 800 and 44 CFR Part 10. ( Gather, analyze, and document HM PDA information. Refer to the Hazard Mitigation Preliminary Damage Assessment (HM PDA) and Community Capabilities Assessment Standard Operating Procedure (SOP). Review and evaluate relevant community profiles, projects, and plans. Assist in gathering information used to identify extent of damage. Gather information for use in developing the Regional Analysis and the Detailed Mitigation Assessment, including validating any losses avoided. Identify potential sites for HM data gathering and study, such as: Perishable data sites Loss avoidance analysis and study sites Mitigation project failure sites (from previous studies) Areas and estimated numbers of potential substantially damaged structures Sites that can validate State, Tribal, and Local Mitigation Plans Identify and prioritize appropriate sites for field assessment. Identify potential mitigation projects, such as: Section 406 mitigation opportunities Combined HMGP/Section 406 mitigation project opportunities HMGP and other HMA grant opportunities Damaged areas that may trigger pre-identified projects in State, Tribal, and Local Mitigation Plans Version 4.0, July

58 Mitigation strategies to be included in long-term community recovery Potential communities for long-term community recovery Identify leads with contact information for mitigation Best Practices, Case Studies, and success stories. Debrief supervisor about findings and facts to be used to prepare HM PDA report. Relevant Operating Procedures Establishing Hazard Mitigation Reporting Requirements HM PDA and Community Capabilities Assessment SOP (obtain from the HMDWW via the FEMA Intranet at Transition ongoing HM PDA activities to successors while JFO is operational. Prepare and submit to immediate supervisor a report documenting accomplishments and issues addressed, resolved, or requiring further action. In coordination with PDA Crew Lead or supervisor, transition HM PDA activities back to Regional Office. Identify opportunities for continued HM PDA initiatives. Check out of field assignment. Verify that correct job title was recorded during assignment. Ensure copy of performance evaluation is sent to the appropriate Supervisor of Record: Reservist Program Manager for Reservists Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program Managers for IM COREs Immediate supervisor for Full-Time Employees Verify training records reflect completed training. Follow standard JFO close-out protocol and Deployment Tracking System check-out procedures. 52 Version 4.0, July 2016

59 3.10 Hazard Mitigation Supervisors Common Task List This list of common tasks applies to HM Crew Leaders, HM Task Force Leaders, HM Program Group Supervisors, HM Group Supervisors, HM Deputy Branch Directors, and HM Branch Directors. Follow the established chain of command, and refer to the HMFOG Job Aid: Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group. Supervise HM staff. Distribute work equitably. Assure adequate resources to do jobs. Provide clear direction on: Communication chain of command protocol Deadlines Priorities Rotation schedule Work assignments Work hours Coordinate with Safety and Security prior to sending HM staff into field assignments. Verify time and travel records. Implement Joint Field Office protocols for overtime. Inform HM staff of any changes that affect them. Delegate specific authority based on assigned tasks. Execute signature authority, as authorized. Provide feedback on performance. Communicate performance deficiencies immediately and take corrective action. Prepare and discuss incident-specific performance evaluations using agency approved forms with assigned HM staff. Complete Position Task Book assessment records and discuss the results with assigned HM staff. Oversee the ongoing professional development of assigned HM staff. Conduct orientation sessions and arrange on-the-job training for new hires. Arrange for ongoing training and professional development for HM staff to develop required skill sets. Coach and guide HM staff in techniques and skills for handling challenging interactions and difficult situations. Ensure HM staff receives coaching/mentoring so that they can develop and maintain skills. Verify that HM staff attends mandatory training. Determine employees FQS status and identify goals to gain experience and/or training, and provide opportunity to achieve qualified status and/or next level and maintain current position. Work with employees to verify Job Titles used during deployment are accurate, and if not, initiate correction. Remind employee to send copy of evaluation to the appropriate Supervisor of Record: Reservist Program Manager for Reservists Incident Management Cadre of On-Call Response/Recovery Employment (IM CORE) Program Managers for IM COREs Immediate supervisor for Full-Time Employees Version 4.0, July

60 Ensure employee training records are accurate. FEMA Deployment Tracking System Video Series: Managing Trainee/ Candidates: Reviewing and Approving Task Books: Manage HM staff to accomplish activities in support of Hazard Mitigation Strategy. Direct HM staff members to carry out objectives appropriate to the operational period. Direct HM staff to job tools and explain use for completing job tasks: Appropriate parts of 44 Code of Federal Regulations: HM Disaster Workforce Website HM Field Operations Guide HM Task Lists Identify and address immediate, disaster-related issues for HM staff. Communicate to supervisors and HM staff how ongoing activities are both appropriate to the Incident Action Plan (IAP)/Incident Strategic Plan (ISP), as appropriate, and in support of the Hazard Mitigation Strategy. Monitor HM staff activities to ensure that identified mitigation opportunities are implemented. Inform HM staff of National Disaster Recovery Framework activities and capabilities, when activated. Make adjustments to staffing in response to new information, changing conditions, or unexpected obstacles. Manage organizational resources. Assess workload and request numbers and types. Identify circumstances that warrant deployment of HM Technical Specialists (i.e., tasks that involve policy interpretation, controversy, complexity, multiple hazards). Place orders for supplies, services, and equipment. Assist HM staff to resolve logistical problems. Assess critical tasks and ensure they are completed regardless of number of HM staff. If managing multiple same-type Crews or several different Crews, and there are overlapping/redundant tasks, clarify which Crew does what tasks. Maintain case files for critical issues or issues requiring significant management and follow up. Manage HM staff located in remote sites. Identify/develop effective HM operating procedures, best methods, and job aids and share through HM Cadre mailbox. Relevant Operating Procedures Developing and Implementing a Hazard Mitigation Strategy Establishing Hazard Mitigation Reporting Requirements Working with Tribes 54 Version 4.0, July 2016

61 Lead personnel. Recommend proactive opportunities to advance goals of program. Motivate HM staff by example to promote community resiliency and sustainability. Provide HM staff with program direction. Create a work environment that provides mutual respect and opportunity for all HM staff. Promote a teamwork environment that encourages individuals to: Continuously learn Contribute fully Share knowledge Work cooperatively Recognize effective individual and group performance. Interact and observe HM staff at work location. Provide a safe environment for HM staff to suggest innovative solutions. Encourage general information sharing and social interaction to build team dynamics. Version 4.0, July

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63 4.0 HM Management Operating Procedures The operating procedures include the following standard components: Purpose Brief description of the intent of the operating procedure and the HM staff who typically perform the operating procedure Procedure Steps to accomplish the purpose and produce the deliverables Resources/Tools Sources of information and materials necessary to accomplish the purpose and produce the deliverables Hazard Mitigation Disaster Workforce Website (HMDWW) Many of the HMFOG Job Aids referred to in this section may be obtained as individual files (MS Word, MS Excel, and/or PDF) from the HMDWW: Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide Version 4.0, July

64 4.1 Operating Procedure for Developing and Implementing a Hazard Mitigation Strategy PURPOSE Develop and implement a cooperative State/FEMA Hazard Mitigation Strategy. This operating procedure is typically performed by the Hazard Mitigation (HM) Branch Director, HM Program Group Supervisors, HM Task Force Leaders, and HM Crew Leaders. The Hazard Mitigation Strategy also may be developed at the Region during Preliminary Damage Assessment (PDA) for hand off to the Joint Field Office (JFO) HM Branch Director for completion. PROCEDURE Assign to appropriate staff to coordinate, assemble, and finalize the Hazard Mitigation Strategy. Request functional objectives, goals, actions, responsible parties, etc. from each functional group. Review and resolve differences in input from functional groups. Identify actions needed for HM Management to implement proposed Memorandums of Understanding as tactics to achieve goals. Identify if Mission Assignments are needed to collect perishable data, provide technical assistance for Hazard Mitigation Grant Program (HMGP) application development, or complete base flood elevation maps. Identify and coordinate with staff, Regional Mitigation Branch Chiefs, and stakeholders, and schedule meeting or conference call. In meeting or phone call, review the purpose of the Hazard Mitigation Strategy and key elements to each of the following components of the Hazard Mitigation Strategy: HAZARD MITIGATION STRATEGY COMPONENT Purpose Event Description Goals Objectives Actions Responsible Parties Potential Partners Implementation Timeline Signature Page KEY ELEMENTS A brief description of the rationale for the Hazard Mitigation Strategy Facts regarding the hazard, the damage, and the location A broad statement that expresses the desire to protect people and structures, reduce the costs of disaster response and recovery, and minimize disruption following a future event; the state should use their State Mitigation Plan as a guide Measurable steps that describe what will be done to accomplish the goals Prioritized, quantifiable activities leading to the accomplishment of specific objectives For each action, the organization that will be accountable for its completion (e.g., HM Hazards and Performance Analysis) Other organizations involved in accomplishing actions; for example, the state, tribes, other HM functional groups, other FEMA components, Other Federal Agencies, and non-profit and private sector organizations Overall and for each objective: start date, action deadlines, and finish date Names and titles of representative of responsible organizations 58 Version 4.0, July 2016

65 Review disaster assessment (e.g., HM PDA and Community Capabilities Assessment Standard Operating Procedure); state, tribal, and local plan priorities; and any other relevant information. Develop goals and objectives in collaboration with all the key players. Define the role and obtain commitment of each key player to develop actions to address assigned objectives. Set a deadline to complete the first draft (suggested within the first 30 days of HM staff deployment to JFO). Coordinate with key players on completion of assignment. Combine completed sections into one document (first draft). Have all key players review the Hazard Mitigation Strategy. Revise as necessary. Include Region Mitigation Branch Chiefs and Federal Disaster Recovery Coordinator (FDRC), if deployed. Request concurrence from State Hazard Mitigation Officer (SHMO), Regional Mitigation Division, Operations Section Chief, and Mitigation Advisor to the FDRC (when activated), as required. Finalize the State/FEMA Hazard Mitigation Strategy document. Obtain signatures of Federal Coordinating Officer (FCO), State Coordinating Officer (SCO), State National Flood Insurance Program (NFIP) Coordinator, host Region Mitigation Division Director, and Regional Administrator. Publish and distribute to key players (e.g., FCO, SCO, SHMO, Regional Mitigation Division). RESOURCES/TOOLS 9500 Series Policy Publications: Best Practices applicable to current event Code of Federal Regulations (CFR): 2 CFR Part CFR FEMA State Mitigation Plan Review Guide (Revised March 2015): Governor s Request Letter HM PDA and Community Capabilities Assessment Standard Operating Procedure; available from the HM Disaster Workforce Website via the FEMA Intranet: (HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM_Job_Aids) HM Branch organization chart HM Disaster Workforce Website via the FEMA Intranet at HMFOG Job Aids: Daily Hazard Mitigation Management Team Meeting Hazard Mitigation Strategy Checklist (Sample) Hazard Mitigation Strategy Progress Report (Sample) Hazard Mitigation Strategy (Sample) Hazard Mitigation Strategy (Template) Manager s Analysis Tool What Makes a Good Hazard Mitigation Strategy? Incident Action Plan/Incident Strategic Plan and Situation Report Version 4.0, July

66 Materials from Regional Response Coordination Center and media reports Previously completed HM Strategies and existing State Mitigation Activities/Programs Regional HMGP and Public Assistance (PA) operating procedures Report on opportunities as identified by the Mitigation PDA results Robert T. Stafford and Emergency Assistance Act, as amended State HMGP Administrative Plan (note: Admin Plan changes with each disaster and may not be finalized) State, Tribal, and Local Mitigation Plans 60 Version 4.0, July 2016

67 4.2 Operating Procedure for Providing a Hazard Mitigation Briefing to the FCO and/or OPS Chief PURPOSE Gain support for Hazard Mitigation Strategy objectives from the Federal Coordinating Officer (FCO) and Operations Section (OPS) Chief, identify opportunities for the FCO to assist the state in achieving longterm risk reduction, and alert the FCO to potential issues related to mitigation and/or flood insurance. This operating procedure is typically performed by Hazard Mitigation (HM) Program Group Supervisors/ HM Task Force Leaders, through the HM Branch Director. PROCEDURE Coordinate with the FCO and OPS Chief to schedule a Hazard Mitigation briefing. In coordination with the HM Community Education and Outreach (CEO) manager, assign an HM CEO Specialist to meet with HM Program Group Supervisors/HM Task Force Leaders to obtain disasterspecific information needed for the briefing: Disaster-specific mitigation statistics to include in briefing (refer to HMFOG Job Aid, Talking Points: Value of Mitigation): Status and findings of Preliminary Damage Assessments (PDAs) Status and findings of perishable data collection NFIP policies in force NFIP non-participating, sanctioned or suspended communities Early estimate of substantially damaged structures Loss avoidance study opportunities Mitigation Best Practices providing illustrations of mitigation actions that reduce risk from damages caused by the current disaster hazard event Any current or potential issues that should be elevated to FCO or OPS Chief attention Mitigation working with Individual Assistance (IA) Mitigation working with Public Assistance (PA) on 406 Mitigation and 404 Hazard Mitigation Grant Program (HMGP) Mitigation working with External Affairs (e.g., partnering with a writer or photographer for Best Practices, coordinating for Speakers Bureau requests, participating with Congressional liaison for briefings as required) Mitigation and Long-Term Community Recovery In coordination with the HM CEO Specialist, modify the Hazard Mitigation Overview (for the FCO or OPS Chief) PowerPoint presentation to provide disaster-specific mitigation examples, reflect State/FEMA mitigation objectives and organization in this disaster, summarize findings of data collection, and identify potential mitigation or National Flood Insurance Program (NFIP)-related issues. Practice the briefing once to ensure a smooth presentation; read the PowerPoint notes to identify when to distribute handouts and to become familiar with the content of the visuals. Present the Hazard Mitigation Overview briefing; distribute to each briefing participant one copy of the Hazard Mitigation Field Operations Concept of Operations (HM CONOPS) and HMFOG Job Aid, Hazard Mitigation Overview (Handout) when indicated in the PowerPoint notes. Answer any questions from FCO or OPS Chief, or promise to find the answer and follow-up. Version 4.0, July

68 RESOURCES/TOOLS Computer with internet connectivity, projector, and wall or screen to project Disaster-specific mitigation publications Hazard Mitigation Field Operations Concept of Operations (HM CONOPS) one copy per briefing participant HM Disaster Workforce Website via the FEMA Intranet at HMFOG Job Aids: Hazard Mitigation Overview for the Federal Coordinating Officer (Sample) Hazard Mitigation Overview for the Operations Section Chief (Sample) Hazard Mitigation Overview (Handout) Talking Points: Value of Mitigation Mitigation Best Practices relevant to the disaster 62 Version 4.0, July 2016

69 4.3 Operating Procedure for Assessing and Fulfilling Hazard Mitigation Staffing Needs PURPOSE Assess and fulfill staffing needs for Hazard Mitigation (HM) in a Joint Field Office (JFO). This operating procedure is typically performed by the HM Program Group Supervisors/HM Task Force Leaders, HM Branch Director/HM Group Supervisor, and/or HM Training and Administrative Specialist. PROCEDURE At Region, Prior to JFO Opening, Participation on Public Assistance (PA) and/or Individual Assistance (IA) Preliminary Damage Assessments (PDAs) Depending on the size/scope of the event, one or more designated HM staff members may be needed to perform PDAs (looking for Section 406 mitigation Technical Support opportunities; Section 404 mitigation opportunities; Loss Avoidance/Best Practices) per team. The number of PDAs depends on the number of Public Assistance Crew Leaders (PACL) or teams. One staff member for each IA/PA field team usually will be sufficient to support JFO PACLs and Disaster Recovery Centers (DRCs). At JFO Following declaration, a Branch Director or Group Supervisor will be identified and a coordination call will be held with HQ Cadre Management Branch to discuss initial and anticipated staffing needs prior to deployment requests submitted. Determine staffing needs based on the following considerations: Scale/scope/severity/level of disaster and number of declared disasters Type of event determines technical requirements and type of staffing Frequency of hazard or previous events Area affected by the event number of states and regions involved Number of counties, parishes, tribes, territories declared for IA and/or PA Local hiring capacity State and local capability FEMA Qualification System/Incident Command System structure requirements Demographics: language/cultural issues/special needs Scope of work to include geography, i.e. disaster between locations, driving and language considerations Cost-share capacity of state or local governments Tribal issues Political dynamics Coordinate with Regional Mitigation Division Director and Regional Environmental Officer to identify potential environmental concerns of the disaster. Coordinate with the State Hazard Mitigation Officer (SHMO) to identify potential priorities in the Hazard Mitigation Strategy. Assess HM Management staffing needs based on the following considerations: Ensure HM participation on JFO or Regional PDA teams. Version 4.0, July

70 Requirements for meetings, briefings, reports, Incident Action Plans/Incident Strategic Plans (HM Management Coordinator, HM Data Integration Specialist, HM HPA Specialist-Risk Analysis) Capacity of individual staff (training needs) Coordination of messaging with External Affairs Rotations Skill levels Other deployments Span of control Assess HM Community Education and Outreach (CEO) staffing needs based on the following considerations: Scale/scope, geographic dispersion Best Practice opportunities Demographics (e.g., language, cultural issues, Special Needs) IA strategy Number of DRCs Need for education and outreach programs, including Home Improvement Store Outreach Program and community support Assess HM Floodplain Management and Insurance staffing needs based on the following considerations: Number and date of last Community Assistance Visit/Community Assistance Contact Number of suspended or sanctioned and non-participating communities Write Your Own training needs Approximate extent of flooding and number of flood insurance policies in affected area Repetitive Loss Data Collection requirements Number of substantially damaged structures and community capability to meet substantial damage requirements Areas of Special Consideration endorsement, Coastal Barrier Resources Act (CBRA) Needs for secondary event products like Advisory Base Flood Elevation, Recovery Flood Elevation maps, or post-fire flood inundation zones/maps Map modernization status Levees Assess HM Grants and Planning staffing needs based on the following considerations: Initial estimate of Hazard Mitigation Grant Program funds; coordinate with Regional Mitigation Division Other Hazard Mitigation Assistance (HMA) grants timing/availability of funds; coordinate with Regional Mitigation Division List and map of all grant funded projects/activities statewide Plans status in affected counties (local and tribal) SHMO preference to utilize FEMA technical assistance or Advanced Assistance funding Size and scope of incident Assess HM Hazards and Performance Analysis (HPA) staffing needs based on the following considerations: Need for engineering (Hydraulics & Hydrology, CBRA) or other subject matter expertise (e.g., geology, volcano, tsunami), Section 406 mitigation, Mitigation Assessment Team, Project Monitor, Technical Monitor, or Contracting Officer s Representative for Hazard Mitigation Technical Assistance Program (HMTAP), Production and Technical Services (PTS), and/or Technical Assistance Contract (TAC), etc. 64 Version 4.0, July 2016

71 Need for loss avoidance studies Need for Building Science publications and technical assistance Need for development of frequency analysis Expected number of Project Worksheets and PACLs. Consult with PA. This drives how many HM 406 Specialists will be needed. Ideally, may need one HM 406 Specialist with each PACL. Upon completion of staffing needs assessment, review with Operations Section (OPS) Chief. The deployment requests will need to be signed by the OPS Chief or Federal Coordination Officer (FCO) prior to any Human Resources activity. Contact the Regional JFO Deployment Tracking System (DTS) Request Coordinator and request deployment of Regional staff to support the HM Branch. Submit staffing request to the JFO DTS Request Coordinator to deploy Reservists to support the HM Branch. RESOURCES/TOOLS FEMA, Hazard Mitigation Assistance: Hazard Mitigation Strategy Objectives HM Branch Organizational Chart HM Disaster Workforce Website via the FEMA Intranet at HM Task Lists (located in each function-specific HMFOG) HMFOG Job Aids: Hazard Mitigation (HM) Cadre Job Titles Hazard Mitigation Disaster Staffing Analysis Form (Sample) Hazard Mitigation Staffing Worksheet (Sample) Staff Attendance Worksheet (Sample) National Disaster Recovery Framework: Regional Mitigation Strategy Staffing history of past disasters (obtain from Region or DTS; provides a reference for staffing levels) Staffing/Deployment Request Forms State Coordinating Officer/FCO priorities State Mitigation Plan priorities Version 4.0, July

72 4.4 Operating Procedure for Deploying Environmental Planning and Historic Preservation (EHP) Cadre Members PURPOSE Obtain Environmental Planning and Historic Preservation (EHP) FEMA Reservist staffing assets in coordination with the Environmental/Historic Preservation Advisor (EHAD) and/or EHP Manager, as needed, to support the mission of Hazard Mitigation (HM). This operating procedure is typically performed by the HM Training and Administrative Specialist. Deployment of EHP staff also may be done by Regional Environmental Officer or EHP Manager. PROCEDURE Meet with the EHAD to discuss potential environmental or historical issues based on identified priorities, and resulting staffing needs. Develop process for Environmental review of Hazard Mitigation Grant Program (HMGP) project applications and request staff to conduct reviews through EHAD. Assess need for staff to conduct Executive Orders 11988/13690 ( and reviews at the Joint Field Office (may also be completed by trained HM Floodplain Management Specialists) and if necessary request staff from EHAD. Consult with the EHAD to develop a demobilization plan and assist with the transition and release of EHP Cadre assets. RESOURCES/TOOLS FEMA guidance for environmental and historic preservation compliance ( Greenbooks ) HM Disaster Workforce Website via the FEMA Intranet at HMFOG Job Aids: Hazard Mitigation Staff Exit Interview (Sample) Hazard Mitigation Staffing Worksheet (Sample) 66 Version 4.0, July 2016

73 4.5 Operating Procedure for Assessing and Addressing Hazard Mitigation Training and Mentoring Needs PURPOSE Ensure that Hazard Mitigation (HM) personnel possess the knowledge and skills to perform job functions in support of the Hazard Mitigation Strategy for the disaster. The HM Branch Director or HM Group Supervisor has ultimate responsibility for this requirement, but may delegate to the HM Training and Administrative Specialist the responsibility for collaborating with internal HM managers and with Disaster Field Training Operations (DFTO) to implement this operating procedure. PROCEDURE Plan for HM Training Needs Assessment Participate in a meeting with the DFTO Training Unit Leader or designated point of contact (POC) to establish a working relationship, to determine: What kind of training assistance the DFTO can provide to Hazard Mitigation in this disaster What is needed from Hazard Mitigation to maximize training opportunities Any deadlines for submitting training needs Participate in a meeting between HM Branch Director or HM Group Supervisor and the HM Training and Administrative Specialist to discuss the process for conducting HM Branch training needs assessment and training program implementation, and any immediate mission critical training needs that have already been identified. Schedule meeting with the HM management team (HM Branch Director or HM Group Supervisor, HM Management Coordinator, and HM Program Group Supervisors or HM Task Force Leaders) to discuss assessing and identifying training, mentoring, and coach-evaluator needs. Establish a schedule for collecting training needs data from HM management team that meets deadlines established by the DFTO. Coordinate with HM Data Integration Specialist to create a Hazard Mitigation training folder on Mitigation common drive for collecting HM-specific training data. Meet with HM Management Team Review supervisor responsibility to assess staff capability to perform disaster work assignments and identify knowledge or skill gaps that may prevent satisfactory performance. Review categories of training needs that will be identified (from DFTO Cadre Field Operations Guide and Standard Operating Procedures, December 2014): Mandatory Training listed on DHS FEMA Mandatory Training List (DFTO will identify) Required Training consisting of additional training required by DHS, FEMA, Federal Coordinating Officer (FCO) direction, or specific program areas (DFTO will identify) FEMA Qualification System (FQS) Training including courses listed on FQS Qualification Sheets that are required for FQS Trainees (HM managers and HM Training and Administrative Specialist will identify) Mission Critical Training courses that provide skills and knowledge needed to meet the incident s mission (HM managers and HM Training and Administrative Specialist) Proficiency Training that enable the disaster workforce to complete their jobs efficiently and effectively, increasing productivity, morale and decreasing administrative costs and overtime (HM managers and HM Training and Administrative Specialist) Version 4.0, July

74 Review use of Hazard Mitigation Field Operations Mentoring Guide (2015) to describe how supervisors address needs of staff who are FQS qualified in their position but need on-the-job training in specific skills or expertise that is required to perform disaster work assignments. Refer to the FEMA Qualification System Guide (2015) to review how trainees and candidates with open Position Task Books (PTBs) work with a coach-evaluator to obtain coaching and evaluation of PTB tasks that have not yet been successfully demonstrated. Communicate the schedule for collecting training needs data from HM functional group managers that meets deadlines established by the DFTO, and provide any forms the DFTO has issued for training needs assessment. Conduct HM Branch Training Needs Assessment Collect FQS, Mission Critical, and Proficiency training needs information from HM Program Group Supervisors or Task Force Leaders; coordinate with the DFTO POC for access to the Deployment Tracking System, if needed. Review and compile data. Sort training needs by position and functional group to identify critical masses of training requirements. Collect coach-evaluator needs. Sort coach-evaluator needs by position and functional group to determine how many and what type of coach-evaluators to identify Develop HM Branch training needs assessment report; if provided, use format requested by DFTO. Participate in meeting between HM Branch Director or HM Group Supervisor and HM Training and Administrative Specialist to report results of training needs assessment and determine training priorities for meeting Hazard Mitigation Strategy objectives. Coordinate Training Needs with Disaster Field Training Operation (DFTO) Schedule and participate in a meeting with the DFTO Training Unit Leader or POC to discuss HM training needs. Deliver the summary of HM training needs, including Emergency Management Institute (EMI) resident and field courses. Discuss a strategy for meeting high priority and mission critical HM training needs. Obtain the DFTO training schedule, if available. Align the scheduled training with the training needs assessment data to determine if training is being offered in an equitable manner across the HM functional groups. For training unavailable through DFTO, request support in identifying and securing alternative training providers; for example, requesting deployment of EMI courses to the Joint Field Office (JFO) or other disaster field location. Develop and Communicate the HM Training Plan Based on information provided by the DFTO, develop a summary of scheduled training that addresses mission critical HM training needs and FQS courses that are needed by HM staff. Summarize coach-evaluator needs and identify Certified Coach Evaluators deployed to the disaster. Combine information into HM Training Plan and deliver to the HM Branch Director or HM Group Supervisor. Communicate the schedule of HM course offerings to HM staff. 68 Version 4.0, July 2016

75 Coordinate with the DFTO in the Delivery of HM Field Operations Curriculum Courses Inform DFTO that courses in the HM Branch are conducted by HM Branch staff or HM Branch contractors who are subject matter experts and have completed E0206, Conducting Hazard Mitigation Field Operations Training. Identify a coordinator from Hazard Mitigation to assist the DFTO with any HM Field Operations Courses delivered at the disaster. If the DFTO has Demobilized Prior to HM Field Operations Course Delivery: Coordinate with the HM Cadre Training Manager at FIMA to ensure that the Hazard Mitigation Disaster Workforce Website (HMDWW) has the most current version of the course instructor guide, student manual, PowerPoint visuals, and any other course resources. Coordinate with the HM Cadre Training Manager at FIMA to determine how course materials will be printed (unless it is a green course delivery). Obtain course exams per instructions on the HMDWW. Identify lead instructor and assisting instructors. Refer to the appropriate course instructor guide for specific details on course requirements, including publications needed. Coordinate with Logistics to obtain classroom space, audio-visual needs, and other classroom requirements. Optional: Build Cadre Capacity through Shared Training If approved by the Region and the FCO, offer seats to other Regions and to FIMA Insurance and Mitigation Readiness Division (IMRD) if HM staff deployed to the disaster will not fill the course or if it is possible to expand the course capacity. Assess and Update the HM Branch Training Plan In a large, extended disaster with staff turnover, review all new staff training records data. If appropriate, coordinate with the DFTO to add additional training and revise the training plan. Assist HM Branch Staff with Individual Training Records Remind HM staff members who have successfully completed training to keep a copy of their application forms as well as the course number and dates of their participation, as course certificates are usually issued by EMI after the rosters have been provided by the DFTO. The employee may no longer be deployed to the disaster when certificates are issued and need to have data to support an inquiry if they do not receive a certificate or if the course completion does not appear in DTS. As requested, show HM staff how to check training records in the FEMA Deployment Tracking System (DTS), in the FEMA Knowledge Center (FEKC), and in the National Emergency Training Center Training Information Access System (TIAS), or refer them to the DFTO for this assistance. Provide the HM Cadre Training Manager contact information to HM staff seeking guidance on individual qualification sheet issues. Version 4.0, July

76 RESOURCES/TOOLS FEMA DFTO Cadre Field Operations Guide and Standard Operating Procedures (SOP), December 2014 (obtain from HMDWW via the FEMA Intranet at HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM_Job_Aids) FEMA Hazard Mitigation Field Operations Mentoring Guide, September 2015 (obtain from HMDWW via the FEMA Intranet at FEMA Qualification System Guide, September 2015: 70 Version 4.0, July 2016

77 4.6 Operating Procedure for Developing and Conducting a Hazard Mitigation Staff Orientation Briefing PURPOSE Develop and conduct an orientation briefing for Hazard Mitigation (HM) personnel arriving at a Joint Field Office (JFO). This operating procedure is typically performed by the HM Management Coordinator and HM Training and Administrative Specialist. PROCEDURE Assign responsibility for orientation and recommend the following steps for developing the briefing: Confer with HM Branch Director and HM Program Group Supervisors/HM Task Force Leaders to gain input on what they would like to see in briefing. Confer with a new employee to gain input on what would be helpful in an orientation briefing. Develop the briefing based on information collected through interviews and research. Include instructions and demonstration of disaster-specific operational reporting requirements. Include HM organization for the disaster, and overview of the HM Field Operations Concept of Operations and Hazard Mitigation Strategy goals for the disaster. Include any Federal Coordinating Officer-required announcements. Include any HM-specific safety or call-down procedures. Coordinate with HM Community Education and Outreach Crew Leader to create visual aids. Develop a post-briefing questionnaire to determine any unmet information needs. If appropriate, revise briefing based on feedback. Assign HM Training and Administrative Specialist to collect and compile the appropriate handouts for the briefing folders as listed under Resources/Tools section below. Review content of briefing with responsible parties and modify content if necessary. Develop and implement a system to ensure that all employees deployed to the HM Cadre attend an orientation. Establish reporting requirements and communicate unresolved issues with Operations Section Chief. RESOURCES/TOOLS Briefing folders, containing (add items as appropriate): Administrative memos Current and sample copies of operational reports (e.g., Incident Action Plans/Incident Strategic Plans, Situation Reports) Hazard Mitigation Strategy, if available at the time of orientation Health and safety bulletins specific for local environment HM Field Operations Concept of Operations HM Position Task Books Organization charts Staff contact lists HM Disaster Workforce Website via the FEMA Intranet at HMFOG Job Aid: Hazard Mitigation Staffing Worksheet (Sample) Initial External Affairs/Disaster Survivor Assistance briefing Version 4.0, July

78 4.7 Operating Procedure for Coordinating Information for Hazard Mitigation Use PURPOSE Coordinate, organize, and archive hazard mitigation data, information, and products during disaster field operations to meet Joint Field Office (JFO), Regional Mitigation Division, and Federal Insurance and Mitigation Administration (FIMA) needs. PROCEDURE Assess information collection needs of state, HM, Regional Mitigation Division, and FIMA. For FIMA, the following documents to Insurance and Mitigation Readiness Division: FEMA- Hazard Mitigation Strategy for the event HM section of the Incident Action Plan/Incident Strategic Plan Any products that would benefit other events Identify resource requirements (e.g., staff, supplies, equipment, field gear). In coordination with HM managers or designees, establish system for information coordination. Design a filing structure. Create a location and file structure on the file server for each HM functional group. Coordinate with external resources (FIMA, Regional Mitigation Division) on the availability and implementation of SharePoint portals, File Transfer Protocol (FTP) sites, and remote server folders. Develop distribution and archive process for digital and paper documents during disaster operations and deactivation. Prepare how-to guide for HM staff on the location of or process to save digital information. Create and implement a database or catalog of information/documents. Determine what statistical information each HM functional group collects on a regular basis. For example: HM Community Education and Outreach: Publications with source files Number, type, and name of publications distributed Disaster Recovery Center statistics Field outreach numbers Best Practice stories with associated development data HM Floodplain Management and Insurance: Number of National Flood Insurance Program (NFIP) claims Active NFIP policies Summary of calls on NFIP hotline Housing Data (as it relates to NFIP) Substantial damage data Repetitive loss data HM Grants and Planning: Summary of all Hazard Mitigation Grant Program (HMGP) projects Locations of HMGP projects Mitigation plans reviewed and approved 72 Version 4.0, July 2016

79 Mitigation plans developed Planning technical assistance meetings Risk assessment data collected for plan development Demographical data collected for use in plans HMGP-related Geographic Information System (GIS) information HM Hazards and Performance Analysis (HPA): Locations and collection of High Water Marks Any collected GIS data All field collected data Any supporting graphics and images Recovery Flood Elevation Maps Providing technical assistance in developing Frequency Analysis Coordinate with HM HPA to determine need for assistance in meeting HM GIS needs through GIS resources external to HM, such as JFO Planning Section Geospatial Intelligence Unit (GIU), regions, and/or FEMA Headquarters (HQ). If needed: Work with users and the HM HPA Specialist (if available) to ensure targeted responses. Assist with the preparation of GIS product requests. Collect and provide data. Collect report for each HM functional group manager on a weekly basis. Make mitigation statistical information available. Due to the sensitive nature of some data, requests for data should be approved by the HM Branch Director or designee. Search, identify, and acquire various relevant data sources managed by other entities (e.g., federal, state, and private organizations). Notify HM Management and HM functional group managers of availability of acquired data/information. Establish data packaging standards. Assist staff in packaging data. For example, if a project consists of many files it may make sense to compress them. Eliminate outdated files. Copy information onto approvable electronic storage devices. Deliver digital and hard copy documents to appropriate end users. Provide a copy to the Regional Mitigation Division and FIMA, if requested. Provide a copy to other agencies and to State Mitigation authorities as directed by the HM Branch Director or designee and in compliance with privacy laws. RESOURCES/TOOLS Approved data management software/tools (e.g., authorized storage devices) NOTE: Archived copies are given to management at all levels (e.g., JFO, Region, HQ) Enterprise Data Warehouse (Web Intelligence) HM Disaster Workforce Website via the FEMA Intranet at Loss Avoidance Studies, completed or ongoing, as appropriate to determine HMGP project performance and for the National Disaster Recovery Framework NFIP BureauNet: Regional Data Warehouse and GIS Services (if available) SharePoint resources (host region, cooperating regions, HQ) Version 4.0, July

80 4.8 Operating Procedure for Establishing Hazard Mitigation Reporting Requirements PURPOSE Establish Hazard Mitigation (HM) reporting requirements and schedule to ensure consistency with Joint Field Office (JFO) reporting system and to provide visibility to Hazard Mitigation Strategy objectives and actions. PROCEDURE Designate staff from each functional group/team to be responsible for reporting. Provide instructions, due dates, and explanation of Incident Command System (ICS) 202, ICS 203, ICS 204, ICS 207, ICS 209, and ICS 214. Establish common group calendar for reporting and notify staff. Use the DR-XXXX Mitigation Group Calendar to report all activities scheduled two weeks out. All groups/teams submissions and updates are due at the same time (to be determined at disaster). For any planned meetings include the following information in calendar entries: Group/team(s) participating Partner agencies involved Topic/purpose of meeting Location of meeting Send group/team designees reminders of meeting and reporting requirements. Submission procedures: Designated individuals from each group/team: Upload ICS 203, ICS 204, ICS 207, and ICS 209 to the designated Share Drive in the assigned folders by the indicated deadline. Compile and edit submissions. Send report to HM Management for final approval. Distribution of report: Submit final mitigation component to Planning Section for finalization and distribution. Once finalized and approved, distribute by the following methods (unless Planning Section has established other distribution channels): to FEMA Regional point of contact. CC: HM Distribution Group (Develop for disaster). Load to X: Drive under HM Reports. Distribute at Staff Meetings: ( to Area Field Officer, if applicable). ICS Form 209 to Planning Section. ICS Form 215 (captures information on the existing resources in the field, their location and assignment, and any additional resource needs): Contact the appropriate individuals from each team/unit to gather the information for this report. Once the report is updated from all teams/units, load the document up to the X: Drive in the Incident Action Plan/Incident Strategic Plan inputs folder and/or SharePoint. HM actions: Identify actions to support Federal Coordinating Officer/State Coordinating Officer objectives and FEMA/State Hazard Mitigation Strategy. Identify actions for each Operational Period objective and forward to Planning Section. Perform the following tasks: Review ICS Form 204 submissions for new assignments and strong initiatives or projects. 74 Version 4.0, July 2016

81 Compile actions from submissions for operating period. o Send to HM Branch Director or designee for review and approval. o Resources Unit Leader. o CC: Recovery Director and HM functional group managers. RESOURCES/TOOLS FEMA WebEOC crisis management system HM Disaster Workforce Website via the FEMA Intranet at HMFOG Job Aids: Hazard Mitigation Transition/Final Report (Template) Daily Hazard Mitigation Management Team Meeting Hazard Mitigation Strategy Plan IAP Report contains: (Obtain from the JFO Planning Section or from the FEMA ICS Resource Center: ICS Form 202 Incident Objectives ICS Form 203 Organization List ICS Form 204 Assignment List ICS Form 207 Organization Chart ICS Form 209 SITREP (previous operational period) ICS Form 214 Unit Log ICS Form 215 Resources Version 4.0, July

82 4.9 Operating Procedure for Tracking Hazard Mitigation Tasks Using a Task Log PURPOSE Provide the steps to track and organize Hazard Mitigation (HM) tasks during an event. This operating procedure is typically performed by the HM Management Coordinator and/or HM Training and Administrative Specialist. PROCEDURE Start the Task Log immediately upon arrival at the Joint Field Office (JFO). See HMFOG Job Aid, Hazard Mitigation Task Log (Sample). Record tasks and assignments as Action Items, meaning that all tasks are written as: current status, person or group responsible, task description (observable and measurable), due date, note, and when necessary, the standard or limitations the task needs to meet. The Planning Section s Incident Action Plan (IAP)/Incident Strategic Plan (ISP) format is recommended. Develop a methodology for removing and achieving closed action items. As necessary, change or subdivide tasks and assignments into new tasks and sub-tasks. Develop a system for identifying priority tasks. Attend appropriate meetings (e.g., Federal Coordinating Officer morning briefings, IAP/ISP meetings, Operations Section meetings, and HM Management meetings) to ensure action items, assignments, and progress information are collected and entered into the Task Log. Update the Task Log regularly (i.e., JFO operational periods or in preparation for each HM meeting). Regularly meet with HM Branch Director/designee to review document, avoid surprises, and receive additional tasks or information. Distribute current copy of the Task Log to HM functional group managers in time for them to review before Hazard Mitigation meetings. Collect progress information on every open task in the Task Log during the Hazard Mitigation meeting; use the Task Log as an agenda tool to summarize new action items and assignments. In coordination with the HM Branch Director/designee, use the Task Log to brief Regional Mitigation Division or new staff on progress and accomplishment. In coordination with the JFO Operations Section Chief, conduct a formal meeting with internal stakeholders to ensure efficiency and consistency with the Hazard Mitigation Strategy. RESOURCES/TOOLS HM Disaster Workforce Website via the FEMA Intranet at HMFOG Job Aids: Hazard Mitigation Task Log (Sample) Hazard Mitigation Strategy (Template) Incident Command System (ICS) Form 204 (Obtain from JFO Planning Section or FEMA ICS Resource Center): 76 Version 4.0, July 2016

83 4.10 Operating Procedure for Coordinating with Emergency Support Functions (ESFs) PURPOSE Work with assigned Emergency Support Function (ESF) to provide hazard mitigation information and resources, gather information, and identify opportunities to incorporate mitigation into ESF activities. This operating procedure is typically performed by the Hazard Mitigation (HM) Management Coordinator or HM Branch Director/HM Group Supervisor designee. PROCEDURE Establish contact with assigned ESFs for information exchange. Provide and/or explain overall HM Branch functions and Hazard Mitigation Strategy for the current operation. Gather information on mitigation activities from HM Program Group Supervisors/HM Task Force Leaders and share relevant information with ESF. Gather information on ESF activities and share with HM functional groups; for example, identify leads for Best Practices and Case Studies. Determine a delivery time for requested information. Offer to support the sections and staff to provide HM services. Coordinate and support resource tracking requirements. Determine times and locations of any informational meeting from which HM could benefit. Maintain a daily log of activities and communications. As ESFs deactivate, compile and consolidate remaining HM action items and transition to appropriate HM Management or HM functional group staff. Look for opportunities to promote mitigation and sustainability in assigned ESF(s). Examples are provided below. ESF #3: Public Works and Engineering (Infrastructure) Look for Losses Avoided and Best Practices in infrastructure mitigation and refer to HM Community Education and Outreach (CEO). Provide Building Science material to inform rebuilding. Explore possibility of expedited Hazard Mitigation Grant Program (HMGP) with Section 406 mitigation. Obtain hydrology and hydraulics studies for use by Hazard Mitigation staff. Establish partnerships that can enhance/expand infrastructure protection/soil stabilization; geocode to assess stability, etc. (e.g., National Resources Conservation Service). Collect available information about infrastructure damage in past occurrences of the current disaster event for risk analysis and long-term risk reduction planning (e.g., past five floods). Establish partnerships with local American Institute of Architects, and Society of Professional Engineers. Collaborate with, and provide technical assistance to, Public Assistance (PA) and Environmental and Historic Preservation (EHP) partners to align Section 404/406 mitigation programs, as appropriate. Version 4.0, July

84 ESF #6: Mass Care, Emergency Assistance, Housing, and Human Services Coordinate through HM Program Group Supervisors (Floodplain Management and Insurance, CEO) to provide or develop specific technical assistance tailored to individuals and homes (may provide people in shelters with hazard-specific mitigation information). Identify safe areas for locating shelters, FEMA mobile homes, etc. Identify and create mitigation actions based on Individual Assistance (IA) trends in housing damage. For example, if IA inspectors identify widespread roof damage on residences, notify HM CEO staff to anticipate need for mitigation information about stabilizing roofs. ESF #15: External Affairs Provide HM material to incorporate in external message. Capture hazard mitigation stories in local paper. Train External Affairs staff to identify successful mitigation practices and report back to HM staff. Coordinate HM resources needed for Speakers Bureau events. Provide statistics validating mitigation cost savings to business owners, homeowners, and governments. Partner with the Private Sector. Obtain Disaster Survivor Assistance Daily Reports, noting and coordinating any specific issues of interest to HM, such as demographic trends, social or political issues, etc. that may affect the implementation of the Hazard Mitigation Strategy. Monitor press releases, noting and coordinating any specific issues of interest to HM, such as building survivors, community interest in mitigation, and mitigation failures and successes. Request copies of government releases related to HMGP. Long-term Community Recovery Resource: National Disaster Recovery Framework (NDRF): Coordinate with the Federal Disaster Recovery Coordinator, when activated Ensure HM and all functional group programs are integrated into all efforts. Deconflict program funding/identify potential duplication of benefits. Minimize duplication of effort. Use HM Planning as a starting point. Provide Building Science material to inform rebuilding. Promote building code enhancement as a means to help prevent future damage. Ascertain need to train building officials, as necessary. RESOURCES/TOOLS FEMA Incident Command System (ICS) Forms (Obtain from Joint Field Office Planning Section or FEMA ICS Resource Center): HM Disaster Workforce Website via the FEMA Intranet at Incident Action Plan/Incident Strategic Plan NDRF: 78 Version 4.0, July 2016

85 4.11 Operating Procedure for Coordinating with the External Affairs Speakers Bureau PURPOSE Establish a partnership with External Affairs to provide mitigation subject matter experts to speak at community events and business forums. This operating procedure is typically performed by the Hazard Mitigation (HM) Management Coordinator and/or HM Community Education and Outreach (CEO) Specialist(s). PROCEDURE A request for a mitigation expert to speak at an event contains the meeting date, time, address and directions, point of contact (POC), and expected subjects for discussion. The HM Management Coordinator or HM CEO Specialist receiving the request (coordinator): Contacts the POC listed on the request Obtains information to determine issues to be addressed, then forwards to the appropriate HM manager The HM Program Group Supervisor/HM Task Force Leader: Obtains information necessary to identify and provide a HM subject matter expert (SME) for the event Selects a HM SME who is comfortable with public speaking The HM Management Coordinator or HM CEO Specialist provides the External Affairs Speakers Bureau with the name of the selected HM SME (speaker) attending the event. After the event, the HM SME provides the Hazard Mitigation Speakers Bureau Report (see HMFOG Job Aid, Hazard Mitigation Speakers Bureau Report (Template)) to the HM Management Coordinator or HM CEO Specialist. The Report information includes event location, time, date, speakers name, issues discussed, requests made, questions asked, and follow-up actions. After receiving the Hazard Mitigation Speakers Bureau Report, the HM coordinator: Records appropriate Report information in the Hazard Mitigation Speakers Requests Log (see HMFOG Job Aid, Hazard Mitigation Speakers Requests Log (Template)) Submits any issues included in the Hazard Mitigation Speakers Bureau Report that require further action to the appropriate HM Program Group Supervisor/HM Task Force Leader RESOURCES/TOOLS Mitigation Best Practices and Success Stories: HM Disaster Workforce Website via the FEMA Intranet at HMFOG Job Aids: Hazard Mitigation Speakers Bureau Report (Template) Hazard Mitigation Speakers Requests Log (Template) Laptop loaded with PowerPoint presentation Projector and screen Table top models, examples such as strong ties, hot water heater restraints, posters, and exhibit materials, as appropriate Talking Points Version 4.0, July

86 4.12 Operating Procedure for Planning a Hazard Mitigation Public Meeting PURPOSE Plan, prepare for, and conduct/facilitate or participate in a public meeting as requested by state or a community. This operating procedure is typically performed by all Hazard Mitigation (HM) managers and staff, as appropriate. PROCEDURE Pre-Meeting Coordination Discuss the purpose, key issues, expected outcomes, and audience roles with Speakers Bureau. Also determine if a translator will be needed to reach a particular audience. Anticipate questions, concerns, and any problematic areas expected. Research FEMA policies and publications. Coordinate with FEMA subject matter experts (SMEs) at the Joint Field Offices (JFOs), regions, or elsewhere, and develop adequate responses to the anticipated questions and concerns before the meeting. Discover what makes the area and/or population unique and/or vulnerable (identify risks), and the community attitude and perception about these issues. Identify responsibilities, develop the agenda, and determine time/date/place, and public notice strategy. Review past press/media and stay abreast of current press/media regarding relevant issues. Coordinate with External Affairs and Office of Disability Integration and Coordination (ODIC) in participation, message development/dissemination, and media outreach. Consult with FEMA Safety Officer to address any concerns about the meeting venue. Consult with Disability Integration Specialist to address access and functional needs for meeting attendees. Make site visits to see and learn about affected area(s) and population(s) under discussion or contention. Review relevant FEMA work plans, data, maps (risk management maps), report, and studies. As appropriate, visit the community s website to learn about issues, implications, activities, and governing body actions. Decide who in FEMA is going to present, serve as a resource, take notes, and other functions; if contentious, two or more staff should attend. When deciding who will present and/or answer questions, consider the level of authority anticipated by the requesting entity. Develop the message, practice delivery as necessary, and critique presentations. Pay attention to what the audience already knows, their needs and expectations, and identify the opportunities that may arise for FEMA to deliver important messages or information. Visit the selected venue with the host before the meeting and plan a room arrangement that facilitates ease of interaction, constructive dialogue, and conveys a common purpose. Post-Meeting Prepare a summary of meeting highlights to include recommendations for future presentations and lessons learned. Submit summary to immediate supervisor. 80 Version 4.0, July 2016

87 Brief JFO leadership, as requested. Follow up on relevant issues or concerns captured during meeting. RESOURCES/TOOLS Check with meeting location; they may provide items listed below. Computer Easel(s) Easel pad(s) Extension cords FEMA policies FEMA publications Markers Models or specific exhibit materials for demonstration (e.g., backflow valves, hot water heater tie kits, hurricane straps, etc.) Name tags PowerPoint of topic to be discussed Program guidance and/or publications, as appropriate Projector/screen Signage and/or banners (to direct attendees to meeting room) Sign-in sheets Supplies (tape, scissors, push pins, etc.) Version 4.0, July

88 4.13 Operating Procedure for Working with Tribes PURPOSE Support tribes in the implementation of post-disaster hazard mitigation programs. This operating procedure is typically performed by all Hazard Mitigation (HM) management and staff, as appropriate. PROCEDURE Coordinate with the Regional Tribal Liaison, Joint Field Office (JFO) Tribal Liaison, JFO leadership, and Mitigation Advisor (to the Federal Disaster Recovery Coordinator, when activated) to determine a disaster-specific protocol for working with tribes. Review Preliminary Damage Assessment (PDA) and other disaster data, news coverage, and information to determine the extent and location of damages relating to tribes and population(s) of Native Americans living off-reservation, and types of mitigation assistance that may be needed. Determine the status of National Flood Insurance Program (NFIP) participation, availability of Flood Insurance Rate Maps (FIRMs), and status of any revised flood maps and levee certification, as appropriate. Coordinate with Regional Tribal Liaison and consult with tribal officials to discuss needs and technical assistance opportunities related to mitigation programs and long-term land use planning, to avoid future losses and community impacts. Determine the need for technical studies and research. Assess and address staffing, training, and resource needs, ensuring that staff have a tribal specialty or appropriate training opportunities. Designate a staff member to serve as point of contact (POC) with Regional Tribal Liaison to facilitate flow of information and to coordinate meetings; brief staff on disaster-specific protocol and considerations related to working with tribes. Contribute to the development of disaster-specific tribal mitigation strategy(s), including priorities for mitigation assistance based upon location in disaster declaration areas and the extent and type of need(s). Consult with tribal officials to develop program-specific work plans and schedules as appropriate. Provide education and outreach tailored to tribes and Native Americans. Coordinate with Public Assistance (PA) to identify Section 406 mitigation opportunities and provide technical assistance to tribes regarding mitigation techniques and their application. Provide technical assistance in conjunction with long-term recovery (when activated) to tribes to support long-term land use planning so losses are avoided and/or reduced the next time a hazard event occurs. Work with tribes participating in Unified Hazard Mitigation Assistance (HMA) and coordinate with state(s) when tribes elect to be subrecipients. Provide technical assistance on HMA grant applications. Provide technical assistance to tribes participating in the NFIP or considering joining; be prepared to offer examples of other tribes that belong and how their special needs have been accommodated. Contact the Regional Tribal Liaison; and/or Provide Tribal Leaders brochure (download from Provide technical assistance to tribes to develop or update their Tribal Mitigation Plan, in accordance with 44 CFR 201.7, based on the tribe s election to work as a Recipient or subrecipient. 82 Version 4.0, July 2016

89 RESOURCES/TOOLS FEMA 553, Community Enrollment and Eligibility Handbook: ok_ pdf FEMA B-1000, FEMA and Tribal Nations A Pocket Guide (September 2014): HM Disaster Workforce Website via the FEMA Intranet at Is Your Tribe Ready? (Tribal Leaders brochure): Program guidance for HM programs, included but not limited to: 44 CFR 201.7, Tribal Mitigation Plans: HMA Unified Guidance: NFIP guidance: Tribal Multi-Hazard Mitigation Planning Guidance: Version 4.0, July

90 4.14 Operating Procedure for Addressing Congressional Inquiries/Interests PURPOSE Respond to Congressional inquiries regarding mitigation-related issues and advance the mitigation message. This operating procedure is typically performed by Hazard Mitigation (HM) management and staff, as appropriate. PROCEDURE General Guidelines All Congressional inquiries should come from External Affairs/Congressional Affairs (CA). Acknowledge receipt of the inquiry. If a Congressional staff member makes direct contact, notify External Affairs/CA. Respond only through the Congressional Affairs Office or designated point of contact (POC) at the Joint Field Office (JFO), usually the Operations Section Chief or External Affairs. JFO Congressional inquiries are either verbal, , or by letter, and can be answered verbally or by . Some correspondence will require an official response letter in return. For verbal inquiries, provide an initial response within hours (while time may vary, it is vital to answer these as quickly as possible). Written inquiries need written responses. Draft responses and provide the draft to External Affairs/CA for routing and approval. Written responses may be signed by the Federal Coordinating Officer (FCO) or designee (e.g., Operations Section Chief, Chief of Staff, External Affairs Branch Director), or the Regional Administrator; this varies by FEMA Region. If a request for information is simple, give a simple answer. Document process and outcome using the HMFOG Job Aid, Hazard Mitigation Congressional Inquiry Log (Template). If a question involves any kind of fact finding, research, or policy review, gather information, ask clarifying questions, and tell the External Affairs/CA staff you will get back to them. Provide a summary to regional staff of Congressional inquiry and response/outcomes. Tips In large disasters, External Affairs/CA may hold regular Congressional staff briefings at which a designated HM representative will give a status report. Congressional inquiries can indicate issues and trends in the disaster recovery. If External Affairs/CA brings several inquiries from several offices on the same issue, it is important to address the issue with the appropriate HM supervisor/manager. Representatives or Senators on FEMA s authorization or appropriations committee often take a strong interest in FEMA activity and performance and may make inquiries. Give clear, concise answers and, when possible, provide the Congressional offices with information on hazard mitigation. Use this as an opportunity to advance the mitigation agenda/message. 84 Version 4.0, July 2016

91 RESOURCES/TOOLS Geographic Information System (GIS) database HM Disaster Workforce Website via the FEMA Intranet at HMFOG Job Aid: Hazard Mitigation Congressional Inquiry Log (Template) Mitigation data resources: BureauNet: Community Information System (CIS): (Access to CIS is password controlled; to gain access to CIS contact the Regional Insurance Specialist) egrants: Emergency Management Mission Integrated Environment (EMMIE) National Emergency Management Information System (NEMIS) Mitigation Module for Hazard Mitigation Grant Program (HMGP): Publications specific to the hazard event or program area Version 4.0, July

92 4.15 Operating Procedure for Establishing a Research Academic Clearinghouse PURPOSE Establish a Clearinghouse to manage requests and contributions from the academic, scientific, engineering, and social science communities, and to provide ongoing access to Clearinghouse information by Joint Field Office (JFO) programs. This operating procedure is typically performed by the Hazard Mitigation (HM) Data Integration Specialist or HM Management Coordinator. PROCEDURE Assess need for Clearinghouse based on size and type of disaster, and potential academic interest. Identify existing Clearinghouse activities and assess collaborative potential. Develop Memorandums of Agreement for Clearinghouse participation to define roles and responsibilities. Determine viable location for Clearinghouse. Select Clearinghouse Manager. Develop a work agreement with the Clearinghouse Manager. Establish protocol for information exchange with Clearinghouse. Establish and implement schedule for updates by Clearinghouse Manager. RESOURCES/TOOLS FEMA Incident Command System (ICS) Form 204 (Obtain from Joint Field Office Planning Section or FEMA ICS Resource Center: 86 Version 4.0, July 2016

93 4.16 Operating Procedure for Facilitating Transition to the Regional Office PURPOSE To facilitate transition of Hazard Mitigation (HM) function to Regional Office when the HM Branch is demobilized or the Joint Field Office (JFO) closes. This operating procedure is typically performed by the HM Branch Director and/or HM Program Group Supervisors/HM Task Force Leaders. PROCEDURE General Guidelines: Meet with staff management. Create drawdown staffing plan and timeline with milestones. Compile Transition Reports from each HM function and complete Hazard Mitigation Transition Report. Communicate transition timeline and milestones to staff. Schedule transition handoff meeting or phone call. Cover outstanding issues, problems, and politics of operation. Ensure upcoming organization point of contact (POC) has your contact information. Send all hard copy and digital files to regional POC. Major Program Activities during Transition: HM Management: Maintain a list of commitments that have been made, such as disaster-specific policies, federal-state expectations and responsibilities, contract information (e.g., open task orders), and state priorities. HM Grants and Planning: Provide a framework for the continuity of Hazard Mitigation Grant Program (HMGP) management and operations. Identify POC of continued oversight of HMGP contractual assignment. Ensure all HM Planning activities and unresolved issues have been documented and communicated to the Regional Community Planner. HM Floodplain Management and Insurance: Provide summary report on significant floodplain management issues that transpired over the course of the field operation to include any outstanding or ongoing cases. Ensure all HM Floodplain Management and Insurance activities and unresolved tasks/issues have been documented and communicated to Regional Floodplain Management and Insurance Staff. HM Hazards and Performance Analysis (HPA): Provide a summary report of all the 406 activities. Ensure all Hazard Performance and Analysis activities and studies are transferred to the Risk Analysis Branch at the Region. Forward all the engineering analysis and Benefit-Cost Analysis to the Risk Analysis Branch. Version 4.0, July

94 Major Operational Activities during Transition: HM Management: Establish procedures for the continuity of administrative requirements, such as After Action Reports, disposition of equipment and supplies obtained at the JFO, restocking, and return of go-kits. Implement the data storage components of the data management plan established during Transition to include Geographic Information System (GIS) and hazards analysis data. Conduct an internal evaluation of HM field operations. Managers who anticipate Transition can assign staff to: Complete unfinished projects. Review, merge, and organize research data, reports, publications, and other information created during the disaster operation. Refer to the HMFOG Operating Procedure for Coordinating Information for Hazard Mitigation Use. Identify ways the information can be used to advance HM priorities. To leverage mitigation opportunities, follow up with actual and potential HM partners and stakeholders identified during the disaster operation. Deliverables HM Management - All HM Management disaster-related documents and files including: Administrative files Contract information (i.e., open Task Orders) Disaster declaration Federal Register Notice FEMA-State Agreement General correspondence GIS products created on behalf of HM Hazard Mitigation Transition/Final Report (Template) (HMFOG Job Aid) to include final disposition of all outstanding tasks (e.g., tasks that will be transitioned back to the regions) Hazard Mitigation Strategy Projects Public Notices Replies to External Affairs/Congressional Affairs HM Community Education and Outreach (CEO): HM CEO products developed for disaster (e.g., Best Practices, Case Studies, brochures, flyers) Hazard Mitigation Transition/Final Report Leftover publications that regions can store and send out early for the next disaster HM Grants and Planning: Any HM Grants projects or activities that will come back to the FEMA Region for continuance and completion Hazard Mitigation Transition/Final Report, to include community name, description of activity, correspondence reports, decision/discussion, authority used to make determination, and followup activities HMGP Administrative Plan Updated Plans 88 Version 4.0, July 2016

95 HM HPA: Section 406 Mitigation Log Benefit-Cost Analysis Clearinghouse data to date Digital copies of Project Worksheets; states ask for them for future use in mitigation activities Loss Avoidance Studies Mitigation Assessment Team reports Perishable data Hazard Mitigation Transition/Final Report RESOURCES/TOOLS Clearinghouse Data Warehouse GIS products developed in JFO HM Disaster Workforce Website via the FEMA Intranet at HMFOG Job Aids: - Hazard Mitigation Transition Plan Outline - Hazard Mitigation Transition/Final Report (Template) - Hazard Mitigation: Releasing and Terminating FEMA Reservist and Local Hire Staff Reference Tool JFO common drive for digital files Version 4.0, July

96 4.17 Operating Procedure for Coordinating Mitigation Assessment Team (MAT) Deployment PURPOSE The Mitigation Assessment Team s (MAT) mission is to identify trends in design practices, construction methods, and building materials; document and analyze failures and successes; and provide recommendations and guidance to support field level disaster mitigation. The findings are used to shape national rebuilding and recovery policies and provide technical guidance. The MAT is led and managed by the MAT Program Manager from FEMA Federal Insurance and Mitigation Administration (FIMA) Risk Reduction Division, Building Science. MAT activities are conducted under FEMA s Production and Technical Services (PTS) contract for Building Sciences (for engineering/architectural technical services) and follow the PTS MAT Standard Operating Procedure (SOP) developed and maintained by the MAT Program Manager and the PTS Contractor. When the Joint Field Office (JFO) Hazard Mitigation (HM) Branch is fully staffed and functional, the MAT keeps the Regional Mitigation Division management informed but coordinates directly with FIMA Insurance and Mitigation Readiness Division (IMRD) and JFO HM for deployment, planning, operations, funding, reporting, and outreach. This MAT Deployment Operating Procedure is typically performed by the HM Branch Director/HM Group Supervisor, and/or the HM Program Group Supervisor/Task Force Leader for HM Community Education and Outreach (CEO) and/or HM Hazards and Performance Analysis (HPA). The HM Branch Director/HM Group Supervisor directs the coordination of the MAT activities during the field level support MAT deployment and assists in the implementation of the MAT s short-term, mid-term, and long-term objectives. PROCEDURE MAT Pre-Deployment Based on the magnitude of the event and initial damage assessments, the FEMA Headquarters (HQ) MAT Program Manager, in coordination with appropriate Regional Mitigation Division and FIMA IMRD staff, submits a proposal for deployment to the HM Branch Director/HM Group Supervisor. S/he must respond to the request, coordinate, and agree on short- and long-term objectives to ensure support for the FEMA/State Hazard Mitigation Strategy implementation. The HM Branch Director/HM Group Supervisor may lead and/or establish HM HPA to support and coordinate funding, deployment, and implementation of MAT findings. JFO or regional connections to state or local institutions/universities and existing Clearinghouse that can support the MAT objectives are often critical to MAT success. Once the HM Branch Director/HM Group Supervisor agrees to deploy MAT, support the deployment of a small pre-mat reconnaissance team to plan target areas for research, develop short-term or specific goals and objectives, identify expertise required of team members, and estimate workload. MAT reconnaissance may be funded by FEMA HQ or Region, but will need coordination with the JFO HM Branch, FIMA IMRD, and Regional Response Coordination Center (RRCC)/National Response Coordination Center (NRCC) HM for fly-over transportation and site access. The MAT is technically a national asset, and deployment/funding requests from the Field Office will typically be coordinated through the RRCC and NRCC. Based on reconnaissance conducted in accordance with the PTS MAT SOP, the HQ MAT Program Manager drafts and discusses proposed short- and long-term Statement of Objectives (SOO) with JFO HM staff, Regional MAT point of contact (POC), and FIMA IMRD. The HM Branch Director/HM Group Supervisor and MAT Team Leader must ensure objectives meet the Federal Coordinating Officer s (FCO) objectives and the FEMA/Hazard Mitigation Strategy for the disaster and reflect timely delivery of services, products, and recommendations. An initial cost estimate is also developed at this time. 90 Version 4.0, July 2016

97 Review and coordinate SOO with other HM staff and counterparts as appropriate to ensure that they support JFO/State mitigation and regional strategies and other rebuilding/recovery priorities. Ensure that the delivery of the short-term and long-term objectives is consistent with the timeline/ schedule of the mitigation and recovery process for the impacted community. Once the SOO is accepted, support the funding of the deployment and market the value of the MAT to the FCO, State Hazard Mitigation Officer (SHMO), Federal Disaster Recovery Coordinator (FDRC), when activated, and other JFO entities. To process funding for MAT deployment, the following documents are required and will be completed by the MAT program office with assistance from the Field Office. The Mission Assignment Manager or Operations will facilitate current forms and processing guidance. Request for Assistance Form This form is the official obligating document for tasking by FEMA to other Federal agencies (OFAs). It may be initiated by a state request for assistance, OFA, FEMA, or other entity and is used to record tasking and obligations before and after a Presidential declaration of a major disaster or emergency. Request for Allocation Advice (RAA) Form This form is used by program managers to request a budget for a specific disaster operation. The costs are defined by object class/revenue codes. The program managers provide a worksheet to collect the initial estimated costs for disaster programs. The Regional Operations Support Division usually collects the cost information and prepares the RAA worksheet. The worksheet accompanies the initial RAA for each new disaster operation. The division/program manager submits a RAA through the Regional Operations Support Division. The information is used to create the Cost Estimate Form. Operations Support signs the RAA and faxes it to the Regional Financial Office. Requisition and Commitment for Services and Supplies (FEMA Forms 143 and 146) APPROVALS PROGRAM AREA The Project Officer must always give intermediate approval, based on program area policies. Program heads, such as Associate Director, Assistant Director, Administrator, etc., must approve requests in excess of $25,000 and as required by program area policies. Regions: Requests in excess of $10,000 are approved in accordance with Regional instructions or program area policies. Other Coordination: when multiple program areas are affected or involved, when another office agrees to fund or partially fund a project, or when clearance from another office is required (e.g., Office of Information Resources Management for Automated Data Processing, Information Collection Management). APPROVALS ADMINISTRATIVE (Headquarters Only) Used when the request for supplies or equipment can be obtained or provided by the Office of Administrative Support (AS) through Blanket Purchase Arrangements, Imprest Fund, or General Services Administration purchases. If AS cannot fill the requisition, it will be routed to the Budget Division for funds certification and to the Office of Acquisition Management for action. Source Selection This task is added to the HQ Infinite Delivery/Infinite Quantity PTS Contract, which is managed at FEMA HQ by the FEMA Building Science Branch. Coordination on funding needs to be performed with the following JFO points of contact: Operations Section (OPS) Chief Comptroller Procurement Officer FCO National Emergency Management Information System (NEMIS) NEMIS Access Control System rights JFO Mission Assignment Manager (under Operations) Others Version 4.0, July

98 If funded, monitor the contracting process and coordinate with the HQ MAT Program Manager on status. Coordinate between HM functional groups, particularly HM HPA, SHMO, Geographic Information System (GIS) Planning, and Environmental Planning and Historic Preservation (EHP), to collect data and organize products useful to the MAT in planning and prioritizing target areas for inspection. For example: Substantial Damage Estimator Hazard Mitigation Grant Program projects Geospatial products Damage assessment reports Actively participate in the HQ-led MAT pre-deployment planning process (e.g., team composition, target areas, timeline). Ensure HM HPA and HM CEO staff are assigned to join MAT in field research. Once members are identified, keep MAT up to date on state and local priorities, hazard mitigation strategies, and other considerations and areas of concern. Once MAT target areas/properties are identified for mitigation and building performance assessment, assign JFO HM staff to acquire clearance/approval to inspect or visit residential, commercial, and critical structures with pertinent SHMO, emergency managers, and property owners. MAT Deployment Arrange opportunity for MAT to brief and debrief FCO, HM staff, OPS Chief, OFA, Individual Assistance (IA), Public Assistance (PA), and other pertinent JFO, state, and local stakeholders. In collaboration with HM HPA and HM CEO staff deployed with MAT, provide pertinent findings to appropriate HM function in the JFO. For instance, coordinate with HM Insurance staff if coastal properties are over 50 percent substantially damaged and interviews with homeowners indicate they have little knowledge of Increased Cost of Compliance (ICC); demonstrate how hazard mitigation can lessen commercial and personal insurance costs (e.g., flood proofing, elevation). Support MAT s additional data needs; this includes coordination with HM Floodplain Management on substantial damage estimation data, HM Grants on previously mitigated projects, HM Insurance on ICC funded properties, PA on mitigated public facilities, Preliminary Damage Assessment teams on damage data, and other information pertinent to the MAT. Based on preliminary MAT key findings, recommend areas for collaboration among JFO HM functions, the state, External Affairs, and other FEMA programs on rebuilding efforts (e.g., training, outreach, housing strategy). Provide stakeholders with periodic interim briefing on goals, objectives, and findings. MAT Post-Deployment Participate in the review of the MAT Report, advisories, and other deliverables with all stakeholders, as appropriate. Analyze, apply, and effectively integrate short-term advisories and long-term recommendations into the successful implementation of FEMA/State Hazard Mitigation Strategy for the disaster. Integrate MAT findings into HM functional group activities. For instance, if one of the key findings strongly discourages elevating on fill in seismic areas, distribute this information to all functions of HM in the JFO. If assistance is needed, coordinate with HQ MAT Program Manager, Regional MAT POC, and FIMA IMRD. In coordination with the HM Program Group Supervisor/Task Force Leader for HM HPA and HM CEO, organize workshops, training, and outreach events to educate HM functional groups and stakeholders on MAT recommendations and products. 92 Version 4.0, July 2016

99 In coordination with the HQ MAT Program Manager, Regional MAT POC, SHMO, FDRC (when activated), ESF #15 (External Affairs), state, and other JFO staff, build partnerships with local policy makers to integrate MAT recommendations, including periodic reports, drafts, and interim findings, into local building codes and community development and mitigation policies. Help capture and evaluate the use of MAT recommendations and their positive effect on recovery and sustainable rebuilding efforts. This information is useful to all HM Branch Directors/HM Group Supervisors in justifying to FCOs the value of funding and deploying MAT, and helps HQ MAT improve their information and data gathering, reporting, and other stakeholder services. If multiple JFOs and Area Field Offices/Division Field Offices are impacted by the same or a similar disaster, coordinate with HM manager(s), Regional Mitigation Division, FIMA IMRD, RRCC, NRCC, state and local counterparts, and share MAT processes, challenges, significant findings, recommendations, and products to encourage partnership, unity of effort, and consistent reporting on the most recent science, best construction, and mitigation methods. If the JFO is closing, coordinate with the HQ MAT Program Manager and FDRC (when activated), and transition MAT follow-up activities to Regional MAT POC. Coordination Primary: FCO/OPS Chief FIMA IMRD JFO Comptroller JFO HM Management to include all HM functional groups JFO FIMA Risk Reduction Division, Building Science Branch (MAT Lead) Regional MAT POC (Regional-level coordinator) Regional Mitigation Division Director/Branch Chiefs Reservist Program Manager (RPM) RRCC and NRCC Field Coordination: Community Relations EHP External Affairs FDRC, when activated IA Temporary and Permanent Housing Other state, tribal, and local officials as required PA Section 406 mitigation Planning Section/Geospatial Intelligence Unit Property managers and local officials for site/structural access SHMO State Coordinating Officer (SCO) State/local building code official and homebuilder associations Reporting Requirements Report activities and accomplishments to HM Management and other JFO stakeholders to support recovery process (e.g., FDRC when activated, ESF #15, IA, PA, Small Business Administration). Version 4.0, July

100 Advise FCO, OPS Chief and SCO, SHMO, or other state or local representative (may be a participant) on MAT value to recovery process, objectives, field deployment plan, and findings. MAT deployments will typically identify support requirements from the field office. When MAT teams deploy early on in a disaster, this request for staffing provides immediate field support for the MAT in the field office, allows for integration of the interagency/public/private makeup of the MAT team into field operations and reporting, and situates a field office to plan its staffing and future mitigation operations around MAT preliminary findings. RESOURCES/TOOLS Data collection activities and resources (e.g., Mission Assignment, high water marks, damage assessment reports) Digital camera Existing Clearinghouse (e.g., Earthquake Engineering Research Institute) Global Positioning System (GPS) unit for driving directions as well as Latitude/Longitude data HMFOG Job Aid: Obtaining Hazard Mitigation Technical Services Mitigation Assessment Teams: Building Stronger and Safer (MAT Fact Sheet) ( Previous MAT Reports: Standard Operating Procedures for Mitigation Assessment Team Process (2008): Websites that collect disaster-specific information pertinent to the MAT, such as: HM Disaster Workforce Website via the FEMA Intranet at Home Security Information Network (HSIN) National Emergency Management Information System (NEMIS) 94 Version 4.0, July 2016

101 4.18 Operating Procedure for Coordinating Deployment of a Joint Field Office (JFO) Advisory Base Flood Elevation (ABFE) Task Force PURPOSE The purpose of this procedure is to provide to the state and affected local communities the best available risk information that can be used as a basis for rebuilding during the recovery process so that individuals, businesses, and public infrastructure will better withstand future flooding. The Joint Field Office (JFO) Advisory Base Flood Elevation (ABFE) Task Force will perform this procedure under the overall supervision of the Hazard Mitigation (HM) Branch Director, who also assists in the implementation of the JFO ABFE Task Force s objectives. Background Following a major disaster, FEMA makes every effort to provide the state, local, and tribal communities with the best possible risk data upon which to plan repair and rebuilding of public infrastructure, and commercial and residential structures. In an area where regulatory Flood Insurance Rate Maps (FIRMs) have not been updated for many years, or in an area where the initial data indicates that the elevations on any recent FIRMs may not be reflective of the real risk, FEMA Headquarters (HQ), in consultation with the National Response Coordination Center (NRCC) and Regional Response Coordination Center (RRCC), or (if activated) the Initial Operating Facility (IOF) or JFO, may make a decision to deploy a task force to develop ABFEs and communicate the risk data to the state and the affected communities. Development of ABFEs and deployment of an ABFE Task Force are recommended when the data elements to construct a technically credible advisory flood study are readily available. An Advisory Steering committee will be formed consisting of key staff from FEMA HQ, Region and JFO staff, and state staff to work with the JFO ABFE Task Force Lead through all phases to implement the technical analysis, production, and delivery of advisory maps. PROCEDURE Form JFO ABFE Task Force Once FEMA decides to proceed with the ABFE, select and deploy the JFO ABFE Task Force Lead immediately. If possible, select the JFO ABFE Task Force Lead from the Region where ABFEs are being developed. The Task Force Lead must have established expertise in risk analysis and a broad knowledge of the implications and uses of the final ABFE product. Locate the JFO ABFE Task Force Lead in the HM Hazards and Performance Analysis (HPA) Group within a JFO where administrative support will be provided by HM HPA. Select ABFE Task Force members from the HM HPA Group and other HM functional groups, based on needed skill sets (e.g., coastal/riverine construction, floodplain management and insurance, Geographic Information System (GIS) geoportal, grants, community education and outreach, external affairs). Task Force members ideally have subject matter expertise but also are generalists ; they understand the other functions within HM and how their contribution affects those other functions. Request a representative of External Affairs to be assigned to the JFO ABFE Task Force. Suggested JFO ABFE Task Force Roles JFO ABFE Task Force Lead (Recommendation: Regional representative from the Risk Analysis Branch with an HM Program Group Supervisor (MPGS), HM HPA Specialist (HPSP), or HM HPA Technical Specialist (HPEX) title and prior experience with ABFE development) Directing ABFE roll out and integration within JFO and Recovery programming Coordinating with FEMA HQ, and within JFO program areas Version 4.0, July

102 Coordinating with state/tribal leadership teams Providing/coordinating Public Assistance (PA) and Mitigation policy guide on application of ABFEs ABFE/Floodplain Management (Recommendation: HM Floodplain Management Technical Specialist (FPEX)) Providing briefings to public and elected officials; general outreach providing ABFE expertise Communicating floodplain management technical information to non-technical audiences ABFE/Flood Hazard Mapping Engineering (Recommendation: HPSP; HPEX) Providing briefings to public and elected officials; general outreach providing ABFE expertise Communicating technical flood hazard information to non-technical audiences Floodplain Management Training, ABFE Outreach (Recommendation: FPEX) Working with state/tribe on floodplain management/homeowner considerations; outreach to community stakeholders ABFE Outreach (Recommendation: HPSP; HPEX) Supporting ABFE briefings and workshops Providing technical ABFE support Community Education and Outreach (CEO) Lead (recommendation: HM CEO Technical Specialist (EOEX)) Coordinating CEO support of ABFE meetings Tracking ABFE voic and inquiries Collecting meeting participant information Training CEO staff to support all aspects of ABFE workshops Mitigation Liaison from External Affairs Coordinating between ABFE Task Force and External Affairs on briefings and speaker/experts requests Outreach Project Management Providing content development support for ABFE-related briefings and meetings Maintaining outreach schedule, coordinate with Floodplain Management and Insurance Branch, Hazard Mitigation Assistance, and External Affairs to fulfill needs Managing stakeholder call plans Tracking and managing project communications and tasks Mitigation Advisor to the Federal Disaster Recovery Coordinator (FDRC) and Recovery Support Functions (RSFs) Deploy the JFO ABFE Task Force as soon as possible after the need is identified. Clearly and consistently communicate and ensure JFO ABFE Task Force understanding of project objectives and goals for consistent messaging to all stakeholders. Plan and Implement Technical Tasks Collaborate closely with FEMA HQ, Regional Risk Analysis, and state throughout the process. Anticipated HQ Federal Insurance and Mitigation Administration (FIMA) support includes: Data Development Modeling & Mapping Quality Reviews Data Delivery Data Dissemination Geoportal postings 96 Version 4.0, July 2016

103 Webinar approach / content development Communications Task Force Call Centers Websites Access existing data (e.g., existing Flood Insurance Study (FIS), preliminary FIS underway). Consult Region(s) for outstanding issues. Establish scope of work for ABFE development. Establish process for quality assurance and documentation. Identify necessary funding and funding source. Identify technical methodology to create ABFEs. Identify and connect with any regional and/or local technical advisory panels to obtain concurrence on methodology. Obtain state/tribal concurrence for project. Establish task timelines. Select contractor (HQ) and initiate work. Ensure quality control of deliverables. Plan ABFE Rollout Strategy In collaboration with External Affairs, HQ, Region, state, and contract experts, establish and reach agreement on common messaging and terminology. Establish timelines for what, when, and how the parts of the ABFE rollout process will be implemented (e.g., briefings or resources for technical, community official, and general public stakeholder meetings/presentations). Engage HM and other JFO units early (e.g., Small Business Administration (SBA), PA, Individual Assistance (IA)). Engage other stakeholder groups for buy-in. Use stair step approach (i.e., start with a simple message and then move on to more complex messages depending on audience and/or need to know). Identify and activate geoportal for use by all stakeholders to identify ABFEs (ensure address-specific lookup capability). A geoportal is the Web site by which various audiences will have access to ABFE data, be able to look at maps and any other GIS layers provided, and search on address specifics. Implement ABFE Rollout Continue engaging stakeholder groups around upcoming products and messaging. In coordination with Region/state/tribe, identify any associations whose members have backgrounds/expertise in engineering (Note: ABFEs may be required in both coastal and riverine events). Develop and conduct webinar with selected professional technical audience to inform them of ABFE purpose, methodology, and timeline. Obtain feedback and concurrence. Conduct or arrange training on ABFE purpose for community officials to alert them to risk. Release interim mapping products if available. Conduct or arrange training for building contractors who will be called on to repair structures. Arrange and conduct public official meetings and public meetings to introduce ABFEs and the reasons for developing them. Version 4.0, July

104 Conduct internal JFO ABFE Task Force hotwash following every major stakeholder meeting for lessons learned. Conduct follow-up for communities that do not attend meetings. Once agreement has been reached with state, release maps showing ABFEs for impacted areas. Conduct meetings where community officials and residents can identify flood zone and ABFE for specific addresses. Provide subject matter expert support for meetings. Develop and Implement Post-Rollout Strategy Educate local officials on the policies, procedures, and ordinance adoption requirements. Identify and work with FEMA s other federal, state, and local partners to promote a positive relationship with local communities in a post-disaster environment. Work with local officials to enable positive discussion of flooding risks with their local constituents. Engage the public-at-large and community residents through timely press releases to inform and better engage with the public at the local level. Establish path forward to identify opportunities to update existing regulatory flood maps with FEMA Regional office. Develop and Present Transition Plan Summarize context and objectives of the ABFE rollout initiative. Summarize current status of outputs and outcomes. Define roles and responsibilities that will be ongoing (e.g. FEMA HQ). Describe roles and responsibilities that will transition from JFO ABFE Task Force to JFO HM Branch functional groups. Describe outreach tasks to transition. Describe future state/tribal outcomes and outputs. Provide stakeholder contact information. Deliverables may include: Project Management & Tracking Entry briefings as staff join the JFO ABFE Task Force members Proposed project timeline Executive Summary or Fact Sheets Transition plan to state and/or tribe and FEMA Region Exit Briefings when JFO ABFE Task Force members transition Issues and recommendations Achieved goals, objectives, and milestones Data ABFE geospatial data, as applicable Interim mapping product or communication vehicle that provides a conservative estimate of freeboard communities should require on new construction and substantial improvements until ABFEs can be produced Maps showing ABFEs that can be adopted/regulated by communities for floodplain management and recovery purposes 98 Version 4.0, July 2016

105 NOTE: It is probable to assume that a mapping product may not be the most efficient communication tool to provide an ABFE if the analysis reflects a global set of technical guidance for the geography in question. For example, if the analysis shows that 3 feet above all existing BFEs depicts the appropriate advisory data, then a map may serve as a complementary communication tool. Outreach ABFE background, logic, and application presentations Interim briefings/reports for stakeholders Public outreach in declared area, including long-term recovery Workshops/training Advisory mapping talking points for JFO External Affairs, PA, HM, and other JFO and Emergency Support Function (ESF)/RSF partners Answers to potential recovery policy challenges associated with the development and implementation of advisory mapping Website and geoportal (HQ) Call center (HQ) Reporting Requirements may include: Ongoing reporting of activities and accomplishments to FIMA, FEMA Regional Mitigation, IOF, JFO HM Management, and other JFO stakeholders in support of ABFE development, outreach, and implementation. Ongoing reporting of activities and accomplishments to Federal Coordinating Officer (FCO), FDRC, Operations Section Chief, State/Tribal Coordinating Officer (SCO/TCO), State/Tribal Hazard Mitigation Officer (SHMO/THMO), and other state, tribal, or local representatives, on ABFE value to recovery process and objectives. Report anticipated actions for inclusion in the Incident Action Plan/Incident Strategic Plan as appropriate. Report activities and accomplishments for Situation Reports (SITREPs). Report activities on the Strategic Timeline for the event. Stakeholder Coordination Points may include: Internal to HM HM Branch Management HM CEO HM Floodplain Management and Insurance (including call center if activated) HM Grants and Planning HM HPA Internal to JFO Environmental Planning and Historic Preservation (EHP) External Affairs Federal Disaster Recovery Coordinator, when activated IA Public Assistance (PA) RSFs SBA SCO/TCO Version 4.0, July

106 External to JFO FEMA Regional Mitigation Division Director Risk Analysis Floodplain Management and Insurance Hazard Mitigation Assistance Regional Administrator thru Regional Division Director FEMA HQ FIMA Associate Administrator NRCC Mitigation Liaison Strategic Communications Branch Risk Analysis Division Risk Reduction Division Building Science Branch Floodplain Management Branch Risk Insurance Division Industry and Public Relations Branch State/Tribal Officials Governor s office State/Tribal Hazard Mitigation State/Tribal Emergency Management State/Tribal EHP Relevant technical advisory groups Community Building Officials Chambers of Commerce Elected Officials Emergency Management Floodplain Administrator Professional Associations (e.g., building/construction, engineering/architect, insurance, nongovernmental organizations) RESOURCES/TOOLS Current Effective FIS HM Disaster Workforce Website via the FEMA Intranet at HMFOG Job Aids: ABFE Briefings: Advisory Base Flood Elevations: Training for Disaster Recovery Centers (Sample) Advisory Base Flood Elevations: Pre-Release Briefing (Sample) Understanding Advisory Base Flood Elevations (Sample) Advisory Base Flood Elevation Outreach and Transition Plan (Sample) Advisory Base Flood Elevation Rollout Question/Answers (Sample) The Flood Damage Prevention Ordinance (Sample) 100 Version 4.0, July 2016

107 Local Developer Call Plan (Sample) Can be modified for specific audiences (e.g., developers, universities, non-governmental organizations, architects, engineers, Chamber of Commerce, private sector) Media Questions/Answers on Advisory Base Flood Elevations (Sample) Speakers Bureau Approach to Communicating Advisory Base Flood Elevations (Sample) Risk Mapping, Assessment, and Planning (Risk MAP) Web site (permissions required) Version 4.0, July

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109 5.0 HM Management Job Aids Job aids are tools intended to help the employee organize or address tasks in a manner that helps get the job done more efficiently. These are samples; please consult with the appropriate Regional Mitigation Division for guidance. Hazard Mitigation Disaster Workforce Website (HMDWW) Many of the HMFOG Job Aids in this section may be obtained as individual files (MS Word, MS Excel, and/or PDF) from the HMDWW: Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide Version 4.0, July

110 5.1 Protocol for Communicating/Coordinating Outside of Hazard Mitigation Branch or Group This protocol is intended to provide a guideline for Hazard Mitigation (HM) staff deployed to a disaster when a task requires communication or coordination with organizations or individuals outside of HM. It indicates the lowest appropriate position level to initiate the contact. During or after the initial contact, arrangements for other point of contact (POC) for staff coordination can be made. PROTOCOL FOR COMMUNICATING / COORDINATING OUTSIDE OF HAZARD MITIGATION BRANCH OR GROUP Organization or Individual In Level 1, 2 In Level 3 Contact Initiated by: Contact Initiated by: Within JFO Federal Coordinating Officer/Command Staff HM Branch Director I, II through Operations Section (OPS) Chief HM Group Supervisor through OPS Chief FEMA Section Chiefs and Branch Directors HM Branch Director I, II HM Group Supervisor Other FEMA Group Supervisors and Below Other Emergency Support Functions Geospatial Intelligence Unit FEMA Headquarters Programs FEMA Federal Insurance and Mitigation Administration (FIMA) Insurance and Mitigation Readiness Division (IMRD) FIMA IMRD Product suggestions to HM Mailbox FEMA Regional Mitigation Division Director Regional Mitigation Division Program Leads State Hazard Mitigation Officer State Government Officials Tribal Government Officials Local Government Officials HM Management Coordinator or HM Program Group Supervisor, topic specific HM Management Coordinator HM Data Integration Specialist FEMA External To JFO HM Program Group Supervisors, topic specific, in coordination with HM Branch Director and Regional Office HM Program Group Supervisors, topic specific, in coordination with HM Branch Director and Regional Office HM Crew Leader HM Branch Director I, II HM Program Group Supervisor, topic specific, in coordination with HM Branch Director Non-FEMA External To JFO HM Program Group Supervisor, topic specific, in coordination with HM Branch Director I, II HM Program Group Supervisor, topic specific, in coordination with HM Branch Director Tribal Specialist through HM Program Group Supervisor, topic specific HM Crew Leader or HM Task Force Leader through HM Program Group Supervisor per agreement with state POC HM Management Coordinator or HM Task Force Leader, topic specific HM Management Coordinator HM Data Integration Specialist or HM Management Coordinator HM Task Force Leaders, topic specific, in coordination with HM Group Supervisor and Regional Office HM Task Force Leaders, topic specific, in coordination with HM Group Supervisor and Regional Office HM Crew Leader HM Group Supervisor HM Task Force Leader, topic specific, in coordination with HM Group Supervisor HM Group Supervisor HM Task Force Leader, topic specific, in coordination with HM Group Supervisor Tribal Specialist through HM Task Force Leader, topic specific HM Crew Leader through HM Task Force Leader per agreement with state POC 104 Version 4.0, July 2016

111 5.2 Daily Hazard Mitigation Management Team Meeting This job aid is available in Microsoft Word on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide DAILY HAZARD MITIGATION MANAGEMENT TEAM MEETING (Conduct Prior to Situation Report Submittal) The objective of the daily Hazard Mitigation (HM) management team meeting is to offer exchange of information that might be of interest to other HM functional groups and/or to HM Branch management or management external to HM. Each functional group representative will provide information on what they have accomplished toward achieving the Hazard Mitigation Strategy, what is planned, priority issues, issues of concern, and requests for assistance from other functional groups. Issues of concern, or that may be of interest, to the Federal Coordinating Officer (FCO)/State Coordinating Officer (SCO) are provided to the HM Branch Director/HM Group Supervisor for review and possible submittal to the FCO/SCO through the Operations Section (OPS) Chief. DAILY HAZARD MITIGATION MANAGEMENT TEAM MEETING ATTENDEES HM Branch Director/HM Group Supervisor Designated HM Management staff HM leadership from each HM functional area (HM Hazards and Performance Analysis, HM Community Education and Outreach, HM Floodplain Management and Insurance, HM Grants and Planning) INVITEES AS NEEDED Community Relations Finance External Affairs Individual Assistance (IA) Environmental Planning and Historic Public Assistance (PA) Preservation Other: National Disaster Recovery Framework REPORTS NOTES Issues of interest/concern to other HM functional groups Issues of possible interest/concern to HM Branch management or management external to HM, for example OPS Chief, IA, PA or External Affairs New ideas or initiatives Version 4.0, July

112 Other TOPICS OF DISCUSSION REPORTING NOTES Accomplishments Long-term assignments Short-term assignments Priority issues Conflicts/problems (resolution discussion) Report on meetings conducted/planned Media contact conducted/planned Rumor control Resource needs Long-term recovery Other 106 Version 4.0, July 2016

113 5.3 Hazard Mitigation Strategy Checklist (Sample) INSTRUCTIONS The Hazard Mitigation Strategy Checklist was developed as a tool to provide federal, state, and local evaluation of Hazard Mitigation Strategy objectives and actions following a federally declared disaster. The first page of the checklist outlines objectives normally considered by the Hazard Mitigation (HM) Branch for disaster recovery. Each of these objectives has defined actions to accomplish the objective. The objectives with corresponding actions are listed on the following pages, which are broken down by the responsible HM functional area. HM managers responsible for each functional area should review all actions and, in concurrence with the Joint Field Office (JFO), Federal Coordinating Officer, and appropriate state partner(s), depict those actions deemed appropriate and necessary to enhance disaster recovery for the affected area. Once the action item(s) for the HM Branch and HM functional area have been identified, the checklist should be signed, dated, and submitted to the for inclusion to the final Hazard Mitigation Strategy for the disaster. If no action is desired, this must also be indicated and submitted. The final Hazard Mitigation Strategy should be executed by those federal and state individuals identified in the Strategy. The fully executed original Hazard Mitigation Strategy should be returned to the FEMA and a copy should be provided to all signatories on the Strategy. A copy should also be scanned and entered into the established HM SharePoint site. HM staff will work toward accomplishing all actions and objectives identified in the Strategy. The JFO HM Branch Director is responsible to document progress of the action items on a regular basis. An Executive Summary noting the degree of accomplishments should be completed for closeout of HM field activities. A copy should also be scanned and entered into the established HM SharePoint site. Any action items or objects not completed by HM field staff should be finalized by the responsible HM Branch or program area representative at the FEMA Region. The Region s is responsible to provide a Hazard Mitigation Strategy action report to the Regional Mitigation Division Director/Deputy every two weeks. This report will be completed with input from HM staff from each program area responsible for completing the actions identified within the Strategy. This reporting requirement will continue until all actions and objectives identified have been accomplished for the disaster or upon agreement by the appropriate federal and state partners to cease such activities or actions. This checklist is not all inclusive and is intended to be modified on a regular basis to address identified additions or changes. Additional guidance on development of the Hazard Mitigation Strategy can be found in the Hazard Mitigation Field Operations Guide. Version 4.0, July

114 HAZARD MITIGATION STRATEGY OBJECTIVES DR - The purpose of developing a Hazard Mitigation Strategy is to identify and implement methods, practices, and programs that will assist the citizens of {State Name} in avoiding and/or minimizing damages from future disasters. To accomplish this goal, the following objectives may be accomplished: Provide a coordinated and positive working relationship with the state, JFO and regional leadership, as well as other JFO program areas. Provide Leadership and guidance to mitigation staff in all phases of disaster. Develop hazard and performance analysis information resources to support recovery, restoration, and mitigation efforts. Support the local administration of the National Flood Insurance Program (NFIP) including floodplain management issues, such as substantial damage and flood insurance issues. Support other JFO programs and other federal agencies in applying Executive Order and Floodplain Management and Protection of Wetlands to their actions during recovery. Assess the need and if warranted implement the Residential Substantial Damage Estimator (RSDE) contract. Implement inspections of repetitive loss properties, documenting success stories and update the repetitive loss database to support the inclusion of these properties in mitigation projects. Facilitate development and approval of local hazard mitigation plans required for the Hazard Mitigation Grant Program (HMGP), throughout the state. Provide technical assistance to the state on hazard mitigation grants to reduce future damages from tornadoes, wind, flooding and other hazards. Provide hazard mitigation grants to reduce future damages from flood, wind, and other hazards such as acquiring homes and strengthening infrastructure. Provide HM Community Education and Outreach (CEO) Specialists in Disaster Recovery Centers (DRCs) and Home Improvement Store Outreach, and conduct effective community education through outreach and the production of mitigation promotional material. Analyze performance of previous mitigation projects funded through the HMGP, Flood Mitigation Assistance (FMA), and Pre-Disaster Mitigation (PDM), or local NFIP compliance measures. HM BRANCH DIRECTOR CHECKLIST Provide a coordinated and positive working relationship with the State, JFO and Regional leadership, as well as other JFO program areas. Disseminate and coordinate hazard mitigation information and data to other program areas in the JFO. Represent FEMA on interagency committees and teams convened to analyze disaster-specific technical or scientific data. Support Speakers Bureau for planned activities and requests. If needed, identify a Speakers Bureau Liaison to assist in coordinating activities. Ensure Technical Assistance to the Congressional Liaison on mitigation related issues (i.e., flood insurance, mapping, hazard mitigation plans, etc.). 108 Version 4.0, July 2016

115 Provide real-time reporting of Repetitive Loss information to Repetitive Loss leads in the FEMA Region and Headquarters (HQ). Establish and maintain transparent reporting mechanisms for internal and external audiences that show the status, progression, and accomplishment of Hazard Mitigation Strategy activities. Provide Leadership and guidance to HM staff in all phases of disaster. Ensure all HM staff take the mandatory DHS-FEMA training courses as offered by the Disaster Field Training Office. Functional specific training will be conducted for assigned staff, local officials and others. Training needs will depend on proficiency level of individuals involved. Implement Position Task Book (PTB) training for all HM staff, as well as facilitate the analysis of the PTB and provide clarification of job functions and responsibilities. Facilitate Coach Evaluator and Mentoring Program. HM Branch Director Date HM HAZARDS AND PERFORMANCE ANALYSIS (HPA) CHECKLIST Develop hazard and performance analysis information resources to support recovery, restoration, and mitigation efforts. Provide hazard identification/verification and frequency for benefit-cost analysis (BCA), reconstruction guidance, insurance determinations and planning. Provide analysis of hazards and impacts, such as wind analysis, flood, fire and earthquake frequency, flood depth, inundation and velocity studies. Provide Geographic Information System (GIS) and remote sensing services or expertise. Conduct risk assessment for vulnerability determinations and to target hazard mitigation opportunities. Conduct damage assessments to identify hazard mitigation opportunities and BCA data in public and private facilities. Conduct before and after studies of mitigated sites to evaluate the effectiveness of mitigation actions. Provide comprehensive services in engineering, architecture, earth science, stream geomorphology, geotechnical analysis, soils, natural floodplain function and building sciences in support of disaster resistant communities and sustainable redevelopment. Also include interpretation and analysis of building codes, GIS, inspection analysis research and design and construction guidance. Conduct BCA to meet HMGP requirements and coordinate with other programs requiring BCA for decision-making. Version 4.0, July

116 Provide project management and financial tracking for HM Branch contracted services and other agreements. Coordinate with and assist other HM Branch program elements in offering hazards and performance analysis technical assistance. In coordination with the State, provide technical assistance to identify and develop mitigation opportunities appropriate for HMGP funding. Disseminate HPA program information to other programs in the JFO and assist with technical analysis required to address hazard mitigation requirements in Individual Assistance (IA) Temporary Housing, Minimization and Other Needs Assistance programs. Collect, analyze and maintain losses avoided data. Provide support to Public Assistance (PA) to identify, develop and/or review PA projects for sound mitigation techniques. Support Best Practices and Case Studies development. Provide technical support for disaster-resistant building codes and standards. Provide support to HQ-led Mitigation Assessment Team (MAT) building performance studies. Determine the need to produce Flood Recovery Guidance providing advisory flood elevations to assist locals in reconstruction. Also coordinate with other agencies to determine the need for the collection of perishable storm data to include High Water Mark data. Pursue the collection of perishable data in areas determined to be void in coverage. Evaluate effects of disaster to the current on-going map modernization project in the affected areas. Coordinate and schedule meetings with local and state officials, Region representatives, FEMA HQ and contract staff to facilitate the digital flood insurance rate map delivery timetable for all new maps in the affected areas. Provide technical analysis, and training to local building officials and the construction industry to encourage sound rebuilding techniques. Provide engineering and other technical services such as contractor workshops and BCA to support the implementation of mitigation programs and activities. Promote measures that reduce disaster losses, such as the development and adoption of national building or fire codes and standards. Promote use of the most appropriate and cost-effective building materials and practices (based on the hazards present in an area) to help encourage the future construction of disaster-resistant buildings. Encourage integration of sound building design and up-to-date risk information into the recovery process to mitigate against future disasters. Provide coastal construction training classes to encourage sound rebuilding techniques. 110 Version 4.0, July 2016

117 Facilitate development and approval of local hazard mitigation plans required for the HMGP, throughout the state. Assure that the state, tribal, and local governments comply with the hazard mitigation planning requirements of Section 322 of the Disaster Mitigation Act. In coordination with the state, provide technical assistance and/or training regarding the process to develop, maintain and update state, tribal, and local hazard mitigation plans. Disseminate hazard mitigation planning and grant program information to other programs in the JFO. Develop and maintain a database reflecting hazard mitigation plan status, incorporating state and FEMA input. Facilitate the transfer of hazard identification and risk assessment information garnered through post-storm activities to the local communities for their planning process. Analyze hazard mitigation plans to determine disaster specific direction of the Sections 404 (HMGP) and 406 (hazard mitigation component of PA) programs. Coordinate with the state and HM HPA to identify technical assistance priorities. Ensure that hazard mitigation plan reviews are done in a timely manner. HM Program Group Supervisor (HPA) Date HM FLOODPLAIN MANAGEMENT AND INSURANCE CHECKLIST Support the local administration of the NFIP including floodplain management issues, such as substantial damage issues. Support JFO personnel with insurance related technical information, as well as NFIP and other applicable information. Encourage and provide support to communities to update and adopt ordinances in support of the NFIP requirements. Coordinate/partner with the State Floodplain Manager/NFIP Coordinator in providing technical assistance and support during recovery. Provide technical assistance to states and communities in post-disaster NFIP compliance issues and opportunities. Provide flood map determinations for internal JFO customers. Identify and contact those communities that were non-participating or sanctioned prior to declaration. Field staff will set up meetings with the communities to encourage enrollment and discuss the benefits of participating in the NFIP. Identify whether non-participating, sanctioned, or properties located in Coastal Barrier Resources Act (CBRA) zones have NFIP policies. Version 4.0, July

118 If requested, embed HM Floodplain Management Specialists and HM Insurance Specialists in permit offices to provide technical assistance. Provide General Technical Assistance and resources to support the local development permit process as it relates to floodplain management. Field assigned NFIP specialists will conduct the initial Community Assistance Contacts, both by telephone and in person, to discuss NFIP compliance, including higher standards, substantial damage and flood insurance, particularly Increased Cost of Compliance (ICC). Field assigned NFIP Specialists will assist the State and Region in conducting Community Assistance Visits to those communities determined to be non-compliant with the NFIP. Schedule meetings within the most affected counties to discuss a variety of mitigation issues (floodplain/flood insurance, substantial damage, hazard mitigation, publication availability, etc.). Provide DRCs and external affairs with publications, news releases, and updates. Conduct Webinar training for internal and external staff. Support the local administration of the NFIP pertaining to flood insurance issues. Serve as insurance resource for disaster field staff, to include staffing an 800 number for use by HM CEO Specialists. Work with JFO External Affairs staff and Regional and HQ Insurance staff to assure proactive and accurate insurance information dissemination and insurance messaging. Coordinate claim assistance request with the State Field Response Office. Coordinate with FEMA HQ to assist policy holders with their flood claims and claims appeal process as outlined in the Flood Insurance Claims Handbook. Support DRCs in their flood insurance outreach. Coordinate with State Insurance Commissioner s Office on insurance issues specific to the state. Serve as a resource for all flood insurance issues to expedited flood claim outreach and technical assistance. Coordinate post-disaster insurance activities with Flood Insurance Claims Office and related entities when they are established. FEMA NFIP staff will participate in meetings and conduct NFIP briefings with the State Department of Insurance. Conduct insurance agent briefings to provide updated information so they can respond to clients on issues concerning policy coverage and ICC. Coordinate with FEMA HQ to assist policy holders with their flood claims and the claims appeal process as outlined in the Flood Insurance Claims Handbook. HM Insurance staff to also support DRCs in their flood insurance outreach. 112 Version 4.0, July 2016

119 Support other JFO programs and other federal agencies in applying Executive Order and Floodplain Management and Protection of Wetlands to their actions during recovery. Ensure compliance with NFIP, applicable Executive Orders, insurance regulations, and building codes. As needed, provide technical assistance to Temporary Housing staff on the location of manufactured homes relative to the floodplain zones, CBRA and Office of External Affairs/Public Affairs Division. Provide NFIP community information to JFO partners (e.g., policy counts, sanctioned communities, participating communities, Section 1316 properties, CBRA zones). Assess the need and if warranted implement the RSDE contract. Provide letters to declared communities/counties regarding substantial damage requirements. Support state and local communities in their process of identifying substantially damaged property. Assess the need and, if warranted provide RSDE inspectors, through contractor and/or FEMA RSDE staff, to conduct RSDE data collection and data entry to facilitate and assist in local determinations of substantial damage. A FEMA representative will serve as technical project monitor for the data collection, working with the local officials to coordinate and schedule the inspectors and review the contractor s submittals. Conduct RSDE training externally for state and local officials and internally for field assigned NFIP staff. Implement inspections of repetitive loss properties, document success stories, and update the repetitive loss database to support the inclusion of these properties in mitigation projects. Develop and/or update existing repetitive loss/severe repetitive loss files to reflect most current data and implement list to expedite counties mitigation procedures in the future. Utilize technical assistance services to enhance existing repetitive loss database. Data Sharing: Provide data to counties, jurisdictions, and other involved entities with data in a hard copy and electronic data format, when available. Examine previously mitigated repetitive loss properties to determine best mitigation practices and coordinate with HM CEO staff. Monitor field activities such as Repetitive Loss/RSDE, jurisdictional data feedback, and other local, state, and federal data to keep all interested parties informed of the latest data collection. Market strategy for importance of prioritizing mitigation of repetitive loss properties. HM Program Group Supervisor (Floodplain Management and Insurance) Date Version 4.0, July

120 HM GRANTS AND PLANNING CHECKLIST Provide technical assistance to the state on hazard mitigation grants to reduce future damages from tornadoes, wind, flooding, and other hazards. Provide technical assistance to implement the HMGP in support of the state s hazard mitigation priorities. Provide environmental review training for FEMA, state, and local staff, appropriate to level of need. Provide assistance to applicants in moving from hazard mitigation plans to projects that effectively implement their plan. Coordinate with the state and HM HPA to identify technical assistance priorities. Provide hazard mitigation grants to reduce future damages from flood, wind, and other hazards such as acquiring homes and strengthening infrastructure. Coordinate with the state in their role of administering the HMGP through applicant briefings provided by qualified individuals to support the submission of timely and complete projects. Support the development of an effective state strategy for administering HMGP, including the administrative plan, management costs, and staffing plan, grant tracking and management tools. Coordinate with the state/fema to determine mitigation measures that may be eligible for 5% initiative funding. Provide post-award Grants Management training appropriate to state and local audiences, as requested by the state and deemed necessary by FEMA. Ensure that Section 322 requirements are integrated into the hazard mitigation strategies and into the recovery efforts, including HMGP, PA, and long-term community recovery, as well as programs from other Federal agencies and partners. Analyze performance of previous mitigation projects funded through the HMGP, FMA, and PDM, or local NFIP compliance measures. Assist in collection of mitigation-related disaster information, especially with regard to documenting the success of prior mitigation projects, lessons to be learned and suggested best practices. Collect information on funded projects from the State Hazard Mitigation Officer and work with the State NFIP Coordinator to collect information on NFIP compliance measures to be analyzed. Work with the state to determine which projects/compliance activities should be analyzed for performance. Analyze past projects to measure cost savings of mitigation as it relates to the current disaster. Performance measures will be calculated to project future savings. Create report that clearly defines the measures being analyzed and savings produced by mitigation techniques. 114 Version 4.0, July 2016

121 Provide performance analysis reports/success stories to Mitigation Directorate and Public Information Officer for publication in the Region Newsletter, FEMA.GOV, and other state, local and federal publications as determined appropriate. HM Program Group Supervisor (Grants and Planning) Date HM COMMUNITY EDUCATION AND OUTREACH (CEO) CHECKLIST Provide advisors in DRCs and Home Improvement Store Outreach, and conduct effectively community education through outreach and the production of mitigation promotional material. Provide staffing and resources to deliver hazard mitigation/nfip information to visitors at all DRCs and other venues. Provide hazard mitigation outreach materials to JFO Management, External Affairs, IA, Congressional Affairs Liaison, and other programs in the JFO. In coordination with Disaster Survivor Assistance, Voluntary Agencies, and the state, develop and implement public education strategies to encourage communities to become more disaster resistant through hazard mitigation actions in the pre- as well as post-disaster timeframes. In partnership with External Affairs, develop, produce, and deliver disaster-specific mitigation promotional materials for community outreach opportunities and to support other mitigation program areas. Coordinate with External Affairs staff on a hazard mitigation public information strategy. Supply HM and NFIP publications to public, private, non-profit organizations, and individuals. Conduct public education and outreach activities using existing publications, to include attending meetings and conducting workshops with local officials and property owners. HM Program Group Supervisor (CEO) Date Version 4.0, July

122 5.4 Hazard Mitigation Strategy Progress Report (Sample) FEMA-DR-4195-MI Strategy Progress Report Goal/Objective: 1.1 FEMA will assist state and local efforts regarding post-disaster NFIP compliance. Action Task Lead Timeline Progress FEMA will conduct NFIP outreach to nonparticipating communities. FEMA FM&I Completed FEMA Region V in conjunction with the Michigan Department of Environmental Quality (DEQ) sent letters to 6 non-participating communities on 11/6/2014 urging them to consider joining the National Flood Insurance Program. The communities are: 1. Village of Romeo (Macomb Co) 2. Township of Addison (Oakland Co) 3. Township of Novi (Oakland Co) 4. City of Belleville (Wayne Co) 5. City of Melvindale (Wayne Co) 6. Township of Van Buren (Wayne Co) FEMA will provide TA and training regarding floodplain regulations, substantial damage and elevation certificates to state, local and tribal agencies. Copies of the letters are on the Mitigation drive. FEMA FM&I Completed Provided one-day training with a focus on substantial damage and Elevation Certificates for local floodplain administrators. Training sessions will be from 8:30 a.m. 3:30 p.m. Dates and locations are listed below: Wayne County Community College, North line Road, Taylor, MI Macomb Intermediate School District, Educational Service Center, Room 201 A & B, Garfield, Clinton Township, MI Southfield Public Library Auditorium, Evergreen Road, Southfield, MI Version 4.0, July 2016

123 Action Task Lead Timeline Progress FEMA will provide TA and training on FEMA s Elevation Certificate to local surveyors and engineers FEMA FM&I Completed Provided one-day training with a focus on the Elevation Certificate for surveyors and engineers. Training session will be from 9 a.m. 11:30 a.m. Date and location is listed below: Southfield Public Library Auditorium, FEMA will provide insurance data and analysis, as requested, to state, local and tribal agencies FEMA will facilitate the coordination between the State and Association of State Flood Plain Managers (ASFPM) to pursue deploying L273 Managing Floodplain Development Through the NFIP to train local floodplain administrators post-jfo FEMA will advertise the State s 10/22/2014 webinar Understanding the NFIP and local floodplain building code requirements in the designated area and to staff of other branches within the JFO and DRCs FEMA will provide FEMA, NFIP, State and Michigan-specific floodplain management training for State and JFO staff Evergreen Road, Southfield, MI FEMA FM&I On-going No requests have been made at this time. FEMA FM&I Post-JFO FEMA will facilitate the coordination between the State and Association of State Flood Plain Managers (ASFPM) to pursue field-deploying L273 Managing Floodplain Development Through the NFIP to train local floodplain administrators post-jfo. FEMA provided information to the State regarding scheduling the training through ASFPM. MDEQ and FEMA Completed 10/14/14 Requested process for advertising webinar to JFO staff. 10/16/14 Webinar was advertised through an all-hands to all staff working DR-4195-MI. MDEQ Completed 10/14/14 Coordinated date with MDEQ staff to present on FEMA and Mitigation s disaster roles. 10/22/14 The webinar was presented and available to all JFO and field FEMA staff. Version 4.0, July

124 Goal/Objective: 1.2 FEMA will target insurance outreach to the needs of affected individuals and communities in the affected area. Action Task Lead Timeline Progress FEMA will assist the State in providing targeted outreach to insurance agents and the public in the designated area. This activity will include agent visits and an agent workshop on basement flooding and updates to the NFIP from the Homeowner Flood Insurance Affordability Act FEMA FM&I Completed Completed NFIP insurance specialists provided one-day training sessions for area insurance agents. Training sessions will be from Dates and locations are listed below: 10/23/2014 Wayne County Community College, Downriver Campus, Northline Road, Taylor, MI /28/2014 Macomb Intermediate School District, Educational Service Center, Room 201 A & B, Garfield, Clinton Township, MI /29/2014 Southfield Public Library Auditorium, Evergreen Road, Southfield, MI /15/ /07/2014 One on one agent visits completed within Macomb, Oakland & Wayne Counties. A total of 212 addresses were targeted within the declared counties. The areas of concentration were chosen based on the amount of damage received as a result of this event, the policy count within the communities and the presence of SFHA within the communities. Of those 212 targeted locations, 159 locations were actually provided with FEMA will provide or develop outreach materials addressing how compliance w/nfip regulations and rating factors impact flood insurance premiums training and/or materials on the NFIP. FEMA FM&I 10/30/2014 Waiting for Region comments 118 Version 4.0, July 2016

125 Goal/Objective: 2.1 FEMA will implement the HMGP with the Michigan State Police/Emergency Management and Homeland Security Division (MSP/EMHSD). Action Task Lead Timeline Progress State Responsibilities Submit the Disaster Administrative Plan* Provide Technical assistance on HMGP for local officials using the 2013 Hazard Mitigation Assistance Unified Guidance Perform the initial review of the HMGP applications to ensure that all information and documentation is provided Submit SF 424 and Assurances for the Disaster* *Needs to be submitted/approved before any obligations occur MSP/EMHS D Per regulatory time frames Final lock-in at 12 months FEMA Responsibilities Review and approve the Disaster Administrative Plan Provide technical assistance to the State, as necessary Provide Stat with 30-day and 6-month estimate, and 1-year lock-in amounts Review and approve eligible and complete applications submitted by the State FEMA R5 Per regulatory time frames Final lock-in at 12 months. Version 4.0, July

126 Goal/Objective: 2.2 FEMA will assist the State in solicitation of quality Hazard Mitigation Assistance (HMA) applications from eligible communities by conducting training, seminars and technical assistance. Action Task Lead Timeline Progress FEMA will provide the initial estimate of State Management Costs to (MSP/EMHSD), who will submit a request for State Management Costs in accordance with 44 CFR Section 207 Finance and Region V Around FEMA will provide consultation to MSP/EMHSD regarding appropriate elements from the Sandy Recovery and Improvement Act (SRIA) of 2013, streamlining HMGP activities and implement the program in a timelier manner, including Program Administration by the State, Advance Assistance, streamlining HMGP and HMGP ceiling changes At the request of the State of Michigan, FEMA will coordinate the delivery of the full suite of available HMA Grants Management training; post JFO, to allow for more complete HMGP applications submitted by the State MSP/EMHSD will solicit Notices of Intent to apply from eligible applicants throughout the state, and review the Notices Per discussions with the State they will not be requesting State Management costs until later in the year. FEMA R5 On-going Dearborn Hts. Officials have expressed a desire for an expedited Hazard Mitigation Grant Program project. The State Hazard Mitigation Officer with support from FEMA Region 5 will work with the State to make this happen. FEMA R5 Post JFO Most likely to occur late spring or summer MSP/ EMHSD January 2015 State will open the application period for HMA applications in January Version 4.0, July 2016

127 Action Task Lead Timeline Progress FEMA and MSP/EMHSD will work together to explore what actions would be eligible as a 5% HMGP state-designated priority application to update the Michigan Repetitive Loss data base with property specific data including pictures, first floor elevations, and base flood elevations FEMA MSP/ EMHSD Post JFO Region 5 will continue coordination with the State FEMA will provide support to MSP/EMHSD in establishing processes and procedures for soliciting interest from eligible subapplicants to apply for HMGP and HMA funds. FEMA will provide assistance to MSP/EMHSD with application process from development to submission. FEMA January 2015 and on-going Transition to Region 5 FEMA On-going Transition to Region 5 Goal/Objective: 2.3 FEMA in coordination with the State will conduct outreach and prioritize planning projects for designated communities regarding Hazard Mitigation planning. Action Task Lead Timeline Progress FEMA and MSP/EMHSD will contact jurisdictions statewide lacking current Hazard Mitigation plans, or at risk of current plans expiring, to encourage participation in the planning process FEMA MSP/ EMHSD July /30/2014 FEMA participated with the State in a meeting with the City of Detroit regarding the current status of the development of their HM plan. The HM plan lapsed in The City plans to forward a draft plan to the State for review by the end of December The deadline for adoption of the plan by the City and FEMA FEMA and MSP/EMHSD will determine the best method of providing technical assistance to those counties in the State without plans, or that have plans that will expire within the next 2 years. FEMA MSP/ EMHSD On-going approval is July Of the 83 counties in Michigan, 40 counties have expired or expiring plans and 7 counties have never had a plan. Version 4.0, July

128 Action Task Lead Timeline Progress FEMA and MSP/EMHSD will visit those FEMA 09/25/2015 Transition to Region communities in the designated area, that do not have plans or that have plans that will expire within the year to provide technical assistance as needed MSP/EMHS D MSP/EMHSD will provide application information for Hazard Mitigation planning to county emergency managers statewide. MSP/EMHS D 9/25/2015 The State will accept applications for planning grants through the HMA programs. Goal/Objective: 3.1 FEMA will explore various methods of delivery of the mitigation message to the citizens of Michigan. Action Task Lead Timeline Progress FEMA will capture and develop Best Practice story opportunities including those based on past HM projects implemented in designated areas that performed well - Best Practices are identified in the Michigan HM Plan, objective 4.12, p. 600 Best Practices will be provided to the State to update their Publication 106a FEMA will identify and provide HM resources and/or staff to support functional needs groups FEMA HM will coordinate with FEMA IA to provide a briefing for Michigan VOAD to incorporate mitigation methods and techniques in rebuilding and repair of damaged structures FEMA CEO Completed HM writers completed 6 stories. It was difficult to find good stories based on the type of disaster, but at least one demonstrated successful HMGP project. Stories were passed to the State and Region for action. Completed On-going No requests have been made CEO staff provided a brief presentation on mitigation to 30 AmeriCorps. Discussed utility elevation techniques. Complete Region continues to work with VOAD leadership related to HMA funding eligibility. 122 Version 4.0, July 2016

129 Goal/Objective: 3.2 FEMA will offer outreach information on insurance and mitigation measures that may be taken to minimize damage from future disasters at commonly-visited locations during the recovery period. Action Task Lead Timeline Progress FEMA will provide staffing and resources to deliver hazard mitigation, NFIP, and information on sewer back-up insurance rider policies to visitors at all Disaster Recovery Centers (DRC) FEMA CEO HM provided 2 HM Advisors for the 4 DRCs and the pop-up at the Ace Hardware in Detroit. DRC closings: DRC 2 closed 11/05 DRC 3 & 4 closed 11/12 Pop-up closed on 11/08 DRC 1 closed on 11/ FEMA will develop and implement a plan to staff mitigation tables at various home improvement/retail stores and special events across the disaster area Final number of consultations 2,545 FEMA CEO Outreach effort started on Outreach schedule is attached. Also DSA partnered with HM Advisors in the stores to register people for FEMA programs. This was an extremely successful partnership between IA/DSA/HM. Outreach Advisors counseled 7,442 persons. HM advisors participated in a number of Speakers Bureau and special events consulting 1,618. The Speakers Bureau events are included on the Special Events calendar that is attached. The total Outreach effort was 11,605. Version 4.0, July

130 Goal/Objective: 4.1 FEMA will coordinate with Public Assistance (PA) in providing and advocating technical assistance on Section 406 Mitigation Opportunities for implementation on all appropriate PA Projects. Action Task Lead Timeline Progress FEMA will determine if the State is HPA Completed No briefing was requested interested in a Section 406 Mitigation Briefing as part of the Public Assistance (PA)Training at JFO FEMA will support PA in the identification and review of 406 mitigation opportunities on PA projects HPA On-going 10/9/2014 HM provided one 406 staff to assist in review of mitigation opportunities under PA HM staff participated in a tour of a hospital with PA and 406 staff in anticipation of a406/404 partnership. Goal/Objective: 4.2 FEMA will provide technical assistance on issues related to floodplain mapping and the mitigation Best Practices initiative as needed. Action Task Lead Timeline Progress FEMA will attend public meetings in HPA On-going Provide office support through Region V coordination with the State where the potential exists for questions concerning floodplain mapping, or other engineering concerns FEMA will support potential state and local governments with trainings, workshops and/or meetings to encourage adoption/use of techniques to reduce sewer back-up, basement flooding and/or road flooding HPA On-going Transition to Region Version 4.0, July 2016

131 Action Task Lead Timeline Progress FEMA will disseminate an information HPA On-going Transition to Region project sheet to state and federal JFO officials and R5 programs regarding newly awarded grants with the MDEQ for Community Action Engagement for urban reduction of flood risk in City of Detroit 2-year pilot funded under FEMA s Risk MAP Program Goal/Objective: 4.3 FEMA will compile record collection to include high water marks, or other scientific data where gathered by local, state and federal agencies during the flood event. Action Task Lead Timeline Progress FEMA will develop a process to collect and HPA On-going Transition to Region review this technical data for any possible future use Version 4.0, July

132 5.5 Hazard Mitigation Strategy (Sample) HAZARD MITIGATION STRATEGY FEMA-####-DR-XX Purpose of the Hazard Mitigation Strategy This report outlines a strategy to identify and implement hazard mitigation opportunities following the disaster declaration for FEMA-####-DR-XX, Tropical Storm Bennet. It also provides the framework for implementing long-term cost-effective solutions to minimize future disaster damages statewide. The strategy has been designed to be consistent with the enhanced State Mitigation Plan, and will serve to: Describe actions for Hazard Mitigation (HM) within the Joint Field Office; Identify opportunities to achieve hazard mitigation efforts within affected localities; and Document these efforts so they may be shared and enhanced in future disasters. This document is a multi-agency effort. For this disaster, the Columbia Department of Emergency Management (CDEM) and the Federal Emergency Management Agency (FEMA) brought together a portion of the State Mitigation Planning Committee to determine strategies and priorities for HM within this disaster. Contributing agencies of the State Mitigation Planning Committee for this strategy development are: 1. Department of Conservation & Recreation (DCR) 2. Department of Transportation (DOT) 3. Department of Game and Inland Fisheries 4. Columbia Marine Resource Commission 5. Department of Environmental Quality 6. Department of Forestry 7. State Corporation Commission (SCC) 8. Department of Housing and Community Development 9. Natural Resources Conservation Service 10. Department of Historic Resources Description of the Event Governor Anthony A. Thomas declared a state of emergency for the State of Columbia on August 31, in preparation for Tropical Storm Bennet. Marine Resources Commission language request for an amended Executive Order has been accepted. On September 15, Governor Thomas amended Executive Order Number 34 by providing for an expedited State permitting process for pier and shoreline restoration projects needed to correct damage caused by Tropical Storm Bennet. On September 8, the Governor requested a Presidential Disaster Declaration for Individual Assistance to include nine localities: the counties of Henry, Wyatt, Flux, Francis, Georgetown and Farefeni, and the cities of Soma, Kappa, and Edison and has requested Public Assistance for 25 localities: the counties of Henry, Elizabeth, William City, Lightland, Homer, Wyatt, Isle of George, Edward City, Bathe, Flux, Francis, Georgetown, New Clark, North Soma, Farefeni, Edison, South Soma, Westie and Yolk, and the cities of Soma, Kappa, Dijon and Edison. The President granted Governor Thomas request for Federal Assistance and declared a Major Disaster for the State of Columbia on 22 September due to damage resulting from Tropical Storm Bennet that began on 29 August. The cities of Dijon and Edison as well as the counties of Henry, Elizabeth, Williams City, Lightland, Homer, Wyatt, Isle of George, Edward City, Bathe, Flux, Francis, Georgetown, North 126 Version 4.0, July 2016

133 Soma, Farefeni, Edison, Westie and Yolk were designated to receive Public Assistance along with eligible State Government, Local Government and private non-profit organizations. Public Assistance for the cities of Soma and Kappa as well as the counties of New Clark and South Soma has not been approved. Hazard Mitigation assistance is available to all jurisdictions in the State. Hazard Mitigation Goals The Columbia Emergency Operations Plan Volume 6: Standard Mitigation Plan has been revised to recognize the intent of Section 322 (The Disaster Mitigation Act of 2000) and was approved as a standard plan. The State submitted a revised standard plan that includes Chapter 7: Enhanced Mitigation Plan for review on June 26. Approval is pending minor plan edits, which are underway. The State Mitigation Planning Committee, consisting of individuals from State, Federal and private stakeholders assisted with the development of the Standard and draft Enhanced Plans. The HM goals, listed below, lay the foundation for building the capacity to mitigate future disaster damage throughout the State. 1. Identify and implement physical projects that will directly reduce impacts from hazards. 2. Incorporate hazard mitigation concepts and objectives into existing and future policies, plans, regulations and laws in the State. 3. Build capacity with information and data development to refine hazard identification and assessment, hazard mitigation targeting and funding identification. 4. Through education and training, increase awareness of hazards and potential hazard mitigation strategies. Hazard Mitigation Objectives The following objectives are intended to capture major areas for action during the recovery period for the Federal and State agencies and local jurisdictions in the declared area, while laying the groundwork for future long-term hazard mitigation efforts statewide. 1. Conduct outreach to public officials and citizens to increase hazard mitigation actions prior to the next hazard event. 2. Develop Best Practices through contact with localities impacted by the disaster s events. 3. Provide training to increase disaster-ready technical capabilities for State and Federal agency staff and local government partners. 4. Advance Hazard Mitigation Planning (Statewide) through adoption of local plans, implementation of those plans and incorporation of local plan hazard and risk data into the State Hazard Mitigation Planning database. 5. Initiate Hazard Mitigation Grant Program (HMGP) application process by conducting applicant s briefings and providing technical support to potential project sponsors. 6. Support the recovery, reconstruction, and hazard mitigation of damaged areas through technical assistance through the Public Assistance Section 406 Mitigation Program and other opportunities as appropriate. Goal: Through education and training, increase awareness of hazards and potential HM strategies. Objective 1: Conduct outreach to public officials and citizens to increase hazard mitigation actions prior to the next hazard event. After every disaster nationwide, it is evident that citizens do not fully understand how to mitigate their potential risks from disasters. Many business and homeowners do not understand the nuances of hazard insurance and the coverage needed to maximize disaster preparedness. Most people do not realize that Version 4.0, July

134 homeowners insurance does not cover flood damage. Many flood insurance policy holders have structural coverage but lack contents coverage. It is important to help educate the citizenry of their insurance options. Our first line of communication with the public regarding insurance is through the insurance agents that property owners work with for their normal insurance needs. Insurance agents need to continuously keep current with NFIP policies and changes to capably represent the program to their customers. These agents can also be great educators for their customers so that they have the best and most effective coverage for them and their property. General outreach to citizens can occur at any time through posting of materials on disaster ready websites. The cbemergency.com site has disaster preparedness sections for citizens and businesses, as well as a new Disaster Recovery Center. While outlined, the HM table of the center needs to be populated with publications and other materials that will enable citizens and businesses to respond following a disaster to prevent losses from future disasters. During the Bennet recovery period, materials focusing on repair and future use of basements will be developed. In addition, materials relevant to coastal regions that focus on vegetation (hazard trees), shoreline management, openings and construction methods and materials will be developed. The coastal section will cover wind, surge and flood hazards. Other outreach materials, such as go-kits for building supply/hardware stores, PowerPoint presentation and simple handouts will be developed as time and resources allow. Actions: 1) Increase awareness of the NFIP. Aid in the knowledge and understanding of the program and how it can supplement property owners, rental, and car insurance policies already in effect. 2) Create, update, and distribute information to citizens and insurance agents within the impacted areas regarding insurance coverage. a) State Responsible Parties: DCR, SCC, CDEM b) Contact: DCR, SCC c) FEMA Responsible Parties: HM Floodplain Management & Insurance; HM Community Education & Outreach (CEO) d) JFO Support: External Affairs 3) Provide technical training to building officials, consulting firms, contractors and other interested parties on the collection of Substantial Damage data using the Substantial Damage Estimator (SDE) tool. Conduct workshops or one-on-one technical support as needed on the SDE throughout the State. a) State Responsible Parties: DCR b) Contact: Betty Ford, DCR Floodplain Management c) FEMA Responsible Parties: HM Floodplain Management & Insurance d) JFO Support: Disaster Field Training Office (DFTO) Goal: Build capacity with information and data development to refine hazard identification and assessment, hazard mitigation targeting and funding identification. Objective 2: Develop best practices through contact with localities impacted by the disaster s events. It is increasingly important to show the financial successes that hazard mitigation has made within the State. This allows the government at the local, State, and Federal levels to continue the support of hazard mitigation grants, programs, and educational projects. Two communities have already forwarded successes of hazard mitigation projects to the State: city of Jefferson and city of Dijon. It is also quite possible that several other communities: Henry County, Flux County, Wyatt County, city of Holiday Beach, city of Jackson, and others may also have had successes. Direct outreach to all affected communities will occur and community officials polled. 128 Version 4.0, July 2016

135 Actions: 1) Poll localities throughout the State to determine hazard mitigation successes. Work with External Affairs to create appropriate and publishable stories on the successes. a) State Responsible Parties: CDEM b) Contact: Betty Ford, DCR Floodplain Management c) FEMA Responsible Parties: HM Floodplain Management & Insurance: HM CEO d) JFO Support: External Affairs e) State Support: George Cooper, PIO Goal: Through education and training, increase awareness of hazards and potential HM strategies. Objective 3: Provide training to increase disaster-ready technical capabilities for State and Federal agency staff and local government partners. Actions: These actions are pending an instructor and material availability. 1) EMI Training Course: E273 Managing Floodplain Development through the NFIP (Tidewater area) a) State Responsible Parties: DCR, CDEM b) Contact: Betty Ford, DCR Floodplain Management c) FEMA Responsible Parties: HM Floodplain Management & Insurance d) JFO Support: DFTO e) State: Alice Cooper, CDEM Training staff 2) State Provided EMI Training Course: G279 - Retrofitting Flood-Prone Residential Buildings (Central Columbia region) a) State Responsible Parties: DCR, CDEM b) Contact: Betty Ford, DCR Floodplain Management c) FEMA Responsible Parties: HM Floodplain Management & Insurance d) JFO Support: DFTO, Administration, Documentation e) State: Alice Cooper, CDEM Training staff 3) State Provided EMI Training Course: G277 - Residential Coastal Construction (Tidewater or Central Columbia area) a) State Responsible Parties: DCR, CDEM b) Contact: Betty Ford, DCR Floodplain Management c) FEMA Responsible Parties: HM Floodplain Management & Insurance d) JFO Support: DFTO e) State: Alice Cooper, CDEM Training Staff 4) Advanced Benefit Cost Analysis Training Limited Data Module and Non-Elevation/Acquisition Projects a) State Responsible Parties: DCR, CDEM b) Contact: Betty Ford, DCR Floodplain Management c) FEMA Responsible Parties: HM Hazards & Performance Analysis (HPA) d) JFO Support: DFTO e) State: Alice Cooper, CDEM Training staff Goal: Incorporate hazard mitigation concepts and objectives into existing and future policies, plans, regulations and laws in the State. Objective 4: Advance Hazard Mitigation Planning (Statewide) through adoption of local plans, implementation of those plans and incorporation of local plan HIRA data into the State Hazard Mitigation Planning database. The State of Columbia Standard All-Hazard Mitigation Plan was approved September 28, 2009 for 322 compliance. All Columbia localities have a completed plan or are part of a planning effort underway. Version 4.0, July

136 These plans must be adopted and fully approved prior to application of any FEMA hazard mitigation grant program project including the HMGP. The State is dedicated to achievement of full completion, approval and adoption of all local plans. Actions: These actions will be developed and implemented in coordination with FEMA Region X. 1) Continue to encourage completion of the adoption resolution process for local governments covered by a conditionally approved regional or local plan. a) State Responsible Parties: CDEM b) Contact: J.C. Phillips c) FEMA Responsible Parties: HM Grants & Planning d) State: J.C. Phillips, Michelle Green, Ellen Red 2) Work directly with each locality or committee to support the planning process as needed. a) State Responsible Parties: CDEM b) Contact: J.C. Phillips c) FEMA Responsible Parties: HM Grants & Planning d) State Contacts: J.C. Phillips, Michelle Green, Ellen Red 3) Advance continued development of the State HM Database through continued uploading of local plan critical infrastructure and hazard data from 27 local section 322 plans. a) State Responsible Parties: CDEM and Columbia Tech Center for Geospatial Information Technology b) FEMA Responsible Parties: HM Grants & Planning c) State Contact: Alice Copper d) State Support: Alice Cooper, Ed Smith Goal: Through education and training, increase awareness of hazards and potential hazard mitigation strategies. Objective 5: Initiate HMGP application process by conducting applicant s briefings and providing technical support to potential project sponsors. Actions: These actions will be developed and implemented in coordination with FEMA Region X. 1) Reaffirm or establish priorities for categories of hazard mitigation projects and for participation in the HMGP. Funds will be offered first (within priority order) to project applicants within the declared localities. Projects will be prioritized in the following order: a) Planning Funds (7%) i) State Hazard mitigation Planning Efforts ii) Disaster Resistant Universities iii) Update local plan hazard and risk analysis b) Initiative Funds (5%) i) Awareness/Training (a) Insurance (b) Mitigation of Public Facilities ii) Equipment and systems for the purpose of warning residents and officials of impending hazard events. iii) Other activities, clearly falling under the role of hazard mitigation, for which the benefit-cost ratio is less than 1:1 or is clearly immeasurable. iv) GIS software, hardware, and data acquisition that supports hazard mitigation. c) Project Funds i) Retrofit of residential structures ii) Flood-proofing of non-residential structures 130 Version 4.0, July 2016

137 iii) Acquisition and demolition of residential structures within the floodplain iv) Hazard mitigation of government structures (1) State Responsible Parties: CDEM, DCR-NFIP (2) Contact: Betty Ford (3) FEMA Responsible Parties: HM Grants & Planning (4) State Coordination: Alice Cooper 2) Ensure that the appropriate officials in all jurisdictions receive HMGP information materials and preapplications. Conduct Regional and State-sponsored HMGP applicant s briefings within the declared area. a) State Responsible Parties: CDEM, DCR-NFIP b) Contact: Betty Ford c) FEMA Responsible Parties: HM Grants & Planning d) State Support: Alice Cooper, Francis Jones 3) Provide any required technical assistance to localities for HMGP project and application development, including benefit-cost analysis, environmental, engineering and historical considerations. a) State Responsible Parties: CDEM b) Contact: Betty Ford c) FEMA Responsible Parties: HM Grants & Planning, HM HPA d) State Support: Alice Cooper, Hazard Mitigation Program Staff Goal: Identify and implement physical projects that will directly reduce impacts from hazards. Objective 6: Support the recovery, reconstruction, and hazard mitigation of flood-damaged areas through technical assistance available from the Section 406 Public Assistance Mitigation Program and other opportunities as appropriate. 1) Aid in the successful implementation of 406 (Public Assistance) Mitigation. a) State Responsible Parties: CDEM b) FEMA Responsible Parties: HM HPA c) JFO Support: Public Assistance d) State: Ivan Stoli 2) Contact all local NFIP Coordinators within affected (declared and non-declared) localities throughout the state. a) State Responsible Parties: DCR b) Contact: Fred Fillips c) FEMA Responsible Parties: HM HPA 3) Assist NFIP non-participating localities, as needed, in order to be eligible for recovery funds. a) State Responsible Parties: DCR b) Contact: Fred Fillips, Mike Justice c) FEMA Responsible Parties: HM Floodplain Management & Insurance Version 4.0, July

138 Implementation Timeline Objective Start Date End Date Additional Milestones Conduct outreach to public officials and citizens to increase hazard mitigation actions prior to the next hazard event. 09/15/XX 3/15/XX Increase awareness of the NFIP. Aid in the knowledge and understanding of the program and how it can supplement property owners, rental, and car insurance policies already in effect. 3/15 Create, update, and distribute information to citizens and insurance agents within the impacted areas regarding insurance coverage. 12/15 Provide technical training to building officials, consulting firms, contractors and other interested parties on the collection of Substantial Damage data using the Substantial Damage Estimator (SDE) tool.10/30 Conduct workshops or one-on-one technical support as needed on the SDE throughout the State.10/30 Develop Best Practices through contact with localities impacted by the disaster s events. Provide training to increase disaster-ready technical capabilities for State and Federal agency staff and local government partners. 09/15/XX 3/15/XX Poll localities throughout the State to determine hazard mitigation successes. 10/30 Work with External Affairs to create appropriate and publishable stories on the successes.12/15 09/15/XX 3/15/XX EMI Training Course: E273 Managing Floodplain Development through the NFIP (Tidewater area) 11/15 State Provided EMI Training Course: G279 - Retrofitting Flood-Prone Residential Buildings (Central Columbia region) 12/1 State Provided EMI Training Course: G277 - Residential Coastal Construction (Tidewater or Central Columbia area)11/15 Advanced Benefit Cost Analysis Training Limited Data Module and Non- Elevation/Acquisition Projects10/15 Advance Hazard Mitigation Planning (Statewide) through adoption of local plans, implementation of those plans and incorporation of local plan hazard and risk data into the State Hazard Mitigation Planning database. 09/15/XX 12/15/XX Continue to encourage completion of the adoption resolution process for local governments covered by a conditionally approved regional or local plan. 10/15 Work directly with each locality or committee to support the planning process as needed.11/30 Advance continued development of the State HM Database through continued uploading of local plan critical infrastructure and hazard data from 27 local section 322 plans. 12/ Version 4.0, July 2016

139 Objective Start Date End Date Additional Milestones Initiate Hazard Mitigation Grant Program (HMGP) application process by conducting applicant s briefings and providing technical support to potential project sponsors. 09/15/XX 3/15/XX Reaffirm or establish priorities for categories of hazard mitigation projects and for participation in the HMGP. Funds will be offered first (within priority order) to project applicants within the declared localities. 12/15 Ensure that the appropriate officials in all jurisdictions receive HMGP information materials and pre-applications. Conduct Regional and State-sponsored HMGP applicant s briefings within the declared area. 10/15 Provide any required technical assistance to localities for HMGP project and application development, including benefit-cost analysis, environmental, engineering and historical considerations. 12/15 Support the recovery, reconstruction, and hazard mitigation of flooddamaged areas through technical assistance through the Section 406 Public Assistance Mitigation Program and other opportunities as appropriate. 09/15/XX 3/15/XX Aid in the successful implementation of 406 (Public Assistance) Mitigation. 1/15 Contact all local NFIP Coordinators within affected (declared and non-declared) localities throughout the state. 11/15 Assist NFIP non-participating localities, as needed, in order to be eligible for recovery funds. 11/15 Version 4.0, July

140 Signature Page The strategy described herein should be considered a general guide in the development and implementation of hazard mitigation actions in FEMA-DR-3012-CB. The strategy outlines initiatives that support minimizing the risk to human life, reducing potential future damages and maintaining critical societal operations through the creation of disaster resistant communities. In order to determine specific choices on hazard mitigation activities, relevant data in the affected area must be thoroughly analyzed to identify a range of possible hazard mitigation activities. By addressing these initiatives, the State of Columbia and its Federal partners will be better able to assist the public and to break the damage-repair-damage cycle through effective hazard mitigation measures. Signed: State Coordinating Officer Federal Coordinating Officer State Hazard Mitigation Officer Hazard Mitigation Branch Director State NFIP Coordinator FEMA Regional Mitigation Division Director FEMA Regional Administrator (Optional) 134 Version 4.0, July 2016

141 5.6 Hazard Mitigation Strategy (Template) This job aid is available in Microsoft Word on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide PART I INSTRUCTIONS: 1) Add the disaster name and number under the heading Hazard Mitigation Strategy directly below this instruction box. 2) Describe the purpose of this Hazard Mitigation Strategy in the section provided. 3) Describe the event including the hazard, damage and location in the section provided. 4) Describe the Hazard Mitigation Goals in broad terms in the section provided. Delete this instruction box prior to printing or submitting your final Hazard Mitigation Strategy. To delete, click inside the red dotted border on this box and hit the [DELETE] key on your keyboard. I. HAZARD MITIGATION STRATEGY This section should include the FEMA Hazard Event, such as FEMA-3012-DR-CB. Refer to HMFOG Job Aid, Hazard Mitigation Strategy (Sample). PURPOSE OF THE HAZARD MITIGATION STRATEGY This section should include a brief description for the rationale for the Hazard Mitigation Strategy. Refer to HMFOG Job Aid: What Makes a Good Hazard Mitigation Strategy. DESCRIPTION OF THE EVENT Describe the event including the hazard, damage and location. Refer to HMFOG Job Aid: What Makes a Good Hazard Mitigation Strategy. HAZARD MITIGATION GOALS This section should include a broad statement that expresses the desire to protect people and structures, reduce the costs of disaster response and recovery, and minimize disruption following a future event. The goals should be broad and translate into objectives, and then into actions. Version 4.0, July

142 PART II INSTRUCTIONS: Prior to completing this section, collaborate with the lead for each HM functional group (HM Community Education and Outreach, HM Floodplain Management and Insurance, HM Grants and Planning, and HM Hazards and Performance Analysis) to establish functional objectives to achieve the overall Hazard Mitigation Strategy Goals established collaboratively by the State, FEMA, and other partners. Functional area leads then collaborate with their Crew Leaders to determine the tactics for achieving the functional objectives, and describe them as prioritized actions required to fulfill each objective. For each OBJECTIVE list: Goal(s) relevant to the Objective Actions prioritized, quantifiable activities leading to the accomplishment of the objective. There may be more than one action per objective. For each ACTION include: Responsible Parties the organization accountable for the completion of each action Potential Partners other organizations involved in accomplishing the Objective s actions Delete this instruction box prior to printing or submitting your final Hazard Mitigation Strategy. To delete, click inside the red dotted border on this box and hit the [DELETE] key on your keyboard. II. HAZARD MITIGATION OBJECTIVES State the Hazard Mitigation Objectives as measurable steps describing what will be done to accomplish the Hazard Mitigation Strategy Goals. For each objective, state the relevant Goal(s) and all planned actions. For each action, include responsible parties and potential partners. GOAL(S) OBJECTIVE # Action Responsible Parties Potential Partners GOAL(S) OBJECTIVE # Action Responsible Parties Potential Partners 136 Version 4.0, July 2016

143 GOAL(S) OBJECTIVE # Action Responsible Parties Potential Partners GOAL(S) OBJECTIVE # Action Responsible Parties Potential Partners GOAL(S) OBJECTIVE # Action Responsible Parties Potential Partners GOAL(S) OBJECTIVE # Action Responsible Parties Potential Partners Version 4.0, July

144 PART III INSTRUCTIONS: 1) Provide an implementation timeline covering the start date, end date, and major milestones for each objective detailed in Part II. 2) Have the State Coordinating Officer, Federal Coordinating Officer, and other State and FEMA partners review and sign the final Hazard Mitigation Strategy where indicated at the end of this form. If additional objectives exist, add additional rows to the table above and enter objectives, start dates, end dates, and additional milestones for each milestone. Delete this instruction box prior to printing or submitting your final Hazard Mitigation Strategy. To delete, click inside the red dotted border on this box and hit the [DELETE] key on your keyboard. IMPLEMENTATION TIMELINE Objective Start Date End Date Additional Milestones 138 Version 4.0, July 2016

145 SIGNATURES By addressing these initiatives, the [name of jurisdiction] and its Federal partners will be better able to assist the public and to break the damage-repair-damage cycle through effective hazard mitigation measures. Signed: [PRINT NAME] State Coordinating Officer [PRINT NAME] Federal Coordinating Officer [PRINT NAME] State Hazard Mitigation Officer [PRINT NAME] Hazard Mitigation Branch Director [PRINT NAME] State NFIP Coordinator [PRINT NAME] FEMA Mitigation Division Director [PRINT NAME] FEMA Regional Administrator (OPTIONAL) [ADD DATE] FINAL INSTRUCTIONS: Proofread your document carefully, ensuring there are no uncompleted sections, formatting problems, or typographical errors. Be sure to delete all instruction boxes. To delete, click inside the red dotted border on this box and hit the [DELETE] key on your keyboard. Provide a copy of the Hazard Mitigation Strategy for the disaster to the Federal Insurance and Mitigation Administration (FIMA) office. Include the incident number, state, incident type, and JFO in the correspondence. the Hazard Mitigation Strategy to Insurance and Mitigation Readiness Division: FEMA-HM-CADRE@fema.dhs.gov. Version 4.0, July

146 5.7 What Makes a Good Hazard Mitigation Strategy? This table was developed by experienced Hazard Mitigation (HM) managers to define components and attributes of a good Hazard Mitigation Strategy when developed in close coordination with state counterparts. COMPONENT Purpose Event Description Goals Objectives Actions Responsible Parties DEFINITION A brief description of the rationale for the Hazard Mitigation Strategy Facts regarding the hazard, the damage, and the location A broad statement that expresses the desire to protect people and structures, reduce the costs of disaster response and recovery, and minimize disruption following a future event Measurable steps which describe what will be done to accomplish the goals Prioritized, quantifiable activities leading to the accomplishment of specific objectives For each action, the organization that will be accountable for its completion (e.g., HM Hazards and Performance Analysis) ATTRIBUTES THAT ILLUSTRATE A GOOD STRATEGY Identifies problem Describes opportunity Consistent with state plan and FEMA vision For use by a variety of audiences, which allows and encourages collaboration among federal/state/tribal partners Succinct Gives factual details: hazard event, damage (e.g., weather statement or Preliminary Damage Assessment data) Ties event to Hazard Mitigation Strategy Tied to state plan, event, or regional priority Achievable Can be supported by a wide range of stakeholders Aligns with Strategy Objectives and Actions Clear and concise Simple, measurable, timely Achievable, realistic, prioritized Align with Strategy Goals and Actions Not a checklist Specifies actions for organization Includes milestones Aligns with Strategy Goals and Objectives Identifies one lead agency for each objective Joint parties can work toward objective but one party is responsible for action Ties to organization with resources Includes any changes after Joint Field Office closes 140 Version 4.0, July 2016

147 COMPONENT Potential Partners Implementation Timeline Signature Page DEFINITION Other organizations involved in accomplishing the Hazard Mitigation Strategy s actions; e.g., the state, other HM functional groups, other FEMA components, Other Federal Agencies, and non-profit and private sector organizations Overall and for each objective: start date, action deadlines, and finish date Names and titles of representatives of responsible organizations ATTRIBUTES THAT ILLUSTRATE A GOOD STRATEGY Wide net to include traditional and non-traditional stakeholders If listed by name, needs to be part of Hazard Mitigation Strategy process Can list category of partner (e.g., homeowner association) For each milestone: start date, endpoint Includes transition and deactivation timeline Tool to get buy-in Federal Coordinating Officer, State Coordinating Officer, State Hazard Mitigation Officer, HM Branch Director/ HM Group Supervisor, Mitigation Division Director, State National Flood Insurance Program Coordinator, Regional Administrator (Optional) Version 4.0, July

148 5.8 Manager s Analysis Tool This job aid (begins on next page) is available as a fillable PDF on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide The Manager s Analysis Tool is intended for use by Hazard Mitigation (HM) Branch Directors, HM Program Group Supervisors, and/or HM Task Force Leaders to analyze overarching considerations for decision-making. It may be used during Situation Assessment and updated during Ongoing Operations and Transition/Deactivation. Worksheets for this tool begin on the next page. The second part of this Analysis Tool is the Manager s Action Framework, which is used to record implications for Leadership, Program Management, Organizational Health, Employee Management and Employee Development. 142 Version 4.0, July 2016

149 MANAGER S ANALYSIS TOOL Explore and Analyze Dynamics Explore and Analyze Facts RELATIONSHIPS EXTERNAL TO FEMA Analyze the key external players including their interests, potential partnership opportunities, and how they relate to one another. Who are the key players? Whose interests overlap with HM and would be good partners? What are the interests/opportunities of each key player? What powerbases do they have? What ties do they have to the declared communities? What past history do they have with FEMA? How can they contribute to HM objectives? Who can influence whom? What are the relationships among the key players (e.g., state, local, tribal, and community)? DISASTER OPERATIONS FACTORS AFFECTING HM OPERATIONS Analyze facts about the overall disaster operations affecting HM operations including federal actions, key resources, and operational locations. What decisions are being made about the JFO business process that will affect your operations? What resources are you competing for that are experiencing shortfalls? What decisions in other programs will drive change in your priorities? What lack of decisions in other programs will drive your priorities or tempo? RELATIONSHIPS INTERNAL TO FEMA Analyze the key internal players within FEMA, how they relate to one another, and the organizational dynamics. HM Internal Relationships What are the strengths and weaknesses of your staff? What protocols need to be established for HM? FEMA Internal Relationships Who are the key FEMA players outside of HM? What are the relationships among the key players? What are the dynamics between the Joint Field Office (JFO), Region, and Headquarters (HQ)? What past histories may affect this operation? What objectives might the Region or HQ be seeking to accomplish that may not be consistent with JFO priorities? What pressure is FEMA HQ under right now? What pressure is the FEMA Region under right now? EXTERNAL FACTORS AFFECTING HM OPERATIONS Analyze conditions external to the JFO that could make HM operations more challenging. Are there emergency needs that have not yet been addressed? What is the availability of contractors and supplies for rebuilding? What is the local employment pool for FEMA? How many disasters are declared? How are the weather or other environmental conditions affecting the operation? Are there enough resources (e.g., housing) to meet the needs? What local social/economic factors may come into play? How will the number of declared disasters impact your ability to obtain staffing resources? What political pressures can be anticipated? Version 4.0, July

150 Manager s Analysis Tool Worksheet RELATIONSHIPS EXTERNAL TO FEMA SITUATION ASSESSMENT ONGOING OPERATIONS (UPDATE) TRANSITION & DEACTIVATION (UPDATE) Analyze the key external players including their interests, potential partnership opportunities, and how they relate to one another. Who are the key players? Whose interests overlap with HM and would be good partners? What are the interests/ opportunities of each key player? What powerbases do they have? What ties do they have to the declared communities? What past history do they have with FEMA? How can they contribute to HM objectives? Who can influence whom? What are the relationships among the key players (e.g., state, local, tribal, and community)? 144 Version 4.0, July 2016

151 Manager s Analysis Tool Worksheet (cont.) RELATIONSHIPS INTERNAL TO FEMA SITUATION ASSESSMENT ONGOING OPERATIONS (UPDATE) TRANSITION & DEACTIVATION (UPDATE) Analyze the key internal players within FEMA, how they relate to one another, and the organizational dynamics. HM Internal Relationships What are the strengths and weaknesses of your staff? What protocols need to be established for HM? FEMA Internal Relationships Who are the key FEMA players outside of HM? What are the relationships among the key players? What are the dynamics between the JFO, Region, and HQ? What past histories may affect this operation? What objectives might the Region or HQ be seeking to accomplish that may not be consistent with JFO priorities? What pressure is FEMA HQ under right now? What pressure is the FEMA Region under right now? Version 4.0, July

152 Manager s Analysis Tool Worksheet (cont.) DISASTER OPERATIONS FACTORS AFFECTING HM OPERATIONS SITUATION ASSESSMENT ONGOING OPERATIONS (UPDATE) TRANSITION & DEACTIVATION (UPDATE) Analyze facts about the overall disaster operations affecting HM operations including federal actions, key resources, and operational locations. What decisions are being made about the JFO business process that will affect your operations? What resources are you competing for that are experiencing shortfalls? What decisions in other programs will drive change in your priorities? What lack of decisions in other programs will drive your priorities or tempo? 146 Version 4.0, July 2016

153 Manager s Analysis Tool Worksheet (cont.) EXTERNAL FACTORS AFFECTING HM OPERATIONS SITUATION ASSESSMENT ONGOING OPERATIONS (UPDATE) TRANSITION & DEACTIVATION (UPDATE) Analyze conditions external to the JFO that could make HM operations more challenging. Are there emergency needs that have not yet been addressed? What is the availability of contractors and supplies for rebuilding? What is the local employment pool for FEMA? How many disasters are declared? How are the weather or other environmental conditions affecting the operation? Are there enough resources (e.g., housing) to meet the needs? What local social/economic factors may come into play? How will the number of declared disasters impact your ability to obtain staffing resources? What political pressures can be anticipated? Version 4.0, July

154 Manager s Action Framework Record decisions and/or actions prompted by completion of the Manager s Analysis Tool. AREA OF MANAGEMENT RESPONSIBILITY SITUATION ASSESSMENT ONGOING OPERATIONS (UPDATE) TRANSITION & DEACTIVATION (UPDATE) PROGRAM LEADERSHIP PROGRAM MANAGEMENT HEALTH OF ORGANIZATION 148 Version 4.0, July 2016

155 Manager s Action Framework (cont.) AREA OF MANAGEMENT RESPONSIBILITY SITUATION ASSESSMENT ONGOING OPERATIONS (UPDATE) TRANSITION & DEACTIVATION (UPDATE) EMPLOYEE MANAGEMENT EMPLOYEE DEVELOPMENT Version 4.0, July

156 5.9 Hazard Mitigation Overview for the Federal Coordinating Officer (Sample) PURPOSE OF BRIEFING The purpose of the briefing, Hazard Mitigation Overview for the Federal Coordinating Officer (FCO), is to present an overview of the Hazard Mitigation organization and functions to the FCO in the Joint Field Office (JFO). DURATION OF BRIEFING This briefing is designed to be conducted in 1.5 hours, taking into account time to clarify information and answer questions. MATERIALS AND EQUIPMENT REQUIREMENTS Equipment: Computer with CD drive loaded with PowerPoint LCD projector and screen Materials: Building Community Disaster Resilience through Private-Public Collaboration (1 for each participant) FEMA/FIMA Fact Sheet: Mitigation s Value to Society (1 for each participant) Obtain from the HM Disaster Workforce Website via the FEMA Intranet at Hazard Mitigation Field Operations Concept of Operations (1 for each participant) Hazard Mitigation Field Operations Guide (only 1 copy, to show as a visual) HMFOG Job Aids: Hazard Mitigation Overview (Handout) PowerPoint presentation and Presenter s Notes for Hazard Mitigation Overview for the Federal Coordinating Officer, available from the HM Disaster Workforce Website via the FEMA Intranet at (HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide) Printed copies of this presentation as handouts (3 visuals per page) for note-taking (1 per participant) 150 Version 4.0, July 2016

157 5.10 Hazard Mitigation Overview for the Operations Section Chief (Sample) PURPOSE OF BRIEFING The purpose of the briefing, Hazard Mitigation Overview for the Operations Section Chief, is to present an overview of the Hazard Mitigation organization and functions to counterparts in the Operations Section. DURATION OF BRIEFING This briefing is designed to be conducted in 1.5 hours, taking into account time to clarify information and answer questions. MATERIALS AND EQUIPMENT REQUIREMENTS Equipment: Computer with CD drive loaded with PowerPoint LCD projector and screen Materials: Building Community Disaster Resilience through Private-Public Collaboration (1 for each participant) FEMA/FIMA Fact Sheet: Mitigation s Value to Society (1 for each participant) Obtain from the HM Disaster Workforce Website via the FEMA Intranet at Hazard Mitigation Field Operations Concept of Operations (1 for each participant) Hazard Mitigation Field Operations Guide (only 1 copy, to show as a visual) HMFOG Job Aids: Hazard Mitigation Overview (Handout) (1 per participant) PowerPoint presentation and Presenter s Notes for Hazard Mitigation Overview for the Operations Section Chief, available from the HM Disaster Workforce Website via the FEMA Intranet at (HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide) Printed copies of this presentation as handouts (3 visuals per page) for note-taking (1 per participant) Version 4.0, July

158 5.11 Hazard Mitigation Overview (Handout) This job aid is available as a PDF handout on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide HAZARD MITIGATION OVERVIEW Hazard mitigation definition: Any sustained action taken to reduce or eliminate long-term risk to human life and property from hazards Hazard Mitigation (HM) Joint Field Office (JFO) Operations HM Management advises the Federal Coordinating Officer through the Operations Section Chief; collaborates with the state and the FEMA Region to develop a Hazard Mitigation Strategy to ensure implementation of mitigation in the recovery; manages Hazard Mitigation functions; ensures input to, and execution of, the Incident Action Plan/Incident Strategic Plan; and provides federal leadership by forging public and private partnerships to implement hazard mitigation opportunities. HM Management also creates and implements Continuity Plans and Demobilization Plans; executes transition to the Regions upon closing of the JFO; and ensures internal Human Resources functions are executed. HM Management is organized to provide leadership and program support to the four functional areas of HM as needed. 152 Version 4.0, July 2016

159 HM Community Education and Outreach (CEO) promotes sustainable recovery and reduction of future hazard losses. This is accomplished by developing public and private partnerships to advance education, outreach, and community resilience in support of the Hazard Mitigation Strategy; and by providing hazard mitigation public information and advice. HM Floodplain Management and Insurance promotes community participation in the National Flood Insurance Program (NFIP); monitors compliance with NFIP regulations during rebuilding/relocating; and provides floodplain management expertise to state, local, tribal, and territorial governments and JFO partners. This functional area serves as a resource for referral of other insurance issues; provides linkages to any Flood Insurance Claims Offices for that incident; informs the FEMA Region of significant customer service issues; and coordinates with FEMA s Flood Response Office. HM Grants and Planning supports state, local, tribal, and territorial governments in the development and update of multi-hazard mitigation plans: provides technical assistance to support the use of Hazard Mitigation Assistance (HMA) grants, specifically Hazard Mitigation Grant Program (HMGP) funding for projects that are consistent with mitigation plan strategies; and collaborates with HM HPA, Public Assistance, and Environmental Planning and Historic Preservation partners to synchronize hazard mitigation opportunities authorized under Sections 404 and 406 of the Stafford Act. (The FEMA Region is responsible for providing ongoing technical assistance for the use of non-disaster HMA funds to support resiliency.) HM Hazards and Performance Analysis Group (HPA) informs Response and Recovery operations with risk analysis and provides technical assistance to state, local, tribal, territorial, and federal partners. HM HPA analyzes past performance and projects for structural and infrastructural mitigation funded under Sections 404 or 406 of the Stafford Act; supports the development and adoption of more rigorous, risk informed building codes and standards; reviews/provides HM technical information distributed by Disaster Survivor Assistance Teams and HM CEO staff in the Disaster Recovery Centers; and coordinates with the state and FIMA on development of Advisory Base Flood Elevation data as appropriate. Version 4.0, July

160 5.12 Talking Points: Value of Mitigation The purpose of this job aid is to provide members of HM Management a list of important points about the value and purpose of mitigation, to be communicated immediately and at every appropriate opportunity, to the Federal Coordinating Officer, Operations Section Chief, and other senior Joint Field Office staff. Immediately After a Disaster Value of Preliminary Damage Assessment: Identify past mitigation projects in the affected area that prevented damage and/or or injuries on this event (provide examples, such as elevations, acquisitions, seismic, flood, wind retrofits, safe rooms, defensible space). Identify damages that can be mitigated after current event using Hazard Mitigation Grant Program, Section 406 mitigation, housing funds, etc. (provide examples). Identify damages that could have been prevented with mitigation efforts taken prior to the event and show what the return on investment would have been. Identify and explain any damages mitigation could not or did not prevent (provide examples: Did the event exceed the planning assumptions? Were the measures inadequate? Was the building code inadequate? Could more extensive measures have prevented the damage?). Value of Perishable Data Collection: Perishable data collection is an initial step in accurately documenting an event. These data help place the event in historical perspective and improve the ability to estimate current risk and future event prediction. The National Flood Insurance Program (NFIP) requires data to identify flood damages for establishing eligibility of flood insurance benefits. Information for insurance purposes is time-critical because the flood insurance and homeowner insurance claims cannot be concluded until the cause of damage is established. Perishable data such as Wind Water Line (WWL) data provide a basis for delineating areas subject to flooding and help to identify approximate boundaries between areas where damages are due to flooding and wind versus areas of wind-only damages. Perishable data enhances accuracy of benefit-cost analysis for mitigation grants. Value of Loss Avoidance Studies: Loss avoidance studies may demonstrate how previous FEMA-funded projects in this area have reduced losses (provide specific examples of loss avoidance studies that reduced risk and saved lives and/or resources in local communities). Note: Clarify difference between Benefit-Cost Analysis (BCA) and loss avoidance. BCA is the method by which the future benefits of a mitigation project are determined and compared to its cost. The end result is a Benefit-Cost Ratio (BCR), which is derived from a project s total net benefits divided by its total cost. The BCR is a numerical expression of the cost-effectiveness of a project. BCRs of 1.0 or greater have more future benefits than costs, and are therefore considered cost-effective. FEMA can only fund cost-effective mitigation projects. Loss avoidance - FEMA developed a loss avoidance methodology to evaluate the effectiveness of the mitigation projects. The methodology is based on the analysis of actual events that have occurred in the project study area since project completion. It determines losses avoided by comparing damage that would likely have been caused by the same storms without the project with damages that actually occurred with the project in place. 154 Version 4.0, July 2016

161 During Recovery Period Value to communities: provides technical assistance needed to achieve progress toward disaster resiliency (provide examples, such as mitigation planning, mitigation project identification, identification of funding sources, data collection to assess substantial damages and building performance, building code analysis, floodplain management, NFIP claims assistance, messaging to citizens on rebuilding safer and stronger). Value to Human Services: provides advice to individuals on how to use federal grants to make homes safer before next hazard event (provide examples, such as Safe Rooms). Value to Public Assistance (PA): identifies appropriate mitigation measures to pursue when providing federal grants to repair publicly owned infrastructure. During Long Term Recovery Long-term benefits: Saves lives/resources of first responders Reduces the number of people that have to be evacuated and sheltered Reduces financial loss to individuals and businesses Strengthens economic lifecycle of building Makes flood insurance available in participating communities Floodplain management reduces risk of flood damage Grants help communities recover and reduce risk Purpose of Mitigation funds is to make communities stronger/safer Spend $1 save $4 Communicate disaster resistance from infrastructure to home; Mitigation deals with entire community. (Provide examples) Version 4.0, July

162 5.13 Hazard Mitigation (HM) Cadre Job Titles HM Management Code Job Titles HBD1 HM Branch Director Type I HBD2 HM Branch Director Type II HMGS HM Group Supervisor HMMC HM Management Coordinator TASP HM Training and Administrative Specialist DISP HM Data Integration Specialist HM Community Education and Outreach Code MPGS GPTL GRCL CPCL GREX CPEX GRSP CPSP HM Grants and Planning Job Titles HM Program Group Supervisor HM Grants and Planning Task Force Leader HM Grants Crew Leader HM Community Planner Crew Leader HM Grants Technical Specialist HM Community Planner Technical Specialist HM Grants Specialist HM Community Planner Specialist Code Job Titles MPGS HM Program Group Supervisor COTL HM CEO Task Force Leader COCL HM CEO Crew Leader EOEX HM CEO Technical Specialist CESP HM CEO Specialist HM Floodplain Management & Insurance Code Job Titles MPGS HM Program Group Supervisor FITL HM Floodplain Management and Insurance Task Force Leader FPCL HM Floodplain Management Crew Leader INCL HM Insurance Crew Leader FPEX HM Floodplain Management Technical Specialist INEX HM Insurance Technical Specialist FPSP HM Floodplain Management Specialist HISP HM Insurance Specialist HM Hazards and Performance Analysis Code Job Titles MPGS HM Program Group Supervisor HPTL HM HPA Task Force Leader HACL HM 406 Crew Leader HPCL HM HPA Crew Leader HAEX HM 406 Technical Specialist EAEX HM Engineering and Architect Technical Specialist HPEX HM HPA Technical Specialist HASP HM 406 Specialist EASP HM Engineering and Architect Specialist HPSP HM HPA Specialist 156 Version 4.0, July 2016

163 5.14 Hazard Mitigation Disaster Staffing Analysis Form (Sample) This job aid is available in Microsoft Word on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide IA PA Both IA & PA County/ Tribe NFIP Map Status NFIP Participation Mitigation Plan Status Pre-Event Repetitive Loss Pre-Event Severe Repetitive Loss Population With Flood Insurance Without Flood Insurance TOTALS: NOTE: Refer to the HM Preliminary Damage Assessment (PDA) and Community Capabilities Assessment Tool; available from the Hazard Mitigation Disaster Workforce Website: Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM_Job_Aids Version 4.0, July

164 QUESTION Estimated number of Disaster Recovery Centers: Is there a significant need for education and outreach based on losses sustained (e.g., utility elevation, shutters, defensible space, safe rooms)? Explain. Is it likely the community officials will need technical assistance in substantial damage determinations? FEMA or Technical Assistance Contract (TAC)? Is it likely the community will need technical assistance in the local permit offices? RESPONSE Based on an initial analysis, will enhanced National Flood Insurance Program (NFIP) Insurance Technical Assistance be required? Estimated number of Public Assistance (PA) Crew Leaders? Status of State Mitigation Plan? Were there significant flood losses in areas that were not mapped, or mapped in an area outside of the Special Flood Hazard Areas? Have enhanced building code requirements been adopted in the impacted area? Are there potential needs for data collection? If yes, can this be supported by FEMA staff? Are there currently funds (pre-event) to be allocated for Hazard Mitigation Grant Program projects? If yes, provide amount and deadline for submission to FEMA. Is there a likely potential for TACs to be implemented? Explain. Is there a potential for Headquarters Mitigation Assessment Team deployment? Explain. **NOTE: PLEASE LIST DISASTER OR AREA SPECIFIC (INTERNAL OR EXTERNAL) FACTORS THAT COULD INFLUENCE STAFFING LEVELS ON THE BACK OF THIS FORM. The information above should be considered for all designations, regardless of assistance designated or type of event. Hazard Mitigation staff support FEMA s mission in all declarations, because all response and recovery efforts are subject to NFIP and CFR 322 requirements. Mitigation messaging, tools and technical assistance should always be provided to communities following a designated disaster. IF THERE ARE MORE THAN 10 COMMUNITIES, ADDITIONAL PAGES MAY BE ADDED. 158 Version 4.0, July 2016

165 5.15 Hazard Mitigation Staffing Worksheet (Sample) This job aid is available as a fillable PDF form on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide This worksheet is for the Hazard Mitigation (HM) Branch Director/HM Group Supervisor to facilitate the process of identifying numbers and specialties of staff that may be required for an impending declaration. It may be expanded or contracted as necessary. Disaster # Date: HM MANAGEMENT Position HM Branch Director I HM Branch Director II HM Group Supervisor HM Training and Administrative Specialist HM Data Integration Specialist HM Management Coordinator HM PDA Specialty Name(s) ESTIMATED HM STAFF IN JFO Assumptions: Full range of HM Programs Two sites - Joint Field Office & Area Field Office (JFO & AFO) Additional Staff for Disaster Recovery Center (DRC) support Additional Staff for AFO Travel time may affect productivity Cross-training opportunities for management and specialist staff HM COMMUNITY EDUCATION AND OUTREACH (CEO) Position HM Program Group Supervisor HM CEO Task Force Leader HM CEO Crew Leader HM CEO Technical Specialist HM CEO Specialist Name(s) HM CEO OBJECTIVES Support DRC Public education program Schools, Chambers of Commerce, libraries Produce Best Practices Version 4.0, July

166 Produce publications (disaster-specific) Coordinate with External Affairs for Speakers Bureau requests HM FLOODPLAIN MANAGEMENT (FPM) AND INSURANCE Position HM Program Group Supervisor HM FPM and Insurance Task Force Leader HM FPM Crew Leader HM FPM Technical Specialist HM FPM Specialist HM Insurance Crew Leader HM Insurance Technical Specialist HM Insurance Specialist Name(s) HM FLOODPLAIN MANAGEMENT AND INSURANCE OBJECTIVES Determine substantial damage Determine repetitive loss Support DRC Community assistance visits (CAVs) response to flash flooding Support Insurance industry HM GRANTS AND PLANNING Position HM Program Group Supervisor HM Grants and Planning Task Force Leader HM Grants Crew Leader HM Grants Technical Specialist HM Grants Specialist HM Community Planner Crew Leader HM Community Planner Technical Specialist HM Community Planner Specialist Name(s) HM GRANTS AND PLANNING OBJECTIVES Update Local and/or Tribal Mitigation Plan Fulfill Hazard Mitigation Grant Program (HMGP) prerequisites Conduct Applicant Briefings Assess existing projects 160 Version 4.0, July 2016

167 HM HAZARDS AND PERFORMANCE ANALYSIS (HPA) Position HM Program Group Supervisor HM HPA Task Force Leader HM 406 Crew Leader HM 406 Technical Specialist HM 406 Specialist HM HPA Crew Leader HM Engineering and Architect Technical Specialist HM HPA Technical Specialist HM Engineering and Architect Specialist HM HPA Specialist Name(s) HM HPA OBJECTIVES Assess loss avoidance Support building code Section 406 mitigation support Hazard Analysis (multi-hazard) Mitigation Assessments Teams Coordinate with other functions for: Best Practices & Publications Outreach PHASING HM Branch Director I or II/HM Group Supervisor and HM Training and Administrative Specialist to deploy as soon as possible. HM Management team to deploy early next week, or as space becomes available. HM Specialists to report as objectives solidify. NOTE: Early deployment of HM CEO staff may be required if the state requests DRCs to be open as soon as possible. NOTE: Refer to the HM Preliminary Damage Assessment (PDA) and Community Capabilities Assessment Tool; available from the Hazard Mitigation Disaster Workforce Website via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide Version 4.0, July

168 5.16 Staff Attendance Worksheet (Sample) This job aid is a Microsoft Excel spreadsheet and is available on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide 162 Version 4.0, July 2016

169 5.17 Hazard Mitigation Staff Exit Interview (Sample) This job aid is available as a fillable PDF form on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide This form provides the Hazard Mitigation supervisor/manager with a guide for conducting exit interviews with staff members. It can also be given to staff members prior to their out-briefing. Be sure to provide a copy of all exit interview notes to both the staff member and to your supervisor. Name Address City, State Telephone Region Regional POC HAZARD MITIGATION STAFF EXIT INTERVIEW Disaster Number Location (City, State) Deployment dates FQS Title/Function Interview and/or Release Date List or describe your activities for this disaster: Version 4.0, July

170 Please rank your activities in order of preference, 1 = favorite. What did you learn during this assignment? How would you like to use these lessons in the future? What additional training would you like to receive? What was your favorite experience on this deployment? What was the most challenging experience? Please add any other comments or areas that you would like to cover (include specific concerns, issues, and/or suggestions for change). What 3 items you would correct/improve? 164 Version 4.0, July 2016

171 5.18 Hazard Mitigation Task Log (Sample) This job aid is a Microsoft Excel spreadsheet and is available on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide Version 4.0, July

172 5.19 Hazard Mitigation Speakers Bureau Report (Template) This job aid is available as a fillable PDF form on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide Date: Time: Location: HAZARD MITIGATION SPEAKERS BUREAU REPORT Number of Attendees: Issues: Requests Made: Questions Asked: Follow-up Required: 166 Version 4.0, July 2016

173 5.20 Hazard Mitigation Speakers Requests Log (Template) This job aid is a Microsoft Excel spreadsheet and is available on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide Version 4.0, July

174 5.21 Hazard Mitigation Congressional Inquiry Log (Template) This job aid is available in Microsoft Word on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide HAZARD MITIGATION CONGRESSIONAL INQUIRY LOG Disaster Number: Date Received SAMPLE 01/20/16 From Whom JFO Congressional Peggy Smith Inquiry Narrative Congressman Wright s office inquiring about HMGP funding and eligibility for purchasing generator for Grove Assisted Living Center Name & Title of Individual Responding Mary Harrison, HM Specialist Mitigation Response Activity Referred Congressman to SHMO via to JFO Congressional Date Responded Status 01/21/16 Inquiry closed 168 Version 4.0, July 2016

175 5.22 Hazard Mitigation Transition Plan Outline This job aid is available in Microsoft Word on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide Use this outline to develop a plan to transition Hazard Mitigation functions to the Regional Office at the close of the Joint Field Office (JFO). COMPONENT MAJOR POINTS JFO Program point-of-contact information Mitigation projects to terminate when the JFO closes Mitigation projects to transition to the Regional Office: Timelines and milestones Funding issues Staffing requirements Program closeout strategy Opportunities for the Regional Office to maximize mitigation opportunities through ongoing projects Mitigation data from the disaster and where located Employee development requirements and recordkeeping related to FEMA Qualification System How the operation was assessed and recommendations to improve future operations Version 4.0, July

176 5.23 Hazard Mitigation Transition/Final Report (Template) This job aid is available in Microsoft Word on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide PART I INSTRUCTIONS: 1) Add the disaster name and number under the heading Hazard Mitigation Transition/Final Report directly below this instruction box. 2) Provide a brief summary of the mitigation accomplished in the disaster in the section provided. 3) Delete all instruction boxes prior to printing or submitting the final Hazard Mitigation Transition/Final Report. To delete, click on the red dotted border on this box and hit the [DELETE] key on the keyboard. HAZARD MITIGATION TRANSITION/FINAL REPORT Disaster Name and Number: DR-#### SUMMARY OF MITIGATION ACTIVITIES ACCOMPLISHED IN THE DISASTER AND MAJOR OUTSTANDING ISSUES 170 Version 4.0, July 2016

177 PART 2 INSTRUCTIONS: Add, from the Hazard Mitigation Strategy, the Objectives and Planned Actions for each Hazard Mitigation functional area (HM Management, HM Community Education and Outreach, HM Floodplain Management and Insurance, HM Grants and Planning, and HM Hazards and Performance Analysis). For each HM STRATEGY OBJECTIVE list: Activities Completed Summarize each activity, including as much detail as possible, and the responsible parties and partners involved in accomplishing the activity. There may be more than one activity completed per objective. Activities Still Requiring Action Summarize each activity requiring further action, including recommended responsible parties and timelines, when applicable. Lessons Learned Briefly summarize lessons learned, including recommendations for future operations. Remember to delete this instruction box prior to printing or submitting the report. HM Management FUNCTIONAL GROUP ACCOMPLISHMENTS Management HM STRATEGY OBJECTIVE # Planned Actions (from HM Strategy) Activities Completed Activities Still Requiring Action Lessons Learned Version 4.0, July

178 Management HM STRATEGY OBJECTIVE # Planned Actions (from HM Strategy) Activities Completed Activities Still Requiring Action Lessons Learned Management HM STRATEGY OBJECTIVE # Planned Actions (from HM Strategy) Activities Completed Activities Still Requiring Action Lessons Learned 172 Version 4.0, July 2016

179 HM Community Education and Outreach (CEO) CEO HM STRATEGY OBJECTIVE # Planned Actions (from HM Strategy) Activities Completed Activities Still Requiring Action Lessons Learned CEO HM STRATEGY OBJECTIVE # Planned Actions (from HM Strategy) Activities Completed Activities Still Requiring Action Lessons Learned Version 4.0, July

180 CEO HM STRATEGY OBJECTIVE # Planned Actions (from HM Strategy) Activities Completed Activities Still Requiring Action Lessons Learned HM Floodplain Management and Insurance Floodplain Management and Insurance Planned Actions (from HM Strategy) HM STRATEGY OBJECTIVE # Activities Completed Activities Still Requiring Action Lessons Learned 174 Version 4.0, July 2016

181 Floodplain Management and Insurance HM STRATEGY OBJECTIVE # Planned Actions (from HM Strategy) Activities Completed Activities Still Requiring Action Lessons Learned Floodplain Management and Insurance HM STRATEGY OBJECTIVE # Planned Actions (from HM Strategy) Activities Completed Activities Still Requiring Action Lessons Learned Version 4.0, July

182 HM Grants and Planning Grants and Planning Planned Actions (from HM Strategy) HM STRATEGY OBJECTIVE # Activities Completed Activities Still Requiring Action Lessons Learned Grants and Planning HM STRATEGY OBJECTIVE # Planned Actions (from HM Strategy) Activities Completed Activities Still Requiring Action Lessons Learned 176 Version 4.0, July 2016

183 Grants and Planning HM STRATEGY OBJECTIVE # Planned Actions (from HM Strategy) Activities Completed Activities Still Requiring Action Lessons Learned HM Hazards and Performance Analysis (HPA) HPA HM STRATEGY OBJECTIVE # Planned Actions (from HM Strategy) Activities Completed Activities Still Requiring Action Lessons Learned Version 4.0, July

184 HPA HM STRATEGY OBJECTIVE # Planned Actions (from HM Strategy) Activities Completed Activities Still Requiring Action Lessons Learned HPA HM STRATEGY OBJECTIVE # Planned Actions (from HM Strategy) Activities Completed Activities Still Requiring Action Lessons Learned 178 Version 4.0, July 2016

185 SIGNATURES [Add Name] HM Branch Director/HM Group Supervisor [Add Name] HM Program Group Supervisor/Task Force Leader for Community Education and Outreach [Add Name] HM Program Group Supervisor/Task Force Leader for Floodplain Management and Insurance [Add Name] HM Program Group Supervisor/Task Force Leader for Grants and Planning [Add Name] HM Program Group Supervisor/Task Force Leader for Hazards and Performance Analysis DATE: FINAL INSTRUCTIONS: Proofread your document carefully, ensuring there are no uncompleted sections, formatting problems, or typographical errors. Be sure to delete all instruction boxes. To delete, click inside the red dotted border on this box and hit the [DELETE] key on your keyboard. Provide a copy of the Hazard Mitigation Transition/Final Report for the disaster to the FEMA Regional Mitigation Division Director. Include the incident number, state, incident type, and JFO in the correspondence. Version 4.0, July

186 5.24 Hazard Mitigation: Releasing and Terminating FEMA Reservist and Local Hire Staff Reference Tool CONTENTS 1. Overview 2. Glossary of Terms 3. Guide for Non-Adverse Release of Reservists 4. Guide for Non-Adverse Termination of Local Hire Employees 5. Guide for Adverse Release of Reservists and Local Hire Employees 1. Overview This tool has been created for Hazard Mitigation (HM) disaster operations managers based upon the best practices of HM field operations. As stated throughout this job aid, any personnel related issues should always be conducted in accordance with the policies and procedures of the Finance/Administration (Finance/Admin) Section of the Joint Field Office (JFO), and Headquarters (HQ) Office of the Chief Component Human Capital Officer (OCCHCO) and Equal Employment Opportunity (EEO) Office. The purpose of this guidance is to provide a resource tool for HM managers to apply when determining reduction in both FEMA Reservist and Local Hire staff at a disaster event for both non-adverse and adverse actions. Managing the staffing level is a dynamic and constant responsibility. From the onset of the event, managers should continually evaluate program needs and adjust the staffing levels accordingly. Managers should repeatedly communicate with all staff members (Reservists, Local Hires, permanent full-time and other employees) the temporary nature of the assignment. This message should be conveyed when individuals report to duty, at staff meetings, performance reviews, or any opportunity that becomes available. Managers must be aware of the anxiety levels associated with rightsizing an operation and afford employees an opportunity to express their concerns. This tool provides the various resources to effectively manage this responsibility. For non-adverse action, consideration should be given to the overall JFO staffing guidelines, Mitigation Plan, and workload requirements. Coordination with appropriate JFO Finance/Admin Section staff is vital to successfully reduce staff in a manner that is consistent and equitable. Managers must be cognizant of EEO rules, regulations and processes and ensure proper consideration is afforded to each staff member. For adverse related actions, managers should fully coordinate all phases with the JFO Finance/Admin staff and EEO representative, as necessary. With investigation issues, the utmost discretion is required and managers should not openly discuss issues with individuals not directly related to the situation or case. All matters should be handled with extreme confidentiality and shared on a need-to-know basis only. In the event there is no Finance/Admin Section or EEO staff deployed to the event, any actions should be coordinated through the Operations Section Chief first, then the Chief of Staff or the manager s Regional Office (Administration, Resource, Planning Division, and Mitigation Reservist Program Manager (RPM)). Performance evaluations must be administered to all Reservists prior to demobilization following standard procedure, and filed with the appropriate points of contact. 180 Version 4.0, July 2016

187 2. Glossary of Terms Adverse Action: A personnel action considered unfavorable to the employee, e.g., termination or separation for cause (other than lack of work). Finance/Admin Section: The section within a disaster event that is responsible for coordinating the overall personnel related issues within the JFO and alternate sites; referred to as Finance/Admin within this job aid. Local Hire: A disaster assistance employee hired under the Robert T. Stafford Act, as amended, and serving in a temporary, intermittent appointment, who has been hired locally to serve in that specific disaster event. A Local Hire is not part of a Regional or HQ Cadre. Non-Adverse Action: A personnel action that is not unfavorable in nature (e.g., release due to lack of work). Reassignment Local Hire: Movement of a Local Hire from one position within the Branch to a different position within the Branch. Reassignments MUST be coordinated in advance with the JFO Finance/Admin to ensure the employee s salary is commensurate with the level of work to be performed and that the FEMA Deployment Tracking System (DTS) record is properly updated. If the reassignment is a result of inadequate performance, NO movement should be made prior to contacting the JFO Finance/Admin staff for guidance. Reassignment Reservist: Movement of a Reservist from one position within the Branch to a different position within the Branch. Reassignments MUST be coordinated in advance with the JFO Finance/ Admin staff to ensure the employee s DTS record is properly updated. NO movement should be made prior to contacting the JFO Finance/Admin Section for guidance, if the reassignment is a result of inadequate performance. Before using reassignment to fill a position, it is best practice to first try to fill that position through a standard deployment request. A Reservist should not be moved out of a current title if the move would negatively impact the mission. However, it is possible for a Reservist to be reassigned to an unfilled position when he/she carries the appropriate FQS title and can support an outstanding need. An individual can carry one primary title and up to three subordinate titles in the Deployment Tracking System (DTS). It is important to note that Reservists cannot go beyond 50 weeks in the same metropolitan location, and reassignment of title to a new position in the same metropolitan area does not reset the clock. Release Local Hire: Temporarily placing a Local Hire in non-work status based upon a reduction in operations or workload. Released is indicated in DTS for staffing report purposes only and the employee remains on FEMA rolls pending determination that the skills are no longer needed to support the operation, or the work has been completed (coordinated through Finance/Admin). Release Reservist: Ending a Reservist s disaster assignment for the following, but not limited to: upon completion of work, at the employee s request, for employee to attend training or take rotation, or for cause. This only applies to the actual deployment status and not to the employee s status on the FEMA rolls. Reservist: A disaster workforce employee hired under the Robert T. Stafford Act, as amended, and serving in a temporary, intermittent appointment. Reservists are typically assigned to a Reservist Program area. Resignation: A voluntary action on the part of the employee to terminate employment with the agency. When at all possible, resignation request (SF 52, Request for Personnel Action) needs to be signed and dated, with a reason provided, but the employee is not required to provide a reason. All resignations should be coordinated with the appropriate RPM. Version 4.0, July

188 Termination for Cause: A recommendation made by the JFO to remove an employee from the roles for misconduct, inappropriate behavior, failure to report to duty, security issues, misuse of government property, etc. These recommendations must be coordinated with the JFO FINANCE/ADMIN Section, HQ/Human Resource Development, the Mitigation RPM, and Workforce Development Division (WDD). Termination for Lack of Work: When the duties that a Local Hire employee is performing are no longer needed and there is no other work that can be assigned to the employee, then he/she is terminated from the FEMA rolls. Managers need to advise the Finance/Admin Section when they no longer need an employee. This is a non-adverse type action. 3. Guide for Non-Adverse Release of Reservists PURPOSE Provide guidance and process for releasing Reservists from the disaster operation due to reduction in staff requirements. RESPONSIBLE PARTY/STAFF HM Branch Director/HM Group Supervisor or designee REPORTING REQUIREMENTS Finance/Admin Section reports Staffing reports COORDINATION RPM, if necessary EEO Office JFO Finance/Admin Section RESOURCES/TOOLS EEO Office, if necessary Hazard Mitigation Strategy Incident Action Plan/Incident Strategic Plan JFO Finance/Admin Section PROCEDURE In conjunction with the Mitigation Plan, the decision has been made that the operations are subsiding and that staff size needs to be reduced accordingly. Advise Finance/Admin and EEO Officer as to the potential release of employees. The next steps for the managers are as follows: 1. Identify what functions will be reduced, or no longer necessary. 2. Identify the resources that are performing those functions. 182 Version 4.0, July 2016

189 3. Considerations Are the functions being performed as a collateral duty and are the other functions that the employee is also performing being eliminated? Are there any employees that need to acquire specific experience to fulfill a FEMA Qualification System (FQS) requirement? 4. If collateral and the other duties will continue, identify what other functions the employee can assume to replace functions that are being eliminated, and adjust job title information and notify Finance/Admin. 5. If not collateral, then determine if the employees have other skill sets where they can be reassigned into a different position. 6. Coordinate with Finance/Admin to reassign employees into new titles. 7. If the employee cannot be reassigned, then notify employee that he/she will no longer be needed by a specified date (generally at least one week in advance). 8. Provide Finance/Admin with a listing of the employees and proposed release dates. Possible approach: If multiple employees are performing the function and the plan is to slowly reduce the staff, then release in the order in which they were deployed to the event (e.g., first in first out method), unless an employee requests to be released ahead of this schedule. 9. Ensure employees are provided with out-briefing, evaluation, task book review and are directed to report to Finance/Admin prior to release from the JFO, or alternate site (e.g., Disaster Recovery Center, Area Field Office, staging area). 4. Guide for Non-Adverse Termination of Local Hire Employees PURPOSE Provide guidance and process for terminating Local Hire employees from the disaster operation due to reduction in staff requirements. RESPONSIBLE PARTY/STAFF HM Branch Director/HM Group Supervisor or designee REPORTING REQUIREMENTS Finance/Admin Section reports Staffing reports COORDINATION EEO Office JFO Finance/Admin Section RESOURCES/TOOLS EEO Office, if necessary JFO Finance/Admin Version 4.0, July

190 PROCEDURE A. Termination Lack of Work 1. Based upon the Mitigation Plan and level of activity, a decision is made that the work performed by the employee will no longer exist. 2. There is no other work in HM that the employee may be assigned. 3. Contact JFO Finance/Admin to advise that there is no longer a need for the employee s services and request that the employee be reassigned to another branch if work is available. 4. If Finance/Admin determines a reassignment is possible, meet with employee to discuss that the services are no longer needed and direct them to Finance/Admin for placement. 5. Collect any HM property from employee. 6. If the Finance/Admin Unit determines a reassignment is not possible, meet with employee to discuss that the services are no longer needed and direct them to Finance/Admin for proper check-out. 7. Submit request Termination Lack of Work action to Finance/Admin. B. Termination Resignation 1. Employee advises supervisor that he/she needs to resign. 2. Provide employee with SF 52, Request for Personnel Action, and make sure they complete Part E and sign/date. 3. Immediately notify Finance/Admin and the Mitigation RPM of the resignation. 4. Direct employee to Finance/Admin for proper check-out. 5. Forward SF 52 to Finance/Admin and the Mitigation RPM. 5. Guide for Adverse Release of Reservists and Local Hire Employees PURPOSE Provide guidance and procedures for releasing Reservists or Local Hire employees from the JFO operation due to adverse circumstances. RESPONSIBLE PARTY/STAFF HM Branch Director/HM Group Supervisor or designee REPORTING REQUIREMENTS Finance/Admin Section and/or EEO reports Staffing reports COORDINATION Mitigation RPM (for Reservists only) HQ OCCHCO when action is for cause WDD JFO Finance/Admin Section 184 Version 4.0, July 2016

191 RESOURCES/TOOLS EEO Office Ethics Guidance (including Standards of Conduct) HQ OCCHCO Employee Labor Relations JFO Finance/Admin PROCEDURE 1. A situation has occurred, or been brought to the attention of the employee s immediate supervisor or HM Branch Director/HM Group Supervisor, regarding an issue or concern with a Reservist or Local Hire employee. 2. The supervisor, in coordination with the HM Branch Director/HM Group Supervisor, should immediately contact the Finance/Admin Section for guidance. 3. Upon receiving guidance, the supervisor should follow the recommended course of action and ensure that Finance/Admin and EEO representatives are fully aware of action. 4. In the event there is no Finance/Admin or EEO staff deployed to the event, any actions should be coordinated through the Chief of Staff, or the supervisor s Regional Office. The HM supervisor should ensure that the OCCHCO (at HQ) is contacted for guidance. Version 4.0, July

192 5.25 Obtaining Hazard Mitigation Technical Assistance This job aid provides information on obtaining Hazard Mitigation technical assistance from: Contractors Other Agencies Hazard Mitigation Technical Assistance Program (HMTAP) Production and Technical Services (PTS) contract for Building Sciences (for engineering/architectural technical services) Technical Assistance Contract (TAC), ACTION ITEM TIMING OF DECISION CONSIDERATIONS OPTIONS Determine immediacy of technical assistance required During real or virtual Regional Response Coordination Center operations Collection of perishable data (such as high water marks) Other assessments, e.g., Mitigation Assessment Team; collection of non-perishable data Rapid Response Task Order Other stand-by agreements Based on size and type of disaster, determine expertise required Before and after Joint Field Office (JFO) opening Skill set required Previously set arrangements for services: Other Federal agencies HMTAP Interagency Agreement Mission Assignment PTS contract for Building Sciences TAC Atypical circumstances such as large event or one requiring scarce skill set Before and after JFO opening Adequacy of resources available through pre-set mechanisms Use of alternative mechanisms such as General Services Administration and U.S. Army Corps of Engineers 186 Version 4.0, July 2016

193 5.26 Advisory Base Flood Elevations: Training for Disaster Recovery Centers (Sample) This job aid is a PowerPoint presentation and is available on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide Sample Presentation Topics General background - why Base Flood Elevations (BFEs) are important Advisory Base Flood Elevations (ABFE) overview Advisory maps When and where - areas where maps will be available DRC messaging Biggert-Waters 2012 FEMA Flood Insurance Program changes Overview DRC messaging Materials available to the DRC Version 4.0, July

194 5.27 Advisory Base Flood Elevations: Pre-Release Briefing (Sample) This job aid is a PowerPoint presentation and is available on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide Sample Presentation Topics General background - why Base Flood Elevations (BFEs) are important Advisory Base Flood Elevation (ABFE) need and objective Why BFEs are important ABFE overview What is an ABFE? When and where: Areas where maps will be available Examples of changes: ABFE vs. older mapping What it means for communities How community officials and the public can access information Community outreach and support Available resources Map demonstration Questions and answers 188 Version 4.0, July 2016

195 5.28 Understanding Advisory Base Flood Elevations (Sample) This job aid is a PowerPoint presentation and is available on the Hazard Mitigation Disaster Workforce Website (HMDWW): Via the FEMA Intranet: HMDWW location: HM Docs, Links & Tasks > HM Functional Areas > HM Branch Management & Administration > BrM - HM Field Operations Guide Sample Presentation Topics Advisory Base Flood Elevation (ABFE) overview Why is information needed now? What is the updated information FEMA is providing? What are ABFEs? What advisory information can I access? What will you see on ABFE maps? Local ABFE map example How will I benefit from using ABFEs? Implications of ABFEs Mitigation results in real insurance cost savings How ABFEs affect insurance, floodplain management, and recovery and mitigation grants Mitigation resources Community resilience Questions and answers Version 4.0, July

196 5.29 Advisory Base Flood Elevation Outreach and Transition Plan (Sample) Advisory Base Flood Elevation Outreach and Transition Plan {Add Location} Joint Field Office Date: FEMA- -DR- Table of Contents {Add Table of Contents upon completion of Plan} SITUATIONAL AWARENESS AND BACKGROUND Hurricane {add name} made landfall on {add month, day, year} as a category {add number} storm. {Provide event specific details here.} Given the age of the current effective mapping and the advancement of technology and coastal engineering, FEMA will prepare and provide best available data in the form of Advisory Base Flood Elevation (ABFEs) maps to aid local community officials in their permitting of reconstruction and recovery efforts. As this information will create an additional data point for local officials to consider in their community recovery effort, and requires that local elected officials and staff within the building, permitting, and other departments interact with a variety of data, there is a need for consistent and clear messaging to local officials and individuals within the recovery areas. On {add date}, Advisory Base Flood Elevation (Advisory BFEs or ABFE) were released, as part of {add location specific information}. Objectives The objectives of this outreach and transition plan include: 1. Educate local officials on the policies, procedures, and ordinance adoption requirements to promote mutual understanding of community s flood risk and foster a partnership throughout the recovery process. 2. Identify and work with FEMA s other federal, state, and local partners to promote a positive relationship for local communities in a post-disaster environment. 3. Work with local officials to discuss flooding risks with their local constituents. Local resources should be utilized and materials prepared for the constituents and should prepare for a diverse audience. 4. Engage the public at large and community residents through timely press releases in an effort to inform and better engage at the local level. Additionally, FEMA will work with local media outlets to engage homeowners and promote the local floodplain administrator as a resource for questions related to the adoption and use of ABFE data in rebuilding efforts. 5. Empower local communities to rebuild safer and smarter. The opportunities provided by the release of the ABFE information in a timely manner will allow the {add state name} JFO to field test local community engagement strategies and act more proactively with communities to promote mitigation actions in the recovery process. 190 Version 4.0, July 2016

197 Outreach Guiding Principles To achieve the objectives above, FEMA will leverage the following strategies to distribute and communicate ABFE information: Examination of debris fields to indicate Enhanced Fujita Scale (EF) intensity for specific locations ABFE data is most effectively discussed as a data point and advice for rebuilding. Externally, the message will be carried through multiple channels in concert with a mitigation message to build stronger and safer. Establishing internal communications and ABFE data dissemination to the JFO and Regional staff is critical to create a stereo effect and reinforce the use of ABFE data in rebuilding and reconstruction areas. Community residents expect to hear about natural hazards within their community from their local officials, ABFE Task Force is targeting local officials to deliver the message. FEMA will focus efforts on working with local officials to get the word out to local community residents. FEMA will be available to support the community use and adoption of the ABFE information in their recovery efforts. Public Outreach efforts will take the form of Recovery Open Houses. {revise as necessary} Additional Pertinent Facts The following pertinent facts should be considered during ABFE implementation and community engagement efforts: Advisory BFE data and mapping will indicate areas that may be included in a Special Flood Hazard Area (SFHA) during the next Flood Insurance Rate Map (FIRM) update in these areas. {Insert location along with other important mapping information} ABFE information produced will not be used to identify flood insurance requirements of properties. Flood insurance and mandatory purchase requirements will remain to be enforced against the current FIRMs. The ABFE maps may be adopted by local communities and assist in their recovery and rebuilding efforts. If adopted by community officials, the ABFEs and associated SFHAs (where higher or more stringent than the current effective FIRM) will be used to determine construction elevation requirements for rebuilding throughout the community. In areas where the current effective FIRM reflects higher BFEs or more stringent SFHAs than the Advisory BFEs, the current effective FIRM shall be used to inform recovery and rebuilding efforts. Additionally, the mapping will advise local permitting officials if additional structural requirements may be warranted in reconstruction efforts The National Flood Insurance Program Reform Act of 2012 (Biggert Waters 2012) once implemented will modify government subsidies for flood insurance premiums and increase rates. This information is a necessary point of conversation, however, should be used in concert with the ABFE data and empower local community officials to communicate both flood risk and the significance of the NFIP Reform Act within their community. FEMA is leveraging the ongoing coastal study efforts to provide more up to date and precise flood risk information for recovery efforts within the affected areas of {insert locations}. Providing this advisory information to communities during recovery efforts will allow local community officials to advocate more restrictive building practices and allow communities to reduce their risk to a similar storm event in the future. Version 4.0, July

198 Disaster Declaration State of {Add Name} The following counties have been declared for FEMA-{add number}-dr-{add state} as of {add date}. {INSERT EVENT-SPECIFIC MAP} Project Milestones and Schedule There are several key milestones that shape the strategy and approach outlined in this plan. {Insert event specific timeline and milestones} {Insert event specific timeline and milestones} PRELIMINARY INTERNAL STAKEHOLDER MANAGEMENT The advisory flood information adds not only an additional data point for the local community officials, it also creates the need for an internal communications strategy. A number of staff within the JFO will be impacted by the release of this information. It is important to note that this ABFE data release intends to provide another data point to state and local officials for floodplain management and recovery efforts. The following internal stakeholders are in need of understanding what the ABFEs are and how their daily processes may be enhanced or modified by this effort. First and foremost, all program and disaster staff should remember that the creation of the ABFE data is in alignment with FEMA s mission statement and should not detract from any on-going efforts. The ABFE data provides information to the Agency s ongoing efforts in the following ways. {Add State Acronym}-JFO Federal Coordinating Officer (FCO) The ABFE Task Force will provide elevation data for distribution to local community officials and release will be released on a website for public consumption. FCO may receive questions related to the science and engineering approach, the selection of areas for mapping, the sequence of release of data, etc. The ABFE Task Force will need to provide timely information to the JFO leadership to assure that the scheduled and release of date to the public is understood. Contact: {Name}, FCO {Add State Acronym}-JFO External Affairs The ABFE Task Force will provide elevation data for distribution to local community officials and release will be released on a website for public consumption. Congressional Affairs staff within may receive questions related to the science and engineering approach, the selection of areas for mapping, the sequence of release of data, etc. Intergovernmental Affairs may receive inquiries from local and state officials. Team members also assist in the coordination with local community officials. The ABFE Task Force will need to coordinate with the External Affairs team to prepare Press Releases and provide media briefings throughout the data release. The ABFE Task Force will need to coordinate with External Affairs to approve outreach materials. FEMA CORPS may be used to provide outreach support at JFO meetings using ipads. 192 Version 4.0, July 2016

199 Congressional Affairs Contact: {insert contact name} Intergovernmental Affairs Contact: {insert contact name} Community Relations: {insert contact name} Mitigation Liaison to External Affairs: {insert contact name} Additional Resources: {insert contact name} Media Resource: {insert contact name} Speakers Bureau: {insert contact name} Press Secretary: {insert contact name} FEMA CORPS Staff Coordinators: {insert contact name} {Add State Acronym}-JFO Federal Disaster Recovery Framework The National Disaster Recovery Framework (NDRF) promotes the establishment of post disaster organizations to more effectively manage and coordinate recovery operations, the Federal Disaster Recovery Coordinator (Deputy FCO) works in advance of the Long Term Recovery team to establish the understanding across all levels of government for the recovery area efforts. Through six Recovery Support Functions (RSFs) federal agencies provide assistance to communities in recovery. The National Disaster Recovery Coordinator convenes a Mitigation Task Force Meeting Regularly. Mitigation Task Force Meeting is an opportunity to inform Federal partners of progress, data availability and request additional resources for public and industry outreach. Coordinate with the RSFs to assist the integrated Federal Family approach for Long Term Recovery in a post-disaster environment. Housing, Community Capability and Capacity Building and Infrastructure Recovery Support Functions may provide additional services and resources to support the use of ABFE information in a community s long term recovery. Coordinate needs and inform the RSFs and Federal Partners of the availability of data. Mitigation Group Liaison: {insert contact name} National Disaster Recovery Coordinator (FEMA): {insert contact name} Long Term Recovery POC (FEMA for state): {insert contact name} State Disaster Recovery Coordinator: {insert contact name} Additional Region {insert Region #} Resources: {insert contact name} {Add State Acronym}-JFO Hazard Mitigation (HM) Branch Leadership HM Branch Director: {insert contact name} HM Branch Deputy Director: {insert contact name} HM Program Group Supervisor: o Floodplain Management and Insurance: {insert contact name} o HM Grants and Planning: {insert contact name} o Hazards and Performance Analysis (HPA): {insert contact name} o Community Education and Outreach (CEO): {insert contact name} {Add State Acronym}-JFO HM Floodplain Management and Insurance Group The Floodplain Management and Insurance Group houses professionals to provide communities information on Floodplain Management, Insurance, and Damage Determination. Additionally, the staff within the HPA Group review previous mitigation projects for their performance during following storms. Version 4.0, July

200 Information is required for use in the submittal of projects requesting federal funding assistance from FEMA. Floodplain Management staff interact with community officials to review compliance with current floodplain management regulations and provide guidance and technical assistance. Public town hall meetings (Speakers Bureau) allow a venue to let residents and business owners know about the availability and use of ABFE information. Insurance Specialists interact with local agents, lenders and community officials to provide assistance to recovery areas. HM Program Group Supervisor for Floodplain Management and Insurance: {insert contact name} {Add State Acronym}-JFO HM Community Education and Outreach (CEO) The HM CEO Group staffs Disaster Recovery Centers (DRCs) interacting with individuals and homeowners. The DRCs and the HM CEO Specialists provide a unique opportunity to reach the homeowners who are the targeted consumer of the ABFE data. ABFE will need to provide training and publication resources to HM CEO staff. HM CEO staff can become a surge for ABFE Outreach, especially Open Houses. HM Program Group Supervisor for HM CEO: {insert contact name} HM CEO Crew Leader for DRC Coordination: {insert contact name} Publication Manager: {insert contact name} HM CEO Task Force Leader: {insert contact name} Speakers Bureau Liaisons: {insert contact name} FEMA Region (insert Region #) Mitigation Division Regional On-Boarding of the ABFE mapping and adoption - Regional Floodplain Management and Insurance Branch staff will be critical for ordinance review Regional On-Boarding of ABFE information and its effects on Hazard Mitigation Assistance Branch review of post-disaster grant applications Regional On-Boarding of the ABFE data for Risk Analysis Branch staff to support longer term grant application and elevation determination Mitigation Division Director: {insert contact name} Risk Analysis Branch Chief: {insert contact name} Floodplain Management Branch Chief: {insert contact name} Cooperating Technical Partner (CTP) Floodplain Management and Insurance Specialist: {insert contact name} CTP Outreach Project Manager: {insert contact name} CTP Study Manager: {insert contact name} 194 Version 4.0, July 2016

201 {Add State Acronym}-JFO Public Assistance (PA) and Environmental & Historic Preservation (EHP) Best Available Data Memo for Hurricane Sandy indicates that the ABFE information should be used for federal assistance funding. Public Assistance staff will utilize the ABFE data in the review of PA funding requests. The Area of Moderate Wave Action (LiMWA to Coastline) on the resultant ABFE mapping areas will require coastal construction techniques. Critical Facilities construction is severely limited in Advisory V Zone areas. EHP Lead: {insert contact name} Public Assistance Liaison to EHP: {insert contact name} ABFE TASK FORCE ORGANIZATION Figure 1. {Insert State Acronym}-JFO Mitigation Team Organization Diagram ABFE OUTREACH APPROACH Congressional and Media Engagement In order to achieve success, members of Congress and their staff members, as well as the media must be aware and understand the study process. Not only will their understanding enable them communicate effectively about the study details and process, it allows for greater internal collaboration and coordination. Working with External Affairs to inform both legislators and the media will improve credibility and opens the door to understanding risk in a more holistic, comprehensive manner. External Affairs develops scalable, accurate information products with input from the ABFE Task Force. The ABFE Task Force will work with External Affairs to prepare and responds to Congressional and Media requests. Open Houses Support will be required for Open Houses. Staff will need to man tables and support breakout sessions. Necessary publications should be distributed. Version 4.0, July