1. Hazard Mitigation Planning: 4/5/12

2. Who We Are TEMA Mitigation Planning Josh Wickham (Middle & East TN) Planner Michael Caudill (West TN) Area Coordinator – Craig Hanrahan Planning Supervisor TEMA Mitigation Grants Judy Huff State Hazard Mitigation Officer – Mary Lynn Gillingham, Donna Holden, & Billy Harper Grant Managers

3. Presentation Agenda Hazard Mitigation Planning TEMA’s 3 Phase Approach: TMI How Utilities Can Get Involved

4. Pillars of Emergency Management

5. Define Hazard Mitigation – any sustained action taken to reduce or eliminate the long term risk to human life and property from hazards Preparedness / Response short-term fix prepares humans to respond Mitigation long-term fix can reduce property damage project/program does much of the response work itself

6. Flooding: Lincoln County, TN

7. Tornado: Lake County, TN

8. Earthquake: Shelby County, TN

9. Flooding: Bradley County, TN

10. Define Hazard Mitigation Plan – a single or multi-jurisdictional planning document that profiles specific hazard risks & vulnerabilities and then addresses & prioritizes potential mitigation projects that can reduce those specific vulnerabilities.

11. How Did Mitigation Plans Come About? Prior to 2000: Reactive After 2000: Proactive – Planning/Plans = Proactive Disaster Mitigation Act of 2000 this law is what requires state and local governments to prepare FEMA- approved HZMIT plans for eligibility to participate in hazard mitigation grant programs

12. Mitigation Grant Program Hazard Mitigation Grant Program (HMGP) Pre-Disaster Mitigation Program (PDM) Flood Mitigation Assistance Program (FMA) Repetitive Flood Claims Program (RFC) Severe Repetitive Loss Program (SRL)

13. Pass all approximately 40 Requirements = FEMA Approved

14. Local Gov.- 5 year planning cycle State Gov.- 3 year planning cycle

15. HZMIT Plan Components 1. Planning Process 2. Risk Assessment 3. Mitigation Strategy 4. Plan Maintenance

16. 1. Planning Process – How the plan was prepared – What steps were taken to develop the plan – What existing data sources were reviewed – Who was involved in the planning process

17. Committee List -who was involved Planning Process Steps -when meetings occurred -what tasks were completed by whom & when -how the planning process was conducted Public Involvement -how public was informed

18. Review of Sources -data sources -existing local codes/plans

19. Updates to Previous Plan -how each section was updated -why each section was updated or not

20. 2. Risk Assessment Hazards – Profiling what hazards affect which areas – Describing previous hazard occurrences – Addressing the strength and probability of the hazards – Describing possible impacts the hazards could cause on the community’s businesses, environments, structures, critical facilities, and persons Vulnerabilities – Determining the community’s most vulnerable structures, populations, and infrastructure to hazard impacts Hazard Characteristic Describing Possible Impacts Determining Most Vulnerable Areas

21. Gen. Description of Hazard -how hazard comes about, etc.

22. Extents & Hazard Scales -Intensity Scales -Worst Case Scenarios Probability Previous Occurrences -Locations, Dates, Extents Deaths/Injuries, Property Damages

23. Maps Hazard Event Descriptions -Past Impacts & Damages

24. Risk Assessments

25. Areas of Prime Concern

26. Statistical Assessments

27. 3. Mitigation Strategy – Determining goals/projects to reduce the most vulnerable areas identified – Describing funding sources, timeframes, and project management details – Placing a focus on cost- effectiveness of the mitigation projects – Prioritization of the projects

28. Goals

29. Project Prioritization -Methodology to prioritize projects by factors such as current resources, cost-effectiveness, community support, etc.

30. Project Listing -Name of Project -Project Details: Responsible Agency, Possible Funding Sources, Timeframe -Project Priority Ranking

31. Updates to Previous Plan -Status of Projects: completed, deleted, deferred and how/why

32. 4. Plan Maintenance – How to keep the plan a living breathing document to be continually updated and implemented

33. How will the plan be: -Monitored -Evaluated -Updated

34. Presentation Agenda Hazard Mitigation Planning TEMA’s 3 Phase Approach: TMI How Utilities Can Get Involved

35. TEMA’s 3 Phase Approach An outreach initiative developed after the May 2010 Floods to promote, strengthen, and support statewide mitigation actions. Tennessee Mitigation Initiative

36. TMI Phase 1: All Counties to have an FEMA-Approved HZMIT Plan status: in progress

37. HZMIT Plan Status: August 2010

38. Phase 1 Focus: – Assist Presidentially-Declared Disaster Counties Develop New Hazard Mitigation Plans First Since all of West TN had plans, our strategy was to begin in Middle TN and work our way through East TN Challenges: – A large amount of County EMA Directors are part-time, voluntary, or were fully immersed in the May 2010 flood recovery, that they therefore had little time to write a plan from scratch – A large amount of EMA Directors had knowledge of disaster preparedness, response, & recovery, but not mitigation – Mitigation plans require meeting lots of technical regulations that many local governments don’t have the training or resources needed to complete – Even with grants available, some counties couldn’t hire planning consultants because of the financial strain of the grant’s required local match

39. Phase 1 VS. Created the “HZMIT Tool Program”: a program designed to provide a no-cost, no-headache approach to assisting local governments in developing hazard mitigation plans

40. Step 1 of 3: Databases/Studies

41. Step 2 of 3: Discussions/Fill in the Blanks

42. Step 3 of 3: Simple Check List Hold additional meetings where at least one is advertised in the newspaper to give the public a chance to participate – TEMA will not be present at these meetings Choose Mitigation Projects; Prioritize Projects

43. HZMIT Tool Shell

44. HZMIT Plan Status: August 2010

45. HZMIT Plan Status: April 2012 42 Plans approved for longer than two years (compared to 8 in 2010) 6 Plans in FEMA Review 26 Plans between 60-90% complete Approximately 75 Community Assistance Workshops in Mid. & East TN along with additional assistance West TN

46. Phase 1 Additional Goals 1.1- Assist Local Governments in Enhancing Risk Assessment Data for previously Presidentially-Declared Disaster Hazards in TN – Flooding, Severe Storms, Hail, Straight-line Winds, Tornados, Winter Storms, Freezes

47. Simplified Floodplain Maps #23

48. HAZUS Flood Runs

49. Phase 1 Additional Goals 1.2- Inform Local Governments about Mitigation Grants during the Planning Process – creates more useful plans & planning upfront

50. Phase 1 Additional Goals 1.3- Promote the bringing together of two different professions into the local mitigation planning process – community development professionals built-environment: highways, utilities, public works, code enforcement, community planning, etc. – emergency management professionals emergency services: fire, police, EMS, etc. TEMA asks County EMA Directors to get community development professionals involved; County EMA sets up the meetings and invites

51. TMI Phase 2: Revamp the State of TN HZMIT Plan status: initial stage

52. Phase 2 Focus: Updating the State’s Risk Assessment and Strategies – placing an emphasis on flood & earthquake studies TEMA has secured a planning grant to get contracted assistance in revamping the plan TEMA will be working the Office of Information Resources to complete a GIS-based risk assessment of state government facilities TEMA will work with other professionals, agencies, & academia to incorporate information from reports, interviews, & studies into the plan – includes “Seismic Risk Assessment for West TN Public Water Systems” Report

53. Phase 2 Additional Goal 2.1- Develop a new additional “HZMIT Tool Program” that focuses on plan updates – Four Counties in Middle TN have used it successfully thus far – Focuses on providing additional detailed risk assessment information and reorganizing mitigation projects – Provide the new tool as another assistance option to East and West TN Counties

54. TMI Phase 3: Enhance Mitigation Planning Resources status: brainstorming stage

55. Phase 3 Assist Local Governments in Enhancing Risk Assessment Data for Non-Presidentially Declared Disaster Hazards in TN – Earthquakes, Landslides, Wildfires, etc. Creation of How-to Guides and Pilot Programs – Potential Examples Using GIS Spatial Analysis in Risk Assessments Special Mitigation Actions for Historically Significant Buildings Using Zoning, Codes, or Incentives toward Mitigation Goals Etc. Suggestions/Ideas???

56. Presentation Agenda Hazard Mitigation Planning TEMA’s 3 Phase Approach: TMI How Utilities Can Get Involved

57. Why Utilities Should Be Involved Utility systems represent a “Critical Facility / Function”; therefore they need to remain as functional as possible during times of emergency – Mitigation can assist with these efforts Utility personnel have knowledge of structures and potential vulnerabilities that Emergency Managers don’t have – This information should be incorporated into mitigation planning and other EMA efforts

58. Why Utilities Should Be Involved To be eligible to receive FEMA Mitigation Grants, Utilities Districts will need to be involved in the Local Government Mitigation Planning Processes and have potential projects, (especially if they would require FEMA mitigation grants), listed in the local plan Involved: be documented in a meeting sign-in sheet & contribute to the basic risk assessment (write up could be as little as ½ a page) Project(s) listed in the Local Plan: When applying for FEMA Mitigation Grants, the first two things FEMA looks for are: – Does the community have an Approved Hazard Mitigation Plan? – What page number is the project seeking grant funding listed on in the plan? (Note: FEMA requires minimal project details in the plan, the majority of project details are to be found in the grant application.

59. How to Get Involved 1.Contact your County’s EMA Director – TEMA provides assistance, but local governments are the coordinators – EMA Directors make up approximately 95% of mitigation plan coordinators, but a few cities/counties have water services, community planning, and other departments as their coordinators – Google search “____ County TN Emergency Management” to find EMA Director’s Contact Information

60. How to Get Involved 2.Tell County EMA Director that your Utility District would like to become a member of the Mitigation Plan Committee and attend future planning meetings – Note: Many communities have just recently completed their new plans or updates, therefore many committee meetings may not be held for a while – If updates to the plan won’t take place for a while, plan “revisions” can be submitted to FEMA

61. Presentation Agenda Hazard Mitigation Planning TEMA’s 3 Phase Approach: TMI How Utilities Can Get Involved

62. Thank You! Any Questions???