Session No. 42

Course Title: Coastal Hazards Management

# Session Title: Hazard Mitigation Planning VI

# Author: Anna K. Schwab, University of North Carolina at Chapel Hill

**Time: 50 minutes**

**Objectives:**

**Objective 42.1** Group 4 Presentation: "Formulate Mitigation
Policies," followed by class critique.

**Objective 42.2** Become familiar with the seventh step in the
mitigation planning process: "Establish Procedures for Monitoring,
Evaluating, and Reporting Progress."

**Objective 42.3** Become familiar with the eighth step in the
mitigation planning process: "Establish Procedures for Revisions and
Updates of the Plan."

**Objective 42.4** Become familiar with the ninth step in the mitigation
planning process: "Adoption."

**Scope:**

Session 42 will begin with a student presentation on the sixth step in
the planning process: "Formulate Mitigation Policies," followed by a
brief class discussion and critique.

The remaining class time will be devoted to a lecture on the seventh,
eighth and ninth steps in the planning process, "Establish Procedures
for Monitoring, Evaluating, and Reporting Progress," "Establish
Procedures for Revisions and Updates of the Plan," and "Adoption,"
respectively. This lecture material is based in large part on the
assigned reading: *Keeping Natural Hazards From Becoming Disasters: A
Mitigation Planning Guidebook for Local Governments*.

**Readings:**

*Student and Instructor Readings:*

NC Division of Emergency Management, Hazard Mitigation Section, Risk
Assessment and Planning Branch. May, 2003. *Keeping Natural Hazards From
Becoming Disasters: A Mitigation Planning Guidebook for Local
Governments*, pp. 84-87.

> (Available in pdf format from NC Division of Emergency Management:
> <http://www.dem.dcc.state.nc.us/mitigation/planning_publications.htm>)

FEMA. August 2003. *Bringing the Plan to Life: Implementing the Hazard
Mitigation Plan.* Washington, D.C.: FEMA 386-4, pp. 1-1 through 1-5,
"adopt the mitigation plan;" pp. 2-11 through 2-17, "monitor and
document implementation of your projects and actions;" pp.3-1 through
3-17, "evaluate your planning results;" pp. 4-1 through 4-11, "revise
the plan;" Afterword: "You have a mitigation plan. Now What?"

**General Requirements:**

The first 25 minutes of the session will consist of the student
presentation by Group 4 on the sixth step in the planning process:
"Formulate Mitigation Policies." The Instructor will then lead a class
discussion and critique of the presentation for the next 5-10 minutes.

The remaining class time should be presented as lecture supported by
PowerPoint slides.

PowerPoint Slides:

**PowerPoint 42.1** Tasks in Step Seven

# PowerPoint 42.2 Worksheet #5: Geographic Planning Area Policies

# PowerPoint 42.3 Worksheet#5A: Community Mitigation Action Plan

**PowerPoint 42.4** Benchmarks of Progress

**PowerPoint 42.5** Tasks in Step Eight

**PowerPoint 42.6** Tasks in Step Nine

**Objective 40.1** Group 4 Presentation: "Formulate Mitigation
Policies," followed by class critique.

**Requirements:**

The instructor should make sure that the students have access to all
equipment and materials needed for their presentation, such as
PowerPoint projector, overhead projector, white board, etc. The
instructor may wish to designate a time-keeper to make sure the
presentation is made within the amount of allotted time (25 minutes,
with about 5-10 minutes of critique by other students.

**Remarks:**

**Suggested questions** to pose regarding the presentation of Step Six
in the planning process:

1.  Did the Group prioritize the Geographic Planning Areas of the
    selected coastal community according to conclusions made during Task
    2.7? Were the Geographic Planning Areas prioritized according to the
    number of people at risk, the amount of property, and the magnitude
    and probability of potential natural hazards?

2.  Are the Geographic Planning Areas listed in order of urgency? Is
    there an explanation of how the priorities were established?

3.  Did the Group select mitigation strategies for each Geographic
    Planning Area? How many different strategies were chosen?

4.  Did the Group develop selection criteria to filter possible
    mitigation policies? Must all policies be cost effective,
    environmentally sound, and technically feasible?

5.  Did the Group formulate specific policies for each Geographic
    Planning Area?

6.  Has Worksheet #5 been filled out and adequately explained?

7.  Has the Group produced maps to illustrate the policies for each
    Geographic Planning Area?

8.  Has Worksheet #5A been filled out and adequately explained?

9.  Has the Group produced a community map that summarizes all of the
    policies for all of the Geographic Planning Areas?

10. Has each member of the Group provided a narrative description of the
    policies, the Worksheets, the maps, the selection criteria and the
    process by which policies were formulated?

**Objective 42.2** Become familiar with the seventh step in the
mitigation planning process: "Establish Procedures for Monitoring,
Evaluating, and Reporting Progress."

**Requirements:**

The content should be presented as lecture, supported by PowerPoint
slides.

The following slides will be used during this objective:

**PowerPoint 42.1** Tasks in Step Seven

# PowerPoint 42.2 Worksheet #5: Geographic Planning Area Policies

# PowerPoint 42.3 Worksheet#5A: Community Mitigation Action Plan

**PowerPoint 42.4** Benchmarks of Progress

**Remarks:**

-   **Conditions** in coastal communities **change over time**;
    mitigation policies must be adaptable to reflect these changes.

    -   A written mitigation plan should include a section that
        indicates how the plan will be monitored and evaluated to see if
        it is time for a change. The plan should also designate a
        particular person or office to carry out the monitoring and
        evaluating procedures.

> **\[PowerPoint 42.1 Tasks in Step Seven\]**

-   Tasks involved in Step Seven include:

> **Task 7.1:** Establish procedures for monitoring implementation
>
> **Task 7.2:** Establish procedures for evaluating the plan.
>
> **Task 7.2(a):** Establish indicators or benchmarks
>
> **Task 7.2(b):** Establish procedures and assign responsibility for
> updating the vulnerability assessments
>
> **Task 7.2(c):** Establish procedures and assign responsibility for
> updating the capability assessment
>
> **Task 7.3:** Establish procedures for continued public involvement
>
> **Task 7.4:** Establish procedures for preparing a periodic evaluation
> report

## Task 7.1: Establish procedures for monitoring implementation

-   Set a **regular schedule** for monitoring implementation of the
    plan:

    -   Quarterly

    -   Semi-annually

    -   Annually

        -   Check the implementation progress against the **time frame**
            set in Worksheet #5; i.e., are the policies being
            **implemented on time?**

        -   Note any **explanations** for implementation of policies
            that are not on schedule.

## Task 7.2: Establish procedures for evaluating the plan

-   Set a method whereby the community can evaluate **how effective the
    plan is.**

    -   Are policies producing the expected result?

    -   Has the community's overall vulnerability level changed?

-   Tasks 7.2(a), (b), and (c) help the community perform an evaluation

## Task 7.2(a): Establish indicators or benchmarks

Progress can be measured more "objectively" against pre-set indicators
or benchmarks

Indicators should be linked to specific policies.

Place indicators in the sixth column of Worksheets #5 and #5A

# \[PowerPoint 42.2 Worksheet #5: Geographic Planning Area Policies\]

# \[PowerPoint 42.3 Worksheet#5A: Community Mitigation Action Plan\]

-   Indicators and benchmarks can be **quantifiable** measures, **or
    more subjective**.

> **\[PowerPoint 42.4 Benchmarks of Progress\]**

-   **Example benchmarks** for an indication of progress in a mitigation
    plan include:

    -   Track the number of development permits issued annually in a
        Geographic Planning Area. Why are permits denied?

    -   Track where new infrastructure is located

    -   Track yearly number of new culverts/bridges

    -   Track number of acres of wetlands lost annually

    -   Track the number of new housing units in hazard areas

    -   Track the number and location of new mobile home units

    -   Monitor evacuation route capacity in relation to population
        growth

    -   Track number of businesses that purchase flood insurance

    -   Track percentage of vacant land/uninhabited structures in hazard
        areas

    -   Calculate number of repetitive flood damage properties
        sold/acquired/relocated

        -   **Be specific** about how the community will monitor the
            benchmarks: how, when, by whom.

Task 7.2(b): Establish procedures and assign responsibility for updating
the vulnerability assessments

-   The community must remain aware of whether its **level of
    vulnerability is increasing, decreasing, or remaining stable.**

-   The plan should **establish procedures** and **assign a responsible
    party** to rework the **vulnerability assessments of Step Two** in
    the planning process.

    -   If some Geographic Planning Areas are **growing and developing
        quickly**, they will need to be **reassessed fairly soon**.

    -   Other Areas may remain **relatively unchanged**, and will not
        need to be reassessed until conditions warrant a re-examination.

Task 7.2(c): Establish procedures and assign responsibility for updating
the capability assessment

-   Community **capability** to deal with natural hazards may **change
    over time**.

-   The plan should contain a section that sets forth how **changes in
    capability will be tracked**, and how the **capability assessment**
    conducted in Step Three of the planning process will be **updated**.

    -   *For example*, **advances in technology** may improve a
        community's ability to forecast and predict natural hazards, as
        well as to better analyze the impacts of natural hazards.

    -   New **funding sources** (or a withdrawal of funding) will impact
        the community's **fiscal capability** to engage in mitigation.

    -   Changes in local government may also affect capability, as
        political winds shift.

    -   The **political climate** may become more or less conducive to
        mitigation activities, such as controlling growth and
        development in hazardous locations, with each **local
        election**.

## 

## Task 7.3: Establish procedures for continued public involvement

-   The plan should include a section on **methods to solicit and
    encourage public involvement** in the implementation and monitoring
    of the mitigation plan.

-   The plan should be **made available to the public**, with a means
    for citizens to submit **comments** about it.

## Task 7.4: Establish procedures for preparing a period evaluation report 

-   Progress for the whole plan should be documented in an evaluation or
    plan maintenance report.

    -   The Plan should contain a section that spells out:

        -   **who** will prepare the report

        -   **what** will be included in the report

        -   **when** the report will be prepared

        -   **to whom** the report will be submitted

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-   **Information** in the report should include:

    -   Are policies being implemented on schedule?

    -   Are indicators and benchmarks being met?

    -   Has the level of vulnerability improved, declined or remained
        stable?

    -   Recommendations for changes, deletions, additions to the plan

**Objective 42.3** Become familiar with the eighth step in the
mitigation planning process: "Establish Procedures for Revisions and
Updates of the Plan."

**Requirements:**

The content should be presented as lecture, supported by PowerPoint
slides.

The following slide will be used during this objective:

**PowerPoint 42.5** Tasks in Step Eight

**Remarks:**

-   The local hazard mitigation plan should be revised and updated as
    needed.

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-   **FEMA** requires that the mitigation plan be updated and
    resubmitted for approval **every five years**.

-   The local community may decide to **update more frequently**, if it
    is so indicated in the plan.

    -   **Tasks** involved in Step Eight include:

> **\[PowerPoint 42.5 Tasks in Step Eight\]**
>
> **Task 8.1:** Designate an executive position to review and present
> the plan
>
> **Task 8.2:** Local governing body decides whether to authorize

## Task 8.1: Designate an Executive Position to Review and Present the Plan

-   The plan should **specify a specific position** in the local
    government to review the plan evaluation report. An executive
    position -- **mayor; manager** -- would be most effective.

    -   The plan should specify that the findings and recommendations
        contained in the report will be presented to the governing body.

## Task 8.2: Local Governing Body Decides Whether to Authorize

-   Based on the information contained in the plan evaluation report,
    the local governing body will decide whether to authorize the
    recommendations for change.

**Objective 42.4** Become familiar with the ninth step in the mitigation
planning process: "Adoption."

**Requirements:**

The content should be presented as lecture, supported by PowerPoint
slides.

The following slide will be used during this objective:

**PowerPoint 42.6** Tasks in Step Nine

**Remarks:**

-   The local hazard mitigation plan must be **adopted** by the
    governing body before it can become **enforceable policy**.

-   Adoption makes the plan much **more credible** and **more
    effec**tive.

> **\[PowerPoint 42.6 Tasks in Step Nine\]**

-   Tasks involved in Step Nine include:

> **Task 9.1:** Follow Local Governing Body's Standard Legal Processes
>
> **Task 9.2:** Hold Public Meetings
>
> **Task 9.3:** Incorporate Public Comments and Revise the Plan
>
> **Task 9.4:** Submit the Plan to State authorities and FEMA

## Task 9.1: Follow Local Governing Body's Standard Legal Processes

-   The local government should adopt the mitigation plan officially
    using the standard legal process for adoption of regulations and
    policy under state and local law.

## Task 9.2: Hold Public Meetings

-   Prior to official adoption, a public meeting should offer citizens
    an opportunity to comment on the plan.

-   Public notice and any hearings required under state and local law
    should be adhered to carefully.

-   Efforts to involve the public should be thoroughly documented.

## Task 9.3: Incorporate Public Comments and Revise the Plan

-   After public meetings, public comment should be incorporated into
    the plan as appropriate.

-   The result of the plan adoption process should be an executive
    resolution formally adopted by the local governing body.

## Task 9.4: Submit the Plan to State Authorities and FEMA

-   Once the local governing body has officially adopted the mitigation
    plan, it should be submitted for review and approval to the state
    authorities and to the Federal Emergency Management Agency.