December 14, 2000 

 

(Originally issued on July 12, 1999 and revised on October 4, 1999) 

 

MEMORANDUM FOR: Doug Bellomo, P.E., Project Officer 

Eastern Studies Team 

 

Bill Blanton, Project Officer 

Central Studies Team 

 

Mike Grimm, Project Officer 

Western Studies Team 

 

 [Original Signed] 

 

FROM: Matthew B. Miller, P.E., Chief 

 Hazards Study Branch 

 

SUBJECT: Procedure Memorandum No. 7  Streamlined Letter Review Process 

 

Background: The volume of letters being processed by and through the Mitigation Directorate is 
continuing to increase steadily. This continuing increase in volume is occurring coincident with 
intensifying activities to implement our Map Modernization and CTC initiatives, thereby placing 
additional time constraints on you and the Hazards Study Branch in general. 

 

Issue: The Hazards Study Branch, working in unison with the MCCs, must streamline the review, 
concurrence, and signature process for standard and non-standard letters to make time available to 
address the various Map Modernization and CTC initiatives. To further streamline this process, the 
MCC will act as signatory on many of the letters formerly signed by TSD personnel. Accordingly, a 
revised letterhead format needs to be developed for correspondence prepared by the MCCs 
commensurate with the shift in responsibility and authority reflected in the revised Signature 
Authority Matrices attached to this memorandum. 

 

Final Procedure: Effective immediately, we will follow the revised review, concurrence, and 
signature guidelines summarized in the tables in Attachment A of this memorandum. Table 1 
summarizes letters, e-mail responses, and memorandums processed by the MCCs for the Technical 
Services Division; Table 2 summarizes compliance-related letters processed by the MCCs for the 
Program Support Division. In implementing these guidelines, FEMA and MCC staff should be 
mindful that the Project Engineer and, in most cases, Project Officer must concur on all non-standard 
letters, including form letters that have been revised to address special circumstances. The changes 
documented herein have been incorporated into the revised FEMA Document Control Procedures 
Manual, which was issued several months ago. Effective immediately, the MCCs must revise their 
internal procedures to ensure all letters, e-mail responses, and memorandums are processed in 
accordance with the attached tables and provide training to the FMAC staff, as necessary, to 
familiarize them with the changes. 

 

 


2 

 

In addition, Attachment B of this memorandum provides a prototype letterhead format for use by the 
MCCs. This format is to be used only for those letters that are recommended for signature by the 
MCC in the signature authority matrices presented in Attachment A of this memorandum. 

 

As changes occur in the attached signature authority matrices, this memorandum will be revised and 
reissued accordingly. This memorandum was originally issued on July 12, 1999, and subsequently 
reissued on October 4, 1999. It is being reissued at this time to reflect additional changes in the 
signature authority matrices as well as to provide a sample of the new letterhead format that is to be 
used for letters that are mailed under MCC signature. 

 

cc: see attached distribution list 

 

Attachments


Letter Type 

Concurrences 

Signatory 

Contact 

Final base flood elevation (BFE) 
cancellation letters 

Project Engineer, 
Project Officer 

Chief, Hazards Study 
Branch 

Project Engineer 

Letters of Final Determination 
(LFDs) with no special 
circumstances 

Project Engineer  
concurrence via docket 

Chief, Hazards Study 
Branch 

(digitized signature) 

FEMA Map 
Assistance 
Center (FMAC) 

LFDs with special circumstances 
(e.g., Zone AR, appeal/protest 
received, protest resolution 
included) 

Project Engineer 

Project Officer for 

Chief, Hazards Study 
Branch 

(digitized signature) 

Project Engineer 

Proposed BFE determination 
letters with no special 
circumstances 

Project Engineer  
concurrence via docket 

Chief, Hazards Study 
Branch (digitized signature) 

FMAC 

Proposed BFE determination 
letters with special circumstances 
(e.g., Zone AR) 

Project Engineer 

Project Officer for 

Chief, Hazards Study 
Branch 

(digitized signature) 

Project Engineer 

Special conversion notification 
letters 

Project Engineer  
concurrence via docket 

Chief, Hazards Study 
Branch 

(digitized signature) 

Regional Office 

LOMR-F denial letters 

(fill in floodway or V zone) 

Project Engineer 

Chief, Hazards Study 
Branch 

(digitized signature) 

Project Engineer 

Memos to Regional Office 
regarding LOMR-F denial (fill in 
floodway or V zone) 

Project Engineer; 
Project Officer; Chief, 
Hazards Study Branch; 
Program Delivery 
Branch staff; Territorial 
Compliance Liaison 

Chief, Program Delivery 
Branch 

Program 
Delivery Branch 

LOMA denial letters (floodway 
or V zone) 

Project Engineer 

 

Chief, Hazards Study 
Branch 

(digitized signature) 

Regional Office 

LOMR determination letters 

Project Engineer 

Project Engineer for Chief, 
Hazards Study Branch 

(digitized signature) 

FMAC 

CLOMR determination letters 

 

Project Engineer 

Project Engineer for Chief, 
Hazards Study Branch 

(digitized signature) 

FMAC 

LOMR-F denial letters (alluvial 
fan area) 

Project Engineer 

Project Engineer for Chief, 
Hazards Study Branch 

(digitized signature) 

Project Engineer 

LOMA denial letters (alluvial fan 
area) 

Project Engineer 

Project Engineer for Chief, 
Hazards Study Branch 
(digitized signature) 

Project Engineer 

Determination letters for 
CLOMR-Fs 

Project Engineer  
concurrence via docket 

Chief, Hazards Study 
Branch (digitized signature) 

FMAC 




Determination letters for LOMAs 
(other than alluvial fan and 
floodway denials) 

Project Engineer  
concurrence via docket 

Chief, Hazards Study 
Branch (digitized signature) 

FMAC 

Determination letters for 
CLOMAs 

Project Engineer  
concurrence via docket 

Chief, Hazards Study 
Branch (digitized signature) 

FMAC 

LOMC revalidation letters 

Project Engineer  
concurrence via docket 

Chief, Hazards Study 
Branch (digitized signature) 

FMAC 

LODR letters 

 

Project Engineer  
concurrence via docket 

Chief, Hazards Study 
Branch (digitized signature) 

FMAC 

Notification letters to community 
of XDS in progress 

No concurrence 
necessary 

MCC 

FMAC 

Interim letters for controversial 
LOMCs and PMRs (including 
requests involving alluvial fan 
areas or other complex technical 
problems) 

Project Engineer 

MCC or Project Engineer 
depending on level of 
sensitivity 

MCC or Project 
Engineer 
depending on 
level of 
sensitivity 

Interim letters for LOMCs and 
PMRs (non-controversial 
requests) 

No concurrence 
necessary 

MCC 

MCC / FMAC 1

Additional data letters for 
controversial LOMCs and PMRs 
(including requests involving 
alluvial fan areas or other 
complex technical problems) 

Project Engineer 

MCC or Project Engineer 
depending on level of 
sensitivity 

MCC or Project 
Engineer 
depending on 
level of 
sensitivity 

Additional data letters for 
LOMCs and PMRs (non-
controversial requests) 

No concurrence 
necessary 

MCC 

MCC / FMAC 1

Letters indicating 90-day appeal 
period for LOMR ended 

Project Engineer  
concurrence via docket 

Chief, Hazards Study 
Branch (digitized signature) 

FMAC 

Newspaper notice correction 
letters 

Project Engineer 

Chief, Hazards Study 
Branch (digitized signature) 

FMAC 

90-day restart letters 

Project Engineer 

Chief, Hazards Study 
Branch (digitized signature) 

FMAC 

Newspaper notice publication 
problem letters 

No concurrence 
necessary 

MCC 

FMAC 

PMR notification letters 

No concurrence 
necessary 

MCC 

FMAC 

Letters to CEO transmitting 
printed FIS report, FIRM, and/or 
FBFM 

No concurrence 
necessary 

Chief, Hazards Study 
Branch (digitized signature) 

FMAC 

Notification letters to community 
about countywide mapping 

No concurrence 
necessary 

MCC 

FMAC 

Acknowledgement letters for 
LOMCs and PMRs 

No concurrence 
necessary 

MCC 

FMAC (or MCC 
if additional data 
requested) 




Letter Type 

Concurrences 

Signatory 

Contact 

Fee return, fee refund, and 
invoice letters for LOMCs and 
PMRs 

No concurrence 
necessary 

MCC 

MCC / FMAC 1

Printing error correction; Notice 
to User revision 

Project Engineer 

MCC 

 

MCC 

Director Responses 

 

Project Engineer; Project 
Officer; Chief, Hazards 
Study Branch; Director, 
Technical Services 
Division; Deputy 
Associate Director for 
Mitigation; Associate 
Director for Mitigation; 
Chief of Staff, Office of 
the Director 

Director 

Varies 

Responses to letters written to 
Executive Branch 

(Response for Directors 
signature) 

Project Engineer; Project 
Officer; Chief, Hazards 
Study Branch; Director, 
Technical Services 
Division; Deputy 
Associate Director for 
Mitigation; Associate 
Director for Mitigation; 
Chief of Staff, Office of 
the Director OCLA 

Director 

OCLA 

Responses to letters written to 
Executive Branch 

(Response for Associate 
Directors signature) 

Project Engineer; Project 
Officer; Chief, Hazards 
Study Branch; Director, 
Technical Services 
Division; OCLA 

Associate Director 

OCLA 

Congressional Responses 

Project Engineer; Project 
Officer; Chief, Hazards 
Study Branch; Director, 
Technical Services 
Division; OCLA 

Associate Director 

OCLA 

Other controlled responses 
(controversial) 

Project Engineer; Project 
Officer 

Chief, Hazards Study 
Branch 

Project Engineer 

Other controlled responses (non-
controversial) 

No concurrence 
necessary 

 

Project Engineer for 

Chief, Hazards Study 
Branch 

FMAC 

Letters to Director from private 
citizen; not controlled 
(controversial) 

Project Engineer 

Chief, Hazards Study 
Branch 

Project Engineer 

Letters to Director from private 
citizen; not controlled (non-
controversial) 

No concurrence 
necessary 

 

Project Engineer for 

Chief, Hazards Study 
Branch 

FMAC 






Letter Type 

Concurrences 

Signatory 

Contact 

Mapping Responses 
(controversial) 

Project Engineer, Project 
Officer 

Chief, Hazards Study 
Branch 

Project Engineer 

Mapping Responses 

(non-controversial) 

Project Engineer 

MCC 

FMAC 

E-Mail Responses 

(policy issues) 

Project Engineer through 
e-mail 

No signature required; 

sent by MCC 

MCC 

E-Mail Responses (controversial) 

Project Engineer through 
e-mail 

No signature required; 

sent by Project Engineer 

MCC 

E-mail responses 

(non-controversial) 

No concurrence required 

No signature required; 

sent by MCC 

FMAC 

Appeal/protest resolution letters 
(controversial) 

Project Engineer; Project 
Officer; Chief, Hazards 
Study Branch 

Director, Technical 
Services Division 

Project Engineer 

Appeal/protest resolution letters 
(non-controversial) 

Project Engineer, Project 
Officer 

Chief, Hazards Study 
Branch 

Project Engineer 

Appeal/protest acknowledgment 
and additional data letters 

(controversial) 

Project Engineer, Project 
Officer 

Chief, Hazards Study 
Branch 

Project Engineer 

Appeal/protest acknowledgment 
and additional data letters 

(non-controversial) 

No concurrence 
necessary 

MCC 

MCC 

Responses to Freedom of 
Information Act requests 

(request approved) 

Project Engineer, Project 
Officer 

Chief, Hazards Study 
Branch 

Project Officer 

Responses to Freedom of 
Information Act requests 

(request denied) 

Project Engineer; Project 
Officer; Chief, Hazards 
Study Branch 

Director, Technical 
Services Division 

Project Officer 



 

Table 2 

Signature Authority Matrix for Mitigation Directorate 

Letters Processed for Program Support Division 

Letter Type 

 

Concurrences 

Signatory 

Contact 

30- and 90-day suspension 
letters 

Program Delivery Branch 
Staff; Chief, Program 
Delivery Branch 

Associate Director 

Regional Office 

Reinstatement letters 

Program Delivery Branch 
Staff 

Director, Program Support 
Division 

Regional Office 

Eligibility notification letters 

Program Delivery Branch 
Staff; Chief, Program 
Delivery Branch 

Associate Director 

Regional Office 




(Requester Name and Address) IN REPLY REFER TO: 

________________________________________ Case No.: ____________________________ 

________________________________________ Community: __________________________ 

________________________________________ Community No.: ________________________ 

________________________________________ 

316-AD 

 

Dear ___________________________________: 

 

This is in regard to your (Date of Requesters Letter), request that the Federal Emergency Management 
Agency (FEMA) issue a [Conditional Letter of Map Revision /Letter of Map Revision /revision to the 
Flood Insurance Rate Map [and Flood Boundary and Floodway Map] for the above-referenced 
community. In a previous letter, you were informed that additional data might be required to complete 
our review of the request. The data required to complete our review, which must be submitted within 90 
days of the date of this letter, are listed [below/on the enclosed summary]. 

 

[LIST REQUIRED ITEMS HERE OR ON SEPARATE SUMMARY PAGE] 

 

Please send the required data to us at the address shown at the bottom of this page. For identification 
purposes, please include the case number referenced above on your correspondence. Further action on the 
request has been suspended pending receipt of the required data. 

 

[USE THE FOLLOWING PARAGRAPH FOR REQUESTS INVOLVING FEES] 

 

If we do not receive the required data within 90 days, we will suspend the processing of your request. 
Any data submitted after 90 days will be treated as an original submittal and will be subject to all 
submittal/payment procedures, including the flat review and processing fee for requests of this type 
established by the current fee schedule. A copy of the notice summarizing the current fee schedule, 
which was published in the Federal Register, is enclosed for your information. 

 

If you have general questions about your case, FEMA policy, or the National Flood Insurance Program, 
please call FEMA's toll free map assistance line at 1-877-FEMA MAP (1-877-336-2627). If you have 
specific questions concerning your request, please call the Revisions Coordinator for your state, (MCC 
Revisions Coordinator Name), who may be reached at (MCC phone #). 

 

Sincerely, 

 

MCC Contacts Digitized Signature 

 

(MCC Contacts Name) 

(MCC Contacts Title)

 

 

[Enclosure / Enclosures] 

 

(MCC Address, Telephone Number, and Fax Number) 

 

(MCC Company Name), under contract with the FEDERAL EMERGENCY MANAGEMENT AGENCY, is a 

Map Coordination Contractor for the National Flood Insurance Program 


Summary of Additional Information Required to Support a 

[Conditional Letter of Map Revision (CLOMR)] 

[Letter of Map Revision (LOMR)] 

[Revision to the Flood Insurance Rate Map and Flood Boundary and Floodway Map] 

 

 

Case No.: ________________________________ Requester: ____________________________ 

 

Community: _______________________________ Community No.: 
_________________
________ 

 

The issues listed below must be addressed before we can continue the review of your request. 

 

(List of Issues To Be Addressed) 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Please send the required data to us at the address shown at the bottom of this page. 

 

 

 

 

 

 

 

(MCC Address, Telephone Number, and Fax Number) 

 

(MCC Company Name), under contract with the FEDERAL EMERGENCY MANAGEMENT AGENCY, is a 

Map Coordination Contractor for the National Flood Insurance Program


Distribution List 

 

FEMA Technical Services Division (electronic distribution only) 

 

 

 Mike Buckley 
 Matt Miller 
 Fred Sharrocks 
 Doug Bellomo 
 Mike Grimm 
 Phil Myers 
 Bill Blanton 
 John Magnotti 
 Mark Crowell 
 Sally Magee 
 Max Yuan 
 John Gambel 
 Katie Paulson 
 Helen Cohn 
 Cynthia Croxdale 
 Agnes De Coca 
 Anne Flowers 
 Cecelia Lynch 
 Kathy Miller 
 Jay Scruggs 


 





Mapping Coordination Contractors 

 

 Zekrollah Momeni (Dewberry & Davis) 
 Albert Romano (Michael Baker Jr., Inc.) 
 Vince DiCamillo (PBS&J)