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Home My WebLink AboutA98d V6 Approved 2016 - Sect VII - Appendix H Plan Team DocJefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 945 May 2017 Appendix H Planning Team Documentation Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 946 May 2017 Planning Team Participation Documentation “The ability to deal with a crisis is largely dependent on the structures and relationships that have been developed before the emergency.” Bob Hamlin, Program Manager, Jefferson County Department of Emergency Management. (Retired 12/31/2016) The premise in doing a Multi-Hazard Multi-Jurisdictional All Hazard Mitigation Plan is two-fold: 1. Together, the two Senior Taxing Jurisdictions, Jefferson County and the City of Port Townsend, govern all citizens within Jefferson County; 2. Seventeen other Junior Taxing Jurisdictions overlap portions of the County and are interested in hazard mitigation, but only a few have the means to do a Hazard Mitigation Plan on their own; and even those would require outside funding. JPREP is the acronym for “Jefferson County - Port Townsend Regional Emergency Planning Network”, which consists of community leaders, stakeholders, and citizens interested in the preparedness of the region and a chance to network with the people they will be working with during an emergency. Nearly all participating jurisdictions’ points-of-contact for the Hazard Mitigation Plan attend the quarterly JPREP meetings, so JPREP was co-opted to include the Hazard Mitigation Planning Team and the meetings were co-held when Hazard Mitigation Plan issues were discussed. This has worked so well that Hazard Mitigation Planning will become a regular part of every JPREP meeting, thus keeping the Planning Team continuously involved and providing a mechanism to improve all jurisdictions’ resilience in a disaster. A ”Steering Committee” was created with representation from Jefferson County and from the City of Port Townsend to start the process of putting together the Planning team and to arrange funding to write and produce the major upgrade of the Plan. As a matter of convenience, Steering Committee meetings were either held during the half-hour prior to the JPREP meetings or via electronic communications – telephone meetings or by email. Due to the informal nature of the meetings, minutes were not taken as such. What follows is a rebuilding of minutes based on the agendas and the Power Point presentations used in the meetings. Most of the sign-in sheets were tossed because the previous Program Manager did not think he had a use for them. We have saved or recovered some that were created at a JPREP meeting that included Hazard Mitigation. These are fairly representational of all the meetings because the same people show up all the time, except when there are personal time conflicts, which, due to the regular schedule of the meetings, is rare. Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 947 May 2017 Appendix “H” Contents Item Title 1. Table H-1 Hazard Mitigation Planning Related Meetings by Jurisdictions 2. Figure H-1 JPREP / Planning Team Agenda – Session 1 3. Figure H-2 JPREP / Planning Team Sign-in Sheet – Session 1 4. Figure H-3 JPREP / Planning Team Minutes – Session 1 5. Figure H-4 JPREP / Planning Team Agenda – Session 2 6. Figure H-5 JPREP / Planning Team Sign-in Sheet – Session 2 7. Figure H-6 JPREP / Planning Team Minutes – Session 2 8. Figure H-7 JPREP / Planning Team Agenda – Session 3 9. Figure H-8 JPREP / Planning Team Minutes – Session 3 10. Figure H-9 JPREP / Planning Team Agenda – Session 4 11. Figure H-10 JPREP / Planning Team Minutes – Session 4 12. Figure H-11 JPREP / Planning Team Sign-in Sheet – 12/16/2017 13. Figure H-12 JPREP / Planning Team Agenda – Session 5 14. Figure H-13 JPREP / Planning Team Sign-in Sheet – Session 5 15. Figure H-14 JPREP / Planning Team Minutes – Session 5 16. Table H-2 Jurisdiction Participation Matrix 17. Tables and Figures Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 948 May 2017 Table H-1 - Hazard Mitigation Planning Related Meetings by Jurisdictions Date Tasking Public Location Purpose of Meeting May 19, 2014 Steering Committee: Ken Horvath, Mike Evans Port Townsend City Hall Brief City Council and members of the public on the need to do a 5-year update of the Hazard Mitigation Plan June 2, 2014 Steering Committee: Ken Horvath, Mike Evans Port Townsend City Hall City Council Meeting - Appoint the City Manager as “Applicant Agent” and City representative for the Jefferson County – City of Port Townsend Hazard Mitigation (Rev. 2016) Update Project. Authorize applying for a FEMA planning grant to help fund the work. September 2, 2014 Steering Committee: All Virtual / Email All positions on the Steering Committee filled: Bob Hamlin, Dir JC Emergency Management; Ken Horvath, Keppie Keplinger, Deputy Emergency Mgr; Carl Smith – Jefferson County Dept of Community Development; Mike Evans, P.T. Chief of Police; Rick Sepler, P.T. Dir of Development Services Department September 26, 2014 Steering Committee: All Virtual / Email Approve list of jurisdictions to be invited to participate in the Hazard Mitigation Plan. Approve format of invitation. November 2, 2014 Steering Committee: All Virtual / Email Rick Sepler left the City for a new job. Ken Clow, Director of Public Works for Port Townsend replaces him on the Steering Committee. January 30, 2015 Planning Team Session 1 Fire Station 1-6 Meeting Rm Port Townsend JPREP Meeting –Inform Stakeholders and interested members of the public about the Hazard Mitigation Update Project, who is participating, the near real-time website, and ask for citizen input. August 4, 2015 Steering Committee: All Virtual / Email Steering Committee update of status of the Hazard Mitigation Planning Grant. No word about funding yet. We were supposed to know last April, but we have now passed the point where we can finish a new Plan before the old one expires. September 25, 2015 Planning Team Session 2 Fire Station 1-6 Meeting Rm Port Townsend JPREP Meeting – Brief Stakeholders and interested members of the public on the status of the Hazard Mitigation Plan update and to ask for public input. Focus on Hazard Survey. Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 949 May 2017 Table H-1 - Hazard Mitigation Planning Related Meetings by Jurisdictions Date Tasking Public Location Purpose of Meeting December 3, 2015 Steering Committee: All Virtual / Email Renaming of the Plan due to the slippage of completion dates. April 1, 2016 Planning Team Session 3 Fire Station 1-6 Meeting Rm Port Townsend JPREP Meeting – Brief Stakeholders and interested members of the public on the status of the Hazard Mitigation Plan update and to ask for public input. Focus on Jurisdiction Profiles. May 24, 2015 Steering Committee: All Virtual / Email Steering Committee recommendation to request an extension of the grant completion date. September 30, 2016 Steering Committee: All Fire Station 1-6 Meeting Rm Port Townsend Meet prior to JPREP. Add Lance Bailey, Port Townsend Director of Development Services Department to the Steering Committee. September 30, 2016 Planning Team Session 4 Fire Station 1-6 Meeting Rm Port Townsend JPREP Meeting – Brief Stakeholders and interested members of the public on the status of the Hazard Mitigation Plan update and to ask, yet again, for public input. Focus: Getting team members to review the online Plan and send edits to Project Coordinator. October 17, 2016 Steering Committee: Ken Horvath, Mike Evans, Ken Clow Port Townsend City Hall Brief City Council and members of the public on the Hazard Mitigation Plan. October 24, 2016 Steering Committee: Bob Hamlin Jefferson County Commission Chambers Brief the Jefferson County Board of County Commissioners (BOCC) and members of the public on the Hazard Mitigation Plan. November 7, 2016 Steering Committee: Mike Evans, Ken Clow; Lance Bailey Port Townsend City Hall City Council to adopt the Hazard Mitigation Plan. November 30, 2016 Steering Committee: Ken Horvath, Ken Clow Cotton Building Port Townsend Climate Action Committee Meeting January 23, 2017 Steering Committee: Lynn Sterbenz, New Dir of JCDEM Jefferson County Commission Chambers Jefferson County BOCC to adopt the Hazard Mitigation Plan. May 1, 2017 Steering Committee: All Members Virtual / Email Discuss response to FEMA review of Hazard Mitigation Plan. Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 950 May 2017 Figure H-1 - JPREP / Planning Team Agenda – Session 1 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 951 May 2017 Figure H-2 - JPREP / Planning Team Sign-In Sheet – Session 1 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 952 May 2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 953 May 2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 954 May 2017 Figure H-3 - JPREP / Planning Team Minutes – Session 1 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 955 May 2017 Figure H-4 - JPREP / Planning Team Agenda – Session 2 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 956 May 2017 Figure H-5 - JPREP / Planning Team Sign-In Sheet – Session 2 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 957 May 2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 958 May 2017 Figure H-6 - JPREP / Planning Team Minutes – Session 2 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 959 May 2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 960 May 2017 Figure H-7 - JPREP / Planning Team Agenda – Session 3 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 961 May 2017 Figure H-8 - JPREP / Planning Team Minutes – Session 3 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 962 May 2017 Figure H-9 - JPREP / Planning Team Agenda – Session 4 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 963 May 2017 Figure H-10 - JPREP / Planning Team Minutes – Session 4 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 964 May 2017 Figure H-11 - JPREP / Planning Team Sign-in Sheets 12/16/2016 As noted previously, a miscommunication led to the destruction of most of the sign-in sheets. We have found three that occurred at the beginning, middle, and near the end of the Hazard Mitigation Update Project that give a fair representation of the attendance at JPREP / Planning Team meetings. Those associated with Planning Meetings were placed in-line. The December 2016 sign-in is for the last JPREP meeting conducted by the retiring Emergency Manager, Bob Hamlin. Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 965 May 2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 966 May 2017 Figure H-12 - JPREP / Planning Team Agenda – Session 5 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 967 May 2017 Figure H-13 - JPREP / Planning Team Sign-in Sheet – Session 5 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 968 May 2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 969 May 2017 Figure H-14 - JPREP / Planning Team Minutes – Session 5 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 970 May 2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 971 May 2017 Table H-2 – Jurisdiction Participation Tracking Introduction What follows is the tracking for each jurisdiction’s participation to the best we can get it. All dates can be verified from email archives and/or file dates. We have also noted some special cases in which the following CFRs should pertain: 1. 44 CFR § 201.2 Definitions. Small and Impoverished communities means a community of 3,000 or fewer individuals that is identified by the State as a rural community, and is not a remote area within the corporate boundaries of a larger city, is economically disadvantaged, by having an average per capita annual income of residents not exceeding 80 percent of national, per capita income, based on best available date; the local unemployment rate exceeds by one percentage point or more, the most recently reported, average yearly national unemployment rate; and any other factors identified in the State Plan in which the community is located. 2. 44 CFR § 201.6 (a)(3) Regional Administrator's may grant an exception to the plan requirement in extraordinary circumstances, such as in a small and impoverished community, when justification is provided. In these cases, a plan will be completed within 12 months of the award of the project grant. If a plan is not provided within this timeframe, the project grant will be terminated, and any costs incurred after notice of grant's termination will not be reimbursed by FEMA. Three school districts and three fire districts currently qualify for this, if necessary. They are Quilcene Fire Rescue (JCFD2), Brinnon Fire Department (JCFD4), Discovery Bay Volunteer Fire Department (JCFD5), Quilcene School District No. 48, Brinnon School District No. 45, and Queets / Clearwater School District No. 20. They are highlighted with the color of the page header. To see all of 44 CFR § 201, which pertains to “Mitigation Planning”: https://www.law.cornell.edu/cfr/text/44/part-201 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 972 May 2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 973 May 2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 974 May 2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 975 May 2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 976 May 2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 977 May 2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 978 May 2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 979 May 2017 Tables – Appendix H – Planning Team Documentation H-1 Hazard Mitigation Planning Related Meetings by Jurisdictions H-2 Table H-2 Jurisdiction Participation Tracking Figures – Appendix H – Planning Team Documentation H-1 JPREP / Planning Team Agenda – Session 1 H-2 JPREP / Planning Team Sign-in Sheet – Session 1 H-3 JPREP / Planning Team Minutes – Session 1 H-4 JPREP / Planning Team Agenda – Session 2 H-5 JPREP / Planning Team Sign-in Sheet – Session 2 H-6 JPREP / Planning Team Minutes – Session 2 H-7 JPREP / Planning Team Agenda – Session 3 H-8 JPREP / Planning Team Minutes – Session 3 H-9 JPREP / Planning Team Agenda – Session 4 H-10 JPREP / Planning Team Minutes – Session 4 H-11 JPREP / Planning Team Sign-in Sheet – 12/16/2017 Jefferson County – City of Port Townsend All Hazard Mitigation Plan (Rev. 2016) Vs. 6 980 May 2017 END OF DOCUMENT