Section 201.6(c)(4) of 44 CFR requires a formal plan maintenance process to ensure that the mitigation plan remains an active and relevant document. The plan maintenance process includes a method and schedule for monitoring, evaluating, and updating the plan at least every five (5) years. This also includes an explanation of how Dennis intends to incorporate the mitigation strategies into existing planning mechanisms, such as The Dennis Local Comprehensive Plan (a requirement not just of this process but also a requirement of the Cape Cod Commission’ Regional Policy Plan Consistency Finding), the Dennis capital improvement program, Zoning By-law, Wetlands Regulations and Board of Health Regulations. Lastly, the town is required to identify a continued public participation process for use throughout the plan maintenance process.
5.1 Process
The final Multi-Hazard Mitigation (MHM) Plan was adopted by the Dennis Board of Selectmen after the close of the public comment period and incorporation of applicable comments on ___________. The MHM Plan will be implemented through the delegation of assignments by the Board of Selectmen through the Town Administrator, and as specified within this Plan. In Section 4: Mitigation Strategy, mitigation actions are listed and assigned specific implementation measures which include the assignment of responsibilities to Town departments/committees and/or specific Town staff, along with the establishment of a targeted completion date for each proposed mitigation action. When applicable, potential funding sources were also listed.
It will be the responsibility of the Town Administrator, as he/she sees fit, to ensure these actions are ultimately carried out no later than the target completion dates unless reasonable circumstances prevent their implementation (i.e., lack of funding availability). Otherwise, the completion of each proposed mitigation action has been determined feasible within the timeframe allowed.
5.2 Funding Sources
Although all mitigation techniques will likely save money by avoiding losses, many projects are costly to implement. The Town of Dennis will make use of its Capital Improvement Program as well as continue to seek outside funding assistance for mitigation projects in both the pre- and post-disaster environment.
5.3 Monitoring and Reporting
Periodic monitoring and reporting of MHM Plan is required to ensure that the goals and objectives for Dennis are kept current and that local mitigation efforts are being carried out. The Plan has therefore been designed to be user-friendly in terms of monitoring implementation and preparing regular progress reports.
5.4 Annual Reporting Procedures
The MHM Plan shall be reviewed annually, by the Planning Team, or as situations dictate such as following a disaster declaration. Each year, the Town Administrator will assign responsibility for conducting this annual review to a specific department or individual. This department or individual will ensure the following:
1. The Board of Selectmen and the Town Administrator will receive an annual report and/or presentation on the implementation status of the MHM Plan. This report will include, at a minimum, a completed, printed version of the Mitigation Action Plan (MAP) indicating the implementation status of each identified action.
2. The report will also include an evaluation of the effectiveness and appropriateness of the mitigation actions proposed in the Plan.
3. The report will recommend, as appropriate, any required changes or amendments to the Plan. If the Board of Selectmen determines that the recommendations warrant modification to the MHM Plan, the Board may initiate a Plan Amendment as described below.
5.5 Revisions and Updates
Periodic revisions and updates to the MHM Plan are required to ensure that the hazard mitigation goals and objectives for Dennis are kept current. More importantly, revisions may be necessary to ensure the Plan is in full compliance with Federal regulations and State statutes. This portion of the Plan outlines the procedures for completing such revisions and updates.
Five (5) Year Plan Review – The MHM Plan should be reviewed every five (5) years to determine if there have been any significant changes in Town that would affect the Action Plan. Increased development, increased exposure to certain hazards, the development of new mitigation capabilities or techniques, and changes to Federal, State or County legislation are examples of changes that may affect the condition of the MHM Plan.
Regional Shelter Exercises – In order to ensure preparedness for evacuation needs Barnstable County communities plan to hold annual exercises with each regional shelter. The town did an exercise in June 2009 with First Student. The Barnstable County Regional Evacuation Planning Committee has since held an exercise using an Upper Cape Facility (Oak Ridge School in Sandwich) and in January 2010 an exercise is planned for the Cape Cod Regional Technical School. Should the Regional Shelter Exercises suggest changes to local procedures, the MHM plan will be adjusted accordingly.
Disaster Declaration – Following a disaster declaration, the MHM Plan will need to be revised to reflect on lessons learned or to address specific circumstances arising out of the disaster.
Selectmen Determination – If the Board of Selectmen determines that the recommendations warrant modification to the MHM Plan, the Board may either initiate a Plan Amendment as described below or, if conditions justify, may direct the Town Administrator to undertake a complete update of the Plan.
5.6 Plan Amendments
An amendment to the Plan should be initiated only by the Board of Selectmen, either at its own initiative or upon the recommendation of the Town Administrator, Town Planner, or some other person or agency. Upon initiation of an amendment to the Plan, Dennis will forward information on the proposed amendment to all interested parties including, but not limited to, all affected Town departments, residents and businesses. Information will also be forwarded to Barnstable County (Cape Cod Commission) and the Massachusetts Emergency Management Agency. This information will be sent out in order to seek input on the proposed Plan amendment for not less than a forty-five (45) day review and comment period.
At the end of the comment period, the proposed amendment and all review comments will be forwarded to the Town Administrator (or his/her designee) for consideration. If no comments are received from the reviewing parties within the specified review period, such will be noted accordingly. The Town Administrator (or his/her designee) will review the proposed amendment along with the comments received from other parties, and submit a recommendation to the Board of Selectmen within sixty (60) days.
5.7 Relationship To Other Planning Documents
The Town of Dennis is under a variety of Planning Mandates in addition to the MHM Plan mandate. These mandates include
1. The adoption and regular updating of the Local Comprehensive Plan which is an overarching planning document which looks at a broad array of goals and objectives about where the town is, where it would like to be, and creates a path to achieving the vision of the plan.
2. The adoption of and regular update to the Open Space and Recreation Plan which provides guidance to the town on the preservation of open areas, creation of recreational opportunities and planned expenditures to achieve the goals of this plan.
3. Commonwealth Capital consistency, which is a set of state goals, and a review of actions taken by the town to comply with these state goals.
4. Annual and long term capital improvement programming, which provides the local mechanism for turning the goals of the MHM into actual projects.
5. The Dennis Police Department maintains the Community Emergency Management Plan (CEMP). The CEMP was reviewed as part of the creation of the MHM Plan and will be used for future updates as well.
Each of these activities provide opportunities to review the effectiveness of the MHM plan, make determinations as to how the MHM either should shape a particular set of actions, or should be modified based upon updated land use planning goals and objectives. Working together, and coordinated by the same individuals, these three planning documents and the MHM Plan provide a strong framework for long term coordinated planning as it comes to floodplain management.
5.8 Public Participation
Public participation is a critical part of community buy-in to the process of developing a plan and to gain acceptance of the recommendations of a planning document. For the past several years Dennis has made a major commitment to public participation in all aspects of local government and planning in particular. From the outset the MHM Plan has been released for public review section by section on the Dennis Planning Department Weblog. The Weblog has been visited 3,000 times since the first section was released for review with the MHM plan drafts being visited by over 100 people in that time. The blog has become a major factor in public outreach. During the 2009 review of proposed FEMA floodplain changes the blog reached over 5,000 people.
The full document was formally made available for public review on November 5, 2009. The Availability of the document was announced on November 10, 2009 with a public comment period running through December 10, 2009. The Dennis Planning Board held a public comment meeting on December 7, 2009 as part of the public review.
In addition, the town will utilize public forums, such as regularly scheduled Planning Board and Selectmen’ Meetings; local access cable; press releases and other evolving technologies.
December 13, 2009
