HomeMy WebLinkAboutStaff Report 7453
City of Palo Alto (ID # 7453)
City Council Staff Report
Report Type: Informational Report Meeting Date: 12/5/2016
City of Palo Alto Page 1
Summary Title: 2016 Santa Clara County Multi-Jurisdictional Flood
Preparedness Public Information Program
Title: Annual Report to the Federal Emergency Management Agency on the
2016 Santa Clara County Multi-Jurisdictional Program for Public Information
on Flood Preparedness/Awareness
From: City Manager
Lead Department: Public Works
Recommendation
This is an informational report and no Council action is required.
Background
The Community Rating System (CRS) is a voluntary program under the Federal
Emergency Management Agency’s (FEMA) National Flood Insurance Program
(NFIP) that allows communities to earn flood insurance premium discounts for
their residents and businesses. Communities earn CRS credit points for activities
that promote good flood risk reduction practices and encourage the purchase of
flood insurance. CRS Class Ratings are assigned at 500-point increments, and each
improvement in Class Rating nets an additional 5% flood insurance premium
discount. The CRS Class Ratings range from 1 to 10, with 1 being the highest rating
and 10 the lowest. The City of Palo Alto has participated in the CRS program since
1990 and is currently rated as a Class 7 community, which means residents and
businesses get a 15% discount on their flood insurance premiums. Neighboring
cities have earned similar CRS ratings (Mountain View – 8; East Palo Alto - 8; Los
Altos – 8; Sunnyvale - 7). It would be challenging for the City to earn additional
CRS credits without undertaking significant new efforts requiring additional
funding or major floodplain management policy changes.
The 2013 CRS Guidance Manual introduced the concept of a regional Program for
City of Palo Alto Page 2
Public Information (PPI), which provided new credits for communities that adopt
and implement a PPI beginning in 2015. Under the PPI process, a local agency or
group of agencies, work together to decide what flood risk reduction messages
are most appropriate for their local audience and design a coordinated program
to deliver those messages. It is estimated the PPI adopted by Santa Clara County
communities will earn from 80 to 200 CRS credit points for each participating local
agency. The number of CRS credit points earned as a result of adopting an
approved PPI will vary depending on how extensive a program is implemented
within each community’s boundaries. The City has been an active participant in
the development and implementation of the Santa Clara County Multi-
Jurisdictional PPI.
The total dollar savings for Santa Clara County residents from CRS flood insurance
premium discounts is approximately $2.5 million annually. City of Palo Alto
residents and businesses pay $4.5 million (per FEMA data as of January 31, 2015)
for flood insurance premiums per year. The total savings from the 15% insurance
discount achieved by the City on behalf of its residents due to its CRS participation
is approximately $670,000 per year (per FEMA data as of January 31, 2015). The
objectives of the City’s participation in the Santa Clara County Multi-Jurisdictional
PPI are to enhance the effectiveness of the flood risk messages to residents,
reduce flood risks, and maintain or improve the City’s CRS rating of 7.
As required by the terms of the PPI, the regional PPI committee must convene
annually to evaluate whether the flood risk reduction messages are still
appropriate and adjust the PPI as needed. A report to FEMA must be submitted
annually describing the PPI implementation. The annual report needs to be
transmitted to the city council of each participating agency as information
updating the councils on the various flood preparedness and awareness outreach
programs that the Santa Clara County Multi-Jurisdictional PPI has undertaken for
the past year.
Discussion
The annual report for 2016 Santa Clara County Multi-Jurisdictional PPI is attached
as information for Council (Attachment A). The annual report highlights the
elements of the flood safety outreach programs implemented by the ten Santa
Clara County communities (Cupertino, Gilroy, Los Altos, Milpitas, Morgan Hill,
Mountain View, Palo Alto, San Jose, Santa Clara, and Sunnyvale) that participate
City of Palo Alto Page 3
in CRS, along with the County of Santa Clara and the Santa Clara Valley Water
District.
The Santa Clara Valley Water District acted as the lead agency in developing the
PPI and preparing the annual report. The District hosted the PPI development
process starting in November 2013, and staff and stakeholders from each of the
communities participated in the drafting of the plan. Based on the lessons learned
from the 2015 PPI outreach projects, the PPI committee made modifications to
the outreach projects for the 2016 PPI. The attached worksheet lists the outreach
projects, implementing agencies, and messages associated with each of these
projects (Attachment B).
A second worksheet lists the outreach projects and associated messages
implemented by the District on behalf of all the communities in Santa Clara
County (Attachment C). The worksheet also lists the CRS credit points allocated
for each of the messages included in the projects.
It is advantageous to include as many potential projects as possible in the annual
PPI update, because a project is only eligible for the PPI multiplier used to
calculate CRS credit points if it is on the list. Credit points are earned based on
which projects are implemented in any given year. There is no penalty for
projects that are not implemented, so it is helpful to include a substantial list even
if completing them all seems unlikely.
Every five years, the legislative bodies of all participating communities must re-
approve the PPI plan to continue receiving CRS credit. Staff will continue to
provide information to Council on the Santa Clara County Multi-Jurisdictional PPI
as needed to achieve the maximum number of CRS credit points and associated
flood insurance premium discounts for the community.
Attachments:
Attachment A: Santa Clara County Multi-Jurisdictional 2016 PPI Annual Report (PDF)
Attachment B: Individual Agency Flood Outreach Projects Worksheet (PDF)
Attachment C: Santa Clara Valley Water District Flood Outreach Projects Worksheet
(PDF)
Annual Report for FY16
(July 2015 to June 2016)
September 12, 2016
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Santa Clara County Multi-Jurisdictional Program for Public Information Annual Report for FY16 (July 2015 to June 2016)
I. Introduction
Ten cities, the un-incorporated County and Santa Clara Valley District (District) have been active participants in the Community Rating System (CRS) for almost 20 years. CRS is a voluntary program of FEMA’s National Flood Insurance Program (NFIP) that allows
participating communities to earn flood insurance premium discounts for their residents and businesses by agreeing to adopt and enforce an ordinance that meets or exceeds FEMA’s requirement to reduce the risk of flooding. As the flood risk reduction agency for Santa
Clara County, the District performs many outreach and maintenance activities that earn CRS points for the County’s CRS participating communities. The total savings for Santa Clara
County residents from CRS discounts is approximately $2.5 million per year.
Changes in the 2013 CRS Users Manual included the option to undertake a Program for
Public Information (PPI) which is a method to customize your flood risk reduction outreach
messages and increase CRS points. The District hosted the development of a Multi-Jurisdictional PPI so that all Santa Clara County’s CRS participating communities
could work together and benefit from this effort. This report is the initial Annual Report to FEMA to document our PPI activities. As the first
year, much of our work has focused on getting the initial approval of elected bodies that is required for each of the communities to qualify for the CRS points earned through the PPI; on setting up a shared accounting system to keep track of PPI activities and; on the
extensive outreach program the District sponsors has continued. The number of CRS points that will be earned by our efforts will be determined by the
Insurance Services Office (ISO/ CRS Specialists) examiners. We estimate that we will earn between 280 and 340 points per agency for our Multi-Jurisdictional efforts. This estimate is
based on filling in our 330 Outreach Projects Worksheet which is Attachment 1. Only the
projects needed to earn the maximum amount of CRS points are listed, even though many more are carried out. The entire list of outreach projects can be supplied if it is needed.
Another important benefit is the close collaboration between city staffs throughout the County who work on flood protection to strengthen CRS programs and learn from one
another about shared flood protection and land use issues. For the Santa Clara County CRS Users Group, the PPI is our most important project. In addition to the PPI, the CRS Users Group also learned about new FEMA maps that are being updated to reflect coastal
flooding. A sub-group of Shoreline communities worked on the appeal process. In other words, the CRS Users Group and the PPI effort provide a forum for professional development for the staff that works on CRS throughout the County.
The drought that has plagued California in the last 4 years has meant that people are not nearly as focused on flood protection issues as they are normally. This made finding
stakeholders more challenging than it probably would have been. With persistence, we have recruited a thoughtful group of stakeholders and we thank them for their service. The
drought also made citizens question the value of government spending taxpayer dollars on
flood prevention messages when the need for water conservation was so crucial. On the other hand, there has been an increase in interest in climate change and sea level rise over
the last few years. Climate Change related sea level rise and the associated increase in
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flooding pose a significant issue here in a county that borders San Francisco Bay. This serves to increase participation by the local governments who see protecting their
communities from expected climate change impacts such as increased flooding as crucial.
Twelve agencies participated in this Multi-Jurisdictional PPI initially and 10 are continuing.
II. PPI Development Process The District convened a meeting of the CRS coordinators in November 2013 to explain the
PPI process and gauge interest for developing a Multi-Jurisdictional PPI for Santa Clara County. Although the District offered to host the process and provided staffing, it was understood that each participating community would be required to (1) conduct the CRS
Self-Assessment, (2) recruit a non-governmental stakeholder, (3) participate in the PPI Committee meetings, and (4) bring the PPI to their elected body for approval. With the
enthusiastic support of the CRS coordinators, the PPI process was started.
A number of meetings were held in 2014 to develop the PPI. Many of the meetings included
staff and stakeholders from all of the participating communities where we discussed the PPI
process, messages, the existing program and finally reviewed drafts of the PPI. A committee worked between the meetings to draft the PPI report and compose the long list of
possible projects (Appendix A). Each community prepared report pages on their own flood risks based on the results of the CRS Self-Assessment. Finally the draft was submitted to FEMA for review before submitting to our elected officials for review. We found that review
very helpful, as it allowed us to understand the requirements much better. Based on the review, the PPI was updated. That brings us to April 2015 when District Board of Directors approved the PPI. Table 1 shows dates of approval; eight have approved; 2 have the
approval scheduled and Cupertino and the County of Santa Clara have decided to sit out for the year.
Table 1. Dates of PPI Approval
Agency Date of Approval Yes Scheduled But Not
Approved
Not
Scheduled
Santa Clara Valley
District 4/14/15 X
Cupertino Sitting out of the
PPI for a year X
Gilroy Scheduled for Fall 2016 X
Los Altos 6/23/15 X
Milpitas 1/19/16 X
Morgan Hill 8/24/16 X
Mountain View 10/27/15 X
Palo Alto 6/8/15 X
San Jose Scheduled for Fall 2016 X
Santa Clara, City 7/14/15 X
Santa Clara,
Unincorporated County Not scheduled X
Sunnyvale 6/23/15 X
Total Approved 8
Approval Scheduled 2
Total Sitting Out 2
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III. PPI Accomplishments for 2016
The PPI accomplishments for FY16 fall into 3 categories. The first requirement is getting the PPI approved by the elected bodies of the 12 participating cities, county and District. The
second was implementing an accounting system to keep track of all of the PPI projects. The third was carrying out an extensive outreach program for flood risk reduction.
Elected Body Approval: Eight of the 12 participating agencies were able to get the PPI approved by their elected body. The dates are shown by City/agency in Table 1. Two more cities have the approval scheduled for before their annual recertification. Two
agencies, the City of Cupertino and the County of Santa Clara do not have staff resources for this effort at the moment.
Implementation: Because this Multi-Jurisdictional PPI includes up to 12 agencies, setting up the reporting for implementation is much more cumbersome than it would be for a single
agency. The District hosted the record-keeping to ensure consistency throughout the
County. A file sharing system was set up on a file-sharing service with folders for each of the agencies to file documents related to each of the 83 potential outreach projects. It also
includes a spreadsheet for each of the agencies which they will submit with their annual
recertification. This took more work than expected, because the first files-share system we tried did not have adequate capacity and another system had to be found. The District’s
spreadsheet is attached to this report. PPI related projects carried out by the District almost always apply to the entire county. Cities carried out projects in addition and they are shown on the composite spreadsheet which has a section for each city.
Outreach Program: Following a year of subdued flood safety messages due to the historic drought, the El Niño phenomenon during the winter of 2015-2016 provided an optimal
opportunity to remind Santa Clara County residents of the threat of flooding even in severe dry conditions. The Santa Clara Valley District ramped up participation in community events and carried out a full-scale paid advertising campaign in mixed media outlets to convey the
risk of flooding to residents of Santa Clara County.
Community Events
District communications staff actively participated in emergency preparedness fairs and
community events during October through February. During that time staff attended nine
community events to distribute flood safety information.
During October through March, the District gave 11 speaker’s bureau presentations with an emphasis on flood protection and flood safety to organizations and agencies that requested presentations.
For the first time since the last El Niño event, the District hosted three free, hands-on sandbag demonstration workshops across the county to teach residents the proper
placement of sandbags for optimum protection. The workshops also included a tutorial on filling your own sandbags.
In addition to these active community efforts, the District submits guest columns on behalf of board members to be placed in local newspapers. The District submitted three
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winter-related columns that contained flood safety messages as well as PPI messages (in September, October, and December).
Advertising Campaign
The flood awareness campaign ran over a four-month period, from November 2015 through March 2016. With a budget of $290,000, the total cost of the paid advertisement campaign was $278,708.43. Through media buy negotiations, additional ads worth
$124,481.33 were provided at no extra cost for a campaign worth $403,189.76. A key strategy of the paid campaign was to incorporate key PPI messages in our ads as much as possible. These messages were derived from the District’s annual Flood Plain Mailer,
a publication distributed to residents in FEMA designated floodplains. The annual Flood Plain Mailer is designed with key flood-safety messages crafted to obtain the maximum
number of CRS points. The flood awareness campaign included:
1) Customer Target: The campaign was targeted to residents and commuters within
Santa Clara County. We also targeted publications in areas with historical flooding
events, such as the Milpitas Post, Berryessa Sun, Morgan Hill Life and Palo Alto Weekly.
2) Media: The media breakdown was as follows:
a) Radio – 43 percent b) Online – 21 percent c) Print – 21 percent
d) Ethnic – 15 percent Radio: Scripts for radio were drafted to include key PPI messages such as making
an emergency plan and preparing for flooding by purchasing flood insurance. These messages ran for a total of nine weeks on the following mainstream English radio stations: KBAY, MIX 106.5, KRTY AND KLIV. The radio ads were translated in
Spanish (KBRG - six weeks) and Chinese (KSQQ - eight weeks). In addition, the ads were also played on the music-streaming service Pandora, for a total of eight weeks.
Online: The campaign included online banner ads and for the first time, sponsored content. Banner ads came in a variety of sizes and were displayed on
MercuryNews.com, NBCBayArea.com, SFGate.com and BayAreaParent.com (for
one month during Phase I). Banner ads included brief messages to convey the possibility of flooding during a drought. As part of a media buy package, email blasts
were distributed among email subscribers of Mercury News, NBC Bay Area and SF Gate. The email blasts included a brief flood safety message featuring Charles Chicken Little and linked to the District flood protection resources page.
For the first time, the flood awareness campaign included advertisements in the form of sponsored content. This consisted of crafting an approximately 500-600 word
article to be displayed on the media outlet’s website listed as an article, with the disclaimer that it was sponsored by the District. This was an excellent opportunity to present the safety messages on the flood plain mailer and distribute PPI messages
as well. Sponsored content was included in the Mercury News, NBC Bay Area and SF Gate websites. In addition, the sponsored content ads allowed for social media
sharing on platforms like Twitter and Facebook.
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Print: The flood awareness campaign had a total of four versions of print ads that ran
in a variety of print publications such as the Mercury News and its affiliate local
community newspapers, as well as other neighborhood based publications, such as the Almaden and Evergreen Times.
The first phase of the campaign included flood-safety tips from Charles Chicken Little and also alluded to past damage in our county as a result of El Niño-driven storms.
The second phase of the campaign included more images of past El Niño-induced flood damage, and an emphasis on being prepared with flood insurance, a key PPI/CRS -points earning message.
Print advertisements ran in the Mercury News (broad Bay Area audience) for eight
weeks. In smaller community and neighborhood publications, the ads ran for an
average of 6 weeks throughout both phases of the campaign.
Ethnic Media: Campaign advertisements were translated in Spanish, Chinese and
Vietnamese and ran in the corresponding language publications: El Observador, Thang Mo, Vietnam Daily and World Journal. El Observador, a
Spanish publication, also posted a small banner on its website as part of a media
buy package. Over a fifth of the budget was allocated to ethnic media, which made up 15 percent of the overall media buy.
Social Media: The District also utilized its Twitter and Facebook profiles to disseminate information on being prepared for an emergency as well as being flood-
safe. During the length of the campaign and leading up to anticipated storm events,
the District posted flash flood warnings, and shared posts with key messages about flood safety. During the months of September through March, we featured 11
Facebook and 15 Twitter posts with flood safety messages. A text messaging system was also used to distribute safety tips during or before
anticipated storms. Four messages were distributed during the months of January and March, two months with strong storms. Over 900 residents received these text
alerts advising residents to avoid driving through flood waters, to purchase flood
insurance, and to clean gutters and drain channels to prevent local flooding.
Results: Total campaign impressions were calculated at over 24 million; with a cost
of $11.32 per thousand impressions. Based on a thorough report from the media buyer (see table 1 below), the email blasts and sponsored content yielded a strong
click through rate of at least .32 percent (sponsored content), and as high as 9
percent click through rate (email). The average industry click rate for any kind of online ad format and placement is about 17 percent. Click through rates improved
during the second phase of the campaign, after early March storms took place, with
sponsored content earning a 1.01 percent click through rate and email blasts garnering up to 11.25 percent. Overall, the click through rate improved for all online
ad placements during the second phase of the campaign with more than half of ad placements performing above the average rate.
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IV. Stakeholder Meetings for 2016
Two PPI stakeholder meetings were planned so that the first could be used to gather
people’s input on how the PPI had worked over the last year and the second could be used to receive comments and approve the PPI Annual Report.
The first PPI Stakeholder Meeting was held on April 20, 2016. The purpose of the first meeting was to provide input for the Annual Report. This included reviewing the progress to
date; a demonstration of the file-sharing system as well as a presentation on the extensive outreach program that the District carried out during the 2015-16 flood season. We discussed lessons learned from our first year and what was important to continue and
strengthen. Attendance was excellent; staff from 10 agencies attended and stakeholders from 9 agencies.
The general consensus is that our PPI implementation is off to a good start. Getting 12 elected bodies to approve anything is a huge task. Cities who had gotten the PPI approved
by their elected officials reported receiving strong support. For cities that had not gotten the
PPI approved yet, the major problem was workload. The Public Works Departments in our area have a great deal of work to do now because of the high development level that is
going along with the Silicon Valley’s current economic boom. Three of the remaining cities have the PPI approval scheduled before their yearly verification and one city has decided that it makes better sense for them to sit out of the PPI process this year due to workload.
The messages that we chose originally are still relevant to Santa Clara County. In particular, we hope to increase our efforts to get people to prepare their personal emergency
plans. An effort will be incorporated in the flood readiness outreach that is done every fall. Another recommendation of the PPI Committee is to increase the use of social media for
messaging. People are using their phones more and more to get information, so the more we can use banner ads, sponsored articles, etc, the better. The PPI Committee was
pleased to see all the outreach in different media that the District had done the year before.
The meeting attendees shared that they had seen various messages throughout the season on different media.
During the July 20, 2016 PPI Stakeholders Meeting, most of our time was spent going over the “Project Accomplishment” column of Appendix A (See Attachment 2) line-by-line and
discussing things we would like to include in the coming year. Appendix A was The Multi-
Jurisdictional PPI Worksheet for Santa Clara County. FEMA advised us to include any projects in our PPI Worksheet that we might work on, not just the ones we expected to work
on because only listed projects are eligible for the PPI multiplier. By adding another column for what actually got accomplished, Attachment 2 becomes the detailed version of our PPI Annual Report. Of the 83 projects listed originally in our PPI, we made progress on 74 of
them. In addition to the work accomplished last year through the District’s extensive outreach
campaign and numerous newsletters by the Cities, there are three categories we plan to improve this coming year; promoting emergency plans, communicating with Realtors, and
having a more active speaker’s bureau.
To promote Family Emergency Plans, a mini-starter kit of emergency supplies has been
developed as a give away at emergency preparedness fairs or events. In order to qualify for
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the mini-kit, each person will have to demonstrate they’ve started their personal Family Emergency Plan. We also plan to have a photo contest related to family emergency plans,
including emergency kits.
These activities go back to the PPI Committee’s original message that people need to be
encouraged to prepare for emergencies before an event occurs. Cities and the District often speak at local clubs like Rotary or Neighborhood Associations.
We want to encourage including the messages of the PPI in these presentations. The District will develop presentation materials that everyone in the PPI program can use.
Realtors are an important audience for flood insurance messages, because they provide information to people in the process of buying a house. Plan to work with the local Realtors
Association to make a presentation at their meeting and encourage them to distribute
information on flood insurance.
The PPI Annual Report needs to be shared with each participation community’s elected
body. Table 2 is a chart of how each expects to communicate the report.
Table 2. How PPI Annual Report will be shared with Elected Officials
Community Method for Sharing
1 Santa Clara Valley District Non Agenda Memo
2 Gilroy Consent Calendar
3 Los Altos Council Weekly Update
4 Milpitas Monthly Report to Council
5 Mountain View Council Weekly Update
6 Morgan Hill City Manager’s Weekly Update
7 Palo Alto Informational Staff Report
8 San Jose City Manager’s Weekly Report
9 Santa Clara, City Friday Update to Council
10 Sunnyvale City Manager’s Bi-Weekly Report
___________________________________________
Attachments for submission to City Councils and District Board:
1. Activity 330 Outreach Projects Worksheet 2. Appendix A from PPI with accomplishments column added
Attachments for submission to FEMA as part of 2016 Recertification Package:
1. Activity 330 Outreach Project Worksheet 2. Appendix A from PPI with accomplishments column added
3. Agenda for April 20, 2016 Stakeholder Meeting 4. Sign-in Sheet for April 20, 2016 Stakeholder Meeting 5. Agenda for July 20, 2016 Stakeholder Meeting
6. Sign-in Sheet for July 20, 2016 Stakeholder Meeting
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Appendix A. The Multi-Jurisdictional PPI Worksheet for Santa Clara County - 2016 Annual Report Version
Target
Audience
1 Message Outcome Project(s) Proposed to
Support the Messages
Assignment 2 Proposed
Schedule
3 Stakeholder CRS
Community
Project
Accomplishments
Community At
Large (CAL)
The PPI Committee
recognized that the
entire community that
lives and/or works in
Santa Clara County is
subject to impacts due
to flooding. The CRS
typically focuses on
residential flooding,
but here, flooding of
businesses and roads is
also very important.
Topics 1, 2, 3, 4, 5, 6, 7, 8, & 9
Message: Know your flood risk and be
prepared; buy flood insurance
Educate our community on flood
protection and preparedness
measures
CAL OP #1. Flood messages inserted in and/or printed on Utility Bills. City Public Works
Depts. (PWD)
City CRS Coordinators
District
Communications (for
South County
Unincorporated areas)
October –
March
Utility companies (water,
electric, waste)
All
MV, PA, SC, Gilroy, MH included flood messages in
their Utility bills. CAL OP #2. Post Utility Bill messages on websites (Element 352 WEB1)
CAL OP#3. Winter Preparedness Briefing District Field
Operations
October NOAA, Cities Emergency
Managers & Public Works
Directors, Santa Clara County
OES, Cal Fire, CCC, DWR
Removed from list because all
the people involved are staff
from numerous agencies.
This wasn’t outreach to the
public.
All Not Applicable
CAL OP #4. Post “Winter Preparedness Briefing” notice and materials
on website (Element 352 WEB1)
October -
November
CAL OP#5. “Emergency Preparedness Workshop” District Emergency
Services
November
CAL OP #6. Post “Emergency Preparedness Workshop” notice and
materials on website (Element 352 WEB1)
November -
December
Topics 1, 2, 3, 4, 5, 6, 7, 8, & 9
Message: Know your flood risk and be
prepared; buy flood insurance.
Flood Insurance will cover damage from
flooding that most homeowner’s policies
don’t cover
Educate our community on flood
protection and preparedness
measures
CAL OP #7. Develop newsletters with articles on flood protection and
preparedness measures that urge residents and businesses to
purchase flood insurance. These would include paper and electronic
versions. These will be more extensive than messages included in
utility bills. District‘s annual county-wide mailer (CWM) will include
language on flood protection and preparedness measures. City of
Sunnyvale will distribute yearly newsletter article called “Know how to
be Flood Safe in Sunnyvale” (Element 352 WEB1 and 2)
City CRS Coordinators
or Communications
staff
District
Communications
Gilroy Chamber of
Commerce
October –
March
Insurance agencies
Gilroy Chamber of Commerce
District Grantee Organizations
City of Morgan Hill
Cupertino
Sunnyvale
Gilroy Chamber of Commerce
Starting in September, the water district began
including flood safety information and encouraging
residents to consider flood insurance in its monthly
newsletter through March. The newsletter reaches
over 21,000 residents county-wide and is shared on
the web and district’s social media sites monthly.
MV, PA, SC, MH, Gilroy Chamber of Commerce all
included articles on flood safety in their community
newsletters.
CAL OP #8. Post newsletters/articles/District’s CWM on websites
(Element 352 WEB1 and 2)
All were posted on City or District Websites.
Topics 4 & 6
Message: Keep debris and trash out of
our streams. It’s illegal to dump into
streams
Cleaner streams and fewer dumping
violations
Fewer debris blockages during high-
flow events
CAL OP #9. “Do Not Dump” message is sent each year to all Santa
Clara County residents in the District’s CWM
District
Communications
City of Sunnyvale
June/July 2015
(CWM)
Adopt-A-Creek Organizations
District Grantee Organizations
All Countywide Mailer (CWM) sent to all County parcels
with “Do Not Dump” message. Water district has an
extensive stewardship program. “Do not Dump”
message posted on construction signs throughout
the county.
CAL OP #10. Post “Do Not Dump” messages on website (Element 352
WEB1)
Construction signs are posted on the District’s
website. CWM posted.
CAL OP #11. “Illegal Dumping” - District Community Project Review
Unit (CPRU) Water Resource Protection Ordinance No. 08-1
amending Ordinance No. 83-2
District CPRU
Santa Clara Valley
Urban Runoff Pollution
Prevention Program
Year-Round Adopt-A-Creek Organizations
District Grantee Organizations
All Ordinance in force
CAL OP #12. Post Water Resource Protection Ordinance on website (Element 352 WEB1)
Ordinance posted on website.
CAL OP #13. “No Dumping” signage on District project sites District Watersheds
Operations & Maint.
Santa Clara Valley
Urban Runoff Pollution
Prevention Program
Year-Round Santa Clara Valley Urban
Runoff Pollution Prevention
Program (all communities
that drain to San Francisco
Bay)
All
District Construction sign include message of “no
dumping”.
CAL OP #14. “Pollution Hotline 1-888-510-5151” to report all illegal
dumping messages are included in Neighborhood Work Notices
(target outreach – 6 points per topic)
District
Communications
Santa Clara Valley
Urban Runoff Pollution
Prevention Program
Year-Round Santa Clara Valley Urban
Runoff Pollution Prevention
Program
Watershed Watch
Organization
San Francisco Estuarine
All Hotline receives messages 24/7- 365 days per year.
Respond to message within 20 minutes and on-site
within an hour if needed. Last year 117 incidents
were reported on this system.
CAL OP #15. Post Project notices with “Pollution Hotline” on website (Element 352 WEB1) N/A project Notices did not include the Hotline
number this year.
1 Message Topics: Outreach Projects (OP): Topic 1 – Know your flood hazard; Topic 2 – Insure your property for your flood hazard; Topic 3 – Protect people from the flood hazard; Topic 4 – Protect your property from the hazard; Topic 5 – Build responsibly; Topic 6 – Protect natural floodplain functions
Flood Response Preparations (FRP): Topic 7 – Develop a Family Emergency Plan; Topic 8 – Download disaster electronic Apps; Topic 9 – Understand shallow flooding risks – “Don’t drive through standing water.” 2 Each September, all deliverables need to be reported to District for tracking purposes. 3 A stakeholder can be any agency, organization, or person (other than the community itself) that supports the message. Stakeholders can be: an insurance company that publishes a brochures on flood insurance, even if it is set out at City Hall; a local newspaper that publishes a flood or hurricane season supplement each year; FEMA, if, for
example, a FEMA brochure is used as an informational material; schools that implement outreach activities; a local newspaper; a neighborhood or civic association that sponsors and hosts a presentation by a community employee; a utility company that includes pertinent articles in its monthly bills; or presentations made by state or FEMA staff at a
Risk Map meeting.
Appendix A. The Multi-Jurisdictional PPI Worksheet for Santa Clara County - 2016 Annual Report Version
1 Message Topics: Outreach Projects (OP): Topic 1 – Know your flood hazard; Topic 2 – Insure your property for your flood hazard; Topic 3 – Protect people from the flood hazard; Topic 4 – Protect your property from the hazard; Topic 5 – Build responsibly; Topic 6 – Protect natural floodplain functions
Flood Response Preparations (FRP): Topic 7 – Develop a Family Emergency Plan; Topic 8 – Download disaster electronic Apps; Topic 9 – Understand shallow flooding risks – “Don’t drive through standing water.” 2 Each September, all deliverables need to be reported to District for tracking purposes. 3 A stakeholder can be any agency, organization, or person (other than the community itself) that supports the message. Stakeholders can be: an insurance company that publishes a brochures on flood insurance, even if it is set out at City Hall; a local newspaper that publishes a flood or hurricane season supplement each year; FEMA, if, for
example, a FEMA brochure is used as an informational material; schools that implement outreach activities; a local newspaper; a neighborhood or civic association that sponsors and hosts a presentation by a community employee; a utility company that includes pertinent articles in its monthly bills; or presentations made by state or FEMA staff at a
Risk Map meeting.
2 of 7
Target
Audience
1 Message Outcome Project(s) Proposed to
Support the Messages
Assignment 2 Proposed
Schedule
3 Stakeholder CRS
Community
Project
Accomplishments
Institute
Oakland Museum
CAL OP #16. Creek side Property Program – Creek Wise
brochure handed out at community fairs (target outreach – 6 points
per topic)
District
Communications
Year-Round Fair Sponsors
Attendees of community
events who visit information
booths
SCVURPPP
All POSSIBLE FOCUS FOR COMING YEAR.
CAL OP #17. Post Project Creek side Mailer on website (Element 352
WEB1)
N/A
CAL OP#18. Organize volunteers for creek clean-ups through District’s
Adopt-A-Creek Program or organized city clean-ups, such as City of
Santa Clara’s, Adopt-A-Spot Program
District
Communications
City of Santa Clara CRS
Coordinator
Year-Round Community Organizations
Residents
Schools
Businesses
Creek Connections Action
Group (CCAG)
All
City of Santa Clara
Year round, 125 adopted sites which is increase of 12
sites over last year. Each org. does at least 2 clean
ups per years.
Sunnyvale, Mountain View, Palo Alto, Santa Clara and
Milpitas all advertise the clean-ups.
CAL OP #19. Post District’s Adopt a Creek Program and cities clean-up
programs on website (Element 352 WEB1)
Invites and results posted on the web.
CAL OP#20. Organize volunteers for National River Cleanup Day and
California Coastal Cleanup Day
District
Communications
City of San Jose
May 16, 2015
and September
2015
All On National River CleanUp Day In Spring we had 48
clean-up sites across the county. 1,124 volunteers
cleaned 61.25 miles of creeks and removed approx.
30,627 lbs of trash and over 3,000 lbs of recyclables
On Coastal Cleanup Day in the fall: 1,829 volunteers
cleaned 73.7 miles of 50,000 pounds of trash and
2,868 pounds of recyclables.
CAL OP #21. Post volunteer information and results on website (Element 352 WEB1)
Invites and results posted on the web.
CAL OP # 22. Installation of trash booms All as required by SF
Regional Board Multi-
Jurisdictional Permit
All There are 4 trash booms throughout the County that
the District maintains. Palo Alto installed 2 of them.
CAL OP #23. Stenciling storm drains “Do Not Dump - Flows Into Bay” City of San Jose CRS
Coordinator
All Programs to stencil storm drains throughout the
County. San Jose alone has over 10,000 storm drains.
CAL OP #24. Inserts into inlets All N/A
CAL OP #25. Hot Spot Assessment and Clean-ups All Approximately 60 hotspots of trash cleaned out. At
10% of trash was inventoried to understand
composition.
CAL OP #26. Send out yearly newsletter article discussing efforts to
ready the storm drainage system for fall rains – cleaning out storm
drains, and discusses “No Dumping” that reaches all households in
the City or County
City of Sunnyvale CRS
Coordinator
Cities CRS Coordinators
Late Summer/
Fall
Sunnyvale
All
Messages on storm drainage system included in two
monthly water district newsletters. Also included in
CWM.
Morgan Hill sent out one page flier to all residents.
CAL OP # 27. Post newsletter article on efforts to ready storm
drainage system for fall rains – cleaning out storm drains, and “No
City Sunnyvale CRS
Coordinator
Late Summer/
Fall
Sunnyvale
All
Newsletters and flier posted on the web
Appendix A. The Multi-Jurisdictional PPI Worksheet for Santa Clara County - 2016 Annual Report Version
1 Message Topics: Outreach Projects (OP): Topic 1 – Know your flood hazard; Topic 2 – Insure your property for your flood hazard; Topic 3 – Protect people from the flood hazard; Topic 4 – Protect your property from the hazard; Topic 5 – Build responsibly; Topic 6 – Protect natural floodplain functions
Flood Response Preparations (FRP): Topic 7 – Develop a Family Emergency Plan; Topic 8 – Download disaster electronic Apps; Topic 9 – Understand shallow flooding risks – “Don’t drive through standing water.” 2 Each September, all deliverables need to be reported to District for tracking purposes. 3 A stakeholder can be any agency, organization, or person (other than the community itself) that supports the message. Stakeholders can be: an insurance company that publishes a brochures on flood insurance, even if it is set out at City Hall; a local newspaper that publishes a flood or hurricane season supplement each year; FEMA, if, for
example, a FEMA brochure is used as an informational material; schools that implement outreach activities; a local newspaper; a neighborhood or civic association that sponsors and hosts a presentation by a community employee; a utility company that includes pertinent articles in its monthly bills; or presentations made by state or FEMA staff at a
Risk Map meeting.
3 of 7
Target
Audience
1 Message Outcome Project(s) Proposed to
Support the Messages
Assignment 2 Proposed
Schedule
3 Stakeholder CRS
Community
Project
Accomplishments
Dumping” on website (Element 352 WEB1) Cities CRS Coordinators
Topics 1,2,3,4,7, 8 & 9 : Download
disaster electronic Apps
Messages: Be prepared for flood and
other disasters; Know how to access
needed information quickly during an
emergency
Increase in ‘hits’ on Apps and less
stress during emergencies
CAL OP #28. Advertise District, County Public Health Department and
American Red Cross electronic Apps
City representatives,
District
Communications
County Public Health
Dept.
Gilroy Chamber of
Commerce, and
American Red Cross
Year-Round
Community Organizations,
including American Red Cross
and
Gilroy Chamber of Commerce
Residents who download the
apps.
Attendees of community
events who visit information
booths
Teachers /students visited by
District’s School Outreach
Program
All Apps posted on water district website and included
in FPM and the CWM. Also advertised on Facebook,
and Twitter by District, Palo Alto and Mountain View.
CAL OP #29. Post disaster apps information on website (Element 352
WEB1 and 2)
CAL OP #30. Instruct people to download apps at personal
preparedness trainings
App Posted on District Website
Palo Alto also posted on Facebook and Twitter.
CAL OP #31. Post instruction on how to download apps. on websites
and electronic newsletters (Element 352 WEB1)
District
Communications
City representatives
Instructions on website at
http://www.valleywater.org/Services/SMSalert.aspx
CAL OP #32. Promote ALERT SCC - Santa Clara County Emergency Alert
System
Cities CRS Coordinators
District
Communications
Santa Clara County All Promoted in the FPM & CWM. AlertSCC is an app for
anyone who lives or works in Santa Clara County to
get emergency warnings sent directly to their
electronic devices. AlertSCC provides information in
emergency situations like:
• Flooding, wildfires and subsequent
evacuations
• Public safety incidents, including crimes,
that immediately affect your
neighborhood
• Post-disaster information about shelters,
transportation, or supplies
CAL OP #33. Post ALERT SCC - Santa Clara County Emergency Alert
System on District and cities websites
http://www.sccgov.org/sites/alertscc/Pages/home.aspx
(Element 352 WEB1 and WEB2)
Sign Up info posted on District website at:
http://www.sccgov.org/sites/alertscc/Pages/home.as
px
Topic 7 : Develop a Family Emergency
Plan
Messages: Be prepared for flood and
other disasters
Increase in Family Emergency Plan
and less stress during emergencies
More people know what to do in an
emergency
CAL OP#34. Workshop/contest to promote developing family
Emergency Plans; Reaching out to a celebrity to carry our message
District
Communications and
City representatives
with assistance from
Stakeholders
Year-Round
Schools
American Red Cross
Celebrity, TBD
FEMA
California Volunteers.org
All Family Emergency Plan information included in CWM
and FPM.
THIS ACTIVITY WILL BE HIGHLIGHTED AGAIN NEXT
YEAR.
CAL OP #35. Post Family Emergency Plan template form on website
http://www.redcross.org/images/MEDIA_CustomProductCatalog/m12
140360_ARC_Family_Disaster_Plan_Template_r083012.pdf?campme
dium=internal_link_download&campname=family_disaster_plan_english or
http://www.californiavolunteers.org/familyplan/pdf/family_plan.pdf
(Element 352 WEB1 and 2)
Templates for Family Emergency Plan included
posted on the District website numerous places
including in the FPM and CWM.
CAL OP#36. Include message “What to Do….Before – Prepare a Family
Emergency Plan….” in District’s CWM
District
Communications
City representatives
October –
March
All Messages were included in the CWM and the FPM.
CAL OP #37. Post message “What to Do….Before – Prepare a Family
Emergency Plan….” on website (Element 352 WEB1 and 2)
District
Communications
City representatives
All FPM and CWM were posted on the District website.
CAL OP#38. Promote the official site of the NFIP Floodsmart.gov for
flood preparation and recovery messages
District
Communications
City CRS Coordinator
and Communications
staff
All Linked on district’s flood protection website as well
as included in FPM and CWM.
Appendix A. The Multi-Jurisdictional PPI Worksheet for Santa Clara County - 2016 Annual Report Version
1 Message Topics: Outreach Projects (OP): Topic 1 – Know your flood hazard; Topic 2 – Insure your property for your flood hazard; Topic 3 – Protect people from the flood hazard; Topic 4 – Protect your property from the hazard; Topic 5 – Build responsibly; Topic 6 – Protect natural floodplain functions
Flood Response Preparations (FRP): Topic 7 – Develop a Family Emergency Plan; Topic 8 – Download disaster electronic Apps; Topic 9 – Understand shallow flooding risks – “Don’t drive through standing water.” 2 Each September, all deliverables need to be reported to District for tracking purposes. 3 A stakeholder can be any agency, organization, or person (other than the community itself) that supports the message. Stakeholders can be: an insurance company that publishes a brochures on flood insurance, even if it is set out at City Hall; a local newspaper that publishes a flood or hurricane season supplement each year; FEMA, if, for
example, a FEMA brochure is used as an informational material; schools that implement outreach activities; a local newspaper; a neighborhood or civic association that sponsors and hosts a presentation by a community employee; a utility company that includes pertinent articles in its monthly bills; or presentations made by state or FEMA staff at a
Risk Map meeting.
4 of 7
Target
Audience
1 Message Outcome Project(s) Proposed to
Support the Messages
Assignment 2 Proposed
Schedule
3 Stakeholder CRS
Community
Project
Accomplishments
CAL OP #39. Post message “NFIP Floodsmart.gov Flood Preparation
and Recovery….” on website
https://www.floodsmart.gov/floodsmart/pages/preparation_recovery
/before_a_flood.jsp (Element 352 WEB1 and 2)
District
Communications
City CRS Coordinator
and Communications
staff
All Posted on District website.
Topics 1, 3, & 4
Messages: Protect people and property
from flood hazards
Less damage due to the floods;
improve sandbag distribution
CAL OP #40. Sandbags available at various site throughout county District Vegetation Unit
City of Palo Alto Public
Works
November
through April
All County residents
Community organizations (SF
Creek JPA, Boys Scouts, etc.)
All Published county map of sandbag locations in Winter
Prep flier and posted on website.
CAL OP #41. Post sandbag information on website, including How to
Use Sandbags, sandbag webcams to view availability, etc. (Element 352 WEB1 and 2)
District
Communications
Year-Round
Revamped Sandbag guide for correct positioning and
tips. Posted on website.
Topics 1 & 9: Know your flood hazard;
Understand shallow flooding risks
Messages: Drive slowly; Avoid shallow
moving water; 2 ft. water moves vehicles;
FEMA’s message: “Turn Around Don't
Drown®.”
Fewer accidents and rescues
CAL OP #42. Permanent street signage (2 signs/City/year); each City
will determine best location for signage and will install them. “Subject
to Flooding” (Cities to coordinate common standard message design)
Cities PWD
County Planning
Gilroy Chamber of
Commerce
Year-Round FEMA
Caltrans
Gilroy Chamber of Commerce
American Red Cross
Residents and people who
work in county
All Palo Alto and Santa Clara put up two signs
CAL OP#43. Include message “What to Do….After – Turn Around Don’t
Drown®….” in District’s CWM
District
Communications
City representatives
All Included Message on CWM and FPM
CAL OP #44. Post message “What to Do….After – Turn Around Don’t
Drown®….” on website (Element 352 WEB1 and 2)
District
Communications
City representatives
Messages posted on website
CAL OP #45. Post shallow flooding risks information on websites
(Element 352 WEB1 and 2)
District
Communications
Cities Communications
All Risk of Driving through standing water is included in
FPM which is posted on District website
CAL OP #46. Promote City’s online “Flood Zone Lookup” tool on
Website (Element 352 WEB1 and 2)
City of Palo Alto Public
Works
City of Palo Alto Palo Alto promoted their “Flood Zone Lookup Tool”.
Topics 1, 2, 3, 4, 5, 6, 7, 8, & 9
Message: Know your flood risk and be
prepared; buy flood insurance
Educate our community on flood
protection and preparedness
measures
Increase in ‘hits’ on District and cities
Flood Protection Resources pages and
improve District’s Flood Campaign
results
CAL OP #47. Flood Awareness Campaign, including radio and bus ads.
For this year, we are preparing to have radio ads ready to place, but
we’ll only place them if/when there are major storm systems in the
forecast
District
Communications
Cities Communications
October-April FEMA
Radio Stations
Valley Transportation
Authority
American Red Cross
All Radio spots ran in four mainstream English stations
targeting and a Spanish and Chinese language
stations. Over the course of 4 months 2,595 spots
ran. From the months of Sept. through March, the
water district featured 11 Facebook and 15 Twitter
posts with the flood safety message “Know your
flood risk; buy flood insurance.” These posts included
links to the Flood Awareness campaign elements on
our district website.
Mountain View declared Red Cross Month in March.
CAL OP #48. Post Flood Awareness Campaign elements on District
website (Element 352 WEB1 and 2)
District
Communications
Cities Communications
Year-Round Facebook, Twitter, Google+,
LinkedIn, Instagram, etc.
All Staff also gave 11 speaker’s bureau presentations
with an emphasis on flood protection and flood
safety to organizations and agencies that requested
presentations during these months.
CAL OP #49. Post Flood Awareness Campaign information on
websites (Element 352 WEB1 and 2)
District
Communications
Cities Communications
Year-Round These posts included links to the Flood Awareness
campaign elements on our district website.
CAL OP 50. Distribute flood prevention materials at fairs
Fair Sponsors During the months of October through March, staff
attended nine community events to distribute flood
safety information and flood prevention materials.
CAL OP #51. Social Media Messaging (such as Facebook, Twitter,
LinkedIn, Instagram, etc.)
Fair Sponsors
Residents who share posts
Facebook, Twitter, Google,
LinkedIn, Instagram, etc.
From the months of Sept. through March, the water
district featured 11 Facebook and 15 Twitter posts
with the flood safety message “Know your flood risk;
buy flood insurance.” These posts included links to
the Flood Awareness campaign elements on our
district website.
Appendix A. The Multi-Jurisdictional PPI Worksheet for Santa Clara County - 2016 Annual Report Version
1 Message Topics: Outreach Projects (OP): Topic 1 – Know your flood hazard; Topic 2 – Insure your property for your flood hazard; Topic 3 – Protect people from the flood hazard; Topic 4 – Protect your property from the hazard; Topic 5 – Build responsibly; Topic 6 – Protect natural floodplain functions
Flood Response Preparations (FRP): Topic 7 – Develop a Family Emergency Plan; Topic 8 – Download disaster electronic Apps; Topic 9 – Understand shallow flooding risks – “Don’t drive through standing water.” 2 Each September, all deliverables need to be reported to District for tracking purposes. 3 A stakeholder can be any agency, organization, or person (other than the community itself) that supports the message. Stakeholders can be: an insurance company that publishes a brochures on flood insurance, even if it is set out at City Hall; a local newspaper that publishes a flood or hurricane season supplement each year; FEMA, if, for
example, a FEMA brochure is used as an informational material; schools that implement outreach activities; a local newspaper; a neighborhood or civic association that sponsors and hosts a presentation by a community employee; a utility company that includes pertinent articles in its monthly bills; or presentations made by state or FEMA staff at a
Risk Map meeting.
5 of 7
Target
Audience
1 Message Outcome Project(s) Proposed to
Support the Messages
Assignment 2 Proposed
Schedule
3 Stakeholder CRS
Community
Project
Accomplishments
CAL OP #52. Post social media messages on websites (Element 352
WEB1 and 2)
Social media posts included links to the Flood
Awareness campaign elements on our district
website.
CAL OP #53. Staffing booths at fairs District
Communications
Cities Communications
Year-Round Fair Sponsor
Residents who attend booths
All During the months of October through March, staff
attended nine community events to distribute flood
safety information and flood prevention materials.
Special Flood
Hazard Area
(SFHA)
Communities
The PPI Committee
identified several
geographic areas that
are particularly prone
to flooding.
Topics 4 & 6
Message: Keep debris and trash out of
our streams. It’s illegal to dump into
streams
Cleaner streams and fewer dumping
violations
SFHA OP #1. “Do Not Dump” message is sent each year to all SFHA
residents county-wide in the District’s annual Floodplain Mailer (FPM)
(2014 FPM reached 71,000 residents & businesses) (target outreach –
6 points per topic)
District
Communications
October/
November
2015
FEMA
SCVURPPP
All District’s annual flood plain mailer sent to over
48,000 homes in the county in November. An
electronic version was posted on the district’s flood
protection resources website. Includes “Do Not
Dump” Message and how to protect your family.
Less flooding damage due to debris
build-up
SFHA OP #2. Post Floodplain Mailer on website (Element 352 WEB1 and 2)
District
Communications
Year-Round All FPM posted on website
Topics 3 & 5
Message: Protect your family and
property from flooding
Educate our community on flood
protection and preparedness
measures
SFHA OP #3. “What to Do – Protect Your Family and Property from
Flooding” message is sent each year to all SFHA residents in the
District’s annual FPM
October -
November
All District’s annual flood plain mailer sent to over
48,000 homes in the county in November. An
electronic version was posted on the district’s flood
protection resources website. Includes message of
protecting your family against floods.
Reduce number of claims SFHA OP #4. Post Floodplain Mailer on website (Element 352 WEB1 and 2)
Year-Round
SFHA OP #5. Maintain the ALERT System District
Communications
City of Palo Alto CRS
Coordinator
Cities CRS Coordinators
Year-Round
peaks time
October - April
County of Santa Clara All ALERT System was maintained and expanded to
include an app.
Keep families safe
SFHA OP #6. ALERT System – Post real-time gauge information on
website so users can see current water levels, and where available,
flood height predictions (Element 352 WEB3)
All Alert information is available on the District’s
website.
SFHA OP #7. Post cards sent to floodplain residents; this is in addition
to the District’s Annual FPM. City of Sunnyvale sends out postcards
annually that includes a link to flood insurance agent referrals.
City of San José
City of Sunnyvale CRS
Coordinator
City of Gilroy
County of Santa Clara
Need dates
from
communities
FEMA
Lenders
Real Estate Brokers
Silicon Valley Realtors
Association
City of San José
City o f Sunnyvale
City of Gilroy
County of Santa Clara
Cities of Sunnyvale and Gilroy send postcards to
residents to floodplain residents.
SFHA OP #8. Post postcards on website (Element 352 WEB1 and 2) City of Sunnyvale CRS
Coordinator
Sunnyvale Sunnyvale and Gilroy posted on their websites.
SFHA OP# 9. City of Sunnyvale sends out postcards annually that
offers flood protection assistance site visits.
Sunnyvale CRS
Coordinator
Sunnyvale City of Sunnyvale sends out a postcard that offers
flood protection assistance site visits.
SFHA OP #10. Post postcards that offers flood protection assistance
site visits on website (Element 352 WEB1 and 2)
Message was posted on the Sunnyvale website.
SHA OP #11. Inserts into District’s School Outreach Program material District
Communications
Year-Round Schools
Students/Parents
All THIS IS A FOCUS FOR NEXT YEAR.
SFHA OP #12. Post School Outreach Program materials on website
(Element 352 WEB1)
District
Communications
Year-Round All All of our outreach materials are posted on our
website at
http://www.valleywater.org/Programs/TeachersStud
ents.aspx
Topics 1, 2, 3, 4, 5, 6, 7, 8, & 9
Message: Know your flood risk and be
prepared; buy flood insurance
Increase in the number of inquiries
for purchasing flood insurance
SFHA OP #13. “Do You Need Flood Insurance” message is sent each
year to all SFHA residents in the District’s annual FPM
District
Communications
October/
November
2015
Lenders
Real Estate Brokers
Flood insurance customers
All District’s annual flood plain mailer sent to over
48,000 homes in the county in November.
PLAN TO INCREASE OUTREACH TO REAL ESTATE AND
FLOOD INSURANCE BROKERS NEXT YEAR.
Topics 1, 2, 3, 4, 5, and 7
Message: Flood Insurance will cover
damage from flooding that most
homeowner’s policies don’t’ covers.
Increase in number of flood insurance
policies in the SFHAs and in the
county in general
SFHA OP #14. Post Floodplain Mailer on website (Element 352 WEB1)
Year-Round
. An electronic version was posted on the district’s
flood protection resources website.
Appendix A. The Multi-Jurisdictional PPI Worksheet for Santa Clara County - 2016 Annual Report Version
1 Message Topics: Outreach Projects (OP): Topic 1 – Know your flood hazard; Topic 2 – Insure your property for your flood hazard; Topic 3 – Protect people from the flood hazard; Topic 4 – Protect your property from the hazard; Topic 5 – Build responsibly; Topic 6 – Protect natural floodplain functions
Flood Response Preparations (FRP): Topic 7 – Develop a Family Emergency Plan; Topic 8 – Download disaster electronic Apps; Topic 9 – Understand shallow flooding risks – “Don’t drive through standing water.” 2 Each September, all deliverables need to be reported to District for tracking purposes. 3 A stakeholder can be any agency, organization, or person (other than the community itself) that supports the message. Stakeholders can be: an insurance company that publishes a brochures on flood insurance, even if it is set out at City Hall; a local newspaper that publishes a flood or hurricane season supplement each year; FEMA, if, for
example, a FEMA brochure is used as an informational material; schools that implement outreach activities; a local newspaper; a neighborhood or civic association that sponsors and hosts a presentation by a community employee; a utility company that includes pertinent articles in its monthly bills; or presentations made by state or FEMA staff at a
Risk Map meeting.
6 of 7
Target
Audience
1 Message Outcome Project(s) Proposed to
Support the Messages
Assignment 2 Proposed
Schedule
3 Stakeholder CRS
Community
Project
Accomplishments
Standard homeowner or commercial
policies will not cover damage to
structures or contents caused by natural
flooding. Flood insurance is the only sure
way to be reimbursed for some of your
flood loses
Prospective buyers understand flood
risks
SFHA OP #15. Mail out mailer(s) regarding flood insurance and
elevation certificates
City of Milpitas CRS
Coordinator
City of Los Altos CRS
Coordinator
Cities CRS Coordinators
Fall
Realtors
Prospective Residents in flood
plains
City of Milpitas
City of Los Altos
Milpitas and Los Altos sent mailer regarding flood
insurance and elevation certificates.
SFHA OP #16. Post mailers on website (Element 352 WEB1)
City of Milpitas Fall
City of Milpitas
Messages were posted on City websites
SHA OP #13. Mailer (brochure published by insurance company) sent
to all real estate agents and lenders (can be set out at City Hall) –
requirement to purchase flood insurance and discount.
City of Sunnyvale
City of San Jose
City of Palo Alto
Need dates
from
communities
Lenders, real estate agents or
boards,
developers/contractors and
appraisers ; organizations or
agencies that serve
communities at risk for
flooding include PG&E,
American Red Cross,
Community Emergency
Response Teams (CERT),
neighborhood associations,
schools, churches, hospitals
and museums.
City of Sunnyvale
City o f San Jose
City of Palo Alto
Sunnyvale and Palo Alto have one-page newsletter
which is sent to all real estate agents and set out for
pick-up at City Hall.
Milpitas purchases brochures from FEMA.
Topic 1: Know your flood hazard
Message: A FIRMette is a full-scale
section of a FEMA Flood Insurance Rate
Map (FIRM) that you create online. A
FIRM indicates if property is in a Special
Hazard Flood Area
Increase in the number of inquiries
from prospective buyers asking about
the flood designation of property
SFHA OP #17. Presentation and training to realtors at Realtor’s
Association Meetings and/or write-up in realty association
newsletters
District
Communications City
representatives
Alain Pinel Realtors
October - April Insurance companies
Lenders
Brokers
Alain Pinel Realtors and other
realty companies
Residents who access FEMA
Map Service Center
Silicon Valley Realtors
Association
All Plan to work on next year
N/A this year
SFHA OP #18. Post training presentation on website (Element 352
WEB1)
District
Communications City
representatives
Year-Round N/A this year
SFHA OP #19. Publicize FEMA’s Flood Map Service Center website
District
Communications
City representatives
Year-Round FEMA
Realtors
Lenders
Brokers
Residents who access FEMA
Map Service Center
All Through the FPM sent to all parcels in the floodplain.
SFHA OP #20. Post link to FEMAs Flood Map Service Center on
website (https://msc.fema.gov/portal) (Element 352 WEB1)
Posted on the District website.
Topics 3, 4, & 5
Message: Retrofit or elevate your
home/building to reduce future flood
damage. Contact your local planning
department to determine what steps
should be taken to protect your property.
Contact Public Works CRS Coordinator to
find out if grant assistance is available
Increase in inquires on retrofitting
measures. Decrease the number of
repairs and elevations without
permits. Increase number of repairs
with permits
SFHA OP #21. Annual letters mailed to repetitive loss properties and
real estate agencies
San Jose
Palo Alto
Sunnyvale
Morgan Hill
Real Estate Agencies San Jose
Palo Alto
Sunnyvale
Morgan Hill
Each City sent out letters to repetitive loss parcels as
required by FEMA.
Increase number of elevation
certificates on file, and structures
repaired with permits; decrease the
number of repetitive loss increase
homes
Not Appropriate to post due to privacy concerns.
Messengers to
Other Target
Audiences (TA)
Topics 1, 2, 3, 4, 5, 6, 7, 8, & 9
Message: Know your flood risk and be
prepared; buy flood insurance
Educate our community on flood
protection and preparedness
measures
TA OP #1. Have American Red Cross include the topic of flood
protection in their presentations. Have engineers accompany
American Red Cross to community meetings (2/city/year)
American Red Cross
Year-Round
American Red Cross
Neighborhood Associations
Service Clubs (e.g. Notary,
Kiwanas, etc.)
All
N/A this year.
Possible focus for coming year.
Appendix A. The Multi-Jurisdictional PPI Worksheet for Santa Clara County - 2016 Annual Report Version
1 Message Topics: Outreach Projects (OP): Topic 1 – Know your flood hazard; Topic 2 – Insure your property for your flood hazard; Topic 3 – Protect people from the flood hazard; Topic 4 – Protect your property from the hazard; Topic 5 – Build responsibly; Topic 6 – Protect natural floodplain functions
Flood Response Preparations (FRP): Topic 7 – Develop a Family Emergency Plan; Topic 8 – Download disaster electronic Apps; Topic 9 – Understand shallow flooding risks – “Don’t drive through standing water.” 2 Each September, all deliverables need to be reported to District for tracking purposes. 3 A stakeholder can be any agency, organization, or person (other than the community itself) that supports the message. Stakeholders can be: an insurance company that publishes a brochures on flood insurance, even if it is set out at City Hall; a local newspaper that publishes a flood or hurricane season supplement each year; FEMA, if, for
example, a FEMA brochure is used as an informational material; schools that implement outreach activities; a local newspaper; a neighborhood or civic association that sponsors and hosts a presentation by a community employee; a utility company that includes pertinent articles in its monthly bills; or presentations made by state or FEMA staff at a
Risk Map meeting.
7 of 7
Target
Audience
1 Message Outcome Project(s) Proposed to
Support the Messages
Assignment 2 Proposed
Schedule
3 Stakeholder CRS
Community
Project
Accomplishments
Lenders, real estate
agencies or boards,
developers/contractors
and appraisers all serve
as a messenger to
people who are at risk
of flooding as they
provide their
respective business
service. In addition,
organizations or
agencies that serve
communities at risk for
flooding include PG&E,
the American Red
Cross, and Community
Emergency Response
Teams (CERT),
neighborhood
associations, schools,
churches, hospitals and
museums.
Topic 2: Insure your property for your
flood hazard
Message: Standard homeowner or
commercial policies will not cover
damage to structures or contents caused
by natural flooding. Flood insurance is
the only sure way to be reimbursed for
some of your flood loses. A discount on
your flood insurance premium is
available. Flood insurance is also
available for renters and commercial
properties. There is a mandatory 30-day
waiting period for flood insurance to
become effective.
Increase the number of real estate
agents who will advise their clients
that they are interested in a home
that’s in a floodplain area
TA OP #2. Post presentations on website (Element 352 WEB1)
All
Sunnyvale
Jose
Palo Alto
Chamber of Commerce
Silicon Valley Realtors
Association
American Red Cross
Neighborhood Associations
Service Clubs (e.g. Notary,
Kiwanas, etc.)
Chamber of Commerce
Silicon Valley Realtors
Association
All
Sunnyvale
San Jose
Palo Alto
N/A this year.
Possible focus for coming year.
District has template available for any City to use.
Message: A discount is available. Flood
insurance is also available for renters and
commercial properties. There is a
mandatory 30-day waiting period for
flood insurance to become effective
TA OP #3. Annual mailer targeted towards real estate agents and
lenders with this message
City of Sunnyvale CRS
Coordinator
City of San Jose CRS
Coordinators
Cities CRS Coordinators
Late Summer/
Fall
City of Sunnyvale
City of San Jose
All
Sunnyvale and Palo Alto have one-page newsletter
which is sent to all real estate agents and set out for
pick-up at City Hall.
Milpitas purchases brochures from FEMA.
TA OP #4. Post annual mailer targeted towards real estate agents and
lenders on website (Element 352 WEB1)
Posted on City websites.
Topics 1, 2, 3, 4, 5, 6, 7, 8, & 9
Message: Know your flood risk and be
prepared; buy flood insurance
Improve SFHA disclosure during real
estate process
TA OP #5. Include flood protection and preparedness messages in
newsletters of organizations or agencies that serve communities at
risk for flooding; District and City staff would draft messages for
insertion into newsletters.
All
City of Sunnyvale
City of San Jose
City of Palo Alto
All
Starting in September, the water district began
including flood safety information in its monthly
newsletter through March. The newsletter reaches
over 21,000 residents county-wide and is shared on
the web and district’s social media sites monthly.
Utility bill inserts. See CAL OP #1 and #2.
Increase in number of policies in the
SFHAs and in the county in general
TA OP #6. Post newsletters on websites (Element 352 WEB1)
All monthly newsletters posted on District website.
TA OP#7 Floodplain mailer sent to all parcels in the county in the
floodplain.
District
Communications
All Floodplain Mailer sent to 71,000 addresses.
Educate our community on flood
protection and preparedness
measures
TA OP# 8. Speaker’s Bureau of staff from CRS Communities to talk at
events organized by various community groups. The goal is for each
CRS Community to speak at a minimum of 2 events per year or more.
City representatives
Community
Organizations
October-April All N/A for this year.
Possible focus for coming year. District will prepare
template presentation that all cities can use.
TA OP#9. Post Speaker’s Bureau presentation on website and/or share
on social media.
References
1. Washington Multi-Jurisdictional PPI
2. Snohomish County, City of Monroe, City of Sultan Multi-Jurisdictional Program for Public Information 2013
3. Flood Futures Report
Community:
330 OUTREACH PROJECTS WORKSHEET
For the Annual Report for 2016 Santa Clara County Multi-Jurisdictional Program for Public Information 2015
1. Know
Your
Flood
Hazard
2. Insure
your
property
3. Protect
People
4. Protect
your
Property
5. Build
Responsibly
6. Protect
Natural
Floodplain
functions
7. Develop
Family
Emergency
Plan
8. Download
Apps
9.
Understand
shallow
flooding risks
Count PPI?PPI (OP)STK?STK (OP)OP + PPI
+ STK
CAL OP#7 Valley Water News 2015
Countywide Mailer 6 y y y y y y y y y 1 9 54 y 21.6 0.0 75.6
CAL OP#7 Floodplain Mailer
2015-2016 6 y y y y y y y y y 1 9 54 y 21.6 0.0 75.6
CAL OP#7
October 15, 2015 SJMN Article,
"Wet Winter across California is
likely."2 y 1 1 2 y 0.8 y 0.6 3.4
CAL OP #7
11/15 SJMN Article - Officials
urge Californians to buy flood
insurance
2 y y y y y 1 5 10 y 4.0 y 3.0 17.0
CAL OP #7
February 4, 2016 SJMN Article,
"Water District Offers Safety Tips
In Face of Possible Flooding." 2 y y y y y y y 1 7 14 y 5.6 y 4.2 23.8
CAL OP#7
December 21, 2015 Sponsored
Ad, NBC Bay Area, "Winter Flood
Protection 101"2 y y y y y y 1 7 14 y 5.6 y 4.2 23.8
CAL OP #8
Valley Water News 2015
Countywide Mailer (on website)1 y y y y y y y y y 1 9 9 y 3.6 0.0 12.6
CAL OP #8 Floodplain Mailer
2015-2016 (on website)1 y y y y y y y y y 1 9 9 y 3.6 0.0 12.6
CAL OP #8
February 4, 2016 SJMN Article,
"Water District Offers Safety Tips
In Face of Possible Flooding."
(on website)
1 y y y y y y y 1 7 7 y 2.8 y 2.1 11.9
CAL OP #8
October 15, 2015 SJMN Article,
"Wet Winter across California is
likely."
(on website)
1 y 1 1 1 y 0.4 y 0.3 1.7
CAL OP #8
11/15 SJMN Article - Officials
urge Californians to buy flood
insurance (on website)
1 y y y y y 1 5 5 y 2.0 y 1.5 8.5
CAL OP #8
December 21, 2015 Sponsored
Ad, NBC Bay Area, "Winter Flood
Protection 101"
(on website)
1 y y y y y y 1 7 7 y 2.8 y 2.1 11.9
TA OP #7 Speakers Bureau Presentation
(see attached list) 2 y y y 25 3 150 y 60.0 y 45.0 255.0
c330 = cOP:340.0 + cFRP:0.0 = 0 ∑OP: 200 ∑PPI: 80 ∑STK: 60 340.0
Number of OP projects:13 Notes:c330 ≤ 350 ∑OP ≤ 200 ∑PPI ≤ 80 ∑STK ≤ 60
NOTE: The above is a sub-set of all the outreach projects carried out in FY16 (June 2015 - July 2016). Included are projects needed to reach the maximum points allowed for Activity 330. A complete list of projects is available upon request.
Multipliers
SCVWD
330 Outreach Project (OP) Worksheet
Outreach Projects Points per
Topic
Topics Covered
Times per
Year*OP