Scoping Meeting Minutes Community/Flood Map Project: Erath County, Texas Date/Time: May 13, 2008 / 10:30 a.m.-noon FEMA Lead: Jack Quarles, PE (represented by James Bennett, PE) Participants: See Attached Sign in Sheet. 18 attendees. Maps of Erath County and individual cities were available for review. Example Orthophoto and vector DFIRM maps were on the walls for review and assistance in decision on Base Maps for the county. Minutes: The minutes follow the Participants List. Minutes were consolidated and prepared by Debbie Young (Halff) Date of Minutes: May 22, 2008 Case No.: Location of Meeting: Stephenville City Hall Stephenville, TX FEMA Flood Hazard Mapping Project Scoping Meeting – Erath County Sign In Sheet Stephenville City Hall, Stephenville, TX Organization/ Affiliation City of Stephenville Mgr. EMS Erath Co. Co. Judge Brazos River Authority Erath County Erath Co. TxDOT TxDOT Dir. Comm. Dev. GIS Admin Sanitation Dept City of Stephenville Erath CAD Erath Co. TxDot Dist. Hydr. Engineer Assistant Area Engineer Des. Spec Civil Engineer Engineer Project Manager TxDOT-FTW TxDOT-Stephenville TxDOT-Stephenville FEMA Region VI FEMA R6 Halff Associates May 13, 2008 10:30 a.m. Telephone 254-918-1217 254-761-3168 254-965-1452 254-965-2277 254-965-3511 254-965-3511 254-918-1216 254-965-5434 254-965-1414 254-965-3511 817-370-6596 254-965-3511 254-965-3511 940-898-8589 940-898-5156 817-847-1422 Junte1@dot.state.tx.us Jterry@dot.state.tx.us email@example.com firstname.lastname@example.org James.email@example.com Jack.firstname.lastname@example.org email@example.com firstname.lastname@example.org Jhunte1@dot.state.tx.us email@example.com Name Chad Denson Trey Buzbee John Wooley Tab Thompson Marc McEndree Jerry Hunter Betty Chew Lisa Chick Norm Carpenter Jerry Hunter John Terry David Bullard Buddie Lasater James Bennett Jack Quarles Cindy Mosier Title E-Mail Address firstname.lastname@example.org email@example.com Wooley@co.erath.tx.us FEMA Flood Hazard Mapping Project Scoping Meeting – Erath County Sign In Sheet Stephenville City Hall, Stephenville, TX Organization/ Affiliation Halff Associates Halff Associates May 13, 2008 10:30 a.m. Telephone 817-847-1422 817-847-1422 Name John Ivey Debbie Young Title Vice President Pursuit Manager E-Mail Address firstname.lastname@example.org email@example.com Agenda Items 1. Introductions and Agenda All attendees introduced themselves to the group. Estimated Time 5 minutes Mr. James Bennett (FEMA, Region VI) then began the meeting. The meeting agenda was as follows: a. Sign-In Sheet b. Introduction c. Purpose of Erath County Re-Study d. NFIP Overview e. FEMA Map Modernization f. FEMA Compliance g. National Service Provider (NSP) h. Scoping Activities i. Re-Study Process j. Levees k. Community and FEMA Agreement Discussion (MOA’s) 2. Presentation Topics 45 minutes Overview of Map Modernization (FEMA) James Bennett provided an overview of the Map Modernization Program. This restudy is intended to bring the Erath County flood insurance rate maps up to the new standard for Digital FIRMs. These GIS-based DFIRMs will become the basis for the eventual development of Multi-Hazard Maps. The intent is to produce the new DFIRMs using the best base layers and topography available. Scoping is important to identify what stream studies may be updated within the limited budget available. Partnering and two-way communications between FEMA and communities are important to get the best product. Mr. Bennett encouraged communities to take this opportunity to take a good look at their maps and note any mistakes (street names, mislocated streets, etc.) that need correction. FEMA will incorporate fully developed conditions mapping into the DFIRMs, however, the communities must pay for this work. There will be a conversion period as the new maps become available. Communities will have to revise their ordinances to adopt the new maps when they become effective. FEMA is also working on new model ordinances that reflect more stringent floodplain management measures such as “No Adverse Impact.” Regional Management Center (RMC) Mr. Bennett explained the role of the National Service Provider (NSP). The NSP replaces the previous system of MCCs. The RMC, Michael Baker Jr. Inc., located in Denton, represents the NSP in Region VI. The RMC will work with the communities, the IDIQ study contractors and FEMA to facilitate the study process. The NSP will also review LOMRs and LOMAs. The NSP is in the process of building the Management Information Portal (MIP). Eventually, all FIS study data will reside on the MIP, and communities will be able to access it via the internet. Mr. Bennett concluded by discussing the new system of performance-based contracting being used by FEMA, and describing the Cooperating Technical Partner (CTP) program. Contact FEMA with questions. He also reminded communities that FEMA would like them to sign the “Memorandum of Agreement” for this study. Project Purpose and Schedule Cindy Mosier of Halff Associates presented the remaining topics. She began by reviewing issues relating to the purpose of this study. Erath County has 19 existing FIRMs. The average panel age is 26 years. Agenda Items Estimated Time Overview of Project Scoping Erath County has 8.8 miles of Zone AE – Redelineation and 791.1 miles of Approximate Study (Zone A). Halff Associates needs scoping information from communities in order to identify the best available base map and topography data to be used for mapping and to prioritize streams needing updates to the effective hydrology and hydraulic studies. To begin this process, Halff needs to know what information is out there, what information is needed and the level of detail of the information needed. Historical flood information and new studies that may not be incorporated into the maps are two examples of information that will be helpful to the process of updating the maps. Communities are encouraged to provide information as soon as possible. DFIRM Production Techniques There will be four mapping approaches: New detailed study (or incorporation of existing detailed studies), Enhanced Approximate (limited detailed study with minimal or no survey), redelineation of effective FIS profiles, Approximate Study (Automated H&H, Zone A data), and digital conversion. Processing of the maps will include internal QA/QC, review by the National Service Provider, and community reviews. New detailed studies are the most expensive because of survey costs. Redelineation will be used for effective detailed studies that are not restudied. Ms. Mosier explained that there is a very limited mapping budget therefore there will be no detailed H&H study performed in Erath County. The mapping product will be county-wide DFIRMs. The location and scale of the DFIRM panels will be based on the USGS quarter quadrangles maps at a scale of 1”=1000’ (urban) or 1”=2000’ (rural). Community and FEMA Partnering Ms. Mosier reiterated the points made by James Bennett regarding the FEMA Memoranda of Agreement. She concluded the presentation by noting that Halff Associates and FEMA would continue an active outreach program through the website: www.halff-femastudy.com and hotline number: 877-425-3389. 3. Questions and Comments 10 Jack Quarles, FEMA Region VI Risk Division Manager, discussed the background and goals of FEMA’s Map Mod Program. Mr. Quarles is a fourth-generation property owner in Erath County and provided insight and history on Erath County. Representatives at the meeting stated that there are no levees located in Erath County. However, the Erath County Emergency Manger reported that there are 22 NRCS erosion control structures in County. Cindy Mosier reported that the NCTCOG will provide county-wide ACS mapping that will be utilized for the Erath County mapping effort. At the end of the meeting, the county and communities voted to use the Vector-based Base Maps for the county. 4. Breakout Sessions 60 minutes Cindy Mosier and John Ivey of Halff Associates met with area representatives to note their concerns on county and city maps. The following items were discussed: Chad Denson, city of Stephenville GIS Manager, stated that 2003 and 2007 NCTCOG orthophoto mapping is available for the city of Stephenville. The NCTCOG mapping extends only a short distance into the unincorporated area around the city of Stephenville because the City cost shared in the mapping effort and the County did not. Betty Crew, Stephenville Director of Community Development, discussed the city of Stephenville Drainage Master Plan and $10M Phase 1 drainage improvement project designed by Jacobs/Carter & Burgess with construction currently underway. Josh Hollon is the Jacobs/Carter & Burgess contact for this project. Chad Denson reported that C&B will not prepare a LOMR because the project will not reduce the floodplain, floodway or BFEs within the city. Phase 1 construction project includes a 50-foot deep drainage tunnel (8-foot diameter). Mr. Denson will send Halff a copy of the Drainage Master Plan and recommended that we contact Mr. Hollon for specific information. Agenda Items Estimated Time The city of Stephenville corporate boundaries have changed. Mr. Denson will send Halff a digital file of the current boundaries. The attendees divided into two groups (city of Stephenville and unincorporated areas in Erath County) and marked scoping maps to identify and priortize mapping needs as: 1. Streams that needs detail study 2. Streams that need limited detail study 3. Streams that need redelineation The Erath County appraisal district has new Ortho data (possibly contour data from Pictometry). John Terry of TxDOT has some studies he will send to Halff. The City of Stephenville directed Halff toward a consultant doing some drainage studies for them. TxDOT representatives discussed and located (on scoping maps) newly constructed bridge and roadway projects in Erath County. Brazos River Authority representatives were in attendance to answer any questions regarding BRA. 6. Total Meeting Time: 2 hours 7. Summary of Action Items -1. Communities need to send Halff their top priorities for study updates if they have not already done so. 2. Communities need to sign MOAs and send to Halff.
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