Section 3. Planning Process - Suffolk County, New York
Section 3: Planning ProcessSection 3.3.1Planning ProcessIntroductionThis section documents the planning process used to update the Suffolk County Multi-Jurisdictional AllHazard Mitigation Plan (HMP), including how it was prepared, who was involved in the process, and howthe public and stakeholders were involved.To ensure that the plan both met the requirements of the DMA 2000, as well as to support the long termgoal of having all jurisdictions in the County covered under a comprehensive and cohesive county-wideDMA 2000 plan, an approach to the planning process and plan documentation was developed to achievethe following: The plan will be multi-jurisdictional, with the intention of including all municipalities and TribalNations in the County. Suffolk County invited all jurisdictions in the County to join with them in theupdate of the Suffolk County Multi-Jurisdictional All-Hazard Mitigation Plan. To date, allmunicipalities, the two tribal nations, and a key authority in the County have participated in the 2014plan update process as indicated in Table 3-1 below.Table 3-1. Participating Suffolk County JurisdictionsJurisdictionsSuffolk CountyVillage of BabylonVillage of NorthportSuffolk County Water AuthorityVillage of Belle TerreVillage of Ocean BeachShinnecock Tribal NationVillage of BellportVillage of Old FieldUnkechaug Tribal NationVillage of BrightwatersVillage of PatchogueTown of BabylonVillage of Dering HarborVillage of PoquottTown of BrookhavenVillage of East HamptonTown of East HamptonVillage of GreenportVillage of QuogueTown of HuntingtonVillage of Head of HarborVillage of SagaponackTown of IslipVillage of Huntington BayVillage of Sag HarborTown of Riverhead Village of Port JeffersonVillage of IslandiaVillage of SaltaireTown of Shelter IslandVillage of Lake GroveVillage of ShorehamTown of SmithtownVillage of LindenhurstVillage of SouthamptonTown of SouthamptonVillage of Lloyd HarborVillage of The BranchTown of SoutholdVillage of Mastic BeachVillage of Westhampton BeachVillage of AmityvilleVillage of NissequogueVillage of AsharokenVillage of North HavenVillage of Westhampton DunesThe planning process shall be designed to directly support and fully incorporate the concurrentSouthampton hazard mitigation planning process, involving the Town of Southampton and seveninclusive Villages.The plan shall consider all natural hazards facing the area, thereby satisfying the natural hazardsmitigation planning requirements specified in DMA 2000.DMA 2000 Hazard Mitigation Plan Update – Suffolk County, New YorkApril 20143-1
Section 3: Planning Process The plan shall be developed following the process outlined by DMA 2000, FEMA regulations, andprevailing FEMA and NYSOEM guidance. Following this process ensures all the requirements aremet and support plan review.The Suffolk County HMP update was written using the best available information obtained from a widevariety of sources. Throughout the HMP update process, a concerted effort was made to gatherinformation from municipal and regional agencies and staff as well as stakeholders, federal and stateagencies, and the residents of the County. The HMP Steering and Planning Committees solicitedinformation from local agencies and individuals with specific knowledge of certain natural hazards andpast historical events. In addition, the Committees took into consideration planning and zoning codes,ordinances, and other recent planning decisions. The hazard mitigation strategies identified in this HMPupdate have been developed through an extensive planning process involving local, county and regionalagencies, County residents, and stakeholders.This section of the plan describes the mitigation planning process, including (1) Organization of PlanningProcess; (2) Planning Activities; (3) Stakeholder Outreach and Involvement; (4) Public Outreach; andInvolvement; (4) Integration of Existing Data, Plans, and Information; (5) Integration with ExistingPlanning Mechanisms and Programs; and (6) Continued Public Outreach.3.2Organization of Planning ProcessThis section of the plan identifies how the planning process was organized with the many “planningpartners” involved, and outlines the major activities that were conducted in the development of this HMPupdate.3.2.1 Organization of Planning PartnershipSuffolk County applied for and was awarded a multi-jurisdictional planning grant under the 2012 PreDisaster Mitigation grant program (PDMC PL-02-NY-2012-013), which has supported the developmentof this HMP update.Project management and grant administration has been the responsibility of the Suffolk CountyDepartment of Fire, Rescue and Emergency Services (FRES). A contract planning consultant(UMS/Tetra Tech) was tasked with: Assisting with the organization of a Steering and Planning Committee; Assisting with the development and implementation of a public and stakeholder outreach program;Data collection; Facilitation and attendance at meetings (planning committee, stakeholder, public and other);Review and update of the hazards of concern, and hazard profiling and risk assessment; Assistance with the review and update of mitigation planning goals and objectives;Assistance with the review of progress of past mitigation strategies;Assistance with the screening of mitigation actions and the identification of appropriate actions; Assistance with the prioritization of mitigation actions; andAuthoring of the Draft and Final plan documents.In October 2012, the County notified all municipalities within the County, as well as the Shinnecock andUnkechaug Tribal Nations, of the pending planning process and invited them to formally participate.DMA 2000 Hazard Mitigation Plan Update – Suffolk County, New YorkApril 20143-2
Section 3: Planning ProcessJurisdictions were asked to formally notify the County of their intent to participate (via a Letter of Intentto Participate) and to identify planning points of contact to serve on a hazard mitigation planningcommittee (the “Mitigation Planning Committee” or “MPC”) and represent the interests of theirrespective community.To facilitate plan development, Suffolk County developed a Steering Committee to provide guidance anddirection to the HMP update effort, and to ensure the resulting document will be embraced bothpolitically and by the constituency within the planning area.The makeup of this committee included representatives from County departments and agencies,representatives from all 10 towns and the two Tribal Nations, and representatives from key stakeholders(specifically Suffolk County Water Authority and LIPA/PSEG). While all municipalities participating inthe plan update authorized the Steering Committee to perform certain activities on their behalf, via theLetter of Intent to participate (FEMA mitigation planning “combination model”), all municipalities wereinformed of Steering Committee meetings and invited to attend and participate in all aspects of the planupdate process.The Steering Committee was charged with: Providing guidance and oversight of the planning process on behalf of the general planningpartnership;Attending and participating in Steering Committee meetings;Assisting with the development and completion of certain planning elements, including:o Reviewing and updating the hazards of concern,o Developing a public and stakeholder outreach program,o Assuring that the data and information used in the plan update process is the best availableo Reviewing and updating the mitigation Goals and Objectives,o Identification and screening of appropriate mitigation strategies and activities; andReviewing and commenting on plan documents prior to submission to NYSOEM and FEMA.The Steering Committee provided guidance and leadership, oversight of the planning process, and actedas the point of contact for all participating jurisdictions and the various interest groups in the planningarea.The Mitigation Planning Committee (MPC) was assembled to represent each of the municipalitiesparticipating in the plan update process, consisting of all members of the Steering Committee, and at leastone representative from each of the participating municipalities or tribal nation. Each plan participantreceived a copy of the Planning Partner Expectations, outlining the responsibilities of the participants andthe agreement of the partners to authorize the Steering Committee to represent the jurisdiction in thecompletion of certain planning elements as noted above.The Planning Committee was charged with the following: Represent their jurisdiction throughout the planning process;Assure participation of all department and functions within their community that have a stake inmitigation (e.g. planning, engineering, code enforcement, police and emergency services, publicworks, etc.);Assist in gathering information for inclusion in the plan update, including the use of previouslydeveloped reports and data;Support and promote the public involvement process;DMA 2000 Hazard Mitigation Plan Update – Suffolk County, New YorkApril 20143-3
Section 3: Planning Process Report on progress of 2008 HMP mitigation actions, as applicable;Identify, develop and prioritize appropriate mitigation initiatives; Report on progress of 2008 HMP integration into other planning processes and municipaloperations;Develop and author the updated jurisdictional annex for their jurisdiction Review, amend, and approve all sections of the plan update, and;Adopt, implement and maintain the plan update.Table 3-2 shows the current members of the Steering and Planning Committees as of the time ofpublication of this plan update.Table 3-2. Suffolk County Hazard Mitigation Plan Steering and Planning Committee MembersOrganizationSuffolk County Department of Fire,Rescue and Emergency ServicesSuffolk County Department ofEconomic Development and PlanningSuffolk County Department of PublicWorksSuffolk County Department of ParksSuffolk County Department of SocialServicesSuffolk County Department of HealthServicesSuffolk County Police DepartmentSuffolk County Soil and WaterConservation DistrictSuffolk County Water AuthorityTown of BabylonVillage of AmityvilleVillage of BabylonVillage of LindenhurstTown of BrookhavenVillage of BellportVillage of Belle TerreVillage of Lake GroveVillage of Mastic BeachVillage of Old FieldVillage of PatchogueNameXRobert SheronBrian HoffmanSarah LansdaleProject Manager/HMP CoordinatorPlanning AidePlanning AideCommissionerAlternatePOC-XXX-Gil AndersonCommissionerX-Greg DawsonJohn O’NeillCommissionerCommissionerXX-James TomarkenCommissionerX-Edward BurkeChiefX-Paul TeNyenhuisDistrict ManagerX-Jeffrey SzaboJoseph PokornyRichard BovaBrian ZitaniGil HanseDiane SheridanAndrea ConzoCharles GardnerSuzanne SchettinoDouglas MadlonRaymond FaisDan SicilianPeter O’LearyDonald A. MullinsKatie MehrkensRobert SandakTed LuckiLee HoeffnerDoug ColinoBill BiondiRobert MorrowDale SalzbergMike LevinePaul PontieriChief Executive OfficerDeputy CEO for OperationsEmergency ManagerWaterways Management SupervisorDirector, Emergency ManagementAdministrator / ClerkDeputy ClerkDPWAdministrative AssistantDeputy AdministratorEmergency Management CoordinatorSafety OfficerCommissioner Public SafetyDir. of Code EnforcementVillage ClerkTrusteeMayorVillage AdministratorHighway SuperintendentMayorTrusteeVillage ClerkMayorMayorXXXXXXXXXXXXXXXXXXXXXXXX-Thomas O’HaraTitleDMA 2000 Hazard Mitigation Plan Update – Suffolk County, New YorkApril 2014POC3-4
Section 3: Planning ProcessOrganizationVillage of PoquottVillage of Port JeffersonVillage of ShorehamTown of East HamptonVillage of East HamptonTown of HuntingtonVillage of AsharokenVillage of Huntington BayVillage of Lloyd HarborVillage of NorthportTown of IslipVillage of BrightwatersVillage of IslandiaVillage of Ocean BeachVillage of SaltaireTown of RiverheadTown of Shelter IslandVillage of Dering HarborTown of SmithtownVillage of The BranchNameP. SarichBarbara DonovanAnnette AlfieriRobert JulianoMargot GarantCathy Donahue-SpierRoger PijackiLeonard EmmaBruce BatesKimberly ShawMichael TraceyGerard LarsenBetty WalshMatt WiederGreg LeticaNancy RittenhouseWilliam RaischChristopher JackGail DevolEileen SchulzRobert SchwarzEric BruckenthalJoy NygrenAnthony D’AmicoAnne MendesJoseph McNultyDenise GibsonMichael AckersonAllan DormanMichael ZaleskiJames MallottKevin SchellingSteve BrautigamMario PosillicoDonna LyudmerRobert CoxDavid J. HegermillerEdward FrostJames J. Read Jr.Jennifer ZachaTimothy HogueLaura HildrethJohn ValentineRichard McKayLaura FeitnerJohn ValentineThomas KeonVillage of Head of the HarborJohn ValentineVillage of NissequogueNatale TartamellaJohn ValentineTown of SouthamptonRichard SmithFrancis ZapponeLeonard MarcheseTitlePOCEmergency ManagerMayorClerkVillage Clerk - AdministratorMayorVillage ClerkMayorVillage TrusteeEmergency Preparedness CoordinatorEnvironmental Protection DirectorPolice CaptainPolice ChiefSpec. Asst. to SupervisorGIS ManagerMayorVillage ClerkEmergency ManagerChief of PoliceVillage ClerkVillage ClerkSuperintendent of Public WorksChief of PoliceEmergency CoordinatorDeputy Commissioner of Public SafetyPublic SafetyMayorDeputy MayorHighwayMayorPublic SafetyMayorEmergency ManagerClerk/TreasurerEmergency ManagerTreasurerMayorProgram Manager/Chief of PoliceSergeant, Police DepartmentChief of PolicePolice ClerkMayorVillage ClerkDirector, Department of Public SafetyChief Fire MarshallAsst. Civil EngineerTown Director, Department of XXXXXXXXXXXXXX-XXXXXXXXX--XTown Director, Department of PublicSafetyMayorTown Director, Department of PublicSafetyMayorDeputy SupervisorComptrollerX-XX-X-XXDMA 2000 Hazard Mitigation Plan Update – Suffolk County, New YorkApril 20143-5
Section 3: Planning ProcessOrganizationVillage of North HavenVillage of QuogueVillage of SagaponackVillage of Sag HarborVillage of SouthamptonVillage of Westhampton BeachVillage of Westhampton DunesTown of SoutholdVillage of GreenportShinnecock Tribal NationUnkechaug Tribal NationPSEG (formerly LIPA)NameJeffrey SanderE. Dianne SkilbredPeter SartoriusChristopher OsborneDouglas LouchheimRosemarie (Rhodi)Cary WinchellThomas FabianoBeth KamperMark EpleyStephen FunschConrad TellerElizabeth LindtvitGary VeglianteLaura DalessandroLloyd ReisenbergHeather LanzaMartin FlatleyDavid NyceDavid AbatelliDaniel CollinsTracey PaceClay CarleMary TreadwellVeronica TreadwellLouis DeBrinoBob IbergerTitlePOCMayorDeputy MayorMayorEmergency ManagerMayorClerkXXX-AlternatePOCXXXChief of PoliceVillage Clerk- AdministratorMayorAdministratorMayorVillage ClerkMayorVillage ClerkNetwork and Systems AdministratorDirector, PlanningChief of PoliceMayorVillage AdministratorTribal Council MemberER Team MemberER Team MemberEmergency Management Coordinatorand Tribal TrusteeEmergency ManagerEmergency ManagerEmergency Planning CoordinatorXXXXXXXXXXXXXXXXX-X-XXNotes: FRES Fire, Rescue and Emergency Services; POC Point of Contact; SC Suffolk County*TBD To Be DeterminedIt is noted that the jurisdictional Letter of Intent to Participate identifies the above “Planning PartnerExpectations” as serving to identify those activities comprising overall participation by jurisdictionsthroughout the planning process. It is recognized that the various jurisdictions in Suffolk County havediffering levels of capabilities and resources available to apply to the plan update process, and further,have differing exposure and vulnerability to the natural hazard risks being considered in this plan update.It was Suffolk County’s intent to encourage participation by all inclusive jurisdictions, and toaccommodate their specific needs and limitations while still meeting the intents and purpose of planupdate participation. Such accommodations have included the establishment of a Steering Committee,engaging a contract consultant to assume certain elements of the plan update process on behalf of thejurisdictions, and the provision of additional and alternative mechanisms to meet the purposes and intentof mitigation planning.Ultimately, jurisdictional participation is evidenced by a completed updated annex of the HMP whereinjurisdictions have individually identified their planning points of contact, evaluated their risk to thehazards of concern, identified their capabilities to effect mitigation in their community, and identified andprioritized an appropriate suite of mitigation initiatives, actions, and projects to mitigate their hazard risk;and eventually, by the adoption of the updated plan via resolution. Refer to Volume II, Section 9 of thisHMP.Appendix G identifies those individuals who represented their municipalities, tribal nations and specialpurpose district (Suffolk County Water Authority) during this planning effort, and indicates how theycontributed to the planning process.DMA 2000 Hazard Mitigation Plan Update – Suffolk County, New YorkApril 20143-6
Section 3: Planning ProcessIt is noted that with the exception of the Village of Shoreham, all municipalities in the county activelyparticipate in the National Flood Insurance Program, and have a designated NFIP FloodplainAdministrator (FPA). All FPAs have been informed of the planning process, reviewed the plandocuments, and provided direct input to the plan update. FPAs were provided a questionnaire seekingspecific information on their local NFIP program, administration, capabilities and possible areas forimprovement. Completion of this questionnaire was typically facilitated by an interview. Theinformation developed through the NFP FPA questionnaire/interview process is summarized in an NFIPsubsection within the Capability Assessment of each jurisdictional annex (Section 9). Local FPAs areidentified in the “Administrative and Technical” portion of the local Capability Assessments presentedwithin the jurisdictional annexes in Section 9, as well as in Appendix G.3.2.2 Planning ActivitiesMembers of the Planning and Steering Committees (individually and as a whole), as well as keystakeholders, convened and/or communicated on an as-needed basis to share information and participatein workshops to identify hazards; assess risks; review existing inventories of and identify new criticalfacilities; assist in updating and developing new mitigation goals, objectives and actions; and providecontinuity through the plan update process to ensure that natural hazards vulnerability information andappropriate mitigation strategies were incorporated into the plan update. Each member of the PlanningCommittee had the opportunity to review the plan update and supported interaction with otherstakeholders and assisted with public involvement efforts.A summary of planning partnership activities, including Planning and Steering Committee meetings heldduring the development of this HMP update, is included in Table 3-4. This summary table identifies onlythe formal meetings and milestone events held during the plan update process, and does not reflect thelarger universe of planning activities conducted by individuals and groups throughout the planningprocess. In addition to these meetings, there was a great deal of communication between Planning andSteering Committee members and the consultant through individual local meetings, phone and email.After completion of the HMP update, implementation and ongoing maintenance will become a functionof the Planning Committee. The Planning Committee is responsible for reviewing the Plan Update andaccepting public comment as part of an annual review and as part of the five year mitigation plan update.Table 3-3 presents a summary of planning activities and general project planning efforts conducted duringthe plan development process. It also identifies which DMA 2000 requirements the activities satisfy.Documentation of meetings (agendas, sign-in sheets, minutes, etc.) may be found in Appendix B. It isnoted that many of the hazard mitigation planning activities of the concurrent Southampton hazardmitigation planning process are
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