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R-2023-08RESOLUTION NO. R-2023-08 A RESOLUTION OF THE VILLAGE COUNCIL OF MIAMI SHORES VILLAGE, FLORIDA, APPROVING AND ADOPTING THE PROGRAM FOR PUBLIC INFORMATION ("PPI") DOCUMENT, AND FLOOD INSURANCE COVERAGE IMPROVEMENT PLAN; AUTHORIZING VILLAGE OFFICIALS TO EXECUTE AND IMPLEMENT THE NECESSARY DOCUMENTS AND PROGRAM PLANS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, in October 2000, the Miami Shores Village (the "Village") qualified for the Community Rating System (CRS) Program, a component of the National Flood Insurance Program (NFIP); and WHEREAS, the CRS reduces flood insurance premiums for residents and businesses; and WHEREAS, the Village desires to mitigate flood damage in the community by establishing an effective program for providing pertinent flood-related information to the community; and WHEREAS, the Village Council (the "Council") created the Ad Hoc Program for Public Information Committee, which is comprised of both key staff members from pertinent departments as well as community stakeholders representing pertinent professions in the Village; and WHEREAS, the Ad Hoc Program for Public Information Committee has developed a PPI Document which includes a Flood Insurance Coverage Improvement Plan ("FICIP"); and WHEREAS, the Council desires to approve and adopt the PPI document and FICIP in substantially the same form attached hereto as Exhibit "A;" and WHEREAS, the Council finds that this Resolution is in the best interest and welfare of the residents of the Village. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF MIAMI SHORES, FLORIDA, AS FOLLOWS: Section 1. Recitals Adopted. The foregoing recitals are incorporated in this Resolution as if fully set forth herein and made a part hereof by reference. 1 Section 2. Approval. The Village Council hereby approves and adopts the PPI document and FICIP in substantially the same form attached hereto as Exhibit "A." Section 3. Authorization. The Village Manager or designee is hereby authorized to execute and take any and all steps necessary to implement the purposes of the PPI document and FICIP and this Resolution. Section 4. Effective Date. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 17th day of January2023. ; -· \'SAB � � -\i'ILLA ', � ". t .. I • � I I r• , • • \ '. I • • ,, ',, \ \ ' ' " '•, .. �SANDRr�sMAYORV APPROVED AS TO FORM: MAN COLE+ BIERMAN P.L. 2 TO: Mayor and Council FROM: Lazaro Remond, Neighborhood Services Director VIA: Esmond K. Scott, Village Manager CC: Tanya Wilson, Assistant Village Manager DATE: 12/19/2022 RE: Resolution for the Ad Hoc Program for the Public Information Committee. BACKGROUND Miami Shores Village has developed an outreach program over the years to educate the community concerning matters pertaining to floodplain management and to highlight the importance of flood mitigation to the community. This outreach has included active participation with Miami-Dade County and input from volunteers and community stakeholders. In accordance with the 2017 CRS Coordinator’s Manual, the Miami Shores Village determined the importance of developing its own Program for Public Information to further strengthen the Village’s outreach program. In October 2000, the Miami Shores Village qualified for the Community Rating System (CRS) Program. CRS is a component of the National Flood Insurance Program (NFIP). It provides reductions in flood insurance premiums for residents and businesses within participating communities. The reductions are based on community floodplain management programs, including public information activities. To keep those discounts, communities must continue to implement their programs and provide status reports to the NFIP each year. Since entrance into the CRS Program, the Village has prioritized the dissemination of flood-related information to its residents and businesses. Over the years, the Village has expanded this outreach to include, among other items, a monthly newsletter to all buildings in the community and numerous outreach items using electronic media. The Miami Shores Village has emphasized not only the life and property protection components of floodplain management but also the natural and beneficial functions of floodplains and the maintenance of open space. Furthermore, it continues active compliance with the MS4 program Miami Shores Village 10050 N.E. SECOND AVENUE MIAMI SHORES, FLORIDA 33138-2382 TELEPHONE: (305) 795-2207 FAX: (305) 756-8972 Lazaro Remond Neighbor Services Director (Municipal Separate Storm Sewer Systems). The MS4 program is part of the US Environmental Protection Agency’s efforts to reduce pollution caused by untreated storm water runoff. The Village is pleased that its efforts to disseminate flood hazard information can not only prove beneficial to the Miami Shores community through mitigation of the hazardous effects of flooding, but they can also be beneficial in maximizing credit in the CRS program by conforming to the PPI standard outlined in the 2017 CRS Coordinator’s Manual. SCOPE The Ad Hoc Program for Public Information Committee is comprised of both key staff members from pertinent departments as well as community stakeholders representing pertinent professions in the Village. The meetings were held virtually via Zoom. The Ad Hoc PPI Committee members is composed of four stakeholders and four Village staff members. Ad Hoc PPI Committee - Miami Shores Village Stakeholders: Sindia Alvarez currently serves as Permit Technician in Bal Harbour Village. A Permit Clerk professional for years, she serviced the Miami Shores area for almost 8 years. In this capacity she not only gained experience working with contractors, but also developed an understanding of the specific opportunities and issues facing Miami Shores Village. Yasser Linares currently works in the Miami-Dade County Water and Sewer Division as a maintenance repairman for sewer and storm drain infrastructure. He previously worked in the private sector cleaning, inspecting, repairing and maintaining storm and sewer drain infrastructure and pump stations. Amy Llende, representing the insurance profession, is the owner of Shores Insurance Agency in Miami Shores. A licensed insurance agent in the State of Florida, Ms. Llende purchased the agency in 2016. She previously worked for Allstate Insurance Company for several years in their corporate headquarters, located in Northbrook, Illinois. Dwayne Martin, a resident and property owner in Miami Shores Village, is also a business owner. He has lived in Miami Shores Village for 3 years and has serviced the Miami Shores area for 7 years through his current business. Ad Hoc PPI Committee - Miami Shores Village Staff: Yessie Diaz serves as the Social Media and Marketing Manager for Miami Shores Village and has been a staff member for 6 months. Her previous professional experience has included over 10 years of serving local municipalities as well as sports organizations. Christopher Miranda currently serves as Public Works Director. A public servant for 15 years, he has serviced the Miami Shores area for 7 years. Ishmael Naranjo serves as Building Official for Miami Shores Village and has been a staff member for 9 years. His previous professional experience has included real estate, construction management, and emergency response. Lazaro Remond, CFM, is the Chair of the PPI Committee and serves the Village as both its CRS Coordinator and Neighborhood Director. A public servant for 18 years, he has serviced the Miami Shores area for 6 years. CRS Max Consultants served as facilitator of the PPI process. Assessment of Public Information Needs The Committee’s first meeting was held on September 23, 2022. Following welcome and introductions, the meeting began with a brief introduction concerning the National Flood Insurance Program, the Community Rating System, Activity 330 Outreach Projects and Activity 370 Flood Insurance Promotion. The Ad Hoc PPI Committee then began by assessing the community’s public information needs. The Committee agreed that certain messages addressing various projects are and should continue to be disseminated to the entire community. The Committee confirms the need for increased advisement of the flood hazard throughout the community. The Committee chose the following target area for more intentional directed outreach. Target Areas: 1. Target Area #1: Repetitive Loss Areas: The Village has unmitigated repetitive loss properties. These properties are located within repetitive loss areas, which are designated by the Ad Hoc PPI Committee as target areas. At least one special outreach project needs to be completed annually to these areas. 2. Target Area #2: Flood Prone Areas: There are 5 flood prone areas in the City that are designated to undergo capital improvements to improve their drainage. These areas together comprise a target that can be well served by focused outreach. 3. Target Area #3: Coastal Areas: Coastal areas on Biscayne Bay have additional risk because of their proximity to storm surge and the potential of rising water. Target Audiences: The Committee recognized several additional target audiences that particularly need flood hazard and flood protection information. 4. Target Audience #4: Insurance Agencies: The Ad Hoc PPI Committee considers the promotion of flood insurance to be crucial in the Village’s flood mitigation efforts. Accordingly, insurance agencies are considered an important target audience. 5. Target Audience #5: Banks and Mortgage Companies: Banks and mortgage companies often exert the primary influence to encourage flood insurance. Accordingly, the Ad Hoc PPI Committee considers this to be an effective target audience. 6. Target Audience #6: Real Estate Agencies: Real estate agencies are important because they oversee the sale of properties and can serve to alert buyers to flooding potentials. 7. Target Audience #7: Homeowner Associations: This population can benefit from flood hazard information. One project to this group will include sending the Village’s flood hazard brochure by email to the presidents and/or managers. 8. Target Audience #8: Renters: Though renters do not typically carry flood insurance on their buildings, they need to know that flood insurance is available for their belongings. 9. Target Audience #9: Chamber of Commerce Businesses: The business community in the village would be especially vulnerable to flooding, considering the impact of flooding on both the property and the business operations. The Chamber can serve as an additional means to provide outreach to this important target. 10. Target Audience #10: Village Businesses: With apparently only 9 business policies in the Village, it appears clear that Village businesses need to be a target audience. Because the Village has business email addresses, outreach can be done efficiently by email. 11. Target Audience #11: Contractors: Contractors need to realize the importance of flood mitigation. Because the Village Building Department has extensive contact with contractors, this audience can be impacted efficiently The designation of “target audiences” is intended to assist the Village in its determination to focus upon strategic audiences to make the communication efforts as effective as possible. Inventory of Other Public Information Efforts Table 1 is an incomplete listing of other public information efforts, many of which are undertaken by agencies other than those under the direction of the Village government. Some of these may not specifically entail flood mitigation information but may serve as additional avenues to disseminate information. Table 1. Inventory of Other Public Information Efforts Organization Project Miami Shores Village Monthly newsletters Miami Shores Village Handouts and brochures at various locations Miami Shores Village Facebook, Twitter and Instagram Next Door account Press releases Website Village Building Department Map inquiry service Village Public Works MS4 Projects South Florida Water Management District Numerous flood mitigation outreaches Insurance agencies Handouts on flood insurance Miami-Dade County Numerous flood mitigation outreaches, including website, flood safety map and emergency management outreaches The Committee recognizes the benefit of utilizing stakeholders to disseminate information. Insurance companies, for example, can be a particularly effective means of outreach. Topics, Messages and Outcomes After assessing the Community’s flooding information needs, the Ad Hoc PPI Committee identified the following topics and priority messages for the PPI. Each message has a desired, measurable, outcome, as shown in Table 2 on the next page. Table 2: Topics, Messages and Desired Outcomes Topic Message Outcome 1. Know your flood hazard 1. You can contact the Neighborhood Services Department (305) 795- 4861 for help determining if your property is in a flood zone. More map information inquiries 2. Insure your property for flood hazard 2A. Insure your property. 2B. Review your insurance policy to ensure it provides adequate flood damage coverage. 2C. Storm surge damage is not covered by homeowners insurance. You need to purchase flood insurance to be protected. 2D. Major changes in flood insurance methodology have begun, making your CRS discount more important than ever. Increase in the number of flood insurance policies 3. Protect people from the hazard 3A. Do not drive through floodwaters. 3B. Turn around, don’t drown! 3C. If you lose power at your property, turn off all major appliances. Fewer cases of loss of life or exposure to danger resulting from floods. 4. Protect your property from the hazard 4A. Protect your property by sandbagging areas vulnerable to the entry of water. 4B. Valuables, furniture, and important appliances may also be moved to help lessen damage if a flood occurs. Reduced property loss due to flooding 5. Build responsibly 5. Be sure to talk to the Village’s Building Department at 305-795- Reduced number of building department Other Public Information Initiatives The Ad Hoc PPI Committee acknowledges the importance of advertising through public information venues the various outreaches that the Village offers, some of which are credited in the CRS program under other activities. In particular, the Village will advertise the following: • Activity 340 (Hazard Disclosure): The PPI Committee recommends advising real estate agents of the state’s hazard disclosure requirement for coastal communities in its annual targeted outreach. • Activity 350 (Flood Protection Information): The PPI Committee recommends the Village enhance its website to cover all the messages chosen by the Committee. FEMA publications and locally pertinent documents are cataloged at the Public Library. • Activity 360 (Flood Protection Assistance): The PPI Committee recommends Village staff members provide one-on-one advice to anyone interested in protecting their building from flood damage. Some instances would involve a site visit to allow staff to examine onsite a local drainage condition. The PPI Committee recommends the Village should offer these services to the community and should advertise the services, including site visits, in the flood hazard brochure at least annually, on the Village website and through additional electronic-based advisements. • Activity 540 (Drainage System Maintenance): The “No dumping” regulations should be advertised on social media at least annually. It should also be advertised on the Village website, and in the Village newsletters. Projects and Initiatives 2204 before making any changes on your property. citations for unauthorized changes 6. Protect natural floodplain functions 6. It is important to appreciate natural floodplains. Please help keep these areas open and clean! Increased support for protecting natural areas 7. Prepare for hurricane 7. Begin gathering emergency hurricane supplies by June 1. Enhanced preparation for hurricanes 8. Protection of power lines 8. Trim back vegetation growing closer than 6 feet away from power lines. Reduced disruption of power 9. Flood insurance advice 9. Place important documents inside sealed plastic bags or other waterproof containers. Improved recovery after flood event 10. Flood warning 10. Stay alert by monitoring the local news and weather reports and sign up for emergency alerts. Enhanced response to imminent flood events The Ad Hoc PPI Committee identified 27 projects and initiatives that could be implemented. These are organized by target audience and messages in Table 5. Flood Response Preparations In addition to projects that are implemented every year, there are projects that will be implemented before, during and after a flood. These projects are ready for reproduction and dissemination after a flood warning. The Flood Response Preparations document includes numerous outreach projects the Village could use, as may be deemed appropriate. These projects are briefly described in this PPI at the end of Table 5. Implementation, Monitoring and Evaluation The various responsible parties listed in Table 5 will begin immediate implementation of the projects included in the PPI. The CRS Coordinator will monitor the projects as they are developed, as well as their results. He/she will record inputs from Ad Hoc PPI Committee members and suggestions from other Village employees and stakeholders participating in the activities. The Ad Hoc PPI Committee will meet at least once each year to review and evaluate the implementation of these projects and initiatives. At that time, the status of the projects will be explained and progress toward the outcomes will be discussed. The Committee will recommend to the appropriate Village offices and the stakeholders who implement projects whether the projects should be changed or discontinued, or whether additional projects should be added. The evaluation will be recorded in an annual report and submitted to the Village Council. The outcomes and revisions will be submitted as part of the Village’s annual recertification package to the Community Rating System. An annual review and evaluation of the Flood Insurance Promotion component of the PPI will be included in this document. Flood Insurance Promotion In addition to serving as the Village’s Ad Hoc Program for Public Information Committee, the members chose to function as its Flood Insurance Promotion Committee. The Committee was structured with this purpose in mind; all CRS Committee membership requirements are met. Flood Insurance Promotion was the primary subject of the Committee’s second meeting, which was held on October 21, 2022. The Committee’s insurance representative, Amy Llende, explained the significant implications of Risk Rating 2.0, which will impact the distribution of flood insurance cost in the country. Because the Miami Shores Village is situated on Biscayne Bay, many properties are located near water. Because that factor is important in determining the cost of flood insurance under Risk Rating 2.0, this community will likely see higher flood insurance rates over the next years. Discussion ensued. Following is an assessment of flood insurance in the Miami Shores Village. Flood Insurance Coverage Assessment: Tables 3 and 4 below provided helpful information to assess the Village’s flood insurance coverage. Table 3: Flood Insurance Coverage by Flood Table 4: Flood Insurance Coverage by Occupancy Based upon the data shown above and the knowledge of the Committee members, following are some of the specific assessments made: • The percentage of flood insurance policies located outside the Special Flood Hazard Area is notably high (32%). • By far most of the paid claimed losses were provided to homeowners in the A Zones (78%, for a total of $2.1 million). • The high proportion of policies and paid losses for single family residences is reflective of the fact that the village is largely comprised of single family households. • There are very few (9) policies for businesses. • As a community, flood insurance coverage is not high. With a population of over 11,000, there are only 704 policies in force. • There is clearly room for additional flood insurance coverage. Coverage Improvement Plan: Because the Village has elected to incorporate its coverage improvement plan together with its PPI, most of the required elements for the plan have already been covered in the previous pages of this report. Identification of Target Areas and Target Audiences The Committee elected to follow the recommendations of the PPI to guide the target areas for flood insurance promotion. Accordingly, the Committee chose the same target areas and audiences. These target groups are listed below: Target Area #1: Repetitive Loss Areas Target Area #2: Flood Prone Areas Target Area #3: Coastal Areas Target Audience #4: Insurance Agencies Target Audience #5: Banks and Mortgage Companies Target Audience #6: Real Estate Agencies Target Audience #7: Homeowner Associations Target Audience #8: Renters Target Audience #9: Chamber of Commerce Businesses Target Audience #10: Village Businesses Target Audience #11: Contractors In addition to the activities already identified in the previous sections of this PPI document, there are other activities being implemented to promote flood insurance. For example, insurance agents typically promote the purchase of flood insurance. There are typically informative brochures in local offices, and there are incentives to provide flood insurance. Additionally, this community receives FloodSmart commercials on television. Projects Designed to Increase Flood Insurance Participation The Committee identified the following additional projects designed to increase flood insurance coverage. 1. Letter from Mayor: One key component of the coverage improvement plan is the letter from the Mayor to all properties in the village encouraging residents and businesses to consider purchase of flood insurance. This project can be distributed by printed and/or electronic media. 2. New residents welcome brochure: The Village has a trifold brochure it provides to new residents to apprise them of important information. The Committee recommends adding flood insurance promotion materials to the brochure. The PPI Committee determined there was a pronounced need to emphasize the fact that, as windstorm/hurricane insurance is not included in a basic homeowner’s insurance policy, neither is flood insurance. Neither basic homeowners nor windstorm/hurricane insurance covers storm surge. Technical Assistance The Village is committed to providing technical assistance pertaining to advising people who have questions about flood insurance. This service will be advertised to the entire community in the community’s monthly newsletters. FISCAL IMPACT The proposed request will have zero cost to the village. If approved the proposed initiative will result in the Village’s ability to reduce its score to a rating of 6 which results in a 20% discount on each resident’s flood insurance policy. This is estimated to be an aggregate savings of $149,711.00 for village residents with flood insurance coverage. RECOMMENDATION Staff recommends approval of this resolution of the Village council of Miami Shores Village, Florida, approving and adopting the program for Public Information (PPI) document, the flood insurance coverage improvement plan, and the PPI Committee members as required by National Flood Insurance Program in its Community Rating System. This resolution is critical in order to ensure that the residents of Miami Shores have access to the information they need to protect their safety, quality of life, and property from flooding.