December 14, 2000 (Originally issued on July 12, 1999 and revised on October 4, 1999) MEMORANDUM FOR: Doug Bellomo, P.E., Project Officer Eastern Studies Team Bill Blanton, Project Officer Central Studies Team Mike Grimm, Project Officer Western Studies Team [Original Signed] FROM: Matthew B. Miller, P.E., Chief Hazards Study Branch SUBJECT: Procedure Memorandum No. 7 – Streamlined Letter Review Process Background: The volume of letters being processed by and through the Mitigation Directorate is continuing to increase steadily. This continuing increase in volume is occurring coincident with intensifying activities to implement our Map Modernization and CTC initiatives, thereby placing additional time constraints on you and the Hazards Study Branch in general. Issue: The Hazards Study Branch, working in unison with the MCCs, must streamline the review, concurrence, and signature process for standard and non-standard letters to make time available to address the various Map Modernization and CTC initiatives. To further streamline this process, the MCC will act as signatory on many of the letters formerly signed by TSD personnel. Accordingly, a revised letterhead format needs to be developed for correspondence prepared by the MCCs commensurate with the shift in responsibility and authority reflected in the revised Signature Authority Matrices attached to this memorandum. Final Procedure: Effective immediately, we will follow the revised review, concurrence, and signature guidelines summarized in the tables in Attachment A of this memorandum. Table 1 summarizes letters, e-mail responses, and memorandums processed by the MCCs for the Technical Services Division; Table 2 summarizes compliance-related letters processed by the MCCs for the Program Support Division. In implementing these guidelines, FEMA and MCC staff should be mindful that the Project Engineer and, in most cases, Project Officer must concur on all non-standard letters, including form letters that have been revised to address special circumstances. The changes documented herein have been incorporated into the revised FEMA Document Control Procedures Manual, which was issued several months ago. Effective immediately, the MCCs must revise their internal procedures to ensure all letters, e-mail responses, and memorandums are processed in accordance with the attached tables and provide training to the FMAC staff, as necessary, to familiarize them with the changes. 2 In addition, Attachment B of this memorandum provides a prototype letterhead format for use by the MCCs. This format is to be used only for those letters that are recommended for signature by the MCC in the signature authority matrices presented in Attachment A of this memorandum. As changes occur in the attached signature authority matrices, this memorandum will be revised and reissued accordingly. This memorandum was originally issued on July 12, 1999, and subsequently reissued on October 4, 1999. It is being reissued at this time to reflect additional changes in the signature authority matrices as well as to provide a sample of the new letterhead format that is to be used for letters that are mailed under MCC signature. cc: see attached distribution list Attachments Letter Type Concurrences Signatory Contact Final base flood elevation (BFE) cancellation letters Project Engineer, Project Officer Chief, Hazards Study Branch Project Engineer Letters of Final Determination (LFDs) with no special circumstances Project Engineer – concurrence via docket Chief, Hazards Study Branch (digitized signature) FEMA Map Assistance Center (FMAC) LFDs with special circumstances (e.g., Zone AR, appeal/protest received, protest resolution included) Project Engineer Project Officer for Chief, Hazards Study Branch (digitized signature) Project Engineer Proposed BFE determination letters with no special circumstances Project Engineer – concurrence via docket Chief, Hazards Study Branch (digitized signature) FMAC Proposed BFE determination letters with special circumstances (e.g., Zone AR) Project Engineer Project Officer for Chief, Hazards Study Branch (digitized signature) Project Engineer Special conversion notification letters Project Engineer – concurrence via docket Chief, Hazards Study Branch (digitized signature) Regional Office LOMR-F denial letters (fill in floodway or V zone) Project Engineer Chief, Hazards Study Branch (digitized signature) Project Engineer Memos to Regional Office regarding LOMR-F denial (fill in floodway or V zone) Project Engineer; Project Officer; Chief, Hazards Study Branch; Program Delivery Branch staff; Territorial Compliance Liaison Chief, Program Delivery Branch Program Delivery Branch LOMA denial letters (floodway or V zone) Project Engineer Chief, Hazards Study Branch (digitized signature) Regional Office LOMR determination letters Project Engineer Project Engineer for Chief, Hazards Study Branch (digitized signature) FMAC CLOMR determination letters Project Engineer Project Engineer for Chief, Hazards Study Branch (digitized signature) FMAC LOMR-F denial letters (alluvial fan area) Project Engineer Project Engineer for Chief, Hazards Study Branch (digitized signature) Project Engineer LOMA denial letters (alluvial fan area) Project Engineer Project Engineer for Chief, Hazards Study Branch (digitized signature) Project Engineer Determination letters for CLOMR-Fs Project Engineer – concurrence via docket Chief, Hazards Study Branch (digitized signature) FMAC Determination letters for LOMAs (other than alluvial fan and floodway denials) Project Engineer – concurrence via docket Chief, Hazards Study Branch (digitized signature) FMAC Determination letters for CLOMAs Project Engineer – concurrence via docket Chief, Hazards Study Branch (digitized signature) FMAC LOMC revalidation letters Project Engineer – concurrence via docket Chief, Hazards Study Branch (digitized signature) FMAC LODR letters Project Engineer – concurrence via docket Chief, Hazards Study Branch (digitized signature) FMAC Notification letters to community of XDS in progress No concurrence necessary MCC FMAC Interim letters for controversial LOMCs and PMRs (including requests involving alluvial fan areas or other complex technical problems) Project Engineer MCC or Project Engineer depending on level of sensitivity MCC or Project Engineer depending on level of sensitivity Interim letters for LOMCs and PMRs (non-controversial requests) No concurrence necessary MCC MCC / FMAC 1 Additional data letters for controversial LOMCs and PMRs (including requests involving alluvial fan areas or other complex technical problems) Project Engineer MCC or Project Engineer depending on level of sensitivity MCC or Project Engineer depending on level of sensitivity Additional data letters for LOMCs and PMRs (non- controversial requests) No concurrence necessary MCC MCC / FMAC 1 Letters indicating 90-day appeal period for LOMR ended Project Engineer – concurrence via docket Chief, Hazards Study Branch (digitized signature) FMAC Newspaper notice correction letters Project Engineer Chief, Hazards Study Branch (digitized signature) FMAC 90-day restart letters Project Engineer Chief, Hazards Study Branch (digitized signature) FMAC Newspaper notice publication problem letters No concurrence necessary MCC FMAC PMR notification letters No concurrence necessary MCC FMAC Letters to CEO transmitting printed FIS report, FIRM, and/or FBFM No concurrence necessary Chief, Hazards Study Branch (digitized signature) FMAC Notification letters to community about countywide mapping No concurrence necessary MCC FMAC Acknowledgement letters for LOMCs and PMRs No concurrence necessary MCC FMAC (or MCC if additional data requested) Letter Type Concurrences Signatory Contact Fee return, fee refund, and invoice letters for LOMCs and PMRs No concurrence necessary MCC MCC / FMAC 1 Printing error correction; Notice to User revision Project Engineer MCC MCC Director Responses Project Engineer; Project Officer; Chief, Hazards Study Branch; Director, Technical Services Division; Deputy Associate Director for Mitigation; Associate Director for Mitigation; Chief of Staff, Office of the Director Director Varies Responses to letters written to Executive Branch (Response for Director’s signature) Project Engineer; Project Officer; Chief, Hazards Study Branch; Director, Technical Services Division; Deputy Associate Director for Mitigation; Associate Director for Mitigation; Chief of Staff, Office of the Director OCLA Director OCLA Responses to letters written to Executive Branch (Response for Associate Director’s signature) Project Engineer; Project Officer; Chief, Hazards Study Branch; Director, Technical Services Division; OCLA Associate Director OCLA Congressional Responses Project Engineer; Project Officer; Chief, Hazards Study Branch; Director, Technical Services Division; OCLA Associate Director OCLA Other controlled responses (controversial) Project Engineer; Project Officer Chief, Hazards Study Branch Project Engineer Other controlled responses (non- controversial) No concurrence necessary Project Engineer for Chief, Hazards Study Branch FMAC Letters to Director from private citizen; not controlled (controversial) Project Engineer Chief, Hazards Study Branch Project Engineer Letters to Director from private citizen; not controlled (non- controversial) No concurrence necessary Project Engineer for Chief, Hazards Study Branch FMAC Letter Type Concurrences Signatory Contact Mapping Responses (controversial) Project Engineer, Project Officer Chief, Hazards Study Branch Project Engineer Mapping Responses (non-controversial) Project Engineer MCC FMAC E-Mail Responses (policy issues) Project Engineer through e-mail No signature required; sent by MCC MCC E-Mail Responses (controversial) Project Engineer through e-mail No signature required; sent by Project Engineer MCC E-mail responses (non-controversial) No concurrence required No signature required; sent by MCC FMAC Appeal/protest resolution letters (controversial) Project Engineer; Project Officer; Chief, Hazards Study Branch Director, Technical Services Division Project Engineer Appeal/protest resolution letters (non-controversial) Project Engineer, Project Officer Chief, Hazards Study Branch Project Engineer Appeal/protest acknowledgment and additional data letters (controversial) Project Engineer, Project Officer Chief, Hazards Study Branch Project Engineer Appeal/protest acknowledgment and additional data letters (non-controversial) No concurrence necessary MCC MCC Responses to Freedom of Information Act requests (request approved) Project Engineer, Project Officer Chief, Hazards Study Branch Project Officer Responses to Freedom of Information Act requests (request denied) Project Engineer; Project Officer; Chief, Hazards Study Branch Director, Technical Services Division Project Officer Table 2 Signature Authority Matrix for Mitigation Directorate Letters Processed for Program Support Division Letter Type Concurrences Signatory Contact 30- and 90-day suspension letters Program Delivery Branch Staff; Chief, Program Delivery Branch Associate Director Regional Office Reinstatement letters Program Delivery Branch Staff Director, Program Support Division Regional Office Eligibility notification letters Program Delivery Branch Staff; Chief, Program Delivery Branch Associate Director Regional Office (Requester Name and Address) IN REPLY REFER TO: ________________________________________ Case No.: ____________________________ ________________________________________ Community: __________________________ ________________________________________ Community No.: ________________________ ________________________________________ 316-AD Dear ___________________________________: This is in regard to your (Date of Requester’s Letter), request that the Federal Emergency Management Agency (FEMA) issue a [Conditional Letter of Map Revision /Letter of Map Revision /revision to the Flood Insurance Rate Map [and Flood Boundary and Floodway Map] for the above-referenced community. In a previous letter, you were informed that additional data might be required to complete our review of the request. The data required to complete our review, which must be submitted within 90 days of the date of this letter, are listed [below/on the enclosed summary]. [LIST REQUIRED ITEMS HERE OR ON SEPARATE SUMMARY PAGE] Please send the required data to us at the address shown at the bottom of this page. For identification purposes, please include the case number referenced above on your correspondence. Further action on the request has been suspended pending receipt of the required data. [USE THE FOLLOWING PARAGRAPH FOR REQUESTS INVOLVING FEES] If we do not receive the required data within 90 days, we will suspend the processing of your request. Any data submitted after 90 days will be treated as an original submittal and will be subject to all submittal/payment procedures, including the flat review and processing fee for requests of this type established by the current fee schedule. A copy of the notice summarizing the current fee schedule, which was published in the Federal Register, is enclosed for your information. If you have general questions about your case, FEMA policy, or the National Flood Insurance Program, please call FEMA's toll free map assistance line at 1-877-FEMA MAP (1-877-336-2627). If you have specific questions concerning your request, please call the Revisions Coordinator for your state, (MCC Revisions Coordinator Name), who may be reached at (MCC phone #). Sincerely, MCC Contact’s Digitized Signature (MCC Contact’s Name) (MCC Contact’s Title) [Enclosure / Enclosures] (MCC Address, Telephone Number, and Fax Number) (MCC Company Name), under contract with the FEDERAL EMERGENCY MANAGEMENT AGENCY, is a Map Coordination Contractor for the National Flood Insurance Program Summary of Additional Information Required to Support a [Conditional Letter of Map Revision (CLOMR)] [Letter of Map Revision (LOMR)] [Revision to the Flood Insurance Rate Map and Flood Boundary and Floodway Map] Case No.: ________________________________ Requester: ____________________________ Community: _______________________________ Community No.: _________________ ________ The issues listed below must be addressed before we can continue the review of your request. (List of Issues To Be Addressed) Please send the required data to us at the address shown at the bottom of this page. (MCC Address, Telephone Number, and Fax Number) (MCC Company Name), under contract with the FEDERAL EMERGENCY MANAGEMENT AGENCY, is a Map Coordination Contractor for the National Flood Insurance Program Distribution List FEMA Technical Services Division (electronic distribution only) • Mike Buckley • Matt Miller • Fred Sharrocks • Doug Bellomo • Mike Grimm • Phil Myers • Bill Blanton • John Magnotti • Mark Crowell • Sally Magee • Max Yuan • John Gambel • Katie Paulson • Helen Cohn • Cynthia Croxdale • Agnes De Coca • Anne Flowers • Cecelia Lynch • Kathy Miller • Jay Scruggs Mapping Coordination Contractors • Zekrollah Momeni (Dewberry & Davis) • Albert Romano (Michael Baker Jr., Inc.) • Vince DiCamillo (PBS&J)