Sample Voluntary Participation Agreement

Purpose

A Voluntary Participation Agreement (VPA) is hereby executed between the participating jurisdictions in the [Insert Title of Plan]. “Participating jurisdictions” in this VPA are:

[insert Lead Community name]
[insert Community A name]
[insert Community B name]

The purpose of this VPA is to establish commitment from and a cooperative working relationship between all Participating Jurisdictions in the development and implementation of the [Insert Title of Plan]. In addition, the intent of this VPA is to ensure that the multi-jurisdictional hazard mitigation plan is developed in accordance with Title 44 of the Federal Code of Regulations Part 201.6; that the planning process is conducted in an open manner involving community stakeholders; that it is consistent with each participating jurisdiction’s policies, programs, and authorities; and that it is an accurate reflection of the community’s values.

This VPA sets out the responsibilities of all parties. The VPA identifies the work to be performed by each participating jurisdiction. Planning tasks, schedules, and finished products are identified in the Work Program and Schedule. The plan created as a result of this VPA will be presented to the governing body (Planning Commission, City Council and/or Board of Commissioners, etc.) of each participating jurisdiction for adoption.

Background

Mitigation plans form the foundation for a community’s long-term strategy to reduce disaster losses. They help break the cycle of disaster damage, reconstruction, and repeated damage. The Participating Jurisdictions in a mitigation planning process benefit by:

Identifying cost-effective actions for risk reduction.
Directing resources to the greatest risks and vulnerabilities.
Building partnerships by involving people, organizations and businesses.
Increasing education and awareness of hazards and risk.
Aligning risk reduction with other community objectives.
Providing eligibility to receive federal hazard mitigation grant funding.

The [insert Lead Community name] has received a grant from the Federal Emergency Management Agency (FEMA) to prepare a multi-jurisdictional hazard mitigation plan in accordance with Title 44 of the Federal Code of Regulations Part 201.6.

Planning Team Responsibilities

[Insert Lead Community name] will act as the Lead Community. They will assign a Chairperson of the Planning Team for the [Insert Title of Plan]. The Participating Jurisdictions authorize the Lead Community to manage and facilitate the planning process in accordance with the Work Program and Schedule.

The Participating Jurisdictions understand that representatives must engage in the following planning process. This is more fully described in the Local Mitigation Planning Handbook. It includes, but is not limited to:

Develop the Work Program and Schedule with the Planning Team.
Organize and attend regular meetings of the Planning Team.
Help the Planning Team develop and conduct an outreach strategy to involve other planning team members, stakeholders, and the public, as appropriate to represent their Jurisdiction.
Identify community resources available to support the planning effort. This includes meeting spaces, facilitators and media outlets.
Provide data and feedback to develop the risk assessment and mitigation strategy. This includes a specific mitigation action plan for their Jurisdiction.
Submit the draft plan to their Jurisdiction for review.
Work with the Planning Team to incorporate all their Jurisdiction’s comments into the draft plan.
Submit the draft plan to their respective governing body for consideration and adoption.
After adoption, coordinate a process to monitor, evaluate and work toward plan implementation.

Planning Team

The following points of contact and alternatives are authorized on behalf of the governing bodies to participate as members of the Planning Team for the [Insert Title of Plan]:

[Insert Points of Contact for the Lead Jurisdiction and for each Participating Jurisdiction, and any alternative Points of Contact, including, at a minimum:]

Name
Title
Office/Agency
Name of Participating Jurisdiction
Address
Phone number
Email address

VPA Implementation

This VPA will be in effect from the date of signature by all parties, and will remain in effect through the duration of the planning process. It and will terminate after adoption of the final FEMA-approved mitigation plan by all participating jurisdictions, or 5 years after FEMA approval, whichever is earlier. It may be terminated prior to that time for any Participating Jurisdiction by giving 60 days written notice. This VPA is to be implemented through the attached Work Program and Schedule, and any addendums that describe specific activities, programs and projects, and if necessary, funding by separate instrument.

[Insert signature block for each Participating Jurisdiction, or attach resolutions]

Signature: _______________________________

Name of Authorized Government Official

Title (City Manager, Mayor, County Emergency Management Director, etc.)

Name of Lead Jurisdiction

Office/Agency

Date: ___________________________________