6.6. Implement Mitigation Actions

The action plan identifies how specific mitigation actions will be implemented. This information includes who oversees actions, what funding and other resources are available or may be pursued, when the actions will be completed, and how they are prioritized. The capability assessment can help determine the agencies responsible for certain community functions and available funding.

The planning team needs to determine which department or agency will lead each action. At a minimum, this means assigning a specific agency, department or position to each action. It should not be the jurisdiction as a whole. If coordinating with other agencies will be necessary, this is a good time for them to weigh in on the steps and timeframes necessary to carry out the actions.

For multi-jurisdictional actions, the plan must identify the specific agency, department or position that will be responsible for carrying out actions for each jurisdiction.

Resources include funding, technical assistance and materials. The plan must identify applicable potential funding sources. These funding sources should go beyond generic terms such as “federal,” “state,” or “local.” The identified funding sources must be relevant to carrying out the associated actions. Sources of local funding may include the general operating budget, capital improvement budgets, staff time, impact fees, special assessment districts and more. Your SHMO and FEMA regional partners can help you identify potential state and federal resources. The planning team should also consider private-sector funding and partnerships, as well as resources from academic institutions. Remember these are potential funding sources. The funding you actually use could be different than what is initially identified in the plan. Think of this as the jumping off point. The more specific you are with funding sources, the easier it will be to look into them. Beyond identifying potential resources, describing the internal processes used to prioritize funds to specific projects will help prepare the projects to move forward.

The planning team and responsible agencies must develop a timeframe for completing each mitigation action. Funding cycles can affect when you start an action. The timeframe can detail when the action begins, interim steps and when it should be fully implemented. This does not mean start and end dates, but rather how long the project will take once initiated. General terms like “short-term,” “medium-term,” and “long-term” must be defined. “Ongoing” is acceptable when used appropriately (e.g., for multi-phased projects). If a project will be ongoing once implemented (e.g., a vegetation management program that has no end date), list the timeframe for the project to be implemented. Then you can note that once implemented, the project will be ongoing.

Plans should have a range of targets for actions, including short-term, medium-term and long-term actions. These targets align with planning mechanisms. For example:

• Short: hazard mitigation planning period, capital improvements, jurisdictions budget cycle.
• Medium: structural projects, planning and regulation, education and outreach, natural systems protection, comprehensive plan.
• Long: comprehensive plan, economic development plan, transportation plan, climate action plan, lifetime of infrastructure assets.

While it is acceptable to include actions that will not be completed within 5 years, the focus of the mitigation strategy should be on the high-priority actions that a jurisdiction wants to carry out within the next 5 years. If an action will span multiple years before completion, consider breaking the action down into phases, sub-actions or more feasible projects for the community.

Other implementation items to consider describing in the action plan are goals addressed, partner agencies, steps for implementation and estimated budget. Partner agencies could include:

• Non-profit organizations that work with underserved communities and socially vulnerable populations.
• Faith-based groups.
• Housing authorities and advocacy groups that work with unhoused populations, renters and low-income homeowners.
• Environmental groups and watershed stewardship organizations.

Although it is not required, estimating the cost of an action will help the planning team target the most appropriate resources. The team can also begin to budget for a local match, which many grants require.

An action implementation worksheet can be a good approach for formatting the information collected for each action and how it will be carried out. An example is provided in Worksheet 8: Mitigation Action Implementation. The planning team may decide to assign the responsible agency for each action first. Each agency can then complete the action implementation worksheet with information on how the action will be done. If appropriate, the community can also begin developing project SOWs, schedules and budgets, particularly where federal funding applications are anticipated. FEMA’s approval of the plan does not mean funding identified in the plan is also approved, or equate to an approved application for federal assistance.

Consider how to present the final mitigation action plan in a format that community members and officials can easily use. The mitigation strategy, or action plan, is the heart of the plan and the primary tool to get funding, assign priorities, guide decisions, and track progress in future plan updates. A matrix can be a good way to summarize information on the recommended actions. You also may consider including this information along with the mission and goals as an executive summary at the front of your plan. This allows users to quickly see how the community wants to reduce risk and strengthen disaster resilience. The matrix may include column headings such as:

• Action ID and Goals.
• Hazards Addressed.
• Description.
• Prioritization (High, Medium, Low).
• Timeframe (required).
• Responsible and Coordinating Bureaus and Agencies (required).
• Potential Funding Sources and/or Agencies (required).
• Benefits.
• Costs.
• Technical Feasibility.