cOMMUNITY Open House Toolkit for Local Officials

The attached materials include key messages and communications materials FEMA offers to communities to promote the mapping Open House.

This toolkit includes:

  • Sample news release
  • Sample public service announcement
  • Content for use on community websites
  • Talking points about the Open Houses and the RiskMAP program
  • Sample flyer
  • Sample newspaper advertisement
  • Sample Slides for Community Meeting Announcement
  • Social Media messages – for Community Twitter

Sample News Release

New Flood Insurance Rate Maps Proposed by FEMA for COUNTY

Public Open House scheduled for DATE

DATELINE –The Federal Emergency Management Agency (FEMA) released proposed changes to the Flood Insurance Rate Maps (FIRM) for COUNTY for public comment. These proposed changes were issued preliminary to COUNTY and the incorporated areas on DATE. The proposed FIRMs indicate flood-prone areas in COUNTY. Insurance companies use FIRMs to determine flood insurance rates for buildings and contents. Everyone is encouraged to know their flood risk.

COUNTY will hold a public workshop on the proposed changes to the FIRM at LOCATION on DAY, DATE from TIME. Using the interactive maps online at this Open House, representatives from the State, County and INCORPORATED AREAS, as well as FEMA and their mapping partners, will be available to answer floodplain and flood insurance questions.

Flooding is the number one natural disaster in the United States; it is vital that property owners understand their risk and take advantage of tools or programs available to them, including flood insurance. The proposed maps are an update of the existing FIRM, which dates back to YEAR. The FIRM and the associated Flood Insurance Study (FIS) are the basis for the floodplain management measures.COUNTY is required to have in effect in order to remain eligible for participation in the National Flood Insurance Program (NFIP).

As a result of these map changes, some buildings in COUNTY may, for the first time, be included in a high-risk flood zone, known as the Special Flood Hazard Area. This may result in those affected homeowners being required to purchase flood insurance.

Additional information is available on the county’s websiteINSERT

WEBSITE, and more information, including links to the interactive mapping website, can be found on

Residents with additional questions can contact the STATE/LOCAL AGENCY at PHONE or EMAIL.

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Sample Public Service Announcement

30 Second (Should be between 60 and 75 words)

Do you know your flood risk? If you live or work in (County), plan to attend an Open House to learn more about your risk and new FEMA flood maps. Local, County and FEMA officials will be available to answer questions about the maps and flood insurance.

The meeting is being held on MONTH XXth, at LOCATION, from X:00 pm. until Y:00 p.m.

For more information, visit COMMUNITY WEBSITE or call INSERT PHONE.

15 Second (Should be between 30 and 35 words)

Do you know your flood risk? Attend an Open House hosted by COUNTY. Get answers to your questions about new flood maps and flood insurance. MONTH XXth, at LOCATION, X:00 pm. until Y:00 p.m.

For more information, visit COMMUNITY WEBSITE.

Website Story

Do you know your flood risk? Local and County officials are hosting a Flood Risk Open House to provide citizens in COUNTY with an opportunity to learn more about newly released flood maps, known as Flood Insurance Rate Maps (FIRMs). Both county/community officials as well as FEMA representatives will be on hand to answer citizens’ questions about the maps, the mapping process and flood insurance.

The Open House is scheduled for DATE, TIMEat the LOCATION. During the meeting, residents will be able to locate their property on the new maps and view the changes as compared to the last FIRM. Once residents view this information, they will have the chance to talk to members of the project team, flood insurance professionals, and local, county and state officials.

Flooding is the number one natural disaster in the United States; it is vital that property owners understand their risk and take advantage of tools or programs available to them, including flood insurance. The proposed maps in COUNTY are an update of the existing FIRM, which dates back to YEAR. The FIRM and the associated Flood Insurance Study (FIS) are the basis for the floodplain management measures. COUNTY is required to have in effect in order to remain eligible for participation in the National Flood Insurance Program (NFIP).

As a result of these map changes, some buildings in COUNTY may, for the first time, be included in a high-risk flood zone, known as the Special Flood Hazard Area. This may result in those affected homeowners being required to purchase flood insurance.

For more information or to access the mapping portal where you can view the updated maps, visit

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Talking Points for Local Officials

Overarching Messages

  • Residents must be informed; it is up to everyone to know their risk, know their role, and take action to reduce their risk.
  • Through flood studies and updated maps, communities are receiving more precise information about the flood risks where they live and work.
  • Share this information with your friends and neighbors. Know your flood risk and have a plan before a flood or storm event impacts your community. Contact your local Floodplain Administrator, and visit FloodSmart.gov and Ready.gov for more information on flood risk and how to prepare.

New Maps and Information

  • FEMA’s website is a great source for information. On the site, there are a number of fact sheets about flood insurance, the RiskMAP program, mitigation actions and other related information.
  • The RiskMAP6.com website also has a link that enables residents to view the maps for their specific location.
  • As a result of changes in the FIRM:
  • Some homes will be included in high-risk areas, known as Special Flood Hazard Areas (SFHAs); i.e., the FEMA regulated 100-year flood plain, for the first time
  • If, based on the new maps, the building is in a high-risk area(SFHA zones beginning with “A”, “AE”,[“V” or “VE”]) and is mortgaged through a federally-regulated and insured lender, the property owner will, most likely, be required to carry flood insurance after the new maps go into effect
  • If the building is not currently in the floodplain on the existing maps, owners may be eligible for lower-cost rating options, especially if homeowners can acquire flood insurance before the new FIRMs are finalized. Eligibility for these rating options may be time sensitiveand property owners should contact their insurance agents to determine the best options for their property.
  • Some homes will be removed from the mapped floodplain (SFHA)
  • If the building is currently mapped in an SFHA but, under the new FIRM, it is mapped into a moderate-low risk flood area, flood insurance may no longer be required
  • However, the mortgage holder/lender may still elect to require flood insurance
  • Home and business owners and renters are encouraged to maintain flood insurance as the risk is reduced not removed. Most will be eligible for the lower cost Preferred Risk Policy.
  • Some homes will remain in the mapped floodplain (SFHA)
  • If the building is currently mapped in the floodplain, and is also shown on the new FIRM as in an SFHA, zone “A” or “AE” [“V”, or “VE”], and is mortgaged through a federally-regulated and insured lender, the lender is mandated by Congress to require flood insurance
  • Regardless of the FEMA flood designation of buildings, if you feel your building is at risk of flooding, you may still purchase flood insurance.

FloodInsurance

  • Flood insurance requirements are based on current effective Flood Insurance Rate Maps (FIRMs).
  • Flood insurance is available through the National Flood Insurance Program (NFIP), a federally underwritten program, and is purchased through licensed insurance agents. For more information on flood insurance, visit the NFIP website,
  • The NFIP provides flood insurance in more than 22,000 communities nationwide who agree to adopt and enforce sound floodplain management regulations. The average cost of a flood policy is around $660 a year. In moderate- to low flood-risk areas, building and contents coverage can start at just $129 a year.
  • FEMA recommends that all residents and business owners purchase flood insurance to help protect their financial investment.
  • Knowing where and when map changes are occurring will help citizens understand what insurance options will best apply. Once Preliminary FIRMs are released, visit the interactive mapping page of RiskMAP6.com to view any flood changes since the last FIRM.

Flyer Template

Do You Know Your Flood Risk?

Find Out More

Flood Risk Open House

Join [COMMUNITY/COUNTY] for an opportunity to view the newly updated Flood Maps

  • Find your property on new flood maps and learn your flood risk
  • Get Answers to your question from (County) and FEMA Representatives
  • Learn about Flood Insurance from the experts

DATE, TIME

LOCATION

ADDRESS

CITY, STATE ZIP

For more information, visit LOCAL WEBSITE or call LOCAL FLOODPLAIN ADMINISTRATOR’S OFFICE at 555.555.1212.

Sample Advertisement

DO YOU KNOW YOUR FLOOD RISK?

Learn about more at the Flood Risk Open House

[COUNTY/COMMUNITY] is Hosting an Open House to Show Proposed New Flood Maps

If you live or do business in COUNTY/COMMUNITY or the following areas], your flood risk may be changing.

[LIST OF COMMUNITIES IN PROJECT AREA]

Learn about your risk of flooding and what the new flood maps mean to you.

Open House

[DATE, TIME]
[LOCATION]

[Community officials, FEMA representatives, and insurance representatives] will be available to answer your questions.

For more information or if you are unable to attend, contact [COMMUNITY] to learn more or visit LOCAL WEBSITE.

Community Tweets

  1. Know your flood risk? Come [TONIGHT/DATE] to Open House [LOCATION] at [TIME] to view new FEMA flood maps
  2. Flood risks are changing. See new FEMA Flood Maps on [DATE] at [TIME] at Open House: [LOCATION]
  3. Do you need flood insurance? Come [TONIGHT/DATE] to Open House [LOCATION] at [TIME] to view new FEMA flood maps
  4. Learn more about [COUNTY] County’s new flood maps. Open House on [DATE] at [TIME], [LOCATION]
  5. Everyone is at risk of flooding. Find out your flood risk on the new flood maps. Open House on [DATE] at [TIME], [LOCATION]
  6. Nearly 25% of flood insurance claims come from outside mapped high-risk areas. Come to [COUNTY] County Open House to see new flood maps. More info @ [COUNTY WEBSITE]
  7. Updated FEMA flood maps now show current risks in [COUNTY] County. Join us for Open House. More info @ [COUNTY WEBSITE]
  8. Everyone lives in a flood zone. Yours may have changed. Open House on [DATE] at [TIME], [LOCATION]
  9. Has your flood risk changed? New Flood Maps are out. Open House on [DATE] at [TIME], [LOCATION]

Setting Up a Flood Map Open House

BACKGROUND

The goal of the Open House is to provide an opportunity for local residents and business owners to visit with community and county officials and to learn:

  • more about the current mapping project,
  • what the new Flood Insurance Rate Maps (FIRMs) are and what they mean,
  • what options are available if they are affected, and
  • where to find out more information.

Local county and community officials within the study area should work together to arrange, advertise and coordinate the Open House. The locations are typically based on a review of areas where there may be heighten interest due to the potential for a higher number of affected property owners and availability of meeting space. Depending upon the locale and availability of staff, example meeting times might be 2:00 p.m. – 8:00 p.m. (e.g., larger communities and/or significant map changes) or 4:30 p.m. – 7:30 p.m. (e.g., smaller communities). For areas of large adult/senior living communities, a morning meeting is often more effective (e.g., 10:00 a.m. – 12:00 p.m.).

PRE-OPEN HOUSE OUTREACH

In advance of the Open House(s), the county and communities need to identify the best locations. When selecting the location, local officials should take into consideration ease of access and free parking, special needs groups, time of the activity for safety and working population, access to internet for on-line maps, and functionality of the room space. The best meeting locations are typically based on centers of population and areas affected. It is recommended the local community or county place ads in the local newspaper and on radio (including Spanish-speaking ones, if there is a Hispanic population). Consideration should also be given to issuing a press release several days before the meetings to get the word out. Local officials (e.g., commissioners, council members, mayors, county managers) as well as state and U.S. legislative staff should be informed about these meetings.

OPEN HOUSE SET-UP

Knowing that not all facilities will be configured alike, the following is a general framework for the Open Houses. Staffing assignments for each station will depend upon the availability of personnel. The need for security should be considered and requested in advance. Local fire and police should be informed about the meeting. Signage to direct people is important and sets the stage for an attendee’s experience. At a minimum, the following are recommended:

  • Signage (waterproof) along the streets near where the meeting is being held should be set up to not only guide and direct people to the location, but also increase awareness about the meeting.
  • Clear labeling of the entrance, exit and restrooms.
  • Signage for each station that is supported on easels behind each table in open view of attendees.

In addition to the welcome table, which should be as close to the entrance as possible, there should be six stations for the public to visit and should be set up around the perimeter of the room in the order described. Tables with chairs should be placed in the center of the meeting room for people to sit and write (have pencils available) and review documents and other informational material. Each table should have a supply of evaluation forms for attendees to complete and a box to place completed forms. This information will help identify processes that were effective and areas for improvement for future Open Houses.

Station 1 – Welcome/Check-in

  • This table should be at the very front near the entrance.
  • Have a sign-in sheet for each person to provide their name and the community where they. The option to provide an email address for future updates should be included.
  • A Property Owner Questionnaire should be provided to each attendee to complete (at the center tables) and use at the other stations.
  • They should be reminded to complete the survey on the way out
  • Suggested Handouts:
  • Floor plan and/or station layout for the visitor to see where to go. Develop a generic Floor Plan prior to Open House and edit it to a specific plan on day before meeting.
  • Property Owner Questionnaire
  • Materials required:
  • Pens and paper
  • Name tags (for every station staff and other persons assisting that day)
  • Sign-in sheet
  • Staffed by:
  • Community/county staff
  • If any media/press is identified, they should be given a Press Packet and gently reminded that people will be reviewing their personal information and it should not be recorded or heard.

Station 2 – Property Location Identification (for online identification1)

  • This is the first station where attendees will use the information requested on the Property Owner Questionnaire. Because people may be waiting their turn, chairs should be set near this station for them to sit and wait. This could also be a good place for a project video to be running on a large screen, if one is being shown. Also, if available, one of the staff should help direct the next property owner to the next available open technician, especially during busy times.
  • If the attendee has more than one piece of property to review, then a form should be completed for each.
  • Based on the information provided on the Questionnaire, the technician (on the laptop) and property owner (looking at a separate screen) will locate the property.
  • On the Questionnaire, the property owner will be able to record their current effective FIRM flood zone, their Base Flood Elevation (BFE) and their new preliminary FIRM flood zone and BFE.

If online identification is not available, then paper maps will have to be used and the property owner will only have the Questionnaire to carry to the other stations.