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Home My WebLink AboutPR 25022: AUTHORIZING THE CITY MANAGER TO SUBMIT AN APPLICATION TO THE TEXAS DIVISION OF EMERGENCY MANAGEMENT (TDEM) FOR FEDERAL HAZARD MITIGATION GRANT PROGRAM City of nrt rthur 7i`xus www.Po rtArt h u rTx.gov DEPARTMENT OF DEVELOPMENT SERVICES DIVISION OF PLANNING AND ZONING INTEROFFICE MEMORANDUM Date: June 25, 2026 To: The Honorable Mayor and City Council Through: Ronald "Ron" Burton, City Manager, CPM From: Pamela D. Langford, CPM, Assistant City Manager— Operations/ Director of Development Services Re\ RE: P.R. NO. 25022 — Proposed Resolution Authorizing an Application for FEMA Hazard Mitigation Grant Program (HMGP) Funding Through the Texas Division of Emergency Management (TDEM), Community Safe Room Project Introduction: The Port Arthur City Council is being asked to consider the approval of Proposed Resolution No. 25022, which authorizes the City Manager to submit an application to the Texas Division of Emergency Management (TDEM) for funding through the Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program (HMGP) under Disaster Declaration DR-4781 (April 2024 Severe Storms). The proposed application requests $10,000,000.00, or such greater amount as may be determined eligible, for the planning, design, engineering, and construction of one or more FEMA- compliant Community Safe Rooms within the City of Port Arthur. Background: The Hazard Mitigation Grant Program (HMGP) provides funding to state and local governments to implement long-term hazard mitigation measures that reduce the risk of future losses resulting from natural disasters. Following FEMA Disaster Declaration DR-4781, Texas communities are eligible to apply for grant funding to construct public safe rooms and other hazard mitigation projects intended to protect lives and property. Community Safe Rooms are designed and constructed in accordance with FEMA criteria to withstand EF-5 tornadoes and extreme hurricane-force winds, providing life-saving shelter during severe weather emergencies. Given Port Arthur's location "Remember,we are here to serve the Citizens of Port Arthur" P.O. Box 1089 X Port Arthur.Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 along the Texas Gulf Coast and its history of hurricanes, tropical storms, flooding, and severe weather events, the construction of a public safe room represents a significant investment in community resilience and emergency preparedness. Project Benefits: The proposed facility is intended to serve as a dual-purpose public facility, maximizing the community's investment by providing year-round value while maintaining its primary function as a life-safety shelter during emergencies. During declared emergencies, the facility would provide: • Safe refuge for residents during hurricanes, tornadoes, and severe wind events; • Protection for vulnerable populations and individuals unable to evacuate; • Support for emergency response and disaster recovery operations; • Shelter for first responders, essential personnel, and the public; and • Reduced risk of injury, loss of life, and property damage. During non-emergency periods, the facility could be utilized for a variety of public purposes, including: • Community recreation programs; • Youth and senior citizen activities; • Educational and workforce development programs; • Public meetings and neighborhood events; • Health and wellness initiatives; • Civic programming and community outreach; • Emergency preparedness training and exercises; • Community resilience programs; and • Other municipal and community functions consistent with FEMA's dual-use safe room guidance. By serving as a multi-purpose public facility, the proposed safe room will provide year- round community value while ensuring that a resilient, FEMA-compliant shelter is immediately available when disaster strikes. Budget Impact: The proposed application requests grant funding of $10,000,000.00, or such greater amount as may be approved by TDEM and FEMA. The Hazard Mitigation Grant Program requires a 25 percent non-federal local match. Should the City receive an award of $10,000,000.00 in federal funding, the estimated project budget would be as follows: "Remember,we are here to serve the Citizens of Port Arthur" P.O. Box 1089 X Port Arthur.Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 Examples: Funding Source Grant Amount City Match (25%) Total Est. Project Cost FEMA/TDEM Grant $ 10,000,000.00 $ 2,500,000.00 $ 12,500,000.00 FEMA/TDEM Grant $ 20,000,000.00 $ 5,000,000.00 $ 25,000,000.00 While the City is committed to providing the required local match as required by the grant program, staff intends to actively pursue partnerships with local industry, petrochemical facilities, healthcare providers, educational institutions, nonprofit organizations, regional governmental entities, and other community stakeholders that would benefit from the availability of a regional community safe room. These partnerships may include financial contributions, in-kind support, or other eligible resources, as permitted under program guidelines, to help satisfy all or part of the required local cost share. The City recognizes that a community safe room serves not only municipal operations but also protects employees, contractors, critical infrastructure personnel, neighboring businesses, and the public during emergency events. Accordingly, staff believe that collaborative partnerships will strengthen both the competitiveness of the grant application and the project's long-term sustainability. Should grant funding be awarded, staff will return to the City Council with a comprehensive financing plan identifying the proposed local funding sources, including any partnership commitments secured prior to project implementation. Recommendation: It is recommended that the City Council consider approving Proposed Resolution No. 25022, which authorizes the submission of the City's Hazard Mitigation Grant Program application through the Texas Division of Emergency Management. Approval of the resolution authorizes staff to pursue this significant federal funding opportunity and to continue discussions with potential public and private partners regarding participation in the required local match. Approval does not obligate the City to expend local funds at this time, but positions the City to compete for funding that will enhance public safety, strengthen disaster resilience, leverage regional partnerships, and develop a multi- purpose community facility that will serve the citizens of Port Arthur for decades to come. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. NO. 25022 06/25/2026 PDL PAGE 1 OF 5 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO SUBMIT AN APPLICATION TO THE TEXAS DIVISION OF EMERGENCY MANAGEMENT (TDEM) FOR FEDERAL HAZARD MITIGATION GRANT PROGRAM (HMGP) FUNDING UNDER FEMA DISASTER DECLARATION DR-4781 IN AN AMOUNT OF TEN MILLION DOLLARS, OR SUCH GREATER AMOUNT AS MAY BE DETERMINED ELIGIBLE BY TDEM AND FEMA DURING THE APPLICATION REVIEW PROCESS FOR THE DEVELOPMENT AND CONSTRUCTION OF COMMUNITY SAFE ROOMS; AUTHORIZING THE ACCEPTANCE OF SUCH GRANT FUNDS IF AWARDED; COMMITTING THE CITY TO PROVIDE THE REQUIRED LOCAL MATCH OF TWENTY-FIVE PERCENT (25%) OF THE TOTAL PROJECT COST; AND PROVIDING FOR RELATED MATTERS. WHEREAS, the Federal Emergency Management Agency (FEMA), through the Texas Division of Emergency Management (TDEM), administers the Hazard Mitigation Grant Program (HMGP) authorized by Section 404 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act to reduce the loss of life and property resulting from natural disasters; and WHEREAS, FEMA Disaster Declaration DR-4781 , April 2024 Severe Storms, has made Hazard Mitigation Grant Program (HMGP) funding available to eligible Texas communities for hazard mitigation projects, including the construction of community safe rooms and residential storm shelter initiatives (Exhibit "A"); and WHEREAS, Community Safe Room Grants are intended to assist local governments in constructing FEMA-compliant, EF-5 wind-rated protective shelters that provide life safety protection during tornadoes, hurricanes, severe wind events, and other natural hazards; and WHEREAS, the City of Port Arthur recognizes the importance of increasing community resilience and improving public safety through the construction of strategically P.R. NO. 25022 06/25/2026 PDL PAGE 2 OF 5 located community safe rooms capable of serving First Responders, Essential Personnel, and critical care residents unable to evacuate during emergencies; and WHEREAS, the City desires to submit an application to TDEM requesting grant funding in an amount of Ten Million Dollars ($10,000,000.00), or such greater amount as may be determined eligible by TDEM and FEMA during the application review process, for the planning, design, engineering, permitting, construction, equipment, and other eligible project costs associated with one or more community safe rooms; and WHEREAS, grant requirements provide that the applicant furnish a non-federal cost share equal to twenty-five percent (25%) of the total eligible project cost in the form of direct costs and/or services or eligible project activities, with the federal share providing up to seventy-five percent (75%) of eligible costs; and WHEREAS, the City Council finds that participation in the Hazard Mitigation Grant Program serves a valid public purpose by protecting the health, safety, and welfare of the citizens of Port Arthur, increasing the timely responsiveness of City efforts, and reducing future disaster-related losses. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: THAT, the facts and opinions in the preamble are true and correct. THAT, the City Council hereby authorizes the City Manager, or his designee, to prepare, execute, and submit all applications, certifications, assurances, agreements, amendments, and other documents necessary to apply for Hazard Mitigation Grant Program funding through the Texas Division of Emergency Management under FEMA Disaster Declaration DR-4781. P.R. NO. 25022 06/25/2026 PDL PAGE 3 OF 5 THAT, the City Council authorizes submission of a grant application requesting funding in an amount of Ten Million Dollars ($10,000,000.00), or such greater amount as may be approved by TDEM and FEMA, for the development and construction of one or more FEMA-compliant community safe rooms and any associated eligible mitigation activities. THAT, upon award of the grant, the City of Port Arthur agrees to accept the funding and administer the project in accordance with all applicable federal, state, and local laws, regulations, grant requirements, procurement standards, and program guidelines. THAT, the City of Port Arthur hereby commits to providing the required local matching funds equal to twenty-five percent (25%) of the total eligible project cost, with the funding source to be identified during the annual budget process or through other legally available local funding sources, subject to City Council appropriation. THAT, the City Manager, or his designee, is further authorized to execute all grant agreements, reimbursement requests, certifications, environmental compliance documents, project amendments, close-out documents, and all other documents necessary to implement and complete the project if funding is awarded. THAT, the City Council finds that construction of community safe rooms will enhance public safety, improve disaster preparedness, reduce future disaster recovery costs, strengthen community resilience, and provide long-term protection for residents during severe weather events. THAT, this resolution shall become effective immediately upon its passage. THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. P.R. NO. 25022 06/25/2026 PDL PAGE 4 OF 5 READ, ADOPTED, AND APPROVED, this day of July 2026, A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Council members: Noes: Charlotte M. Moses, Mayor ATTEST: Christe Whitley Ned, TRMC, City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo, City Attorney APPROVE R ADMINISTRATION: Ronald "RonBurton, CPM, City Manager P.R. NO. 25022 06/25/2026 PDL PAGE 5 OF 5 EXHIBIT "A" .DIvz04, AITLX '� ti m1� :ik s; �= Hazard Mitigation Grant Program (HMGP) FNCyMANPG f Room Overview Community Safe TDEM Mt TL%AS A&M LINIVL0.1,1V SISLISI 1 You can protect your community with a safe room. HMGP assists communities by reducing risk to lives and property from natural hazards. These grants can be applied toward eligible costs for Hurricane or Tornado Community Safe Rooms. 0 To Be Eligible, Projects Must: GBe covered by a FEMA-approved G Conform with environmental and Hazard Mitigation Plan historical regulations 3 1,,: GBe in a threat(e.g. tornado or G Be able to provide 25% non- r hurricane) area ' federal cost share, whether in cash, donated resources, or other GBe cost effective 2 FEMA-approved source f+ What types of projects can be funded? 4 COMMUNITY :_ _ -- - ' -` it SAFE ROOM A CONSTRUCTION OPTIONS , f • Can be multi-purpose F I�) structure(e.g., _---- I' I ' community centers, i { school cafeteria, school '. — _ ,-- - -- �, gymnasium) __ q ffi • New Build A„,l ' , • Retrofitting existing I structure � .4, For more information on Community Safe Rooms contact your TDEM Regional Section Chief. Contact information can be found at httos://www.tdem.texas.gov/mitigation/arograms-contact-list More information about Hazard Mitigation Grants in Texas, including the current Texas Hazard Mitigation Plan can be found on TDEM's Mitigation website at httos://www.tdem.texas.gov/mitigation/hazard-mitigation-section ' To determine hazards for your location see the Texas Hazard Mitigation Plan at https.//txdem.sharepoint.com/:b:/s/TDEMWebsiteFiles/EcK- RMsvldRAkvmuRHYvHgwBx5Qc8-Hfght3NbD2T IH2w?e=47bXY4 2 Cost effectiveness is typically demonstrated by analysis of the benefit/cost ratio utilizing FEMA's BCA software. More details on cost effectiveness can be found in the Hazard Mitigation Assistance Guidance document found at this link https://www.fema.00v/sites/default/ files/2020-07/fv15 HMA Guidance.pdf 3 For information on Environmental&Historic Preservation requirements see https://www.fema.gov/grants/guidance-tools/environmental-historic 4 More detail on applicant eligibility,project types,and project eligibility requirements can be found in the Hazard Mitigation Assistance Guidance document found at this link https://www.fema.gov/sites/default/files/2020-07/fy15 HMA Guidance.pdf