Project Name:
FEMA Region [X] Discovery
Meeting:
[WATERSHED OR PROJECT AREA], Discovery Meeting
Date and Time:
[DAY, DATE, TIME]
Place:
[LOCATION, MEETING ROOM, ADDRESS, CITY, STATE]
Facilitator:
[NAME, COMPANY/AGENCY]
MEETING NOTES TEMPLATE AND FACILITATION GUIDANCE – This document to be used by
meeting facilitators as a talking points reference and by note-takers to document discussions
and prepare meeting notes.
Attendees
Fill in for notes based on sign-in sheet.
[NAME], [COMMUNITY], [TITLE]
Introductions
Standard language/talking points below; please cross out or add to…
___________________________ opened the meeting and all attendees introduced themselves. A prepopulated sign-in sheet was distributed for attendees to initial their attendance and check and
correct contact information. __________________________ displayed the outreach materials binder
and briefly explained the types of information included, and asked attendees to look through the
binder and sign up for any of the materials they might be interested in. He noted that the materials
could be used in mailings to residents, or to leave in the community office for interested residents,
developers, realtors, or other organizations. Digital copies of the outreach materials will be sent to
everyone that requests them. ____________________ described the RiskMAP program and objectives.
Other introductory comments or discussions:
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Introductions to Risk MAP and Discovery
Standard language/talking points below, may wish to use brief presentation; please cross out or add to…
__________________ provided a brief overview of Risk MAP, including explaining how it is different
than Map Modernization. He discussed some of the Standard Risk MAP Products such as the
Changes Since Last Map, Contributing Flood Hazard Factors map, and Depth Grids, as well as
explained that studies will still produce the regulatory Flood Insurance Study report and Digital Flood
Insurance Rate Map.
Other Risk MAP or Discovery comments or discussions:
Coastal Conversations
Standard language/talking points below; please cross out or add to…
__________________________________ provided an overview on the coastal updates and
methodologies set forth in the draft FEMA guidelines emphasizing that digital data is essential in
development of the coastal models. For coastal areas, it was explained that typically only a 1-percentannual-chance analysis for a Base Flood Elevation (BFE) is conducted in coastal studies. If additional
frequencies are of use to the local jurisdictions, FEMA could consider developing additional
frequencies as an Enhanced Risk MAP Product. ________________ also discussed the role of HAZUS
for evaluating potential damage assessments.
Other coastal comments or discussions:
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Communications Conversations
Standard language/talking points below; please cross out or add to…
__________________________________ explained that residents look to their local officials for
information about flood risk, even while local officials rely on FEMA to educate a community’s
residents. To address this, as part of Risk MAP, FEMA is creating additional support and resources
for floodplain administrators and other community representatives that will allow them to more
easily provide information about map updates and changes, as well as related flood risk education.
___________________________ reminded the communities about the outreach materials that they
could use and encouraged them to sign up for any or all of them. ____________________________
discussed the Resilience Meeting, that would be held later in the map update process, which would
be a good time for communities to initiate a flood education program in their communities.
Other communications comments or discussions:
Mitigation Planning Conversations
Standard language/talking points below; please cross out or add to…
__________________________________ discussed the status of mitigation plans for the communities,
and explained that part of Risk MAP is communities planning for community development and
growth, and how floodplains and stormwater management fits into future growth. The group
reviewed the dates of the current mitigation plans and __________________ encouraged the
communities to be proactive about being involved with updates. In addition, ________________
discussed the other kinds of information that could be included, such as _____________________.
Other mitigation plan comments or discussions:
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Compliance Conversations
Standard language/talking points below; please cross out or add to…
__________________________________ reminded communities of their obligations as NFIP
participating communities, to regulate development within the floodplains. __________________
asked the communities what kind of training they might benefit from in the coming year, and
encouraged participation at the ASFPM conference in May.
Other compliance comments or discussions:
Topographic Data
Standard language/talking points below; please cross out or add to…
__________________________________ noted that LiDAR data is available in areas, as shown on the
Discovery Meeting Map, and asked if the communities knew of any other LiDAR data collection in
the area.
Other LiDAR or topographic data collection:
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Study and Mitigation Projects Conversations
A summary of possible Risk MAP Needs or other issues that communities would like to discuss is
provided with the agenda. Discuss and document the conversations using the Risk MAP Need Template
for each Desired Study Area or Desired Mitigation Project to ensure the most important details are
captured. Examples of how these conversations could be documented in the meeting notes are below.
[COMMUNITY NAME]
The city of _________________ explained that there were a few issues along the Red River from State
Street to about ½ mile downstream of the confluence with Blue Creek. There have been several
approved LOMAs within the Zone A area, suggesting a more detailed study is necessary. This area is
within the LiDAR capture area planned for the fall and the group agreed that a detailed study is
needed.
The city also mentioned the repeated flooding of several properties on the south side of town, along
Prairie Drive near Plum Creek. Of the four residential buildings that have suffered repetitive losses,
one has suffered significant damage to the foundation. _______________ mentioned that these types
of situations may be best addressed through acquisition of the structures and returning the land to
open space. This is not currently a project in the community’s mitigation plan, and the community
agreed to work with the county on the upcoming plan update to include it.
Wrap Up - Summary of Communications, Mitigation Planning, and Compliance Needs
Do a quick review of the identified needs to clarify and confirm what the community is looking for in
support. Examples of how these conversations could be summarized in the meeting notes are below.
The group identified several areas in communications, mitigation planning, and compliance in which
they would benefit from Risk MAP support.
 [COMMUNITY NAME] Coastal Outreach – the city would like support in developing outreach
materials to distribute to residents along the coast with severe evacuation risks in the event of
a tsunami or other severe storm event
 [COMMUNITY NAME] Mitigation Planning Support – the city desires a follow-up meeting
with the State or FEMA to discuss how their identified flood-related issues might be addressed
through mitigation projects and how to include those in their mitigation plan update, due at
the end of November
 [COMMUNITY NAME] Compliance Support – the city desires a Community Assistance Visit
or other meeting with FEMA or the State to support modification of their floodplain
development permitting process and ordinance update
 [COMMUNITY NAME] Compliance Support – the city desires NFIP 101 training for their new
floodplain administrator
 Other identified needs…
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Wrap Up - Summary of Desired Mitigation Projects – PRIORITIZE PROJECTS
Do a quick review of the identified mitigation project needs to clarify and confirm what the communities
need, then prioritize them. Examples of how these conversations could be summarized in the meeting
notes are below.
The group identified several mitigation projects that are high priority. The communities would like
to work with FEMA and the State toward securing funding to address these problems. Some, but not
all, are included in their community’s mitigation plans.
 [COMMUNITY NAME] Acquisition – the city desires that four structures along Plum Creek
on Prairie Drive be acquired and the land returned to open space
 Other mitigation projects…
Wrap Up - Summary of Mapping Needs – PRIORITIZE NEEDS
Do a review of the identified study needs and prioritize them, either in numbered order (preferred) or as
high, medium, low priority. Based on the notes, the identified mapping needs will be listed here in order
of priority .
Some areas were identified as needing a detailed, limited detail, or approximate study, or a
redelineation based on updated topographic data. These locations are generally described below and
are shown on the Final Discovery Map.
FLOODING
SOURCE
STUDY
LENGTH
(miles)
LOCATION DESCRIPTION
STUDY
TYPE
PRIORITY
Teton Creek
4.8
From State Highway 33
upstream to the IdahoWyoming border
Zone AE
High
Spring Creek - Driggs
2.1
South of Driggs, starting at
confluence with Teton River
Zone AE
Medium
South Leigh Creek
3.7
From Hwy 33 extending 3.7
miles to the ID-WY border
Zone A
Low
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Next Steps
Standard language/talking points below; please cross out or add to…
Meeting notes and a Final Discovery Map will be prepared to reflect the identified Risk MAP needs
from this meeting and these will be provided for community review within a month. Based on the
identified study needs, STARR will work with FEMA to determine a scope for a map update project,
taking into consideration the other mapping projects requiring funding this year. Within four to six
months, FEMA will contact the communities again to provide an update on the progress, and then
once a project has been funded, to provide the scope of the project in a Project Charter. The Project
Charter is a document that will define the data and timeframe for a project, and is to be signed by all
affected communities and FEMA, to ensure all parties have detailed knowledge of the project. If
there are any studies or data that communities will contribute, then deadlines for delivery will be
included as well.
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