The next stage of this process is called the Scoping Meeting. This meeting presents an opportunity for all interested parties to gather, finalize the scope of project and confirm project task assignments. The scope of project formally identifies where new flood studies will be conducted, their type, and their limits. Invited to this meeting are representatives from FEMA, ODNR, the Regional Management Center (RMC), the Study Contractor (if used), and communities throughout the county being updated.

    Mapping needs play an integral role in the Scoping Meeting as well. Because funding is limited for this map update, new flood studies will be few. However, the meeting provides an excellent opportunity for federal, state, and private entities to collect local mapping needs. Such needs will be documented and provided as impetus for future flood study funding.

    Following the conclusion of the Scoping Meeting, entities involved in the map update begin their partnership roles in Map Production. This step of the update process involves the completion of all tasks identified and assigned during the Scoping Meeting. For instance, the paper flood maps will be digitally scanned and geo-registered during this phase. This is also the time when the newly created digital flood layers will be fine tuned to fit the best available topographic data. If any flood studies are performed, this would be the phase for their completion and incorporation into the new maps.

    Letters of Map Change (LOMCs) will also be addressed during this phase. Each FEMA-approved map change will be handled in one of four ways: 1) incorporation into the new maps; 2) revalidation; 3) superseded; or 4) case-by-case review. Letters of Map Revision (LOMRs) (not those based on fill, or LOMR-Fs) will be incorporated into the new flood maps. Large-scale LOMR-Fs and Letters of Map Amendment (LOMAs) may be incorporated into the new maps depending on their size. However, most LOMAs and LOMR-Fs will be revalidated since they are too small in scale to be represented on the maps. If a new study has been performed on a watercourse near any LOMCs, the LOMCs may be superseded or may need case-by-case review.

    Digital maps created during this phase will be reviewed by FEMA so as to ensure that they meet the Guidelines and Specifications for Flood Hazard Mapping Partners. For further information about these guidelines, click here (http://www.fema.gov
/plan/prevent/fhm/
dl_cgs.shtm).

    Preliminary Maps and a preliminary Flood Insurance Study (FIS) are released for public review when all tasks have been completed, and the new digital flood maps have been printed. Each community will receive copies of the preliminary flood maps, a preliminary Flood Insurance Study report, and a preliminary Summary of Map Actions (SOMA). This last document summarizes what happened to all of the Letters of Map Change affected by the map update. For further information, please see the description of Map Production.

    Once the Preliminary Maps are released, community officials are encouraged to review the maps for accuracy and completeness. In order to aid in this effort, ODNR has developed the “Preliminary Map Review Checklist” specifically for local officials. This list will guide them during their review, and it will provide them a way to document evidence for any issues they may have with the new maps. Please click here if you would like to view or download this document.

Preliminary Map Review Checklist.

    Once the Preliminary Maps are released and communities have an opportunity to review them, FEMA will coordinate a Flood Risk Information Open House. The Open House involves two meetings: local official meeting and public meeting. Federal and state officials and the Study Contractor will meet with community officials to discuss the new maps, any issues associated with them, and their implications. Once this meeting has concluded, FEMA, ODNR and community officials will have an opportunity to answer public inquiries regarding the preliminary maps. Questions generally range in topic from flood insurance and building requirements to mitigation opportunities and map changes. Please click here if you would like to view or download a copy of “Open House Frequently Asked Questions.”

    After the Flood Risk Information Open House, FEMA will publish the preliminary base flood elevations (BFEs) in the Federal Register (only if BFEs have changed), and they will notify the CEO of each community regarding this publishing. Additionally, FEMA will post this information in local newspapers twice in a two-week period. On the date of the second publication, the 90-day Appeals Period begins, and this is when stakeholders may submit new flood data (appeals) or map corrections (protests) to their community floodplain officials for possible incorporation into the new digital FIRMs. At the end of Appeals Period, FEMA will resolve all appeals and protests to finalize the maps and the Flood Insurance Study report.

    If BFEs have not changed due to the map update, a 90-Day Appeals Period will not be held. Rather, 30-Day Comment Period will be held in its place, and this will still provide citizens and community officials an opportunity to submit protests.

    When the maps are finalized, FEMA will issue the communities a Letter of Final Determination (LFD), and this initiates the mandatory update of their floodplain regulations. A community has six months from the LFD to update their flood damage reduction regulations. This timeframe includes the ODNR review and approval time; so, they actually have less than six months for this update. If a community’s floodplain regulations are not approved by ODNR and adopted by the effective date of the maps, the community will be suspended from the NFIP. Potential consequences associated with suspension include flood insurance unavailability and some disaster assistance unavailability. Please click here to take a more in-depth look at the Regulations Update process.

Regulations Update Process

    Communities have six months from the date of the Letter of Final Determination to update their flood damage reduction regulations to reflect the new maps. After this period, the new maps are effective, and are the tools the communities must use to implement their floodplain regulations. Most flood insurance policies written on or after the effective date will be based on the flood hazard data on the new maps.

    In terms of logistics, the map update process takes approximately 2-3 years from the initial Pre-Scoping Activities until the maps become effective. This period of time depends, in part, on the types of studies conducted in a given county and the amount of floodplain located within its boundaries.