Formatting Environmental Documents (and Tips)

FEMA processes a multitude of environmental documents, each of which can travel back and forth between FEMA and the applicant several times.  To better enable speedy processing of environmental documents, we have put some general guidelines on-line along with some tips to help applicants.

Also, here is an Environmental Assessment Evaluation sheet to help you determine the thoroughness of your document.  Finally, check out this Environmental Assessment Scoping Checklist which goes into great detail over the contents of EAs and is the preferred format for an EA.

Guidelines for Environmental Documents

You can help expedite the environmental portion of your project review by including any or all of the following existing documentation in your project application.

• A clear written description of the entire scope of work, including any alternatives that may be under consideration, and any additional work, not funded by FEMA, that will be performed at substantially the same time.  Include any studies, plans, drawings, sketches, or schematics, as may be available, to help understand the entire project.

• Photos as required showing the proposed project area in the context of its surroundings.  If the project is a building, show all sides of the entire building (at least from opposite corners), and the context of the building in its setting including the surrounding buildings.  If the project is in a rural setting, show the project area in the foreground with the background of the surrounding area in all four directions.

• Location maps (e.g., United States Coast Guard (USGS) maps, Thomas Brothers Maps or city maps), as necessary to show the undertaking in the context of its surroundings.  For projects in rural settings or for projects with ground disturbing activities, USGS maps are mandatory.

• Documentation of any other Agency's environmental determinations within the scope of the project and surrounding areas.

Relevant Acts and Executive Orders

National Historic Preservation Act

• Documentation of the date of construction for the original, existing facility (building permit records, tax records, newspaper accounts, architectural drawings, etc.), if readily available.

• Plans showing the limits of proposed excavations or other ground disturbing activities associated with the project.

• Location maps, in addition to those provided above, showing the project within local, state, or national historic districts.

• Local, state, or national landmark listings of historic properties within the project area, including the National Register of Historic Places. 

• Any existing cultural resource surveys or reports describing the archaeological/historic properties (e.g., archaeological sites, historic buildings, historic landmarks, etc.) that exist within the project area or could be affected by the project. 

• Copies of any available plans for the existing facility as well as documentation of any changes made since the original construction.

Endangered Species Act

• Documentation (e.g., Data Base Report, Biological Assessment, Initial Study, Environmental Impact Report) evaluating biological resources that might be affected by the project activities.

• Documentation of coordination with other agencies (e.g., United States Fish and Wildlife Service (USFWS), California Department of Fish and Game (CDFG), etc.), including reports, studies and recommendations.

• Species lists identifying endangered or threatened species that might be affected by the proposed project.

Fish and Wildlife Coordination Act

• Detailed plans and studies for the control or modification of a natural stream or body of water.

• Documentation of coordination with other agencies (e.g., USFWS, National Oceanic and Atmospheric Administration (NOAA) and National Marine Fisheries Service (NMFS), etc.), including reports, studies and recommendations.

• Detailed maps, reports and studies documenting the scope of the project and surrounding areas including construction of dams, levees, impoundments, stream relocation, and water diversion structures

• Detailed descriptions and related reports and studies of proposed discharges of pollutants including industrial, mining, and municipal wastes or dredged and fill material into a body of water or wetlands.

• Recommendations of the USFWS and affected state(s) for protecting fish and wildlife.

Wild and Scenic Rivers Act

• Detailed plans and studies for the construction of any water resource project (e.g., dam, water conduit, reservoir, powerhouse, transmission line, discharge to waters, or development project).

• Documentation of coordination with other agencies (e.g., National Park Service (NPS), Bureau of Land Management (BLM), USFWS and Forest Service (FS), etc.), including reports, studies and recommendations.

• Detailed maps, reports and studies documenting the scope of the project and surrounding areas including scenic, recreational, geological, fish and wildlife, historic, cultural, or similar areas.

Coastal Zone Management Act

• Detailed maps, reports and studies documenting the scope of the project and surrounding areas as they relate to the nation's coastal zones (e.g., islands, beaches, transitional and inter tidal areas, salt marshes, etc. including any land extending inward to the extent necessary to control shorelines).

• Documentation of coordination with other agencies (e.g., Office of Ocean and Coastal Resource Management, USFWS, NOAA, etc.) and the state including reports, studies and recommendations.

• Documentation of compliance/consistency with state coastal management programs and plan.

Executive Order 11988 - Floodplain Management, May 24, 1977

• Detailed maps (e.g., Flood Insurance Rate Maps (FIRM), Farm Business Farm Management (FBFM), state designated floodway maps, etc.) defining floodplain/floodway boundaries within the project area.

• Reports and studies (e.g., hydrology, hydraulics, etc.) documenting the scope of the project and surrounding areas as they relate to the occupancy or modification of floodplains including direct and indirect effects.

• Documentation of compliance/consistency with federal, state, local and county floodplain management programs and plans.

• Documentation of coordination with other agencies (e.g., United States Army Corps of Engineers (USACE), Natural Resources Conservation Service (NRCS), Department of Water Resources (DWR), United States Bureau of Reclamation (USBR), National Flood Insurance Program (NFIP), United States Forest Service (USFWS), DF&G, etc.), including reports, studies and recommendations.

• Documentation of any Public Notices or public meetings.

Executive Order 11990 - Protection of Wetlands, May 24, 1977

• Detailed maps (e.g., USACE, USFWS Wetland Maps) defining wetland boundaries within the project area.

• Reports and studies (e.g., wetland assessment, hydrology, hydraulics, etc.) documenting the scope of the project and surrounding areas as they relate to the occupancy or modification of wetlands including direct and indirect effects.

• Documentation of compliance/consistency with federal, state, local and county floodplain management programs and plans.

• Documentation of coordination with other agencies (e.g., USACE, NRCS, DWR, USBR, NFIP, USFWS, DF&G, etc.), including reports, studies and recommendations.

• Documentation of any Public Notices or public meetings.

Executive Order 12898 - Environmental Justice for Low Income and Minority Populations

• Documentation of coordination with other agencies (e.g., U.S. Census Bureau, Local and Community Planning and Development Agencies, etc.) including reports, studies and recommendations.

• Reports and studies (e.g., traffic, noise, odor, etc.) documenting the scope of the project an surrounding areas as they relate to low income and minority populations including direct and indirect effects.

• Census data and income information on affected populations (e.g., location of Section 8 Housing, etc.).

Other Relevant Laws and Environmental Regulations

• See examples above.

Notes

Attach the Public Notification (separate page, usually a copy from a newspaper)

• References (agencies and organizations consulted; separate page, can number sources but not required)
• Appendices:  At a minimum, attach copies of interagency correspondence.  Attach copies of public comments.

Tips

• Use a spell checker! 
• Number the pages.
• Be concise.
• Write in plain language.
• Focus on important issues.
• Don't make assumptions that a FONSI will be the outcome of an EA.
• Include clear and readable maps.
• Use no less than 11 point font (we want the public and the reviewers to be able to read it).
• Be consistent in naming facilities and places.  Also use consistent abbreviations.  Spell out names the first time.
• Include easy-to-read maps depicting everything relevant, like the old location, new location, surrounding land uses, zoning, etc.
• Include quality pictures that are clearly labeled.
• It doesn't have to be fancy, but it shouldn't have fringe on the edges, either.
• SUBMIT ON COMPUTER DISK ALONG WITH HARD COPY! Text definitely, maps if possible.