CM-2025-188 - 7/25/2025 Mayor Councilmembers City Manager
Craig Morgan Michelle Ly Brooks Bennett
Rene Flores
Melissa Fleming
ROUND ROCK TEXAS Mayor Pro-Tem Frank Ortega City Attorney
PUBLIC WORKS Kristin Stevens Hilda Montgomery Stephanie L. Sandre
Thursday, July 17, 2025
Re: Privacy Act Request for FEMA Files/Information
Dear DHS/FEMA
I am writing to request that the Federal Emergency Management Agency (FEMA) provide me with the following
FEMA dataset(s): active policies, claims, repetitive loss data, national violations information; disaster information
including damage assessment data and IA housing inspection data. The requested data is related to The City of
Round Rock, Texas.
This data can be used to conduct floodplain management, disaster recovery, Community Rating System (CRS),
substantial damage (SD)/substantial improvement (SI) activities, update hazard mitigation plans and apply for
mitigation grants.
Specifically, we plan to use the data to assist with community floodplain management, monitoring compliance
with the floodplain management measures adopted by the community. Data will also be used for CRS and
hazard mitigation activity, assisting in making SD determinations and buyouts for community and service areas.
The above information is provided pursuant to the "routine use" provision of the Privacy Act of 1974, 5 U.S.C.
522a. The disclosure of this information is under Routine Use G, I, L, M, N, 0, R, and T for the NFIP SORN or H
or J of the Disaster Recovery SORN. The supporting SORNs for this data request are: DHS/FEMA 003 —NFIP Files
System of Records, 79 FR 28747 (May 19, 2014); DHS/FEMA-008 Disaster Recovery Assistance; and DHS/FEMA-
009 Hazard Mitigation, Disaster Public Assistance, and Disaster Loan Program.
The City of Round Rock, Texas, will not disclose this information to other entities unless they are identified in
the approved information sharing agreement or use the information for any purpose other than that stated
above.Any other entities that require identical data files for the purposes outlined in this letter will contact
FEMA separately with their request for information.The FEMA data will be protected in accordance with the
Privacy Act of 1974. Once the personally identifiable information is utilized for the legitimate and appropriate
purposes as stated above, the further transmission of these data files, electronic and analog/paper, will cease,
and the personal:information contained therein will be destroyed.
If you or your staff has any questions or need additional information about this matter, please contact me at
(512) 218-7070.
Sincerely,
:11OS-d.4
Brooks Bennett
City Manager
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CITY OF ROUND ROCK PUBLIC WORKS DEPARTMENT•3400 Sunrise Road, Round Rock,Texas 78665
(P) 512.218.5555.(F) 512.255.6916.roundrocktexas.gov
Requestor Name: Brooks Bennett
Name of State, Local, Tribal City of Round Rock, Texas
&Territorial Government
(SLTT) or External Entity:
Community ID Number(s) if 481048
Applicable:
Purpose for Data: IZ Community Rating System IJ Grants
O Hazard Mitigation Plan ❑x Substantial Damage Assessments
Please check the ❑x Floodplain Management
appropriate boxes and
elaborate below. Fully describe your purpose for using the data:
We will use the data for floodplain management, to update hazard
mitigation plans, and for the Community Rating System application.
Type of Data: Data Provided by FIMA Open Disasters: Closed Disasters:
Processing Vendor Data Provided Data Provided
Please check the by JFO by Regional
appropriate boxes and Office
elaborate below. ❑x Repetitive Loss ❑x Compiled Disaster Data (includes
❑x Active Policies Individual Assistance data)
❑x Claims
❑x Increase Cost of Compliance
(ICC) claims
❑x National Violations Tracker
(NVT) data
❑x Policyholder Names*
Fully describe the type of data needed:
The addresses of repetitive loss properties, disaster data, claims,
Substantial damage/Improvement data, active policies, policyholder
names, contact information, and all other information necessary for CRS
applications.
Routine Uses: Routine G ❑x N x❑ T ❑x
Uses: I ❑x O ❑x H ❑x
Please check the L ❑x R ❑x J ❑x
appropriate boxes and also M
list below.
List the routine use:
G,I,L,M,M,O,R,T of the NFIP SORN and J and H of the Disaster SORNs
Third-Party Data Sharing: If Yes:
Y ❑
N p Contractor name: N/A
Contract/Purchase Order/Agreement Number: N/A
Date of effect of contract: N/A
Specific role of contractor in fulfilling data request purpose:
N/A
CITY OF ROUND ROCK PUBLIC WORKS DEPARTMENT•3400 Sunrise Road, Round Rock,Texas 78665
(P) 512.218.5555.(F) 512.255.6916.roundrocktexas.gov
Points of Contact: Community signatory (one contact):
Name: Brooks Bennett
Please include name, title, Title: City Manager
phone number, and email Phone: (512) 218-7070
address. The requestor Email address: bbennett@roundrocktexas.gov
signatory is the person who
will sign the agreement. Additional data recipient/third-party contractor contacts (up to
four total):
**The recipients of the data Name:Joseph Daley
must work for the Title: Floodplain Administrator
requesting Phone: (512) 218-6646
State/Local/Territorial/Tribal Email address:jdaley@roundrocktexas.gov
Government Agency or
other requesting entity. Additional data recipient/third-party contractor contacts (up to
Third-party sharing must four total):
list all recipients of the data. Name: Catalina Arboleda Gonzalez
(Emergency Management Title:Assistant Floodplain Administrator, CRS Coordinator
Coordinator, Public Phone: (512) 218-7041
Works/FPA, Planning & Email address: carboledagonzalez@roundrocktexas.gov
Zoning, Grants
Coordinators, etc.) Additional data recipient/third-party contractor contacts (up to
four total):
Name: Cheree Smith
Title: Emergency Management Coordinator
Phone: (512) 341-3106
Email address: cheree.smith@roundrocktexas.gov
Does this request for data If Yes and the Disaster is Currently If Yes and the Disaster is
pertain to a declared Open: Submit Request Template to Currently Closed: Submit
disaster? the JFO Hazard Mitigation Branch Request Template to the
y ❑ and Provide the Following: Regional RFIL and Provide
N the Following:
State/Territory Name: N/A
Declaration date: N/A
Name or number of disaster: N/A
Additional Information or Include all relevant information and justification for receiving
Comments: policyholder names, insurance policy numbers, or claims payouts.
We will use this data for the following purposes:
1) to enforce floodplain management ordinances,
2) to verify eligibility for benefits, and non-duplication of benefits
following a flooding event,
3) to ascertain the degree of financial burdens we expect to assume
in the event of a flooding disaster within our jurisdiction,
4) to ensure that floodplain management and hazard mitigation
projects are consistent with the NFIP,
5) to conduct research, analysis, and feasibility studies
6) to assist in hazard mitigation and floodplain management
activities, and in monitoring compliance with the floodplain
management measures adopted by the city
7) to further NFIP outreach and education activities in the city
8) for the application to participate in the Community Rating
System (CRS)
*Additional justification/need to know is required to receive policyholder names. Routine Use I or N must be
selected.
**The requester should list persons that will have access to the data. The recipients of the data must work for
the requesting SLTT or external entity.
CITY OF ROUND ROCK PUBLIC WORKS DEPARTMENT•3400 Sunrise Road, Round Rock, Texas 78665
(P) 512.218.5555•(F) 512.255.6916•roundrocktexas.gov