Hazard Mitigation Grant Program (HMGP) Applicants Briefing FEMA DR-1668-LA Severe Storms and...

Hazard Mitigation Grant Program Hazard Mitigation Grant Program (HMGP)(HMGP)

Applicant’s BriefingApplicant’s Briefing

FEMA DR-1668-LAFEMA DR-1668-LA

Severe Storms and FloodingSevere Storms and Flooding

Briefing Conducted April 24, 2007Briefing Conducted April 24, 2007

Hazard MitigationHazard MitigationAny sustained action taken to reduce or Any sustained action taken to reduce or eliminate long-term risk to people and property eliminate long-term risk to people and property from natural hazards and their effects.from natural hazards and their effects.

Applicant Briefing for Hazard Applicant Briefing for Hazard Mitigation Grant ProgramMitigation Grant Program

To prepare local officials and potential To prepare local officials and potential applicants for the Hazard Mitigation Grant applicants for the Hazard Mitigation Grant Program (HMGP). Program (HMGP).

The briefing will help applicant’s more The briefing will help applicant’s more effectively manage the program in effectively manage the program in accordance with State Guidelines.accordance with State Guidelines.

Goals of the HMGPGoals of the HMGP

Support the State / Local Hazard Support the State / Local Hazard Mitigation Plans by funding Hazard Mitigation Plans by funding Hazard Mitigation measures that are in line with Mitigation measures that are in line with the respective plans.the respective plans.

Assist local governments in using safer Assist local governments in using safer building practices and improving building practices and improving existing structures and supporting existing structures and supporting infrastructure.infrastructure.

Key FEMA ResponsibilitiesKey FEMA Responsibilities

Oversee the State management of the Oversee the State management of the HMGP.HMGP.

Assist the State in setting priorities for the Assist the State in setting priorities for the use of HMGP funds.use of HMGP funds.

Approve or deny applications for funding Approve or deny applications for funding that are submitted from the applicant thru that are submitted from the applicant thru the Grantee (State).the Grantee (State).

Key State ResponsibilitiesKey State Responsibilities

Manage the HMGP Program.Manage the HMGP Program. Solicit program interest and help potential Solicit program interest and help potential

applicants to complete applications.applicants to complete applications. Review and submit applications to FEMA.Review and submit applications to FEMA. Notify applicants of FEMA decisions.Notify applicants of FEMA decisions. Monitor program activities.Monitor program activities. Conduct periodic/compliance reviewsConduct periodic/compliance reviews

Key Regulatory/Key Regulatory/Guidance ResourcesGuidance Resources

The Stafford ActThe Stafford Act

The Code of Federal Regulations,The Code of Federal Regulations,44 Part 206, Subpart N44 Part 206, Subpart N

The HMGP Desk ReferenceThe HMGP Desk Reference

FundingFunding The program may provide a State with up The program may provide a State with up

to 15 percent of the total disaster grants to 15 percent of the total disaster grants awarded by FEMA.awarded by FEMA.

This grant may be used to fund This grant may be used to fund up toup to7575 percent of eligible mitigation measures. percent of eligible mitigation measures.

The applicants The applicants mustmust provide the remaining provide the remaining 2525 percent cost share from non-Federal percent cost share from non-Federal sources.sources.

Who is Eligible?Who is Eligible?GOVERNMENT GOVERNMENT

ENTITIESENTITIES State AgenciesState Agencies Local AgenciesLocal Agencies Special/Regional DistrictsSpecial/Regional Districts

TRIBAL NATIONSTRIBAL NATIONS

PRIVATE NON-PROFIT ORGANIZATIONSPRIVATE NON-PROFIT ORGANIZATIONS Section 501 (c), (d), (e) of the Internal Revenue Section 501 (c), (d), (e) of the Internal Revenue

Service CodeService Code Medical, Residential Health Care Facilities, Medical, Residential Health Care Facilities,

Educational, Emergency Utility.Educational, Emergency Utility.

Who is Eligible?Who is Eligible?Section 322 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act or the Act), 42 U.S.C. 5165, enacted under Sec. 104 the Disaster Mitigation Act of 2000, (DMA 2000) establishes a new requirement for local mitigation plans to be approved by FEMA in order to be eligible for Hazard Mitigation Grant Funds

Eligible ParishesEligible Parishes

AcadiaAcadia Allen Allen BeauregardBeauregard CalcasieuCalcasieu CaldwellCaldwell CatahoulaCatahoula EvangelineEvangeline FranklinFranklin GrantGrant JeffersonJefferson Jefferson DavisJefferson Davis LaSalleLaSalle

MadisonMadison MorehouseMorehouse NatchitochesNatchitoches OuachitaOuachita RapidesRapides RichlandRichland SabineSabine St. HelenaSt. Helena St. LandrySt. Landry TensasTensas VernonVernon WinnWinn

STATE HAZARD MITIGATION TEAMSTATE HAZARD MITIGATION TEAM

FOR DISASTER FOR DISASTER 16681668 (Severe Storms and (Severe Storms and Flooding)Flooding)

THE APPROVED IMPLEMENTATION THE APPROVED IMPLEMENTATION STRATEGY OF APPROXIMATELY STRATEGY OF APPROXIMATELY $$1,785,732.001,785,732.00 HMGP FUNDING IS AS HMGP FUNDING IS AS FOLLOWS……..FOLLOWS……..

DRAINAGE PROJECTS:DRAINAGE PROJECTS:Projects (construction activities that would Projects (construction activities that would protect from flooding or alleviate flood protect from flooding or alleviate flood waters more rapidly) with an approximate waters more rapidly) with an approximate Fed share of Fed share of up toup to 200K200K on each project. on each project.

The Application ProcessThe Application Process

GOHSEP Conducts Eligible Applicant Briefing (VTC)

Applicants Submit:

(1) Pre – Application/Letter of Intent

(2) Engineering Checklist

Deadline: June 22, 2007

State Hazard Mitigation Team Reviews Pre –Applications Projects and selects projects for complete application submission. (Finalist)

Deadline: July 6, 2007

The Application Process (con’t)The Application Process (con’t)

If Approved and funds obligated, Subgrantee notified and GOHSEPbegins Grant Management

Complete Applications submitted to GOHSEP for submission to FEMA.Deadline: August 24, 2007

FEMA Review and approval

SHMT team reviews complete applications; makes selections for FEMA Review and approvalDeadline: September 28, 2007

Pre – Application/Letter of IntentPre – Application/Letter of Intent(Refer to Pre – Application Form)(Refer to Pre – Application Form)

Identifies vital project information such as:Identifies vital project information such as:Point of ContactPoint of ContactProject LocationProject LocationDetailed Project DescriptionDetailed Project DescriptionProject Impacts/Area(s) EffectedProject Impacts/Area(s) Effected

Also included with the Pre –Application is the Also included with the Pre –Application is the completed Engineering Checklistcompleted Engineering Checklist

STATE HAZARD MITIGATION STATE HAZARD MITIGATION TEAMTEAM

Selection Criteria:Selection Criteria:

Applications will be ranked based upon the Applications will be ranked based upon the following criteria……..following criteria……..

Number of people and Number of people and

critical facilities affected 40%critical facilities affected 40%

Cost/ Benefit of the project Cost/ Benefit of the project 30%30%

Completeness of application Completeness of application 20%20%

Time frame of project Time frame of project 10%10%

The Applicant’s RoleThe Applicant’s RoleDevelop, adopt and update local mitigation strategy.Develop, adopt and update local mitigation strategy.

Submit Letter of Intent to GOHSEPSubmit Letter of Intent to GOHSEP

Submit HMGP applications to GOHSEP. Submit HMGP applications to GOHSEP.

Implement the project and maintain all project Implement the project and maintain all project documentation.documentation.

Ensure all project Ensure all project costscosts are are reasonablereasonable and in and in compliancecompliance with all applicable federal, state, and with all applicable federal, state, and local requirements governing the use of federal funds.local requirements governing the use of federal funds.

Key Applicant ResponsibilitiesKey Applicant Responsibilities

Maintain appropriate records.Maintain appropriate records. Responsible for project costs even if the Responsible for project costs even if the

services of a contractor are utilized.services of a contractor are utilized. Responsible for determining that Federal Responsible for determining that Federal

funds are only spent on FEMA approved funds are only spent on FEMA approved projects.projects.

Issue 1099’s if applicable.Issue 1099’s if applicable.

Key Applicant ResponsibilitiesKey Applicant Responsibilities

Manage the implementation of the approved Manage the implementation of the approved project.project.

Comply with HMGP requirements, grants Comply with HMGP requirements, grants management procedures, the grant management procedures, the grant agreement, and applicable laws.agreement, and applicable laws.

Responsible for determining that cost are Responsible for determining that cost are reasonable.reasonable.

HMGP FinancingHMGP Financing

HMGP is a HMGP is a cost-reimbursementcost-reimbursement grant grant programprogram

The recipient The recipient (Subgrantee)(Subgrantee) of the funds of the funds should initially make arrangements to should initially make arrangements to fund the entire project (up-front money), fund the entire project (up-front money), unless circumstances provide for the unless circumstances provide for the limitedlimited advance of funds. advance of funds.

Make Sure That . . .Make Sure That . . .

The following information is accurate.The following information is accurate. Pre-Application/Letter of Intent Pre-Application/Letter of Intent Name of Subgrantee & local POCName of Subgrantee & local POC Location of Project / Description of MeasureLocation of Project / Description of Measure Cost Estimate for the Measure must be Cost Estimate for the Measure must be

detailed and include an analysis of the cost-detailed and include an analysis of the cost-effectiveness & substantial risk reduction, effectiveness & substantial risk reduction, consistent with 206.434(c) consistent with 206.434(c) “minimum project “minimum project criteria”criteria”

Make Sure That . . .Make Sure That . . .

Work schedule & justification for work Work schedule & justification for work is included in applicationis included in application

Alternatives consideredAlternatives considered Consulting fees Consulting fees mustmust be disclosed be disclosed No hidden costs are includedNo hidden costs are included Required environmental informationRequired environmental information

Eligible Projects Must . . .Eligible Projects Must . . . Meet the requirements of 44 CFR Meet the requirements of 44 CFR

206.434(b) – Local Plan Requirements 206.434(b) – Local Plan Requirements created by DMA 2000created by DMA 2000

206.434(c) – Minimum Project Criteria206.434(c) – Minimum Project Criteria

Be in conformance with State/local Plan Be in conformance with State/local Plan approved under Part 201approved under Part 201

Solve a problem and be cost-effective Solve a problem and be cost-effective and substantially reduce the risk of and substantially reduce the risk of future floodingfuture flooding

Cost of expected damagesCost of expected damages

Consider the life of the project (typically 30 years for Consider the life of the project (typically 30 years for drainage) together with possible annual damages.drainage) together with possible annual damages.

Costs benefits will accrue if the project is Costs benefits will accrue if the project is

implemented. Analyze how the costs of the project, implemented. Analyze how the costs of the project, through its lifetime, compares with the anticipated through its lifetime, compares with the anticipated value of future damage reduction.value of future damage reduction.

Allowable Project CostsAllowable Project Costs Reasonable Reasonable costs to implement project: costs to implement project:

Project designProject design

Administrative costsAdministrative costs

Eligible PropertyEligible Property

Construction, Labor and materialsConstruction, Labor and materials

Contractor GuidelinesContractor Guidelines Make sure:Make sure:

The Subgrantee follows The Subgrantee follows the procurement the procurement guidelines in 44 CFR guidelines in 44 CFR Part 13.Part 13.

Objective criteria used Objective criteria used when selecting when selecting contractors.contractors.

Local/State Bid laws Local/State Bid laws usedused

Administrative Costs: Administrative Costs: SubgranteesSubgrantees

Covers HMGP subgrantee costs including:Covers HMGP subgrantee costs including: Preparation of applications, quarterly Preparation of applications, quarterly

reports, audits, and related field inspectionsreports, audits, and related field inspections RecordkeepingRecordkeeping Filing claims to the State for Filing claims to the State for

reimbursementreimbursement

Based on net eligible costsBased on net eligible costs

Ineligible Project CostsIneligible Project Costs Costs incurred prior to grant approval, unless Costs incurred prior to grant approval, unless

approved as pre-award costs. approved as pre-award costs.

Items covered by the subgrantee administrative costs. Items covered by the subgrantee administrative costs.

The loss of tax revenue due to public acquisition of The loss of tax revenue due to public acquisition of land for open space. land for open space.

Maintenance of the project after initial Maintenance of the project after initial implementation.implementation.

Additional ConsiderationsAdditional Considerations

Environmental LawsEnvironmental Laws

Natural ResourcesNatural Resources

Social & Cultural Social & Cultural Concerns/ImpactsConcerns/Impacts

Additional ResourcesAdditional Resources EMI Training Course on BCAEMI Training Course on BCA The Yellow BookThe Yellow Book Technical Manual for Full Data ModulesTechnical Manual for Full Data Modules OMB Circular No. A-87 and A-94OMB Circular No. A-87 and A-94 Marshall and Swift’s “Residential Cost Marshall and Swift’s “Residential Cost

Handbook”Handbook” R.S. Means “Square Foot Building R.S. Means “Square Foot Building

Costs”Costs”

Additional ResourcesAdditional Resources

HMGP Desk ReferenceHMGP Desk Reference

FEMA Property AcquisitionFEMA Property AcquisitionHandbookHandbook

State Floodplain Manager (DOTD)State Floodplain Manager (DOTD)

NewslettersNewsletters

Other Federal, State, and private Other Federal, State, and private websiteswebsites

Utilize Available TechnologyUtilize Available Technology Communicate/researchCommunicate/research

via Internet.via Internet. www.dhs.govwww.dhs.gov or fema.gov or fema.gov

www.ohsep.louisiana.govwww.ohsep.louisiana.gov

Floodplain Manager Floodplain Manager websiteswebsites

Use disks/websites/Use disks/websites/CD-ROMs for references.CD-ROMs for references.

Payments and Reimbursement Payments and Reimbursement ProceduresProcedures

In general:In general: All project funds disbursements will be All project funds disbursements will be

processed on a processed on a REIMBURSEMENT BASISREIMBURSEMENT BASIS. . Advance of Federal funds will only be Advance of Federal funds will only be

approved by exception and where allowed by approved by exception and where allowed by Federal Regulations. A participant must Federal Regulations. A participant must demonstrate that an advance for a project is demonstrate that an advance for a project is necessary in order to accomplish the work.necessary in order to accomplish the work.

Payments and Reimbursement Payments and Reimbursement Procedures (con’t)Procedures (con’t)

The request for advance funding will only be The request for advance funding will only be considered with compelling documentation to considered with compelling documentation to support the need and in only the amount support the need and in only the amount necessary to execute the project.necessary to execute the project.

The Director of the Governor’s Office of The Director of the Governor’s Office of Homeland Security and Emergency Homeland Security and Emergency Preparedness will be the approving authority Preparedness will be the approving authority for advance funding.for advance funding.


All payment requests require a SF 270 with All payment requests require a SF 270 with the original signature of the authorized the original signature of the authorized certifying official on the reverse side of the certifying official on the reverse side of the form. form. Payment requests will be accepted on Payment requests will be accepted on the first day of each Federal fiscal quarterthe first day of each Federal fiscal quarter ((October 1, January 1, April 1, and July 1October 1, January 1, April 1, and July 1) or ) or at project completion. Appropriate at project completion. Appropriate documentation of the expended funds must documentation of the expended funds must accompany the request for payment.accompany the request for payment.


On all projects, with the exception of property On all projects, with the exception of property acquisition, it is required that the applicant acquisition, it is required that the applicant has expended their matching share before any has expended their matching share before any reimbursement is made from Federal funds. reimbursement is made from Federal funds. Again proof of the applicant’s expenditure Again proof of the applicant’s expenditure will be the submittal of the SF 270 along with will be the submittal of the SF 270 along with supporting documentation as previously supporting documentation as previously described.described.


Construction ProjectsConstruction Projects::

For construction projects, a percentage For construction projects, a percentage of completion calculations should be of completion calculations should be included with the SF 270. Payments will included with the SF 270. Payments will not be processed without a current not be processed without a current signed quarterly report on file with our signed quarterly report on file with our agency.agency.


Construction ProjectsConstruction Projects::No more than 80% of the total Federal No more than 80% of the total Federal funds obligated to the project will be paid funds obligated to the project will be paid until the project is closed out. Projects with until the project is closed out. Projects with total costs greater than $100,000, the total costs greater than $100,000, the subgrantee will inform the grantee when subgrantee will inform the grantee when the project is at or near 50% completion. the project is at or near 50% completion. Periodic or compliance reviews will be Periodic or compliance reviews will be conducted by the State at its discretion.conducted by the State at its discretion.

Appeals IAW 206.440Appeals IAW 206.440

Follow a two-tier processFollow a two-tier process Must be submitted within 60 days after Must be submitted within 60 days after

receipt of notice of the action that is receipt of notice of the action that is being appealed andbeing appealed and

Should offer new dataShould offer new data

TIMELINE FOR APPLICANTSTIMELINE FOR APPLICANTS

Pre – Application/Notice of Intent…..….…..June 22, 2007Pre – Application/Notice of Intent…..….…..June 22, 2007

Notice to finalist…………………….….….....July 6, 2007Notice to finalist…………………….….….....July 6, 2007

Complete Application to State……….….August 24, 2007Complete Application to State……….….August 24, 2007

Notice of Approval………………..…September 28, 2007Notice of Approval………………..…September 28, 2007

Obligation of Funds/FEMA award……………..……TBA Obligation of Funds/FEMA award……………..……TBA

PLANNING TECHNICAL PLANNING TECHNICAL ASSISTANCE ASSISTANCE

EMERGENCY MANAGERS/PLANNERS- EMERGENCY MANAGERS/PLANNERS-

BEFORE YOU LEAVE PLEASE, PROVIDE BEFORE YOU LEAVE PLEASE, PROVIDE YOUR SITE MODERATOR WITH YOUR SITE MODERATOR WITH ACCURATE CONTACT INFORMATION ACCURATE CONTACT INFORMATION TO RECEIVE TECHNICAL ASSISTANCE TO RECEIVE TECHNICAL ASSISTANCE TOWARD COMPLETION OF YOUR ALL TOWARD COMPLETION OF YOUR ALL HAZARDS MITIGATION PLAN.HAZARDS MITIGATION PLAN.

QUESTIONSQUESTIONS

Casey LevyCasey Levy Jeffrey GieringJeffrey Giering

(225) 267-2673(225) 267-2673

Hazard Mitigation Grant Program (HMGP) Applicants Briefing FEMA DR-1668-LA Severe Storms and...

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