1. Introduction to Emergency Management in Ohio Unit 8: Funding and Grants 1

2. 2 Unit 8 Objectives Define the common funding methods for EMA in Ohio Identify and explain grant programs administered by Ohio EMA Identify competitive grant funding sources EMA can potentially use to supplement their programs

3. 3 Common Funding Methods Funding of local EMAs is often derived from how they are established Ohio Revised Code:  5502.26  5502.27  5502.271

4. 4 Common Funding Methods ORC 5502.26 Typically all jurisdictions, including the county, pay expenses of EMA Usually based upon per capita or per jurisdiction amounts ORC 5502.27 Funded pretty much the same as the.26, but the office is funded from more than one county – Currently nonexistent form of EMA

5. 5 Common Funding Methods ORC 5502.271 A county established as a.271 EMA is generally funded completely by the county commissioners If a 271 EMA is performing emergency management for other jurisdictions, according to OAC 4501, a contract must be in place The contract could include monetary provisions. However, the jurisdiction would not have any voice in emergency management for their contributions, as they would in a.26 setup

6. 6 Common Funding Methods Less Common funding methods Local Emergency Planning Committee (LEPC) Contracts Hazmat response billing:  Recommend using FEMA equipment schedule  Bill actual costs for manpower, including benefits Other funding methods from the students?

7. 7 OEMA Grants Grants administered by Ohio EMA:  EMPG-Emergency Management Performance Grant  SHSP-State Homeland Security Program  HMEP – Hazardous Materials Emergency Preparedness

8. 8 OEMA Grants Other grants administered by Ohio EMA:  PA/IA-Public Assistance/Individual Assistance  SDRP-State Disaster Relief Program  HMGP-Hazard Mitigation Grant Programs  The above will be covered in depth through other units of this class

9. 9 EMPG Emergency Management Performance Grant The EMA must pay 100 percent of the expenses to support and enhance the emergency management program Up to 50 percent of eligible expenses will be reimbursed by the Federal Government, through Ohio EMA Administered by Ohio EMA

10. 10 Allowable EMPG Expenses Salaries (Be sure to keep time records accurately!) General expense Phone, both land and cell, for EMA use only Internet and cable fees for EMA use only Travel expenses Communications cost LEPC funds can be used, if the EMA has a contract or resolution with the LEPC, to provide services for the LEPC (administrative, accounting, salaries)

11. 11 EMPG Supplemental Awards  Maintain records documenting expenses exceeding your county award amount  Some counties cannot use all of their EMPG funds  These unused funds are sometimes available to counties with additional allowable expenses

12. 12 EMPG Special Project Grants Created from EMPG funds set aside for specific uses Typically preparedness activities:  Warning devices  EOC construction/renovation 50% local match required Administered by Preparedness Grants and Facilities Engineer

13. 13 SHSP: State Homeland Security Program SHSP is now competitive! Sustainment of existing capabilities. Guidance is developed and vetted through a board of stakeholders; Applications ranked by different board of peers. Competitive funding processes require a new level of commitment to the application process. Review the grant requirements and scoring criteria!!!

14. 14 HMEP Hazardous Materials Emergency Planning Grant Planning grants Training grants Can be utilized with PUCO Grant Cover 80% Cost (with PUCO can cover 100%) Reimbursement grant just like EMPG Run through LEPCs MUST BE HAZMAT TRANSPORTATION RELATED!

15. 15 HMEP Hazardous Materials Emergency Planning Grant Planning grants are to be used for:  Developing, improving, and implementing emergency plans under Title III  Conducting commodity flow studies; and determining the need for regional hazardous material response Training grants are to be used for:  Operations and Technician Courses

16. 16 Application Budgeting Grant Award Monitoring Amendments Cash Requests ReportingAudits Close- Out Approval Grant Process Review

17. 17 Grant Process DHS-FEMA makes funding opportunities available DHS-FEMA Provides Grant Guidance and Application Packet Guidance spells out requirements for accepting grants  Each Year’s Grant has separate and distinct requirements The SAA (Ohio EMA) applies for the grants Grant Applicant goes through federal peer review; award amount decided State receives a Grant-Award document  Identifies the period of performance, award dates, and special conditions State has 45 business days to obligate funds – Initial Strategy Implementation Plan (ISIP)

18. 18 Grant Process State sends out guidance Guidance includes administrative procedures for acceptance, administration and closeout Describes eligible funding categories: Equipment, Planning, Training, Exercises, Administration (M&A) Discusses criteria the peer committee established for the competitive requirement Requirements of Federal Grant are passed through to any sub-grantee/sub-recipient of the funds  44CFR Part 13, 2 CFR Part 225 (A-87), etc.

19. 19 Grant Agreements Local Grant Agreement and assurances are submitted to Ohio EMA with original signature.  Make sure sub-grantee grant manager and sub- grantee fiscal manager information is filled in  Return all pages of the grant agreement (3) Make sure assurances are completely filled out and signed

20. 20 Grant Agreements

21. 21 Budget Process Budget information is provided by sub-grantee  HSGP grants into the Electronic Grants Management System.  Other grants through hard copy submission Budget review is an extensive process as eligibility, allow ability, and special conditions are considered and approved:  Is equipment on the Acceptable Equipment List (AEL)? www.rkb.us www.rkb.us  Are there EHP (NEPA) concerns with the project?  Does contract require review for contracted services?  Review of travel policy or purchase policy needed?  Does item require competitive bidding?

22. 22 Budget Process Budget Review Allowable - Necessary and reasonable - Conforms to Cost Principles and Grant Terms - Authorized or permitted by law or regulation - Adequately documented Allocable - Chargeable to cost categories - Incurred solely to advance work under the sponsored agreement. - Necessary to the overall operation of the agreement - Not charged to other Federal award(s). Reasonable - Determined by the prudent person test (i.e., charge amount not excessive and within the bounds of common sense) Necessary -A cost that is necessary for proper and efficient performance and administration of the grant

23. 23 Budget Process Budget information is reviewed, amended (as needed) and approved Once budget is approved, signed grant agreement will be forwarded to sub-grantee; official grant spending can begin.  State will strive to get signed grant agreement to sub-grantees within 30 days after an approval application/budget Spending must align with approved budget If a new/modified project, equipment, item, etc. is needed, the budget must be modified and taken through the approval process

24. 24 Cash Requests Proper Documentation Request funding from grant quarterly. “Don’t cross the streams” – Ghostbusters… It means do not claim the same cost for multiple grants. Timesheets that allocate hours help stop “stream-crossing”!

25. 25 Amending Grants Any project changes and/or correction for any programmatic, administrative or financial change associated with the grant  Performance Period extension  Change in authorized representative(s)  Award amount changes De-obligation of funds Increase in funds

26. 26 Reporting/Monitoring Per guidance and award agreements, sub- grantees must do semi-annual reporting (progress/spending) to the feds through the Bi-annual Strategic Implementation Report (BSIR) Quarterly reports/Work plan updates Monitoring may focus on fiscal and/or programmatic aspect of the grant

27. 27 Reporting/Monitoring Monitoring may be accomplished one of two ways:  Desk Review  On-Site Visit

28. 28 Close-out/Audit The award must be spent to zero. Balances at the end of the performance period are de-obligated Final cash request or de-obligation will initiate closeout Final review of grant documents to ensure accuracy and reconcile with sub-grantee Must maintain grant files for a minimum of three (3) years from the date of federal close-out

29. 29 Tips Read the guidance Stay organized Don’t wait until the grant guidance and award arrive to identify gaps/regional partners/purchases/projects Spend to zero as quickly as you can – open grants equal headaches Always work with your Program Specialist on all issues, questions. If unsure, always go to the Specialist first

30. 30 Other Grant Funding There are other sources of grant funding which your EMA can write applications Some are not administered by Ohio EMA. – PUCO Hazardous Materials Training Grant – FEMA Assistance to Firefighters (AFG) countywide applications – Various non-profit organizations and/or endowments

31. 31 Preparedness Grants Branch Chief – Andrew Elder  (614)889-7178 Grants Administrator – Kathleen Nelson  (614)799-3836 Grants Program Specialists:  (330)837-3078 – Joe Haller  (614)799-3603 – Jessica Yuzwa

32. 32 Current Coverage

33. 33 Summary Know how your agency is established and funded If possible, find additional funding sources  It’s not only how your salary is paid! You can accomplish great things for your residents

34. 34 Summary Grants “Automatic” grants are great, but… “Competitive” grants can really propel your program. Time permitting, apply to grant programs specific to your needs

35. 35 Activity Within your virtual county, have each member briefly discuss how their EMA is funded and one special project they would like to fund within the next 3 years. Identify a source of potential funding for that project. Who will you need to partner with to make this a reality?