Federal Emergency Management Agency Public Assistance Grant Program

2 August 5, 2015 Public Assistance Grant Program Mission: To provide assistance to State, Tribal and local governments, and certain types of Private Nonprofit organizations so that communities can quickly respond to and recover from major disasters or emergencies declared by the President. Funding is cost shared at a federal share of no less than 75% of eligible costs.

3 August 5, 2015 Subgrantee The Public Assistance Process PDA Disaster Event Governor’s Request Declaration Applicants’ Briefing Submission of Request Kick-off Meeting Formulation of Projects Project Review Grantee Approval Funding Close Out

4 August 5, 2015 Eligibility Structure Applicant Facility Work Cost

5 August 5, 2015 Eligible Applicants  Native American Tribal Governments and Tribal Organizations  State  County  City / Town / Village  Other political subdivision of the State  Certain Private Non-Profit Organizations A grantee is a State or tribal government that is responsible for administering Public Assistance grants. A subgrantee is an eligible applicant that receives a Public Assistance grant as reimbursement for performing eligible disaster work.

6 August 5, 2015 Private Non-Profit Entities Private Non-Profit (PNP) facilities that provide the following critical services are eligible for Public Assistance:  Fire / Emergency Rescue  Medical Treatment  Power, Water, & Sewer Utilities  Communications Systems Critical Services

7 August 5, 2015 Private Non-Profit Entities The following essential service facilities are eligible for Public Assistance for emergency work. However, the PNP must first apply to the Small Business Administration (SBA) for a disaster loan for permanent repair work before applying to FEMA. ▪ Museums▪ Community centers ▪ Educational institutions ▪ Libraries▪ Homeless Shelters ▪ Rehabilitation facilities ▪ Zoos▪ Shelter workshops ▪ Senior citizen/Day-care centers ▪ Other facilities that provide health and safety service of a governmental nature Essential Services

8 August 5, 2015 Facility Eligibility To be eligible, the facility must:  Be the legal responsibility of an eligible applicant  Have been in active use at the time of the disaster  Be damaged as a result of the declared disaster  Be located in the designated disaster area

9 August 5, 2015 Work Eligibility To be eligible, the work must:  Be disaster related  Be located in the designated disaster area  Be the applicant’s responsibility  Not be fundable by another federal agency

10 August 5, 2015 Types of Work Emergency Work A.Debris Removal B.Emergency Protective Measures Permanent Work C.Roads and Bridge Systems D.Water Control Facilities E.Public Buildings / Equipment F.Public Utilities G.Other (Parks, Recreation, etc.)

11 August 5, 2015 Emergency Work Debris removal is eligible when:  It eliminates an immediate threat to life, health, and safety  It eliminates an immediate threat of significant damage to improved property  It ensures economic recovery of the community and provides a benefit for the community-at- large Category A – Debris Removal

12 August 5, 2015 Debris Removal Debris removal is generally the responsibility of the property owner. However, if debris is so widespread that public health, safety, or economic recovery of the community is threatened, the actual removal of debris from private property may be eligible. Private Property

13 August 5, 2015 Emergency Work Emergency Protective Measures are actions taken by a community before, during, and following a disaster to save lives, protect public health and safety, or eliminate immediate threat of significant damage to improved public and private property through cost effective measures. Category B – Emergency Protective Measures

14 August 5, 2015 Permanent Work Eligible permanent work:  Must repair, restore or replace disaster-damaged facilities in accordance with regulations  Must restore to pre-disaster design, capacity and function in accordance with applicable codes and standards  Must be required as a result of the disaster  May include cost effective hazard mitigation measures Work Categories C - G

15 August 5, 2015 Cost Eligibility To be eligible for reimbursement, costs must:  Be reasonable and necessary to accomplish eligible work  Comply with federal, state, and local laws and regulations  Include deductions of insurance proceeds, salvage value, and purchase discounts.

16 August 5, 2015 Small Projects Federal cost share is paid upon project approval. Funding is based on an initial cost estimate. Projects Large Projects Federal cost share is paid as work is accomplished. Final assistance is based upon actual costs or an estimate using the Cost Estimating Format. Small Projects versus Large Projects Public Assistance projects are processed as either small or large projects. If the project cost is less than the annually updated cost threshold amount ($63,900 for FY 2011) the project is processed as a small project. If the project cost equals or exceeds the threshold the project is processed as a large project.

17 August 5, 2015 Projects Project Completion Deadlines Time limits for project completion begin on the disaster declaration date.  Emergency work must be completed within – 6 months  Permanent work must be completed within – 18 months For extenuating circumstances or project requirements beyond the applicant’s control, the Grantee may extend the emergency work deadline an additional 6 months and the permanent work deadline an additional 30 months on a project by project basis. FEMA may also extend the time limits when sufficient justification is submitted.

18 August 5, 2015 Applicants performing restoration work on a damaged facility may make improvements to the facility while restoring the facility to its pre-disaster condition.  The improvements must be approved by the grantee prior to construction.  The applicant is responsible for the cost of the improvements. Federal funding is limited to the cost of restoration. Projects Improved Projects

19 August 5, 2015 When restoration of a damaged facility or function does not serve the public welfare, an applicant may use a Public Assistance grant for another public facility.  The alternate project must be approved by FEMA prior to construction.  The alternate project may require an environmental assessment.  Federal funding is limited to 75% of the federal share of the original project estimate or actual alternate project cost (whichever is less). Projects Alternate Projects

20 August 5, 2015 Special Considerations Special considerations are issues other than program eligibility that could affect the scope of work and funding of a project. These issues include:  Insurance  Hazard Mitigation  Environmental Protection  Floodplain Management  Historic Preservation and Cultural Resources

21 August 5, 2015 Special Considerations  Actual or anticipated insurance proceeds will be deducted from the eligible project costs for facilities that are insured.  All applicants are required to obtain and maintain insurance coverage on all insurable facilities, as a condition of Public Assistance funding.  For flood damaged facilities located within a Special Flood Hazard Area that are not covered by flood insurance, Federal assistance will be reduced by the maximum flood insurance proceeds that would have been payable had the facility been insured. Insurance

22 August 5, 2015 Special Considerations Cost effective measures that reduce or eliminate the potential for damages to a facility from a future event. For a hazard mitigation proposal to be eligible for funding under Public Assistance, the measure must apply only to the damaged elements of the eligible facility. Hazard Mitigation steel straps steel angle steel angle wall anchor Bracing Library Shelves

23 August 5, 2015 Special Considerations  All FEMA funded projects must comply with a variety of EHP Laws, Regulations and Executive Orders  EHP Review is done prior to funding to ensure compliance with applicable Federal laws.  EHP Review is a collaboration between FEMA, the State, applicants, tribal entities, and local organizations  Modification, expansion, or mitigation of existing facilities may require more extensive EHP Review.  Construction of new facilities and alternate projects may require more extensive EHP Review. . Environmental and Historic Preservation (EHP) Compliance

24 August 5, 2015 Special Considerations To ensure that all practical means are used to protect, restore, and enhance the environment, FEMA projects must comply with all applicable laws and regulations, including  National Environmental Policy Act (NEPA)  Endangered Species Act (ESA)  Clean Water Act (CWA)  Clean Air Act (CAA)  44CFR Parts 9 and 10 Environmental Protection

25 August 5, 2015 Special Considerations Any project within or affecting the floodplain or wetlands must be reviewed to ensure that it meets the requirements of several Federal laws and Executive Orders (EO).  EO Floodplain Management  EO Protection of Wetlands  Clean Water Act (CWA) Floodplain and Wetland Management

26 August 5, 2015 Special Considerations The National Historic Preservation Act (NHPA) requires FEMA, grantees, and applicants to assess potential effects to historic and cultural resources, such as:  Historical buildings, structures, and districts  Archaeological and tribal sites  Objects and artifacts Historic Preservation and Cultural Resources

27 August 5, 2015 Special Considerations  FEMA, the state, and the applicant work together to identify and address historic preservation issues before approval of funding for a Public Assistance project.  May require consultation with the State Historic Preservation Office (SHPO), Tribal Historic Preservation Officer (THPO), and Advisory Council on Historic Preservation (ACHP).  Resources are available to applicants on the FEMA website and through FEMA’s Office of Environmental and Historic Preservation (OEHP). Historic Preservation and Cultural Resources

28 August 5, 2015  Applying for a Public Assistance Grant Applicant must submit a Request for Public Assistance within 30 days of the designation of the declared disaster area.  Formulating small projects Applicant must submit applicant formulated small projects within 60 days of the Kick-off meeting for 20% validation.  Appeals Any determination related to Federal assistance may be appealed. The appeal must be submitted to the grantee within 60 days of receipt of notice of the action which is being appealed. Time Limits Important Deadlines

29 August 5, 2015 Federal regulations allow grant recipients to claim reasonable administrative costs, unless the law authorizing a grant program includes specific provisions for these costs. For FEMA’s PA Program the Stafford Act stipulates that each grant recipient be provided an allowance to meet the cost of administering the grant. The allowance is calculated differently for grantees and applicants and covers different costs for each. Administrative Allowances Grantee and Applicant

30 August 5, 2015 The Administrative Allowances for applicants covers direct and indirect costs incurred in requesting, obtaining, and administering public assistance. No other administrative or indirect costs incurred by the applicant are eligible. Applicants can request reimbursement for Direct Administrative Costs that are actual expenses linked to a specific Project Worksheet. Applicants may receive pass-through funds from grantees to cover indirect costs. These costs cannot be claimed as Direct Administrative Costs for specific Project Worksheets. Administrative Allowances Applicant

31 August 5, 2015 The Administrative Allowances is provided for the extraordinary costs incurred by a Grantee for overtime pay, per diem, and travel expenses for State employees who participate in the administration of Public Assistance grants. It does not cover regular time labor costs and other costs directly associated with grant administration. The Grantee Administrative Allowance is calculated as a percentage of the Federal share of all Public Assistance funds actually awarded to the Grantee for the disaster. The percentage is calculated on eligible costs for the entire disaster using the same sliding scale that is used for applicants. Administrative Allowances Grantee

32 August 5, 2015 In addition to the Administrative Allowance, grantees may be reimbursed for the necessary costs of requesting, obtaining, and administering Federal assistance in accordance with 44 CFR § A category Z, Project Worksheet (PW) is used to generate the reimbursement of the Grant Management Costs. Grant Management Costs Grantee

33 August 5, 2015  The Public Assistance Program assists in the restoration of community infrastructure.  It is a supplemental cost reimbursement program with specific eligibility requirements.  The FEMA share of eligible costs will be awarded to the grantee for disbursement to the applicants. Public Assistance Grant Program Program Review