Hazard Mitigation Grant Program (HMGP) Applicants Briefing FEMA DR-1668-LA Severe Storms and Flooding Briefing Conducted April 24, 2007

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

Applicant Briefing for Hazard Mitigation Grant Program To prepare local officials and potential applicants for the Hazard Mitigation Grant Program (HMGP). The briefing will help applicants more effectively manage the program in accordance with State Guidelines.

Goals of the HMGP Support the State / Local Hazard Mitigation Plans by funding Hazard Mitigation measures that are in line with the respective plans. Support the State / Local Hazard Mitigation Plans by funding Hazard Mitigation measures that are in line with the respective plans. Assist local governments in using safer building practices and improving existing structures and supporting infrastructure. Assist local governments in using safer building practices and improving existing structures and supporting infrastructure.

Key FEMA Responsibilities Oversee the State management of the HMGP. Oversee the State management of the HMGP. Assist the State in setting priorities for the use of HMGP funds. Assist the State in setting priorities for the use of HMGP funds. Approve or deny applications for funding that are submitted from the applicant thru the Grantee (State). Approve or deny applications for funding that are submitted from the applicant thru the Grantee (State).

Key State Responsibilities Manage the HMGP Program. Manage the HMGP Program. Solicit program interest and help potential applicants to complete applications. Solicit program interest and help potential 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 reviews Conduct periodic/compliance reviews

Key Regulatory/ Guidance Resources The Stafford Act The Stafford Act The Code of Federal Regulations, 44 Part 206, Subpart N The Code of Federal Regulations, 44 Part 206, Subpart N The HMGP Desk Reference The HMGP Desk Reference

Funding The program may provide a State with up to 15 percent of the total disaster grants awarded by FEMA. The program may provide a State with up to 15 percent of the total disaster grants awarded by FEMA. This grant may be used to fund up to 75 percent of eligible mitigation measures. This grant may be used to fund up to 75 percent of eligible mitigation measures. The applicants must provide the remaining 25 percent cost share from non-Federal sources. The applicants must provide the remaining 25 percent cost share from non-Federal sources.

Who is Eligible? GOVERNMENT ENTITIES State Agencies State Agencies Local Agencies Local Agencies Special/Regional Districts Special/Regional Districts TRIBAL NATIONS PRIVATE NON-PROFIT ORGANIZATIONS Section 501 (c), (d), (e) of the Internal Revenue Service Code Section 501 (c), (d), (e) of the Internal Revenue Service Code Medical, Residential Health Care Facilities, Educational, Emergency Utility. Medical, Residential Health Care Facilities, Educational, Emergency Utility.

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 Parishes Acadia Acadia Allen Allen Beauregard Beauregard Calcasieu Calcasieu Caldwell Caldwell Catahoula Catahoula Evangeline Evangeline Franklin Franklin Grant Grant Jefferson Jefferson Jefferson Davis Jefferson Davis LaSalle LaSalle Madison Madison Morehouse Morehouse Natchitoches Natchitoches Ouachita Ouachita Rapides Rapides Richland Richland Sabine Sabine St. Helena St. Helena St. Landry St. Landry Tensas Tensas Vernon Vernon Winn Winn

STATE HAZARD MITIGATION TEAM FOR DISASTER 1668 (Severe Storms and Flooding) THE APPROVED IMPLEMENTATION STRATEGY OF APPROXIMATELY $ 1,785, HMGP FUNDING IS AS FOLLOWS…….. DRAINAGE PROJECTS: Projects (construction activities that would protect from flooding or alleviate flood waters more rapidly) with an approximate Fed share of up to 200K on each project.

The 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 (cont) If Approved and funds obligated, Subgrantee notified and GOHSEP begins 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 approval Deadline: September 28, 2007

Pre – Application/Letter of Intent (Refer to Pre – Application Form) Identifies vital project information such as: Identifies vital project information such as: Point of Contact Project Location Detailed Project Description Project Impacts/Area(s) Effected Also included with the Pre –Application is the completed Engineering Checklist Also included with the Pre –Application is the completed Engineering Checklist

STATE HAZARD MITIGATION TEAM Selection Criteria: Applications will be ranked based upon the following criteria…….. Number of people and critical facilities affected 40% critical facilities affected 40% Cost/ Benefit of the project 30% Completeness of application 20% Time frame of project 10%

The Applicants Role Develop, adopt and update local mitigation strategy. Submit Letter of Intent to GOHSEP Submit HMGP applications to GOHSEP. Implement the project and maintain all project documentation. Ensure all project costs are reasonable and in compliance with all applicable federal, state, and local requirements governing the use of federal funds.

Key Applicant Responsibilities Maintain appropriate records. Maintain appropriate records. Responsible for project costs even if the services of a contractor are utilized. Responsible for project costs even if the services of a contractor are utilized. Responsible for determining that Federal funds are only spent on FEMA approved projects. Responsible for determining that Federal funds are only spent on FEMA approved projects. Issue 1099s if applicable. Issue 1099s if applicable.

Key Applicant Responsibilities Manage the implementation of the approved project. Manage the implementation of the approved project. Comply with HMGP requirements, grants management procedures, the grant agreement, and applicable laws. Comply with HMGP requirements, grants management procedures, the grant agreement, and applicable laws. Responsible for determining that cost are reasonable. Responsible for determining that cost are reasonable.

HMGP Financing HMGP is a cost-reimbursement grant program HMGP is a cost-reimbursement grant program X The recipient (Subgrantee) of the funds should initially make arrangements to fund the entire project (up-front money), unless circumstances provide for the limited advance of funds.

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 POC Name of Subgrantee & local POC Location of Project / Description of Measure Location of Project / Description of Measure Cost Estimate for the Measure must be detailed and include an analysis of the cost- effectiveness & substantial risk reduction, consistent with (c) minimum project criteria Cost Estimate for the Measure must be detailed and include an analysis of the cost- effectiveness & substantial risk reduction, consistent with (c) minimum project criteria

Make Sure That... Work schedule & justification for work is included in application Work schedule & justification for work is included in application Alternatives considered Alternatives considered Consulting fees must be disclosed Consulting fees must be disclosed No hidden costs are included No hidden costs are included Required environmental information Required environmental information

Eligible Projects Must... Meet the requirements of 44 CFR (b) – Local Plan Requirements created by DMA 2000 Meet the requirements of 44 CFR (b) – Local Plan Requirements created by DMA (c) – Minimum Project Criteria (c) – Minimum Project Criteria Be in conformance with State/local Plan approved under Part 201 Be in conformance with State/local Plan approved under Part 201 Solve a problem and be cost-effective and substantially reduce the risk of future flooding Solve a problem and be cost-effective and substantially reduce the risk of future flooding

Cost of expected damages Consider the life of the project (typically 30 years for drainage) together with possible annual damages. Consider the life of the project (typically 30 years for drainage) together with possible annual damages. Costs benefits will accrue if the project is implemented. Analyze how the costs of the project, through its lifetime, compares with the anticipated value of future damage reduction. Costs benefits will accrue if the project is implemented. Analyze how the costs of the project, through its lifetime, compares with the anticipated value of future damage reduction.

Allowable Project Costs Reasonable costs to implement project: Reasonable costs to implement project: Project design Project design Administrative costs Administrative costs Eligible Property Eligible Property Construction, Labor and materials Construction, Labor and materials

Contractor Guidelines Make sure: Make sure: The Subgrantee follows the procurement guidelines in 44 CFR Part 13. The Subgrantee follows the procurement guidelines in 44 CFR Part 13. Objective criteria used when selecting contractors. Objective criteria used when selecting contractors. Local/State Bid laws used Local/State Bid laws used

Administrative Costs: Subgrantees Covers HMGP subgrantee costs including: Covers HMGP subgrantee costs including: Preparation of applications, quarterly reports, audits, and related field inspections Preparation of applications, quarterly reports, audits, and related field inspections Recordkeeping Recordkeeping Filing claims to the State for reimbursement Filing claims to the State for reimbursement Based on net eligible costs Based on net eligible costs

Ineligible Project Costs Costs incurred prior to grant approval, unless approved as pre-award costs. Costs incurred prior to grant approval, unless 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 land for open space. The loss of tax revenue due to public acquisition of land for open space. Maintenance of the project after initial implementation. Maintenance of the project after initial implementation.

Additional Considerations Environmental Laws Environmental Laws Natural Resources Natural Resources Social & Cultural Concerns/Impacts Social & Cultural Concerns/Impacts

Additional Resources EMI Training Course on BCA EMI Training Course on BCA The Yellow Book The Yellow Book Technical Manual for Full Data Modules Technical Manual for Full Data Modules OMB Circular No. A-87 and A-94 OMB Circular No. A-87 and A-94 Marshall and Swifts Residential Cost Handbook Marshall and Swifts Residential Cost Handbook R.S. Means Square Foot Building Costs R.S. Means Square Foot Building Costs

Additional Resources HMGP Desk Reference HMGP Desk Reference FEMA Property Acquisition Handbook FEMA Property Acquisition Handbook State Floodplain Manager (DOTD) State Floodplain Manager (DOTD) Newsletters Newsletters Other Federal, State, and private websites Other Federal, State, and private websites

Utilize Available Technology Communicate/research via Internet. Communicate/research via Internet. or fema.gov or fema.gov Floodplain Manager websites Floodplain Manager websites Use disks/websites/ CD-ROMs for references. Use disks/websites/ CD-ROMs for references.

Payments and Reimbursement Procedures In general: All project funds disbursements will be processed on a REIMBURSEMENT BASIS. All project funds disbursements will be processed on a REIMBURSEMENT BASIS. Advance of Federal funds will only be approved by exception and where allowed by Federal Regulations. A participant must demonstrate that an advance for a project is necessary in order to accomplish the work. Advance of Federal funds will only be approved by exception and where allowed by Federal Regulations. A participant must demonstrate that an advance for a project is necessary in order to accomplish the work.

Payments and Reimbursement Procedures (cont) The request for advance funding will only be considered with compelling documentation to support the need and in only the amount necessary to execute the project. The request for advance funding will only be considered with compelling documentation to support the need and in only the amount necessary to execute the project. The Director of the Governors Office of Homeland Security and Emergency Preparedness will be the approving authority for advance funding. The Director of the Governors Office of Homeland Security and Emergency Preparedness will be the approving authority for advance funding.

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

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

Payments and Reimbursement Procedures (cont) Construction Projects: For construction projects, a percentage of completion calculations should be included with the SF 270. Payments will not be processed without a current signed quarterly report on file with our agency.

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

Appeals IAW Follow a two-tier process Follow a two-tier process Must be submitted within 60 days after receipt of notice of the action that is being appealed and Must be submitted within 60 days after receipt of notice of the action that is being appealed and Should offer new data Should offer new data

TIMELINE FOR APPLICANTS Pre – Application/Notice of Intent…..….…..June 22, 2007 Notice to finalist…………………….….….....July 6, 2007 Complete Application to State……….….August 24, 2007 Notice of Approval………………..…September 28, 2007 Obligation of Funds/FEMA award……………..……TBA

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

QUESTIONS Casey Levy Casey Levy Jeffrey Giering Jeffrey Giering (225) (225)