APPLICANT BRIEFING STATE IEB ASSISTANCE

1. APPLICANT BRIEFING STATE IEB ASSISTANCE

2. APPLICANT BRIEFING • PROVIDES INFORMATION FOR LOCAL OFFICIALS THAT WILL ASSIST DURING RECOVERY OPERATIONS • THIS BRIEFING IS DESIGNED ESPECIALLY TO PROVIDE INFORMATION ON THE CONCEPT OF COORDINATING RECOVERY OPERATIONS • YOU CAN CONTACT THE STATE OFFICE OF HOMELAND SECURITY AND EMERGENCY PREPAREDNESS AT: • (225) 925-7500 • (225) 925-7501 //fax

3. APPLICANT ELIGIBILITY • ALL DAMAGE CLAIMS MUST BE ASSOCIATED WITH WORK PERFORMED AS A RESULT OF: • ALL REQUEST FOR IEB CONSIDERATION / ASSISTANCE MUST BE PROVIDED TO LHLS/EP NO LATER THAN: 30 days from today

4. LOUISIANA EMERGENCY ASSISTANCE & DISASTER ACT The Military Department, Office of Homeland Security and Emergency Preparedness, under the Governor and Adjutant General, shall be responsible for emergency preparedness in the State.

5. PURPOSE OF THE ACT • Sec.6 Provide a setting conducive to the rapid and orderly start of restoration and rehabilitation of persons and property affected by emergencies or disasters. • Sec.7 Authorize and provide for cooperation in emergency or disaster prevention, mitigation, preparedness, response, and recovery. • Sec.8 Authorize and provide for management systems embodied by coordination of recovery operations.

6. EMERGENCY According to the Louisiana Emergency Assistance and Disaster Act of 1993, as amended, an emergency means the actual or threatened condition which has been or may be created by a disaster.

7. DISASTER According to the Louisiana Emergency Assistance and Disaster Act of 1993, as amended, a Disaster means the result of a natural or man-made event which causes loss of life, injury, and property damage, including but not limited to natural disasters such as hurricane, tornado, storm, flood, high winds, and other weather related and man-made disasters, including but not limited to nuclear power plant incidents, hazardous material incidents, oil spills, explosions etc.

8. PUBLIC ASSISTANCE “Supplemental Assistance provided to State and Local Governments and/or certain Private Non-Profit (PNP) Organizations other than Assistance for the direct benefit of Individuals and Families” • THE STATE IEB ASSISTANCE PROGRAM MAY PROVIDE ASSISTANCE BASED ON EXISTING POLICIES & GUIDELINES and the Applicant’s completion of the State Disaster Package(SDP).

9. PUBLIC ASSISTANCE / WHO • ELIGIBLE APPLICANTS 1. State Agencies 2. Parish Governments 3. City Governments 4. Eligible Private Nonprofit Organizations / that provide essential type services to the general public (IRS Tax exempt), such as the American Red Cross, Salvation Army etc. • PER CAPITA QUALIFICATION ONLY CONSIDERS LOSSES FOR 1, 2 & 3.

10. PUBLIC ASSISTANCE / FOR • BASIC WORK ELIGIBILITY If expense is incurred or an item of work is required: 1. As a result of a Declared Event 2. Work Is within, or in support of a Designated Disaster Area 3. Work Is the Responsibility of the Applicant under normal and routine response programs 4. Not within Authority of another Program

11. GENERAL WORK ELIGIBILITY • LOCATION - Must be located within the Declared Disaster Area • TIME OF DAMAGE - Damage must have occurred within the Incident Period • FACILITY USE - Must be Operational • INSURANCE - Deductible & Depreciation • IDLE TIME EQUIPMENT - Not Eligible • MAINTENANCE - Normal/Routine Not Elig • SALARY ELIGIBILITY - Personnel costs over and above routine operations

12. PAYROLL ELIGIBILITY • REGULAR TIME (FORCE ACCOUNT LABOR) FOR PERMANENT EMPLOYEES IS NOTELIGIBLE, • ELIGIBILITY CRITERIA FOR ALL PNP’S HAS BEEN RESTRICTED TO THOSE PROVIDING ESSENTIAL GOVERNMENTAL SERVICE TO THE GENERAL PUBLIC.

13. FUNDING • THIS PROGRAM IS LIMITED TO REPAIRING / RESTORING DAMAGED ITEMS AND OR FACILITIES TO THEIR PREDISASTER CONDITION • THE STATE DISASTER EMERGENCY FUNDING BOARD IS COMPOSED OF THE: • President of the Senate • Speaker of the House • Chair of the House Appropriations and Senate Finance Committee ALL WORK SUBJECT TO AUDIT !

14. STANDARDS TO BE CONSIDERED • Repair vs. Replacement (50% Rule) • Must be in Writing • Must be Adopted before project approval • Uniform Application • If Existing / Must be Utilized & Enforced

15. WORK DOCUMENTATION • IMPORTANCE OF PROPER RECORDS • UTILIZE PHOTOGRAPHS & SKETCHES • ANTICIPATE PROBLEMS EARLY • ESTABLISH A WORKING FILE SYSTEM • HAVE A PRE-DISASTER PLAN • APPLICANT MAINTAINS ORIGINAL COPY • EXAMPLES OF IMPORTANT ITEMS: • Equipment logs & time records • Invoices for all purchases • Rental equipment utilization • Copies of all Contracts & Bids

16. Disaster Documentation • STATE PA OFFICER & DISASTER ACCOUNTANT BRIEFS APPLICANTS • CLAIM SUBMITTED TO LHLS/EP • APPLICANT PROVIDES INFORMATION FOR THE STATE DISASTER PACKAGE (SDP) AND FORMS • CLAIM REVIEWED / PROCESSED • WHEN APPROVED BY STATE IEB, LHLS/EP WILL FORWARD PAYMENT.

17. APPLICATION PROCESS • Each work site will be inspected. • The Applicant will complete each appropriate section of the STATE DISASTER PACKAGE (SDP) and complete the Certification Form • Information must be complete • Damage not shown during the initial visit, shall be reported in writing within 30 days • Request for payment cannot be processed without the signed certification.

18. AUTHORIZED AGENT • Authorized by Governing body. • Official point of contact • Receives all official correspondence • Makes all official requests • Responsible for all phases of project management and claim for recovery.

19. PROJECT ADMINISTRATION • Documentation !!! • Responsibility of the subgrantee. • The State Disaster Package (SDP): “Documentation” • Identifies the worksite • Has a unique I.D. number • Specifies eligible costs / scope of work • Sets time limitations for completion • Only approved work is eligible • Volunteers must be pre-disaster recognized or a VOAD organization, in order to be considered for eligibility.

20. FORCE ACCOUNT LABOR • Employee must be on your payroll • Payroll must show: • Pay period • Employee Name & Job Classification • Number of hours worked each day • Total hours worked for pay period • Rate of pay (Regular & Overtime) • Overtime paid according to pre-policy • Pay check number & Total earnings • Place all information in the Disaster file

21. FORCE ACCOUNT / EQUIPMENT • Record as Owned or Rented • Information Required: • Type and description • Date used • Number of hours used each day • Total hours used • Rate per hour(use FEMA rates for FA) • Copy of contract (Rented) • Repair costs are ineligible • Place all information in the SDP file

22. CONTRACT WORK • Ineligible - contracts • Cost - Plus - Percentage - Of - Cost • Payment contingent upon State reimbursement • Debarred contractors • Follow procurement standards • Contractors • Engineers / Architects

23. CONTRACT WORK INFORMATION • Copy of Bid Advertisement • List of Bidders • Copy of Contract Awarded (low bidder) • Exception statement -to low bid (if required) • Invoices / Schedules of values - Annotated • Applicant Number / Date paid • Amount & Check number • Record of inspections • Engineering services & costs • Procurement verification • Invoices describing service with date & $

24. APPLICANT RESPONSIBILITY • Prepare a list of work performed & locations. • Locate each site on a map. • Provide photographs etc. as required. • Ensure that a “local” expert is on the Team. • Be able to provide complete cost breakdown. • Have insurance coverage data available. • Have copies of appropriate ordinances etc. • With any disagreement, be able to provide a statement of nonoccurrence • Complete the Certification Form when the State Disaster Package (SDP) is completed.

25. SDP / CAT A - DEBRIS REMOVAL • Fundable when it is in the public interest to: • Eliminate immediate threat to: • life, health, & safety; or • undamaged property; or • Ensure economic recovery of the community and provide a benefit for the community-at-large. • Includes removal and disposal of debris and wreckage on public property.

26. SDP/CAT B - Emergency Measures • Search and Rescue (SAR) • Warnings • Security • Immediate threat removal or reduction • Emergency access • Emergency communications • Emergency public transportation

27. SDP / CAT C - ROADS & BRIDGES • Road funding can be granted for: • Permanent repairs to Road bases, Surfaces, Shoulders and Ditches. • Engineering and Design • Bridge funding can be granted for: • Decking, Abutments, Wingwalls, Approaches, Piers and Slope protection. • Drainage funding can be granted for: • Culverts, Cross Drains and Low-Water Crossings.

28. SDP/CAT D - Water Control • WATER CONTROL FACILITIES 1. Levees & Dams- Damage written by Inspectors with comments from COE or Nat. Resources Conservation Service 2. Drainage Channels- Restore Pre-Event status 3. Natural Streams- Only Debris Deposited by the Disaster and foreign to that Stream and Constitutes an Immediate Threat is ELIGIBLE 4. Siltation-Review time of last Routine/Scheduled Maintenance in order to determine amount caused by Disaster Event

29. SDP/CAT E - Public Equipment • PUBLIC EQUIPMENT 1. Restoration- Return to Pre-disaster Design in Accordance with current Codes & Standards 2. Extensive Damage-Repairs ELIGIBLE only when the building is structurally sound & feasible to repair 3. Insurance- Commercial Carrier Pays First, Deductibles and Depreciation are ELIGIBLE 4. Equipment- Should be replaced with Used/Surplus 5. Supplies- Replaced to Pre-disaster Quantities 6. Vehicles- Damage written for each unit less insurance using Blue Book Value / including Special Equipment 7. Cleaning- including necessary painting is ELIGIBLE

30. SDP/CAT F - Public Utilities • Electrical facilities • Sewer / waste lines • Water treatment plants • Irrigation facilities

31. INSURANCE • Actual and Anticipated Insurance recoveries shall be deducted from otherwise Eligible Costs

32. FOLLOW-UP ACTIONS • Report all known damage/claims to The Parish Emergency Manager / ASAP • Prepare for the Dispatch of the State Inspection team to review your completed State Disaster Package(SDP) • Complete the (SDP) Forms, and have a State representative review the information prior to departing this meeting • MAINTAIN ALL DISASTER RECORDS ! DRO 4.14

33. AUDIT PROCEDURES • The Single Audit Act and appropriate OMB circulars dictate the audit requirements of government and private non-profit organizations. • Legislative Audit requirements will be enforced for State Disasters • All Applicants will be audited!

34. APPEALS • Must be submitted within 30 days after notification of a decision regarding assistance. • The State will render a decision within 30 days following receipt of all related information.

35. FOR ADDITIONAL INFORMATION • CONTACT ANY OF THE FOLLOWING: • GAR / Colonel Michael L. Brown • Project Officer / Mr. Art Jones • Asst. Project Officer / Mr. Richard Weiser • (225) 925-7500