Public Assistance Grant Program

2. Public Assistance Grant Program

3. Public Assistance DEFINITION: Supplemental financial assistance to State and local governments and certain private non-profit organizations for response and recovery activities required as a result of a declared disaster. Funding is cost shared at a federal share of no less than 75% of eligible costs.

4. The PA Program is a Partnership • FEMA – Manages the program, provides technical assistance, approves grants • State of New Mexico– Identifies applicants, works with FEMA to manage the program, implements and monitors grants awarded • Local – Identifies damage, provides documentation, manages funded projects

5. FEMA PA Program Staff • Public Assistance Group Supervisor – responsible for the entire PA Program • Public Assistance Coordinator Crew Leader –works with applicant to ensure projects are developed and processed efficiently • PA Project Specialist – assists the applicant with the writing of project worksheets • PA Technical Specialist – has a defined area of expertise

6. Factors of Eligibility Cost Work Facility Applicant

7. Applicant Terminology • Grantee – a State or Tribal Government that is responsible for administering PA grants • Sub-grantee – an eligible applicant that receives PA funding

8. Eligible Applicants • State Agencies • Counties • Cities / Towns / Villages • Other State Political Subdivisions -- Acequias • Native American Tribes or Tribal Organizations • Certain Private Non-Profit Organizations

9. Private Non-Profit Entities (PNP) • Must submit a tax exempt certificate and organization charter or bylaws • Must be open to the general public

10. Private Non-Profit EntitiesProviding Critical Services Eligible for both Emergency Work and Permanent Work: • Fire/Emergency Rescue • Medical Treatment • Power, Water, & Sewer Utilities • Communications Systems • Educational Facilities

11. Eligible for Emergency Work only* when open to the general public * Must apply to the SBA before being eligible for Permanent Work under PA Museums Libraries Zoos Community Centers Homeless Shelters Rehabilitation Facilities Senior Citizen/Day-care Centers Private Non-Profit EntitiesProviding Essential Services

12. Facility Eligibility Requirements • Must be damaged as a result of a declared event • Located within an area declared by the • President • The legal responsibility of an eligible applicant at the time of the disaster • In active use at the time of the disaster • Not under the authority of another federal • agency

13. Eligible Work Must: • Be disaster related • Be located in the designated disaster area • Be the applicant’s responsibility, at the time of the declaration • Not be under the authority of another federal agency

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

15. Category A – Debris Removal • Clearance, removal, and/or disposal of items such as trees, building components, etc. • Must eliminate immediate threat to lives, health and safety, and improved public and private property • Must insure the economic recovery of the community

16. Private Property Debris Removal Generally, the responsibility of the property owner However, if debris is so widespread that it threatens the public health, safety, or economic recovery of the community, removal from private property may be eligible

17. Category B – Emergency Protective Measures • Actions taken by applicants before, during, and after a disaster to save lives, protect public health and safety, and prevent damage to improved property. Includes, but not limited to: • Search and rescue • Warning devices (such as barricades) • EOC activation • Sheltering

18. Permanent Work • Must repair, restore or replace disaster-damaged facilities in accordance with applicable codes and standards • Must restore facilities to pre-disaster design, capacity and function • Must be required as a result of a declared disaster • May include cost effective hazard mitigation measures.

19. ROADS -Road Surface -Bases -Shoulders -Ditches BRIDGES -Decking -Abutments -Wing Walls -Approaches DRAINAGE STRUCTURES -Culverts -Cross Drains Category C- Road Systems

20. Category D- Water Control Facilities Facilities built for the following purposes: • Pumping • Drainage • Irrigation

21. Category E- Buildings/Equipment • BUILDINGS - 50% Rule - Codes/Standards - Equipment - Vehicles - Supplies DEDUCT INSURANCE SETTLEMENT AND SALVAGE VALUE

22. Category F- Utilities Repair or replace to pre-disaster design or function: • Power generation and distribution centers • Water and sewer treatment plants • Telecommunication systems • Other public utilities Damage must be disaster-related.

23. Category G- Parks/Recreational/Other • Playgrounds • Swimming pools • Ballparks • Grass seed or sod • for erosion protection only

24. Eligible Costs • 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

25. Eligible Direct Costs • Salaries, wages and fringe benefits • For emergency work (Cat A & B), only overtime (including fringe benefits) is eligible • Materials • Applicant owned equipment • FEMA provides equipment rates • Contract costs

26. Types of Projects • Small Projects • Large Projects • Alternate Projects • Improved Projects

27. Small Projects • Cost less than $63,200 (FY 2010) • Funding based on work completed (if available) or initial cost estimate • Federal cost share paid upon project approval • When the cost of work is less than $1,000, not eligible

28. Large Projects • Cost at or above $63,200 (FY 2010) • Initially approved based on estimated costs • Funding based on documented actual costs • Federal cost share paid as work is accomplished Note: Any costs above what is approved on the PW must be authorized by the State.

29. All large project costs are subject to a final State/FEMA review.

30. SCH OO L Alternate Projects • Approval by FEMA must be obtained prior to construction • A request for the Alternate Project must be madewithin 12 monthsof the Kick-off Meeting

31. Alternate Projects (cont.) • For State Agencies and Local Governments • Federal funding will be 90% of the federal share of the original project estimate or the actual Alternate Project cost (whichever is less) • For PNPs • The reduction is 75% rather than 90%

32. SCHOOL SCHOOL Improved Projects • Improvements must be approved by the State prior to construction • Improvements may require an environmental and historical assessment by FEMA • Sub-grantee responsible for the cost of the improvements above the original project After Before

33. Project Completion Deadlines Time limits for all projects begin the date of the disaster declaration • Emergency work – 6 months • Permanent work – 18 months

34. Project Completion Extensions • Emergency work---------Up to 6 months • Permanent work---------Up to 30 months The FEMA Regional Administrator may increase these time extensions on a case-by-case basis. NOTE:If the deadline for any project is reached, no work past that date will be funded!

35. Special Considerations Issues other than program eligibility that could affect the scope of work and funding of a project.

36. SpecialConsiderations Hazard Mitigation Environmental Requirements Historic Preservation & Cultural Resources Special Flood Hazard Areas Insurance Requirements

37. Hazard Mitigation 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 under PA, the measure must apply only to the damaged elements of the eligible facility

38. 404 Section Section Pre-disaster Disaster damage 406 Larger culvert with concrete wing-walls New upstream retention pond

39. Environmental Protection Ensures that all practical means are used to protect, restore, and enhance the environment

40. Historic Preservation and CulturalResources Property eligible for listing on the National Register of Historic Places requires special consideration under the National Historic Preservation Act

41. Floodplain Management Any project within or affecting the floodplain must be reviewed to ensure that it meets the requirements of the Executive Orders on Floodplain Management and the Protection of Wetlands.

42. Insurance • 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.

43. Obtaining A Public Assistance Program Grant

44. Steps to Getting Assistance • Applicant must submit a Request for Public Assistance (RPA) within 30 days of the designation of a declared disaster area • Applicant must attend a kick-off meeting with their assigned PAC Crew Leader and submit project worksheets within 60 days of the kick-off meeting.

45. Request for Public Assistance (RPA) • Applicant’s official notification to FEMA of intent to apply for PA • Identifies the Applicant (including name and address) and the Primary and Secondary contacts for the Applicant

46. Kick-off Meeting • Scheduled within one week of FEMA’s receipt of an applicant’s RPA • Provides an opportunity for the Public Assistance Coordinator Crew Leader (PAC) and the State Liaison to meet with the applicant to determine disaster-related damage, eligibility, and documentation requirements

47. Project Worksheet (PW) Form used to document the scope of work and cost estimate for a project. Any damage not documented in the PW will not be considered eligible. Supplies FEMA with the information necessary to approve the scope of work and fund the project. Applicants are responsible to insure PW includes all information. The Project Worksheet is a legally binding document.

48. Life of a Project Worksheet • Applicant provides list of damages to the PAC at the Kick-off meeting • Eligibility of damage is determined • Special considerations are discussed • Appropriate documentation is provided by the Applicant and reviewed • The PW is written by the Project Officer and submitted within 60 days of the Kick-off Meeting • The PW is reviewed by the State and FEMA for approval

49. Life of a Project Worksheet (cont.) • Funds are “obligated” by FEMA to the State based on the approved PW • Funds are drawn by the State (Grantee) and paid to the Applicant (Sub-grantee) based on approved actual or estimated costs (for small projects) or on documented actual costs (for large projects)

50. Life of a Project Worksheet (cont.) • When the project is complete, a final inspection and review of a large project costs (desk audit) is conducted • The balance of the State cost share is paid to the Applicant • The project is closed • Documentation is maintained by Applicant for 6 years minimum