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Hazard Mitigation Grant Program (HMGP)

Hazard Mitigation Grant Program (HMGP). Applicant’s Briefing SHORT TERM STRATEGY FEMA DR-1603/1607-LA Hurricane Katrina 8/29/05 Hurricane Rita 9/23/05 Briefing Conducted November 14, 2005. Let’s get Started……. Roll Call /Only Speak when asked to Please include: Your Name/Agency

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Hazard Mitigation Grant Program (HMGP)

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  1. Hazard Mitigation Grant Program (HMGP) Applicant’s Briefing SHORT TERM STRATEGY FEMA DR-1603/1607-LA Hurricane Katrina 8/29/05 Hurricane Rita 9/23/05 Briefing Conducted November 14, 2005

  2. Let’s get Started…… • Roll Call /Only Speak when asked to • Please include: • Your Name/Agency • Sign in Sheet

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

  4. 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 applicant’s more effectively manage the program in accordance with State Guidelines.

  5. Goals of the HMGP • 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.

  6. Key FEMA Responsibilities • Oversee the State management of the HMGP. • 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).

  7. Key State Responsibilities • Manage the HMGP Program. • Solicit program interest and help potential applicants to complete applications. • Prepare and submit applications to FEMA. • Notify applicants of FEMA decisions. • Monitor program activities. • Conduct periodic/compliance reviews

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

  9. Funding • The program may provide a State with up to 7.5 percent of the total disaster grants awarded by FEMA. • This grant may be used to fund up to75 percent of eligible mitigation measures. • The applicants must provide the remaining 25 percent cost share from non-Federal sources.

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

  11. 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

  12. Types of Mitigation Activities • Acquisition- involves buying property and the structure from the owner and demolishing the existing structure. The site of the acquired structure can then be converted to open space, parkland or public beaches. This is a voluntary process. • Elevation- elevated on piers, piles, or other deeply embedded foundation elements to above a specified elevation

  13. Types of Mitigation Activities • Wet Flood proofing – allows floodwaters to inundate certain portions of the building but minimizes the damage by using water-resistant construction materials and protecting vulnerable systems • Dry Flood proofing – prevents flood waters from entering the building by sealing the building with waterproof materials and using shields to protect openings (should be limited to 2 feet or less)

  14. Types of Mitigation Activities • Community Shelters – large, secure shelter space to protect individuals in high occupancy buildings • Retrofitting existing structures and facilities – hurricane shutters, window film, wire reinforced glass, hurricane roof clips, anchoring, tie-down, strapping

  15. Types of Mitigation Activities • Minor structural flood control projects • 1. Federal share of $500,000 or less • 2. Have all environmental consultation letters. • 3. Have applied for all applicable Federal, State and Local permits. • 4. Must be in design and development stage at time of submittal • 5. Demonstrate cost to benefit analysis

  16. Types of Mitigation Activities • Shoreline protective measures (Vegetation Management) – planting beach grass • Planning – funding for the development of a FEMA approved All Hazards Mitigation Plan.

  17. LOUISIANA RECOVERY AUTHORITYSTATE HAZARD MITIGATION TEAM FOR DR-1603(HURRICANE KATRINA) HAS APPROVED THE SHORT TERM IMPLEMENTATION STRATEGY OF (UP TO) $100,000,000.00 HMGP FUNDS IS AS FOLLOWS…… STRUCTURAL MITIGATION PROJECTS: • Acquisition/Elevation of severe repetitive loss properties Louisiana has approximately 1700 “Severe” repetitive loss properties (approx. 27% of nations total)

  18. LHLS/EP Conducts Eligible Applicant Briefings November 14, 2005 Complete Applications submitted to LHLS/EP for submission to FEMA. Deadline:April1, 2006 SHMT team reviews complete applications; LRA makes selections for FEMA Review and approval Submittal Deadline: August 29, 2006 If Approved and funds obligated, Subgrantee notified and LHLS/EP begins Grant Management Deadline:TBA FEMA Review and approval The Application ProcessSHORT TERM ONLY

  19. LOUISIANA RECOVERY AUTHORITYSTATE HAZARD MITIGATION TEAM FUNDS NOT OBLIGATIED BY APRIL 1, 2006 WILL BE POOLED TOGETHER AND WILL BE COMPETITIVELY AWARDED USING THE NORMAL HMGP PROCESS

  20. STATE HAZARD MITIGATION TEAM Selection Criteria (Hurricane Katrina): Applications will be ranked based upon the following criteria…….. Cost/ Benefit of the project 40% Completeness of application 30% Time frame of project 30%

  21. Eligible Parishes • DR-1603 – August 29, 2005 • Jefferson • Orleans • St. Tammany • East Baton Rouge • St. Bernard • Livingston • Terrebonne • Catahoula • Calcasieu • LaSalle • St. Charles • Point Coupee • Ouachita • Lafayette • Rapides • Ascension

  22. Eligible Parishes • DR-1603 – August 29, 2005 • Lafourche • Avoyelles • Concordia • Plaquemines • Natchitoches • Washington • Allen • Bossier • Grant • Vermillion • Beauregard • Caddo • Cameron • Richland • Tangipahoa • Webster

  23. Eligible Parishes • DR-1603 – August 29, 2005 • West Feliciana • Acadia • Assumption • Caldwell • Franklin • Tensas • St. Mary • Iberia • Iberville • St. John the Baptist

  24. Eligible Parishes • DR-1603 – August 29, 2005 • All parishes are eligible to apply under the “Extraordinary circumstances” exception • Jurisdictions not having FEMA approved hazard mitigation plans will have 1 year from date of funding to have plan FEMA approved, if not approved, funds received must be returned to FEMA • Parishes that do not have approved plans will only be eligible to receive 60% of grant award until plan is approved.

  25. LOUISIANA RECOVERY AUTHORITYSTATE HAZARD MITIGATION TEAM FOR DR-1607 (HURRICANE RITA) HAS APPROVED THE SHORT TERM IMPLEMENTATION STRATEGY OF (UP TO) $150,000,000.00 HMGP FUNDS IS AS FOLLOWS…… $136,000,000.00 FOR STRUCTURAL MITIGATION PROJECTS: 1. Acquisition/Elevation of structures • Elevation of substantially damaged properties will ONLY be allowed for residential homes that are structurally sound 2. Retrofit of Infrastructure/Public Facilities

  26. LOUISIANA RECOVERY AUTHORITYSTATE HAZARD MITIGATION TEAM FOR DR-1607 (HURRICANE RITA) HAS APPROVED THE SHORT TERM IMPLEMENTATION STRATEGY OF (UP TO) $150,000,000.00 HMGP FUNDS IS AS FOLLOWS…… $14,000,000.00 FOR MITIGATION PLANNING: 1. SINGLE JURISDICTIONS, STATE AGENCIES, CERTAIN PRIVATE NON PROFITS, AND TRIBAL NATIONS IN THE DEVELOPMENT OF A FEMA APPROVED ALL HAZARDS PLAN 2. FUNDING TO COMMUNITIES IN THE MITIGATION PORTION OF THEIR LONG TERM RECOVERY PLAN

  27. LHLS/EP Conducts Eligible Applicant Briefings November 14, 2005 Complete Applications submitted to LHLS/EP for submission to FEMA. Deadline: MAY 1, 2006 SHMT team reviews complete applications; LRA makes selections for FEMA Review and approval Submittal Deadline: September 23, 2006 If Approved and funds obligated, Subgrantee notified and LHLS/EP begins Grant Management Deadline:TBA FEMA Review and approval The Application ProcessSHORT TERM ONLY

  28. LOUISIANA RECOVERY AUTHORITYSTATE HAZARD MITIGATION TEAM FUNDS NOT OBLIGATIED BY MAY 1, 2006 WILL BE POOLED TOGETHER AND WILL BE COMPETITIVELY AWARDED USING THE NORMAL HMGP PROCESS

  29. STATE HAZARD MITIGATION TEAM Selection Criteria (Hurricane Rita): Applications will be ranked based upon the following criteria…….. Cost/ Benefit of the project 40% Completeness of application 30% Time frame of project 30%

  30. Eligible Parishes • DR-1607 – September 23, 2005 • Jefferson • Orleans • St. Tammany • East Baton Rouge • St. Bernard • Livingston • Terrebonne • Calcasieu • Plaquemines • Vermillion • Washington • Lafourche • Tangipahoa • Lafayette • Cameron • Ascension

  31. Eligible Parishes • DR-1607 – September 23, 2005 • St. Martin • Iberville • Evangeline • Assumption • Jefferson Davis • Sabine • West Baton Rouge • St. James • St. Helena • St. Landry • Iberia • Acadia • St. Mary • Beauregard • Vernon • Allen • St. John the Baptist • St. Charles

  32. Eligible Parishes • DR-1607 – September 23, 2005 • All parishes are eligible to apply under the “Extraordinary circumstances” exception • Jurisdictions not having FEMA approved hazard mitigation plans will have 1 year from date of funding to have plan FEMA approved, if not approved, funds received must be returned to FEMA • Parishes that do not have approved plans will only be eligible to receive 60% of grant award until plan is approved.

  33. The Applicants Role Develop, adopt and update local mitigation strategy. Submit HMGP projects to LOHSEP. 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.

  34. Key Applicant Responsibilities • Maintain appropriate records. • 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. • Issue 1099’s if applicable.

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

  36. HMGP Financing • HMGP is a cost-reimbursement grant program • 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.

  37. Make Sure That . . . • The following information is accurate. • Name of Subgrantee & local POC • 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 206.434(c) “minimum project criteria”

  38. Make Sure That . . . • Work schedule & justification for selection. Milestones must be developed by quarter. • Alternatives considered • Consulting fees must be disclosed • No hidden costs are included • Required environmental information • Project must meet benefit cost requirement

  39. Eligible Projects Must . . . • Meet the requirements of 44 CFR 206.434(b) – Local Plan Requirements created by DMA 2000 • 206.434(c) – Minimum Project Criteria • 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

  40. Allowable Project Costs • Reasonable costs to implement project: • Project design • Eligible Property • Construction, Labor and materials • State determines guidelines • Subgrantee must justify costs

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

  42. Administrative Costs: Subgrantees • Covers HMGP subgrantee costs to: • Request subgrants • Obtain subgrants • Administer subgrants • Based on net eligible costs • Administrative Cost can NOT be paid to contractors

  43. Unallowable Project Costs • Costs incurred prior to grant approval, unless approved as pre-award costs. • Items covered by the subgrantee administrative costs. • The loss of tax revenue due to public acquisition of land for open space. • Maintenance of the project after initial implementation.

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

  45. Additional Resources • HMGP Desk Reference • FEMA Property AcquisitionHandbook • State Floodplain manager (DOTD) • Newsletters • Other Federal, State, and private websites

  46. Additional Resources • Special FEMA Application Completion Training • Environmental Considerations Training • Benefit Cost Analysis Training • Grants Management Training • Dates and locations to be announced (Possible mid-January)

  47. Utilize Available Technology • Communicate/researchvia Internet. • www.dhs.gov or fema.gov • www.ohsep.louisiana.gov • Floodplain Manager websites • Use disks/websites/CD-ROMs for references.

  48. Payments and Reimbursement Procedures In general: • 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.

  49. Payments and Reimbursement Procedures (con’t) • 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 Deputy Director of Emergency Preparedness will be the approving authority for advance funding.

  50. Payments and Reimbursement Procedures (con’t) • 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.

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