KENTUCKY TRANSPORTATION CABINET October 2, 2012 PRESENTED BY: KENTUCKY EMERGENCY MANAGEMENT

1. KENTUCKY TRANSPORTATION CABINET October 2, 2012 PRESENTED BY: KENTUCKY EMERGENCY MANAGEMENT RECOVERY BRANCH A Team of Teams – With One Mission: “Protecting Our Commonwealth”

2. KENTUCKY EMERGENCY MANAGEMENT Stephanie Robey, Recovery Branch Manager Jessica Mitchell, State Public Assistance Officer

3. Disaster Assistance “A Team of Teams – With One Mission: Protecting our Commonwealth” Recovery Mission: Ensure those who have been, or may be, affected by disasters have access to the full range of federal and state assistance programs in a timely manner and that applicants receive a superior level of service in the delivery of all KYEM Recovery Programs. Unbridled Pursuit of Excellence

4. Disaster Assistance “A Team of Teams – With One Mission: Protecting our Commonwealth” What’s the big deal? • 56 disaster declarations for KY since 1953 • KY ranks 7th nationwide in disaster frequency • KY Ranks 12th nationwide in disaster damages • FEMA provides disaster assistance funding for: • State and Local Governments • Governmental Entities (i.e. School Districts) • Individuals and Households • Private Nonprofits Unbridled Pursuit of Excellence

5. Major Disaster Declarations by State 1953-2011

6. Declaration Frequency “A Team of Teams – With One Mission: Protecting our Commonwealth” Kentucky Counties Affected by Disasters 2008 – Present 11 Presidential Declarations Purple: 7 Pink: 4 Lilac: 1 KY Population: 4.3 Million Red: 6 Yellow: 3 White: 0 Unaffected: 53,943 Green: 5 Blue: 2 Unbridled Pursuit of Excellence

7. Disaster Impact “A Team of Teams – With One Mission: Protecting our Commonwealth” • Recovery Branch currently oversees 20 Open disasters with: • 57,000 Applicants • 72,000 Awards, Grants, Projects • $ 960 Million in Recovery, Mitigation, and Individuals and Households Assistance Unbridled Pursuit of Excellence

8. Disaster Declarations “A Team of Teams – With One Mission: Protecting our Commonwealth” KYTC is a critical partner in the disaster declaration process. • Many counties would not be declared without the inclusion of KYTC damages. • Declarations will be more difficult to obtain for future events. • In the future, it will take longer for declarations to be made. Unbridled Pursuit of Excellence

9. Disaster Event PUBLIC ASSISTANCE PROCESS Project Review FEMA Project Approval Project Formulation Project Funding Obligation Damage Assessments Kick-off Meeting Work Performed - Documentation Submitted to KYEM Governor’s Request Submission of Request for Assistance Declaration Applicant Briefing

10. Response “A Team of Teams – With One Mission: Protecting our Commonwealth” Bad Event Happens!! • Immediately begin tracking efforts taken to deal with event • Prioritize response to first protect lives • Include emergency measures such as barricading roadways, rerouting traffic, salting/brining routes, etc. • Track all equipment usage • Ensure an operator can be tied to each piece of equipment Unbridled Pursuit of Excellence

11. Declaration Thresholds “A Team of Teams – With One Mission: Protecting our Commonwealth” For a disaster to be considered for a presidential declaration: • New thresholds are established each October 1 • A county must meet its threshold Population X $ 3.45 = $ Threshold • The state must meet its threshold 4,339,367 X $ 1.37 = $ 5,944,932.79 Unbridled Pursuit of Excellence

12. KYTC Assessments “A Team of Teams – With One Mission: Protecting our Commonwealth” Conduct Damage Assessments ASAP • Develop damage assessment policies and procedures • Designate primary damage assessment coordinator(s) • Identify and train assessment team members before the event • Segregate state routes damages from FHWA and probable NRCS sites • Include damaged facilities, equipment, etc. Unbridled Pursuit of Excellence

13. KYTC Assessments “A Team of Teams – With One Mission: Protecting our Commonwealth” Conduct Damage Assessments ASAP • Report damages for each county to Frank Castle • Provide Frank updated numbers as additional damages are identified • Counties are in need of your numbers to make threshold • FEMA will not perform joint damage assessments until it is apparent that damages are at, or above, threshold Unbridled Pursuit of Excellence

14. Non-declaration Events “A Team of Teams – With One Mission: Protecting our Commonwealth” Not Enough Damages . . . • Monitor non-declaration events • Non-declaration events may increase chances for future declarations and mitigation measures • Have non-declaration data readily accessible • Maintenance records may determine funding levels Unbridled Pursuit of Excellence

15. Joint Damage Assessments “A Team of Teams – With One Mission: Protecting our Commonwealth” It’s not an Easter egg hunt!! • KYTC will join state, local, and FEMA staff to verify damages • Make sure the right KYTC person participates • Map damage sites prior to JPDA • Show FEMA worst sites first • Insist that FEMA see all damages • Do not visit FHWA sites • Assert yourself regarding damage values – do not let FEMA lowball the amounts or eligibility Unbridled Pursuit of Excellence

16. Applicant Duties “A Team of Teams – With One Mission: Protecting our Commonwealth” Declaration – Now What ? • Applicant duties and responsibilities • Keep track of every expense • Photograph damaged sites before beginning work • Attend KYEM applicant briefing • Attend FEMA kickoff meeting • Identify all damages to FEMA • Assess every project for the potential of mitigation measures • Assist FEMA in developing projects Unbridled Pursuit of Excellence

17. Applicant Duties “A Team of Teams – With One Mission: Protecting our Commonwealth” • Applicant duties and responsibilities, cont. • Maintain a file for each project or project site • Carefully review all Project Worksheets • Write on PW any issues you might have • Alert Frank if a PW is incorrect • Review approved/obligated PWs – PWs may change in the review/obligation process • Has the funding changed? • Has the scope of work changed? • Are there environmental or historical restrictions? Unbridled Pursuit of Excellence

18. Applicant Duties “A Team of Teams – With One Mission: Protecting our Commonwealth” • Applicant duties and responsibilities, cont. • Complete projects in a timely manner • Complete projects according to scope of work • Changes to scope of work must have prior approval – work issue through Frank • Photograph completed work • Request time extensions if needed • Notify Frank when projects are completed • Provide all supporting documentation for each project Unbridled Pursuit of Excellence

19. Project Worksheets “A Team of Teams – With One Mission: Protecting our Commonwealth” Projects are written according to type of work and category of work: Type: Emergency Work Category A – Debris Removal Category B – Emergency Protective Measures Type: Permanent Work Category C – Road Systems Category D – Water Control Facilities (Levees) Category E – Buildings and Equipment Category F – Utilities Category G – Other (Parks and Recreation Facilities) Unbridled Pursuit of Excellence

20. Project Worksheets “A Team of Teams – With One Mission: Protecting our Commonwealth” • Every portion of a PW is important so – before signing - you must ensure: • Location is correct – check the lat-long • Event description is complete • Damages are clearly defined • Dimensions are correct • Scope of work is appropriate, adequate • Cost estimates are reasonable – use known or historical indicators (NOT RS Means) • Mitigation measures were considered Unbridled Pursuit of Excellence

21. Project Worksheets “A Team of Teams – With One Mission: Protecting our Commonwealth” • Before you sign a problem project worksheet: • Talk with FEMA and try to get changes made • Write a disclaimer on the bottom of the PW which denotes the problem, then sign • Call Frank Castle immediately – Frank will alert KYEM and KYEM will begin negotiations with FEMA Unbridled Pursuit of Excellence

22. Debris Projects “A Team of Teams – With One Mission: Protecting our Commonwealth” • A FEMA-approved Debris Management Plan may result in an additional 5% in FEMA funding • Estimate how much debris you will have – before FEMA starts writing the project • Use contractors whenever possible – FEMA will pay more • If KYTC performs work, only overtime hours are covered by FEMA (currently) • If contractor is used, FEMA covers regular and overtime hours Unbridled Pursuit of Excellence

23. When FEMA Goes Away “A Team of Teams – With One Mission: Protecting our Commonwealth” Have an ‘after action’ meeting • Involve all parties • Identify what went well • Identify what didn’t work • Adjust and plan accordingly for the ‘next’ time Unbridled Pursuit of Excellence

24. FEMA Program Changes “A Team of Teams – With One Mission: Protecting our Commonwealth” Just When You Thought It Couldn’t Get More Complicated In Future Disasters: • FEMA will write one PW per category, per applicant. • Each district will probably have one (1) PW written per county for each category of work: debris, emergency measures, roads and bridges, buildings, etc. • Each PW may include multiple sites. • This will require even more careful oversight of documentation, scope of work, funding, etc. Unbridled Pursuit of Excellence

25. Mitigation “A Team of Teams – With One Mission: Protecting our Commonwealth” Mitigating Against Future Damages FEMA will increase PWs to fund cost effective mitigation measures for damaged elements. • Assess each damaged site to determine if there are additional measures that could be taken to lessen the potential of future damages. • Request that the PW include mitigation. • Be prepared to discuss history of past damages to the affected site or changes to location. • Notify Frank if FEMA says no. Unbridled Pursuit of Excellence

26. FEMA Issues “A Team of Teams – With One Mission: Protecting our Commonwealth” This FEMA Guy is a Pain . . . KYEM Recovery will do everything possible to remove a problem FEMA employee. • Document the problems you are encountering: attitude, incompetency, etc. • Notify Frank immediately. • Frank and KYEM will communicate with the Federal Coordinating Officer at the Joint Field Office. Unbridled Pursuit of Excellence

27. Reimbursements “A Team of Teams – With One Mission: Protecting our Commonwealth” • KYTC Reimbursements • FEMA funds for large projects will not be disbursed to KYTC without documentation which supports expenses. • Documentation includes: • Timesheets • Equipment Logs • Materials – Usage, Costs, Location Used Unbridled Pursuit of Excellence

28. Reimbursements “A Team of Teams – With One Mission: Protecting our Commonwealth” • KYTC Reimbursements • Timesheets • Do NOT destroy timesheets associated with disasters according to KYTC’s normal retention schedule • Disaster-related documentation must be kept for three years AFTER notification from Frank that the disaster is closed – NOT three years after the disaster date. • Ensure employees are charging time to the disaster and exact PW and PW site Unbridled Pursuit of Excellence

29. Reimbursements “A Team of Teams – With One Mission: Protecting our Commonwealth” • KYTC Reimbursements • Equipment • FEMA will not reimburse for equipment that does not have an operator that is traceable to a timesheet. • Only hours of actual operation are eligible – unless equipment is used periodically throughout the day, like a chipper. Unbridled Pursuit of Excellence

30. Reimbursements “A Team of Teams – With One Mission: Protecting our Commonwealth” • KYTC Reimbursements • Materials • Ensure material costs are documented through invoices. • If materials are being delivered by supplier to the work site, ask that the supplier’s invoice denote where the delivery was made. • If materials were taken from existing stock provide FEMA with the replacement cost (if higher) Unbridled Pursuit of Excellence

31. Reimbursements “A Team of Teams – With One Mission: Protecting our Commonwealth” • KYTC Reimbursements • Administrative Costs • Costs associated with working with FEMA to assess a damaged site and compile a PW are reimbursable – track time and equipment • Costs incurred by district to compile documentation for a PW is reimbursable – track time and equipment • Time spent to compile and submit documentation • Don’t leave money on the table Unbridled Pursuit of Excellence

32. Additional Training “A Team of Teams – With One Mission: Protecting our Commonwealth” • Applicant Agent Certification Course • Presented Quarterly • Weeklong • Provides In Depth Instruction on: • Planning for disaster events • FEMA disaster assistance program requirements • Ensuring eligibility of work and costs • Debris forecasting and monitoring • Final Inspection and closeouts • Next courses: October 8-12 and February 4 - 8 Unbridled Pursuit of Excellence

33. “A Team of Teams – With One Mission: Protecting our Commonwealth” QUESTIONS ??? Unbridled Pursuit of Excellence

34. A Team of Teams – With One Mission: “Protecting Our Commonwealth”