Understanding Disaster Cost Reimbursement for Private Non Profits (PNPs)

1. Understanding Disaster Cost Reimbursement for Private Non Profits (PNPs) January 14, 2016 Hosted by Northern CA VOAD

2. Welcome and Introductions • Introductions • Housekeeping • Overview of day • Participant packets

3. Forum Objectives • To help participants understand requirements for participating in State’s PNP Program • To help participants understand the PNP application process • To help participants identify next steps for their respective counties

4. Project Background • NorCal VOAD proposal • Funded by The San Francisco Foundation • Approach – to serve as bridge • Summary of project components • Project Implementation Team

5. Disaster Funding Optionsfor Private Nonprofits

6. Potential Funding Sources for Nonprofits Nonprofit Organization

7. Operational Area Options for Engaging Nonprofits

8. Benefits and Challenges of Using PNP Program • Benefits • Validates importance of nonprofits’ contributions • Saves other $ for recovery • 100% of eligible costs may be reimbursed • Challenges • Multiple requirements/detailed process • Minimum threshold of $1000 • Reimbursement may take weeks/months to receive

9. PNP Program Overview Carol Walker, CA Governor’s Office of Emergency Services (Cal OES)

10. Recovery BranchPresents Private Non-Profit Organization Assistance Program

11. LegislativeHistory • Assembly Bill 903 by Assembly Member Guy Houston • Chapter 400, 2007 California Statutes • Became effective January 1, 2008 • Added Article 6, Section 8692 to the Government Code – California Disaster Assistance Act (CDAA)

12. Title 19 of theCalifornia Code of Regulations • Division 2, Chapter 6, Article 2: State Private Nonprofit (PNP) Organizations Assistance Program: Sections 2991 – 2999. • PNP Program is organized as a separate program from the Public Assistance Program.

13. General Requirements • Governor’s Proclamation & Authorization of the CDAA • Meet FEMA’s definition of an eligible PNP • PNP must provide essential community services • Intermediary PNP reimbursed for extraordinary costs associated with coordinating PNPs providing essential community services • No self deployment is eligible • No more than 6 months from date of Governor’s Proclamation (unless written approval from Cal OES Director) • Utilize application process in Section 2996 (PNP) or 2996.1 (Intermediary PNP)

14. Eligible PNP Activities • Provide essential community services • Activities must relate to the state of emergency in support of the affected community • Compliant with existing laws, regulations • No mitigation, repair or permanent restoration to facilities or real property • No self deployment; must be requested by local agency or state

15. Eligible PNP Costs • Extraordinary • Documented • Replacement costs for documented pre-event inventory may be eligible

16. Ineligible PNP Costs • Activities prohibited by law • Donated resources received for the incident • Donated or volunteer labor • Vouchers, debit cards or other monetary relief • Damages resulting from negligence or intentional acts • Supplanting of state or federal funds

17. Intermediary PNPs Intermediary PNPs must meet the same general eligibility provisions of the program as other PNPs.

18. Intermediary PNPs (P. 2) Intermediary PNPs, through a written agreement with a local agency, must be responsible for the coordination of multiple PNPs performing essential community services within the specific jurisdiction of that local agency.

19. Intermediary PNP (P. 3) The written agreement with a local agency must meet the following: • List all the coordinated PNPs • Describe the local agency’s process for deployment • Be completed within 30 days of the Governor’s proclamation • Cal OES may approve a time extension for unusual or extraordinary circumstances based on a written request

20. Intermediary PNPs (P. 4) An eligible Intermediary PNP, as an applicant requesting reimbursement on behalf of the listed PNPs, must have a written agreement with these listed PNPs, including: • A description of the process by which the local agency requests the services through the Intermediary PNP • An authorization statement with signature that the Intermediary PNP will comply with the procedures and requirements described in the local agency agreement

21. Local Jurisdiction’s Role and Responsibilities The requesting local jurisdiction must complete and sign a written request for services to be provided by a PNP or Intermediary PNP within 30 days of the request. This written request must include the following information: • Named of the PNP or Intermediary PNP • Date services were requested • What essential community services are to be provided • Where services will be provided • Duration of requested activities

22. Local Jurisdiction’s Role and Responsibilities • Local jurisdictions always have the lead role • Communication is essential • The requesting local jurisdiction needs to review and sign off on the PNP’s Activities Claim Form/PNP Cost Worksheet prior to the PNP submitting the form to Cal OES for reimbursement.

23. State PNP Assistance Program Forms • Authorized Agent Resolution (Cal EMA PNP-2011-AAR, 5/2011) • Payee Data Record (Dept. of Finance, STD. 204, 6/2003) • Application (Cal EMA PNP-2011-APP, 5/2011) • Activities Claim Form/Cost Project Worksheet (Cal EMA PNP-2011-ACF, 5/2011)

24. PNP and Intermediary PNP Application Schedule • Submit application form within 60 days after the date of Governor’s Proclamation • Submit applicant’s authorized agent resolution form and Payee Data Record prior to application approval • Submit activities claim/cost worksheet form within 60 days of the completion of all eligible activities • Coordinated PNPs must submit their reimbursement requests through the Intermediary PNP, which submits to Cal OES.

25. Additional Items • Cal OES may conduct onsite review of supporting documentation • 100 % reimbursement of total eligible extraordinary costs of eligible PNP activities • No allocation less than $1000 • Fair hearing process available for issues • If a PNP can demonstrate financial hardship from sustained operations, Cal OES may authorize interim payments

26. Standard Grant Requirements • Fair Hearing • Level one: Cal OES Assistant Director of Recovery • Level two: Cal OES Deputy Director of Response & Recovery Operations • Audit • All records are subject to audit by the state • Records Retention • 3 year retention period • Original source documents can be represented by microfilm, etc. if accuracy documented

27. Contacts Carol Walker Emergency Services Coordinator carol.walker@caloes.ca.gov 916-845-8244 Lidia Armas Emergency Services Coordinator lidia.armas@caloes.ca.gov Marcia Sully Program Manager II marcia.sully@caloes.ca.gov 916-845-8170

28. BREAK

29. Research Results

30. 30 Intermediary PNP Types

31. Documenting Requests for Intermediaries • For intermediary PNPs documentation is by written agreement with the jurisdiction which: • Lists all coordinated PNPs • Describes local agency’s process for deployment • Must be completed within 30 days of Governor’s proclamation • Must also have written agreement with listed PNPs, if bundling fiscal claims

32. MOUs and Agreements • Key content considerations • Background • Purpose • Role of Private Nonprofit • Scope of Agreement • Terms

33. MOUs and Agreements (2) • Sample MOUs • Orange County with OperationOC • OperationOC with coordinated organizations • Sonoma 211 with Sonoma County

34. Essential Services • From PNP Program Legislation “Providing governmental type services to the community affected by an emergency or disaster, through the distribution of supplies and other disaster or emergency assistance activities. Private Nonprofit (PNP) activities are those that provide essential services including but not limited to food, water and shelter.” Title 19. Division 2. Chapter 6. Disaster Assistance Act. Article 2.

35. Essential Services (2) • Direct services, including but not limited to: • Water, food, shelter • Other supplies • Must be asked for by jurisdiction • Must be a resource the jurisdiction does not have • Must relate to the disaster

36. Essential Services (3) • Real-world experience • Orange County/Operation OC • Coordination of debris removal services and food for volunteers • Drought • Water services to households for drinking and sanitation • Valley Fire/Sonoma 211 • Information to callers on disaster and disaster-related resources and services

37. Extraordinary Costs • Over and above ordinary operating costs, e.g., • Staff overtime • Extra hire staff for disaster • Truck rental to move supplies • Travel to event, related lodging, meals • Supplies purchased

38. Extraordinary Costs (2) • Replacement costs for documented pre-event inventory may be eligible • All costs must be documented • Volunteer labor not eligible cost, but tracking hours helps jurisdiction with local cost share

39. Questions?

40. LUNCH

41. PNP Applicant Case Stories

42. Case Stories • Winter Storms 2010-11/OperationOC • Intermediary PNP • Brief summary • Case Story handout • Drought • Multiple counties • Individual PNPs • Supplying water to households

43. Case Stories (2) • Valley Fire/Sonoma 211 • Individual PNP • Presentation by Sarah Finnigan, Sonoma 211

44. Application Process for PNP Program

45. 45 Gates that Must Open • Emergency Proclamation • By Governor Event Occurs • Disaster Proclamation • By local jurisdiction • CDAA • Authorized & opened by Governor

46. Sequence of Steps 46

47. 47 Application Timeline

49. 49 1-Authorized Agent Resolution • Essential for identifying who is eligible to apply on your organization’s behalf • Can and should be submitted along with PNP Application Form • Instructions provided separately

50. The Governing Body must pass a Resolution authorizing an agent to act on their behalf • Use position titles to name Authorized Agents • List names of Governing members who approved the Resolution • Resolution must be certified by an individual who is not part of the Governing Body or named as an Authorize Agent, no “Self Certification”