WELCOME to Cal EMA’s FY11 Emergency Management Performance Grant Application Workshop

1. WELCOME to Cal EMA’s FY11 Emergency Management Performance Grant Application Workshop Homeland Security, Prop 1B, and Emergency Management Branch

2. Training Topics to Include: • Overview of FY11 Emergency Management Performance Grant Recipient Subgrant Guide for Local Governments • Overview of Financial Management Forms Workbook v1.11(a) • Cash Reimbursement • Modification Requests • Closeout • Demonstration of Financial Management Forms Workbook

3. FY11 EMPG Recipient Subgrant Guide for Local Governments

4. The Financial Management Forms Workbook (FMFW) will now be used for the application process, revision requests, and reimbursement requests. • The FY11 EMPG performance period for local governments will be July 1, 2011 through June 30, 2012. • Submit all grant application components to Cal EMA Regions by September 16, 2011. • Regional Offices will complete a thorough review of applications and forward to the Office of Grants Management to by September 30, 2011.

5. Required Application Components: The application must include the following 6 components: • Financial Management Forms Workbook • Project Contact Information Sheet • FY11 Emergency Management Program Grant Application Checklist • Governing Body Resolution • Grant Assurances • NIMS Compliance Certification The Forms can be accessed from Appendix D of the Recipient Subgrant Guide for Local Governments or located on the Cal EMA website.

6. The Project Contact Information Sheet will need to be submitted to provide a list of contacts for FY11 EMPG. • A new Grant Application Checklist has been created for the FY11 EMPG program and is a required element of the application packet. Cal EMA Regional Offices will complete the checklist and submit it with the Operational Area’s application. The Operational Areas are encouraged to utilize this checklist as a reference to ensure all elements are completed before submitting the application. • The Governing Body Resolution appoints agents authorized to execute grant activities. The grant cannot be placed into award until a Resolution is completed and submitted. Ideally, this should be included when submitting the FY11 EMPG application packet. • The Grant Assurances Form lists the requirements to which the OA will be held accountable. OAs are required to file a new Grant Assurances form with the FY11 EMPG application. • The NIMS Certification form must be signed by the authorized agent and submitted with the application.

7. Optional Application Components: • Excess Funds Statement Form: While developing an application, any excess funds should be identified and returned to Cal EMA so the funds can be reallocated to other Operational Areas. In this case, it will be necessary to complete and submit the Excess Funds Statement Form to your Regional Office by the application due date. • Additional Project Using Excess Funds Form & Additional Project Using Excess Funds Detailed Budget: These documents are used to reallocate the returned funds. We are asking the OAs to submit one-time projects they would like to accomplish. Having these projects submitted during the application process will allow Cal EMA’s Office of Grants Management to add the funds to your annual EMPG award, should they become available.

8. The completed original hard copy of the FMFW V1.11 and all required application forms must be mailed in to the Cal EMA Regional Office by the Application Due Date. Signatures must be in blue inkonly. In order to streamline the process, Operational Areas will need to electronically submit the completed FMFW to the EMPG Regional lead prior to signing and submitting a hard copy, in order to identify any corrections that may need to be addressed. • Cal EMA Regional Leads are responsible for maintaining a hard copy file of all completed FY11 EMPG application documents for each OA for tracking and monitoring purposes. • Cal EMA will notify the OA, in writing, of the approved application, award amount, and performance period. Please note that subgrantee reimbursements will not be made until all required application components have been approved by the state and all conditional holds removed.

9. Environmental Planning and Historic Preservation (EHP): • Any project with the potential to impact natural or biological resources or historic properties or involves Emergency Operation Center construction and renovation cannot be initiated until FEMA has completed the required Environmental Planning and Historic Preservation (EHP) review. • Subgrantees should submit the FEMA EHP Screening Form to the appropriate Cal EMA Regional Office for each project as soon as possible upon receiving their grant award. Refer to IBs 329, 345, and 356 (located at http://www.fema.gov/government/grant/bulletins/index.shtm) and Section II, Part I.B.5.5.6 for further details on EHP requirements.

10. The priority for FY11 EMPG programs are to advance “Whole Community” Security and Emergency Management. • To address the priority, four Federally Mandated Objectives have been identified. Objectives one through four are requirements of Cal EMA (State/Grantee). • Objectives three and four will be required by the Operational Areas (Subgrantees/Local Levels). • Objectives three and four have been given a performance measure and reporting requirements which have been added to the Performance Report.

11. Objective Three: Develop and Maintain Multi-Year Training and Exercise Plans (TEPs): • Subgrantees are required to develop a Multi-Year TEP and update it annually. • Subgrantees are encouraged to post their schedules to the National Exercise Scheduling System (NEXS). The instructions for data submission can be located at: https://hseep.dhs.gov/pages/Using_the_Scheduling_Standard_Worksheet.aspx. • A summary of all collected corrective action items and a tracking of their implementation shall be reported as part of the EMPG Program quarterly reporting.

12. Objective Three: Develop and Maintain Multi-Year Training and Exercise Plans (TEPs) continued: • All EMPG Program funded personnel shall participate in no less than three exercises in a 12-month period. • An After Action Report/Improvement Plan (AAR/IP) shall be completed for each exercise and submitted to FEMA.

13. Objective Three: Develop and Maintain Multi-Year Training and Exercise Plans (TEPs) continued: • Subgrantees must report quarterly in the EMPG Program Performance Report the percent completion of the progressive exercise series to include percent completion of personnel participation. • TEPs should be Emailed to Cal EMA Exercise Division POCs no later than August 31st each year (this gives us time to roll it into our State TEP). • Southern region OAs and UASIs – Rich Mifsud: richard.mifsud@calema.ca.gov • Coastal region OAs and UASIs – Kevin Leisher: kevin.leisher@calema.ca.gov • Inland region OAs and UASIs – Sharon Avery: sharon.avery@calema.ca.gov • State Agencies/Departments: - Lt Col Chuck Pratt: charles.pratt@calema.ca.gov

14. Objective Four - Target Training and Verify Capability of Personnel: • To ensure the development of a professional emergency management workforce all EMPG Program funded personnel shall complete eleven (11) training requirements and record proof of completion: National Incident Management System (NIMS) Training: IS 100, IS 200, IS 700, IS 800 FEMA Professional Development Series:  IS 139, IS 230.a, IS 235.a, IS 240.a, IS 241.a, IS 242.a, IS 244.a

15. Objective Four - Target Training and Verify Capability of Personnel continued: • Subgrantees are required to share with Cal EMA a TEP that includes a progressive exercise plan and schedule and a plan for training personnel. • Submission of a list of EMPG funded personnel along with the training completed to be included in the EMPG Program quarterly reporting. • Quarterly reporting of implementation of TEP, including percent addressed in the FY 2011 EMPG Performance Report.

16. Eligible Activities - Management and Administrative Costs: • M&A costs are allowable for Operational Areas. OAs may retain and use up to 5% of their subawardfrom the State for OA M&A purposes. • M&A activities are those defined as directly relating to the management and administration of EMPG funds, such as financial management and monitoring. It should be noted that salaries of local emergency managers are not typically categorized as M&A, unless the OA chooses to assign personnel to specific M&A activities.

17. Eligible Activities - Planning: • FY 2011 EMPG funds may be used for a range of emergency management planning activities. Planning provides a methodical way to engage the whole community in thinking through the life cycle of potential crises, determining required capabilities, and establishing a framework for roles and responsibilities. Planning must include participation from all stakeholders in the community who are able to contribute critical perspectives and may have a role in executing the plan. Planning should be flexible enough to address incidents of varying types and magnitudes.

18. Eligible Activities – Organization: • EMPG funds may be used for all-hazards emergency management operations, staffing, and other day-to-day activities in support of emergency management. Proposed staffing activities should be linked to achieving goals outlined in the EMPG FMFW. To ensure adequate resources are dedicated to the critical components of preparedness, subgrantees are encouraged to fund at least one dedicated Planner, Training Officer, and Exercise Officer. Personnel costs, including salary, overtime, compensatory time off, and associated fringe benefits, are allowable costs.

19. Eligible Activities – Equipment: • Allowable equipment categories are listed on the web-based version of the Authorized Equipment List (AEL) on the Responder Knowledge Base (RKB) at http://www.rkb.us. Unless otherwise stated, equipment must meet all mandatory regulatory and/or FEMA-adopted standards to be eligible for purchase using these funds. • OAs should consider taking advantage of the 1033 and/or the 1122 Procurement Programs available through Cal EMA for equipment needs. These programs offer significant savings and access to free Federal surplus for public safety agencies.

20. Eligible Activities – Equipment continued: 1122 Program: The 1122 Program is a federal program authorized through the National Defense Authorization Act which allows state and local governmental agencies to purchase equipment and supplies suitable for Counter Drug, Homeland Security and Emergency Response activities. This program affords state and local agencies the opportunity to take advantage of significant discounts available to the Federal Government due to its large volume purchases. By using this system, agencies are able to maximize their budget/grant dollars. Contact: Cathy Vigil (916) 324-8578 Cathy.Vigil@calema.ca.gov or Barrett Benson (916) 324-9161 Barrett.Benson@calema.ca.gov for more information. 1033 Program: The National Defense Authorization Act authorizes the Secretary of Defense to transfer excess Department of Defense personal property to federal, state, and local Law Enforcement Agencies at no cost other than shipping.

21. Homeland Defense Equipment Reuse (HDER) Program: The mission of the HDER Program is to provide emergency responder agencies nationwide access to an inventory of items that are no longer needed by the Federal Government. Items are refurbished and provided at no cost to the recipient. Provision of items helps ensure that emergency responders are equipped to properly detect, prevent, respond, and recover from a national security threat. For further information or to sign up for this program, go to http://hder.oro.doe.gov/.

22. Eligible Activities – Equipment continued: Allowable equipment includes equipment from the following AEL categories: • Information Technology (Category 4) • Cyber-Security Enhancement Equipment (Category 5) • Interoperable Communications Equipment (Category 6) • Detection Equipment (Category 7) • Power Equipment (Category 10) • Chemical, Biological, Radiological, Nuclear, Explosive Reference Materials (Category 11) • CBRNE Incident Response Vehicles (Category 12) • Physical Security Enhancement Equipment (Category 14) • CBRNE Logistical Support Equipment (Category 19) • Other Authorized Equipment (Category 21)

23. Eligible Activities – Training: Allowable training-related costs include the following: • Training should foster the development of a community oriented approach to emergency management that emphasizes engagement at the community level, strengthens best practices, and provides a path toward building sustainable resilience.

24. Eligible Activities – Exercises: • Exercises implemented with grant funds should evaluate performance of the capabilities required to respond to the exercise scenario. Exercise activities should align to a current, Multi-Year TEP developed through an annual Training and Exercise Plans Workshop. Subgrantees are encouraged to develop exercises that test their Emergency Operations Plans.

25. Eligible Activities – Exercise continued: Unauthorized exercise-related costs include: • Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.g., construction vehicles) and emergency response apparatus (e.g., fire trucks, ambulances). • Equipment that is purchased for permanent installation and/or use, beyond the scope of exercise conduct.

26. Unallowable Costs • Weapons systems and ammunition. • General-use software, general-use computers and related equipment (other than for allowable M&A activities), general-use vehicles, and licensing fees. • Personnel costs (except for M&A). • Activities unrelated to the completion and implementation of the EMPG. • Other items not in accordance with the portions of the AEL and allowable cost listed in “Eligible Activities” section. • Indirect Overhead costs charged to grant. • Supplanting

27. Performance Reports Why do we ask for this information? The purpose of Performance Reports is to collect data asked of us by the Federal Government and the Governor’s Office.

28. Performance Report Due Dates: • October 17, 2011 • January 15, 2012 • April 16, 2012 • July 31, 2012 (Final) * FY11 EMPG Performance Reports have been updated to reflect the Federally Mandated Objectives.

29. Subgrantees must prepare and submit performance reports to the State for the duration of the grant performance period or until the grant is formally closed by Cal EMA. The report must include the progress made on identified activities, as well as other requested information and data. • Subgrantees must also complete a Biannual Strategy Implementation Report (BSIR) using the Grants Reporting Tool (GRT). • For additional assistance with the GRT, please contact: Wilda Benamati at wilda.benamati@calema.ca.gov or (916) 324-6054. • The Final Performance Report is due to Cal EMA by July 31, 2012 (unless extended).

30. Closeout Procedures

31. GRANT CLOSE OUT PROCEDURES Step 1-Final Performance Report This report is due no later than 30 calendar days after the conclusion of the grant’s performance period. We can’t approve the final payment until this is submitted!

32. GRANT CLOSE OUT PROCEDURES Step 2 – Final Request for Reimbursement Make sure all funds expended are reported. This is your last chance to get funds from this grant cycle. All expenses must have been encumbered prior to the grant award end date and expended prior to the liquidation end date.

33. Final Reimbursement; things to remember • If you don’t submit a final Reimbursement - Accounting will consider the last Reimbursement as the final. • Once the Accounting unit processes the final Reimbursement, no further payment activities against the grant are permitted.

34. Grant Close Out ProceduresStep 3 – Retention of Records • In the Grant Closeout Letter, the State will notify the subgrantee of the start of the record retention period for all programmatic and financial grant related records. • All grant records must be retained for at least three (3) years after the date on the Grant Closeout Letter, unless there is an ongoing audit or other related matter that needs to be resolved. See Title 44 Code of Federal Regulations (CFR) Section 13.42. • Required to maintain an accurate Document Retrieval System. ** ** This system may be automated or manual.

35. GRANT CLOSEOUT PROCEDURES That about covers Grant Closeout procedures. Does anyone have any

36. Financial Management Forms Workbook v1.11(a)

37. Instructions to retrieve Financial Management Forms Workbook v1.11(a) • www.calema.ca.gov • Click on the “Grants & Funding” link (top of the page). • Select the “Emergency Management, Homeland Security, and Proposition 1B” link (from the Grants & Funding list option box on the right hand side). • Select the “Homeland Security Grants Processing Section” link (from the EM, HS & Prop 1B option list box under Homeland Security Programs). • Under the Homeland Security Grants Processing Section, there are two versions of the Financial Management Forms Workbook, v1.10 for FY2010 Applications and v1.11 for FY2011 Applications. • Right-click on the FMFW link and “Save Target As” to your desktop. • Save FMFW as “Excel 97-2003” format.

38. Instructions to enable macros for Excel 2003 • Click on “Tools” • “Macros” • “Security” • Set to “Medium” • Save / Close/ Reopen the FMFW • Click on “Enable Macros”

39. Instructions to enable macros for Excel 2007 • Click on the round “Office” button in the top left • Click on “Excel Options” in the lower right of the drop-down box • Select “Popular” module along the left side • Check the “Show Developer tab in the Ribbon” option • Hit OK • Click on the round “Office” button in the top left (again) • Click on “Excel Options” in the lower right of the drop-down box • Select “Trust Center” module along the left side • Click on the “Trust Center Settings” tab • Select the “Macros Settings” module along the left • Set the “Macros Settings” to “Enable all macros” • Check the “Trust access to the VBA project object model” option • Hit OK

40. FMFW v1.11(a): Revised Instructions Page This Instructions Page reflects the new updates for FY11 EMPG

41. FMFW v1.11(a): New Grant Award Face Sheet New Grant Award Face Sheet for FY11. Replaces previous Cover Sheet

42. FMFW v1.11(a): New Authorized Body of 5 Signature and Contact Information Page Provide Authorized Body of 5 and Contact Info. (if applicable) List any additional Authorized Agents

43. FMFW v1.11(a): Grant Management Roster List any other individuals who may be managing the grant(s)

44. FMFW v1.11(a): Project Ledger List all projects in alphabetical order (A-T) New Solution Area Sub-Category “S”(Show) & “H”(Hide) buttons for EMPG/EOC

45. FMFW v1.11(a): Project Descriptions Page

46. FMFW v1.11(a): Project Descriptions • 20 Projects maximum (A through T) • Include Project Letter when entering in The Biannual Strategy • Implementation Report (BSIR) • Be descriptive and concise as possible (maximum 1,000 character • including spaces) • Use terms that are universally recognized • Complete the Project Milestone & Justifications

47. FMFW v1.11(a): Equipment Inventory Provide the AEL# & AEL Title and SAFECOM info. New Funding Source options for EMPG/EOC New Sole Source Procurement requirement columns

48. FMFW v1.11(a): Equipment Inventory Descriptions • List all equipments to be purchased • Payments may not be made if SAFECOM requirements have not • been approved (if applicable) • Provide Sole Source Procurement information • Provide the Authorized Equipment List Number and Title (AEL). • Reimbursement requests may not be processed without this • information • Obtain the Authorized Equipment List Number and Title from • www.rkb.us. Once on this page, proceed through the following links: • 1. Select the “FEMA Preparedness Grant & AEL” link from the Tool Bar • 2. Select the “Authorized Equipment List” link or from the list of • program options • 3. Select from the equipment list to obtain the Equipment List Number and • Title

49. FMFW v1.11(a): New Organization Roster List all organizational activities New requirements for Organization Roster (Info Sharing/Intel Analysis, Certification on File and Detail)

50. FMFW v1.11(a): Training Roster Provide EHP Info. Provide Total # of Trainee(s) New Funding Source and Solution Area options for EMPG/EOC Provide Feedback Number New Sole Source Procurement requirement columns