FY2013 Homeland Security Grant Program

1. FY2013 Homeland Security Grant Program Grant Compliance and Management Course

2. Module 1 Course Overview

3. Course Overview

4. Course Objectives At the conclusion of this course, students will be able to: • Identify and meet the necessary grant compliance requirements for the tentative FY2013 Homeland Security Grant Program. • Effectively and efficiently complete a project request for the FY2013 HSGP. • Maintain the proper documentation required for the grant auditing process conducted by the Texas State Administrative Agency.

5. Course Logistics • Course duration • Breaks • Cell phones • Classroom supplies • Restrooms • Emergency exits • Other considerations

6. Introductions • Name • Rank/Position • Department

7. Student Expectations What are your expectations from this course?

8. New Information/Updates • Continued compliance is required for participation in the Emergency Notification System • Compliance requirements now include both Juvenile and Adult reporting at 90% or greater

9. Module 2 Grant EligibilityInformation in this 2013 presentation is tentative and subject to change by the sAA or DHS

10. Unit Terminal Objective At the end of this module, students will be able to identify and meet the necessary grant compliance requirements for the tentative FY2013 Homeland Security Grant Program.

11. Eligibility Certification Form • The form serves as a checklist for all eligibility requirements • The form must be completed the appropriate representatives from the jurisdiction • Chief Elected Official • Chief Executive Officer • Chief Financial Officer • Required documentation for each compliance metric • Eligibility Certification Form

12. NIMS Compliance • NIMS must have been adopted by the local jurisdiction • NIMS Adoption • NIMS must have been implemented by the local jurisdiction • NIMS Implementation Plan/Policy • NIMSCAST metrics for current year must be completed at 100% • Including any corrective action plans

13. NIMS Compliance • Required Documentation for Eligibility Certification Form • 100% NIMSCAST Completion • NIMSCAST Summary of Assessment Report • <100% NIMSCAST Completion • + Letter from Chief Elected Official explaining what steps have been taken to achieve 100% completion, expected deadlines, etc. • No NIMSCAST submission • Letter from Chief Elected Official explaining what steps have been taken to achieve 100% completion, expected deadlines, etc. with obligation to use NIMSCAST in future.

14. NIMSCAST

15. NIMSCAST Metrics

16. NIMSCAST Metric Completion

17. NIMSCAST Summary Report Printout of NIMSCAST Summary Report

18. NIMS Training Standards • IS-700 is required for all responders or for any personnel that have a role in emergency management or support operations • Certain positions may require additional courses • Jurisdiction/agency has authority to determine training requirements beyond IS-700 • Refer to NIMS Five-Year Training Plan for guidance • Training standards should be addressed in local NIMS Implementation Plan/Policy

19. NIMS Training Plan Outline

20. Emergency Management Plans • Must be state-approved at the Intermediate level • Basic Plan + Annexes A-O, Q-S, and V • All annexes except Hazard Mitigation, Donations Management, and Legal • Most plans are completed at the county level with local jurisdictions signing onto the county plan • Plans can be created at the local level, but is knowledge and resources intensive

21. A-133 Single Audit • Jurisdictions do not have to complete an A-133 audit if they did not expend $500,000 in state or Federal funding during the past fiscal year • If an A-133 audit is required, the reporting package must be submitted to: • Texas DPS • Federal Clearing House

22. A-133 Single Audit • Eligibility Certification Form required documentation: • A-133 Reporting Package • A-133 Findings

23. Texas Regional Response Network • Intended to list deployable resources so that they can be located during disasters or emergencies • Jurisdictions/agencies must have an account • HSGP funded equipment must be listed if: • Purchased by HSGP funds, • Valued at $5,000 or more , and • Deployable

24. Texas Regional Response Network

25. Texas Regional Response Network

26. Texas Regional Response Network

27. Texas Regional Response Network

28. DUNS, CCR and FFATA • Jurisdiction or agency must have entered all required CCR and FFATA/employee compensation information. • Jurisdiction must have a valid CCR registration

29. DUNS, CCR, and FFATA • Eligibility Certification Form required documentation • Printer-friendly copy of an active CCR registration that is valid through the end of current calendar year

30. Criminal History Reporting • County must have documented 90% or more disposition completeness rate for adult and juvenile arrests, per Chapter 60, Texas Code of Criminal Procedure • If less than 90% • Attain 90% or better completeness by July 1, 2013

31. Eligibility Certification Form • 2013 SHSP Eligibility Form

32. Module 3 Grant Processes

33. Unit Terminal Objective At the end of this module, students will be able to effectively and efficiently complete a project request for the FY2013 HSGP.

34. HSGP Grant Funding Process

35. Local Process • Local jurisdictions submit project requests that include: • Complete 2013 Project Worksheet Application • Quote from vendor(s) • Regional committee (HOTCOG Executive Board) makes determination as to which projects are funded with available grant funding • Recommendations are made by EPAC and HOTCOG Staff • Decisions are based on available funding and priorities established by state and federal governments

36. Local Process • Once funds are received in SPARS (grant management system), local jurisdictions may request authorization to purchase specific items or services • Once approval has been received, the requested purchase can be made and equipment ordered. • Local procurement policy • Non-debarment reports • Inventory control log

37. Local Process • Once project or expenditure is complete, local jurisdiction requests reimbursement for expended funds from State in SPARS • Invoices must be marked as equipment/services received, OK to pay, signed and dated • Reimbursement process • Hardship process • Must be completed within 10 days of receiving funds from state • Technical assistance is available from HOTCOG Homeland Security Division staff

38. Module 4 Grant Compliance and Auditing

39. Unit Terminal Objective At the end of this module, students will be able to maintain the proper documentation required for the grant auditing process conducted by the Texas State Administrative Agency.

40. HSGP Auditing • All recipients of HSGP funds will be subject to an audit • During an audit, SAA staff reviews local policies and procedures, as well as grant equipment and records • Your student manual will serve as an asset in staying ready for an audit

41. Equipment Use • Prior to placing equipment into service • Equipment must be tagged according to requirements stated in Information Bulletin #12-004 • Equipment must be listed on the Inventory Control Log • If equipment is deployable and valued at $5,000 or more, it must be entered into TRRN • Mileage logs must be maintained for all vehicles

42. Equipment Tagging Guidelines • Removable only through considerable effort or intentionally • Tags must contain • Jurisdiction’s name • Tag sequence number • When practical, marked with “Purchased with Funds Provided by the U.S. Department of Homeland Security” • Tag should be visible or easily accessible

43. Equipment Tagging Guidelines

44. SAA Monitoring Checklist • List of questions in which all audit activities are derived • Enables local jurisdictions to know what to expect during an audit • Discussed supplanting, financial management, equipment management, NIMS, TRRN, and jurisdictional representation • SAA Audit Checklist • Audit Representation Form

45. Supplanting Grant funds cannot be used to purchase items that have previously been appropriated for

46. Local Procurement Policy • Must be available during audit • Must meet requirements of 44 CFR 13 and the Uniform Grant Management Standards (UGMS)

47. Non-debarment of Vendors • Vendors must be verified by the excluded parties list system (EPLS) for non-debarment. This is done on the System for Award Management (SAM). • Print a copy of your findings for your records • Debarred vendors cannot be paid using grant funds from the HSGP • A printed report should be maintained on file for all vendors paid with HSGP funds

48. Inventory Management • All equipment must be listed on an Inventory Control Log • The log must contain the following information: • Log should be accompanies by pictures of equipment • Purpose of Property • Current Condition • Documentation Verification • Name of Title Holder • Disposition Date • Control Number • Serial and Model Numbers • Description • Cost • Acquisition Date • Location of Property • Grant and Grant Year • Percent Federal Participation

49. Vehicles • Vehicle Mileage Logmust be maintained for all vehicles purchased with HSGP funds • Log must list: • Vehicle make, model, and VIN • Purpose of trip • Starting, ending, and total trip mileage • Date of use • Name of operator

50. Equipment Loans and Transfers • Loaned or transferred equipment must be documented on the appropriate forms: • Permanent Loan Form • Temporary Loan Form • Transfer of Ownership Form • Recipient must be eligible for the grant year in which the equipment was purchased • Unless the equipment is transferred, the original recipient is responsible for all maintenance and repair of the equipment