Title: STATE OF FLORIDA RESOURCE AND FINANCIAL MANAGEMENT POLICIES AND PROCEDURES FOR EMERGENCY MANAGEMENT
1STATE OF FLORIDA RESOURCE AND FINANCIAL
MANAGEMENT POLICIES AND PROCEDURES FOR EMERGENCY
MANAGEMENT
Suzanne Adams, Chief Finance and
Administration State Emergency Response Team
2Every picture tells a story.
3Every story is about a real family...
4Florida 2004 Disasters
- Charley August 13
- Frances September 4
- Ivan September 16
- Jeanne September 26
52004 Hurricane Facts
- 130 Deaths Nationally
- Estimated 42 Billion Total Costs
- 22 Billion in Insured Wind Damages
6INDIVIDUAL ASSISTANCE
- 1.25 Million People Registered for Individual
Assistance Programs - IHP 1.176 Billion
- HA 557 Million
- SBA 1.74 Billion
- ONA 620 Million (155 Million in State )
7Florida Perspective
Service Provided Hurricane Andrew 2004 Season Florida
Total Cost 82,000,000 83,000,000 IVAN includes AL, GA, TN, MS
Shelters 488 966
Shelter Population 138,926 361,594
Service Centers 30 45
Meals/Snacks served 5,672,303 13,440,958
Cases opened 68,252 55,157
Total workers 14,788 19,747
Over Time Period Three years Five months
8Projected Public Assistance Costs
- 22,000 Project Worksheets (PWs) representing an
estimated 2.7 Billion are projected from 2,737
new Applicants . - 3rd in Public Assistance funding
- Behind only NYC 9/11/2001 (7.4 Billion) and the
1994 California Northridge Earthquakes - (6.99 Billion)
- Hurricane Andrew had 1.84 Billion in PA funds
9Project Worksheets to Date
- 10,850 Obligated Project Worksheets
- 1.05 Billion obligated
- 9,086 Project Worksheets have been paid by the
State. - Nearly 800 Million in Federal and State Share
paid
102004 HURRICANESState Agency Costs
- 23 State Agencies Have Applied for Cost
Reimbursement under Public Assistance - Project Worksheets Currently Total Approximately
150 Million - Projected Totals are Estimated Between 185 and
250 Million
112004 EVENTS STATE AGENCY COSTS
12State of Florida Resource and Financial
Management Policies and Procedures for Emergency
Management
13WHY ARE WE HERE?
14We are not heroes, we are not responders, we are
the emergency managers. Our job is to make sure
they have what they need to do the job.
15LEGAL AUTHORITY
- 1. Governor
- 2. Division of Emergency Management
- 3. State Government Agencies
16GOVERNORS AUTHORITY
- Deploy and Use ANY..
- Suspend ANY..
- Utilize and Commandeer ALL
- Make available ALL.
- Delegate
17DEMs Responsibility
- Coordinate federal, state and local emergency
management activities - Assign lead and support responsibilities
- Provide support from within or outside of the
state - Delegate
18State Agencies Responsibility
- Emergency Coordinating Officers
- Planning
- Training
- Rosters
19State Agencies Responsibility, continued
- Funding Policy First recourse for funding
252.37 FS - Agency Head determines immediate danger to public
health, safety or welfare 287.057(5)(a) FS
20RESOURCE MANAGEMENT
21BASIC PREMISE
- Emergency Events Are Going to Happen
- 1. We will respond with resources
- 2. These resources cost money
- 3. Its never built into your agency annual
operating budget
22COMPREHENSIVE EMERGENCY MANAGEMENT PLAN (CEMP)
- EMERGENCY SUPPORT FUNCTIONS (ESF)
- - Assigns Responsibility based on
- Functional Capabilities
- - Delegates Operational Authority
23ESF RESOURCE PROCUREMENT
- 1. Existing
- 2. Purchase or Lease
- 3. Statewide Mutual Aid
- 4. Emergency Management Assistance Compact
- 5. Federal Assistance
24How do you know which to choose?
- COMMUNICATE WITH EACH OTHER!!
- UTILIZE LOGISTICS and ESF 7
- USE COMMON SENSE
25FINANCIAL MANAGEMENT
26WHO PAYSGENERAL RULE
- Resources are procured utilizing the financial
resources of the assigned Agency/Organization
27- RESPONSIBILITY FOR COSTS GO WITH THE MISSION
ASSIGNMENT - PLAN PROVIDES FOR DISTRIBUTION OF INITIAL
FINANCIAL BURDEN ACROSS STATE GOVERNMENT
28FINANCIAL MANAGEMENT OF EVENT COSTS
- Each Agency is responsible for developing and
implementing procedures and for providing
training related to continuously documenting
disaster related response and damage costs.
29Financial Management
- Accurate and immediate tracking of all force
account labor, equipment, leases, purchases and
contracts is crucial to recordkeeping. - Costs should be CLEARLY linked to missions/tasks
assigned in Tracker.
30Financial Management
- Develop contract templates for likely services
before event - Increase Limits on Visa Purchasing Cards
- Develop cost tracking forms tailored to your
agency and document everything - Set up unique cost codes in accounting system for
consolidating and tracking costs - Use emergency vendor lists and commodities
31Financial Management
- Plan for initial parking of costs as
reimbursement and budget authority may take a
while to process - Know and work with your OPB Budget Analyst. You
may need to be advanced funds if costs become
unmanageable. - Plan ahead and TRAIN those who will be working
the events
32Financial Management
- Finance Officers Conference Calls and email is
used to coordinate implementation of this State
Policy and to provide information - Initiated upon SERT Activation
33ECOsCommunicatewith your agency finance
staffNO STICKER SHOCK!!
34GETTING DECLARED AND STARTING RECOVERY
35WHY TRACK THE COSTS?
- Obtain Federal Declaration
- Timely Reimbursement
36REIMBURSEMENT and RECOVERY
- AGENCY ESTIMATES VITAL
- Used to obtain disaster declaration
- Used to determine States potential financial
obligations - Provides realistic whole picture of disaster
- Serves as backbone for agencys reimbursement
requests
37REIMBURSEMENT and RECOVERY
- POST-EVENT PRELIMINARY DAMAGE ASSESSMENT
- Federal---State---Local effort
- Estimation of State and Local government costs
for response and damages - Continually updated
38FEMA Provides Financial Assistance for Disaster
Recovery
- Authorized by Robert T. Stafford Act, Public Law
100-707, and - Public Law 93-288, Disaster Relief Act of 1974.
39REIMBURSEMENT AND RECOVERY
- Cost Share
- Public Assistance
- Federal/State Agreement
- Generally 75 25 Federal/State
- 2004 Events 90 10 Federal/State
- Governor may prescribe policy relating to local
match
40Damage Categories
- A - Debris
- B - Emergency Preparation
- C - Roads and Bridges
- D - Dams and Earthen Structures
- E - Buildings
- F - Utilities
- G - Misc. Infrastructure (Parks, etc.)
41FEMA DOES NOT COVER
- Lost revenues
- Interest cost on loans
- Regular labor hours for debris removal and
emergency preparation - A portion of equipment purchased for emergency
such as generators - Direct cost of administration of the grants
- Local or State match portion of the grants
42OTHER FEDERAL DISASTER PROGRAMS
- Individuals and Households
- Crisis Counseling
- Small Business Administration
- Other Needs Assistance (25 state share)
43REIMBURSEMENT
- Public Assistance applicants briefing
- Request for Public Assistance
- Subgrantee documentation
- Project Worksheet
- Public Assistance Packet
- Governors Authorized Representative
- Grants administration - Contract with subgrantee
-
44 REIMBURSEMENT
- Processing of Applicant requests restructured.
- Centered on development and release of web-based
portal - Allows applicants to log in and access grant
information, generate reports, view documents,
and make requests in real time. - www.FloridaPA.org
45DCA will seek source of funds for State Agencies
match DCA Serves as Grantee for FEMA funds DCA
requests budget authority to administer those
funds State government agencies MUST seek
budget authority to utilize the reimbursed
funds, including match
46SUMMARY
- PERFORM YOUR ASSIGNED MISSIONS
- INITIAL FINANCIAL RESPONSIBILITY IS YOURS
- MAINTAIN GOOD COST RECORDS FROM THE VERY
BEGINNING - APPROPRIATE OPTIONS WILL BE PURSUED FOR
REIMBURSEMENT OF COSTS
47Questions?
48- Policy handouts in back of roomhttp//www.florid
adisaster.org/ - http//www.floridapa.org/
- suzanne.adams_at_dca.state.fl.us