STATE OF FLORIDA RESOURCE AND FINANCIAL MANAGEMENT POLICIES AND PROCEDURES FOR EMERGENCY MANAGEMENT - PowerPoint PPT Presentation

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STATE OF FLORIDA RESOURCE AND FINANCIAL MANAGEMENT POLICIES AND PROCEDURES FOR EMERGENCY MANAGEMENT

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Title: STATE OF FLORIDA RESOURCE AND FINANCIAL MANAGEMENT POLICIES AND PROCEDURES FOR EMERGENCY MANAGEMENT


1
STATE OF FLORIDA RESOURCE AND FINANCIAL
MANAGEMENT POLICIES AND PROCEDURES FOR EMERGENCY
MANAGEMENT
Suzanne Adams, Chief Finance and
Administration State Emergency Response Team
2
Every picture tells a story.
3
Every story is about a real family...
4
Florida 2004 Disasters
  • Charley August 13
  • Frances September 4
  • Ivan September 16
  • Jeanne September 26

5
2004 Hurricane Facts
  • 130 Deaths Nationally
  • Estimated 42 Billion Total Costs
  • 22 Billion in Insured Wind Damages

6
INDIVIDUAL 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 )

7
Florida 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
8
Projected 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

9
Project 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

10
2004 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

11
2004 EVENTS STATE AGENCY COSTS
12
State of Florida Resource and Financial
Management Policies and Procedures for Emergency
Management
13
WHY ARE WE HERE?
14
We 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.
15
LEGAL AUTHORITY
  • 1. Governor
  • 2. Division of Emergency Management
  • 3. State Government Agencies

16
GOVERNORS AUTHORITY
  • Deploy and Use ANY..
  • Suspend ANY..
  • Utilize and Commandeer ALL
  • Make available ALL.
  • Delegate

17
DEMs Responsibility
  • Coordinate federal, state and local emergency
    management activities
  • Assign lead and support responsibilities
  • Provide support from within or outside of the
    state
  • Delegate

18
State Agencies Responsibility
  • Emergency Coordinating Officers
  • Planning
  • Training
  • Rosters

19
State 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

20
RESOURCE MANAGEMENT
21
BASIC 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

22
COMPREHENSIVE EMERGENCY MANAGEMENT PLAN (CEMP)
  • EMERGENCY SUPPORT FUNCTIONS (ESF)
  • - Assigns Responsibility based on
  • Functional Capabilities
  • - Delegates Operational Authority

23
ESF RESOURCE PROCUREMENT
  • 1. Existing
  • 2. Purchase or Lease
  • 3. Statewide Mutual Aid
  • 4. Emergency Management Assistance Compact
  • 5. Federal Assistance

24
How do you know which to choose?
  • COMMUNICATE WITH EACH OTHER!!
  • UTILIZE LOGISTICS and ESF 7
  • USE COMMON SENSE

25
FINANCIAL MANAGEMENT
26
WHO 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

28
FINANCIAL 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.

29
Financial 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.

30
Financial 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

31
Financial 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

32
Financial Management
  • Finance Officers Conference Calls and email is
    used to coordinate implementation of this State
    Policy and to provide information
  • Initiated upon SERT Activation

33
ECOsCommunicatewith your agency finance
staffNO STICKER SHOCK!!
34
GETTING DECLARED AND STARTING RECOVERY







35
WHY TRACK THE COSTS?
  • Obtain Federal Declaration
  • Timely Reimbursement

36
REIMBURSEMENT 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

37
REIMBURSEMENT and RECOVERY
  • POST-EVENT PRELIMINARY DAMAGE ASSESSMENT
  • Federal---State---Local effort
  • Estimation of State and Local government costs
    for response and damages
  • Continually updated

38
FEMA 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.

39
REIMBURSEMENT 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

40
Damage Categories
  • A - Debris
  • B - Emergency Preparation
  • C - Roads and Bridges
  • D - Dams and Earthen Structures
  • E - Buildings
  • F - Utilities
  • G - Misc. Infrastructure (Parks, etc.)

41
FEMA 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

42
OTHER FEDERAL DISASTER PROGRAMS
  • Individuals and Households
  • Crisis Counseling
  • Small Business Administration
  • Other Needs Assistance (25 state share)

43
REIMBURSEMENT
  • 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

45
DCA 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
46
SUMMARY
  • 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

47
Questions?
48
  • Policy handouts in back of roomhttp//www.florid
    adisaster.org/
  • http//www.floridapa.org/
  • suzanne.adams_at_dca.state.fl.us
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