Hazard Mitigation Grant Programs

1
Hazard Mitigation Grant Programs

• Scott MacLeod, Hazard Mitigation Grants Manager
• Massachusetts Emergency Management Agency (MEMA)
• Rich Zingarelli, State Hazard Mitigation Officer
  
• Department of Conservation and Recreation (DCR)

2
Team Concept

• Massachusetts Department of Conservation
  Recreation
• Engineering Expertise
• Technical Assistance
• Resource Management

• Massachusetts Emergency Management Agency
• Administrative Capability
• Financial Management
• Local Community Contacts w/ Emergency Managers

3
Managing Expectations

• What is mitigation
• HMGP vs. PDM vs. FMA
• PDM FMA grant program focus
• Program requirements/pre-requisites
• Eligible types of projects
• Application process/timeline(aggressive)
• Technical considerations

4
What is Hazard Mitigation?

• Any sustained action taken to reduce or
  eliminate long-term risk to people and property
  from hazards and their effects.

5
Breaking the Cycle!
DISASTER
RESPOND
REPAIR
Hazard mitigation results in long-term, cost-
effective, and environmentally-sound reduction of
hazard vulnerability.
6
Is it Long-Term Hazard Mitigation?

• Is there an increased level of protection from
  hazards???
• Do not simply restore condition to that which
  existed before the event. Or the same damage
  will occur
• Mitigation grants cannot be used for maintenance,
  repair or projects already in progress

7
PDM vs. HMGP vs. FMA

• All (3) programs typically funded w/ 75 FEMA
  share and 25 local
• PDM provides funds for all-hazard mitigation
  prior to a disaster (annual allocation)
• PDM is a nationally competitive grant program
• Hazard Mitigation Grant Program (HMGP) provides
  funds for hazard mitigation projects after a
  disaster (not an annual allocation)

8
PDM vs. HMGP vs. FMA (cont.)

• HMGP funds are made available for counties in the
  federally declared disaster area may also be
  requested statewide.
• Flood Mitigation Assistance (FMA) provides funds
  for mitigation of flood-related hazards (annual
  allocation)
• FMA focus on projects that reduce or eliminate
  damage to structures insured under the National
  Flood Insurance Program (NFIP).

9
PDM - Who Can Apply???

• As Applicants State Emergency Management Agency,
  Federally Recognized Indian Tribal Governments
  that participate in the NFIP
• As Sub-applicants State agencies other than
  MEMA, Federally Recognized Indian Tribal
  Governments that participate in the NFIP, Local
  Communities that participate in the NFIP.
  
• (Private Non-Profit Organizations and individual
  property owners are not eligible sub-applicants,
  but a local community can apply for assistance to
  benefit the private entity.)

10
Pre-Disaster Mitigation Program

• Authorized by the federal Disaster Mitigation
  Act of 2000 (DMA2000).
• PDM is funded by FEMA to assist
  states/communities/tribal governments in reducing
  risks from hazards through hazard mitigation
  planning and mitigation projects, prior to an
  event.
• Funding for the FY2008 PDM program is subject to
  Congressional appropriationstay tuned.
• Historically, 100 million available
  nationwide. (500k set aside per State)

11
Pre-Disaster Mitigation Program (cont.)

• For FY 2008 PDM-C projects, Locals must have
  FEMA-approved Multi-Hazard Mitigation Plan by
  FEMA Application deadline of January 31, 2008.
• MEMA is the applicant and communities are the
  sub-applicant. Deadline for local applications
  to MEMA via eGrants is January 17, 2008.
  Applications due to FEMA from applicant by
  January 31, 2008.
• Monitor MEMA webpage (www.mass.gov/mema) for
  updated program information, funding levels,
  application deadline changes, etc

12
Eligible PDM Activities

• PDM GRANTS CANNOT DUPLICATE BENEFITS AVAILABLE
  TO SUB-APPLICANTS FROM OTHER FEDERAL FUNDING
  SOURCES.
• MITIGATION PLANNING (EVALUATED SEPERATELY FROM
  PROJECT APPLICATIONS)
• MITIGATION PROJECTS (PRIMARY FOCUS ON NATURAL
  HAZARDS)
• SUB-GRANTEE MANAGEMENT COSTS (LIMITED TO 5 OF
  TOTAL FUNDING REQUESTED, IS PART OF THE 3M CAP,
  AND MUST BE INCLUDED AS SEPARATE LINE ITEM IN
  APPLICATION)
• PRE-AWARD COSTS (PRIOR TO GRANT AWARD BUT AFTER
  PDM APPLICATION PERIOD OPENS Oct. 30, 2007 MAY
  INCLUDE ITEMS SUCH AS BCA, ENV./HISTORIC DATA,
  ENGINEERING DESIGN MUST BE INCLUDED IN
  APPLICATION AS SEPARATE LINE ITEM SUBJECT TO
  FEMA DISCRETION AVAILABLE FUNDING)

13
Eligible PDM Planning Activities

• Mitigation planning grant deliverable must be a
  locally adopted, FEMA-approved HM plan which
  complies with 44 CFR Part 201
• No standalone feasibility, drainage, engineering
  studies, etc.
• Failure to meet deliverable reqt will result in
  recoupment of FEMA funds
• Primary focus on natural hazards, may also
  address hazards caused by manmade events

14
Eligible PDM Planning Activities

• PDM planning funds can only be used for
• Development of a new HM plan or,
• Comprehensive review and update of existing
  FEMA-approved HM plan to meet 5-year requirement
  and FEMA update guidance documentation.

15
Types of Mitigation Projects

• Voluntary property acquisition/relocation of
  hazard-prone property for conversion to open
  space
• Structural non structural retrofitting (e.g.
  storm shutters, hurricane clips, elevate
  structures and/or utilities, etc.) of existing
  structures for hazards
• Localized flood control projects, such as
  floodwall systems to protect critical facilities
  and are not a section of a larger flood control
  system
• Minor structural hazard control or protection
  projects that may include flood control projects,
  vegetation management, stormwater management or
  shoreline/slope stabilization

16
Mitigation Project Requirements

• Cost-effective (Benefit-Cost ratio of greater
  than 1.0) and substantially reduces the risk of
  future damage, hardship, loss from a major
  disaster and is the best alternative given
  effectiveness and available funding
• Consistent with a FEMA-approved Local and State
  Hazard Mitigation Plan Goal
• Must solve a problem independently (no phased
  projects)
• Conforms with 44 CFR Parts 9 10 (Floodplain
  Mgmt. and Protection of Wetlands/Environmental
  Considerations)
• Must be able to be permitted under federal, state
  and local permit procedures (permits not required
  prior to application approval)

17
Mitigation Project Requirements (cont.)

• Cannot duplicate benefits available from other
  Federal sources for same purpose (EPA, ACOE,
  NRCS)
• Be located in a community participating in the
  NFIP in good standing
• Cannot be located in a coastal barrier area as
  defined by Coastal Barrier Resources Act (CBRA)
• Meet the requirements of federal, state and local
  laws
• Property acquisition/relocation projects have
  additional requirements and assurances that must
  be submitted with the application.
• Voluntary acquisition (no eminent domain)
• Deed restrictions
• Maintenance reporting

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What Projects are Ineligible?

• Maintenance and/or repair projects (dredging,
  debris removal, bridge/dam repair or rehab)
• Completed Projects or Projects that are
  in-progress
• Major flood control projects such as
  construction, demo or repair of dams, dikes,
  levees, seawalls, etc.
• Design, feasibility, and/or drainage studies not
  integral to project
• Phased or partial projects
• Flood studies or flood mapping
• Generators and related equipment for non-critical
  facilities
• Warning or alert notification systems Response
  or communication equipment.

19
Application Process

• State Notifies Potential Sub- Applicants

8. FEMA R1 is notified of awards and works with
State to begin implementation
2. Sub-applicants submit projects through
e-grants to State (by 500pm Thursday January 17,
2008)
7. FEMA HQ forwards top ranked applications to
National Evaluation Phase
3. State Reviews Applications and ranks them
6. FEMA R1 forwards complete applications to FEMA
HQ for ranking
4. Applications submitted to FEMA R1 through
e-grants by Thursday January 31, 2008
5. FEMA R1 Reviews applications for completeness
20
PDM Funding
IF PROJECT COSTS END UP EXCEEDING THE ESTIMATED
AMOUNTS PROVIDED IN THE APPLICATION THEN THE
SUB-GRANTEE MUST FUND THE OVER-RUN. FEMA WILL
NOT PROVIDE ADDITIONAL FUNDING BEYOND WHAT IS
REQUESTED IN THE APPLICATION.

• 3 million federal cap (share) per application
• FEMA will fund up to 75 of eligible project
  costs
• Sub-grantee (local) responsible for a minimum of
  25 of the eligible project costs.

21
Grant Cost-Share
25
75
90(fed)/10(local) split for small,
impoverished communities
22
Grant Cost Share

• Local share must be in direct support of the
  proposed activities
• Cash
• -local, state, private cash payments (federal
  funds cannot be used except CDBG, SBA, Bureau of
  Indian Affairs, USDA Loan funds)
• IN-KIND Contributions
• -force account labor (e.g. DPW staff), equipment,
  materials, contract labor (e.g. engineering
  contract), donated labor
• Local share must be committed and identified in
  the application

23
Pre-Award Costs

• Applicants MAY be reimbursed for project costs
  incurred prior to grant award, but after the
  application period has opened (Oct. 30, 2007) for
  activities directly related to the proposed
  project e.g. Benefit-Cost Analysis
  environmental/historic data engineering design,
  etc.
• FEMA MAY provide pre-award costs at their
  discretion and as funds are available. These
  costs must be submitted as a separate line item
  in the sub- application budget. Pre-award costs
  will not be reimbursed if the application is not
  selected for award.

24
Important Considerations

• Benefit-Cost Analysis (BCA) A BCA will be
  required for all mitigation projects. If the BCA
  is not performed or it is calculated to be below
  1.0 then the application will not be considered.
  The higher the ratio the more competitive the
  application will be.
• Benefits are damages/losses avoided, e.g.
• damages to buildings, infrastructure, contents
• economic impacts of loss of building, public
  services, net business income and costs for
  temporary quarters
• economic impacts of loss of function of roads,
  bridges, utilities, and travel costs
• death and injury.
• All data must be clearly documented and that
  documentation must be provided in support of the
  application.
• Benefit Cost Helpline is available-
  1-866-222-3580 or bchelpline_at_dhs.gov

25
Important Considerations

• Environmental/Historic Review - Funds will not be
  awarded and the project cannot be initiated if
  FEMA environmental review or assessment is
  required and has not been completed.
• Regional FEMA Offices will conduct environmental
  review but sub-applicants need to provide
  information in the form of consultations to make
  Region aware of potential issues.
• FEMA needs complete answers to the application
  Environmental/ Historical Preservation questions
  supporting documentation in the
  sub-application.
• To expedite application, identify and analyze
  potential environmental/historic impacts to
  determine if they would result in scope, budget
  or location changes, or require mitigation that
  would affect the budget. Keep these in mind when
  formulating the budget as they will only be part
  of the cost share if submitted as part of the
  sub-application.

26
Important Considerations

• Engineering Feasibility - Technical info that the
  sub-applicant believes is pertinent to the review
  should be included in the application. Photos,
  sketches and drawings may help as well
• Basis of Design - If project has a potential
  effect on hazards elsewhere, these should be
  identified increasing a culvert upstream causes
  a small increase in flood levels downstream and,
  therefore, flows, frequency of event and
  standards should be included

27
Important Considerations

• Scope of Work Cost Estimates -
• Sub-applications should include a detailed scope
  of work, line item cost estimates and project
  schedule
• Avoid lump sum cost items provide specific
  quantities and unit costs
• Contingencies are not a FEMA eligible line item
  do not include in cost estimate/budget
• Be conservative with cost estimates (consider
  grant award date future construction costs)
• Be as detailed as possible identifying the work
  to be done and the materials, labor and other
  costs that are identifiable.

28
FEMAs Role

• Reviews Approves applications
• FEMA is available for technical assistance on
  e-grants, BCA, engineering feasibility,
  environmental/historic preservation compliance
• FEMA will not complete the application or the BCA.

National Evaluation
National Ranking
National Technical Review
29
National Ranking Factors
30
National Evaluation Factors
31
National Technical Review

• FEMA will conduct a national Technical Review for
  the highest scoring project sub-applications,
  representing 150 of available funding focusing
  on two (2) areas
• Benefit-Cost Analysis (Technically correct
  thoroughly documented)
• Engineering Feasibility (Feasible and/or
  effective adequate documentation)

32
IMPORTANT

• FEMA will not consider changes to the scope of
  work after applications are submitted and before
  awards are made. Scope changes after the awards
  may be allowed if they do not change the nature
  of the project.
• For acquisition projects changes in the
  properties of an approved mitigation project may
  be approved if they were identified as alternates
  in the original application and a BCA was
  completed.
• Planning Project performance period may not
  exceed 3 years. Sub-applications that propose a
  work schedule in excess of 3-years will not be
  approved.

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Is it the Best Alternative?

• FEMA regulations require that each applicant
  consider a range of alternatives to address the
  natural hazard problem that you wish to mitigate.
• 3 Alternatives are required
• - proposed project is alternative 1
• - two (2) other feasible alternatives must be
  described/discussed

34
Is it the Best Alternative?

• Local Project Review Criteria
• Socially Acceptable
• Technically Feasible
• Administratively Possible
• Politically Acceptable
• Legal
• Economically Sound
• Environmentally Sound

35
Is the Proposed Project Cost-Effective?

• Are project benefits gt project costs?
• (benefitsestimated value of future avoided
  damages)

COSTS
BENEFITS
36
Is the ProjectTechnically Feasible?

• Clearly Defined Problem
• Feasible and Effective Objective
• Sufficient Scope
• Project can be completed timely

37
Is Project in Compliance with Environmental Rules
Regulations?
Enhance environmental protection through
mitigation
Sub-grantee must obtain all applicable permits
Project complies with NEPA and MEPA Rules
Regulation
38
FEMA PDM Resources
FY08 PDM Info http//www.fema.gov/government/gr
ant/pdm/fy2008.shtm E-Grants website
https//portal.fema.gov/famsVuWeb/home E-Grants
Helpdesk [phone] mtegrants_at_dhs.gov Benefit
-Cost Analysis Helpline [phone]
bchelpline_at_dhs.gov Engineering Helpline
[phone] enghelpline_at_dhs.gov Env./Historic
Helpline [phone] ehhelpline_at_dhs.gov
39
Flood Mitigation Assistance (FMA) Program

• Created by the Natl Flood Insurance Act of 1968,
  as amended.
• Funding to States, Indian tribal governments and
  communities for cost-effective mitigation
  measures to reduce flood damage to buildings,
  manufactured homes and other structures insured
  under the National Flood Insurance Program
  (NFIP).
• FY2008 Priority is to fund flood mitigation
  activities that reduce or eliminate the long-term
  risk of flood damage to structures currently
  insured under the NFIP.

40
Flood Mitigation Assistance (FMA) Program (cont.)

• Rep Loss any property for which two or more
  flood insurance claims have been paid for more
  than 1,000 within any rolling 10-year period
  since Jan. 1, 1978.
• Annual allocation formula based on total of
  NFIP policies of Rep Loss properties per
  State.
• FY2008 allocations for MA subject to
  Congressional appropriation
• 400,000 for flood mitigation projects
• 35,000 for flood planning

41
Flood Mitigation Assistance (FMA) Program (cont.)

• For FY2008 FMA, Locals must have FEMA-approved
  Flood Mitigation Plan by FEMA application
  deadline (March 31, 2008)
• - A FEMA-approved Multi-Hazard Mitigation Plan
  (consistent with 44 CFR Part 201) also meets this
  requirement.
• Application via eGrants Deadline for local
  applications to MEMA by Mon. March 17, 2008.
• Monitor MEMA website for updated program
  information (www.mass.gov/mema)

42
Eligible Types of FMA Projects(Must focus on
flood hazards)

• Voluntary property acquisition/relocation of
  NFIP-insured flood-prone structures for
  conversion to open space
• Elevation of NFIP-insured structures and/or
  retrofit utilities
• Minor physical flood mitigation projects that
  reduce localized flooding problems and do not
  duplicate the flood prevention activities of
  other Federal agencies. At least 50 of the
  structures directly benefiting from the project
  must be NFIP-insured structures

43
Eligible Types of FMA Projects(Must focus on
flood hazards)

• Properties must be insured thru the NFIP at the
  time of FMA application (3/31/2008)
• For projects related to improved structures that
  remain sited in the SFHA (e.g. elevation
  utility retrofits), property owners must maintain
  flood insurance in perpetuity (deed requirements).

44
What Projects are Ineligible?

• Maintenance and/or repair projects (dredging,
  debris removal, bridge/dam repair or rehab)
• Completed Projects or Projects that are
  in-progress
• Major flood control projects such as construction
  or repair of dikes, levees, seawalls, dams, etc.
• Design, feasibility, and/or drainage studies not
  integral to project
• Mitigation reconstruction (demo/rebuild)
• Phased or partial projects
• Flood studies or flood mapping
• Generators and related equipment for non-critical
  facilities
• Response or communication equipment Warning or
  alert notification systems.

45
Other FMA Items

• Similar/same e-Grants application process as PDM
• Benefit-Cost Analysis supporting documentation
  required with sub-application
• Detailed scope, budget schedule (no
  contingencies)
• Environmental/Historic Preservation compliance
• 75 FEMA / 25 Local Funding
• Not more than ½ of local funding can be from
  in-kind sources
• Property acquisition/relocation projects require
  additional documentation (see FEMA Guidance)
• FEMA FMA Guidance and related info
  http//www.fema.gov/government/grant/fma/fma2008.s
  htm

46
Scott MacLeodHazard Mitigation Grant
ManagerMassachusetts Emergency Management
AgencyScott.MacLeod_at_state.ma.us(508)
820-1445Rich ZingarelliActing State Hazard
Mitigation OfficerDepartment of Conservation
RecreationRichard.Zingarelli_at_state.ma.us(617)
626-1406