Hazard Mitigation Grant Program (HMGP)

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Hazard Mitigation Grant Program (HMGP)

• Applicants Briefing
• FEMA DR-1668-LA
• Severe Storms and Flooding
• Briefing Conducted April 24, 2007

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Hazard Mitigation

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

3
Applicant Briefing for Hazard Mitigation Grant
Program

• To prepare local officials and potential
  applicants for the Hazard Mitigation Grant
  Program (HMGP).
• The briefing will help applicants more
  effectively manage the program in accordance with
  State Guidelines.

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Goals of the HMGP

• Support the State / Local Hazard Mitigation Plans
  by funding Hazard Mitigation measures that are in
  line with the respective plans.
• Assist local governments in using safer building
  practices and improving existing structures and
  supporting infrastructure.

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Key FEMA Responsibilities

• Oversee the State management of the HMGP.
• Assist the State in setting priorities for the
  use of HMGP funds.
• Approve or deny applications for funding that are
  submitted from the applicant thru the Grantee
  (State).

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Key State Responsibilities

• Manage the HMGP Program.
• Solicit program interest and help potential
  applicants to complete applications.
• Review and submit applications to FEMA.
• Notify applicants of FEMA decisions.
• Monitor program activities.
• Conduct periodic/compliance reviews

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Key Regulatory/Guidance Resources

• The Stafford Act
• The Code of Federal Regulations,44 Part 206,
  Subpart N
• The HMGP Desk Reference

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Funding

• The program may provide a State with up to 15
  percent of the total disaster grants awarded by
  FEMA.
• This grant may be used to fund up to75 percent
  of eligible mitigation measures.
• The applicants must provide the remaining 25
  percent cost share from non-Federal sources.

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Who is Eligible?

• GOVERNMENT ENTITIES
• State Agencies
• Local Agencies
• Special/Regional Districts

• TRIBAL NATIONS

• PRIVATE NON-PROFIT ORGANIZATIONS
• Section 501 (c), (d), (e) of the Internal Revenue
  Service Code
• Medical, Residential Health Care Facilities,
  Educational, Emergency Utility.

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Who is Eligible?
Section 322 of the Robert T. Stafford Disaster
Relief and Emergency Assistance Act (Stafford Act
or the Act), 42 U.S.C. 5165, enacted under Sec.
104 the Disaster Mitigation Act of 2000, (DMA
2000) establishes a new requirement for local
mitigation plans to be approved by FEMA in order
to be eligible for Hazard Mitigation Grant Funds
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Eligible Parishes

• Acadia
• Allen
• Beauregard
• Calcasieu
• Caldwell
• Catahoula
• Evangeline
• Franklin
• Grant
• Jefferson
• Jefferson Davis
• LaSalle

• Madison
• Morehouse
• Natchitoches
• Ouachita
• Rapides
• Richland
• Sabine
• St. Helena
• St. Landry
• Tensas
• Vernon
• Winn

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STATE HAZARD MITIGATION TEAM

• FOR DISASTER 1668 (Severe Storms and Flooding)
• THE APPROVED IMPLEMENTATION STRATEGY OF
  APPROXIMATELY 1,785,732.00 HMGP FUNDING IS AS
  FOLLOWS..
• DRAINAGE PROJECTS
• Projects (construction activities that would
  protect from flooding or alleviate flood waters
  more rapidly) with an approximate Fed share of up
  to 200K on each project.

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The Application Process
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The Application Process (cont)
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Pre Application/Letter of Intent(Refer to Pre
Application Form)

• Identifies vital project information such as
• Point of Contact
• Project Location
• Detailed Project Description
• Project Impacts/Area(s) Effected
• Also included with the Pre Application is the
  completed Engineering Checklist

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STATE HAZARD MITIGATION TEAM

• Selection Criteria
• Applications will be ranked based upon the
  following criteria..
• Number of people and
• critical facilities affected
  40
• Cost/ Benefit of the project 30
• Completeness of application 20
• Time frame of project 10

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The Applicants Role

• Develop, adopt and update local mitigation
  strategy.
• Submit Letter of Intent to GOHSEP
• Submit HMGP applications to GOHSEP.
• Implement the project and maintain all project
  documentation.
• Ensure all project costs are reasonable and in
  compliance with all applicable federal, state,
  and local requirements governing the use of
  federal funds.

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Key Applicant Responsibilities

• Maintain appropriate records.
• Responsible for project costs even if the
  services of a contractor are utilized.
• Responsible for determining that Federal funds
  are only spent on FEMA approved projects.
• Issue 1099s if applicable.

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Key Applicant Responsibilities

• Manage the implementation of the approved
  project.
• Comply with HMGP requirements, grants management
  procedures, the grant agreement, and applicable
  laws.
• Responsible for determining that cost are
  reasonable.

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HMGP Financing

• HMGP is a cost-reimbursement grant program
• The recipient (Subgrantee) of the funds should
  initially make arrangements to fund the entire
  project (up-front money), unless circumstances
  provide for the limited advance of funds.

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Make Sure That . . .

• The following information is accurate.
• Pre-Application/Letter of Intent
• Name of Subgrantee local POC
• Location of Project / Description of Measure
• Cost Estimate for the Measure must be detailed
  and include an analysis of the cost-effectiveness
  substantial risk reduction, consistent with
  206.434(c) minimum project criteria

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Make Sure That . . .

• Work schedule justification for work is
  included in application
• Alternatives considered
• Consulting fees must be disclosed
• No hidden costs are included
• Required environmental information

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Eligible Projects Must . . .

• Meet the requirements of 44 CFR 206.434(b)
  Local Plan Requirements created by DMA 2000
• 206.434(c) Minimum Project Criteria
• Be in conformance with State/local Plan approved
  under Part 201
• Solve a problem and be cost-effective and
  substantially reduce the risk of future flooding

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Cost of expected damages

• Consider the life of the project (typically 30
  years for drainage) together with possible annual
  damages.
• Costs benefits will accrue if the project is
  implemented. Analyze how the costs of the
  project, through its lifetime, compares with the
  anticipated value of future damage reduction.

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Allowable Project Costs

• Reasonable costs to implement project
• Project design
• Administrative costs
• Eligible Property
• Construction, Labor and materials

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Contractor Guidelines

• Make sure
• The Subgrantee follows the procurement guidelines
  in 44 CFR Part 13.
• Objective criteria used when selecting
  contractors.
• Local/State Bid laws used

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Administrative Costs Subgrantees

• Covers HMGP subgrantee costs including
• Preparation of applications, quarterly reports,
  audits, and related field inspections
• Recordkeeping
• Filing claims to the State for reimbursement
• Based on net eligible costs

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Ineligible Project Costs

• Costs incurred prior to grant approval, unless
  approved as pre-award costs.
• Items covered by the subgrantee administrative
  costs.
• The loss of tax revenue due to public acquisition
  of land for open space.
• Maintenance of the project after initial
  implementation.

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Additional Considerations

• Environmental Laws
• Natural Resources
• Social Cultural Concerns/Impacts

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Additional Resources

• EMI Training Course on BCA
• The Yellow Book
• Technical Manual for Full Data Modules
• OMB Circular No. A-87 and A-94
• Marshall and Swifts Residential Cost Handbook
• R.S. Means Square Foot Building Costs

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Additional Resources

• HMGP Desk Reference
• FEMA Property AcquisitionHandbook
• State Floodplain Manager (DOTD)
• Newsletters
• Other Federal, State, and private websites

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Utilize Available Technology

• Communicate/researchvia Internet.
• www.dhs.gov or fema.gov
• www.ohsep.louisiana.gov
• Floodplain Manager websites
• Use disks/websites/CD-ROMs for references.

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Payments and Reimbursement Procedures

• In general
• All project funds disbursements will be processed
  on a REIMBURSEMENT BASIS.
• Advance of Federal funds will only be approved by
  exception and where allowed by Federal
  Regulations. A participant must demonstrate that
  an advance for a project is necessary in order to
  accomplish the work.

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Payments and Reimbursement Procedures (cont)

• The request for advance funding will only be
  considered with compelling documentation to
  support the need and in only the amount necessary
  to execute the project.
• The Director of the Governors Office of Homeland
  Security and Emergency Preparedness will be the
  approving authority for advance funding.

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Payments and Reimbursement Procedures (cont)

• All payment requests require a SF 270 with the
  original signature of the authorized certifying
  official on the reverse side of the form.
  Payment requests will be accepted on the first
  day of each Federal fiscal quarter (October 1,
  January 1, April 1, and July 1) or at project
  completion. Appropriate documentation of the
  expended funds must accompany the request for
  payment.

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Payments and Reimbursement Procedures (cont)

• On all projects, with the exception of property
  acquisition, it is required that the applicant
  has expended their matching share before any
  reimbursement is made from Federal funds. Again
  proof of the applicants expenditure will be the
  submittal of the SF 270 along with supporting
  documentation as previously described.

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Payments and Reimbursement Procedures (cont)

• Construction Projects
• For construction projects, a percentage of
  completion calculations should be included with
  the SF 270. Payments will not be processed
  without a current signed quarterly report on file
  with our agency.

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Payments and Reimbursement Procedures (cont)

• Construction Projects
• No more than 80 of the total Federal funds
  obligated to the project will be paid until the
  project is closed out. Projects with total costs
  greater than 100,000, the subgrantee will inform
  the grantee when the project is at or near 50
  completion. Periodic or compliance reviews will
  be conducted by the State at its discretion.

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Appeals IAW 206.440

• Follow a two-tier process
• Must be submitted within 60 days after receipt of
  notice of the action that is being appealed and
• Should offer new data

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TIMELINE FOR APPLICANTS

• Pre Application/Notice of Intent.....June
  22, 2007
• Notice to finalist.......July 6, 2007
• Complete Application to State..August 24,
  2007
• Notice of Approval..September 28, 2007
• Obligation of Funds/FEMA award..TBA

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PLANNING TECHNICAL ASSISTANCE

• EMERGENCY MANAGERS/PLANNERS-
• BEFORE YOU LEAVE PLEASE, PROVIDE YOUR SITE
  MODERATOR WITH ACCURATE CONTACT INFORMATION TO
  RECEIVE TECHNICAL ASSISTANCE TOWARD COMPLETION OF
  YOUR ALL HAZARDS MITIGATION PLAN.

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QUESTIONS

• Casey Levy
• Jeffrey Giering
• [phone]