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Hazard Mitigation Grant Program (HMGP)

Hazard Mitigation Grant Program (HMGP). Applicant’s Briefing FEMA DR-1668-LA Severe Storms and Flooding Briefing Conducted April 24, 2007. Hazard Mitigation. Any sustained action taken to reduce or eliminate long-term risk to people and property from natural hazards and their effects.

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Hazard Mitigation Grant Program (HMGP)

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  1. Hazard Mitigation Grant Program (HMGP) Applicant’s Briefing FEMA DR-1668-LA Severe Storms and Flooding Briefing Conducted April 24, 2007

  2. 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 applicant’s more effectively manage the program in accordance with State Guidelines.

  4. 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.

  5. 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).

  6. 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

  7. Key Regulatory/Guidance Resources • The Stafford Act • The Code of Federal Regulations,44 Part 206, Subpart N • The HMGP Desk Reference

  8. 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.

  9. 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.

  10. 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

  11. 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 Eligible Parishes

  12. 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 to200K on each project.

  13. Applicants Submit: (1) Pre – Application/Letter of Intent (2) Engineering Checklist Deadline: June 22, 2007 State Hazard Mitigation Team Reviews Pre –Applications Projects and selects projects for complete application submission.(Finalist) Deadline: July 6, 2007 GOHSEP Conducts Eligible Applicant Briefing (VTC) The Application Process

  14. If Approved and funds obligated, Subgrantee notified and GOHSEP begins Grant Management Complete Applications submitted to GOHSEP for submission to FEMA. Deadline:August 24, 2007 SHMT team reviews complete applications; makes selections for FEMA Review and approval Deadline: September 28, 2007 FEMA Review and approval The Application Process (con’t)

  15. 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

  16. 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%

  17. The Applicant’s 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.

  18. 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 1099’s if applicable.

  19. 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.

  20. 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.

  21. 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”

  22. 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

  23. 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

  24. 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.

  25. Allowable Project Costs • Reasonable costs to implement project: • Project design • Administrative costs • Eligible Property • Construction, Labor and materials

  26. 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

  27. 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

  28. 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.

  29. Additional Considerations • Environmental Laws • Natural Resources • Social & Cultural Concerns/Impacts

  30. 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 Swift’s “Residential Cost Handbook” • R.S. Means “Square Foot Building Costs”

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

  32. 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.

  33. 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.

  34. Payments and Reimbursement Procedures (con’t) • 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 Governor’s Office of Homeland Security and Emergency Preparedness will be the approving authority for advance funding.

  35. Payments and Reimbursement Procedures (con’t) • 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.

  36. Payments and Reimbursement Procedures (con’t) 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 applicant’s expenditure will be the submittal of the SF 270 along with supporting documentation as previously described.

  37. Payments and Reimbursement Procedures (con’t) 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.

  38. Payments and Reimbursement Procedures (con’t) 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.

  39. 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

  40. 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

  41. 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.

  42. QUESTIONS • Casey Levy • Jeffrey Giering • (225) 267-2673

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