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Public Assistance Applicant Briefing

G. E. M. A. Georgia Emergency Management Agency Office of Homeland Security. Public Assistance Applicant Briefing. FEMA-DR-1973-GA. Public Assistance Declared Counties. Bartow Catoosa Cherokee Coweta- A&B only Dade Floyd Gordon Greene Harris Heard

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Public Assistance Applicant Briefing

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  1. G E M A Georgia Emergency Management Agency Office of Homeland Security Public Assistance Applicant Briefing FEMA-DR-1973-GA

  2. Public Assistance Declared Counties • Bartow • Catoosa • Cherokee • Coweta-A&B only • Dade • Floyd • Gordon • Greene • Harris • Heard • Jasper • Lamar • Lumpkin • Meriwether • Monroe • Morgan • Newton • Pickens • Polk- A&B only • Rabun • Spalding • Troup • Walker • White

  3. 1. 2. 3. Disaster strikes PDA Declaration 6. 5. 4. Req. FEMA Kickoff Meeting Request Applicants’ Briefing 8a. Small projectsvalidated 7. 10. 9. 8b. Large projects begun Applicant may formulate small projects. PO, Applicant, and State formulate large projects Projectcloseout Projects funded The Public Assistance Program

  4. Facility Applicant Work Factors of Eligibility ELIGIBILITY Cost

  5. Facility Eligibility Requirements • Damaged as a result of a declared event • Located within an area declared by the President • The legal responsibility of an eligible Applicant • In active use at the time of the disaster • Not under the authority of another federal agency

  6. AGENT RESPONSIBILITY

  7. Request for Public Assistance List Sites Document Damage Review PWs Project Management Prepare Reports Inspections / Audit Primary Point of Contact The Applicant’s Agent Responsibility

  8. Request for Public Assistance

  9. Purpose of Kickoff Meeting • Introduce Applicant and PAC • Explain PA process, forms, and timelines • Discuss Applicant damages • Assess Applicant needs • Answer Applicant questions

  10. PROJECT WORKSHEET (PW) • Determines Scopes of Works and Costs to Replace / Restore Publicly Owned Facilities • PW Teams composed of State, and Local (Applicant) Representatives

  11. Project Worksheet

  12. Role of Local Government in the PW Process • Facility / Location • Identify Damage / Cause • SCOPE OF WORK • Estimate of EligibleWork

  13. Project Worksheet • Scope of Eligible Work • Most important part of the PW • Specific damage to the facility and proposed repairs must be described in quantitative terms

  14. Project Worksheet FEMA/GEMA/Local - should agree on the scope of work and estimated cost

  15. WORK ELIGIBILITY

  16. Eligible Work • Damage must be acquired as a direct result of the declared event • Damage must be within designated disaster area • Responsibility of the Applicant

  17. Three general types of work: • Debris Removal - Category A • Emergency Protective Measures -Category B • Permanent Restoration - Categories C - G

  18. Emergency Work

  19. Emergency Work • Debris Removal • Emergency Protective Measures

  20. Debris Removal • Eliminate immediate threat to life, health and safety • Eliminate immediate threat to improved property • Ensure economic recovery of the community and provide a benefit for the community-at-large

  21. Emergency Protective Measures Category B Activities undertaken by a community before, during, and following a disaster to save lives, protect pubic health and safety, and protect improved public and private property

  22. Permanent Work

  23. Permanent Work • Road and Bridge Systems • Water Control Facilities • Public Buildings/Equipment • Public Utilities • Other (Parks, Recreation)

  24. Roads and Bridges Category C Repair/Replacement of roads, bridges, culverts, etc. NOTE:Federal- Aid Roads, streets, and highways are ineligible

  25. Water Control Facilities Category D • Includes repair or replacement of: • Dams • Levees • Drainage Channels • Shore Protective Devices • Pumping Facilities

  26. Buildings and Equipment Category E Includes: • Buildings / Contents • Equipment (all types including vehicles) • Less any insurance

  27. Utilities Category F • Repair / Replace disaster related damage to predisaster function • Increases in operating expenses, even if they are a result of the disaster, are not eligible

  28. Parks, Recreational and Other Category G • Buildings, roads, utilities, etc. located in parks or in similar areas • Playground equipment, swimming pools, tennis courts, etc. are also eligible • Structured beaches that meet a certain criteria are eligible

  29. LIBRARY LIBRARY L IB RAR Y Eligible Permanent Work • Repair, restore or replace damaged facilities in accordance with regulations • Restore to pre-disaster design, capacity and function in accordance with applicable codes and standards • The work must be required as a result of the disaster • May include cost effective hazard mitigation measures

  30. Reasonable and necessary cost to accomplish eligible work Complies with federal, state, and local laws and regulations Insurance proceeds, salvage value, and purchase discounts must be deducted General Cost Eligibility

  31. Special Considerations Hazard Mitigation Environmental Requirements Historic Preservation & Cultural Resources Special Flood Hazard Areas Insurance Requirements

  32. Insurance Considerations • Anticipated coverage is subtracted from PA funding • No duplication • Must be obtained and maintained • On insurable facilities for which PA funding has been provided • Projects less than $5,000 exempt • Self-insurance • State Only for PA purposes • Insurance Requirements Waiver • State Insurance Commissioner certification required if not reasonably available

  33. Insurance Considerations Applicant Actions • Identify insurable facilities • Type and amount of coverage • Deductibles and policy limits • Identify facilities that previously received PA • Provide pertinent information • Policies • Declarations • "Statements of Loss“ • Pursue payment under insurance policies

  34. Environmental: Debris Site Information • Name of Debris Site • Location (Lat/Long (preferred), address) • Type (i.e. temporary storage, grinding, burn, landfill, etc.) Documentation • Permanent sites and Permit number • Landfill Permits • For temporary sites: proof the applicant has contacted GA DNR and received field authorization (letter or e-mail) Failure to provide information may delay disbursement of funds.

  35. Environmental: Historic • Need to know year built (all structures), regardless of age • Structures > 49 years of age require additional review • In coordination with the State Historic Preservation Office (SHPO) • Proposed disturbance of previously undisturbed ground

  36. Environmental: Other • Does project affect (but not limited to): • Endangered Species • Wetlands • Floodplains • Waters of the United States • Coastal Barrier Resource Units • Low Income or Minority Populations

  37. Consequences of Non-Compliance • Loss of funding • Delays • Legal issues • Negative publicity

  38. PROJECT FORMULATIONandMANAGEMENT

  39. What is Project Formulation? • Scope of Work and Cost Estimates • Combining Sites Into Projects • Sorting Projects Into Small and Large Projects • Note Special Consideration

  40. Who Identifies the Issues? • Applicant responsibility • PAC • Specialist

  41. Documentation is establishing and maintaining records. The Public Assistance Program Doc-43

  42. Documentation Document! Document!! Document!!! • Existing systems may be sufficient • Maintain records at least three (3) years after closeout!

  43. Documentation Remember . . . Undocumented eligible expenses WILL NOT be reimbursed!

  44. Force Account Labor Summary Record Rented Equipment Summary Record Material Summary Record Force Account Equipment Summary Record Summary Records

  45. Force Account Labor • Overtime costs are only eligible (if it is an established policy to pay overtime) • If compensatory time is usually given to replace overtime, then that policy stands and OT is not eligible. • Fringe benefit rates are eligible for reimbursement (normally regular rates and OT rates are different) • Temporary hires are eligible for regular and overtime costs (must be used for disaster assistance only)

  46. Force Account Equipment • Equipment is eligible for regular time and overtime • Standby time is ineligible • Hourly costs for trucks, back-hoes, etc. • Mileage costs for automobiles, crew cabs, etc. • Must use FEMA cost codes or your own costs codes, whichever is less

  47. Materials • Material costs are eligible • Keep invoices and/or purchase orders • Keep all canceled checks • Keep record of any inventory used from stock • Maintenance or up-keep items (ie. Oil, gasoline) are not eligible

  48. Mutual Aid • Must have contractual agreement between both parties IN WRITING! • Must be reasonable costs • Agency providing the assistance must submit bill to applicant • Damage assessment costs are ineligible • Regular and overtime costs are eligible

  49. Contracts and Procurement • Reasonable Cost • Competitively Bid • Must Comply With Standards • Federal (44CFR Part 13) • State (as applicable) • Local (own adopted code/policy)

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