Who to Ask • The Recipient has authority to extend deadlines for individual projects based on extenuating circumstances. • Emergency work projects can be extended by 6 months. • FEMA can extend timeframes beyond 6 months if extenuating circumstances justify additional time. 49
Let’s Define Extenuating Circumstances • Permitting or environmental and historic preservation compliance related delays due to other agencies involved. • Environmental limitations (such as short construction window). • Inclement weather (site access prohibited or adverse impact on construction). 50
NOT Good Reasons for an Extension • Permitting or environmental delays due to Applicant delays in requesting permits. • Lack of funding. • Change in administration or cost accounting system. • Compilation of cost documentation. 51
Requesting an Extension • The applicant must submit a written request for a time extension to the Recipient (state) with the following information: ➢ Documentation substantiating delays beyond its control ➢ A detailed justification for the delay ➢ Status of the work ➢ The project timeline with the projected completion date 52
Information Needed to Support Time Extension Request • Request should be submitted prior to current approved deadline. • Be specific to one project. • If delay in obtaining permits: ➢ List permitting agencies and application dates 53
Provide the Basis for the Time Extension Request • If environmental delays or limitations (e.g., short construction window, nesting seasons) ➢ List dates of correspondence with various agencies ➢ Provide specific details The mating season of the Houston Toad resulted in delays in clearing debris during the Bastrop Fire debris management operation in 2011. 54
Provide the Basis for the Time Extension Request • If inclement Weather (prolonged severe weather conditions prohibited access to the area, or adversely impacted construction) ➢ Provide specific details • If there are other reasons for the delay ➢ Provide specific details 55
Alternate Procedures Project • 180 day project period. • All requests for an extension must be submitted through the recipient and only FEMA HQ can authorize extensions. • Extensions are generally only authorized when unusual circumstances delay the start or completion of work. • FEMA is unlikely to authorize extensions for weather delays or the inability to obtain permits in a timely manner. 56
Alternate Procedures Project Timeline 57
Part 5: Reimbursements
Conduct Damage Inventory • Be as detailed as possible in damage descriptions ➢ What was damaged? ➢ How much? ➢ Dimensions/quantities ➢ Square footage ➢ % of work complete 59
Essential Elements of Information (EEI) • The EEI is in the Grants Portal and is a web based questionnaire. • The questionnaire is different for every category of work. 60
FEMA Naming Conventions • You must use FEMA naming conventions when uploading any documents to the Grants Portal. 61
Damage Descriptions and Dimensions • Be as detailed as in the damage descriptions. • PHOTOS, PHOTOS, PHOTOS • Asset inventory IDs – if asset has an asset number, provide details. • Make, Model, Serial # - FEMA is requiring this for damaged components. 62
Damage Descriptions and Dimensions • Be clear on wat was damaged and how the damage was related to the storm/event. • Come to clear agreement on the Damage Descriptions and Dimensions (DDD) with FEMA – The DDD is the key piece of information – it’s the basis of the entire project. The scope of work is based on DDD and all work completed has to tie directly to a DDD item/damage. 63
Part 6: Identification of Mitigation Opportunities
Mitigation Defined • The effort to reduce loss of life and property by lessening the impact of disasters 65
The Benefits of Mitigation Actions • It creates safer communities by reducing loss of life and property damage. • It allows individuals to minimize post-flood disaster disruptions and recover more rapidly. • It lessens the financial impact on individuals, communities, and society as a whole. 66
Look for Potential Mitigation Projects • Damage assessments • Engineering reports • After action reports • Public comments 67
Examples of Mitigation Projects • Flood Control Levees 68
Examples of Mitigation Projects • Storm drainage 69
Examples of Mitigation Projects • Conducting buy-outs and demolition of homes in flood prone areas 70
Examples of Mitigation Projects • Warning systems to alert the public of danger 71
Examples of Mitigation Projects • Construction of safe rooms/shelters Community safe room in Poplarville, MS 72
Mitigation Funding • There are 3 programs that provide funding for mitigation projects. 73
Flood Mitigation Assistance Program • Provides resources to assist states, tribal governments, territories and local communities in their efforts to reduce or eliminate the risk of repetitive flood damage to buildings and structures insurable under the National Flood Insurance Program (NFIP). 74
Flood Mitigation Assistance Program • FEMA selects eligible project sub- applications on a competitive basis in order of the agency’s priorities for the grant program. 75
Eligible FMA Projects • Property acquisition, demolition and relocation • Structure elevation • Mitigation reconstruction • Dry floodproofing of historic residential structures • Minor localized flood reduction projects • Non-structural retrofitting of existing buildings • Hazard mitigation planning • Management cost 76
Pre-Disaster Mitigation Grant • The goal of the program is to reduce overall risk to the population and structures from future hazard events, while also reducing reliance on Federal funding in future disasters. 77
Pre-Disaster Mitigation Grant • FEMA makes funding decisions based on selected priorities and the availability of funds. • It is a highly competitive grant program. 78
Eligible PDM Projects • The projects listed for FMA (except for mitigation reconstruction) plus: ➢ Structural retrofitting of existing buildings ➢ Safe room construction ➢ Wind retrofits ➢ Infrastructure retrofits ➢ Soil stabilization ➢ Wildfire mitigation ➢ Generators 79
Hazard Mitigation Grant Program • The purpose of HMGP is to help communities implement hazard mitigation measures following a Presidential Major Disaster Declaration. 80
Hazard Mitigation Grant Program • FEMA provides up to 75% of the funds for mitigation projects. • Funding is limited so not all projects may be selected for funding. 81
Eligible HMGP Projects • All of the projects listed for PDM plus: ➢ Post disaster code enforcement ➢ Advance assistance (assistance in completing HMGP applications in a timely manner) ➢ 5% Initiatives o Can use 5% of grant funds for projects that are difficult to evaluate using cost- effectiveness methodologies (e.g. public warning, generators, GIS software, etc.) 82
Hazard Mitigation Grants 404 and 406 • 406 ➢ Section 406 is applied on the parts of the facility that were damaged by the disaster and the mitigation measures directly reduce the potential of future, similar disaster damages to the eligible facility. • 404 ➢ 404 grant funding may be used in conjunction with 406 mitigation funds to bring an entire facility to a higher level of disaster resistance, when only portions of the facility were damaged by the current disaster event 83
HMGP Process • Once the HMGP funding becomes available, applicants proceed to: ➢ Scope the project ➢ Develop the project ➢ Submit the project ➢ Relevant agencies review the project ➢ Projects are awarded and funding is obligated ➢ Projects are implemented and monitored ➢ Project closeout 84
HMGP Process • In order to start the process, applicants are expected to: ➢ Submit a TDEM HMGP Notice of Intent (NOI) form. ➢ TDEM reviews the project for eligibility and either responds with confirmation to proceed or declines the project. 85
HMGP Timeline HMGP grant recipients have 36 months from the close of the application period to complete approved projects 86
HMA Application Development Best Practices • Focus on the most cost effective projects in your community • Start working on projects prior to the Notice of Funding announcement, and meet your deadlines • Identify and coordinate with your State HMA contacts • Establish and follow priorities for mitigation • Target Repetitive Loss and Severe Repetitive Loss Properties 87
HMA Application Development Best Practices • Complete substantial damage estimations and target these properties • Include all requested documentation to avoid requests for Information • Involve your community and use your hazard mitigation plan • Refer to HMA Guidance • Refer back to the Notice of Funding Announcement to see Priorities from FMA and PDM 88
Part 7: Documenting and Applying Lessons Learned
Benefits of Documenting and Applying Lessons Learned • You can take action to correct issues and improve response to future disasters. • You can recognize strengths and reinforce those activities that went well in response. • You can meet exercise/real incident grant and program documentation requirements. 90
Debriefings • A debriefing (or hotwash) is conducted immediately after response and recovery activities to collect lessons learned from responders. • Have a note taker. 91
Debriefings • Who should participate in a debriefing to review debris management operations? 92
Surveys • A survey can be useful for capturing ideas for improvement from individuals that might not be at a debriefing or might not be inclined to speak up at a debriefing. 93
Surveys • Information to include in surveys may include: • What do you think went well? • What could be improved? • Were there issues? If so, what were they? • What needs to be addressed? ➢ Training ➢ Staffing ➢ Equipment ➢ Planning 94
Survey Formats • What types of formats and survey tools (including online survey tools) have you used and had success? 95
Assemble the Data • Notes from operations • Notes from the debriefings • Surveys • Public comments • Leadership suggestions 96
Develop the Draft After Action Report • A draft after action report and improvement plan is developed to: ➢ Record strengths ➢ List areas for improvement ➢ Identify recommendations for improvement ➢ Identify corrective actions 97
Homeland Security Exercise Evaluation Program Toolkit • The HSEEP Toolkit has an after action report template that can be used to structure and organize an after action report. 98
After Action Meeting • Review the draft after action report • Get consensus on the corrective actions • Assign responsibility for the corrective actions • Identify target dates for completion of the corrective actions 99
After Action Meeting • Who should participate in the after action meeting? 100
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