RECOVERY, MITIGATION, AND STANDARDS (RMS) Sandra Fulenwider Assistant Division Director RMS
Recovery, Mitigation, and Standards Who are we? • Part of TDEM • Handle disaster grants and related activities What’s our purpose today? • Inform • Enlighten
Recovery, Mitigation, and Standards Questions: • Hold till end of all presentations • Contact TDEM and/or FEMA at the “Mini - JFO” here at the conference
Transition to Single Affiliate
Transition to Single Affiliate • Multiple Affiliates beginning in 2011 • Changed business process in 2017 • Transition to Cohn Reznick is currently underway • Majority of projects to be transitioned to CR by June 30, 2018
Close-outs
Close-outs FEMA’s Close -out Goals for Texas: Disaster Declared Program # Open Projects 1606 Hurricane Rita Sep-05 PA 3 1709 Severe Storms Jun-07 HM Closed! 1709 Severe Storms Jun-07 PA 30 1780 Hurricane Dolly Jul-08 HM 22 1931 Hurricane Alex Aug-10 HM 6 1931 Hurricane Alex Aug-10 PA 86 1999 Wildfires Jul-11 PA 2 4029 Wildfires Sep-11 PA 90 4159 Severe Storms Dec-13 HM 3 4159 Severe Storms Dec-13 PA 31 Open Projects 273
Close-outs Your Part: • Be responsive to Grant Coordinator • Provide requested documentation timely • AND • Be prepared to repay de-obligated funds
Recovery, Mitigation, and Standards What’s New?
New Program Delivery Model • Fall of 2017 • All PA grants going forward • PAC Lead to Program Delivery Manager • Guide subrecipients through the project formulation process • FEMA’s new Grants Portal
New Program Delivery Model FEMA’s Grants Portal: Goal: All possible subrecipients pre- registered in the system. • Request for Public Assistance • Project Formulation • Obligation
New Program Delivery Model What happens after a project is obligated? TDEM’s Grants Management System: Obligation through the rest of its lifecycle. Best part: You get to use it!
Grants Management System Roll-out
GMS Rollout, cont. Another dang system to learn. What the heck are we supposed to do in it? How is this going to help me?
GMS Rollout, cont. &*($#@! *^%$#@!*)*$*
GMS Rollout, cont. Grants Management System • Track all grant activities, by project • Obligations and De-obligations • Payments (RFRs and Advances) • Appeals • Extensions • Scope Changes • Close-outs Texas Department of Public Safety
GMS Rollout, cont. • PA and HM now, EMPG later • Currently in use by TDEM, TDEM affiliates, and FEMA • Roll out to subrecipients is underway • Subrecipients to begin using GMS system in September
Quarterly Reports • Federal requirement for all large projects • Can impose on smalls with apparent issues • Failing to complete could jeopardize funding
GMS Rollout, cont. Access? Instructions in Handout.
GMS Rollout, cont. Training • PreparingTexas.org • WebEx sessions • Recorded Training (Library)
GMS Rollout, cont. Questions: • TEMC – Help Desk at Mini JFO • Grant Coordinator • Recovery Coordinator
GMS Rollout, cont. The last word: SAM.gov
Structure State Coordinator Section Administrator (Region) (Region) District District Mitigation Recovery Coordinator Coordinator Coordinator Coordinator (District) (District) (District) (District) Grant Grant Grant Coordinator Coordinator Coordinator (Affiliate) (Affiliate) (Affiliate) City City City City
Region 4 & 5 Colleen O’Neal (Region 4 & 5) Work: (806) 740-8936 Cell: (806) 474-4156 Email:Colleen.Oneal@dps.texas.gov Regional Disaster Finance Jody Terrazas LaVonia Marriott Avelardo Talavera Work: (806) 740-8810 Work: (512) 424-7474 Work 915-849-4190 Cell: (806) 281-0559 Cell: (512) 217-4743 Cell: 512-496-3449 Jody.Terrazas@ Lavonia.Marriott@ Avelardo.Talavera@dps.texas.gov @dps.texas.gov
Regions 4 & 5 106 Counties
What is currently in place for recovery in the district? Section Administrator Recovery Coordinator Regional Finance Coordinator What future plans are in place for the district? Hazard Mitigation Education One stop shop for submitting information What does this mean for the district? Better customer service/communications Better situational awareness Better education Better ease of information flow
Latest Recovery Dam Slippage – Eastland County FMAG’s in Jones, Hutchinson, Jeff Davis, and Gray Counties……so far
FMAG Quick Notes The FMAG grant provides a 75%-25% Federal Cost Share of eligible cost. Two categories covered…. • Cat B-Emergency Protective Measures • Cat H- Fire Fighting Activities FMAG’s Are Not Automatic If you think you have an FMAG-Speak with your District Coordinator or Regional Fire Coordinator with the Texas A & M Forest Service.
The grant will cover the time the FMAG was sent by the state until the fire is 100% contained. General Items Needed for Submission: • Force Account Labor • Pay Policies • Insurance Policies • Volunteer Hours • Equipment Hours • Invoices and receipts • Food Costs • Mutual Aid Agreements
REGIONAL DISASTER FINANCE (RDF) Shari Ramirez-MacKay State Coordinator RMS Services
Regional Disaster Finance Coordinators Jamie Youngs Work 512-377-0026 Cell: 512-276-0863 Jamie.Youngs@dps.texas.gov Beth Strope Natasha Valentine Avelardo Talavera Michael Widtfeldt Ivonne Garza Robin Sheard Becky Pursur Work:281-386-7307 Work 915-849-4190 Work:281-517-1486 Work:956-565-7122 Work 512-424-2446 Work 512-424-7815 Work 940-851-5530 Cell: 512-496-3449 Cell: 346-206-9783 Cell: 512-239-8371 Cell: 737-703-8194 Cell: 940-782-2432 Cell: 512-221-3551 Ivonne.Garza@dps.texas.gov Natasha.Valentine@dps.texas.gov Avelardo.Talavera@dps.texas.gov Robin.Sheard@dps.texas.gov Becky.Pursur@dps.texas.gov Beth.Strope@dps.texas.gov Michael.Widtfeldt@dps.texas.gov
W HAT DO I PREPARE ? DOCUMENT EVERYTHING YOU SPEND TIME & MONEY ON! Categories To Prepare For: Force Account Labor Force Account Equipment Force Account Materials Travel Rentals Contracts http://www.dps.texas.gov/dem/RegDisasterFinance/index.htm
Why Prepare? Texas Department of Public Safety
How to Prepare? • Do not be afraid to ask for help • Financial Preparedness Training • Know TDEM Staff
At the Time of the Event • Be prepared for Just in time Training • Start the FINANCE Process Early • Engage all departments in the process • DOCUMENT, DOCUMENT, DOCUMENT • RDFC’s are a deployable asset
A FTER THE E VENT Forms, Forms, and More Forms DSA DDA Request for Public Assistance (RPA) Cat B-Expedited PW Debris-Expedited PW Private Property Debris Removal (PPDR)
#1 Audit Finding Purchasing and Contracts Understand what contracts you have in place and • local, state, and federal procurement laws Review of contracts before event, pricing • Do Not Piggyback on Contracts • Make sure Time and Material Contracts have ceiling • prices Do not Award Cost plus percentage or Percentage of • construction contracts
INDIVIDUAL ASSISTANCE
Individual Assistance DeAnna Stemock Sandy Eastham State Voluntary Agency Liaison Individual Assistance Officer Work: 512-424-2588 Work: 512-424-7826 Cell: 512-415-3092 Cell: 512-468-6182
Individual Assistance (IA)
UNSOLICITATED DONATIONS AFTER DISASTER CAUSE MORE PROBLEMS THAN THEY SOLVE!!! MANAGING SPONTANEOUS VOLUNTEERS IS LIKE HERDING CATS!!!
How to Prepare • The first thing a jurisdiction can do to prepare is: identify a donations manager • identify a volunteer manager • • The second thing is to train them. • FEMA has a number G level courses taught in the state that can assist with the training.
Community Disaster Loan (CDL) John Kincer Grants Management Analyst RMS Services
Community Disaster Loan (CDL) A loan to local governments who have experienced a substantial loss in tax or other revenue due to a presidentially-declared disaster which significantly and adversely affects the level and/or categories of essential governmental services provided prior to the disaster . Texas Department of Public Safety
Community Disaster Loan What does “substantial loss” mean? Disaster-caused a reduction in revenues • affecting essential local government services Disaster-caused a greater than 5% • estimated revenue loss for the FY in which the disaster occurred or for the succeeding FY.
Community Disaster Loan Use of Funds: Must be used to carry on existing local government functions or to expand such functions to meet disaster-related needs. Funds shall not be used to : Finance Capital improvement, repair or restore damaged public facilities, pay for non-Federal cost shares or debt service • Low Interest Loan or Line of Credit (2.6% as of 5-11-18) No Standby fees if you don’t use • 5 year Term, Extensions available (provision for debt cancellation) • $5 million maximum • Deadline to make an application is approaching: • Eligible from the beginning of the incident Period, August 23, 2017, through the end of the following fiscal year.
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