Financial Preparedness April 2018 - Texas City Attorneys · 2019-09-03 · Financial Preparedness . Texas Department of Public Safety . April 2018 . Shari A. Ramirez -MacKay . ...

Financial Preparedness

Texas Department of Public Safety

April 2018 Shari A. Ramirez-MacKay State Coordinator Regional Disaster Finance Program

Disaster Management Cycle


TDEM Programs and Grants


Regional Disaster Finance Program

Hazard Mitigation Planning

Technological Hazards Grant

Emergency Management Performance Grant

Public Assistance and Hazard Mitigation Grant

Individual Assistance Grant

Disaster Risk Cycle


Regional Disaster Finance Program


Purpose On May 7, 2014, the Office of the Governor authorized a grant to help implement the Regional Disaster Finance Coordination Program. The Regional Disaster Finance Coordination Program:

Is an innovative, proactive program.

Is designed to give local jurisdictions the financial tools needed to help recover from a disaster before a disaster occurs.

Facilitates collaboration and communication between disaster responders and financial managers prior to an emergency occurring.

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Course Objectives

Analyze accounting practices of finance departments during a disaster and/or emergency.

Develop a process of calculating a “Daily Burn Rate” and understand how it corresponds with county and state thresholds during a major disaster declaration.

Understand ICS structure and Finance Section responsibilities in EOC operations.

Develop a written Disaster Finance Plan for your jurisdiction.

Exercise your developed Disaster Finance Plan.

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Oversight/Staff Part of the Recovery, Mitigation, and Standards Section of the Texas Division of Emergency Management (TDEM). The Regional Disaster Finance Program employs nine Regional Finance Coordinators stationed throughout the state who are overseen by a state coordinator : One each in DPS Regions 3, 4, 5, and 6

Two in DPS Regions 1, 2

One at DPS Headquarters in Austin to assist state agencies

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Regional Disaster Finance Coordinators




Hazard Mitigation is sustained action taken to reduce or eliminate a long-term risk from natural hazards. Mitigation planning allows for collaboration between local jurisdictions in order to protect communities or minimize loss during natural disasters. Mitigation actions or strategies within the plan allow a jurisdiction to set-up new mitigation projects and potentially receive federal funding for a portion of the costs.

Benefits Hazard Mitigation Planning




Cost Effectiveness Studies done on hazard mitigation projects reveal that for every mitigation project dollar spent, $6 will be saved in response and recovery. Prevents Loss of Life and Property Damage One of the most important things that mitigation projects prevent are loss of life, injury and potential property damage to both private and public buildings. Hazard mitigation allows for a safer, more resilient community. Texas avoided losses of $330 million from Hurricane Harvey by removing citizens from dangerous areas or elevating their homes to safe levels. No Legal Obligation Something important to note is that the plan is only there for the jurisdiction’s benefit. Changes can be made as the community moves forward. Projects can be added if a new project is deemed necessary as long as it is specific to a hazard the community has in their plan. Mitigation works best when used however there is no written or verbal legal obligation on behalf of the jurisdiction to complete the hazard mitigation actions written in the plan.



Funding Available Once a community has a hazard mitigation plan it becomes eligible to apply for grant funding (see below). HMGP: When disasters are declared within the state 15% of those

disaster dollars will go towards new mitigation projects. A community that is eligible does not even need to be impacted by the disaster to apply.

FMA: The number one hazard in Texas is flooding. This grant funding applies to flood hazard projects only. The primary focus of FMA is to buy-out repetitive loss properties but it is not exclusively for that purpose.

PDM: This funding can be used while updating an old plan as well as to assist in funding projects. This is an annual grant and is budgeted every year by Congress. A jurisdiction can receive up to 75% federal funding for these projects.

Texas Projects Many successful mitigation projects have happened in the past 5 years. Some of those include property buy-outs, both community and individual safe rooms, building elevations and retrofits, warning systems, generators and structural drainage.

Jim Hogg

Marion

Parmer

Cochran

Yoakum

Hall

Hale Motley

Lubbock Dickens

Andrews

King

Terry

Castro Briscoe Childress

Cottle

Hardeman

Foard

Dallam Lipscomb

Moore Hemphill

Potter Gray

Sherman Hansford Ochiltree

Hutchinson

Wheeler

Randall Armstrong Donley

Hartley Roberts

Oldham Carson

Deaf Smith Collingsworth

Bailey

Swisher

Lamb Floyd

Hockley Crosby

Gaines

Knox

Lynn Garza Kent Stonewall

El Paso

Hudspeth Culberson

Jeff Davis

Reeves

Loving Winkler

Ward

Ector

Dawson

Martin Mitchell

Zavala

Uvalde Kinney

Edwards Val Verde Presidio

Brewster

La Salle Dimmit

Jim Wells

Webb

Kenedy

Starr

Hidalgo

Cameron

Bowie

Cass

Camp

Titus Franklin

Morris

Rains

Kaufman Harrison

Panola

Gregg

Rusk

Bell

Williamson

Milam

Sabine

Trinity

Upshur Wood

Van Zandt

Hill Cherokee

Freestone

McLennan

Falls

Shelby

Nacogdoches

San Augustine

Jasper

Jefferson

Tyler

Walker

Polk

Robertson Madison

Brazos

Hardin

San Jacinto

Grimes

Liberty

Chambers

Montgomery

Burleson

Lee

Goliad

Bee

Maverick

Refugio

Nueces

San Patricio

Kleberg

Duval

Zapata

Smith

Henderson

Anderson

Leon

Limestone

Travis

Hays

Comal

Houston

Angelina

Newton

Orange

Cooke Grayson Fannin

Collin Denton

Lamar

Delta

Hopkins

Dallas

Red River

Rockwall

Nolan

Baylor

Jones Shackelford Stephens

Archer

Young

Taylor

Fisher

Haskell Throckmorton

Callahan Eastland

Scurry

Howard

Borden

Parker

Montague

Clay

Wichita

Wilbarger

Wise Jack

Upton

Brown Coleman Runnels

Coke Sterling Glasscock Midland

Crane

Menard

McCulloch

Concho

Sutton

Schleicher

Tom Green

Crockett

Pecos

Irion

Reagan

Comanche

Hood

Bosque

Hamilton

Kimble

Mason

Mills

San Saba

Blanco

Burnet

Lampasas

Johnson

Gillespie

Terrell

Llano

Coryell

Tarrant

Washington

Fayette

Lavaca

Jackson

Wharton

Colorado

Austin

Fort Bend

Brazoria

Harris

Bastrop

Matagorda

Kerr

Real

Bexar

Wilson

Karnes

Caldwell

Guadalupe

Gonzales

DeWitt

Waller

Calhoun

Victoria

Kendall

Atascosa Frio

Bandera

Galveston

Aransas

Plan approved by FEMA

Expired Plan in development/update

Informational graphic only

Dickens

McMullen

Expired - not developing

Brooks

Willacy

No plan - not developing

Hunt

Erath

Ellis

Live Oak

Medina

Navarro

Palo Pinto

Somervell

Plan in review/revision

Counties Mitigation Plan Status as of April 1, 2018



County population coverage 80.8%.

• 165 Plans currently active, 9% increase over last year (147)

• 46 plans approved in 2017 (state record) • 96 Plans in development (increasing weekly due

to Harvey) • 30 Plans in State/FEMA review to adoption stage Upcoming G318 Local Hazard Mitigation Planning Workshops:

Longview, Gregg Co Austin, Travis Co El Paso, El Paso Co

April 23-24 May 23-24 July 18-19

State of Texas Hazard Mitigation Plan due Oct 2018 (80% complete)

Hazard Materials Emergency Preparedness (HMEP) Grant


The Preparedness Section manages the HMEP Grant in TDEM. The purpose of this federal grant program is to increase State, Territorial, Tribal, and local effectiveness in safely and efficiently handling hazardous materials accidents and incidents, enhance implementation of the Emergency Planning and Community Right-to-Know Act of 1986 (EPCRA), and encourage a comprehensive approach to emergency training and planning by Incorporating the unique challenges of responses to transportation situations. Through the HMEP Grant, TDEM provides financial and technical assistance to enhance local HazMat response training and preparedness projects in Texas Jurisdictions. TDEM received $1,500,000.00 in HMEP Grant Funds in FY 2017. Over 75% of this grant is available to Texas First Responders in the form of Training or Preparedness activities.

Emergency Management Performance Grant (EMPG)


EMPG Purpose

The Emergency Management Performance Grant Program (EMPG) plays an important role in the implementation of the National Preparedness System by supporting the building, sustainment, and delivery of core capabilities essential to achieving the National Preparedness Goal (the Goal) of a secure and resilient Nation.

The purpose of EMPG is to provide Federal funds to states to assist state, local, territorial, and tribal governments in preparing for all hazards.

Texas is funded between $19 million- $20 million per year, of that amount, TDEM will pass through approximately $5.6- $5.9 million per year to our local sub-recipients. (Approximately 116 local jurisdictions, and 1 tribe). Approximately $14 million is retained in TDEM for salary and operations.

Cost Match Criteria A cost match is required under this program. The Federal share that is used towards the EMPG Program budget shall not exceed 50 percent of the total budget. The state must equally match (cash or in-kind) the Federal contribution.

FEMA administers cost matching requirements in accordance with 2 C.F.R. § 200.306. To meet matching requirements, the recipient contributions must be verifiable, reasonable, allowable, allocable, and necessary under the grant program and must comply with all Federal requirements and regulations.

50/50 Cost Match Requirement

Performance Period FY-17 EMPG Performance Period The Emergency Management Performance Grant

Period of Performance for the Texas Division of Emergency Management is October 1, 2016 through September 30, 2018 (24 month grant Period)

Local Jurisdictions EMPG Grant Period of Performance is October 1, 2017 through September 30, 2018 (12 month grant Period)

Staff Requirements FY-17 EMPG Staff Requirements Task #1 :Exercises- Participation in a minimum of 3

Exercises in FY 17. This participation must be an active role to a position specific Emergency Management Function.

Task #2 :Training- NIMS 100,200,700, 800 and 7 Professional Development Series Courses

If you have already completed the 11 training courses, you

are required to complete ONE Emergency Management related course, either online or in residence to continue your Emergency Management professional development .

These tasks must be completed by September 30, 2018

Exercise Participation Forms

Please submit completed exercise participation forms by email to: [email protected]

Heather will consolidate the information by employee within a spreadsheet, and will fill out our FEMA quarterly metrics.

All Exercise Participation forms will be archived.

If you do not submit an Exercise Participation form, sign in sheet, or certificate from your exercise, we cannot give you credit for an exercise.

mailto:[email protected]


Lisa Resendez EMPG Program Supervisor Office: (512) 424-7511 [email protected] Heather Baxter EMPG Grant Technician Office: (512) 424-7699 [email protected]

Aeris Williams EMPG Accountant Office: (512) 424-7848 [email protected]




Recovery Public Assistance and

Hazard Mitigation


State of Texas Disaster Declaration Threshold

To qualify for federal assistance after a disaster, states must meet a pre-established population based damage threshold. ($1.46 per capita)

Thresholds

Texas $36,712,519 ($40,679,390)

Arkansas $ 4,169,763 ($4,273,195)

Louisiana $ 6,482,722 ($6,694,782)

Oklahoma $ 5,364,432 ($5,610,692)

New Mexico $ 2,944,626 ($2,975,8851)

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County Disaster Declaration Thresholds

Thresholds are determined on a per capita basis □ Based on last OFFICIAL (decennial ) census; not projections

Bureau of Labor Statistics (BLS) determines a Statewide and Countywide Indicator each Federal fiscal year (Oct – Sept) based on the Consumer Price Index (CPI)

FEMA Public Assistance Countywide (Statewide) Indicators FY15: $3.56 FY16: $3.57 FY17: $3.61 FY18: $3.68

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Major Disaster Declarations Since 1953*

10. Iowa 58 9. Alabama 59 8. Arkansas 61 7. Kentucky 62 6. Louisiana 64 5. Florida 70 4. New York 70 3. Oklahoma 80 2. California 84


Major Disaster Declarations Since 1953*

The Lone Star State has recorded 95 Major Disasters in 63 years. 1 EVERY 8.1 MONTHS

1. TEXAS 95

EMER 13

FMAG 236 TOTAL 344

Public Assistance


Public Assistance Process


d

Sherri LaCour Region 2

M: 737-703-8199 O: 713-967-7005

[email protected]

Kevin Goodlett Region 6 & 7

M: 512-375-2818 O: 512-424-2428

[email protected]

Judy Lucio Region 3

M: 512-538-5382 O: 512-377-0016

[email protected]

Colleen O’Neal Region 4 & 5

M: 806-548-4344 O: 806-740-8982

[email protected]

RMS Section Administrators

Kyle Jones HQ Tech Review M: 512-496-3568 O: 512-424-7830

[email protected]

Public Assistance Process


Recovery, Mitigation and Standards (RMS)

Types of Recovery Funding

• Individual Assistance (IA)

• Public Assistance (PA)

• Fire Management Assistance Grants (FMAG)

Total Projects: 7,299 Total Project Funding:

$2,181,043,918

(Pre-Harvey)

Hurricane Harvey

Total Projects: 13,416 Total Project Funding:

~ $9,800,000,000 > 1000 Applicants

~ 13.36 Million CY of Debris (92%)

Recovery - Public Assistance


Help Us, Help You, Helping Us How to speed up the process:

Know the Process: • FEMA Public Assistance Policy Digest

https://www.fema.gov/media-library/assets/documents/111781

• Code of Federal Regulation 2 and 44 (CFR 2 CFR 44) Know your Liaison and Grant Coordinator:


https://www.fema.gov/media-library/assets/documents/111781


How to speed up the process:

Communications: Requests for information / documentation Everything is time sensitive. DO NOT Delay Don’t deviate from approved projects without approval. Don’t jeopardize your projects, if you don’t know ask. Document, document, document. (Regional Disaster Finance Program)

Help Us, Help You, Helping Us


Hazard Mitigation



Types of Mitigation Funding

• Hazard Mitigation Grant Program (HMGP)

• Pre-Disaster Mitigation (PDM)

Total Projects: 541 Total Project

Funding: $630,433,190

(Pre-Harvey)

Hurricane Harvey

Total Projects: TBD Total Project Funding:

~ $1,180,000,000

Hazard Mitigation


Hazard Mitigation David Jackson, Hazard Mitigation

Work: 512-424-7820 Cell: 512-221-5365 Email:[email protected]

David Jackson Hazard Mitigation Section Administrator

Charles Reagan Region 1 HM

Work 512-424-2480 Charles.Reagan@

Kelly Brown Region 2 HM

Work 713-967-7015 Kelly.Brown@

Patrick Kelley Region 3 HM

Work 512-424-5684 Patrick.Kelley@

Fanny Milan Region 6 HM

Work 512-424-2361 Fanny.Milan@

@dps.texas.gov

Ann Lehnick Region 4 HM

Work 512-424-7501 Ann.Lehnick@

Terrell Kincaid Region 7 HM

Work 512-437-4055 Terrell.Kincaid@

Eileen Whitaker Region 5 HM

Work 512-424-2423 Eileen.Whitaker@



Human Services


Individual Assistance


When disaster strikes, individuals, families, and businesses feel the impact physically, financially, and emotionally. Some are better prepared than others to face the consequences because they have taken measures of preparedness.

Others have nothing in preparedness or property, in financial capability or personal strength.

The purpose of Individual Assistance Programs is not to make survivors whole again, but to help them recover a basic, safe living environment.

Declarations


State Declaration

FEMA or Federal Declaration

SBA Declaration environment.

Volunteer Agencies


Voluntary organizations (e.g. the ARC, TSA, Team Rubicon, Texas Baptist Men, The Adventist, and Mennonite Disaster Services) and local private sources, provide disaster survivors with assistance to meet their emergency needs.

Long-term recovery needs are supported through voluntary organizations as well as a Long-Term Recovery Committee.

Whether declared or not, you may contact the State Voluntary Agency Liaison at 512-415-3092, for support and coordination efforts.

Human Services Hurricane Harvey


• 3,433 Volunteer hours

• $2.5 Million in unsolicited donated goods

Multi-Agency Warehouse 9/9 – 11/17, 2017

Volunteer Reception Centers

• 3,439,814 Volunteer Hours

• $68,796.280 Volunteer Value of Service

Human Services Hurricane Harvey


CNCS National Service Members

• 948 Damage Assessments • 21,372 Cubic Yards of debris removed • 618 Hazardous trees removed

https://youtube/UKKvOwWNhMw

https://youtube/UKKvOwWNhMw

Courses Offered


G205 – Disaster Recovery Planning for the Local Government

G288- Donations Management

G489 – Management of Spontaneous Volunteers in Disasters

G608 – Disaster Recovery Workshop

We also offer a workshop focused on Long Term Recovery Groups.

Human Services Unit


DeAnna Poland-Stemock Voluntary Agency Liaison Office: (512) 415-3092 [email protected]

Sandy Eastham Individual Assistance Officer Office: (512) 424-7826 [email protected]



Questions



April 2018 Shari A. Ramirez-MacKay State Coordinator Regional Disaster Finance Coordinator


NOT IF, BUT WHEN


OIG: FREQUENT AUDIT FINDINGS

Improper Contracting Practices

Unsupported Costs

Poor Project Accounting

Excessive Equipment Charges

Unapplied Credits

Excessive Labor and Fringe Benefit Charges

Duplication of Benefits

Unrelated Project Charges

Direct Administrative Costs

Obtain and Maintain Insurance

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State of Texas Disaster Declaration Threshold

To qualify for federal assistance after a disaster, states must meet a pre-established population based damage threshold. ($1.46 per capita)

Thresholds

Texas $36,712,519 ($40,679,390)

Arkansas $ 4,169,763 ($4,273,195)

Louisiana $ 6,482,722 ($6,694,782)

Oklahoma $ 5,364,432 ($5,610,692)

New Mexico $ 2,944,626 ($2,975,8851)

65


County Disaster Declaration Thresholds

Thresholds are determined on a per capita basis □ Based on last OFFICIAL (decennial ) census; not

projections

Bureau of Labor Statistics (BLS) determines a Statewide and Countywide Indicator each Federal fiscal year (Oct – Sept) based on the Consumer Price Index (CPI)

FEMA Public Assistance Countywide (Statewide) Indicators FY15: $3.56 FY16: $3.57 FY17: $3.61 FY18: $3.68

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HURRICANE HARVEY

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Reimbursements



When you are asked to assist: Reimbursement Guidance for Providing Entities

Two ways to get engaged in disaster response:


Daily Burn Rate vs. Reimbursement

Daily Burn Rate

Eligible Cost (Federal or State) Reimbursement

Track ALL COSTS Costs that are ABOVE AND BEYOND

daily operations

Reported daily Need declaration (FEMA) Need State of Texas Assistance Request - STAR (State)

Mechanism for capture of raw data in real time

Can use daily burn rate data to calculate: Specific cost categories FEMA/TDEM reimbursement forms

Provide situational awareness of event

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Daily Burn Rate

Travel Cost

Leases Repairs

Fuel Food

Other


HOW 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


HOW YOU PREPARE Plan in advance to capture documentation that will support the cost claimed. Start gathering support documents on day one. Break projects down into bite size pieces: keeping the cost of each category separate.

Document expenses using Reimbursement template forms - just make sure all cost are documented! Guard all documentation!! Keep it for three years after your Jurisdiction is paid.

Ask for Help!!!


MORE INFORMATION

Forms, Forms, and More Forms

DSA DDA

Request for Public Assistance (RPA)

Cat B-Expedited PW Debris-Expedited PW

Private Property Debris Removal (PPDR)


Lessons Learned

Do not be afraid to ask for help

Know who your DC, State Coordinator, and Regional Disaster Finance Coordinator


Lessons Learned

Be PATIENT!!!! Have open communication with Operations, Plans, and Logistics Be prepared for Just in time Training Start the FINANCE Process Early Engage County Treasurer, Auditor, Finance Director, HR, Procurement


Lessons Learned

Be prepared to report time, equipment, procurement on a daily basis If you do not have spreadsheets capable of calculating cost Go OLD SCHOOL!!!! PAPER!!! Understand what contracts you have in place and local, state, and federal procurement laws


Lessons Learned

Establish Debris Management procedures in advance (Plan, Site and Contract) Know the importance of Volunteers and Donated Resources Develop a Process from Real Life Events


Questions




April 2018 Shari A. Ramirez-MacKay State Coordinator Regional Disaster Finance Coordinator

Financial Preparedness April 2018 - Texas City Attorneys · 2019-09-03 · Financial Preparedness . Texas Department of Public Safety . April 2018 . Shari A. Ramirez -MacKay . ...

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