Financial Preparedness. April 2018

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

2 Disaster Management Cycle

3 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

4 Disaster Risk Cycle

5 Regional Disaster Finance Program

6 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. 6

7 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. 7

8 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 8

9 Regional Disaster Finance Coordinators

10 Hazard Mitigation Planning

11 Benefits Hazard Mitigation Planning 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.

12 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.

13 Benefits Hazard Mitigation Planning 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.

14 Jim Hogg Dallam Hartley Sherman Hansford Ochiltree Moore Hutchinson Roberts Lipscomb Hemphill Counties Mitigation Plan Status as of April 1, 2018 Oldham Potter Carson Gray Wheeler Parmer Deaf Smith Castro Randall Armstrong Donley Swisher Briscoe Hall Collingsworth Childress Plan approved by FEMA Bailey Lamb Hale Floyd Motley Cottle Hardeman Foard Wilbarger Wichita Plan in review/revision Clay Cochran Hockley Terry Yoakum Gaines Andrews Lubbock Crosby Dickens King Lynn Garza Kent Stonewall Dawson Fisher Scurry Borden Nolan Howard Martin Mitchell Archer Baylor Knox Throckmorton Young Haskell Jones Shackelford Stephens Eastland Taylor Callahan Jack Palo Pinto Erath Montague Wise Parker Hood Somervell Lamar Cooke Grayson Fannin Red River Delta Denton Collin Hunt Rockwall Tarrant Dallas Kaufman Johnson Ellis Hopkins Franklin Titus Camp Rains Wood Upshur Van Zandt Gregg Smith Henderson Morris Bowie Cass Marion Harrison Panola Expired Plan in development/update Expired - not developing El Paso Loving Winkler Ector Midland Glasscock Sterling Coke Runnels Coleman Brown Comanche Hamilton Bosque Hill Navarro Freestone Anderson Cherokee Rusk Nacogdoches Shelby No plan - not developing Hudspeth Culberson Reeves Ward Crane Upton Reagan Irion Tom Green Concho McCulloch Mills Lampasas Coryell McLennan Falls Limestone Leon Houston Angelina San Augustine Sabine San Saba Bell Robertson Madison Trinity Jasper Pecos Schleicher Menard Burnet Milam Polk Tyler Newton Jeff Davis Crockett Mason Llano Williamson Brazos Grimes Walker Sutton Kimble Burleson San Jacinto Hardin Terrell Gillespie Blanco Travis Bastrop Lee Washington Montgomery Liberty Orange Presidio Brewster Val Verde Edwards Real Kerr Kendall Comal Hays Caldwell Fayette Austin Waller Harris Jefferson Bandera Guadalupe Colorado Fort Bend Chambers Kinney Uvalde Medina Bexar Wilson Gonzales Lavaca Wharton Brazoria Galveston DeWitt Maverick Zavala Frio Atascosa Karnes Victoria Jackson Matagorda Goliad Calhoun Dimmit La Salle Bee Refugio McMullen Live Oak Aransas San Patricio Jim Wells Webb Duval Nueces Kleberg Informational graphic only Zapata Brooks Kenedy Starr Willacy Hidalgo Cameron

15 Hazard Mitigation Planning 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 May July State of Texas Hazard Mitigation Plan due Oct 2018 (80% complete)

16 Hazard Materials Emergency Preparedness (HMEP) Grant

17 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, in HMEP Grant Funds in FY Over 75% of this grant is available to Texas First Responders in the form of Training or Preparedness activities.

18 Emergency Management Performance Grant (EMPG)

19 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.

20 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 subrecipients. (Approximately 116 local jurisdictions, and 1 tribe). Approximately $14 million is retained in TDEM for salary and operations.

21 50/50 Cost Match Requirement 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 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.

22 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)

23 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

24 Exercise Participation Forms Please submit completed exercise participation forms by to: 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.

25 Lisa Resendez EMPG Program Supervisor Office: (512) Heather Baxter EMPG Grant Technician Office: (512) Aeris Williams EMPG Accountant Office: (512)

26 Recovery Public Assistance and Hazard Mitigation

27 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) 27

28 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: $

29 Major Disaster Declarations Since 1953* 10. Iowa Alabama Arkansas Kentucky Louisiana Florida New York Oklahoma California 84

30 Major Disaster Declarations Since 1953* 1. TEXAS 95 EMER 13 FMAG 236 TOTAL 344 The Lone Star State has recorded 95 Major Disasters in 63 years. 1 EVERY 8.1 MONTHS

31 Public Assistance

32 Public Assistance Process

33 RMS Section Administrators Colleen O Neal Region 4 & 5 M: O: Judy.lucio@dps.texas.gov Kyle Jones HQ Tech Review M: O: Kyle.Jones@dps.texas.gov Sherri LaCour Region 2 M: O: Sherri.lacour@dps.texas.gov d Judy Lucio Region 3 M: O: Judy.lucio@dps.texas.gov Kevin Goodlett Region 6 & 7 M: O: Kevin.goodlett@dps.texas.gov

34 Public Assistance Process

35 Recovery, Mitigation and Standards (RMS) Types of Recovery Funding Individual Assistance (IA) Public Assistance (PA) Fire Management Assistance Grants (FMAG) (Pre-Harvey) Total Projects: 7,299 Total Project Funding: $2,181,043,918

36 Recovery, Mitigation and Standards (RMS) Hurricane Harvey Recovery - Public Assistance Total Projects: 13,416 Total Project Funding: ~ $9,800,000,000 > 1000 Applicants ~ Million CY of Debris (92%)

fema.gov/media-library/assets/documents/111781 Code of Federal

37 Help Us, Help You, Helping Us How to speed up the process: Know the Process: FEMA Public Assistance Policy Digest Code of Federal Regulation 2 and 44 (CFR 2 CFR 44) Know your Liaison and Grant Coordinator:

38 Help Us, Help You, Helping Us 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)

40 Hazard Mitigation

41 Recovery, Mitigation and Standards (RMS) Types of Mitigation Funding Hazard Mitigation Grant Program (HMGP) Pre-Disaster Mitigation (PDM) (Pre-Harvey) Total Projects: 541 Total Project Funding: $630,433,190

42 Recovery, Mitigation and Standards (RMS) Hurricane Harvey Hazard Mitigation Total Projects: TBD Total Project Funding: ~ $1,180,000,000

43 David Jackson Hazard Mitigation Section Administrator Hazard Mitigation David Jackson, Hazard Mitigation Work: Cell: Charles Reagan Region 1 HM Work Charles.Reagan@ Kelly Brown Region 2 HM Work Kelly.Brown@ Patrick Kelley Region 3 HM Work Patrick.Kelley@ Ann Lehnick Region 4 HM Work Ann.Lehnick@ Eileen Whitaker Region 5 HM Work Eileen.Whitaker@ Fanny Milan Region 6 HM Work Fanny.Milan@ Terrell Kincaid Region 7 HM Work

44 Human Services

45 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.

47 Declarations State Declaration FEMA or Federal Declaration SBA Declaration environment.

48 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 , for support and coordination efforts.

49 Human Services Hurricane Harvey Multi-Agency Warehouse 9/9 11/17, ,433 Volunteer hours $2.5 Million in unsolicited donated goods Volunteer Reception Centers 3,439,814 Volunteer Hours $68, Volunteer Value of Service

50 Human Services Hurricane Harvey CNCS National Service Members 948 Damage Assessments 21,372 Cubic Yards of debris removed 618 Hazardous trees removed

51 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.

52 Human Services Unit DeAnna Poland-Stemock Voluntary Agency Liaison Office: (512) Sandy Eastham Individual Assistance Officer Office: (512)

53 Questions

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

55 NOT IF, BUT WHEN

56 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 64

57 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

58 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: $

59 HURRICANE HARVEY 67

60 Reimbursements

61 When you are asked to assist: Reimbursement Guidance for Providing Entities Two ways to get engaged in disaster response:

62 Daily Burn Rate vs. Reimbursement Daily Burn Rate Eligible Cost (Federal or State) Reimbursement Track ALL COSTS Reported daily Mechanism for capture of raw data in real time Provide situational awareness of event Costs that are ABOVE AND BEYOND daily operations Need declaration (FEMA) Need State of Texas Assistance Request - STAR (State) Can use daily burn rate data to calculate: Specific cost categories FEMA/TDEM reimbursement forms 70

63 Daily Burn Rate Repairs Leases Other Travel Cost Food Fuel

64 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

65 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!!!

66 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)

67 Lessons Learned Do not be afraid to ask for help Know who your DC, State Coordinator, and Regional Disaster Finance Coordinator

68 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

69 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

70 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

71 Questions

72 Financial Preparedness April 2018 Shari A. Ramirez-MacKay State Coordinator Regional Disaster Finance Coordinator Texas Department of Public Safety

Texas. Number of Army Reserve Members Deployed to OIF/OEF since 9/11/2001 by Home of Record County. Number of Service Members.

Texas. Number of Army Reserve Members Deployed to OIF/OEF since 9/11/2001 by Home of Record County. Number of Service Members. Army Reserve Members Deployed to OIF/OEF since 9/11/2001 by Home of Record Anderson 20 Carson 2 Donley 4 Hamilton Andrews 7 Cass 16 Duval 11 Hansford Angelina 14 Castro 1 Eastland 8 Hardeman Aransas 5