Benefits of Implementing the Donated Resources Policy. September 17, 2014

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1 1 Benefits of Implementing the Donated Resources Policy September 17, 2014

2 Today s Speakers 2 Greg Bosko, FEMA, Public Assistance, Region VII Dante Gliniecki, State of Missouri, Statewide Volunteer Coordinator Kam Kennedy, American Red Cross, North Central Division, Disaster State Relations Director Mike Pickerel, FEMA, Voluntary Agency Liaison/Mass Care Specialist, Region VII Jennifer Poitras, State of Colorado, Coordinator, Donation/Volunteer Coordination Team

3 Today s Topics Topics Welcome and Introductions Policy Overview Joplin Implementation Colorado Implementation Application for EMPG Grants Summation/Q & A 3 Presenters Kam Kennedy Greg Bosko Dante Gliniecki/Mike Pickerel Jennifer Poitras Dante Gliniecki Kam Kennedy

4 What are Donated Resources? FEMA Recovery Policy (DAP) Donated Resources 4 Policy establishes the criteria by which all applicants will be credited for volunteer labor, donated equipment, and donated materials used in the performance of eligible emergency work-categories A and B. Relevant documents: Sections 4039(a) and 502 of the Stafford Act, 44 CFR and OMB Circular A-87. Donated resources are utilized by an applicant to offset the non- Federal share of emergency work. Typical non-federal shares (or local shares) are 25 %; the Federal Share is typically 75%. In some instances, donated resources may offset only a portion of the non-federal share. If donated resources exceed the non-federal share, not all of those donated resources will be captured.

5 Volunteer Labor Examples of Donated Resources Mass Care e.g., shelter operations, evacuation support Missing persons hotline Search and rescue (when part of an organized effort/operation) Filling and placing sandbags Clean-up/debris removal, installing tarpaulin to damaged roofs Donated Equipment Bulldozers for pushing debris Vehicles to move sandbags Equipment to raise/reinforce a levee Donated Materials Food for disaster shelters Roofing materials/supplies Sand, dirt, rocks, and other flood-fighting materials 5

6 Donated Resources: Volunteer Labor Rate applied to volunteer labor (44CFR (c) (1)) should be equivalent to the rate (plus reasonable benefits) ordinarily paid for similar work within an applicant s organization or consistent with others performing such work. Premium rates will not be used. Multiply the labor rate by the total number of volunteer hours. Credit may be given for volunteer labor in any field reasonably required for emergency work, including the work of volunteer equipment operators. Avoid duplication of benefits (Stafford Act, Section 312). If volunteers are being paid from an outside source, are they volunteers? 6

7 Donated Resources: Equipment and Materials To determine the value of donated equipment, calculate the number of hours each piece of donated equipment was used and multiply that by the applicant s or FEMA s equipment rate (whichever is lower). DOT rates or other available rates can be referenced Out-of-pocket expenses to operate the equipment may be claimed as donation credit, unless those costs are included in a reimbursed equipment rate claim under a different project. (Avoiding duplication of benefits!) No equipment claims for permanent repairs such as roads, bridges, or building construction can be claimed. Materials must be donated by a third party entity. Commercial rates will be utilized to determine the value of donated materials. Information from vendors may be used and adjusted as necessary. Material from Other Federal Agencies may not be included. 7

8 Donated Resources: Mass Care/Emergency Assistance Recovery Policy Donated Resources 2014 Updates 8 The change to the final policy amends Section VII.A.2.g. of the previous version, dated April 9, 2007, allowing the value of mass care and sheltering activities provided by a voluntary agency to be applied to the non-federal share as a donated resource even when those activities are part of the volunteer agency s mission. Mass Care/Emergency Assistance Services include Sheltering Operations Evacuation Support Temporary Roofing (e.g. Blue Roof)/Rapid Temporary Repair Only labor provided by voluntary agencies, not by contractors

9 Credit for Donated Resources Credit for donations cannot exceed the non-federal share portion of the Project Worksheet (PW), i.e. 25% on a 75/25 disaster. If used for multiple PWs, one credit PW can be created after all emergency work is completed. Value of the donated resources cannot exceed 100% of both the Federal and non-federal share. Donations credit is capped at the non-federal share of emergency work. Excess credit may be distributed to other emergency work PWs but may not exceed the maximum allowable credit for each PW. Excess donated resources cannot be applied to another applicant, toward other State obligations, or toward permanent work. Credit for donated resources may not be applied for any work during a 100% Federally funded disaster, because the non-federal share for that period would be zero. 9

10 Donated Resources: Documentation 10 Donated resources can only be claimed for eligible Category A and B, emergency work projects to offset the applicant s non-federal share. Eligible applicant (City, County, Parish) must have an official document certifying the resources that were donated. Documentation must verify and support donated resources claims. Remember that Volunteers cannot be paid. No one line-item invoices are acceptable. FEMA/State personnel will review documentation to confirm eligibility and overall donated resources claims. Documentation must include hours worked, location of site, description of work for each volunteer, and similar information for materials and equipment. Third party (donating party) must provide accurate and detailed records to the receiving (eligible) applicant to ensure prompt review and that the credit is captured.

11 Donated Resources: References Section 403 of the Stafford Act 44 CFR OMB A-87 FEMA Recovery Policy Public Assistance Digest (FEMA 321), Page 37 Public Assistance Guide (FEMA 322), Page 56 RP Donated Resources Policy 11

12 Joplin Tornado May 22, 17:50 12

13 Joplin Tornado: Impact fatalities 1,800 injured 7,500 homes destroyed 18,000 vehicles destroyed 500 businesses destroyed 3,000,000 cubic yards of debris 1 major hospital destroyed Most affiliated doctors offices/clinics destroyed 2 Fire stations destroyed 5 schools destroyed 47% of community uninsured or under-insured

14 Joplin Tornado: The Volunteer Reception Center (Established by AmeriCorps St. Louis) Initial VRC Organization Signage, traffic flow, parking Screen/interview/badge Matching volunteers/projects Partner agency assignments Field assignments Volunteer tracking Transportation Volunteer group intake Donations desk Equipment dispatch/tracking 14 Snapshot Results (11 months) 75,010 Individual Volunteers 512, 286 Volunteer Hours 3,317 Homeowner requests for assistance 2,165 Homeowner requests completed

15 Joplin Tornado: Donations Management 15 Challenges Resources Overwhelming amount of goods Need for storage Initial lack of a coordinated response Need for donated space Spontaneous Points of Distribution (POD) throughout the city Voluntary Organizations: e.g., Seventh Day Adventists, Convoy of Hope, The Salvation Army, American Red Cross, CNCS (AmeriCorps St. Louis ERT) National Donations Management Network (NDMN) FEMA VALs EMAC from other states National VOAD/FEMA Contract Businesses State Agencies

16 Joplin Tornado: Donations Management Key Concepts of Operation Donations Coordination Center Phone Bank Web Site Multi-Agency Donated Goods Warehouse (MAW) Support Agencies Communications Public Information Internal 16 NDMN Plans and SOGs Local Jurisdictional Donations Management Operations Points of Distribution (PODs) Logistics Transportation Deliveries

17 Joplin Tornado: Donated Resources Telling a $17 Million Dollar Story 17 The $17.7 million of donated resources is the largest amount recorded in the history of Missouri and in FEMA Region VII. There were over 102,000 volunteers working over 610,000 hours along with donated goods and services valued at over $8.5 million, and 12,000 hours of donated equipment use. That s incredible and the City is very thankful for all who have helped Joplin. Not only did the volunteers help clean up Joplin, but they also helped us financially recover a significant amount of expense. - Leslie Jones, City of Joplin, Finance Director

18 Joplin Tornado: Donated Resources Worth More than Face Value 18 Establishing strong relationship with emergency management eligible applicants Sell the value of having an organized response leveraging the resources of volunteers Having a strong volunteer reception center in place to assist with proper documentation of hours Plan, exercise, and train for establishing and managing the volunteer reception center at the local, regional, and state levels Volunteer and Donations Management is one of the 37 DHS/FEMA Target Capabilities Help inform the emergency management community/ eligible applicants of the FEMA Disaster Assistance Policy

19 Colorado Floods: Impact 500 year floods in areas 5 days of rain > annual average Boulder: 18.2 of rain in Sept (avg. rain 1.6 ) 24 counties affected 15 counties Declared 10 fatalities 28,363 homes damaged 1,852 homes destroyed 18,147 evacuated 20 Largest aerial evacuation since Katrina (1,750 people and 300 pets) 30 highway bridges destroyed (20 damaged) 200 miles of state highways closed/damaged/destroyed 203 commercial structures destroyed Damage to state and local infrastructure $1.7 billion Total damage: $3 billion

20 Colorado Floods: Challenges Challenges Scale of event Basic Understanding of Donated Resources Policy Importance of reporting Data needed and eligible activities 21 Huge influx of national agencies Getting agencies to cooperate/submit reports Coordination between local communities and State

21 Colorado Floods: Voluntary Agencies (Select) A Precious Child Adventist Community Services Disaster Response American Red Cross Boulder County Humane Society Boulder Shelter for the Homeless Catholic Charities Denver Northern CO Community Food Share Convoy of Hope Crossroads Ministry Discover Goodwill Flatirons Habitat for Humanity Food Bank for Larimer County Hope Restored Humane Society - Pikes Peak Region Islamic Circle of North America 22 Jewish Family Service of Colorado United Methodist Committee on Relief Longmont Meals on Wheels Larimer Humane Society NOCO Rebuilding Network Operation Hope Our Center Pet Aid Presbyterian Disaster Assistance Samaritan's Purse Save the Children Sister Carmen Community Center The Salvation Army Team Rubicon VIA Mobility Services World Renew

22 Colorado Floods: State and Local Response 23 State - Initial Response Colorado VOAD Reporting Process Captured all VOAD member activities Including volunteer hours Aggregate data Initial Process Urged weekly reporting Many agencies/counties Dedicated person for collecting reports Local - Initial Response Varied depending on area Some smaller communities self-coordinated Matched agencies with needs and volunteers Learned by doing little guidance Inundated with VOAD

Colorado Floods: What Worked Well Pre-existing relationships of key players Dedicated person(s) for reporting Central place to coordinate Use of http://www.

23 Colorado Floods: What Worked Well Pre-existing relationships of key players Dedicated person(s) for reporting Central place to coordinate Use of to guide public on how to help National Donations Management Network (NDMN) Basic reporting process in place (State level) Used conference calls to educate 24

24 Colorado Floods: Lessons Learned Clear and consistent messaging Wealth of resources available Better clarity at State level on Donated Resources early! Have process in place Better guidance to local communities In person and handout What to expect shortterm/long-term 25 How to manage inflow of VOADs Provide basic tools/volunteer sign-in sheets Collect all data potentially needed Assume activities are eligible Incentives for reporting $725,184 of donated resources, as of September 12, 2014 Recognize other benefits for reporting

25 EMPG 26 Emergency Management Performance Grants In-Kind Match

26 Applying Donated Resources to EMPG Grants 27 EMPG are grants awarded annually by FEMA (authorized by Title VI of the Stafford Act) to: Assist State and local governments in preparing for the protection of life and property from all hazards. Provide coordination and guidance to deliver the core capabilities (National Preparedness Goal) of a secure and resilient nation. Allowable costs to build and sustain core capabilities-- Prevention, Protection, Mitigation, Response, & Recovery Federal share of funds shall not exceed 50 percent of the total budget Grant guidelines establish an in-kind match process; another opportunity (outside ) to apply voluntary hours

27 EMPG: Basic Guidelines Costs must be allowable under grant program Costs must be in compliance with all federal requirements and regulations Reasonable, allowable, allocable, and necessary Record-keeping for in-kind Donor, date, rate, equipment, amount 28 May not be met from contributions by another Federal grant The source of the match funds must be identified in the grant application

28 EMPG: Basic Guidelines (continued) Every item must be verifiable, i.e., tracked and documented (certified) Any claimed cost share expense can only be counted once In-kind match should Correspond to EMPG work plan Support goals and objectives of the work plan May include planning, training, exercise, resourcing In-kind match should be quantifiable 29

29 EMPG: Volunteer and Donated Services Volunteer Services 30 Unpaid services provided to a grantee or sub grantee by individuals will be valued at rates consistent with those ordinarily paid for similar work. An employer other than a grantee, sub grantee, or cost-type contractor furnishes free of charge services of an employee in the employee s normal line of work. Donated Services include: Supplies and loaned equipment or space Valuation of third party donated equipment, buildings, and land Valuation of grantee or sub grantee donated real property for construction/acquisition

EMPG: Sources of In-Kind Match Community Organizations Active in Disaster (COAD) Committees: Mass care, donations, long-term recovery, public health, community services Citizens Corps Council (CCP)

30 EMPG: Sources of In-Kind Match Community Organizations Active in Disaster (COAD) Committees: Mass care, donations, long-term recovery, public health, community services Citizens Corps Council (CCP) Community Emergency Response Team (CERT), Volunteers in Police Service (VIPS), Medical Reserve Corps (MRC), Neighborhood Watch, Fire Corps 31 Government Agency Partners Mass Care, Public Health, Social Services, Parks and Recreation, Police, Fire, Public Works Donors Community benefactors, businesses, citizens, associations, other governments

31 EMPG: State In-Kind Match Policy A few states have such a policy State (MO) is developing an In-Kind Match Policy Coordination with FEMA Coordination with the Missouri Voluntary Organizations Active in Disaster (Missouri VOAD) Governing Provisions 44 CFR Part CFR & 13.24, Matching or Cost Sharing 2 CFR Part CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments Contacts: Dante Gliniecki, , dante.gliniecki@sema.dps.mo.gov Susamma Seeley, , sseeley@cc-mo.org 32

32 The National Mass Care Strategy 33 Ensuring our nation s ability to provide life-sustaining services immediately following disaster events is a fundamental responsibility of government at all levels, as well as the mission of many nongovernmental and private sector organizations. Additionally, it is an inherent value embedded in the culture of this country to assist each other during times of need. -The National Mass Care Strategy (NMCS)

To Stay Updated and Find Out More 34 http://www.

33 To Stay Updated and Find Out More 34

FINANCING THE FLOOD. FEMA Public Assistance (PA) and Hazard Mitigation Grant Programs (HMGP) Facilitator: Corey Thomas Thompson Consulting Services

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