Hazard Mitigation Assistance Programs

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1 Mississippi Emergency Management Agency Lee Smithson, Executive Director Hazard Mitigation Assistance Programs Overview

2 Introduction A few words from those who made this webinar possible: Jana Henderson, MEMA Chief of Staff Billy Patrick, Office Director-Mitigation, State Hazard Mitigation Officer George Humphrey, Bureau Director-Mitigation Grants

3 Goal and Objectives Goal: Involve more critical facilities in applying for Hazard Mitigation Grants. Objectives Explain Mitigation and the Hazard Mitigation Grants Program How to Obtain a Mitigation Grant How to apply for a Mitigation Grant

4 What is Mitigation? Any sustained action taken to reduce or eliminate long term risk to people and property from natural hazards and their effects. * * Hazard Mitigation Assistance Guidance, dated February 27, 2015

5 Hazard Mitigation Grant Program Authorized under Section 404 of the Stafford Act. Provides funding for eligible disaster loss reduction measures identified through a risk assessment of State & local hazards. HMGP is administered by the Mississippi Emergency Management Agency (MEMA). Regulations and Policy Guidance concerning the Hazard Mitigation Grant Program may be found in the Code of Federal Regulations at 44CFR , & 44 CFR part 200, FEMA HMA (Hazard Mitigation Assistance) Program Unified Guidance, February or online at or

6 Hazard Mitigation Grant Program Obtaining a Hazard Mitigation Grant 6

7 WHAT IS A HAZARD MITIGATION GRANT? A grant that funds a sustainable, cost effective, environmentally sound action that reduces or eliminates loss of life and property from the effects of a natural hazard, and does not create higher risk in surrounding areas. 7

8 Who are eligible applicants? State Agencies and local governments. Qualified private non-profit organizations or institutions. Native American tribes or tribal organizations. 44CFR (a) establishes eligibility 8

9 Eligible State and Local Applicants are Required To: Organize a Hazard Mitigation Council. Develop a Hazard Mitigation Plan. Be a participant in good standing in the National Flood Insurance Program.

10 Private Non-profit applicants are Required to: Project must be located in jurisdiction with an approved plan. Plan must identify project type as a strategy or goal of the plan. Private nonprofit must have participated in plan development. 10

11 Eligible Project Criteria Conform to the State and local Hazard Mitigation plan. Conform to floodplain management, wetlands & environmental regulations. Solve a problem independently or constitute a functional part of a solution. Have a beneficial impact on the area. Meet all codes and standards. Provide a long-term solution. Be cost-effective. Federal regulations determine the eligibility criteria for projects. All projects must meet the minimum criteria found in 44 CFR (c)(1-5):

12 Eligible Project Types Hazard Mitigation Planning Retrofit of critical & essential facilities. Flood damaged structures. Group Safe rooms. General population shelters. Warning systems. Generators for critical facilities. Enhanced Codes and Standards. Minor localized flood reduction projects. 12

13 Hazard Mitigation Assistance Program Unified Guidance HMA Unified Guidance can be found online at or by contacting MEMA Mitigation Grants Bureau at

14 Hazard Mitigation Assistance Program Unified Guidance-Addendum HMA Unified Guidance Addendum can be found online at or by contacting MEMA Mitigation Grants Bureau at

15 Hazard Mitigation Grant Program How Do I Apply? 15

16 HMGP Application Process State notifies potential applicants via applicant briefings. Applicants submit Notice of Intent. State reviews & ranks Notices of Intent. Applicants submit a pre-application. State reviews pre-application for approval. Applicant submits a full application. State-FEMA review of application. FEMA approves application and obligates funds

17 Notice of Intent (NOI) An approved notice of intent does not guarantee that your application will be approved. The application scope of work must be consistent with the Notice of Intent scope of work. One mitigation activity per Notice of Intent Must be submitted to the Office of Mitigation via the Mitigation Grants Specialists no later than 2 weeks from the date of the applicant s briefings.

18 NOI Review Process Is the applicant an eligible applicant? Is the project an eligible project type? Has the applicant received grant funds from previous disasters/ Past performances on projects? Matching cost share?

19 MitigationMS.org Website

20 HAZARD MITIGATION APPLICATIONS Acquisition Elevation Drainage Saferooms Partnered Mitigation Projects Generator Warning sirens Planning Other type projects 20

21 Pre-Application Process Must be submitted via MitigationMS.org Must include a detailed scope of work for proposed project. Must include a detailed cost estimate. Must include all required attachments. Must be submitted within 2 weeks from the approval date of the Notice of Intent.

22 Full Application Process Must be submitted via MitigationMS.org Must have a detailed scope of work. Must have a detailed budget. Must have a realistic timeline. Must list project alternatives? Must address all of the Environmental and Historic requirements. Must attach all related documentation? (labeled maps, photos, etc.) Must include all agreements?

23 Developing a Scope of Work Define the Risk. Define the purpose of the project and level of effectiveness. Describe the materials and techniques that will be used to implement the project. Discuss any permitting requirements. Include maps that identify the geographic location, project boundaries and construction site. Attach Engineering drawings and reports if applicable.

24 Developing the Budget Must included all anticipated direct project costs. Project Management A&E costs Site Prep, staging, permits, disposal, etc. Must identify contract work, in-house staff hours or donations and any in-kind contribution. Must identify source references for estimated cost budget narrative that clearly defines budget line items. Single line-item budgets are not allowed.

25 Developing the timeline Must include project tasks, milestones, and durations. Must not exceed time allowed for project type. Must be consistent with budget and Scope

26 Environmental Historic Preservation (EHP) Every applicable question that is relevant to your project must be answered using the most current information that you have available. Ground disturbance: Provide drawings or studies that define the project area, depth of excavation, staging areas, floodplain, or historic data. Be specific Any EHP costs must be in the budget.

27 Benefit Cost Analysis Must be completed using the most current FEMA approved software and guidelines. Must have a benefit cost ratio greater than one. All data inputs that are not FEMA defaults must be documented. Data entered in the BCA must be consistent with information in the application.

28 Full Application Review Process Is the application scope of work consistent with the preapplication scope of work? Is the project still an eligible project type? Is the Benefit Cost Analysis completed and greater than 1. (cost effective) Is all of the documentation included? Are all of the attachments included? Is the cost share match identified?

29 Full Application Review Process Are all of the worksheets completed? Is the timeline listed with detailed milestones? Are maps clearly marked with the site location? Are all of the agreements signed by the applicants agent? The scope of work, budget and schedule will be compared for consistency and mathematical accuracy.

30 FEMA Review Process Eligible applicant?? Eligible project? Application complete? Meets state priorities? Permanent solution? Technically achievable? Cost effective? Meets NEPA criteria? Non-federal match is in hand? Mitigation ability?

31 Hazard Mitigation Grant Program Funding

32 Hazard Mitigation Grant Funding DR January 2017 Severe Storms, Tornadoes, Straight-line Winds, and Flooding Regular Project Funding $ 1,407,773 Initiative Funding $ 74,093

33 Hazard Mitigation Grant (HMGP) Initiative Funding To be eligible for HMGP Initiative funding, activities must: Be difficult to evaluate against traditional program cost-effectiveness criteria Comply with all applicable HMGP eligibility criteria as well as with Federal, State and local laws and ordinances. Be consistent with the goals and objectives of the State and local mitigation plans; and Be submitted for review with a narrative that indicates that there is a reasonable expectation that future damages or loss of life or injury will be reduced or prevented by the activity.

34 Hazard Mitigation Grant Initiative Funding Activities that may be funded under the 5% initiative: Public Outreach Campaigns A benefit cost analysis is not required for initiative projects. Usually only a small amount of funding.

35 HMGP Cost Share FEMA provides 75% reimbursement of the total eligible project cost up to the amount of the award. The Subgrantee provides 25% of the total eligible cost share. Non-Federal match may be in cash or in-kind. Other Federal funds cannot be used a part of the match with the exception of : Increased Cost of Compliance (ICC) payouts Most HUD Community Development Block Grants (CDBG)

36 Critical & Essential Facilities Pass Christian Complex Waveland City Complex Pass Christian Police Department 36

Eligible drainage projects must protect insurable structures at a cost that is less than

37 Stormwater Drainage Projects Modification of existing culverts in lieu of buyouts Large localized Drainage project. Eligible drainage projects must protect insurable structures at a cost that is less than acquisition, elevation or relocation. Project should be small localized and not within the responsibility of the USACE, NRCS or other State/Federal agency.

38 Generators for Critical Facilities Dedicated generators for large facilities such as general population shelters & emergency operations. 38

39 Projects NOT Eligible under HMGP Large storm drainage projects. (levees, dams) Purchase of stand alone equipment or land. Operating costs. Engineering studies with no commitment for completing the project. Projects with unreasonable expectations. Projects that address operation, deferred or future maintenance, repairs, or replacement. Preparedness measures and response equipment. Studies not directly related to design and implementation of a proposed project.

40 SUMMARY Good projects take planning and preparation. Good projects address true hazard risk not minor inconvenience. Addresses a hazard profiled in approved local mitigation plan. Project will be completed with the period of performance. All projects must be submitted by the State imposed deadlines. Hazard Mitigation Grant Program funding is available to all eligible applicants with an approved mitigation plan.

41 SUMMARY The cost-share is 75% Federal and 25% non-federal. Applicant must be a member of the National Flood Insurance program and in good standing. All projects must be cost-effective and environmentally sound. All project must be sustainable by the community. Go to for application submittal.

42 Examples of Approved Projects (Critical Facilities) Singing River/Ocean Springs Hospital Window Retrofit Project HMGP Singing River/Ocean Springs Hospital Roof Retrofit HMGP Singing River-Pascagoula SRH Exterior Hardening HMGP Gulfport Memorial Hospital -Glazing HMGP

43 Mississippi Emergency Management Agency Questions? Billy Patrick, Mitigation Office Director (601) George Humphrey, Grants Bureau Director (601)

HAZARD MITIGATION ASSISTANCE (HMA) GRANTS

HAZARD MITIGATION ASSISTANCE (HMA) GRANTS 1 Intent of Mitigation Grant Programs Opportunity to protect individuals & property, and infrastructure from natural hazards while also reducing reliance on Federal