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Hazard Mitigation Grant Program (HMGP). Applicant’s Briefing FEMA DR-LA 1521 Flooding May 12, 2004 Briefing Conducted from LSU / October 27, 2004. Applicant Briefing for Hazard Mitigation Grant Program.

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hazard mitigation grant program hmgp
Hazard Mitigation Grant Program (HMGP)

Applicant’s Briefing



May 12, 2004

Briefing Conducted from LSU / October 27, 2004

applicant briefing for hazard mitigation grant program
Applicant Briefing for Hazard Mitigation Grant Program

To prepare local officials and potential applicants for application for the Hazard Mitigation Grant Program (HMGP).

The briefing will help applicant’s to more effectively manage the program in accordance with New Revised State Guidelines.

eligible parishes
Eligible Parishes
  • FEMA 1521 – June 8, 2004
    • Acadia, Iberville, Jeff Davis,
    • Lafayette, Livingston,
    • Pointe Coupee
    • St. Landry, St. Martin
    • West Baton Rouge
let s get started
Let’s get Started……
  • Roll Call /Only Speak when asked to
  • Please include:
    • Your Name/Agency
  • VTC Locations
      • LSU –BR
      • Acadia Auditorium
      • FEMA Region VI / Denton, Tx
  • Sign in Sheet
goals of the hmgp
Goals of the HMGP
  • Support the State / Local Hazard Mitigation Plans by funding Hazard Mitigation measures that are in line with the respective plans.
  • Assist local governments in using safer building practices and improving existing structures and supporting infrastructure.
amount of funding available
Amount of Funding Available
  • The program may provide a State with up to 7.5 percent of the total disaster grants awarded by FEMA.
  • This grant may be used to fund up to75 percent of eligible mitigation measures.
  • The applicants must provide the remaining 25 percent cost share from non-Federal sources.
who is eligible
Who is Eligible?


State Agencies

Local Agencies

Special/Regional Districts



Section 501 (c), (d), (e) of the Internal Revenue Service Code

Medical, Residential Health Care Facilities, Educational, Emergency Utility.

key regulatory guidance resources
Key Regulatory/Guidance Resources
  • The Stafford Act
  • The Code of Federal Regulations,44 Part 206, Subpart N
  • The HMGP Desk Reference
hazard mitigation
Hazard Mitigation

. . . Any sustained action taken to reduce or eliminate long-term risk to people and property from natural hazards and theireffects.

key applicant responsibilities
Key Applicant Responsibilities
  • Manage the implementation of the approved project.
  • Comply with HMGP requirements, grants management procedures, the grant agreement, and applicable laws.
  • Responsible for determining that cost are reasonable.
key applicant responsibilities1
Key Applicant Responsibilities
  • Maintain appropriate records.
  • Responsible for project costs even if the services of a contractor are utilized.
  • Responsible for determining that Federal funds are only spent on FEMA approved projects.
  • Issue 1099’s if applicable.
key state responsibilities
Key State Responsibilities
  • Manage the HMGP Program.
  • Solicit program interest and help potential applicants to complete applications.
  • Prepare and submit applications to FEMA.
  • Notify applicants of FEMA decisions.
  • Monitor program activities.
  • Conduct periodic/compliance reviews
key fema responsibilities
Key FEMA Responsibilities
  • Oversee the State management of the HMGP.
  • Assist the State in setting priorities for the use of HMGP funds.
  • Approve or deny applications for funding that are submitted from the applicant thru the Grantee (State).
identifying grant projects
Identifying Grant Projects

The project should be consistent with the State / local Hazard Mitigation priorities and Plan.

the applicants role
The Applicants Role

Develops, adopts and updates local mitigation strategy.

Submits HMGP projects to LHLS/EP.

Implements the project and maintains all project documentation.

Ensures all project costs are reasonable and in compliance with all applicable federal, state, and local requirements governing the use of federal funds.

hmgp financing
HMGP Financing
  • HMGP is a cost-reimbursement grant program
  • The recipient (Subgrantee) of the funds should initially make arrangements to fund the entire project (up-front money), unless circumstances provide for the limited advance of funds.

Types of Mitigation Activities

  • Acquisitions, Elevations, Relocations of flood insured repetitive-loss properties
  • Retrofitting existing public buildings and facilities
  • Minor structural flood control projects


1. Substantially damaged structures.

2. Target repetitive loss structures by ranking (Proof of Flood Insurance required).

3. Repetitive loss structures in order based on cost-benefit analysis.

Note – Structure must be primary residence or for non recreational use.


Retrofitting of Public Facilities

1. Potable water systems

2. Sewer systems

3. Forced drainage systems

4. Emergency Operations Centers -

911 Facilities


Minor Drainage Projects

1. Federal share of $500,000 or less

2. Have all environmental consultation letters.

3. Have applied for all applicable Federal,

State and Local permits.

4. Must be in design and development stage at time of submittal

5. Demonstrate cost to benefit analysis


Ineligible Projects

  • Communication systems
  • Emergency support equipment
  • Vehicles
  • Most warning systems
  • Retrofitting places of worship
  • Projects already in progress
  • Other Federally Funded Projects (NRCS & USACE)
  • No Levees
the application process

Applicants Submit:

(1) Pre – Application/Letter of Intent

(2) Engineering Checklist

(3) Copy of Benefit Cost Analysis

Deadline:December 6, 2004

State Hazard Mitigation Team Reviews

Pre –Applications Projects and

selects projects for complete application submission.(Finalist)

Deadline:December 20, 2004

LHLS/EP Conducts Eligible Applicant Briefings

October 27, 2004

The Application Process

Continued on next slide

the application process con t

Complete Applications submitted to

LHLS/EP for submission

to FEMA.

Deadline:February 25, 2005

If Approved and funds obligated, Subgrantee notified and LHLS/EP begins Grant Management


SHMT team reviews complete applications; makes selections for FEMA Review and


FEMA Review and


The Application Process (con’t)
make sure that
Make Sure That . . .
  • The following information is accurate.
    • Pre-Application/Letter of Intent
    • Name of Subgrantee & local POC
    • Location of Project / Description of Measure
    • Cost Estimate for the Measure must be detailed and include an analysis of the cost-effectiveness & substantial risk reduction, consistent with 206.434(c) “minimum project criteria”
make sure that1
Make Sure That . . .
  • Work schedule & Justification for selection
  • Alternatives considered
  • Consulting Fees Must be disclosed
  • No hidden costs are included
  • Required Environmental information
pre application notice of intent refer to pre application form
Pre – Application/Notice of Intent(Refer to Pre-Application Form)
  • Identifies vital project information such as:

Point of Contact

Project Location

Detailed Project Description

Project Impacts/Area(s) Effected

  • Also included with the Pre –Application is the completed Engineering Checklist
eligible projects for disaster 1521
Eligible Projects for Disaster 1521:
  • Minor structural flood control
  • Stormwater Management
  • Phase I design, engineering,or feasibility study
examples of drainage projects refer to engineering checklist
Examples of Drainage Projects:(Refer to Engineering Checklist)
eligible projects must
Eligible Projects Must . . .
  • Meet the requirements of 44 CFR 206.434(b) – Local Plan Requirements created by DMA 2000
  • 206.434(c) – Minimum Project Criteria
    • Be in conformance with State/local Plan approved under Part 201
    • Solve a problem and be cost-effective and substantially reduce the risk of future flooding
cost of expected damages
Cost of expected damages
  • Consider the life of the project (typically 30 years for drainage, 50 years for elevation, 99 years for acquisition) together with possible annual damages.
  • Costs benefits will accrue if the project is implemented. Analyze how the costs of the project, through its lifetime, compares with the anticipated value of future damage reduction.
allowable project costs
Allowable Project Costs
  • Reasonable costs to implement project:
    • Project design
    • Administrative costs
    • Eligible Property
    • Construction, Labor and materials
    • State determines guidelines
    • Subgrantee must justify costs
contractor guidelines
Contractor Guidelines
  • Make sure:
    • The Subgrantee follows the procurement guidelines in 44 CFR Part 13.
    • Objective criteria used when selecting contractors.
    • Local/State Bid laws used
administrative costs subgrantees
Administrative Costs: Subgrantees
  • Covers HMGP subgrantee costs to:
    • Request subgrants
    • Obtain subgrants
    • Administer subgrants
  • Based on net eligible costs
unallowable project costs
Unallowable Project Costs
  • Costs incurred prior to grant approval.
  • Items covered by the subgrantee administrative costs.
  • The loss of tax revenue due to public acquisition of land for open space.
  • Maintenance of the project after initial implementation.
additional considerations
Additional Considerations
  • Environmental Laws
  • Natural Resources
  • Social & Cultural Concerns/Impacts
additional resources
Additional Resources
  • EMI Training Course on BCA
  • The Yellow Book
  • Technical Manual for Full Data Modules
  • OMB Circular No. A-94
  • Marshall and Swift’s “Residential Cost Handbook”
  • R.S. Means “Square Foot Building Costs”
additional resources1
Additional Resources
  • HMGP Desk Reference andHMGP Applicant Handbook
  • FEMA Property AcquisitionHandbook
  • State Floodplain manager (DOTD)
  • Newsletters
  • Other Federal, State, and private websites
utilize available technology
Utilize Available Technology
  • Communicate/researchvia Internet.
    • www.dhs.gov or fema.gov
    • www.ohsep.louisiana.gov
    • Floodplain Manager websites
  • Use disks/websites/CD-ROMs for references.
payments and reimbursement procedures
Payments and Reimbursement Procedures

In general:

  • All project funds’ disbursements will be processed on a REIMBURSEMENT BASIS.
  • Advance of Federal funds will only be approved by exception and where allowed by Federal Regulations. A participant must demonstrate that an advance for a project is necessary in order to accomplish the work.
payments and reimbursement procedures con t
Payments and Reimbursement Procedures (con’t)
  • The request for advance funding will only be considered with compelling documentation to support the need and in only the amount necessary to execute the project.
  • The Deputy Director of Emergency Preparedness will be the approving authority for advance funding.
payments and reimbursement procedures con t1
Payments and Reimbursement Procedures (con’t)
  • All payment requests require a SF 270 with the original signature of the authorized certifying official on the reverse side of the form. Payment requests will be accepted on the first day of each Federal fiscal quarter (October 1, January 1, April 1, and July 1) or at project completion. Appropriate documentation of the expended funds must accompany the request for payment.
payments and reimbursement procedures con t2
Payments and Reimbursement Procedures (con’t)

Construction Projects:

For construction projects, a percentage of completion calculations should be included with the SF 270. Payments will not be processed without a current signed quarterly report on file with our agency.

payments and reimbursement procedures con t3
Payments and Reimbursement Procedures (con’t)

Construction Projects:

No more than 80% of the total Federal funds obligated to the project will be paid until the project is closed out. Projects with total costs greater that $100,000, the subgrantee will inform the grantee when the project is at or near 50% completion. Periodic or compliance reviews will be conducted by the State at its discretion.

june 2004 irs ruling
June 2004 - IRS Ruling
  • Section 61 (Gross Income)
  • National office concluded that property owners of grant elevation programs must report the Federal grant amount
  • Requires State/local governments to file information
  • S. 2886 / HR 5206 introduced in October to exclude HM assistance from reporting requirements.
appeals iaw 206 440
Appeals IAW 206.440
  • Follow a two-tier process
  • Must be submitted within 60 days after receipt of notice of the action that is being appealed and
  • Should offer new data
state hazard mitigation team

Selection Criteria:

Applications will be ranked based upon the following criteria……..

Cost/ Benefit of the project 40%

Completeness of application 30%

Time frame of project 30%

state hazard mitigation team1




Projects (construction activities that would protect from flooding or alleviate flood waters more rapidly) with an approximate Fed share of up to 150K on each project.

(This rational would expend all funds available for 1521)

timeline for applicants

Pre – Application/Notice of Intent…….….DEC. 6, 2004

Notice to finalist…………………………..DEC. 20, 2004

Complete Application to State…………….FEB. 25, 2005

Notice of Approval……………………………TBA

Obligation of Funds/FEMA award……………TBA

  • Colonel Jeff Smith
  • Major Bob Kyger
  • 2LT Jeffrey Giering
  • (225) 925-7500