PREPAREDNESS

APPLICANT BRIEFINGAPPLICANT BRIEFINGSTATE IEB ASSISTANCE STATE IEB ASSISTANCE

PREPAREDNESSAPPLICANT BRIEFINGAPPLICANT BRIEFING

PROVIDES INFORMATION FOR LOCAL OFFICIALS THAT WILL ASSIST DURING RECOVERY OPERATIONS

THIS BRIEFING IS DESIGNED ESPECIALLY TO PROVIDE INFORMATION ON THE CONCEPT OF COORDINATING RECOVERY OPERATIONS

YOU CAN CONTACT THE STATE OFFICE OF HOMELAND SECURITY AND EMERGENCY PREPAREDNESS AT:

– (225) 925-7500– (225) 925-7501 //fax

PREPAREDNESSAPPLICANT ELIGIBILITYAPPLICANT ELIGIBILITY

ALL DAMAGE CLAIMS MUST BE ASSOCIATED WITH WORK PERFORMED AS A RESULT OF:

ALL REQUEST FOR IEB CONSIDERATION / ASSISTANCE MUST BE PROVIDED TO LHLS/EP NO LATER THAN: 30 days from today

PREPAREDNESS

LOUISIANA EMERGENCY LOUISIANA EMERGENCY ASSISTANCE & DISASTER ACTASSISTANCE & DISASTER ACT

The Military Department, Office of Homeland Security and Emergency Preparedness, under the Governor and

Adjutant General, shall be responsible for

emergency preparedness in the State.

PREPAREDNESSPURPOSE OF THE ACTPURPOSE OF THE ACT

Sec.6 Provide a setting conducive to the rapid and orderly start of restoration and rehabilitation of persons and property affected by emergencies or disasters.

Sec.7 Authorize and provide for cooperation in emergency or disaster prevention, mitigation, preparedness, response, and recovery.

Sec.8 Authorize and provide for management systems embodied by coordination of recovery operations.

PREPAREDNESSEMERGENCYEMERGENCY

According to the Louisiana Emergency Assistance and Disaster Act of 1993, as

amended, an emergency means the actual or threatened condition which has been or may be created by a disaster.

PREPAREDNESSDISASTERDISASTER

According to the Louisiana Emergency Assistance and Disaster Act of 1993, as amended, a Disaster means the result of a natural or man-made event which causes loss of life, injury, and property damage, including but not limited to natural disasters such as hurricane, tornado, storm, flood, high winds, and other weather related and man-made disasters, including but not limited to nuclear power plant incidents, hazardous material incidents, oil spills, explosions etc.

PREPAREDNESSPUBLIC ASSISTANCEPUBLIC ASSISTANCE

“Supplemental Assistance provided to State and Local Governments and/or certain Private Non-Profit (PNP) Organizations other than Assistance for the direct benefit of Individuals and Families”

THE STATE IEB ASSISTANCE PROGRAM MAY PROVIDE ASSISTANCE BASED ON EXISTING

POLICIES & GUIDELINES and the Applicant’s completion of the State Disaster Package(SDP).

PREPAREDNESSPUBLIC ASSISTANCE / WHOPUBLIC ASSISTANCE / WHO

ELIGIBLE APPLICANTS1.State Agencies2.Parish Governments3.City Governments4.Eligible Private Nonprofit Organizations /

that provide essential type services to the general public (IRS Tax exempt), such as the American Red Cross, Salvation Army etc.

PER CAPITA QUALIFICATION ONLY CONSIDERS LOSSES FOR 1, 2 & 3.

PREPAREDNESSPUBLIC ASSISTANCE / FORPUBLIC ASSISTANCE / FOR

BASIC WORK ELIGIBILITY If expense is incurred or an item of work is

required:

1. As a result of a Declared Event2. Work Is within, or in support of a Designated Disaster Area3. Work Is the Responsibility of the Applicant under normal and routine response programs4. Not within Authority of another Program

PREPAREDNESSGENERAL WORK ELIGIBILITYGENERAL WORK ELIGIBILITY

LOCATION - Must be located within the Declared Disaster Area

TIME OF DAMAGE - Damage must have occurred within the Incident Period

FACILITY USE - Must be Operational INSURANCE - Deductible & Depreciation IDLE TIME EQUIPMENT - Not Eligible MAINTENANCE - Normal/Routine Not Elig SALARY ELIGIBILITY - Personnel costs

over and above routine operations

PREPAREDNESSPAYROLL ELIGIBILITYPAYROLL ELIGIBILITY

REGULAR TIME (FORCE ACCOUNT LABOR) FOR PERMANENT EMPLOYEES IS NOT ELIGIBLE,

ELIGIBILITY CRITERIA FOR ALL PNP’S HAS BEEN RESTRICTED TO THOSE PROVIDING ESSENTIAL GOVERNMENTAL SERVICE TO THE GENERAL PUBLIC.

PREPAREDNESSFUNDINGFUNDING

THIS PROGRAM IS LIMITED TO REPAIRING / RESTORING DAMAGED ITEMS AND OR FACILITIES TO THEIR PREDISASTER CONDITION

THE STATE DISASTER EMERGENCY FUNDING BOARD IS COMPOSED OF THE:– President of the Senate– Speaker of the House– Chair of the House Appropriations and

Senate Finance CommitteeALL WORK SUBJECT TO AUDIT !

PREPAREDNESSSTANDARDS TO BE CONSIDEREDSTANDARDS TO BE CONSIDERED

Repair vs. Replacement (50% Rule)

Must be in Writing

Must be Adopted before project approval

Uniform Application

If Existing / Must be Utilized & Enforced

PREPAREDNESSWORK DOCUMENTATIONWORK DOCUMENTATION

IMPORTANCE OF PROPER RECORDS UTILIZE PHOTOGRAPHS & SKETCHES ANTICIPATE PROBLEMS EARLY ESTABLISH A WORKING FILE SYSTEM HAVE A PRE-DISASTER PLAN APPLICANT MAINTAINS ORIGINAL COPY EXAMPLES OF IMPORTANT ITEMS:

– Equipment logs & time records– Invoices for all purchases– Rental equipment utilization– Copies of all Contracts & Bids

PREPAREDNESSDisaster Documentation Disaster Documentation

STATE PA OFFICER & DISASTER ACCOUNTANT BRIEFS APPLICANTS

CLAIM SUBMITTED TO LHLS/EP APPLICANT PROVIDES INFORMATION FOR

THE STATE DISASTER PACKAGE (SDP) AND FORMS

CLAIM REVIEWED / PROCESSED WHEN APPROVED BY STATE IEB, LHLS/EP

WILL FORWARD PAYMENT.

PREPAREDNESSAPPLICATION PROCESSAPPLICATION PROCESS

Each work site will be inspected. The Applicant will complete each appropriate

section of the STATE DISASTER PACKAGE (SDP) and complete the Certification Form

Information must be complete Damage not shown during the initial visit,

shall be reported in writing within 30 days Request for payment cannot be processed

without the signed certification.

PREPAREDNESSAUTHORIZED AGENTAUTHORIZED AGENT

Authorized by Governing body.

Official point of contact– Receives all official correspondence– Makes all official requests

Responsible for all phases of project management and claim for recovery.

PREPAREDNESSPROJECT ADMINISTRATIONPROJECT ADMINISTRATION

Documentation !!! Responsibility of the subgrantee. The State Disaster Package (SDP):

“Documentation”– Identifies the worksite– Has a unique I.D. number– Specifies eligible costs / scope of work– Sets time limitations for completion

Only approved work is eligible Volunteers must be pre-disaster recognized or a

VOAD organization, in order to be considered for eligibility.

PREPAREDNESSFORCE ACCOUNT LABORFORCE ACCOUNT LABOR

Employee must be on your payroll Payroll must show:

– Pay period– Employee Name & Job Classification– Number of hours worked each day– Total hours worked for pay period– Rate of pay (Regular & Overtime)– Overtime paid according to pre-policy– Pay check number & Total earnings– Place all information in the Disaster file

PREPAREDNESSFORCE ACCOUNT / EQUIPMENTFORCE ACCOUNT / EQUIPMENT

Record as Owned or Rented Information Required:

– Type and description– Date used– Number of hours used each day– Total hours used– Rate per hour(use FEMA rates for FA)– Copy of contract (Rented)– Repair costs are ineligible

Place all information in the SDP file

PREPAREDNESSCONTRACT WORKCONTRACT WORK

Ineligible - contracts– Cost - Plus - Percentage - Of - Cost– Payment contingent upon State

reimbursement– Debarred contractors

Follow procurement standards– Contractors– Engineers / Architects

PREPAREDNESSCONTRACT WORK INFORMATIONCONTRACT WORK INFORMATION

Copy of Bid Advertisement List of Bidders Copy of Contract Awarded (low bidder) Exception statement -to low bid (if required) Invoices / Schedules of values - Annotated

– Applicant Number / Date paid– Amount & Check number

Record of inspections Engineering services & costs

– Procurement verification– Invoices describing service with date & $

PREPAREDNESSAPPLICANT RESPONSIBILITYAPPLICANT RESPONSIBILITY

Prepare a list of work performed & locations. Locate each site on a map. Provide photographs etc. as required. Ensure that a “local” expert is on the Team. Be able to provide complete cost breakdown. Have insurance coverage data available. Have copies of appropriate ordinances etc. With any disagreement, be able to provide a

statement of nonoccurrence Complete the Certification Form when the State

Disaster Package (SDP) is completed.

PREPAREDNESSSDP / CAT A - DEBRIS REMOVALSDP / CAT A - DEBRIS REMOVAL

Fundable when it is in the public interest to:– Eliminate immediate threat to:

» life, health, & safety; or»undamaged property; or

– Ensure economic recovery of the community and provide a benefit for the community-at-large.

Includes removal and disposal of debris and wreckage on public property.

PREPAREDNESS

SDP/CAT B - Emergency SDP/CAT B - Emergency MeasuresMeasures

Search and Rescue (SAR) Warnings Security Immediate threat removal or reduction Emergency access Emergency communications Emergency public transportation

PREPAREDNESSSDP / CAT C - ROADS & BRIDGESSDP / CAT C - ROADS & BRIDGES

Road funding can be granted for:– Permanent repairs to Road bases,

Surfaces, Shoulders and Ditches.– Engineering and Design

Bridge funding can be granted for:– Decking, Abutments, Wingwalls,

Approaches, Piers and Slope protection. Drainage funding can be granted for:

– Culverts, Cross Drains and Low-Water Crossings.

PREPAREDNESSSDP/CAT D - Water ControlSDP/CAT D - Water Control

WATER CONTROL FACILITIES 1. Levees & Dams- Damage written by Inspectors with comments from COE or Nat. Resources Conservation Service

2. Drainage Channels- Restore Pre-Event status

3. Natural Streams- Only Debris Deposited by the Disaster and foreign to that Stream and Constitutes an Immediate Threat is ELIGIBLE

4. Siltation-Review time of last Routine/Scheduled Maintenance in order to determine amount caused by Disaster Event

PREPAREDNESSSDP/CAT E - Public EquipmentSDP/CAT E - Public Equipment

PUBLIC EQUIPMENT 1. Restoration- Return to Pre-disaster Design in Accordance with current Codes & Standards2. Extensive Damage-Repairs ELIGIBLE only when the building is structurally sound & feasible to repair3. Insurance- Commercial Carrier Pays First,Deductibles and Depreciation are ELIGIBLE4. Equipment- Should be replaced with Used/Surplus5. Supplies- Replaced to Pre-disaster Quantities6. Vehicles- Damage written for each unit less insurance using Blue Book Value / including Special Equipment7. Cleaning- including necessary painting is ELIGIBLE

PREPAREDNESSSDP/CAT F - Public UtilitiesSDP/CAT F - Public Utilities

Electrical facilities

Sewer / waste lines

Water treatment plants

Irrigation facilities

PREPAREDNESSINSURANCEINSURANCE

Actual and Anticipated Insurance recoveries shall be deducted from otherwise Eligible Costs

PREPAREDNESSFOLLOW-UP ACTIONSFOLLOW-UP ACTIONS

Report all known damage/claims to The Parish Emergency Manager / ASAP

Prepare for the Dispatch of the State Inspection team to review your completed State Disaster Package(SDP)

Complete the (SDP) Forms, and have a State representative review the information prior to departing this meeting

MAINTAIN ALL DISASTER RECORDS !

DRO 4.14

PREPAREDNESSAUDIT PROCEDURESAUDIT PROCEDURES

The Single Audit Act and appropriate OMB circulars dictate the audit requirements of government and private non-profit organizations.

Legislative Audit requirements will be enforced for State Disasters

All Applicants will be audited!

PREPAREDNESSAPPEALSAPPEALS

Must be submitted within 30 days after notification of a decision regarding assistance.

The State will render a decision within 30 days following receipt of all related information.

PREPAREDNESSFOR ADDITIONAL INFORMATIONFOR ADDITIONAL INFORMATION

CONTACT ANY OF THE FOLLOWING:

– GAR / Colonel Michael L. Brown– Project Officer / Mr. Art Jones– Asst. Project Officer / Mr. Richard

Weiser

(225) 925-7500