RIEMA HMA Presentation

Hazard Mitigation Assistance (HMA)
Grants Overview and Updates

RHODE ISLAND EMERGENCY MANAGEMENT AGENCY

Presentation Topics
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Administrative Responsibilities
Grant Programs
Eligible Activities
Ineligible Activities
Participation Requirements
Cost Share
Application Process
Summary
Resources


Mitigation Basics
• Mitigation efforts strive to reduce loss of life
and property by lessening the impact of a
disaster.
• Supports actions that occur before a
disaster to reduce consequences later.
• Encourages actions that are long-term costeffective, and environmentally sound.


HMA Program Administration


Mitigation Administration
Federal Partner
FEMA Headquarters, Washington D.C.
Mitigation Division

Regional Federal Partner
FEMA Region 1 Boston, Massachusetts
Risk Analysis Division

State Partner
Rhode Island Emergency Management Agency
Mitigation Section


Administrative Roles
Federal

• Direct communication with State
• Notify State of funding availability and limits
• Review and approve Local and State Hazard Mitigation Plans
• Develop, maintain and update relevant HMA guidance
• Review HMA applications submitted by the State
• Prepare and review Environmental documents
• Final decision on grant approval

State

• Serve as Applicant (pre-award) or grantee (post-award)
• Conduit between Local and Federal levels
• Maintain State Hazard Mitigation Plan
• Provide technical assistance to local partners
• Review and prioritize local project submissions for funding
• Manage project oversight and reporting requirements

Local

• Serve as sub-applicant (pre-award) or sub-grantee (post-award)
• Maintain Local Hazard Mitigation Plan
• Identify areas of concern and develop eligible mitigation project
concepts
• Manage project oversight and reporting requirements
• Commit to local (non-federal) cost-share


Administrative Specifics
• RIEMA is the conduit for all FEMA grant
applications and acts in the Applicant capacity.
– Private property owners must coordinate with sub-applicant/ subgrantee (i.e. municipality).

• Sub-grantee must:
- Provide quarterly reports to RIEMA Mitigation staff.
- Submit for reimbursements with supporting
documentations (if quarterly reports are up to date).
- Participate in site visits with HMA Coordinator.
- Make best efforts to complete project within FEMA
established Period of Performance (POP).

Types of HMA Grant Programs


HMA Programs
Pre-Disaster Mitigation
(PDM)
Flood Mitigation Assistance
(FMA)
Hazard Mitigation Grant
Program (HMGP)


Pre-Disaster Mitigation Program
• Funding is offered on an annual basis (as
available).
• Non-disaster mitigation grant.
• Provides funds for hazard mitigation planning and
the implementation of mitigation projects prior to
a disaster.
• Goal of the program is to reduce overall risk to the
population and structures, while also reducing
reliance on federal funding from actual disaster
declarations.
• Nationally competitive program

PDM Eligible Activities
ACTIVITIES

PDM

Property Acquisition and Structure Demolition

X

Property Acquisition and Structure Relocation

X

Structure Elevation

X

Dry Floodproofing of Historical Residential Structures

X

Dry Floodproofing of Non-residential Structures

X

Minor Localized Flood Reduction Projects

X

Structural Retrofitting of Existing Buildings

X

Non-structural Retrofitting of Existing Buildings and Facilities

X

Safe Room Construction

X

Wind Retrofit for One- and Two-Family Residences

X

Infrastructure Retrofit

X

Soil Stabilization

X

Wildfire Mitigation

X

Generators

X

Hazard Mitigation Planning

X


Open Rhode Island PDM Awards
Award Year

Number of
Sub-Grantees

Activity Type(s)

2009

4

Hazard Mitigation Plans

$31,521.15

2010

16

Hazard Mitigation Plans

$226,102.71

2011

1

Hazard Mitigation Plan

$28, 056.72

2012

3

Hazard Mitigation Plans &
Residential Acquisition

$243,302.25


Total Federal
Share

Flood Mitigation Assistance Program
• Funding is offered on an annual basis (as
available).
• Non-disaster mitigation grant.
• Provides funds for measures to reduce or
eliminate risk of flood damage to buildings
insured under the National Flood Insurance
Program (NFIP).
• Nationally competitive program.

Flood Mitigation Assistance Program
• Multiple flood mitigation programs consolidated into single
FMA program in newest guidance which seeks to reduce or
eliminate claims under the National Flood Insurance
Program.
– Repetitive Flood Claims (RFC) program aimed to reduce flood
damages to properties for which one or more flood insurance claim
payments had been made.
– Severe Repetitive Loss (SRL) program was designed to reduce flood
damages to residential properties that had experienced severe
repetitive losses under flood insurance coverage.

FMA

RFC

SRL


FMA

FMA Eligible Activities
ACTIVITIES

FMA


X


X

Structure Elevation

X

Mitigation Reconstruction

X


X


X


X


X


X

Soil Stabilization

X


X


Open Rhode Island FMA Awards
Award Year

Number of
Sub-Grantees

Activity Type(s)

Total Federal Share

2012

1

Residential Elevation

$45,052.20

• Before FMA absorbed RFC and SRL, a community received
an award to elevate one (1) Severe Repetitive Loss*
property.
A severe repetitive loss structure has at least four (4) flood
related damages claims payments (including building and
contents) over $5,000 each, and the cumulative amount of
such claims payments exceeds $20,000.

Hazard Mitigation Grant Program
• Assists in implementing long-term hazard
mitigation measures following Presidential
disaster declarations.
• Funding is available to implement projects in
accordance with State, Tribal, and local priorities.
• Available for all-hazard mitigation plans and
projects.
• Funds available Statewide to eligible subapplicants.


Rhode Island HMGP History
• States are allotted 15% of TOTAL disaster
assistance grants provided by FEMA for
HMGP.
Public Assistance + Individual Assistance x 15% = HMGP
Event

Event Date

Total HMGP Allowance

2010 Floods

March 2010

$11,033,039

Tropical Storm Irene

August 2011

$1,608,921

Hurricane Sandy

October 2012

TBD

Severe Winter Storm February 2013

TBD


Open Rhode Island HMGP Awards
Declared
Disaster

Event

Number of
SubGrantees

Activity Types

HMGP
DR-1894

March
2010
Floods

13

•Acquisitions
•Backflow valves
•Drainage
•Outreach initiative
•Structure Relocation

HMGP
DR- 4027

TS Irene

10

Total Federal Share
(to date)

•Backflow valves
•Hazard Mitigation Plans

$2,749,934.50

$145,667.00

• RIEMA coordinating to obligate additional HMGP DR-4027 projects
with FEMA.
• RIEMA currently working with sub-applicants on HMGP DR-4089
(Hurricane Sandy) grant cycle.
• HMGP DR-4107 (Severe winter storm) rollout expected in February
2014.


HMGP Eligible Activities
ACTIVITIES

HMGP


X


X

Structure Elevation

X


X


X


X

Structural Retrofitting of Existing Buildings

X


X

Safe Room Construction

X

Wind Retrofit for One- and Two-Family Residences

X


X

Soil Stabilization

X

Wildfire Mitigation

X

Post-Disaster Code Enforcement

X

Generators

X

5 Percent Initiative Projects

X

Advance Assistance

X


X

Eligible HMA Activity Categories
• Planning
• Projects
• 5% Initiative Projects


Planning
• Goal is to identify policies and actions that can be
implemented at the local or State level to reduce risk
and future losses.
• Local, State and Tribal governments develop plans that
meet the requirements set by the Stafford Act.
• Once governments receive FEMA approval on a HMP,
an entity is eligible to receive HMA project funding to
implement mitigation actions.
• Local HMPs are approved for five (5) years.
• State HMPs are approved for three (3) years.


Plan Review Timeline
STEP 1:
Community
begins to create
or update Local
Hazard Mitigation
Plan (LHMP)

STEP 10:
Once FEMA receives
adoption notice, an
approval letter is
issued initiating the
start of a 5 year
approval period

STEP 2:
LHMP and Review
Tool are
submitted to the
State for review

STEP 9:
Community
submits
adoption
documentation
to State for final
FEMA
submission

STEP 3:
If submission
DOES MEET plan
requirements, HMP
is forwarded to
FEMA for review
SKIP TO STEP 7

STEP 4:
If submission DOES
NOT MEET plan
requirements, HMP
is returned to
community with
State (or FEMA)
comments

STEP 7:

STEP 8:
Upon APA notice,
community may
officially adopt
LHMP

If FEMA approves plan,
community receives a
Approval Pending
Adoption (APA) notice.
If NOT approved, plan is
returned to community
RETURN TO STEP 4


STEP 5:
Plan package is
resubmitted to the
State with edits
for review

STEP 6:
If State agrees
requirements are
met, Plan is
submitted to
FEMA for review

Planning Assistance
• The State has developed a template available to
municipalities based on FEMA Review Tool
standards.
– Use of template is NOT required but
encouraged.
• Technical planning assistance from RIEMA is
available for any municipality upon request.
• As available, mitigation planning training
opportunities will be provided by FEMA .


RI Local Hazard Mitigation Plan Status
As of November 1

Approved – 18
Approval Pending
Adoption (APA) – 1
Expired – 15
No Plan – 6


HMGP Application Planning Checklist


Projects
• Goal is to fund long-term mitigation efforts
that minimize loss and increase resilience
after a future event.
• Local, State or Tribal governments with
FEMA approved HMPs are eligible to apply
for projects.
• Proposed projects should be consistent with
Local and State HMP goals and strategies.


Project Specifics
• Project MUST be cost-effective.
– If a project requires a Benefit-Cost Analysis
(BCA), the BCA must be 1.0 or greater to be
eligible for funding consideration.
• Project MUST be stand-alone (NO phased projects
allowed).
• Project’s physical work MUST NOT begin until
project is awarded.
• Project MUST NOT duplicate efforts of other
Federal and/or State funds/ projects.

HMGP Application Project Checklist
Examples of checklists designed to help
sub-applicants prepare the most complete
application possible.


5% Initiative Projects
• Only available during HMGP funding cycles.
• Project category that does NOT require a
BCA.
• Sub-applicants must submit a complete
general HMGP application with additional
narrative describing proposed project’s
long-term implementation benefits (i.e.
vulnerability reduction, cost savings etc.).


HMGP Application 5% Initiative Checklist


NEW HMA Guidance Specifics
• FY2013 HMA Unified Guidance released in July
provided new information on:
– Generators
• Now eligible under HMGP general project category NOT just 5%
Initiative.
• Even if the project cannot be deemed cost-effective using the
BCA software, may be eligible under the 5% Initiative.

– Acquisitions and Elevations
• BCA no longer required for projects where total costs are less
than $276,000 (Acquisition) and $175,000 (Elevation).
• Requirement change intended to facilitate faster review.


Ineligible Activities
• Maintenance and/or repair projects
• Completed projects or projects that are in-progress
• Major flood control projects such as construction or repair
of dams, dikes, levees, seawalls, etc.
• Design, feasibility, and/or drainage studies not integral to
project

• Phased or partial projects
• Flood studies or flood mapping
• Response or communication equipment
More information available in FY2013 HMA Guidance
Part IV. Eligibility Information Section D.2 Ineligible Activities


Eligibility Considerations


Sub-Applicants
• State or Local Government
– Municipalities MUST apply on behalf of property or
business owner. Individual property owners are not to
contact State regarding application/ award.

• Tribal Government
• Private Non-Profits (PNPs)
TYPE

PDM

FMA

HMGP

State Agencies

X

X

X

Local Government

X

X

X

Tribal Government

X

X

X

Private Non-Profits (PNPs)

X


Compliance
• Sub-applicant must have a FEMA approved HMP
by the application deadline and time of obligation.
– Exceptions may be made by the Regional
Administrator in extraordinary circumstances. If the
exception is granted and the project is chosen for
funding, the sub-grantee’s HMP must be approved by
FEMA within 12 months of the award.

• Projects required to provide BCA must be equal to
or greater than 1.0.
• Proposed work must comply with local, State and
Federal environmental regulations.

Compliance Continued
National Flood Insurance Program (NFIP) Eligibility
• Sub-Applicants
– Must be participating in the NFIP
• All 39 communities and 1 Tribal government are participating

• Projects
– Community must be participating in the NFIP for HMA
projects located in a Special Flood Hazard Area.

• Property (For FMA Only)
– Must have flood insurance at time of award and maintain
coverage in perpetuity (through deed language).

HMA Grant Cost Share
Types
• Cash
- local, state, private cash payments, CDBG award
• In-Kind Match
- labor, equipment, materials

HMGP

PERCENT OF FEDERAL/
NON-FEDERAL SHARE
75/25

PDM

75/25

FMA – insured properties and planning grants

75/25

FMA – repetitive loss property

90/10

FMA – severe repetitive loss property

100/0

GRANT PROGRAM


HMA Grant Cost Share
• Sub-applicants must provide anticipated
match source in original application.
• Federal and non-Federal cost shares must
be for eligible costs used in direct support of
the approved activity.
• Non-federal match for mitigation of private
structures is generally provided by
individual property owner.


HMGP Pre-Award Costs
• Costs directly associated with developing a
HMGP application:
- Costs incurred from Declaration date to application
closing.
- Includes preliminary design, conducting Benefit-Cost
Analysis, environmental/historic preservation
coordination
- Must be described in scope of work and included as
separate line item in budget.
- Considered non-federal match
- If project NOT selected for award = NO pre-award costs

Types of HMA Applications


Application Process - PDM & FMA
FEMA announces availability of annual funds and
application deadline.
RIEMA rolls out funding cycle announcement and
sets Letter of Intent (LOI) deadline.
Once LOIs are received and processed, online application
instructions are distributed to eligible sub-applicants.

Completed sub-applications are submitted to State
for official FEMA submission.

FEMA reviews and notifies State of eligible
projects.


PDM & FMA Application Details
• Applications are completed using the FEMA eGrants system.
• New users must request access to website from
RIEMA before starting application.
– Access instructions are provided to subapplicant after RIEMA reviews LOI for eligibility.
• FEMA established an e-Grants helpdesk to provide
technical assistance.
• State acts as Applicant by categorizing and
prioritizing submitted projects.

Application Process - HMGP
FEMA declares disaster and State sets
application start date (typically a year after the
event).
RIEMA rolls out funding cycle announcement
and sets Letter of Intent (LOI) deadline.
Once LOIs are received and processed, online
application instructions are distributed to eligible
sub-applicants.

Completed sub-applications are submitted to
State for official FEMA submission.
FEMA reviews and notifies State of eligible
projects.


Detailed HMGP Application Process
Grant Application
Period Opens

FEMA obligates
award(s) to
RIEMA

RIEMA notifies
sub-grantee(s),
enters into
contract

State notifies subapplicant pool of
funding cycle and
establishes Letter of
Intent (LOI) deadline

FEMA Region 1
Review (historical/
environmental
review as applicable)

Sub-grantee
project
implementation

LOI are reviewed for
eligibility and
applications are
distributed to eligible
sub-applicants

Applications
submitted to
FEMA Region 1
for consideration

Project closeout
conducted by
RIEMA and FEMA

Sub-applicant
applications
developed and
submitted to State

RIEMA Mitigation
staff provides
recommendations
to FEMA

RIEMA available to
provide technical
assistance
throughout HMGP
application process


HMGP General Application Details
• HMGP applications are
State specific - NO FEMA
template as in non-disaster
grant programs.
• RIEMA reformatted HMGP
application for DR-4089
cycle.
• Individual application
required for each project.


HMGP Application Format
• General Sub-Applicant Information
• Project Specifics
- Existing Condition
- Budget
- Location
- Scope of Work/Schedule
- Pictures/ Maps
• Alternatives
• Benefit-Cost Analysis (as required)
• Record of Environmental Consideration Questionnaire


General Information
• Establishes details for reviewer including:
– Point of Contact (POC)
– Organization type
– Proposed Project Title
– Administrative details


Project Specifics
• Sub-applicants should be as comprehensive as possible
with each project submission.
– Provide pictures/ maps/ newspaper articles
• Project specific checklists devised to streamline
application process.
• Period of Performance (POP) ends no later than 36 months
from the close of the FEMA defined application period.
– In previous grant cycles, POP began upon receipt of
award letter.
– Earlier POP start intended to speed up Federal review.
– Performance extensions are still available and MUST be
approved by FEMA Headquarters.

Budget Specifics
• Be conservative with cost estimate.
– Include ALL necessary costs.
– Consider future construction/ timeline in
development.
• NO “contingency” line items allowed.
• Request for additional funds may be granted (case
specific) after initial award.


Alternatives
• FEMA requests alternative project options be
included in each submitted application.
• Proposed project is considered Alternative #1.
• Include two (2) feasible alternatives to proposed
projects.
– Try to avoid “No Action” alternative
– Provide description for each alternative
(example provided in Section F. of HMGP
Application)


Benefit-Cost Analysis (BCA)
• A quantitative procedure that assesses the costeffectiveness of a hazard mitigation measure by taking a
long-term view of avoided future damages as compared to
cost of a project.
• BCA must be equal to or greater than 1.0 to be considered
cost-effective.
• BCA Resources
– Version 4.8 available for download:
http://www.fema.gov/benefit-cost-analysis
• Version 4.8 is the ONLY version now accepted by FEMA

– BCA Helpline : bchelpline@fema.dhs.gov


BCA Continued
• Benefits = damages & losses avoided with
mitigation project implementation.
– Avoided physical damages to infrastructure, buildings,
contents, etc.
– Economic impact of loss of function for roads, bridges,
utilities, detour times, etc.
– Avoided emergency response costs (evacuations, EOC
costs, debris removal & clean-up costs).

• Required for most projects applications (not plans).
– BCA no longer required for projects where total costs
are less than $276,000 (Acquisition) and $175,000
(Elevation).

Record of Environmental Consideration
Questionnaire
• HMA programs and grants must comply
with all environmental and historic
preservation (EHP) requirements.
• Two key considerations:
– Is proposed project located in an area that has
endangered or threatened species?
– Will the proposed project impact historic or
cultural resources?
If yes, consider reevaluating scope of work to reduce
adverse impacts

Questionnaire
• Funds will not be awarded & project cannot
start until FEMA environmental & historic
preservation review is completed.
– FEMA review completed to ensure compliance

• Permits are NOT required during
application period but application must
explain which permits will be required (i.e.
agency, cost, schedule).


Questionnaire
• If project could possibly adversely impact
the environment or a historically significant
structure, please consult the appropriate
state agency:
– Coastal Resources Management Council (CRMC)
http://www.crmc.ri.gov/
– Department of Environmental Management (DEM)
http://www.dem.ri.gov/
– Rhode Island Historical Preservation & Heritage
Commission
http://www.preservation.ri.gov/

Review Strategy
• RIEMA expects sub-applicants to submit complete
applications suitable for review.
• Applications should highlight long-term benefits of
proposed mitigation actions.
• For project applications, where a BCA is required,
supporting documentation must be provided to be
eligible for consideration.
• Applications must display sub-applicant’s ability
to implement proposed work schedule in a timely
manner.

Reviewer Considerations
• Is the proposed mitigation activity sustainable and/or
provide environmental benefits?
• Was proposed project submitted by sub-applicant
with an approved hazard mitigation plan (HMP)?
• Was proposed project identified and prioritized in
local and/or State HMPs?
• Does the proposed project intend to mitigate future
damages originally caused by a declared event?
- Proposed projects are NOT required to be located in
federally declared disaster area and/or mitigate the
type of hazard that caused the declared event but
additional consideration is given to those that do.

Application Overview
• Develop an application that describes:
– the problem
– the solution with two (2) alternatives
– the long-term benefits
– the cost-effectiveness
– Sub-applicant’s commitment to mitigation.
– Sub-applicant’s ability to complete proposed
project in a timely manner.


HMA Summary
•
•
•
•

•

FEMA HMA grants are an opportunity to implement
mitigation measures and reduce risk.
Reference the FY2013 HMA Unified Guidance for details
on eligibility requirements.
Develop a complete application that showcases long-term
benefits of proposed project/plan.
Take advantage of State and Federal HMA specific
technical assistance opportunities (i.e. bulletins, helpline,
trainings, etc.).
Implement and closeout projects to State and Federal
standards as outlined in guidance.


HMA Reference Materials


HMA Grant Resources
• Rhode Island Emergency Management Agency
http://www.riema.ri.gov

• FY2013 Unified Hazard Mitigation Assistance Guidance
http://www.fema.gov/media-library/assets/documents/33634

• Pre-Disaster Mitigation
http://www.fema.gov/pre-disaster-mitigation-grant-program

• Flood Mitigation Assistance
http://www.fema.gov/flood-mitigation-assistance-program

• Hazard Mitigation Grant Program
http://www.fema.gov/hazard-mitigation-grant-program

• Hazard Mitigation Planning
http://www.fema.gov/multi-hazard-mitigation-planning


Additional Resources
• RIEMA Mitigation Staff
– Technical assistance is available on HMA
program specifics, funding opportunities, and
developing successful mitigation strategies.

• State Interagency Hazard Mitigation
Committee(SIHMC)
– Attend the SIHMC quarterly meetings to
participate in future updates of the State HMP.


Contact Information
Tim Inacio
Hazard Mitigation Assistance Coordinator
timothy.l.inacio.nfg@mail.mil

Jess Stimson
Floodplain Mapping Coordinator
jessica.r.stimson.nfg@mail.mil


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