RIEMA HMA Presentation

RHODE ISLAND EMERGENCY MANAGEMENT AGENCY

Hazard Mitigation Assistance (HMA)Grants Overview and Updates


Presentation Topics•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 cost-effective, and environmentally sound.


HMA Program Administration


Mitigation Administration

Federal PartnerFEMA Headquarters, Washington D.C.Mitigation Division

Regional Federal Partner FEMA Region 1 Boston, MassachusettsRisk Analysis Division

State Partner Rhode Island Emergency Management AgencyMitigation Section


Administrative Roles

•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

Local

•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

State

•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

Federal


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/ sub-

grantee (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 ProgramsPre-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 ActivitiesACTIVITIES 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) Total Federal Share

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 3Hazard Mitigation Plans & Residential Acquisition

$243,302.25


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 ActivitiesACTIVITIES FMA




Mitigation Reconstruction 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 sub-applicants.


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

• 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.

Declared Disaster

Event

Number of Sub-

GranteesActivity Types

Total Federal Share (to date)

HMGP DR-1894

March 2010

Floods13

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

$2,749,934.50

HMGP DR- 4027

TS Irene 10•Backflow valves•Hazard Mitigation Plans

$145,667.00


ACTIVITIES HMGP







Structural Retrofitting of Existing Buildings X


Safe Room Construction X

Wind Retrofit for One- and Two-Family Residences X



Wildfire Mitigation X

Post-Disaster Code Enforcement X

Generators X

5 Percent Initiative Projects X

Advance Assistance X


HMGP Eligible Activities


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

STEP 3: If

submission DOES MEET plan

requirements, HMP is forwarded to FEMA

for reviewSKIP TO STEP 7

STEP 4: If

submission DOES NOT MEET plan

requirements, HMP is returned to

community with State (or FEMA)

comments

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

STEP 7: 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 8: Upon APA notice, community may officially adopt

LHMP

STEP 9: Community

submits adoption documentation to

State for final FEMA submission

STEP 10: Once FEMA receives adoption notice, an

approval letter is issued initiating the

start of a 5 year approval period


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 – 18Approval 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 ChecklistExamples 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 HMGPState Agencies X X XLocal Government X X XTribal Government X X XPrivate 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 ShareTypes• Cash- local, state, private cash payments, CDBG award

• In-Kind Match- labor, equipment, materials

GRANT PROGRAMPERCENT OF FEDERAL/ NON-FEDERAL SHARE

HMGP 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


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 e-

Grants system.• New users must request access to website from

RIEMA before starting application.– Access instructions are provided to sub-

applicant 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 ProcessGrant

Application Period Opens

State notifies sub-applicant

pool of funding cycle and

establishes Letter of Intent (LOI) deadline

LOI are reviewed for eligibility and applications are

distributed to eligible sub-applicants

Sub-applicant

applications developed

and submitted to

State

RIEMA Mitigation

staff provides recommenda

tions to FEMA

Applications submitted to FEMA Region

1 for consideratio

n

FEMA Region 1 Review

(historical/ environmental

review as applicable)

FEMA obligates

award(s) to RIEMA

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

Sub-grantee project

implementation

Project closeout

conducted by RIEMA and

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 cost-

effectiveness 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 : [email protected]

http://www.fema.gov/benefit-cost-analysis

mailto:[email protected]


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



• 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).



• 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

Commissionhttp://www.preservation.ri.gov/

http://www.crmc.ri.gov/

http://www.dem.ri.gov/

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 Guidancehttp://www.fema.gov/media-library/assets/documents/33634

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

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

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

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

http://www.riema.ri.gov/

http://www.fema.gov/media-library/assets/documents/33634

http://www.fema.gov/pre-disaster-mitigation-grant-program

http://www.fema.gov/flood-mitigation-assistance-program

http://www.fema.gov/hazard-mitigation-grant-program

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 InformationTim InacioHazard Mitigation Assistance [email protected]

Jess StimsonFloodplain Mapping [email protected]



Date post:	17-Dec-2014
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RIEMA HMA Presentation

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