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Hazard Mitigation Grant Program Desk Reference - …

Hazard Mitigation Grant Program desk Reference October 1999 Overview Hazard Mitigation Grant Program desk Reference Page v The purpose of this desk Reference is to: ??Provide comprehensive information about FEMA s Hazard Mitigation Grant Program (HMGP); ??Increase awareness of the HMGP as an integral part of statewide Hazard Mitigation efforts; and ??Encourage deeper commitments and increased responsibilities on the part of all States and communities to reduce damage and losses from natural disasters. This desk Reference is organized to simplify Program information and assist the reader with practical guidance for successful participation in the Program . Lists of Program -related acronyms and definitions are included, along with appendices that amplify selected aspects of the HMGP.

Table of Contents Hazard Mitigation Grant Program Desk Reference Page i Overview.....i Section 1: Introduction to the Hazard Mitigation Grant Program

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Transcription of Hazard Mitigation Grant Program Desk Reference - …

1 Hazard Mitigation Grant Program desk Reference October 1999 Overview Hazard Mitigation Grant Program desk Reference Page v The purpose of this desk Reference is to: ??Provide comprehensive information about FEMA s Hazard Mitigation Grant Program (HMGP); ??Increase awareness of the HMGP as an integral part of statewide Hazard Mitigation efforts; and ??Encourage deeper commitments and increased responsibilities on the part of all States and communities to reduce damage and losses from natural disasters. This desk Reference is organized to simplify Program information and assist the reader with practical guidance for successful participation in the Program . Lists of Program -related acronyms and definitions are included, along with appendices that amplify selected aspects of the HMGP.

2 This desk Reference is organized into 14 sections, each of which presents a major HMGP subject area. In each section, information is presented on the right side of the page. Headings on the left side of the page identify the topics and subtopics covered in the section and serve as visual bookmarks. In several sections, job aids containing supplemental material are provided. The job aids for each section can be found at the end of the section. At the front of each section, there is a detailed table of contents to help you locate specific information. Please contact your Regional Office for assistance in locating the Code of Federal Regulations and OMB circulars referenced throughout the text. The table that follows describes each section of the document. This section presents the intent and goals of the HMGP, and eligible Program applicants.

3 This section positions the HMGP among the State s ongoing Mitigation activities and examines the State Hazard Mitigation Plan and Administrative Plan. Purpose of This desk Reference Organization of This Manual Section 1: introduction to the HMGP Section 2: Building State Capability: Before the Disaster Overview Page vi Hazard Mitigation Grant Program desk Reference This section presents the sequence of events that should follow a Presidential declaration of disaster and lead to Program participation. This section describes the manner in which potential HMGP funds are identified, requested, and obligated. This section discusses strategies for identifying potential projects and criteria for selecting projects.

4 This section describes the format, timelines, and review procedures for HMGP applications. This section provides examples of eligible and ineligible projects and presents the five minimum criteria for eligibility. This section provides compliance guidance for environmental, historical, and archaeological consideration of proposed projects. This section examines the necessity and methodology for benefit-cost analysis. Section 3: After a Disaster Occurs Section 4: Hazard Mitigation Grant Program Availability Section 5: Identifying and Selecting Grant Projects Section 6: The Application Process Section 7: Project Eligibility Section 8: Environ-mental Review Section 9: Cost-Effectiveness Overview Hazard Mitigation Grant Program desk Reference Page vii This section describes the process through which an applicant may appeal a project decision.

5 This section describes the community s and State s responsibilities and obligations that follow the Grant award. This section examines various project costs and distinguishes those that are allowable from those that are not. This section reviews administrative and grants management methods. This section reviews closeout procedures for individual projects and the Program . This section defines the most common acronyms used in the discussion of the HMGP. This section defines the most common terms used in the discussion of the HMGP. Mitigation personnel should use this manual to help them carry out their HMGP-related responsibilities in a consistent and standardized manner. To locate information, first go to the main table of contents to determine which section of the manual to consult.

6 Next, refer to the detailed table of contents within each section to locate more specific information. Section 10: Appeals Section 11: Project Implementa-tion Require-ments Section 12: Allowable Project CostsSection 13: Administra-tive/ grants Management Section 14: Closeouts and Audits Section 15: Acronyms Section 16: Definitions Using This desk Reference Thank you for your interest in the Hazard Mitigation Grant Program desk Reference . This document is an interim version. If you have any comments about this document, please contact the: Federal Emergency Management Agency Mitigation Directorate Program Support Division 500 C Street , Room 417 Washington, DC 20472 Table of Contents Hazard Mitigation Grant Program desk Reference Page i Section 1: introduction to the Hazard Mitigation Grant Program The Hazard Mitigation Grant Program : An Evolving Three Types of Eligible Section 2: Building State Capability: Before the Disaster Integration of Hazard Mitigation Submission/Approval of the State Hazard Mitigation Submission/Approval Deadlines for the Administrative Contents of the State Administrative Developing a Statewide Commitment to Hazard Job Aid 2-1: Checklist for Preparing the State Administrative Section 3.

7 After a Disaster Occurs The Declaration Letter of State Applicant/Subgrantee Federal Native American Tribe Grantee Job Aid 3-1: Sample Letter of Job Aid 3-2: State Responsibilities for Job Aid 3-3: Authorities for State Activities Under the Section 4: Hazard Mitigation Grant Program Availability Available How the Award Limit Is Timeframes for Lock-In of HMGP Application/Submission Timeframe for FEMA To Obligate Program Section 5: Identifying and Selecting Grant Projects Identifying Grant Setting State Pre-Disaster Funding To Identify Early Implementation of Mitigation Identify and Notify Potential Notification Notification Disseminate Full Selection Job Aid 5-1: Applicants Briefing Invitation Job Aid 5-2: Agenda for 1-Hour Job Aid 5-3: Sample Pre-Application Table of Contents Page ii Hazard Mitigation Grant Program desk Reference Section 6: The Application Process Overview of Application Local Application to The Project State Application to Managing NEMIS Job Aid 6-1: Hazard Mitigation Grant Program Application Job Aid 6-2: State and Federal Activities Required Through Submission of State HMGP Job Aid 6-3: SF 424, Application for Federal Job Aid 6-4: Project Application Job Aid 6-5: State Review Job Aid 6-6: FEMA Disaster Grant Agreement Articles, Hazard Mitigation Grant Job Aid 6-7: Creating the Application in Section 7.

8 Project Eligibility Eligible Types of NEMIS Project Ineligible Five Minimum Criteria for Project Other Eligibility The 5% Eligibility of Phased Job Aid 7-1: NEMIS Project Section 8: Environmental Review Compliance With Environmental Laws and Regulations and Executive Roles, Responsibilities, and Information Information Categorical NEPA Compliance Review Under Other Environmental Laws and Executive Job Aid 8-1: FEMA s NEPA Environmental Review Job Aid 8-2: Environmental Considerations and Review Job Aid 8-3: List of CATEXes and Required Section 9: Cost-Effectiveness Cost-Effective Who Does the Analysis?..9-1 Guidance on Cost-Effectiveness What Cost-Effective Guidance and Discount Rates for Benefit-Cost Analysis of Federal Thorough How FEMA and States Determine Benefits and Learning More About Benefit-Cost Job Aid 9-1: Key Data Needed for Analyzing Project Table of Contents Hazard Mitigation Grant Program desk Reference Page iii Section 10: Appeals Appeal Two Levels of Technical Appeal Decision Section 11.

9 Project Implementation Requirements The State as Nondiscrimination of HMGP What Title VI and Section 308 Maintenance of the Environmental Mitigation Implementation and Hazardous Compliance With Companion Program Insurance Mapping Standards and Standard Wage Rate Duplication of Conditions for Post-Disaster Code Enforcement Property Appraisal and Treatment of Agricultural Managing Purchased Land as Open Applicability of the Job Aid 11-1: Hazardous Materials Property Job Aid 11-2: Exhibit A Attached to Warranty Job Aid 11-3: Exhibit B Conservation Job Aid 11-4: Statement of Voluntary Job Aid 11-5: Sample Relocation Job Aid 11-6: Sample Log for Receipt of Relocation Job Aid 11-7: FEMA Form 90-69D, Declaration of Section 12: Allowable Project Costs General Cost Criteria for Federal Different Governing Reasonable Unallowable Project-Specific Allowable Costs for Post-Disaster Code Environmental Mitigation Acquisition/Relocation Project Job Aid 12-1: Allowable Costs Under OMB Circular Job Aid 12-2: Sample Project Cost Table of Contents Page iv Hazard Mitigation Grant Program desk Reference Section 13: Administrative/ grants Management State Management Costs and Administrative Program Cost-Share and The 5% Initiative and grants Insular Compliance With the Administrative Requirements of CFR 44 Parts 13 and Processing of Requests for Advances of Funds and Quarterly Cost Overruns and Scope Job Aid 13-1: Quarterly Progress Report Job Aid 13-2.

10 Sample Quarterly Progress Job Aid 13-3: Standard Form 269, Financial Status Report (Long Form)..13-15 Job Aid 13-4: Standard Form 269A, Financial Status Report (Short Form)..13-17 Job Aid 13-5: FEMA Form 20-10, Financial Status Job Aid 13-6: NEMIS Status Job Aid 13-7: FEMA Form 20-19, Report of Unobligated Balance of Federal Funds, Draw Downs, and Undrawn Section 14: Closeouts and Audits Program Closeout Steps for State Closeout Steps for FEMA Regional Job Aid 14-1: SF 270, Final Request for Job Aid 14-2: FEMA Form 20-18, Report of Government Job Aid 14-3: Program Closeout: State Job Aid 14-4: Program Closeout: Job Aid 14-5: Checklist for Project Closeout Section 15: Acronyms Section 16: Definitions Section 1: introduction to the Hazard Mitigation Grant Program Section 1.


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