Hazard Mitigation Assistance Programs

Overview

Mississippi Emergency Management Agency

Lee Smithson, Executive Director

Introduction

• A few words from those who made this webinar

possible:

• Jana Henderson, MEMA Chief of Staff

• Billy Patrick, Office Director-Mitigation, State

Hazard Mitigation Officer

• George Humphrey, Bureau Director-Mitigation

Grants

Goal and Objectives

• Goal: Involve more critical facilities in

applying for Hazard Mitigation Grants.

• Objectives

– Explain Mitigation and the Hazard Mitigation

Grants Program

– How to Obtain a Mitigation Grant

– How to apply for a Mitigation Grant

“ Any sustained action taken to reduce or

eliminate long term risk to people and property

from natural hazards and their effects.” *

* Hazard Mitigation Assistance Guidance, dated February 27, 2015

What is Mitigation?

Hazard Mitigation Grant

Program

• Authorized under Section 404 of the Stafford Act.

• Provides funding for eligible disaster loss reduction measures identified

through a risk assessment of State & local hazards.

• HMGP is administered by the Mississippi Emergency Management

Agency (MEMA).

Regulations and Policy Guidance concerning the Hazard Mitigation

Grant Program may be found in the Code of Federal Regulations at

44CFR206.430, & 44 CFR part 200 , FEMA HMA (Hazard Mitigation Assistance) Program

Unified Guidance, February 27 2015 or online at www.msema.org or www.fema.gov.

Hazard Mitigation Grant Program

6

Obtaining a Hazard Mitigation Grant

WHAT IS A

HAZARD MITIGATION GRANT ?

A grant that funds a sustainable, cost effective,

environmentally sound action that reduces or

eliminates loss of life and property from the effects

of a natural hazard, and does not create higher risk

in surrounding areas.

7

Who are eligible applicants?

8

• State Agencies and local governments.

• Qualified private non-profit organizations or institutions.

• Native American tribes or tribal

organizations.

44CFR206.434(a) establishes eligibility

Eligible State and Local

Applicants are Required To:

• Organize a Hazard Mitigation Council.

• Develop a Hazard Mitigation Plan.

• Be a participant in good standing in the

National Flood Insurance Program.

Private Non-profit applicants are

Required to:

10

• Project must be located in jurisdiction with

an approved plan.

• Plan must identify project type as a strategy

or goal of the plan.

• Private nonprofit must have participated in

plan development.

Eligible Project Criteria

• Conform to the State and local Hazard Mitigation plan.

• Conform to floodplain management, wetlands & environmental

regulations.

• Solve a problem independently or constitute a functional part of a

solution.

• Have a beneficial impact on the area.

• Meet all codes and standards.

• Provide a long-term solution.

• Be cost-effective.

Federal regulations determine the eligibility criteria

for projects. All projects must meet the minimum criteria

found in 44 CFR 206.434(c)(1-5):

12

Eligible Project Types

✓ Hazard Mitigation Planning

✓ Retrofit of critical & essential facilities.

✓ Flood damaged structures.

✓ Group Safe rooms.

✓ General population shelters.

✓ Warning systems.

✓ Generators for critical facilities.

✓ Enhanced Codes and Standards.

✓ Minor localized flood reduction projects.

13

Hazard Mitigation Assistance

Program Unified Guidance

HMA Unified Guidance

can be found online at

www.fema.gov or by

contacting MEMA

Mitigation Grants Bureau

at 601-933-6884.

14

Hazard Mitigation Assistance Program

Unified Guidance-Addendum

HMA Unified

Guidance Addendum

can be found online at

www.fema.gov or by

contacting MEMA

Mitigation Grants

Bureau

at 601-933-6884.

15

Hazard Mitigation Grant Program

How Do I Apply?

HMGP Application

Process

• State notifies potential applicants via applicant briefings.

• Applicants submit Notice of Intent.

• State reviews & ranks Notices of Intent.

• Applicants submit a pre-application.

• State reviews pre-application for approval.

• Applicant submits a full application.

• State-FEMA review of application.

• FEMA approves application and obligates funds

Notice of Intent (NOI)

• An approved notice of intent does not guarantee that your

application will be approved.

• The application scope of work must be consistent with the

Notice of Intent scope of work.

• One mitigation activity per Notice of Intent

• Must be submitted to the Office of Mitigation via the

Mitigation Grants Specialists no later than 2 weeks from

the date of the applicant’s briefings.

NOI Review Process

• Is the applicant an eligible applicant?

• Is the project an eligible project type?

• Has the applicant received grant funds from previous

disasters/

• Past performances on projects?

• Matching cost share?

MitigationMS.org

Website

HAZARD MITIGATION

APPLICATIONS

• Acquisition

• Elevation

• Drainage

• Saferooms

• Partnered Mitigation Projects

• Generator

• Warning sirens

• Planning

• Other type projects

20

Pre-Application Process

• Must be submitted via MitigationMS.org

• Must include a detailed scope of work for proposed

project.

• Must include a detailed cost estimate.

• Must include all required attachments.

• Must be submitted within 2 weeks from the approval date

of the Notice of Intent.

Full Application Process

• Must be submitted via MitigationMS.org

• Must have a detailed scope of work.

• Must have a detailed budget.

• Must have a realistic timeline.

• Must list project alternatives?

• Must address all of the Environmental and Historic

requirements.

• Must attach all related documentation? (labeled maps, photos, etc.)

• Must include all agreements?

Developing a Scope of Work

• Define the Risk.

• Define the purpose of the project and level of effectiveness.

• Describe the materials and techniques that will be used to

implement the project.

• Discuss any permitting requirements.

• Include maps that identify the geographic location, project

boundaries and construction site.

• Attach Engineering drawings and reports if applicable.

Developing the Budget

Must included all anticipated direct project costs.Project Management

A&E costs

Site Prep, staging, permits, disposal, etc.

Must identify contract work, in-house staff hours or

donations and any in-kind contribution.

Must identify source references for estimated cost

budget narrative that clearly defines budget line

items.

Single line-item budgets are not allowed.

Developing the timeline

• Must include project tasks, milestones, and durations.

• Must not exceed time allowed for project type.

• Must be consistent with budget and Scope

Environmental Historic

Preservation (EHP)

• Every applicable question that is relevant to your project

must be answered using the most current information that

you have available.

• Ground disturbance: Provide drawings or studies that

define the project area, depth of excavation, staging areas,

floodplain, or historic data. Be specific

• Any EHP costs must be in the budget.

Benefit Cost Analysis

• Must be completed using the most current FEMA approved

software and guidelines.

• Must have a benefit cost ratio greater than one.

• All data inputs that are not FEMA defaults must be

documented.

• Data entered in the BCA must be consistent with

information in the application.

Full Application Review

Process

• Is the application scope of work consistent with the pre-

application scope of work?

• Is the project still an eligible project type?

• Is the Benefit Cost Analysis completed and greater than 1.

(cost effective)

• Is all of the documentation included?

• Are all of the attachments included?

• Is the cost share match identified?

Full Application Review

Process

• Are all of the worksheets completed?

• Is the timeline listed with detailed milestones?

• Are maps clearly marked with the site location?

• Are all of the agreements signed by the applicants agent?

The scope of work, budget and schedule will be compared

for consistency and mathematical accuracy.

FEMA Review Process

• Eligible applicant??

• Eligible project?

• Application

complete?

• Meets state priorities?

• Permanent solution?

• Technically achievable?

• Cost effective?

• Meets NEPA criteria?

• Non-federal match is in hand?

• Mitigation ability?

Hazard Mitigation Grant Program

Funding

Hazard Mitigation Grant

Funding

DR- 4295 January 2017 Severe Storms, Tornadoes,

Straight-line Winds, and Flooding

Regular Project Funding $ 1,407,773

Initiative Funding $ 74,093

Hazard Mitigation Grant

(HMGP) Initiative Funding

• To be eligible for HMGP Initiative funding, activities must:

• Be difficult to evaluate against traditional program cost-effectiveness

criteria

• Comply with all applicable HMGP eligibility criteria as well as with

Federal, State and local laws and ordinances.

• Be consistent with the goals and objectives of the State and local

mitigation plans; and

• Be submitted for review with a narrative that indicates that there is a

reasonable expectation that future damages or loss of life or injury

will be reduced or prevented by the activity.

Hazard Mitigation Grant

Initiative Funding

Activities that may be funded under the 5% initiative:

• Public Outreach Campaigns

A benefit cost analysis is not required for initiative projects.

Usually only a small amount of funding.

HMGP Cost Share

FEMA provides 75% reimbursement of the total eligible

project cost up to the amount of the award.

The Subgrantee provides 25% of the total eligible cost share.

Non-Federal match may be in cash or in-kind.

Other Federal funds cannot be used a part of the match with

the exception of :

Increased Cost of Compliance (ICC) payouts

Most HUD Community Development Block Grants (CDBG)

Critical & Essential Facilities

36

Pass Christian Complex

Pass Christian Police DepartmentWaveland City Complex

Stormwater Drainage Projects

Modification of existing culverts

in lieu of buyouts

Large localized

Drainage project.

Eligible drainage projects must protect insurable structures at a cost that is less than

acquisition, elevation or relocation. Project should be small localized and not within the

responsibility of the USACE, NRCS or other State/Federal agency.

Generators for Critical Facilities

38

Dedicated generators for large

facilities such as general population

shelters & emergency operations.

Projects NOT Eligible

under HMGP

▪ Large storm drainage projects. (levees, dams)

▪ Purchase of stand alone equipment or land.

▪ Operating costs.

▪ Engineering studies with no commitment for completing the project.

▪ Projects with unreasonable expectations.

▪ Projects that address operation, deferred or future maintenance, repairs,

or replacement.

▪ Preparedness measures and response equipment.

▪ Studies not directly related to design and implementation of a proposed

project.

SUMMARY

▪Good projects take planning and preparation.

▪Good projects address true hazard risk not minor inconvenience.

▪Addresses a hazard profiled in approved local mitigation plan.

▪Project will be completed with the period of performance.

▪All projects must be submitted by the State imposed deadlines.

▪Hazard Mitigation Grant Program funding is available to all eligible

applicants with an approved mitigation plan.

SUMMARY

▪The cost-share is 75% Federal and 25% non-Federal.

▪Applicant must be a member of the National Flood Insurance program and in

good standing.

▪All projects must be cost-effective and environmentally sound.

▪All project must be sustainable by the community.

▪Go to www.MitigationMS.org for application submittal.

Examples of Approved

Projects (Critical Facilities)

• Singing River/Ocean

Springs Hospital Window

Retrofit Project

HMGP-1604-0262

• Singing River/Ocean

Springs Hospital Roof

Retrofit

HMGP-1794-0023

• Singing River-Pascagoula

SRH Exterior Hardening

HMGP-1604-0498

• Gulfport Memorial

Hospital -Glazing

HMGP-4081-0013

Questions?

Billy Patrick, Mitigation Office Director

(601) 933-6604 bpatrick@mema.ms.gov

George Humphrey, Grants Bureau Director

(601) 933-6622 ghumphrey@mema.ms.gov

Mississippi Emergency Management Agency