Illinois Emergency Management Agency Individual Assistance Programs - Jason Williams (IA) Public Assistance Program – Curtis Caldwell (PA) Initial Damage Assessment November 8, 2018 Illinois Emergency Management Agency

After disaster incident occurs Declaration Process After disaster incident occurs Governor’s Proclamation Initial Damage Assessment (IDA) Preliminary Damage Assessment (PDA) Governor’s Request Letter Presidential Declaration

Damage Assessment Tasks Initial Damage Assessment (IDA) Submit Disaster Impact Assessment (DIA) Form Submit Initial Damage Assessment data for IA Submit Initial Damage Assessment data for PA Preliminary Damage Assessment (PDA) Work with PDA teams to review damages , costs and impacts Submit supporting documentation

Disaster Impact Assessment Form Disaster Impact Assessment (DIA) Form It is used to document the impact of the event on your jurisdictions and county It should be submitted as soon as possible after the incident DIA Form can be updated as needed Information in the DIA Form should be a compilation of countywide impacts Information may be used to document impacts in the Governor’s Request for a Major Disaster Declaration Inaccessible areas for damage assessment may be included in this form

Documentation (cont.)

Public Assistance (PA)

Applicant Responsibilities Potential applicant organizations must Identify and locate damages and costs on a map Take photos of damages Document worked completed Estimate work to be completed Compile supporting documentation Complete IDA forms Submit IDA forms to IEMA

Supporting Documentation All costs reported must be supported by: Maps of damage location Photos of damage Bills, invoices, receipts, payroll records, equipment records for work completed Detailed estimates for work to be completed Insurance documents (for insurable facilities) Maintenance records, if requested

Eligibility

Organization State Government Local Government Departments, agencies, boards, commissions, authorities, universities Local Government Counties, townships, cities, villages, school districts and special districts Certain Private Non-Profit Organizations Must have a facility that provides essential services of a governmental nature Utility cooperatives, parochial schools, hospitals/emergency medical Native American Tribes and Tribal Organizations

Facility A facility must: Be the legal responsibility of an eligible applicant Be located within the designated area Not be under the authority of another federal agency Be in active use at the time of the disaster

Work Work must be: Required as a direct result of the declared event Located within the designated area The legal responsibility of an eligible applicant at the time of the declared event

Cost Costs must: Be reasonable and necessary to accomplish eligible work Comply with federal, state and local laws and regulations Not include insurance proceeds, salvage value or other credits (no duplication of benefits)

Salaries, wages and fringe benefits Direct Costs Salaries, wages and fringe benefits Regular time costs for permanent employees are not eligible for emergency work (Categories A and B) Purchase of materials Use of applicant owned or rented equipment Contracting

Other Costs Professional Services Architectural Engineering Environmental Historic Preservation Project Management Work completed under cooperative agreements Agreements must be in writing

Types of Work Emergency Work Permanent Work Category A Category B Debris Removal Category B Emergency Protective Measures Permanent Work Categories C-G Permanent restoration of facilities

Category A – Debris Removal Eligibility Debris removal from public property only Publicly owned land or right-of-way Labor (overtime only), equipment, materials Collection, reduction and disposal Don’t use floodplain to store debris

Category B – Emergency Protective Measures Eligibility Eliminate or reduce an immediate threat to life, property, public health or safety Eliminate or reduce an immediate hazard that threatens significant damage to improved public or private property Labor (overtime only), equipment, materials Examples: sandbagging (including removal of sandbags), emergency pumping, barricading, sheltering, search and rescue

Other Federal Agencies Criteria If another federal agency has statutory authority, FEMA cannot provide assistance for the permanent repair of these facilities Other Agencies USACE Repair of locally owned flood control works USDA-NRCS Repair of locally owned flood control works and debris removal from streams FHWA Assistance with damage to Federal-Aid System (FAS) roads

Insurance Requirements General Insurance proceeds will be deducted from any eligible costs National Flood Insurance Program (NFIP) Insurable facility located in a special flood hazard area Eligible costs are reduced by the maximum amount of flood insurance proceeds the applicant would have received had the facility and its contents been fully covered by flood insurance Does not matter whether facility has flood insurance

Procurement Requirements State of Illinois Counties (55 ILCS 5/5-1022) Townships (60 ILCS 1/85-30) Municipalities (65 ILCS 5/8-9-2) Federal (2 CFR, Part 200) Micro-purchases < $3,500 Small purchase procedures $3,500 - $150,000 Sealed bids > $150,000 Competitive proposals Non-competitive proposals

Submit IDA Information Data to be submitted IDA Cost Tabulation Form http://www.illinois.gov/iema/LocalEMA/Documents/PAforms/PA_DamageAssessment.pdf Supporting documentation Maps Photos Work completed documents Work to be completed estimates

PA IDA Forms

PA IDA Forms

FEMA PDA Forms

State Responsibilities IEMA Collect and compile IDA information Verify damages and costs submitted Request a Preliminary Damage Assessment (PDA) with FEMA, if warranted

FEMA’s Review Factors 44 CFR, 206.48 Estimated cost of the assistance Localized impacts Insurance coverage in force Hazard mitigation Recent multiple disasters Programs of other federal assistance

Per Capita Impact Indicators Adjusted annually to reflect changes in the Consumer Price Index State Per Capita Impact Indicator Used to determine if declaration is warranted FY 2016 - $1.41 per capita $18,091,191.12 in eligible costs County Per Capita Impact Indicator Used to determine if a county should be included in the declaration FY 2016 - $3.57 per capita

PA Internet Resources Resources IEMA FEMA http://www.illinois.gov/iema/LocalEMA/Pages/PublicAssistance.aspx FEMA http://www.fema.gov/government/grant/pa/index.shtm

Manager of the Mitigation & Infrastructure Section Contact Information Curtis Caldwell Manager of the Mitigation & Infrastructure Section Bureau of Preparedness and Grants Administration Illinois Emergency Management Agency (217) 782-8719 PA.Grants@illinois.gov www.ready.illinois.gov Illinois Emergency Management Agency

Individual Assistance Program (IA)

IA Initial Damage Assessment Form Using proper forms (Flood/Non-Flood) Review past IDA forms What we are looking for in properly completed forms ENSURE ALL AREAS ARE ACCESSIBLE WHEN DOING DAMAGE ASSESSMENT Do not fill out forms with data from locations that are inaccessible.

Individual Assistance: Initial Damage Assessment There are two forms with instructions used in Initial Damage Assessment: Flood Events Non-flood Events (For events other than floods) These forms are available on IEMA’s website. They are Excel spreadsheets which can be completed electronically or manually. Flood Event form Non-flood Event form

Proper Completion of IDA Forms Types of structures (SF, MF, MH, and Business) Structures which don’t get assessed Depth of water (for flood events) Basement living area-Essential ONLY Insurance Structural Damage

Proper Completion of IDA Forms (cont.) Red tagged homes Business damages Impacts identified during IDA

State Responsibilities IEMA Collect and compile IA IDA information Verify damages Request a Preliminary Damage Assessment (PDA) with FEMA, if warranted

Individual Assistance Factors (44 CFR, 206.48) FEMA’s Review Factors Individual Assistance Factors (44 CFR, 206.48) Concentration of damages Trauma Special populations Voluntary agency assistance Insurance (Only uninsured loss is eligible) Average amount of Individual Assistance by state

Contact Information Jason Williams Manager, Catastrophic Planning Section State Individual Assistance Officer Bureau of Preparedness and Grants Administration Illinois Emergency Management Agency (217) 782-8719 Jason.b.williams@illinois.gov www.ready.illinois.gov Illinois Emergency Management Agency