GRANT TRAINING WORKSHOP STATE OF LOUISIANA

INTRODUCTIONS Nancy H. Aguillard – HLS Grants Branch Manager Nancy H. Aguillard – HLS Grants Branch Manager Michelle Clark – HLS Senior Grant Specialist Michelle Clark – HLS Senior Grant Specialist Candie Smith – HLS Grant Specialist Candie Smith – HLS Grant Specialist Tabitha Pimlott – HLS Grant Specialist Tabitha Pimlott – HLS Grant Specialist Chelsea Brown – HLS Grant Specialist Chelsea Brown – HLS Grant Specialist

GRANTS TRAINING AGENDA 9:00-9:15~Welcome~Nancy H. Aguillard 9:00-9:15~Welcome~Nancy H. Aguillard 9:15-9:30~Group Norms~Nancy H. Aguillard 9:15-9:30~Group Norms~Nancy H. Aguillard 9:30-10:30~New FY 2009 HLS Grants Application 9:30-10:30~New FY 2009 HLS Grants Application Candie Smith, Chelsea Brown and Michelle Clark 10:30-10:45~Break 10:30-10:45~Break 10:45-11:15~HLS Grants Application~Michelle Clark 10:45-11:15~HLS Grants Application~Michelle Clark 11:15-11:45~Finance~Tabitha Pimlott 11:15-11:45~Finance~Tabitha Pimlott 11:45-12:00~Wrap Up 11:45-12:00~Wrap Up

GROUP NORMS Begin on Time so we can End on Time Begin on Time so we can End on Time Place cell phones on silent Place cell phones on silent Be an Active Listener Be an Active Listener Limit side-bar conversations Limit side-bar conversations Respect the opinions and ideas of others Respect the opinions and ideas of others Agree to disagree Agree to disagree

HOMELAND SECURITY GRANT PROGRAM OVERVIEW

HSGP PROGRAM OVERVIEW State Homeland Security Program: State Homeland Security Program: SHSP supports the implementation of State Homeland Security Strategies, National Preparedness Guidelines, National Incident Management System (NIMS), and the National Response Framework (NRF). SHSP funds support the identified planning, organization, equipment, training, and exercise needs for acts of terrorism and other catastrophic events.

HSGP PROGRAM OVERVIEW Urban Area Security Initiative: Urban Area Security Initiative: UASI program funds address the unique planning, organization, equipment, training, and exercise needs of high-threat, high-density Urban Areas, and assist them in building an enhanced and sustainable capacity to prevent, protect against, respond to, and recover from acts of terrorism.

HSGP PROGRAM OVERVIEW Metropolitan Medical Response System: MMRS program supports the integration of emergency management, health, and medical systems into a coordinated response to mass casualty incidents caused by any hazard.

HSGP PROGRAM OVERVIEW Citizen Corps Program: Citizen Corps Program: CCP mission is to bring community and government leaders together to coordinate the involvement of community members and organizations in emergency preparedness, planning, mitigation, response, and recovery.

NATIONAL PRIORITIES

HSGP NATIONAL PRIORITIES National Priority: Strengthen Planning and Citizen Preparedness Capabilities. National Priority: Strengthen Chemical, Biological, Radiological/Nuclear, and Explosive (CBRNE) Detection, Response, and Decontamination Capabilities. National Priority: Strengthen Information Sharing and Collaboration Capabilities National Priority: Strengthen Medical Surge and Mass Prophylaxis

WHAT’S NEW?

WHAT’S NEW IN FY09 Critical Emergency Supplies Critical emergency supplies, such as shelf stable food products (MRE’S), water, and basic medical supplies are an allowable expense under SHSP. Must have FEMA’s approval of a viable inventory management plan, an effective distribution strategy, sustainment costs for such an effort, and logistics expertise.

WHAT’S NEW IN FY09 CRITICAL EMERGENCY SUPPLIES CRITICAL EMERGENCY SUPPLIES Required to demonstrate these capabilities to GOHSEP Unified Logistics. Storage (two options) Storage (two options) Climate Control Storage (40 deg F – 80 deg F) Climate Control Storage (40 deg F – 80 deg F) Vendor Managed Inventory (VMI) Vendor Managed Inventory (VMI) Inventory Integrity Inventory Integrity Commodity Management Commodity Management Accountability Accountability Visibility Visibility Security Security Distribution Plan Distribution Plan Policies and procedures for receipt/storage/distribution of emergency commodities Policies and procedures for receipt/storage/distribution of emergency commodities Personnel with signature authority to receive commodities Personnel with signature authority to receive commodities Transportation (vehicles to deliver/stage commodities) Transportation (vehicles to deliver/stage commodities) Material Handling Equipment (forklifts, pallet jacks) to load/off-load commodities Material Handling Equipment (forklifts, pallet jacks) to load/off-load commodities

WHAT’S NEW IN FY09 Period of Performance: 24 months Period of Performance: 24 months No longer 36 months No longer 36 months

FEDERAL REQUIREMENTS

REQUIREMENTS At least 25 percent of FY 2009 HSGP funding must be allocated to the Strengthening Preparedness Planning Priority through planning, training and exercise activities. At least 25 percent of FY 2009 SHSP and UASI funding must be given to support law enforcement. 3% Management and Administration Costs

HIRING OF FULL OR PART TIME STAFF OR CONTRACTORS/CONSULTANTS Payment of salaries and benefits must be in accordance with the policies of the State or local government. Payment of salaries and benefits must be in accordance with the policies of the State or local government. Must be included within the funding allowed for program management personnel expenses, which must not exceed 15 percent of your total allocation. Must be included within the funding allowed for program management personnel expenses, which must not exceed 15 percent of your total allocation. In no case is dual compensation allowable. In no case is dual compensation allowable.

SUPPLANTING Recipients of Federal funds shall not replace funding appropriated from State and local governments with their Federal grant funding. Current levels of activities or programs funded by State or Local resources should only be increased by receipt of Federal funding. Example: I analyst. Example: If a State pays the salaries of three intelligence analysts, it cannot begin to pay the salary of one of them with Federal grant funding. It could, however, hire a fourth analyst.

AUTHORIZED EQUIPMENT LIST (AEL)

APPLICATION AND FORMS

HSGP APPLICATION Project Application - Page1 Project Application - Page1 Project Application - Page 2 Project Application - Page 2 Equipment Budget Equipment Budget Budget Detail Worksheet Budget Detail Worksheet Due back to GOHSEP within 90 days of receipt of award letter.

PROJECT ALLOCATION Project Allocation Form Project Allocation Form Grant Award Letter. Grant Award Letter. Due back to GOHSEP within 30 days of receipt of award letter. Due back to GOHSEP within 30 days of receipt of award letter.

REIMBURSEMENT FORMS Reimbursement Cover Letter Reimbursement Cover Letter Invoices and other required documentation Invoices and other required documentation * All reimbursement requests must be sent in via or mail. * All reimbursement requests must be sent in via or mail.

SOLUTION AREA ADJUSTMENT FORM If there are any changes to your original Project Allocation form, you must complete a Solution Area Adjustment form. If there are any changes to your original Project Allocation form, you must complete a Solution Area Adjustment form.

FINANCE REIMBURSEMENT PROCESS

GOHSEP FINANCE PROCEDURES Funds are drawn every Monday from the PAPR federal payment system. If Monday is a holiday the draw would be completed the Friday before the holiday. Funds are drawn every Monday from the PAPR federal payment system. If Monday is a holiday the draw would be completed the Friday before the holiday. GOHSEP requests the funds from the Federal Government GOHSEP requests the funds from the Federal Government Funds are deposited in to GOSHEP account. Funds are deposited in to GOSHEP account. Funds are received by GOHSEP prior to issuing payments to you, the sub-grantee. Funds are received by GOHSEP prior to issuing payments to you, the sub-grantee. Funds are received from Federal Government in approximately one week of drawdown. Funds are received from Federal Government in approximately one week of drawdown.

GOHSEP FINANCE PROCEDURES Checks are printed on Tuesdays and Fridays. Checks are printed on Tuesdays and Fridays. EFTs (Electronic Fund Transfers) are processed nightly (except for Holidays). EFTs (Electronic Fund Transfers) are processed nightly (except for Holidays). GOHSEP receives the checks via courier the following day. GOHSEP receives the checks via courier the following day. GOHSEP receives the check, the original check with a copy of the reimbursement statement is mailed to you, the sub-grantee, at the address provided on your cover letter for reimbursement GOHSEP receives the check, the original check with a copy of the reimbursement statement is mailed to you, the sub-grantee, at the address provided on your cover letter for reimbursement Once finance receives your reimbursement request, you can expect payment within 3-4 weeks. Once finance receives your reimbursement request, you can expect payment within 3-4 weeks.

CONTACT INFORMATION Fabian Blache HLS Section Chief (225) Nancy H. Aguillard HLS Grants Branch Manager (225) (SHSP, BZPP, TSGP, EOC) Michelle Clark HLS Senior Grant Specialist (225) (SHSP, EMPG, BZPP, TSGP) Candie Smith HLS Grant Specialist (225) (LETPP, UASI) Tabitha Pimlott HLS Grant Specialist (225) (MMRS) Chelsea Brown HLS Grant Specialist (225) (CCP)