STATE OF FLORIDA RESOURCE AND FINANCIAL MANAGEMENT POLICIES AND PROCEDURES FOR EMERGENCY MANAGEMENT Suzanne Adams, Chief Finance and Administration State Emergency Response Team

Every picture tells a story.

Every story is about a real family...

Florida 2004 Disasters  Charley – August 13  Frances – September 4  Ivan – September 16  Jeanne – September 26

2004 Hurricane Facts  130 Deaths Nationally  Estimated $42 Billion Total Costs  $22 Billion in Insured Wind Damages

INDIVIDUAL ASSISTANCE  1.25 Million People Registered for Individual Assistance Programs IHP $1.176 Billion HA$557 Million SBA$1.74 Billion ONA$620 Million ($155 Million in State $$)

Florida Perspective Service Provided Hurricane Andrew 2004 Season Florida Total Cost $82,000,000$83,000,000* * IVAN includes AL, GA, TN, MS Shelters Shelter Population 138,926361,594 Service Centers 3045 Meals/Snacks served 5,672,30313,440,958 Cases opened 68,25255,157 Total workers 14,78819,747 Over Time Period Three years Five months

Projected Public Assistance Costs  22,000 Project Worksheets (PWs) representing an estimated $2.7 Billion are projected from 2,737 new Applicants.  3 rd in Public Assistance funding  Behind only NYC 9/11/2001 ($7.4 Billion) and the 1994 California Northridge Earthquakes ($6.99 Billion) ($6.99 Billion)  Hurricane Andrew had $1.84 Billion in PA funds

Project Worksheets to Date  10,850 Obligated Project Worksheets  $1.05 Billion obligated  9,086 Project Worksheets have been paid by the State.  Nearly $800 Million in Federal and State Share paid

2004 HURRICANES State Agency Costs  23 State Agencies Have Applied for Cost Reimbursement under Public Assistance  Project Worksheets Currently Total Approximately $150 Million  Projected Totals are Estimated Between $185 and $250 Million

2004 EVENTS STATE AGENCY COSTS

State of Florida Resource and Financial Management Policies and Procedures for Emergency Management

WHY ARE WE HERE?

We are not heroes, we are not responders, we are the emergency managers. Our job is to make sure they have what they need to do the job.

LEGAL AUTHORITY 1.Governor 2.Division of Emergency Management 3.State Government Agencies

GOVERNOR’S AUTHORITY  Deploy and Use ANY………………..  Suspend ANY………………………..  Utilize and Commandeer ALL………  Make available ALL………………….  Delegate………………………………

DEM’s Responsibility  Coordinate federal, state and local emergency management activities  Assign lead and support responsibilities  Provide support from within or outside of the state  Delegate

State Agencies’ Responsibility  Emergency Coordinating Officers  Planning  Training  Rosters

State Agencies’ Responsibility, continued  Funding Policy – First recourse for funding FS  Agency Head determines immediate danger to public health, safety or welfare (5)(a) FS

RESOURCE MANAGEMENT

BASIC PREMISE Emergency Events Are Going to Happen: 1.We will respond with resources 2.These resources cost money 3.It’s never built into your agency annual operating budget

COMPREHENSIVE EMERGENCY MANAGEMENT PLAN (CEMP) EMERGENCY SUPPORT FUNCTIONS (ESF) -Assigns Responsibility based on Functional Capabilities -Delegates Operational Authority

ESF RESOURCE PROCUREMENT 1.Existing 2.Purchase or Lease 3.Statewide Mutual Aid 4.Emergency Management Assistance Compact 5.Federal Assistance

How do you know which to choose?  COMMUNICATE WITH EACH OTHER!!  UTILIZE LOGISTICS and ESF 7  USE COMMON SENSE

FINANCIAL MANAGEMENT

“WHO PAYS” GENERAL RULE  Resources are procured utilizing the financial resources of the assigned Agency/Organization

 RESPONSIBILITY FOR COSTS GO WITH THE MISSION ASSIGNMENT  PLAN PROVIDES FOR DISTRIBUTION OF INITIAL FINANCIAL BURDEN ACROSS STATE GOVERNMENT

FINANCIAL MANAGEMENT OF EVENT COSTS  Each Agency is responsible for developing and implementing procedures and for providing training related to continuously documenting disaster related response and damage costs.

Financial Management  Accurate and immediate tracking of all force account labor, equipment, leases, purchases and contracts is crucial to recordkeeping.  Costs should be CLEARLY linked to missions/tasks assigned in Tracker.

Financial Management  Develop contract templates for likely services before event  Increase Limits on Visa Purchasing Cards  Develop cost tracking forms tailored to your agency and document everything  Set up unique cost codes in accounting system for consolidating and tracking costs  Use emergency vendor lists and commodities

Financial Management  Plan for initial “parking” of costs as reimbursement and budget authority may take a while to process  Know and work with your OPB Budget Analyst. You may need to be advanced funds if costs become unmanageable.  Plan ahead and TRAIN those who will be working the events

Financial Management  Finance Officers Conference Calls and is used to coordinate implementation of this State Policy and to provide information  Initiated upon SERT Activation

ECOs Communicate with your agency finance staff NO STICKER SHOCK!!

GETTING DECLARED AND STARTING RECOVERY $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$

WHY TRACK THE COSTS?  Obtain Federal Declaration  Timely Reimbursement

REIMBURSEMENT and RECOVERY  AGENCY ESTIMATES VITAL  Used to obtain disaster declaration  Used to determine State’s potential financial obligations  Provides realistic “whole” picture of disaster  Serves as backbone for agency’s reimbursement requests

REIMBURSEMENT and RECOVERY  POST-EVENT PRELIMINARY DAMAGE ASSESSMENT  Federal---State---Local effort  Estimation of State and Local government costs for response and damages  Continually updated

FEMA Provides Financial Assistance for Disaster Recovery  Authorized by Robert T. Stafford Act, Public Law , and  Public Law , Disaster Relief Act of 1974.

REIMBURSEMENT AND RECOVERY Cost Share Public Assistance Federal/State Agreement Generally: 75% – 25% Federal/State 2004 Events: 90% – 10% Federal/State Governor may prescribe policy relating to local match

Damage Categories  A - Debris  B - Emergency Preparation  C - Roads and Bridges  D - Dams and Earthen Structures  E - Buildings  F - Utilities  G - Misc. Infrastructure (Parks, etc.)

FEMA DOES NOT COVER  Lost revenues  Interest cost on loans  Regular labor hours for debris removal and emergency preparation  A portion of equipment purchased for emergency such as generators  Direct cost of administration of the grants  Local or State match portion of the grants

OTHER FEDERAL DISASTER PROGRAMS  Individuals and Households  Crisis Counseling  Small Business Administration  Other Needs Assistance (25% state share)

REIMBURSEMENT  Public Assistance applicants briefing  Request for Public Assistance  Subgrantee documentation  Project Worksheet  Public Assistance Packet  Governor’s Authorized Representative  Grants administration - Contract with subgrantee $$$$$$

REIMBURSEMENT  Processing of Applicant requests restructured.  Centered on development and release of web-based portal  Allows applicants to log in and access grant information, generate reports, view documents, and make requests in ‘real time’. 

DCA will seek source of funds for State Agencies match DCA Serves as Grantee for FEMA funds DCA requests budget authority to administer those funds State government agencies MUST seek budget authority to utilize the reimbursed funds, including match

SUMMARY  PERFORM YOUR ASSIGNED MISSIONS  INITIAL FINANCIAL RESPONSIBILITY IS YOURS  MAINTAIN GOOD COST RECORDS FROM THE VERY BEGINNING  APPROPRIATE OPTIONS WILL BE PURSUED FOR REIMBURSEMENT OF COSTS

Questions?

 Policy handouts in back of room  