1. Introduction to Emergency Management in Ohio Unit 4: Funding and Grants 1

2. 2 Unit 4 Objectives Identify and explain grant programs administered by Ohio EMA Identify grant administration best practices from EMA Director/Experienced Sub- recipient

3. 3 OEMA Grants Grants administered by Ohio EMA:  EMPG-Emergency Management Performance Grant  SHSP-State Homeland Security Program  HMEP – Hazardous Materials Emergency Preparedness

4. 4 OEMA Grants Other grants administered by Ohio EMA:  PA/IA-Public Assistance/Individual Assistance  SDRP-State Disaster Relief Program  HMGP-Hazard Mitigation Grant Programs  The above will be covered in depth through other units of this class

5. 5 Organization is Key Begin your paper trail/computer file at the beginning:

6. 6 EMPG Emergency Management Performance Grant The EMA must pay 100 percent of the expenses to support and enhance the emergency management program Up to 50 percent of eligible expenses will be reimbursed by the Federal Government, through Ohio EMA Administered by Ohio EMA

7. 7 Allowable EMPG Expenses Salaries (Be sure to keep time records accurately!) General expense Phone, both land and cell, for EMA use only Internet and cable fees for EMA use only Travel expenses Communications cost LEPC funds can be used, if the EMA has a contract or resolution with the LEPC, to provide services for the LEPC (administrative, accounting, salaries)

8. 8 EMPG Supplemental Awards  Some counties cannot use all of their EMPG funds  These unused funds are sometimes available to counties with additional allowable expenses  We are currently looking at a new process to fund special projects closer to the end of the award from funds.

9. 9 EMPG Special Project Grants Created from EMPG funds set aside for specific uses Typically preparedness activities:  Warning devices  EOC construction/renovation 50% local match required Administered by Preparedness Grants and Facilities Engineer

10. 10 SHSP: State Homeland Security Program SHSP is now competitive! Sustainment of existing capabilities. Guidance is developed and vetted through a board of stakeholders; Applications ranked by different board of peers. Competitive funding processes require a new level of commitment to the application process. Review the grant requirements and scoring criteria!!!

11. 11 HMEP Hazardous Materials Emergency Planning Grant Planning grants Training grants No overtime/backfill Cover 80% Cost Reimbursement grant just like EMPG Run through LEPCs MUST BE HAZMAT TRANSPORTATION RELATED!

12. 12 HMEP Hazardous Materials Emergency Planning Grant Planning grants are to be used for:  Developing, improving, and implementing emergency plans under Title III  Conducting commodity flow studies; and determining the need for regional hazardous material response Training grants are to be used for:  Operations and Technician Courses

13. 13 Application Budgeting Grant Award Monitoring Amendments Cash Requests ReportingAudits Close- Out Approval Grant Process Review

14. 14 Grant Process DHS-FEMA makes funding opportunities available DHS-FEMA Provides Grant Guidance and Application Packet Guidance spells out requirements for accepting grants  Each Year’s Grant has separate and distinct requirements The SAA (Ohio EMA) applies for the grants Grant Applicant goes through federal peer review; award amount decided State receives a Grant-Award document  Identifies the period of performance, award dates, and special conditions State has 45 business days to obligate funds – Initial Strategy Implementation Plan (ISIP)

15. 15 Grant Process State sends out guidance Guidance includes administrative procedures for acceptance, administration and closeout Describes eligible funding categories: Equipment, Planning, Training, Exercises, Administration (M&A) Discusses criteria the peer committee established for the competitive requirement Requirements of Federal Grant are passed through to any sub-grantee/sub-recipient of the funds  44CFR Part 13; 2 CFR Part 200, etc.

16. 16 Things to consider before applying for/expending a grant: – State Homeland Security Grant Program (SHSP) Read the entire grant application packet! Confirm that what your are applying for is allowable – https://www.fema.gov/authorized-equipment-list – Emergency Management Performance Grant Work with your OEMA Grant Liaison Never make a purchase without being certain it is allowable – Check the Authorized Equipment List https://www.fema.gov/authorized-equipment-list – Confirm this with your Grant Liaison

17. 17 Each County will have different purchasing procedures – Work with your fiscal agent/auditor to know your procedures for accepting/administrating grants. – Do grants have to go through an acceptance procedure before your can accept the award? What is the time element of this? You need to find a way to conform to Ohio Emergency Management Agency’s grant requirements (they don’t make these up to give them more work!)

18. 18 Grant Agreements Local Grant Agreement and assurances are submitted to Ohio EMA with original signature.  Make sure sub-grantee grant manager and sub- grantee fiscal manager information is filled in  Return all pages of the grant agreement (3) Make sure assurances are completely filled out and signed

19. 19 Grant Agreements

20. 20 Document and Keep Everything Organize your grants individually. Each grant file should contain: – The grant award, grant guidance – Any legislation required – Supporting documents/policies Payroll records Local encumbrance procedures Vouchers Receipts Quotes/Bids

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25. 25 Budget Process Budget information is provided by sub-grantee  HSGP grants into the Electronic Grants Management System.  Other grants through hard copy submission – no email. Budget review is an extensive process as eligibility, allow ability, and special conditions are considered and approved:  Is equipment on the Acceptable Equipment List (AEL)? www.rkb.us www.rkb.us  Are there EHP (NEPA) concerns with the project?  Does contract require review for contracted services?  Review of travel policy or purchase policy needed?  Does item require competitive bidding?

26. 26 Budget Process

27. 27 Budget Process Budget information is reviewed, amended (as needed) and approved Once budget is approved, signed grant agreement will be forwarded to sub-grantee; official grant spending can begin.  State will strive to get signed grant agreement to sub-grantees within 30 days after an approval application/budget Spending must align with approved budget If a new/modified project, equipment, item, etc. is needed, the budget must be modified and taken through the approval process

28. 28 Cash Requests Proper Documentation Mailed in hard copy to specialist. Request funding from grant quarterly. Procurement – Open competitive. “Don’t cross the streams” – Ghostbusters… It means do not claim the same cost for multiple grants. Timesheets that allocate hours help stop “stream-crossing”!

29. 29 Amending Grants Any project changes and/or correction for any programmatic, administrative or financial change associated with the grant  Performance Period extension  Change in authorized representative(s)  Award amount changes De-obligation of funds Increase in funds

30. 30 Reporting/Monitoring Per guidance and award agreements, sub- grantees must do semi-annual reporting (progress/spending) to the feds through the Bi-annual Strategic Implementation Report (BSIR) Quarterly reports/Work plan updates Monitoring may focus on fiscal and/or programmatic aspect of the grant

31. 31 Reporting/Monitoring Monitoring may be accomplished one of two ways:  Desk Review  On-Site Visit

32. 32 Inventory Master Asset Listing CFR Part 200.313 (Code of Federal Regulations) Description of Property Serial or Identification Number Source of Funding for Property (FAIN) Title Holder Acquisition Date CFD Number (Grant Number) Cost of Property Federal Share (%) Location Assigned to Use and Condition of Property Disposition Date

33. 33 Close-out/Audit The award must be spent to zero. Balances at the end of the performance period are de-obligated Final cash request or de-obligation will initiate closeout Final review of grant documents to ensure accuracy and reconcile with sub-grantee Must maintain grant files for a minimum of three (3) years from the date of federal close-out

34. 34 Tips Read the guidance Stay organized Don’t wait until the grant guidance and award arrive to identify gaps/regional partners/purchases/projects Spend to zero as quickly as you can – open grants equal headaches Always work with your Program Specialist on all issues, questions. If unsure, always go to the Specialist first

35. 35 Other Grant Funding There are other sources of grant funding which your EMA can write applications Some are not administered by Ohio EMA. – PUCO Hazardous Materials Training Grant – FEMA Assistance to Firefighters (AFG) countywide applications – Various non-profit organizations and/or endowments

36. 36 Preparedness Grants Grants Administrator – Kathleen Nelson  (614)799-3836 Grants Program Specialists:  (330)837-3078 – Joe Haller  (614) 799-3820-Dan Green

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