1. 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

2. 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

3. 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

4. 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

5. Documentation (cont.)

6. Public Assistance (PA)

7. 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

8. 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

9. Eligibility

10. 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

11. 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

12. 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

13. 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)

14. 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

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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. Submit IDA Information
Data to be submitted
IDA Cost Tabulation Form
Supporting documentation
Maps
Photos
Work completed documents
Work to be completed estimates

23. PA IDA Forms

24. PA IDA Forms

25. FEMA PDA Forms

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

27. 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

28. 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 $1.41 per capita
$18,091, in eligible costs
County Per Capita Impact Indicator
Used to determine if a county should be included in the declaration
FY $3.57 per capita

29. PA Internet Resources Resources IEMA FEMA
FEMA

30. 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)
Illinois Emergency Management Agency

31. Individual Assistance Program (IA)

32. 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.

33. 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

37. 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

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

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

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

41. Contact Information
Jason Williams
Manager, Catastrophic Planning Section
State Individual Assistance Officer
Bureau of Preparedness and Grants Administration Illinois Emergency Management Agency
(217)
Illinois Emergency Management Agency