Flood Mitigation Assistance Briefing

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HAZARD MITIGATION GRANT PROGRAM (HMGP)
Hurricane Earl Hurricane Georges Tropical Storm
Mitch
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HMGP Applicants Briefing

• New Developments
• Overview of HMGP
• State and Community Roles
• Funding Availability
• Eligibility
• Application

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Managing State Concept

• FEMA/State of Florida have executed an Memorandum
  of Understanding (MOU) designating the State of
  Florida as a Managing State.
• Pilot Study to Manage the HMGP Program (Florida
  and North Carolina)
• Determines Eligibility
• Completes Benefit Cost Analysis
• Performs Environmental Review
• FEMA Completes Performance Review

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What is the HMGP?

• State-administered grant program for communities
  to reduce or eliminate vulnerabilities to hazards
• Overview
• Program created in 1988 by Section 404 of the
  Robert T. Stafford Disaster Relief Act.
• Amended - 1993 as part of the Hazard Mitigation
  and Relocation Assistance Act which increased the
  Federal Share to 75.

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HMGP Objectives

• To prevent future loss of life and property due
  to disasters.
• To implement state and local mitigation
  strategies (i.e., the State Hazard Mitigation 409
  Plan).
• To enable mitigation measures to be implemented
  during disaster recovery.

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Funded HMGP Projects
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162
28
25
11
8
TOTAL 68,870,252
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The States Roles...

• The State of Florida . . .
• Planning Activities
• State Hazard Mitigation Plan (409 Plan)
• Stafford Act requires an evaluation of existing
  natural hazards
• identify short and long range goals and
  objectives
• set state funding priorities
• Early Implementation Strategy
• Administrative Plan

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Project Management

• Project Management
• provides technical assistance
• reviews project applications
• eligibility
• benefit/cost
• environmental
• monitors project implementation
• quarterly reports
• contract management

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The Communitys Roles...

• The community . . .
• Develops, adopts and updates Local Mitigation
  Strategy
• Submits HMGP Projects to Florida DEM
• Enters into contractual agreement w/DEM
• Implements the project and maintains all project
  documentation

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Project Management

• Reporting Requirements
• Quarterly progress reports must be received.
• Give staff an estimated completion date for the
  HMGP project.
• Indicate any problems that will change the
  completion date.

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Project Management continued

• Reimbursement Requests
• Complete Request for Reimbursement Form
  (contract attachment) and clearly indicate the
  amount requested.
• Assure the correct person has signed Form.
• Complete the Summary of Documentation Form
  (contract attachment) by providing invoice or
  purchase order numbers. Please no receipts are
  necessary.

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HMGP Funding How Much and When?

• How Much?
• 15 of total estimated federal disaster
  assistance (PA, IA)
• When?
• 3 Month Estimate initial estimate
• 6 Month Lock-in minimum amount available
• 12 Month Lock-in maximum amount of funds
  available

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HMGP Funding How Much and When?

• How Much?
• 15 of total estimated federal disaster
  assistance (PA, IA)
• When?
• 3 Month Estimate initial estimate
• 6 Month Lock-in minimum amount available
• 12 Month Lock-in maximum amount of funds
  available

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HMGP Cost Sharing
Typical Project Cost Share
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HMGP Financing

• HMGP is a cost-reimbursement grant program
• The ultimate recipient of the funds should
  initially make arrangements to fund the entire
  project (up-front money)
• Recipients will be reimbursed up to 87.5 of
  approved eligible costs for disasters 1241, 1249
  and 1259

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What is your allocation?

• Allocations are based on . . .
• proportional amount of federal assistance
  provided in your county (IA, PA, SBA), and
• the HMGP estimate provided by FEMA 90 days
  following the disaster declaration.

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Who is Eligible?

• GOVERNMENT ENTITIES
• State Agencies
• Local Agencies
• Special/Regional Districts

• INDIAN TRIBES
• Seminole
• Eastern Creek
• Miccosukee
• Poarch

• PRIVATE NON-PROFIT ORGANIZATIONS
• Section 501 (c), (d), (e) of the Internal Revenue
  Service Code
• Medical, Residential Health Care Facilities,
  Educational, Emergency Utility.

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Projects Must...

• Conform with State Hazard Mitigation Plan(409
  Plan)
• Provide beneficial impact upon the disaster area
• Conform with environmental regulations (44 CFR
  Parts 9 and 10)
• Solve a problem independently or constitute a
  functional portion of a solution
• Demonstrate cost-effectiveness

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Eligible Projectsexamples

• Implementing structural hazard control or
  protective actions
• Elevating critical infrastructure above base
  flood elevation
• Retrofitting wastewater treatment plant
• Acquisition/Relocation of repetitive loss
  structures
• Drainage improvements
• Shuttering

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State Funding Priorities

• Structural retrofitting of critical facilities
• Structural retrofitting of residential and
  commercial structures
• Residential acquisition
• especially substantially damaged properties
• properties located in designated floodway
• Small scale improvements to existing drainage
  facilities
• Other small scale flood protection measures

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HMGP Application
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HMGP Application Review

• This application is for all HMGP projects.
• General Application all applicants
• Maintenance Agreement must be signed for any
  project involving public property
• Acquisition Worksheet
• Elevation Worksheet
• Drainage Worksheet
• Wind Retrofit Worksheet

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General Applicant Information

• (All applications)

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General Applicant Information

• Title/Brief Descriptive Summary
• 1. Name of Applicant Organization
• 2. Applicant type
• 3. County/Counties
• 4. State Legislative/Congressional District(s)
• 5. Tax Identification Number

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Contacts

• 6. Point of Contact
• Project Manager/Administrator
• 7. Application Prepared by
• 8. Authorized Applicant Agent
• Legal Authority

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I. History of Hazards

• (This section must be completed for all projects.
  All projects reduce or eliminate potential
  damages.)

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History of Hazards

• Describe all past damages from hazardous events
  (include name of storms, if applicable) in the
  project area. Include declared disasters as well
  as non-declared events.
• Direct Costs- damages to structures and
  infrastructure in the project area as a result of
  the hazard.
• Indirect Costs- include the costs to the local
  government to respond, interruption to local
  businesses, loss of public services, and others.

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History of Hazards Continued

• For example
• Date of Event 10/7/97
• Level of Event Spring Floods of 1985 (10 year
  event). Frequency Data obtained from the
  National Climatological Data Center, National
  Weather Service, National Hurricane Center
• Identified Damages 95,000 total 16 homes
• Indirect Costs Emergency Services Evacuation
  of 58 people

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II. Project Description
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Project Description

• A. Hazards Mitigated/ Level of Protection
• 1. Type of hazards the proposed project will
  mitigate (i.e., flood, wind, other)
• 2. Level of protection and the magnitude of
  event the proposed project will mitigate (i.e.,
  23 structures protected against the 100 year
  flood)
• 3. Engineered projects only (i.e., drainage
  improvements) include all engineering
  calculations
• 4. Useful life of the project

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Project Description/ Protection Provided

• B. Describe in detail the proposed project.
• Also, explain how the proposed project will solve
  the problem(s) and provide the level(s) of
  protection described in Section A.

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III. Project Location
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Project Location

• A. Site
• 1. Physical Location- describe the area and/or
  population affected/protected by this project,
  include street addresses or neighborhoods.
• 2. Structures Affected- provide the number of
  each type of structure in the project area.
  (i.e., residential property, commercial property,
  public buildings, schools, hospitals)

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Project LocationContinued

• B. Flood Insurance Rate Map (FIRM)
• Attach a copy of the panel(s) from the FIRM, or
  Floodway Map with project site and structures
  marked.
• FIRM may be available from your Floodplain
  Administrator located in planning, zoning,
  building, or zoning office.
• Maps may also be ordered from the Map Service
  Center at 1-800-358-9616.

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Project LocationContinued

• Using the FIRM, determine the flood zone(s) of
  the project site.
• VE or V 1-30- Special Flood Hazard Areas
  inundated by the 100 year flood, coastal flood
  with velocity hazards (wave action), base flood
  elevations are determined.
• AE or A 1-30- Special Flood Hazard Areas
  inundated by the 100 year flood, base flood
  elevations are determined.

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Project LocationContinued

• Flood Zones Continued
• AO - Special Flood Hazard Areas inundated by the
  100-year flood with flood depths of 1 to 3 feet.
  
• AH- Special Flood Hazard Areas inundated by the
  100-year flood with flood depths of 1 to 3 feet.
• A Zone- Special Flood Hazard Areas inundated by
  the 100-year flood.

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Project LocationContinued

• Flood Zones Continued
• B or X (shaded)- Areas of 500- year flood, areas
  subject to the 100-year flood up to 1 foot in
  depth.
• C or X (unshaded)- Areas outside the 500-year
  floodplain.
• Floodway- channel of a river
• Coastal Barrier Resources Systems- FEMA will not
  spend any federal funds within this area.

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Project LocationContinued

• C. City or County Map with Project Site and
  Photographs
• attach a copy of a city or county scale map
  (large enough to show the entire project area)
  with project site and structures clearly
  identified.
• USGS 124,000 topo map with project site marked
  on the map.
• Acquisition or elevation projects include a copy
  of the Parcel Map (i.e., Tax Map) showing each
  property to be acquired. Should include Tax I.D.
  s.

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Project LocationContinued

• Attach photographs (2 copies each) for each
  project site. The photos should represent the
  entire project area, including any relevant
  streams, creeks, rivers, etc. and drainage areas
  which could effect the site.

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IV. Scope of Work and Budget
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Scope of Work/Budget

• Provide detailed costs of the project. This
  information will be used for the Benefit-Cost
  Analysis (Do not include contingency costs in the
  budget).
• A. Materials costs
• B. Labor costs (include all in-kind matches)
• C. Other costs

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Scope of Work/BudgetContinued

• D. Funding Sources
• FEMA 75 - this is the maximum FEMA share for an
  HMGP project
• State 12.5 - legislative appropriation
• Locals 12.5 - may use cash, in-kind, or
  non-federal funding source

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Scope of Work/BudgetContinued

• E. Project Milestones- Identify project
  milestones. State must have an idea of the
  amount of time necessary to complete the project.
  This will help the State manage the grant.
• Milestone- demolition of 6 structures and
  removal of debris
• Number of days to complete- 14 days

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V. Alternatives
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Alternative Actions

• A. No-Action Alternative- discuss impacts
• B. Other Feasible Alternatives- one other
  alternative and the selected project.
• 1. Project Description- describe in detail the
  proposed project and how it will solve the
  problem.
• 2. Identify why the project alternative was not
  selected.
• 3. Identify alternative that addresses problem.

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VI. Environmental Considerations

• Including National Environmental Policy Act (NEPA)

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Environmental Considerations

• Because HMGP involves federal funding, all
  projects must undergo environmental review to
  ensure concurrence with federal and state
  environmental laws.
• Florida HMGP and FEMA staff coordinate on project
  environmental review.
• Non-compliance with environmental laws will
  jeopardize HMGP funding.

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Environmental Considerations Continued
Potentially Applicable Federal Laws

• National Environmental Policy Act
• Nationals Historic Preservation Act
• Farmland Protection Policy Act
• Endangered Species Act
• Fish and Wildlife Coordination Act
• Wild and Scenic Rivers Act
• Clean Water Act

• Clean Air Act
• Coastal Zone Management Act
• Coastal Barriers Resources Act
• Executive Order 12898 Environmental Justice
• Executive Order 11990 Wetlands Protection
• Executive Order 11988 Flood Plain Management

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Environmental Considerations Continued

• Applicants Role
• Submit Complete Project Application as specified
  by project type.
• Coordinate with regulatory agencies as needed and
  obtain necessary permits.

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Environmental Considerations Continued

• States role...
• Forward all projects to the State Clearinghouse
  (SCH) for consistency determination with state
  environmental laws.
• SCH distributes projects to other state agencies.
• Most projects undergo minimal review i.e.,
  shutters.
• Remaining projects, i.e., drainage improvements
  projects are routed to many agencies (DEP, Water
  Management District, Game and Fresh Water Fish
  Commission) for consistency determinations.

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Environmental Considerations Continued

• States Role continued...
• Assist applicant in conducting agency
  coordination efforts - federal agencies.
• Ensure permits are obtained for project.
• Forward environmental documentation to FEMA for
  final project approval.

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Environmental Considerations Continued

• Federal Role...
• Complete National Environmental Policy Act (NEPA)
  document.
• NEPA- Requires federal agencies to consider the
  environmental impacts of their actions.
• The level of NEPA review/documentation depends
  upon the type, size, location and complexity of
  project.

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Environmental Considerations Continued

• Federal Role continued...
• NEPA documents
• Categorical Exclusion (Catex)- A Catex project is
  excluded from NEPA review. Applies to most HMGP
  projects (i.e., shutters).
• Environmental Assessment (EA)- Required if
  proposed project does not qualify for a Catex
  (i.e., drainage projects involving new
  construction). Identifies projects potential
  environmental impacts.
• Environmental Impact Statement (EIS)- Document
  which is prepared when significant environmental
  impacts exist as a result of proposed project.

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Environmental Considerations Continued

• NEPA Documentation/Information requirements by
  project type for typical HMGP projects.
• Existing facility retrofit
• Acquisitions
• Drainage Improvements
• All projects require the following
• Detailed project description
• Alternatives
• Project area map and photographs

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Environmental Considerations Continued

• Existing facility retrofit (i.e., shutters,
  shatter resistant glass, elevations, roof
  retrofits and floodproofing).
• Photographs
• one photograph per side of the facility
• Original Building Date of Construction
• Concurrence from the State Historic Preservation
  Office (SHPO) only if building is over 50 years
  of age.

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Environmental Considerations Continued

• Acquisitions
• Photographs
• one photograph per side of the structure.
• Original Buildings Date of Construction
• Concurrence from the State Historic Preservation
  Office (SHPO) if the building is over 50 years of
  age.
• Public Notice- only needed for some projects

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Environmental Considerations Continued

• Drainage Improvements
• Engineering plans drawings or schematics
• Concurrence from U.S. Fish and Wildlife Service
• Concurrence/permit from Army Corp of Engineers
• Concurrence from US Department of Agriculture
• only if project is located outside of city limits
• Concurrence from Natl. Marine Fisheries Service
• only required if project impacts coastal
  resources

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Environmental Considerations Continued

• Drainage Improvements continued
• Concurrence/permit from Water Management District
  or Dept. of Environmental Protection
• Public Notice- only needed for some projects

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VII. Maintenance Agreement
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Maintenance Agreement

• Any project involving the acquisition, retrofit,
  or modification of existing public/private
  property resulting in public ownership or
  management of property, structures, or
  facilities, must sign the agreement prior to
  submitting their application.
• Note Projects including the retrofit, elevation
  or other modification to private property where
  ownership will remain private need not complete
  this form.

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Property Acquisition Worksheet
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Voluntary Participation

• HMGP acquisitions projects are strictly
  voluntary.
• All buy-out participants are required to sign a
  statement recognizing that this program is
  voluntary and local governments may not use their
  power of eminent domain to acquire property.

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Acquisitions Eligibility

• Any structure that has received flood damages,
  regardless of its location.
• Any structure that has been substantially damaged
  by flooding.
• Any structure that is located in a Special Flood
  Hazard area. (Previous flood damages are not a
  prerequisite for eligibility.)

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Acquisition General Information

• A. Separate property worksheet for each
  structure owner
• photographs front view, side view, back view of
  structure
• B. Site Information
• 3 4 NOT needed if substantially damaged and
  located in the 100-year floodplain or located in
  the floodway.
• 1. Street address or physical legal location
• 2. Flood zone designation
• 3. Base flood elevation of the property
• 4. Lowest finished floor elevation of principal

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Acquisition Structure Information

• C. Structure Information
• 1. Building Type
• 2. Building Use
• 3. Construction Type
• 4. Original Date of Construction for Each
  Structure
• 5. Total Square Footage of Structure
• 6. Estimated Cost to Replace Structure /sq. ft.
• 7. Any outbuildings on the property

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Acquisition Project Costs

• D. Project Cost Information
• 1. Pre-Disaster Fair Market Value
• Tax Assessed Value
• Use same methodology for all structures
• 2. Estimated Cost for Demolition
• 3. Estimated Appraisal Cost
• 4. Estimated Closing Costs
• 5. Occupied by Renters
• 6. Rental Relocation Assistance
• 7. Total Costs

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Acquisition History of Hazards

• E. History of Hazards/ Damages
• Date of Event
• Level of Event (10,20,50 year flood)
• List past and present damages to the property
  from declared and non-declared disasters, direct
  and indirect.
• Cost of repair or replacement
• Note This data is not required if the
  properties have a substantial damage certificate
  attached or the property is located in a
  designated floodway.

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Elevation Project Worksheet
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Elevation Projects General Information

• A. Separate worksheet for each structure to
  be elevated.
• B. Site Information
• 1. Street Address (city, state and zip)
• 2. Legal Location
• 3. Flood Zone Designation
• Note Flood Insurance Policies must be purchased
  for all structures that are part of a FEMA
  elevation project.

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ElevationContinued

• C. Structure Information
• 1. Building Type (1/2 story, mobile home)
• 2. Building Use (Primary Residence, Public
  Bldg)
• 3. Construction Type (Wood Frame, Block)
• 4. Foundation Type (Slab on Grade, Crawl Space)
• 5. Original Building Date of Construction

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ElevationContinued

• 6. Elevation Information
• Total Square Footage of Principal Structure
• Lowest Finished Floor Elevation
• Elevation Height
• must be consistent with local codes
• Proposed Foundation Type (Columns, Pilings)

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ElevationContinued

• D. Elevation Cost Information
• Materials (Item, Cost)
• Labor (Hour, Rate)
• Fees (Other Costs)
• Copy of Contract

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ElevationContinued

• E. History of Hazards- List past damages from
  declared and non-declared damage events.
• Date
• Level of Event (10,20,50)
• Description of Damages
• Depth of Flooding
• Cost of Repairs

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Drainage Project Worksheet
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Drainage Project Worksheet

• A. Site Plan
• Alignment drawings, pipe and culvert diameter,
  location of ditches, swales, retention/detention
  ponds.
• Calculations to determine culvert sizes (drainage
  area, amount of flow, slope of culvert, invert
  elevations)
• Calculations to determine ditch and swale size
• Calculations to determine detention/retention
  basin sizes

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Drainage WorksheetContinued

• B. Environmental Impacts
• Note As previously discussed.

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Drainage WorksheetContinued

• C. Letter of Map Revision (LOMR)
• LOMR may be needed for this project.
• Project results in a lowering of the 100 year
  flood elevation
• May result in lower flood insurance rates for
  area.
• Needed to keep current floodplain maps.

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Drainage WorksheetContinued

• D. Project Scheduling
• Are there any special scheduling issues that we
  should be aware of.

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Wind Retrofit Worksheet

• A. Project Information
• B. Building Data
• C. Building Size and Use
• D. Building Value
• E. Building Contents
• F. Displacement Costs Due to Wind
• G. Value of Public Non-Profit Service
• H. Rent and Business Income
• I. Mitigation Project Data
• J. Temporary Relocation Costs

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Contact Information

• If you have any questions or require additional
  information please contact
• Kathleen Marshall, Planning Manager
• 2555 Shumard Oak Boulevard
• Tallahassee, Florida 32399-2100
• Phone [phone]
• Fax [phone]
• http//www.dca.state.fl.us/fdem