governor’s office of homeland security & emergency preparedness homeland security section...

Governor’s Office of Homeland Security & Emergency Preparedness

Homeland Security Section Grants Presentation

Building a Partnership for a Better and Safer Louisiana

Jan 21, 2011

Introductions

Homeland Security Grants

Emergency Management Performance Grant (EMPG) Homeland Security Grant Program (HSGP)

State Homeland Security Program (SHSP) Urban Area Security Initiative (UASI) Citizen Corp Program (CCP) Metropolitan Medical Response System (MMRS) Operation Stonegarden (OPSG)

Buffer Zone Protection Program (BZPP) Interoperable Emergency Communication Grant Program (IECGP) Emergency Operations Center Grant Program (EOC) Transit Security Grant Program (TSGP) Public Safety Interoperable Communications Grant Program (PSIC) Non-Profit Security Grant Program (NSGP)

PEMAC

R.S. 29:727 (I) (Act 524 of the 2009 Regular Legislative Session).

Each Parish or Police Jury President, through the Parish Director of Homeland Security and Emergency Preparedness shall form Parish Emergency Management Advisory committee (PEMAC). The Parish or Police Jury President shall serve as the chairperson of the committee or shall designate the Parish Director of Homeland Security and Emergency Preparedness to serve as the chairperson. If the Parish or Police Jury President serves as the chairperson, the Parish Director of Homeland Security and Emergency Preparedness shall served as vice chairperson of the committee.

At a minimum, the committee shall consist of a parish representatives from the following:

Fire Chief

Municipal Chief Executive Officer

Police Chief

Sheriff or his designee

Emergency Medical Senior Executive Officer

This committee decides how the 25% SHSP and 25% UASI LEPTA funds are to be expended

Solution Area Guidance

Please utilize the Online Responder Knowledge Base Site to access authorized equipment list

https://www.rkb.us/mel.cfm?subtypeid=549

Exercises must be HSEEP compliant https://hseep.dhs.gov/pages/1001_HSEEP7.aspx

Training must be FEMA approved training https://www.rkb.us/search.cfm?query=&action=7&typeid=7

Planning related expenditures Rewriting Emergency Operation Plans Attendance to Planning Conferences Supplies to Support Planning activities

Emergency Management Performance Grant (EMPG)

Program Overview

Funded by the Department of Homeland Security Appropriations Act, 2010 (Public Law 111-83).

EMPG Program is provided to assist State and local governments in enhancing and sustaining their all-hazards emergency management capabilities.

Program Requirements

Quarterly Reports – The best way to comply with the quarterly reporting requirement is to submit the report either (depends on monthly vs. quarterly reimbursements):

With your quarterly reimbursement request – The period and cost will already be outlined in the reimbursement, or

With your 3rd month’s reimbursement request – Pull the monthly reimbursements that comprise the quarter and these will encompass the time period and cost for the quarter.

Program Requirements Continued

How to Prepare – Helpful information to have available before starting on your EMPG Quarterly Report:

Activity reports or EOC Calendars (for the activities)

Reimbursements (for the costs)

A copy of your Project Application for FY 2010 EMPG (for the appropriate EMFs)

Solution Areas:

• Equipment – Computers, Interoperability Equipment, Printers, etc. (Include printed AEL Information)

• Planning – Salaries, Benefits, etc.

• Training – Training Seminars, etc.

• M&A – Recurring Charges (Keep below 3% of the award amount).

Quarterly Report Format

Before you send your report in, make sure the boxes are expanded so that all the text can be seen. Call if you need help with this!

Program Requirements

NIMSCAST – All State, tribal nation, and local government grantees were required to update their respective NIMSCAST assessments by September 30, 2009. Please stay on top of this annual requirement. As the SAA, it is GOHSEP’s responsibility to determine if sub-awardees have demonstrated sufficient progress prior to disbursement of awards.

Allowable Costs

M&A – For FY 2010, Management & Administration costs are allowable up to 3%.

Maintenance and Sustainment – For FY 2010, grant funds for repair or replacement costs, up grades, and user fees are allowable.

Cost for maintenance contracts and warranties are allowable as long as the service dates fall within the grant performance period (please note some restrictions apply).

Otherwise, partial reimbursements will be done based on a pro-ration of the months that do fall within the grant period.

Allowable Costs

Salaries – For FY 2010, as before, salaries are an allowable expense. If you plan on using the majority of your EMPG award on salaries, consider the following:

Be sure to submit job descriptions for each position you seek reimbursement for.

Benefits are included in the salary category.

Employer’s share of benefits and taxes are included in the salary category.

An initial breakdown (percentages) is helpful.

Be careful of the supplanting rules.

Insurance – For FY 2010, vehicle and building insurance are not allowable expenses.

Making Adjustments to Project Application

What do I do if my plans change and I need to adjust how my funds are spent?

No problem!

• You will need to submit an updated Project Application.

• If the change involves equipment – be sure to include AEL information.

• This can be attached to an email with a short explanation.

• You should receive an approval email for your files.

• When you submit your reimbursement, include a copy of the approval email.

State Homeland Security Grant Program

(SHSP)

Program Overview

SHSP supports the implementation of State Homeland Security Strategies to address the identified planning, organization, equipment, training, and exercise needs to prevent, protect against, respond to, and recover from acts of terrorism and other catastrophic events.

In addition, SHSP supports the implementation of the National Preparedness Guidelines, the National Incident Management System (NIMS), and the National Response Framework (NRF).

Minimum Requirements

SHSP 2008 A minimum of 25% of the grant award must be allocated to planning efforts

and/or improvised explosive device mitigation in the form of equipment, training, planning and/or exercises.

SHSP 2009 A minimum of 25% must be collectively allocated to strengthening

preparedness planning through planning, training and exercise. 25% must also be dedicated towards law enforcement terrorism prevention-

oriented planning, organization, training exercise and equipment activities.

SHSP 2010 A minimum of 25% of the grant award must be dedicated towards law

enforcement terrorism prevention-oriented planning, organization, training, exercise and equipment activities. Based on the 2010 SHSP Allocations Chart on page 23 of the grant guidance, an additional 3% must be utilized to meet the law enforcement requirement.

Personnel CapsSHSP 2008 Personnel cap is 15% of the grant award amount

SHSP 2009 Personnel cap is 50% of the grant award amount Under training, personnel expenses must not exceed 15% of the grant

award amount Under exercise, personnel expenses must not exceed 15% of the grant

award amount

SHSP 2010 Personnel cap is 50% of the grant award amount Under training, personnel expenses must not exceed 15% of the grant

award amount Under exercise, personnel expenses must not exceed 15% of the grant

award amount

Management & Administrative Costs

SHSP 2008, 2009 and 2010

No more than 3% of the total grant award may be allocated for M&A purposes

Any funds retained for M&A must be used solely for management and administrative purposes associated with the SHSP award

Maintenance Costs – Info Bulletin 336

Maintenance contracts and warranties may be purchased using grant funding from one fiscal year to cover equipment purchased with funding from a different fiscal year

- Must be purchased using funds from the same grant program used to purchase the original equipment

-The term of the contract or warranty can not exceed the project period of the grant

The cost of repair and replacement parts for equipment purchased using grant funding is allowable

Grant funding may be used to upgrade previously purchased allowable equipment

Urban Area Security Initiative(UASI)

Program Overview

UASI program address the unique planning, organization, equipment, training, and exercise needs of high-threat, high-density Urban Areas, and assists them in building an enhanced and sustainable capacity to prevent, protect against, respond to, and recover from acts of terrorism.

Urban Areas must utilize their Urban Area Homeland Security Strategy as the basis for requesting funds to support Investments identified in their UASI IJ’s. While making a clear correlation between the goals, objectives, and priorities identified in the Urban Area.

Regionalization Approach

Urban areas must use funds to employ a regional approach to overall preparedness and are encouraged to adopt regional response structure whenever appropriate.

This approach must include regional partners and should have balanced representation among entities with operational responsibilities for prevention, protection, response, and recovery activities within the region.

The State of Louisiana has two Urban Area Working Groups. Region 1 (Greater New Orleans Area) which includes 4 parishes and Region 2 (Greater Baton Rouge Area) which includes 8 parishes.

Consolidation of Law Enforcement

As in FY 2009 UASI, at least 25% of FY 2010 UASI funding for recipients must be dedicated to law enforcement-oriented planning, organization, training, exercise, and equipment activities. Based on the 2010 UASI Allocations Chart on page 25 of the grant guidance, an additional 1% must be utilized to meet the law enforcement requirement. GOHSEP is requiring a spending plan for this 26% be developed by a working group. This plan shall be presented before the Parish Emergency Management Advisory Committee.

Grant Award Information Prior to UASI funds being released for spending, sub-recipient must:

Sign and return the Grant Award Sheet – Due December 10, 2010

Initial and return the Special Conditions – Due December 10, 2010

Sign and return the Terms and Conditions – Due December 10, 2010

Complete your Project Application(s) – Due December 10, 2010

The initial Project Application must contain the signature of the Parish President, Sheriff, Emergency Manager and Project Director. If changes are made to the initial Project Application, all signatures must be on the revised Project Application unless there is a Program Manager letter on file for the FY 10 UASI Grant signed by the parish President, Sheriff, and Emergency Management giving signature authority to the Program Manager.

You must submit the entire Project Application when requesting approval for an item. (ex: If there is a change to your initial application, the budget sheet alone will not be accepted for approval).

Complete the PEMAC form and include a copy of the minutes of the meeting – Due April 1, 2011

Additional Information

FY 2010 UASI funds were allocated based on the DHS’ risk methodology and effectiveness.

The amount grantees may allocate towards Management and Administration costs has increased to 5%.

We have updated our Grant Reimbursement Form, Project Application, and Project Budget Sheet. Please, refer to our web-site to view these forms.

Citizen Corps Program (CCP)

Program Overview Citizen Corps Program (CCP) is one of five sub-programs under the Homeland

Security Grant Program (HSGP)

The Citizen Corps Mission is to bring community and government leaders together to coordinate community involvement in emergency preparedness, planning, mitigation, response and recovery

Application Process

Funds awarded using competitive application process

Two applications: Establishing Councils & Existing Councils

Application and score sheets developed by members of State Council

CCP Guidance The Independent Study Course Introduction to CERT (IS 317) must not be

substituted for classroom delivery of CERT Basic Training

Citizen preparedness and participation must be coordinated by an integrated body of government and nongovernmental representatives; sub-grantees must have such a body to serve as their Citizen Corps Council

Any equipment purchased with CCP funding must be used for specific preparedness or volunteer training or by volunteers in carrying out their response functions.

CCP Guidance Continued

All public education and outreach materials must include the national or jurisdiction’s Citizen Corps logo, tagline or website or the Ready logo, tagline or website and comply with logo standards

Expenditures for promotional items must not exceed 15% of the total allocation

Expenditures for kits used in volunteer response or clothing for official identification must not exceed 30% of the total allocation

National Website

All grant recipients must update/validate their Citizen Corps information, activity and contacts located on the Citizen Corps and national program websites twice a year

Launch of new registry coming soon

Instructional Webinars:

Tuesday, January 25 or Wednesday, January 26

12:00 – 1:00 pm Central

www.citizencorps.gov

Monthly Reports

State Program Manager shall provide quarterly updates to the FEMA Regional Community Program Manager

Updates should include information on State and local Council activities or events

Sub-Grantee shall provide monthly updates to the State Program Manager

Sub-Grantee shall provide quarterly Project Budget Sheet to State Program Manager

Monthly Report Form

Monthly Report Form Continued

Did your council participate in any trainings, drills, exercises, conferences, workshops or meetings?

Did you council recruit any volunteers?

How many volunteer hours did you council achieve?

List key upcoming projects, challenges and assistance needed

Budget Sheet

Description of item

Quantity

Estimated Unit Cost

Total Cost

Must be updated and

sent in quarterly

Grant Deadlines

CCP FY 2008: May 15, 2011

CCP FY 2009: October 1, 2011

CCP FY 2010: June 1, 2013

National Praise

FEMA Region VI Technical Assistance Visit

“The LA State Council is the most active council in Region 6 and one of the most inclusive as well.”

“LA has the most well developed reporting structure for CCP in Region 6. They have the highest rate of reporting from their Citizen Corps Councils…the reporting procedure is literally the best in the region and several states have looked into using this model for their own reporting process.”

Metropolitan Medical Response System (MMRS)

Program Overview

Program supports the integration of emergency management, health, and medical systems into a coordinated response to mass casualty events caused by any hazard or emergency situation.

Successful MMRS grantees reduce the consequences of a mass casualty incident during the initial period of response by having augmented existing local operational response systems before an incident occurs.

Medical Surge and Mass Prophylaxis capabilities are the first lines of response to bioterrorism, pandemic influenza and other health emergencies.

Only 4 Parishes in the State of Louisiana utilize MMRS funding at this time.

The 25% to Law Enforcement requirement does not apply to MMRS.

MMRS and CCP have no personnel cost cap restrictions.

Quarterly progress reports must be prepared and submitted to us on the 15th of their quarterly month whether you have spent any of your funds or not. The first quarterly report will be due March 15, 2011 then June, September and December thereafter.

Funds cannot be used for any type of construction. Construction and Renovation information can be found on page 41 of the 2010 grant guidance.

Guidance on HSGP Allowable Expenses can be found on Page 73 of the 2010 grant guidance.

By providing healthcare professionals and emergency responders with training, equipment and medical supplies, the MMRS program enables local response elements to cope with and manage incidents until the arrival of external assistance (typically within 48 to 72 hours).

Program Overview Continued

Operation Stonegarden (OPSG)

Program Overview

Purpose: The intent of OPSG is to enhance cooperation and coordination among local, state and federal law enforcement agencies in a joint mission to secure the United States borders along routes of ingress from international borders to include travel corridors in states bordering Mexico and Canada, as well as states and territories with international water borders.

Eligible Applicants: Prospective recipients for OPSG include local units of government at the Parish level and federally-recognized tribal governments in the states bordering Canada (including Alaska), southern states bordering Mexico, and states and territories with International water borders.

Program Awards: Funds will be allocated competitively to designated localities within U.S. border states based on risk analysis and the anticipated feasibility and effectiveness of proposed investments by the applicants.

Application Guidelines/Op Orders

The FY 2010 OPSG will use risk-based prioritization using CBP Sector-specific border risk to include, but not limited to: threat, vulnerability, miles of border, and other border specific “law enforcement intelligence.” Each applicant’s final funding allocation will be determined by using a combination of the results of the risk analysis and feasibility of the Operations Orders.

Operations Orders developed at the parish level should be inclusive of city, parish, tribal, and other local law enforcement agencies that are eligible to participate in OPSG operational activities, with the emphasis on the Executive Summary, Mission, and Budget. This information will be used to evaluate the anticipated feasibility, need, and impact of the Operations Orders

Applications will be reviewed by the SAA and CBP/BP Sector New Orleans Headquarters for completeness and adherence to programmatic guidelines as well as operational content prior to submission to FEMA

Eligible Applicants/Award Information

Eligible Parish Sheriff’s Offices Cameron, Calcasieu, St. Mary, Vermilion, St. Tammany, Jefferson,

Plaquemines, St. Bernard, Iberia, Lafourche, Terrebonne

2010 Grant Year No eligible Louisiana Applicants were selected for award

Buffer Zone Protection Program (BZPP)

Program Overview

The Buffer Zone Protection Program (BZPP) is one of several grant programs that constitute the Department of Homeland Security (DHS) focus on infrastructure security activities. The BZPP is one tool among a comprehensive set of measures authorized by Congress and implemented by the Administration to help strengthen the nation’s critical infrastructure against risks associated with potential terrorist attacks.

The vast majority of America’s critical infrastructure is owned and/or operated by State, local and private sector partners. The funds provided by the BZPP are provided to increase the preparedness capabilities of jurisdictions responsible for the safety and security of communities surrounding high-priority critical infrastructure and key resource (CIKR) assets through allowable planning and equipment acquisition.

Program Specifics All sites are pre-selected by DHS based Critical Infrastructure (Level 1 & 2)

Lists

Sub-recipients are required to attend a Buffer Zone Protection Program Workshop conducted by the SAA prior to submitting application

Application consists of Buffer Zone Plan (Assessment) and Vulnerability Reduction Purchasing Plan (Spending Plan)

GOHSEP Infrastructure Protection staff is/will be available to assists local jurisdiction with the critical infrastructure assessment and application

Beginning with the FY11 applications, all applications will be entered into the Automated Critical Asset Management System (ACAMS)

All sub-recipients must appoint a point-of-contact who is eligible to handle Protected Critical Infrastructure Information (PCII) and must have storage space that meets the PCII storage guidelines

Interoperable Emergency Communications Grant Program

(IECGP)

Program Overview-Federal

The Interoperable Emergency Communications Grant Program (IECGP) is a grant program created by the 9/11 Act.

IECGP is being administered as a joint effort between the Department of Homeland Security’s (DHS) Office of Emergency Communications (OEC) and the Federal Emergency Management Agency (FEMA) Grant Programs Directorate (GPD).

Program Overview-State

The Statewide Interoperability Executive Committee (SIEC) created by Act 797 (SB788) of the 2008 regular legislative session, establishes the Office of Interoperability within the Governor’s Office of Homeland Security and Emergency Preparedness, and provides for an Assistant Deputy Director of Interoperability who serves as Chair of the SIEC.

The SIEC consists of 20 members comprised of six first responder associations, five state agencies and nine regional representatives. This executive level committee will oversee the development and implementation of all interoperable communications projects funded by IECGP.

Louisiana has secured funding for technological acquisitions of the P25 system infrastructure and a small amount of subscriber units, but has identified several gaps in other goals, and established these as key priorities.

There are five allowable costs categories: Planning Training Exercise Personnel (including management and administrative costs) Interoperable Emergency Communications Equipment **Please be advised there is a 75% federal cost share, cash or in- kind match requirement for equipment purchases only.

A maximum of up to five percent (5%) of FY 2010 IECGP funds awarded may be retained by the parish for management and administrative purposes associated with the award.

Software packages that support emergency communications training and exercise activities are an allowable expense for FY 2010.

If you would like to learn further information pertaining to allowable cost, please access the following URL for further guidance:

www.fema.gov/pdf/government/grant/2010/ fy10_iecgp_kit.pdf

Allowable Costs

Requirements for Equipment Purchases In FY 2009, equipment purchases were deemed allowable based on

adhering to the following GOHSEP requirements:

All equipment purchases must be for P25 700/800 MHz equipment

Parish Interoperability Committee Bylaws submitted to GOHSEP

Parish Communications Needs Assessment Survey completed and submitted to GOHSEP

Parish Communications Plan submitted to GOHSEP

Once all documentation has been received by the IECGP Grant Analyst from

the Parish, the abovementioned items do no have to be re-submitted,

unless revisions are made.

Calculating the Match for Equipment PurchasesBeginning with FY 2009 IECGP Guidelines, there is a (75%) federal (25%)

local/state cost share, cash or in- kind match requirement for equipment purchases only.

Examples of Achieving The Match

A Parish is awarded $100,000.00 and submits an invoice totaling $28,000.00 to be reimbursed. How much would this Parish receive in reimbursement?

100,000.00 x 0.75 = $21,000.00

100,000.00 x 0.25 = $7,000.00

The grant administrator would reimburse $21,000.00, based on this amount being (75%) of the total project cost, and the remaining $7,000.00 would be applied to the (25%) match requirement.

Calculating the Match for Equipment PurchasesA Parish is awarded $100,000.00 and would like to receive their entire award amount. They have received the IECGP cash match calculator, but would like to know how these figures were achieved.

The calculation for this is the following: 100,000.00 / 0.75=133,333.33

100,000.00 / 0.75 x 0.25=33,333.33

Therefore, the Parish would need to submit an invoice totaling at least $133,333.33 to receive their entire grant award & fulfill the (25%) match

GOVERNOR'S OFFICE OF HOMELAND SECURITY

Grant Amount

$100,000.00

Total Expenditure (including cash match): $133,333.33

25% Match $33,333.33

AND EMERGENCY PREPAREDNESSHOMELAND SECURITY GRANTS

IECGP CASH MATCH CALCULATOR

Emergency Operations Center Grant Program (EOC)

Program Overview

The Emergency Operations Center (EOC) Grant Program is intended to improve emergency management and preparedness capabilities by supporting flexible, sustainable, secure, and interoperable Emergency Operations Centers (EOCs) with a focus on addressing identified deficiencies and needs. This program provides funding for construction or renovation of a state, local, or tribal governments’ principal EOC. Fully capable emergency operations facilities at the state and local levels are an essential element of a comprehensive national emergency management system and are necessary to ensure continuity of operations and continuity of government in major disasters caused by any hazard.

Program Guidance

In FY 2010 the EOC Grant Program provided $57,600,000 for construction or renovation of a State, local, or tribal government’s principal EOC

$47,442,500 was awarded in non-competitive funding

$10,157,500 was awarded to eligible competitive applicants

Eligible jurisdictions requesting competitive funding may request up to $1,000,000 for construction projects or up to $250,000 for renovation projects

Application consists of narrative application and budget for both competitive

There is a 75% Federal and 25% grantee cost share cash- or in-kind match requirement

If selected all applicants must submit an Environmental Historic Preservation Package (EHP) which will most likely result in the necessity of an Environmental Assessment (EA)

Reimbursement Request Form


When requesting reimbursement, use the current revised Grant Reimbursement Request Form.

Use separate reimbursement forms when requesting funds from more than one grant year or more than one funding source.

To provide accurate representation of FEMA grant fund usage, timeliness of grantee reimbursement submissions is imperative.


Enter the date

Agency Name

Point of Contact

Address

City / State / Zip Code

Phone Number

Parish


On the top right hand side of the form, select the grant year funds are being requested from.

If you are selecting 2008, click the box directly to the left of 2008.


Left click on the box below grant year. Select a grant name from the list.


The grant award number will correspond with the grant year and grant name selected.


Enter the Tax ID number

Enter one number per box

The Finance Department uses the Tax ID number provided to issue the reimbursement check / EFT


If an advanced payment is being requested, click on the box to the left of Requesting Advanced Payment.

An advanced payment is when reimbursement is being requested prior to the vendor being paid.

The advanced payment number will be generated by the Grants Section and will be provided to you once your paperwork has begun to be processed.

You have 45 business days to submit your proof of payment to GOHSEP


Enter the Vendor Name and Invoice Number

Enter one invoice per line


The following information needs to match on the reimbursement request form and the budget sheet:

State Goal / Urban Area Strategic Goal / EMF

Solution Area

Subcategory

Under equipment on the Budget Sheet, this will be the AEL Equipment Category.

Discipline


Enter the amount you are requesting reimbursement for.

Print and sign your name and date the reimbursement form.


Your reimbursement request needs to include: A copy of the reimbursement request form The invoice A copy of the check to the vendor

Unless an advanced payment is being requested In addition:

If you are requesting reimbursement for salaries, a position description needs to be included.

If you are requesting reimbursement for contract support of the development and conduct of an exercise, an AAR needs to be included.

If funds were used to support the delivery of an authorized class, a roster of students needs to be included.

If funds were used for a meeting expenses, an agenda and sign in sheet needs to be included.

Please allow 20 – 30 days to receive your reimbursement check / EFT.

Project Application

The GOHSEP Project Application supports the following grant programs: SHSP, UASI, MMRS, EMPG & IECGP

The Project Application contains two tabs:

Project Application

Budget Sheet

The same project application cannot be used for multiple projects.

In order to have items approved for purchase, an entire project application and budget sheet must be submitted.

In order to receive reimbursement for an item, the item must have received pre-approval. We will not pay for anything that has been purchased prior to pre-approval.

Vehicle, Watercraft and Aircraft requests must have a vehicle certification form attached and a letter of justification on your Parish’s letterhead clarifying why this purchase is necessary. Detailed pictures of the equipment and maps where equipment will be used are essential for a timely approval. Submissions must weigh heavily on the state goals and objectives it will be utilizing.

Project Application: Grant Information

Section I: Grant Information

Grant Name

Grant Year

Grant Number

Data Submitted

Date Approved

Leave the date approved blank

Project Application: Project Director

Section II: Project Director

Name

Organization / Agency

Project Application: Project Information

Section III: Project Information Box 1 is conditional based on

what was selected for the Grant Name in Section I

If you selected a grant such as SHSP or MMRS a drop down box will appear containing the state goals

If you selected UASI Region 1 or UASI Region 2 a drop down box will appear containing the Urban Area Strategic Goals for the particular Region selected

If you select EMPG, a drop down box will appear containing the Emergency Management Functions


Up to four objectives may be selected

The options for the objectives will be based on the State Goal, Urban Area Strategic Goal or Emergency Management Function selected


Project Title Provide a one sentence

title that fully describes the project

Project Narrative This should be a detailed

description of the project Total Dollar Amount

Requested Leave as is. The amount

will populate once the budget sheet is filled out

Project Application: Approval of Project

The initial Project Application must contain the signature of the Parish President, Emergency Manager and Project Director.

SHSP and UASI require the Sheriff’s signature. All other grant programs may place N/A in the Sheriff’s field unless mandated by local jurisdiction.

If changes are made to the initial Project Application, all signatures must be on the revised Project Application unless there is a Program Manager letter on file.

The Program Manager letter must be signed by the Parish President, Sheriff and Emergency Manager giving signature authority to the program manager.

Budget Sheet: Solution Areas

The budget sheet contains the following sections:

Equipment

Exercise

Training

Planning

M & A

Organization

Budget Sheet: Project Title

The project title on the budget sheet needs to match the project title on the grant application.

Budget Sheet

Enter a brief description of the item(s) you would like to purchase.

For equipment, an AEL number will need to be provided. AEL numbers can be located at www.rkb.us

Enter the entire AEL number. An example of an entire AEL number is 06CP-01-PORT.

Budget Sheet: Goals and EMFs If applicable, a State Goal, Urban Area

Strategic Goal or EMF will need to be selected.

A grant name must have been selected on the project application tab for the drop down box to appear.

This will need to match the information provided on the project application.

Budget Sheet: AEL Equipment Category The AEL Equipment Category

will tie back to the Authorized Equipment List.

If an item under 01 – Personal Protective Equipment is selected, the AEL equipment category would be Personal Protective Equipment.

Budget Sheet

Enter Parish Discipline

Emergency Management, Law Enforcement, Fire Services,

Quantity Unit Cost

Total cost will calculate based on the Quantity and Unit Cost.

Budget Sheet: Disciplines

ALL will no longer be an option to select under discipline.

Due to the minimum law enforcement requirements under SHSP and UASI, the budget sheet needs to indicate how much is being dedicated to each discipline.

If one item is for more than one discipline, use more than one line on the budget sheet to indicate all of the different disciplines.

Budget Sheet

For Exercise, Training, Planning, M&A and organization, you will follow the same guidelines as equipment

Environmental Historic Preservation Review (EHP)

What is an EHP Review?

Involves an analysis of pertinent project information used to determine the appropriate amount of documentation required for EHP compliance

All projects funded with Federal grant dollars must comply with EHP laws, regulations, and Executive Orders

Projects must be EHP approved before initiation

GPD certifies that a grant-funded project is in compliance with applicable EHP laws, regulations, and Executive Orders

Complex projects will typically require more information to reach a determination

89

EHP Laws and Executive Orders

NEPA

National Historic Preservation Act

Endangered Species Act

Resource Conservation & Recovery Act

Clean Water Act

Coastal Zone Management Act

Coastal Barrier Resources Act

Clean Air Act

Executive Orders:Environmental Justice

Floodplains Wetlands

What are EHP Considerations?

Endangered Species

Cultural ResourcesHistoric properties

Archaeological sites

Air and Water Quality

Noise

Fish, Habitat & Wildlife

Floodplains

Wetlands

Coastal Zones

Agricultural Lands

Environmental Justice

Socioeconomic Resources

Land Use

Hazardous Materials

Traffic

Geology (Topography, Soils)

Importance of Compliance

ComplianceCompliance Non-ComplianceNon-Compliance

Protection of natural and cultural resources

Improved project planning

Cost efficient

Programmatic and financial compliance

Efficient project implementation

Improved community relations

Project delays

De-obligation of funding

Negative publicity

Civil penalties

Lawsuits

GPD EHP Review Process

Grantees are responsible for providing all relevant EHP materials to GPD

Grant funds may be used for preparation of EHP documentation

FEMA may be required to consult with State Historic Preservation Office (SHPO), the U.S. Fish and Wildlife Service (FWS), etc.

Type A Projects

Projects with no potential for environmental and/or historic preservation impacts:

Planning

Classroom-based training and exercises

Field-based training at existing facilities with established procedures

Personnel

Mobile and portable equipment (PPE, radios, etc.), vehicles, and other equipment that does not require any installation

Type B Projects

Projects with no potential for environmental and/or historic preservation impacts if certain conditions apply

Examples include:

Physical security enhancements

Equipment installation (structures less than 50 yrs old)

– e.g. physical security/access controls

Typical questions

Does the project involve new ground disturbance or clearance of vegetation?

Does project utilize existing infrastructure?

Will work occur in the vicinity of historic properties?

Will work occur in or near water?

Type C Projects Projects that may have the potential for environmental and/or historic

preservation impacts:

Additional analysis and documentation may be required to adequately address the impacts in compliance with applicable EHP laws and regulations

Environmental Assessments (EAs), Biological Assessments (BAs), or Memoranda of Agreement (MOAs) may be required

Public involvement may be required

Type C Example: Modification of Buildings & Structures 50 + Years Old

Equipment installation (e.g. physical security/access controls) on, in, or in the vicinity of historic buildings, piers, bridges, etc.

Building renovation/hardening (e.g. doors, gates, windows)

Should your request fall under historic property conditions, it is FEMA’s responsibility to consult

State Historic Preservation Office/Tribal Historic Preservation Office

Advisory Council on Historic Preservation

EHP Review Packet A complete EHP review packet will provide the necessary information to expedite the EHP

review

What are the required contents?

Detailed project description

Physical address of structure/facility or lat/long

Clear color photographs (ground-level and aerial)

Dimensions/acreage/square footage of structure and/or land affected

Extent and depth of ground disturbance for:

New construction and structure modification

Utility line placement

Fencing, light posts, etc., installations

Height of communication towers

Special equipment being used, staging areas, etc.

Year building or structure was built (to include buildings or structures that are in the vicinity)

Tips for a Timely EHP Review A clear, detailed project description, with clear color photos and maps (use

text boxes or graphics to indicate exactly where equipment will be placed on your photos)

Submit materials as soon as you receive your award notice or in your planning phase

Include any previous Master Plans or other environmental documentation

What work is being proposed, where will it take place, and how will it be carried out?

Please include all equipment that will be purchased to complete this project request.

Projects must be EHP approved BEFORE initiation.

Scenario 1: Union Station Ground Level Photograph #1 - Rail Yard

Camera Location (facing south) – Original

Scenario 1: Union Station Ground Level Photograph #1 - Rail Yard Camera

Location (facing south) – Label Camera Locations

Scenario 1: Union Station Ground Level Photograph #2 - Rail Yard

Camera Locations (facing north) – Original

Scenario 1: Union Station Ground Level Photograph #2 - Rail Yard Camera Locations (facing north) – Label

Camera Locations

Scenario 1: Union Station Ground Level Photograph #3

Proposed Main Hall Camera Locations - Original

Scenario 1: Union Station Ground-Level Photograph #3 – Proposed Main

Hall Camera Locations – Label Camera Locations

Scenario 1: Union Station Ground Level Photograph #4 –

Proposed Bollard Locations - Original

105

Temporary Bollards (already in place)

Scenario 1: Union Station Ground Level Photograph #4 –

Proposed Bollard Locations – Label Bollard Locations

Aerial Photographs

Obtain an aerial photo

There are multiple online sources for aerial photos

Some are free sources, others request a nominal fee

Copy the image, and paste it into Microsoft Paint, Microsoft Power Point, or graphics software

Using the tools such as line drawing and fill colors, label exactly where project features will take place

Cut and paste completed drawing into Word document and include explanatory text

Scenario 1: Union Station Aerial Photograph

Original

Scenario 1: Union Station Aerial PhotographFinal Submittal

Topographic Maps

Topographic maps (“topo maps”) are created by the United States Geological Survey (USGS) and provide in-depth detail of surface features of the United States

Obtain a topo map

There are multiple online sources for topo map

Some are free sources, others request a nominal fee


Using tools such as line drawing and fill colors, label exactly where project features are proposed

Cut and paste completed drawing into the Word document and include explanatory text

Scenario 1: Union Station Topographic Map - Original

Scenario 1: Union Station Topographic Map – Identified and Labeled

Floodplain Maps

FEMA maintains an online database of floodplain maps, referred to as FIRMs (Flood Insurance Rate Maps)

FEMA has smaller maps, FIRMettes, available to download for free

Go to www.msc.fema.gov, and enter your project location into “Product Search”, on the top left portion of the screen

Select the “View” icon for the resulting map

Select “Make a FIRMette”, and follow instructions to generate the FIRMette for your project area

Floodplain Maps (continued)



Cut and paste completed drawing into the Word document and include explanatory text

Scenario 1: Union Station Floodplain Map – Original

Scenario 1: Union Station Floodplain Map – Identified and Labeled

Wetlands Maps The US Fish and Wildlife Service created the National Wetlands Inventory

(NWI) to assist with management, research, and planning

NWI maps are available online for free download at www.fws.gov/wetlands/Data/Mapper.html

NWI wetlands data is not comprehensive, but is a good starting point

Select the region you wish to view on the reference map, then select the “Locate” tab on the resulting map to zoom in to your project area

Select “Print PDF” to create your map

Wetlands Maps (continued)



Cut and paste completed drawing into Word document and include explanatory text

Scenario 1: Union Station Wetlands Map –Original

Scenario 1: Union Station Wetlands Map –Identified and Labeled

Grant Deadlines

FY 2011 Funding

Current Budgetary Situation

Timelines

Why planning is crucial

Questions

Contact Information Candie Smith, Homeland Security Grants Specialist (UASI/SHSP)

[email protected] 225-925-1812

Chelsea Brown, Homeland Security Grants Specialist (CCP/NSGP)


Tabitha Pimlott, Homeland Security Grants Specialist (MMRS/EHP)


Mitchelle Honore, Homeland Security Grants Specialist (EMPG/IECGP)


Shera Nixon, Homeland Security Grants Specialist (IECGP/EMPG)


Dana Michelli, Homeland Security Grants Specialist (SHSP/UASI)


Denise Bordelon, Homeland Security Grants Branch Manager (BZPP/EOC/TSGP/Supervise All Programs)


governor’s office of homeland security & emergency preparedness homeland security section...

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