STATE OF FLORIDA

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Nov 9, 2013 (3 years and 1 month ago)

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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 $$)


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)


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


Statewide
PW's Unapproved
PW's Approved
Federal Share Paid
State Share Paid
Fed. In Process
State In Process
Agency for Health Care Administration
$18,573.70
$0.00
$0.00
$0.00
$0.00
$0.00
Commission on Community Service
$0.00
$221,693.86
$157,903.25
$7,735.02
$0.00
$2,088.15
Department of Agriculture & Consumer Services
$5,428,598.03
$1,825,628.30
$56,580.17
$6,101.73
$0.00
$0.00
Department Of Business & Professional Regulation
$0.00
$473,538.98
$0.00
$0.00
$289,936.08
$22,858.53
Department Of Children & Families
$340,635.77
$1,082,484.14
$348,198.59
$44,539.27
$69,063.21
$461.98
Department Of Community Affairs
$19,366,624.09
$37,009,528.67
$33,308,575.80
$3,700,952.87
$0.00
$0.00
Department Of Corrections
$1,008,077.59
$483,047.19
$3,978.16
$427.76
$313,149.82
$33,934.00
Department Of Education
$57,583.93
$14,403.00
$0.00
$0.00
$7,267.95
$781.50
Department Of Elder Affairs
$8,920.00
$0.00
$0.00
$0.00
$0.00
$0.00
Department of Environmental Protection - Division of State Lands
$79,565.00
$0.00
$0.00
$0.00
$0.00
$0.00
Department Of Environmental Protection
$1,238,233.81
$825,592.76
$256,142.93
$27,908.04
$319,370.63
$33,718.39
Department of Financial Services
$0.00
$6,163,664.69
$5,441,623.87
$918.37
$0.00
$0.00
Department Of Health
$1,201,978.62
$3,254,318.66
$1,866,850.76
$115,545.73
$349,458.81
$12,196.62
Department of Highway Safety & Motor Vehicles
$1,440,549.08
$3,780,097.93
$1,941,391.75
$114,548.25
$1,684,168.59
$103,600.10
Department of Juvenile Justice
$431,893.88
$1,326,492.67
$327,199.81
$33,805.11
$257,570.01
$28,301.64
Department Of Law Enforcement
$0.00
$18,355,461.64
$362,913.20
$0.00
$15,407,783.46
$0.00
Department Of Lottery
$0.00
$15,379.65
$3,694.75
$397.28
$0.00
$0.00
Department Of Management Services
$246,664.88
$39,859.21
$12,206.80
$1,312.57
$653.23
$70.24
Department Of Military Affairs
$25,283.68
$39,263,919.60
$10,724,901.14
$356,838.70
$1,914,028.80
$67,810.90
Department Of Revenue
$56,682.69
$0.00
$0.00
$0.00
$0.00
$0.00
Department Of State
$0.00
$192,527.18
$34,297.74
$3,687.93
$0.00
$0.00
Department Of Transportation
$334,712.18
$35,799.76
$29,468.46
$3,168.65
$3,825.32
$411.33
Department of Veterans' Affairs
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
State Agency Total
$31,284,576.93
$114,363,437.89
$54,875,927.18
$4,417,887.28
$20,616,275.91
$306,233.38
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
252.37 FS



Agency Head determines immediate
danger to public health, safety or welfare
287.057(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
email 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

$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$
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$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$
$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$

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 100
-
707, and



Public Law 93
-
288, 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’.


www.FloridaPA.org


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


http://www.floridadisaster.org/



http://www.floridapa.org/



suzanne.adams@dca.state.fl.us