A Guide to Federal Disaster Assistance
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A Guide to Federal Disaster Assistance Fall/Winter 2008 4th Edition Executive Summary In recent years, The Ferguson Group has assisted local governments’ in recovery efforts from natural disasters across the United States. In doing so, The Ferguson Group has learned many valuable lessons about disaster recovery, the most important of which is the need to communicate and coordinate the efforts of federal, state, and local government agencies with business and community organizations. This Disaster Assistance guide compiles the expertise from members of The Ferguson Group who have had first hand experience guiding disaster support efforts. Inside this guide you will find first response information, the FEMA disaster guide, and TFG’s first hand knowledge from previous disaster assistance experience. The information found in this document is intended to facilitate the response, recovery and rebuilding process following a natural disaster. www.fergusongroup.us 2 Table of Contents Page Number I. The Major Declaration Process 5 Local Government Response 6 State Response 7 Damage Assessment 7 A Major Disaster Declaration 8 FEMA Evaluates 8 Presidential Approval 9 II. Federal Emergency Management Agency 11 Assistance Available 11 Disaster Grants & Loans 11 Debris Removal 14 Emergency Protective Measures 22 Roads & Bridges 23 Water Control Facilities 24 Public Buildings & Equipment 25 Public Utilities 25 Parks, Recreational Facilities and Other Items 27 Other Public Assistance 28 Hazard Mitigation 31 Directory of Federal and State Resources 31 Federal Emergency Management Agency 32 State Offices and Agencies of Emergency Management 38 United States Small Business Administration 40 Regional Contacts Map 41 www.fergusongroup.us 3 I. The Major Declaration Process ________________________________________________________________________ It remains a fact that situations of catastrophic proportions must be responded to through a cooperative federal, state, and local effort. The Ferguson Group (TFG) is able to assist clients in navigating the disaster assistance process, and affected congressional delegations in maximizing federal resources. However, a state’s Governor must send a letter to the President seeking a Presidential disaster declaration. It is the long-term recovery phase of a disaster that places the most severe financial strain on both local and state governments. Extensive damage to public facilities and infrastructure (often not insured) can overwhelm even a large city, and is detrimental economically. Therefore, throughout the entire long-term recovery process, TFG will lobby Congress for funding and assistance. It is imperative that local leaders identify their Federal Coordinating Officer (FCO) at the start of the disaster recovery period so that s/he can help the municipality with specific needs. Also, local officials should remain informed of any changes in the FCO’s status, especially in the event that the current FCO is replaced. It is imperative that municipalities be promptly informed of the change and the new Officer’s arrival. Great communication with the corresponding FCO is vital for a successful short and long-term recovery. Federal Disaster Response Actions In 1988, the Robert T. Stafford Disaster Relief and Emergency Assistance Act, was enacted to support state and local governments and their citizens when disasters overwhelm them. This law, as amended, establishes a process for requesting and obtaining a Presidential disaster declaration, defines the type and scope of assistance available from the federal government, and sets the conditions for obtaining that assistance. The Federal Emergency Management Agency (FEMA), a component of the Department of Homeland Security (DHS), is tasked with coordinating the response. When a disaster occurs and a locality has responded to the best of its ability it must then turn to the state for help. The Governor, after examining the situation, may direct that the State’s Emergency Plan be executed. If it is evident that the situation is or will be beyond the capabilities of local, tribal and state resources, the Governor may request that the President declare that an emergency or major disaster exists in the state under the authority of the Stafford Act. While the request is being processed, local, tribal and state government officials should not delay in taking actions to respond to and start recovery from the disaster. Such actions should not be dependent upon whether there will be federal assistance. Commensurate with the supplemental nature of Stafford Act assistance, the federal share of eligible recovery expenses for declared disasters is normally limited to 75% of eligible costs. However, the letter from the Governor of your state to the President and FEMA should still request that one hundred percent (non- federal share) of the Disaster Recovery Assistance to be covered. www.fergusongroup.us 4 A major disaster declaration usually follows these steps: 1) Local Government Responds, supplemented by neighboring communities and volunteer agencies. If overwhelmed, turn to the state for assistance. Local government is the first to respond to a disaster. Response efforts are first directed to activities that protect lives, public health and safety, such as evacuations, sheltering, fire fighting, utility restoration, and clearing roads of debris. These response efforts may be accomplished with local resources including: labor and equipment, contractors, volunteers, and assistance from adjacent communities. A community should have an Emergency Operation Plan and a Debris Management Plan that identifies key staff members and their responsibilities for managing and controlling debris clearing, removal and disposal operations. This staff should be immediately activated whenever a natural disaster is forecast. Staff members should document the critical decisions made in response to the disaster and provide the debris manager and local, tribal, state and federal officials with a clear plan of action. The debris clearing, removal and disposal operations may extend for weeks or months and insufficient documentation of the evolving plan could cause confusion and inefficiency. Damage assessments should be conducted to identify necessary lifesaving actions, assess the magnitude of damage and determine if additional resources are needed from other local governments and the state. The format for the damage assessment report should be in accordance with the local, tribal or State Emergency Operation Plan. In a catastrophic disaster, and if the governor requests it, federal resources can be mobilized and coordinated by FEMA for search and rescue, electrical power, food, water, shelter and other basic human needs. Detailed information on the debris management plan can be found in the next section. 2) The State Responds with state resources, such as the National Guard and state agencies. When the response efforts appear to be beyond the capability of local government, the state normally provides the next level of assistance by declaring a State of Emergency. The State Emergency Management Agency is responsible for evaluating the disaster situation and providing advice to the Governor on the availability of state resources that could assist local efforts. State resources may consist of law enforcement, the Department of Transportation, the Health and Human Services Department, the Department of Natural Resources, and the National Guard. These state resources can assist local governments in the immediate response efforts, including response and debris clearance, removal and disposal activities of recovery. 3) Damage Assessment is conducted by local, state, and federal agencies. Together they determine losses and recovery needs. www.fergusongroup.us 5 Before sending a formal request letter to the President, the Governor should request that FEMA conduct a joint preliminary damage assessment (PDA) with the state to verify actual damages and estimate the amount of supplemental assistance that may be needed. The PDA is a joint assessment used to determine the magnitude and impact of an event's damage. A FEMA/state team will usually visit local applicants and view their damage first-hand to assess the scope of damage and estimate repair costs. The state uses the results of the PDA to determine if the situation is beyond the combined capabilities of the state and local resources and to verify the need for supplemental federal assistance. The PDA also identifies any unmet needs that may require immediate attention. Normally, the PDA is completed prior to the submission of the Governor’s request. However, when an obviously severe or catastrophic event is anticipated, the Governor’s request may be submitted prior to the PDA. Nonetheless, the Governor must still make the request and damage estimates must be submitted to FEMA. Note on the PDA Process: Show the federal/state team your damage sites. Be sure to bring to their attention any environmental or historic property site issues that may be present, along with any known insurance coverage. You should also explain what immediate expenditures might be associated with any emergency work you have identified. This information may be used to provide you some expedited funding, if a declaration is obtained for your area. Note on Expedited Funding: Immediate Needs Funding (INF) is money earmarked for the most urgent work in the initial aftermath of a disaster. The funds may be provided to any eligible applicant for eligible emergency work that must be performed