Cost Recovery Basics Section 6

Emergency Dispensing Site Cost Recovery Tool Kit

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 1 | Page Purpose

The purpose of this Tool Kit is to provide Region 2 Public Health Emergency Preparedness Coalition members with a set of Emergency Dispensing Site (EDS) Cost Recovery Job Action Sheets, Guidelines, Templates and Forms

All the resources identified in the Tool Kit can be easily accessed on the Massachusetts Region 2 – Emergency Dispensing Site (EDS) Cost Recovery Initiative web site found below.

www.drc-group.com/project/phep-edscostrecovery.html

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 2 | Page Contents Overview...... 4 Cost Recovery Basics Section...... 6 EDS Cost Recovery Resources...... 6 FEMA – Independent Study Course...... 6 Disaster Cost Recovery Informational Videos...... 6 EDS Cost Recovery Tools...... 7 Job Action Sheet – EDS Cost Recovery Unit Leader...... 9 Guidelines – Donations / Volunteers – Offsetting Local Disaster Costs...... 11 Template – Facility Usage Agreement...... 13 Template – Emergency Declaration...... 15 Form – Volunteer Staff – Sign-In / Sign-Out Sheet...... 16 Form – Paid Staff – Sign-In / Sign-Out Sheet...... 17 Form – Paid / Volunteer Staff Summary Report...... 18 Form – In-Kind Donation Summary Report...... 19 Form – Procurement Summary Report...... 20 Form – Operational Log...... 21

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 3 | Page Overview

To assist city and town health departments with recovering the costs of operating an Emergency Dispensing Site (EDS) during a public health emergency the following documents have been developed.

Job Action Sheets

 EDS Cost Recovery Unit Leader

Guidelines

 Donations / Volunteers – Offsetting Local Disaster Costs

Templates

 EDS Facility Usage Agreement  Emergency Declaration

 In-Kind Donations Summary Report  Operations Log  Paid Staff – Sign-In / Sigh-Out Sheet  Paid / Volunteer Staff Summary Report  Procurement Summary Report  Volunteer Staff – Sign-In / Sign-Out Sheet

City and town EDS plans and procedures currently contain some of the above reverenced documents in wide variety of formats. The reason for establishing the standardized set of documents contained in this Tool Kit is to provide city and town health departments with a set of easy to use Job Action Sheets, Guidelines, Templates and Forms that will help streamline the cost recovery process in the event FEMA Public Assistance support becomes available following the public health emergency or disaster.

These documents can also be used during non-EDS operations that may require the health department to seek financial reimbursement.

EDS Cost Recovery Unit Leader – Job Action Sheet

This Job Action Sheet outlines a step by step process that will need to be implemented upon activation of an EDS to ensure the health department captures important information to support cost recovery if FEMA Public Assistance becomes available.

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 4 | Page Donations / Volunteers – Offsetting Local Disaster Costs – Guidelines

This set of guidelines provides easy to follow instructions on using volunteer hours and donated goods and services to offset the financial burden placed on the health department should FEMA Public Assistance becomes available.

EDS Facility Usage Agreement

This document contains language regarding the financial costs associated with using a school or other facility as an EDS site. The purpose of having an agreement with such language is to establish the actual costs associated with using a facility as an EDS and to be able to use those costs to support a FEMA Public Assistance grant application.

Emergency Declaration

Upon the activation of an EDS for a public health emergency it will be imperative for the health department to work with their jurisdiction’s emergency manager to execute a local Emergency Declaration. Without such a declaration the health department will not be eligible for FEMA Public Assistance should such assistance become available.

EDS Forms

Most of these forms exist in one format or another in current EDS plans.

However this set of standardized forms were developed for health departments to use during a public health emergency where an EDS is activated to provide a systematic means for capturing important data to support the health department’s cost recovery process in the event FEMA Public Assistance becomes available.

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 5 | Page Cost Recovery Basics Section

The purpose of this section is to provide information on a variety of resources designed to enhance the basic understanding of FEMA’s Public Assistance Program.

EDS Cost Recovery Resources

 FEMA Donated Resources Policy  FEMA Public Assistance: Grant Application Process

Both of these resources can be accessed at the following web site:

www.drc-group.com/project/phep-edscostrecovery.html

FEMA – Independent Study Course

IS-634: Introduction to FEMA’s Public Assistance Program

Course Overview: This course will familiarize participants with the Public Assistance Program and the process applicants follow to receive grant funding assistance in the aftermath of a disaster.

The topics addressed in this course include:

 The foundation of the Public Assistance Program.  The steps in the Public Assistance Process.  Public Assistance Program Eligibility.  Project Formulation and Documentation.

Course Objectives: Upon completing this course, participants will be able to:

 Describe the Public Assistance Program.  Identify the functional steps in the Public Assistance process.  Understand the documentation requirements for the Public Assistance Program.

Disaster Cost Recovery Informational Videos

The Massachusetts Region 2 – Emergency Dispensing Site (EDS) Cost Recovery Initiative web site contains a set of informational videos regarding FEMA’s Public Assistance Program.

 Public Assistance Applicant Briefing  How to Make Public Assistance Work Best for You  Public Assistance Program Milestones  Common Pitfalls  Project Audits

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 6 | Page EDS Cost Recovery Tools

Job Action Sheet – EDS Cost Recovery Unit Leader

Guidelines – Donations / Volunteers – Offsetting Local Disaster Costs

Template – EDS Facility Usage Agreement

Template – Emergency Declaration

Form – Volunteer Staff – Sign-In / Sign-Out Sheet

Form – Paid Staff – Sign-In / Sign-Out Sheet

Form – Paid / Volunteer Staff Summary Report

Form – In-Kind Donations Summary Report

Form – Procurement Summary Report

Form – Operational Log

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 7 | Page Finance / Administration Section EDS Cost Recovery Unit Leader Job Action Sheet

Ensures the documentation of expenditures, staff hours, donated materials / services, etc. in Mission support of cost recovery activities. Position Reports To Finance / Administration Section Chief

Immediate (Operational Period 0-2 Hours) Receive appointment and briefing from the Finance / Administration Section Chief. In the event there are not enough qualified staff to fill the role of the EDS Cost Recovery Unit Leader the Finance / Administration Section Chief will fulfill the duties outlined in this Job Action Sheet. Access a copy of the EDS Cost Recovery Tool Kit. Read this entire Job Action Sheet and review the EDS Incident Management Team chart. Notify your usual supervisor of your assignment. Document all key activities, actions and decisions in an Operational Log. Appoint additional EDS Cost Recovery Unit team members if needed. Brief all additional EDS Cost Recovery Unit team members on current situation, incident objectives and strategy. Ensure all EDS Cost Recovery Unit team members comply with safety policies and procedures. In coordination with the Finance / Administration Section Chief and the Incident Commander work with local town / city emergency management to ensure that a local state of emergency is declared.

Intermediate (Operational Period Beyond 12 Hours) Ensure all paid and volunteer staff hours worked are appropriately documented. Ensure all financial expenditures are appropriately documented. Ensure all donated services are appropriately documented to include the estimated value of the donated service. Ensure all EDS Cost Recovery Unit members comply with safety policies and procedures. Brief Finance / Administration Section Unit Leaders on current situation, incident objectives and strategy on an as needed basis.

Demobilization If the public health emergency receives an Federal Disaster Declaration for Public Assistance work with appropriate local, State and Federal agencies to submit an application for Cost Recovery. Brief Finance / Administration Section Chief on lessons learned and procedural changes needed. Upon deactivation of your position, ensure all documentation and Operational Logs are submitted to the Finance / Administration Section Chief. Upon deactivation of your position, brief the Incident Commander on current problems, outstanding issues, and follow- up requirements. Participate in stress management and after-action debriefings. Participate in other briefings and meetings as required.

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 8 | Page Documents / Tools  Appropriate EDS forms.  EDS Cost Recovery Tool Kit.  Appropriate office supplies.  State and DHS / FEMA reimbursement forms.

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 9 | Page Donations / Volunteers – Offsetting Local Disaster Costs

Background

FEMA allows sub-grantees (city / town) to utilize volunteer time and donated resources to offset the local disaster cost share (normally 25%) up to 100% of the disaster costs. For example if disaster costs a municipality $100,000 and there is a federal cost share of 75%, the municipality can only claim up to a maximum of $25,000 of volunteer time and donated resources.

How to Seek Funding

The following link describes the FEMA Public Assistance Process: www.fema.gov/public-assistance-grant-application-process

It provides a good general overview of how the process works and what to expect.

When it comes to seeking a cost share for volunteer time or donated goods, the applicant should value those donations at what it would cost the municipality to provide or procure a similar service.

For Example: If the local coffee shop donates coffee and pastries to the EDS, the city / town can claim the retail costs for those, assuming applicable documentation, and not the wholesale rate because the city / town would have to pay retail for those good.

This can also be applied to labor.

For Example: If the city / town has an all-volunteer fire department, they can use the Massachusetts State Labor Rates’ median rate for a firefighter ($25.34 per hour) and applicable fringe benefits (usually using the police department’s worker’s compensation insurance percentage and the percentage of city / town support to the individual’s retirement along with FICA / MICA to arrive at a benefit rate) to derive and apply a value for that labor.

The calculation would look something like this: Median Hourly Rate $25.34 per hour plus 11% workers compensation, 7.65% FICA / MICA and 15% retirement benefits would cause the overall value of the labor to increase from $25.34 to $33.86 when a 33.65% total benefit percentage is applied.

The reason the $33.86 rate can be used is because if the volunteer labor wasn’t there, that’s what the municipality would be reasonably expected to spend that amount for a full time employee.

Access the Massachusetts State Labor Rates at: lmi2.detma.org/lmi/lmi_oes_a.asp

The only catch is that the volunteer labor must be performing the labor being claimed. Therefore a volunteer firefighter must be performing fire service responsibilities (fire suppression, rescue, EMT) and not handing out hot meals. If they are handing out hot meals, their time can still be claimed, but at a more modest rate, generally $12 per hour in FEMA Region 1).

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 10 | Page Conclusion

Claiming volunteer time and donated resources can provide a valuable offset to a disaster costs. Each city / town should ensure that they have policies and procedures in place to track these valuable assets.

Governing FEMA Policies

44 CFR 13.24 (c) (1): www.gpo.gov/fdsys/pkg/CFR-2003-title44-vol1/pdf/CFR-2003-title44-vol1-sec13-24.pdf

FEMA Recovery Policy 9525.2: www.fema.gov/9500-series-policy-publications/95252-donated-resources

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 11 | Page Facility Usage Agreement

This agreement is between ______Health Department (Health Department) and the Facility Owner (Owner), identified below, for utilization of the identified facility as a Emergency Dispensing Site (EDS) during a local public health emergency.

Facility Name

Street Address

City / State

Facility Owner

Terms and Conditions

1. Use of Facility: Upon request and if feasible, the Owner will permit the Health Department to use the facility on a temporary basis as an EDS.

2. EDS Management: The Health Department will have primary responsibility for the operation of the EDS. The Owner will designate a Facility Coordinator to coordinate with the EDS Manager regarding the use of the facility by the Health Department.

3. Condition of Facility: The Facility Coordinator and EDS Manager (or designee) will jointly conduct a pre-occupancy survey of the Facility before it is turned over to the Health Department. They will use the EDS – Facility Survey Form to record any existing damage or conditions. The Facility Coordinator will identify and secure all equipment that the Health Department should not use while the facility is being used as an EDS. The Health Department will exercise reasonable care while using the facility as an EDS and will make no modifications to the facility without the express written approval of the Owner.

4. Custodial Services: Upon request by the Health Department and if such resources exist and are available, the Owner will make its custodial resources, including supplies and custodial workers, available to provide general cleaning and sanitation services at the EDS. The Facility Coordinator will designate a Facility Custodian to coordinate the provision of general cleaning and sanitation services at the direction of and in cooperation with the EDS Manager.

5. Security: In coordination with the Facility Coordinator the EDS Manager, as he or she deems necessary and appropriate, will coordinate with law enforcement regarding any public safety issues at the EDS.

6. Signage and Publicity: The Health Department may post signs identifying the facility as an EDS in locations approved by the Facility Coordinator and will remove such signs when the EDS is closed. The Owner will not issue press releases or other publicity concerning the EDS without the express written consent of the EDS Manager. The Owner will refer all media questions about the EDS to the EDS Manager.

7. Closing the EDS: The Health Department will notify the Owner or Facility Coordinator of the closing date for the EDS. Before the Health Department vacates the facility, the EDS Manager and Facility Coordinator will jointly conduct a post-occupancy survey, using the EDS – Facility Survey Form to record any damage or conditions.

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 12 | Page 8. Reimbursement: The Health Department will reimburse the Owner for the following:

a. Damage to the facility or other property of Owner, reasonable wear and tear is excepted, resulting from the operations of the EDS. Reimbursement for facility damage will be based on replacement at actual cash value. The Health Department will select from among bids from at least three reputable contractors.

b. Reasonable costs associated with custodial personnel which would not have been incurred but for the Health Department’s use of the facility for an EDS. The Health Department will reimburse at per-hour, straight-time rate for wages actually incurred but will not reimburse for overtime or costs of salaried staff.

c. Rental cost for utilization of the facility based on the FEMA reimbursement rate should there be a Federal Disaster Declaration for Public Assistance.

The Owner will submit any request for reimbursement to the Health Department within 60 days after the EDS closes. Any request for reimbursement for personnel costs must be accompanied by supporting invoices and a list of the personnel with the dates and hours worked at the EDS.

10.Insurance: The Health Department shall carry insurance coverage in the amounts of at least $100,000 per occurrence for Commercial General Liability and Automobile Liability.

20.Indemnification: The Health Department shall defend, hold harmless, and indemnify Owner against any legal liability, including reasonable attorney fees, in respect to bodily injury, death and property damage arising from the negligence of the Health Department during the use of the facility.

30.Term: The term of this agreement begins on the date of the last signature below and ends 30 days after written notice by either party.

Facility Owner

Representative

Title of Representative

Daytime Phone Number Mobile Phone Number

E-Mail Address

Signature Date

Health Department

Representative

Title of Representative

Daytime Phone Number Mobile Phone Number

E-Mail Address

Signature Date

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 13 | Page Emergency Declaration

WHEREAS, a sudden, generally unexpected occurrence or set of circumstances demanding immediate public action has arisen within the City / Town of ______which incident it generally describes as follows; and

WHEREAS, the Head of State upon advice of the Director of the City / Town’s Office of Emergency Management has determined that the aforesaid incident poses a present and reasonable imminent danger to public health, safety or general welfare of the people or their property so that it has become necessary for the Director to utilize and coordinate the services, equipment, supplies and facilities of existing departments, offices and agencies of the City / Town for the purposes of emergency management, public health and emergency functions; and

WHEREAS, the Head of State has determined that the immediate public action is needed to prevent, minimize, or mitigate damage to the public health, safety or general welfare of the people of ______or their property which may otherwise result from the above described incident and that taking the time required to comply with the various state and local procurement laws would endanger the health or safety of the people or their property; and

WHEREAS, the Head of State has recommended that state of emergency be declared in the City / Town of ______; and

WHEREAS, the people of the City / Town of ______should be able to depend upon guidance from their chief executive officer, ______

NOW THEREFORE, I, ______Mayor/Board of Selectmen Chair of the City / Town of ______, Massachusetts, hereby declare that as of ______on ______, 20______a state of emergency exists in the City / Town of ______.

This declaration of emergency shall remain in effect until further notice is given, pursuant to my judgment, that the state of emergency no longer exists.

Date: ______(Title) of (City / Town)

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 14 | Page Volunteer Staff – Sign-In / Sign-Out Sheet

Public Health Event Location Date

Time Hours Print Name E-Mail Address Signature Assignment Time In Out Worked

Total Hours Worked

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 15 | Page Paid Staff – Sign-In / Sign-Out Sheet

Time Hours Print Name E-Mail Address Signature Assignment Time In Out Worked

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 16 | Page Total Hours Worked

Paid / Volunteer Staff Summary Report

Paid or Volunteer Total Hours Print Name Assignment Hourly Rate Total Value Staff Worked

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 17 | Page In-Kind Donation Summary Report

Attach a copy of the statement of estimated value provided by the company, agency and / or organization making the donation.

# Date / Time Item / Service Donor Estimated Value 1

Comments

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 18 | Page Procurement Summary Report

Attach a copy of the receipt, invoice and / or purchase order for each itemized purchase.

Purchase Order / Purchase # Date / Time Item / Service Vendor Requestor Reference # Amount 1

Comments

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 19 | Page Operational Log

Public Health Operational Location Event Period

Position Prepared By

Time Major Events, Decisions Made and Notifications Given

Region 2 Public Health Emergency Preparedness Coalition – www.phepregion2.org 20 | Page