FEDERAL ASSISTANCE PROGRAM AND PROCESS

When all of the eligible public and individual damages have been assessed, and the request for a Presidential Disaster Declaration has been prepared and approved by the President, a variety of federal programs can be made available to public and private entities and individuals. These programs are designed to bring a community, and its residents, back to a pre-disaster condition. The following is a brief explanation of the federal assistance program and process.

Public Assistance

Public assistance is that part of disaster relief through which the federal government supplements the efforts of state and local governments to return the disaster area to pre-disaster conditions. These efforts primarily address the repair and restoration of public facilities, infrastructure, or services which have been damaged or destroyed.

There are two types of public assistance authorized: "emergency" and "permanent" work. Emergency work includes efforts to save lives, protect property, and maintain operation of essential facilities during the first six months following a disaster; however, extensions are available for all work if approved by the Federal Emergency Management Agency. Permanent work involves actions necessary to repair, restore, reconstruct or replace public, and certain private non-profit facilities damaged or destroyed by the disaster for a period of 18 months.

Project applications for public sites may be approved to fund a variety of projects that fall within the seven eligible categories (A-G) identified on the Damage Assessment Process page.

Flood Insurance Requirements

One very important element for receiving public assistance is the requirement concerning flood insurance. Public Law 100-707 makes it very clear that all applicants for public assistance must have flood insurance. Eligible costs will be reduced by the maximum amount of flood insurance proceeds the applicant could have received had the facility been fully covered by flood insurance. Also, applicants will be required to commit to maintaining insurance coverage for the total eligible amount as a condition of receiving public assistance. No assistance for any facility will be available in future disasters unless the required insurance has been obtained and maintained.
Individuals in Special Flood Hazard Areas who receive an Individual and Family Grant for Flood Disaster losses to property must purchase and maintain flood insurance. If flood insurance is not purchased and maintained, future assistance may be denied.
The requirement to maintain flood insurance stays with the structure that received disaster assistance as a result of flood damage. If the structure is sold, the current owner is required to notify the buyer of the house of the need to purchase and maintain flood insurance. If the buyer is not notified, suffers uninsured flood losses, and receives disaster assistance, the seller may be required to repay the government for the assistance the buyer received.     

Method of Funding

Public Law 93-288, as amended, has streamlined the funding methods for Public Assistance projects. Currently, there are two types of grants (funding methods) available based on the cost of the project. Each grant is explained below:

• Large Project Grant
  A Large Project Grant is approved when the total project cost to repair or replace eligible public damage is $53,000* or more. The grants must be used to restore public or private nonprofit facilities to their pre-disaster condition. Funds are authorized based on the Federal Emergency Management Agency Project Worksheets and paid on a cost reimbursement basis. These projects are monitored and subject to a final inspection before the final project is made.
• Small Project Grant
  A Small Project Grant is approved when the total project cost to repair or replace eligible public damage is less than $53,000*. The Project Worksheets for small projects provide funds based on estimated costs. The Federal (Federal Emergency Management Agency) share of approved small projects are paid to the applicant as soon as the Federal Funds are obligated to the state. The state share is paid upon completion of the projects.

*The large project/small project break-point was raised to $53,000 on October 1, 2002, and is adjusted annually to reflect changes in the Consumer Price Index For All Urban Consumers published by the US Department of Labor.

Funding Options

The following funding options can be used by applicants if they feel it will benefit their situation. They are designed to give the applicant a greater degree of flexibility. Both options can be used under large or small project grants, and are voluntary.

• Alternate Projects
  If a community receives a large or small grant, and it determines that the public welfare would not be best served by repairing, restoring, reconstructing, or replacing a damaged facility, an "alternate project" may be requested. Under the "alternate project" option, the amount of the original damage estimate would be reduced by 10 percent and approved for use on other public facilities; constructing new facilities; or funding hazard mitigation activities. Funds necessary for completing the alternate project that exceed the federal share would come from local sources.
• Improved Projects
  When the applicant decides to exceed the original design and value of a damaged facility instead of simply restoring it to its pre-disaster condition, the "improved projects" option can be approved. The applicant will be responsible for all funding that exceeds the approved estimate of eligible cost to complete the scope of work.

Individual Assistance

After the president signs the disaster declaration, it is important to inform affected individuals and businesses through press releases and outreach efforts that programs are available to them and to assist them in obtaining any entitled aid.

The first step for individuals and businesses needing assistance should be through the toll-free Tele-registration hot line, which is available through the Federal Emergency Management Agency at 1-800-462-9029 (TTY: 1-800-462-7585). Specially trained operators at Federal Emergency Management Agency's National Tele-registration Center will process the application. Once this is accomplished, further assistance may be coordinated through a Disaster Recovery Center, which may be established in each of the declared counties or regionally. Representatives of federal, state, local, and volunteer organizations are made available to help disaster victims who are applying for assistance.

There are a wide range of individual disaster assistance programs including:

• Small Business Administration (SBA)
  Once implemented, the SBA program can offer low interest loans to individuals and businesses for refinancing, repair, rehabilitation, or replacement of damaged property (real and personal). Loans may be available to businesses which have suffered an economic impact as a result of the disaster. A SBA declaration can be made independently or in concert with a Presidential Disaster Declaration. There must be a minimum of twenty-five homes or businesses with 40 percent or more uninsured losses and/or five businesses with substantial economic or physical losses.
  
• Temporary Housing
  In the event of a Presidential declared disaster, the Federal Emergency Management Agency managed Temporary Housing Program may be authorized in order to meet the housing needs of victims. The program has several components including:
  • Mortgage and Rental Assistance Program
    Applicable for individuals or families who have received written notice of eviction or foreclosure due to financial hardship caused by a disaster.
  • Rental Assistance
    Provided to homeowners or renters whose dwelling is determined unlivable as a direct result of a disaster.
  • Minimal Repair Program
    Provides money for owner occupied, primary residences which may have sustained minor damage, and are unlivable as a direct result of a disaster.
  • Mobile Homes or Other Readily Fabricated Dwellings
    When all other avenues are exhausted, Federal Emergency Management Agency may initiate the mobile home program. Such homes are moved to, or near, the disaster site and set up.
• Individual and Family Grant Program
  The Individual and Family Grant Program provides grants to help families meet serious needs and necessary expenses that are not covered by other government assistance programs, insurance, or other conventional forms of assistance. At present, grant amounts can be made up to $13,600 (adjusted annually in accordance with the consumer price index). Financial aid can be provided under the following categories:
  
  • Medical expenses
  • Transportation costs
  • Home repairs
  • Replacement of essential property
  • Protective measures
  • Funeral expenses
  Seventy five percent of the costs are funded by Federal Emergency Management Agency and 25 percent by the state and/or local government.
• Disaster Unemployment Assistance
  Individuals unemployed as a result of a major disaster, and not covered by regular state or private unemployment insurance programs, will be eligible for unemployment benefits. The weekly compensation received will not exceed the maximum amount of payment under Florida's Unemployment Compensation Program, and may be provided until an individual is re-employed or up to twenty-six weeks after the major disaster is declared (whichever is shorter).
• Farm Service Agency (FSA)
  Low interest disaster loans are made available to farmers, ranchers and agricultural operators for physical or production losses. Loans of up to 80 percent of actual production loss or 100 percent of the actual physical loss, with a maximum indebtedness of $500,000, may be made to either the tenant or owner of the agricultural business.
• Income Tax Service
  The Internal Revenue Service helps victims identify ways in which the disaster affects their federal income tax. Casualty loss credits, early tax refunds and information on lost documentation are some services available to disaster victims.
• Food Coupons
  Emergency food coupons may be made available to disaster victims. This program is administered by the U.S. Department of Agriculture at the federal level and the Florida Department of Children and Families at the state level. Length of eligibility for receiving food coupons will be determined by the President.
• Community Relations
  The Federal Emergency Management Agency and state officials will conduct "outreach" activities in an effort to inform disaster victims concerning what programs are available, where the Disaster Recovery Centers are located and hours of operation. This outreach will be accomplished by utilizing all media resources and by assembling and deploying outreach teams to remote areas to inform residents of assistance efforts.
• Disaster Related Stress Management
  Professional services are provided to help relieve disaster related stress and prevent the development of more serious physical and mental health problems.
• Florida Department of Insurance
  Assistance and information about resolving insurance claims are provided.
  

Fire Assistance\ FEMA Fire Declarations

• Who is Eligible?
  
  State Agencies and Political subdivisions of the state. (city, county, and districts)
  
  Fire Declarations are usually declared for the affected County or State Division of Forestry Fire District. State and Local Governmental costs for carrying out eligible Fire Program Grant Objectives that are incurred during an established Incident Period for a Fire Declaration, and certain other costs that arise from the fire operations, may be eligible for FEMA Assistance.
  
  
• When is it Eligible?
  
  FEMA Fire Declarations are issued after the State's request for federal assistance for an uncontrolled fire, or complex of fires, which constitute a disaster threat to public safety and/or to improved property. FEMA Assistance, however, will not be provided to Eligible Applicants unless total costs exceed an established Fire Cost Threshold.
  
  The Fire Cost Threshold is $855,057 for an individual Fire Declaration. Sometimes, there are multiple Fire Declarations within a Calendar Year. At which time, an Accumulative Fire Threshold is met. When a total of $2,565,172 is reached, all subsequent Fire Declarations will be eligible for assistance. The Fire Cost Threshold will be adjusted by FEMA annually.
  
  State and Local Governmental Agencies seeking FEMA/State Fire Program Assistance for eligible costs are required to file a Request for Public Assistance (Request), with the Department of Community Affairs, Division of Emergency Management (DEM), within 30 days after the close of the Incident Period.
  
  All claims for reimbursement for actual eligible costs must be submitted to DEM within six months after close of the Incident Period. Please send to attention: Craig Fugate Division Director 2555 Shumard Oaks Blvd. Tallahassee, F.L. 32399-2100. 
  
  Note: No claim will be submitted for reimbursement to FEMA by DEM until it has been established that the fire emergency costs have exceeded the required Fire Cost Threshold.
  
  
• What is Eligible?
  
  1. Wildland firefighting/firefighting support labor costs.
  
  2. Personal safety items (protective gear, medical support, etc.) normally provided to  firefighters.
  
  3. Replacement of firefighting tools/materials that are expended or lost.
  
  4. Restoration of unavoidable, extra-ordinary damages to equipment during the fire response, other than for routine maintenance and cleanup, that is not covered by insurance.
  
  5. Equipment rate allowances for equipment usage including routine maintenance during fire operations.
  
  6. Travel costs including provision of field camps/meals for personnel responding to the fire emergency.
  
  7. Fire support costs from assisting parties under the Statewide Mutual Aid Agreement or EMAC.
  
  8. Propositioning costs up to 21 days prior to established eligible incident period.
  
  9. Mobilization/demobilization costs reasonably before and after incident period.
  
  10.Wildfire mitigation limited to preventing human-caused fires or prevent damage to homes/infrastructure.
  
  11. Restoration of damages caused by firefighting activities if repaired with 30 days after incident period. (temporary repairs to fire line, camp/staging areas, fences, buildings, roads, bridges, etc.)
  
  12. Necessary emergency protective measures for public safety and protection of property. (including, but not limited to, police barricading, traffic control, evacuations, sheltering, search & rescue, arson prevention, arson prevention, emergency public information, EOC operations, removal of fire-damaged trees that pose a threat to public safety or improved property)
  
  Note: Eligible Direct Costs are those costs that can be identified specifically with, and are reasonably necessary to accomplish, the above-listed Fire Program Grant Objectives. State Agencies may also be able to claim Indirect Costs as per OMB Circular A-87.
  
  
• Non Eligible costs!
  
  1. Regular time labor costs for a Applicant's permanent employees.
  
  2. Costs incurred in the mitigation, management, and control of undeclared fires.
  
  3. Costs related to planning, training, road widening and similar activities, land rehabilitation or restoration of facilities other than allowed above, salvage of timber, and pre-suppression without the presence of imminent threat.
  
  4. Costs for mitigation, management, and control of Declared Fires on co-mingled Federal land when such costs are reimbursable to the State by a Federal Agency under another Statute.
  
  5. Total eligible costs for an Applicant are less than $1,000.
  
  
• How are costs Reimbursed?
  
  After a request for Assistance is approved and declared, FEMA assistance will be based upon 75% of actual eligible costs for each Fire Declaration for which total costs exceed the required Fire Cost Threshold. A State matching share may be provided if approved by the Legislature.
  
  
• Eligible costs incurred under SMAA by Assisting parties
  
  The Statewide Mutual Aid Agreement supercedes local mutual aid agreements during major events, such as those resulting in Fire Declarations, and provides for compensation by the requesting party of 100% of eligible costs, including regular time labor, that are incurred by the assisting parties.
  
  Wildland firefighting on public/private lands is the responsibility of the State Division of Forestry. However, other emergency work resulting from the fire response may be the responsibility of any Program Applicant.
  
  The State will reimburse assisting parties who respond to State EOC Mission Assignments for emergency response activities that are the responsibility of the State. In order for a local governmental agency to be considered in mutual aid status while assisting the State, the following three conditions must be met:
  
  1. A State EOC Mission Assignment has been issued requesting the assistance.
  2. The assisting party has coordinated with the applicable DOF Fire Commander and has submitted any required activity reports as directed.
  3. The assisting party is a participant in the Statewide Mutual Aid Agreement.
  
  Note: Otherwise, local agencies within a Declared Fire Area may apply directly for FEMA assistance for costs for firefighting and other emergency work that is of their own responsibility. Assisting parties to local governmental agencies within a Declared Fire Area should file their claims with the requester.         

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