January 15, 1999

    As a result of the State’s recent Presidential Disaster Declarations (FEMA-1241-DR-FL and FEMA-1249-DR-FL), the Federal Emergency Management Agency has made available Hazard Mitigation Grant Program to the State of Florida. This program, which is authorized by Section 404 of the Robert T. Stafford Disaster Relief Act, is designed to assist state and local governments, regional agencies (i.e., water management districts and regional planning councils), private non-profit organizations, and Indian tribes implement long-term mitigation measures following a major disaster declaration. The amount of funds available to the State is based on 15% of the total federal expenditures under the Individual Assistance and Public Assistance programs. The Federal Emergency Management Agency can fund up to 75% of the eligible costs of each project, while the applicant is responsible for providing a 25% match. However, for these disaster declarations, the Florida Legislature has agreed to fund one-half of the non-federal share, or 12.5%, leaving the applicant responsible for the other 12.5%.

    To ensure funds are distributed equitably among the declared counties, each county has been assigned a portion of the total Hazard Mitigation Grant Program grant for each respective disaster. This distribution is based on each county's proportional share of the total disaster damages, as measured by: (1) the Preliminary Damage Assessment figures approved by the Federal Emergency Management Agency immediately following the disaster; and, (2) actual disaster claims from the Individual Assistance (IA) and Small Business Administration (SBA) programs on file 90 days following the date of declaration. These figures are shown in Attachment A (for Hurricane Earl) and Attachment B (for Hurricane Georges) and represent the estimated amount of Hazard Mitigation Grant Program funds currently available to support projects within each county, including those submitted by cities, non-profit organizations, and Indian tribes. Additionally, because these storms impacted state and regional facilities, a portion of the Hazard Mitigation Grant Program grant is available for state and regional mitigation projects. These allocations are also shown in the Attachments A and B.

    Please note that counties which are included in both disaster declarations may utilize funds from both of these sources to fund a single project.

    It is important to point-out that the Federal Emergency Management Agency notifies the State of Hazard Mitigation Grant Program funding availability at three separate milestones:

(1) 90 Days From the Date of Declaration:

This represents an estimate only and not an actual commitment of funding by the Federal Emergency Management Agency; actual funds could either increase or decrease based on actual disaster claims during the declaration period. State, regional, and county allocations listed in Attachments A and B are based on this estimate.

(2) 180 Days From the Date of Declaration:

This represents the State's "Lock-in Amount" and is the minimum amount the State can expect to receive from the Federal Emergency Management Agency. After this disclosure, Hazard Mitigation Grant Program funds to the State cannot be decreased.

(3) 12 Months From the Date of Declaration:

This represents the State's "Final Lock-in Amount." After this date, Hazard Mitigation Grant Program funds can neither increase nor decrease.

    In view of these notifications, it is important for potential applicants to recognize that, when applying for Hazard Mitigation Grant Program funds, the level of that funding is contingent upon the Federal Emergency Management Agency's reexamination of the disaster figures at the given time intervals. Accordingly, a community's funding allocation could either increase or decrease after it has submitted an application. Please note, however, that if there is an increase in funds at the 180-day mark, such excess monies will be allocated, first, to those projects requiring supplemental funding; and, second, to those who submit more projects than their original allocation can accommodate. These allocations shall be proportionally distributed among project applications, based on the original percentages listed in Attachments A and B. If, after this allocation, any funds remain, they shall be allocated according to the methodology outlined in Attachment C (Phase II Funding).

    All eligible applicants have until April 9 to submit three (3) copies of a completed application to the Department (transmittal packages must be postmarked no later than April 9). Project proposals submitted by this date will be reviewed for eligibility, cost-effectiveness, and environmental considerations, including the National Environmental Policy Act. Attachments C and D of this memorandum provide a detailed description of the Department’s project selection and funding guidelines, as well as a list of the State’s top funding priorities for these disasters. Because funds are limited, it is recommended that communities work cooperatively to develop mitigation measures that have a multi-jurisdictional impact. Such projects not only maximize resources but typically benefit a much larger part of the population.

    Regional workshops have been established to provide eligible applicants an overview of the program and to answer any questions regarding the program. The times and locations of these workshops are listed in Attachment E of this memorandum.

    If there are any questions regarding the allocation of funds or the project review and selection criteria, please contact Bureau staff at one of the following numbers:

(850) 922-5269 (Grants / Project Review Office)

(850) 413-9884 (Mitigation Planning Office)

-- Attachment A --

Hazard Mitigation Grant Program
Funding Distribution
FEMA-1241-DR-FL
(90 Day Estimates)

Hazard Mitigation Grant Program Lock-In Estimate         $270,375

Note: Allocations that total less than $1,000 are not shown.

-- Attachment B --

Hazard Mitigation Grant Program
Funding Distribution
FEMA-1249-DR-FL
(90 Day Estimates)

Hazard Mitigation Grant Program Lock-In Estimate         $4,707,481

Note: Allocations that total less than $1,000 are not shown.

Hazard Mitigation Grant Program Funding Allocation

FEMA-1241-DR-FL

FEMA-1249-DR-FL

I. Phase One Funding (Declared Counties)

1. Hazard Mitigation Grant Program Award: The total Hazard Mitigation Grant Program award for each disaster is based on 15 percent of the total federal expenditures under the Individual Assistance and Public Assistance programs. the Federal Emergency Management Agency can fund up to 75% of the eligible costs of each project.
   
2. Hazard Mitigation Grant Program Funding Distribution: Funds are distributed based on each county's proportional share of the total disaster damages, as measured by: (1) the Preliminary Damage Assessment figures approved by the Federal Emergency Management Agency immediately following the disaster; and, (2) actual disaster claims from the Individual Assistance (IA) and Small Business Administration programs on file 90 days following the date of declaration. These figures are shown in Attachment A (for Hurricane Earl) and Attachment B (for Hurricane Georges) and represent the estimated amount of Hazard Mitigation Grant Program funds currently available to support projects within each county, including those submitted by cities, non-profit organizations, and Indian tribes, as well as state and regional agencies.
   
3. Application Deadlines: Each eligible applicant within a county has until April 9 to submit a completed application. Applications received after this date are initially ineligible, but will be considered for funding after all other applications, including those from the non-declared counties, have been addressed.
   
4. Project Review Requirements: Project proposals submitted within the established timeframe are reviewed for eligibility, cost-effectiveness, and environmental considerations, including the National Environmental Policy Act. It is essential that each application be completed in full so that an eligibility determination can be made in a timely manner.
   
5. Project Selection and Funding:

   (1) Tier I Allocation - Local Mitigation Strategy Counties - Because the Department of Community Affairs encourages local mitigation planning, preference is given to those counties participating in the Department's Local Mitigation Strategy initiative. Specifically, funds shall only be allocated, initially, to projects submitted by Local Mitigation Strategy participating counties, as follows:

1. If sufficient funds are available for each proposal submitted by applicants within a county, including those submitted by cities, non-profit organizations, and/or Indian tribes, then each shall be funded at the requested amount; however,
   
2. If requests for project funds exceed a county's allocation, monies shall be allocated to the most cost-effective projects. Cost-effectiveness shall be determined by the results of the benefit-cost (b/c) analysis, which will be completed by Division of Emergency Management staff. Projects will then be ranked in descending order, based on the final b/c scores. Funds are allocated among the highest-scored projects, until the county's grant allocation has been exhausted;
   
3. If a county's request for funds is less than its eligible allocation, then the balance of the allocation shall be distributed proportionally among those projects requiring additional funding. Please note that "county" refers to the geographic county and includes all eligible applicants located therein, including cities, non-profit organizations, and Indian tribes.
   
4. If a community proposes an acquisition project, and the structure in question has been substantially damaged, and is located in regulatory floodway or 100-year floodplain, it shall be considered cost-effective and be exempt from the benefit-cost review requirements. Such a project is viewed as a State priority and shall be funded ahead of any other proposal;
   
5. If two or more projects have equal scores, or are exempt from b/c review (i.e., substantially damaged structures), funds shall be divided equally among the proposals.

(2) Tier II Allocation - Non-Local Mitigation Strategy Counties: Once the funding needs of the Local Mitigation Strategy communities have been met, the non-Local Mitigation Strategy counties will then be eligible to receive their proportional share of any un-obligated monies. The allocation of these funds shall be consistent with the guidelines listed under item E(1)a-e above - Project Selection.

II. Phase Two Funding (Non-Declared Counties)

1. Hazard Mitigation Grant Program funds not obligated under Phase One shall be made available to the non-declared counties on a competitive basis.
   
2. Non-declared counties shall be notified by mail of the amount of funds available and be given 90 days to submit completed applications.
   
3. Applications received after this date are initially ineligible, but will be considered for funding after all other applications have been addressed.
   
4. Project proposals submitted within the established timeframe are reviewed for eligibility, cost-effectiveness, and environmental considerations, including the National Environmental Policy Act. As described under Phase One, funds shall only be allocated, initially, to projects from the Local Mitigation Strategy participating counties, as follows:
   

   1. If sufficient funds are available for each proposal submitted, including those submitted by cities and non-profits, then each shall be funded at the requested amount; however,

   2.a. If requests for project funds exceed the amount of funds available, monies shall be allocated to the most cost-effective projects. Cost-effectiveness shall be determined by the results of the benefit-cost (b/c) analysis, which will completed by DEM staff. Projects will then be ranked in descending order, based on the final b/c scores. Funds are allocated to the highest-scored projects, until the county’s grant allocation has been exhausted;

   2.b. If a community proposes an acquisition project, and the structure in question has been substantially damaged, and is located in regulatory floodway, it shall be considered cost-effective and be exempt from the benefit-cost review requirements. Such a project is viewed as a State priority and shall be funded ahead of any other proposal.

   3. If two or more projects have equal scores, or are exempt from b/c review, funds shall be divided equally among the proposals.

5. Once the funding needs of the Local Mitigation Strategy communities are met, the non-Local Mitigation Strategy counties will then be eligible to receive any un-obligated monies. The allocation of projects funds shall be consistent with the guidelines listed under item D.1-3 above.

III. Phase Three Funding

    Projects submitted after the established timeline, in either Phases One or Two, may be eligible to receive any monies that remain un-obligated. Funds shall be allocated on a competitive basis, consistent with the guidelines listed under item D.1-3 above.

State Funding Priorities
for the
Hazard Mitigation Grant Program

    Based upon the types of damages associated with this disaster, the State has determined that the project categories listed below will help to reduce future losses within the disaster area. As such, projects submitted for Hazard Mitigation Grant Program funding will be given priority consideration by the State if they include one of the following:

(1) Structural Retrofitting of Public Facilities

(2) Structural Retrofit of Residential / Commercial Structures

(3) Residential Acquisition

(4) Small-Scale Improvements to Existing Drainage Facilities

(5) Other Small-Scale Flood Protection Measures to Critical Facilities