STATE OF FLORIDA STATE OF FLORIDA RESOURCE AND FINANCIAL RESOURCE AND FINANCIAL

MANAGEMENT POLICIES AND MANAGEMENT POLICIES AND PROCEDURES FOR EMERGENCY PROCEDURES FOR EMERGENCY

MANAGEMENTMANAGEMENT

Suzanne Adams, ChiefFinance and AdministrationState Emergency Response Team

Every picture tells Every picture tells a story.a story.

Every story is about a Every story is about a real family...real family...

Florida 2004 DisastersFlorida 2004 Disasters

Charley – August 13Charley – August 13 Frances – September 4Frances – September 4 Ivan – September 16Ivan – September 16 Jeanne – September 26Jeanne – September 26

2004 Hurricane Facts2004 Hurricane Facts

130 Deaths Nationally130 Deaths Nationally

Estimated $42 Billion Total CostsEstimated $42 Billion Total Costs

$22 Billion in Insured Wind Damages$22 Billion in Insured Wind Damages

INDIVIDUAL ASSISTANCEINDIVIDUAL ASSISTANCE

1.25 Million People Registered for 1.25 Million People Registered for Individual Assistance ProgramsIndividual Assistance Programs

IHP IHP $1.176 Billion$1.176 Billion

HAHA $557 Million$557 Million

SBASBA $1.74 Billion$1.74 Billion

ONAONA $620 Million ($155 Million in State $$)$620 Million ($155 Million in State $$)

Projected Public Assistance CostsProjected Public Assistance Costs

22,000 Project Worksheets (PWs) representing 22,000 Project Worksheets (PWs) representing an estimated $2.7 Billion are projected from an estimated $2.7 Billion are projected from 2,737 new Applicants .2,737 new Applicants .

33rdrd in Public Assistance funding in Public Assistance funding Behind only NYC 9/11/2001 ($7.4 Billion) and Behind only NYC 9/11/2001 ($7.4 Billion) and

the 1994 California Northridge Earthquakes the 1994 California Northridge Earthquakes

($6.99 Billion)($6.99 Billion) Hurricane Andrew had $1.84Hurricane Andrew had $1.84 Billion in PA fundsBillion in PA funds

Project Worksheets to DateProject Worksheets to Date 10,850 Obligated Project Worksheets10,850 Obligated Project Worksheets $1.05 Billion obligated$1.05 Billion obligated 9,086 Project Worksheets have been paid by 9,086 Project Worksheets have been paid by

the State.the State. Nearly $800 Million in Federal and State Share Nearly $800 Million in Federal and State Share

paidpaid

2004 HURRICANES2004 HURRICANESState Agency CostsState Agency Costs

23 State Agencies Have Applied for Cost 23 State Agencies Have Applied for Cost Reimbursement under Public AssistanceReimbursement under Public Assistance

Project Worksheets Currently Total Project Worksheets Currently Total Approximately $150 MillionApproximately $150 Million

Projected Totals are Estimated Between Projected Totals are Estimated Between $185 and $250 Million$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 2004 EVENTSEVENTS STATE AGENCY STATE AGENCY COSTSCOSTS

State of Florida Resource and Financial State of Florida Resource and Financial Management Policies and Procedures Management Policies and Procedures

for Emergency Managementfor Emergency Management

WHY ARE WE HERE?WHY ARE WE HERE?

We are not heroes, we are not We are not heroes, we are not responders, we are the responders, we are the

emergency emergency managersmanagers. Our job . Our job is to make sure they have what is to make sure they have what

they need to do the job.they need to do the job.

LEGAL AUTHORITYLEGAL AUTHORITY

1.1. GovernorGovernor

2.2. Division of Emergency ManagementDivision of Emergency Management

3.3. State Government AgenciesState Government Agencies

GOVERNOR’S AUTHORITYGOVERNOR’S AUTHORITY

Deploy and Use ANY………………..Deploy and Use ANY……………….. Suspend ANY………………………..Suspend ANY……………………….. Utilize and Commandeer ALL………Utilize and Commandeer ALL……… Make available ALL………………….Make available ALL…………………. Delegate………………………………Delegate………………………………

DEM’s ResponsibilityDEM’s Responsibility

Coordinate federal, state and local Coordinate federal, state and local emergency management activitiesemergency management activities

Assign lead and support responsibilitiesAssign lead and support responsibilities Provide support from within or outside of Provide support from within or outside of

the statethe state DelegateDelegate

State Agencies’ ResponsibilityState Agencies’ Responsibility

Emergency Coordinating OfficersEmergency Coordinating Officers PlanningPlanning TrainingTraining RostersRosters

State Agencies’ Responsibility, State Agencies’ Responsibility, continuedcontinued

Funding Policy – First recourse for funding Funding Policy – First recourse for funding 252.37 FS252.37 FS

Agency Head determines immediate Agency Head determines immediate danger to public health, safety or welfare danger to public health, safety or welfare 287.057(5)(a) FS287.057(5)(a) FS

RESOURCE RESOURCE MANAGEMENTMANAGEMENT

BASIC PREMISEBASIC PREMISE

Emergency Events Are Going to Happen:Emergency Events Are Going to Happen:

1.1. We will respond with resourcesWe will respond with resources

2.2. These resources cost moneyThese resources cost money

3.3. It’s never built into your agency It’s never built into your agency annual annual operating budgetoperating budget

COMPREHENSIVE EMERGENCY COMPREHENSIVE EMERGENCY MANAGEMENT PLAN (CEMP)MANAGEMENT PLAN (CEMP)

EMERGENCY SUPPORT FUNCTIONS (ESF)EMERGENCY SUPPORT FUNCTIONS (ESF)

-- Assigns Responsibility based on Assigns Responsibility based on

Functional CapabilitiesFunctional Capabilities

-- Delegates Operational AuthorityDelegates Operational Authority

ESF RESOURCE PROCUREMENTESF RESOURCE PROCUREMENT

1.1. ExistingExisting

2.2. Purchase or LeasePurchase or Lease

3.3. Statewide Mutual AidStatewide Mutual Aid

4.4. Emergency Management Emergency Management Assistance CompactAssistance Compact

5.5. Federal Assistance Federal Assistance

How do you know which toHow do you know which to choosechoose??

COMMUNICATE WITH EACH OTHER!!COMMUNICATE WITH EACH OTHER!!

UTILIZE LOGISTICS and ESF 7UTILIZE LOGISTICS and ESF 7

USE COMMON SENSEUSE COMMON SENSE

FINANCIAL FINANCIAL MANAGEMENTMANAGEMENT

““WHO PAYS”WHO PAYS”GENERAL RULEGENERAL RULE

Resources are procured utilizing the Resources are procured utilizing the financial resources of the assigned financial resources of the assigned Agency/OrganizationAgency/Organization

RESPONSIBILITY FOR COSTS GO RESPONSIBILITY FOR COSTS GO WITH THE MISSION ASSIGNMENTWITH THE MISSION ASSIGNMENT

PLAN PROVIDES FOR DISTRIBUTION PLAN PROVIDES FOR DISTRIBUTION OF INITIAL FINANCIAL BURDEN OF INITIAL FINANCIAL BURDEN ACROSS STATE GOVERNMENT ACROSS STATE GOVERNMENT

FINANCIAL MANAGEMENT OF FINANCIAL MANAGEMENT OF EVENT COSTSEVENT COSTS

Each Agency is responsible for developing Each Agency is responsible for developing and implementing procedures and for and implementing procedures and for providing training related to continuously providing training related to continuously documenting disaster related response documenting disaster related response and damage costs.and damage costs.

Financial ManagementFinancial Management

Accurate and immediate tracking of all Accurate and immediate tracking of all force account labor, equipment, leases, force account labor, equipment, leases, purchases and contracts is crucial to purchases and contracts is crucial to recordkeeping.recordkeeping.

Costs should be CLEARLY linked to Costs should be CLEARLY linked to missions/tasks assigned in Tracker.missions/tasks assigned in Tracker.

Financial ManagementFinancial Management

Develop contract templates for likely services Develop contract templates for likely services before eventbefore event

Increase Limits on Visa Purchasing CardsIncrease Limits on Visa Purchasing Cards Develop cost tracking forms tailored to your Develop cost tracking forms tailored to your

agency and document everythingagency and document everything Set up unique cost codes in accounting system Set up unique cost codes in accounting system

for consolidating and tracking costsfor consolidating and tracking costs Use emergency vendor lists and commoditiesUse emergency vendor lists and commodities

Financial ManagementFinancial Management

Plan for initial “parking” of costs as Plan for initial “parking” of costs as reimbursement and budget authority may reimbursement and budget authority may take a while to processtake a while to process

Know and work with your OPB Budget Know and work with your OPB Budget Analyst. You may need to be advanced Analyst. You may need to be advanced funds if costs become unmanageable.funds if costs become unmanageable.

Plan ahead and TRAIN those who will be Plan ahead and TRAIN those who will be working the eventsworking the events

Financial ManagementFinancial Management

Finance Officers Conference Calls and Finance Officers Conference Calls and email is used to coordinate implementation email is used to coordinate implementation of this State Policy and to provide of this State Policy and to provide informationinformation

Initiated upon SERT ActivationInitiated upon SERT Activation

ECOsECOs

CommunicateCommunicatewith your agency finance staffwith your agency finance staff

NO STICKER SHOCK!!NO STICKER SHOCK!!

GETTING DECLARED AND GETTING DECLARED AND STARTING RECOVERYSTARTING RECOVERY

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

WHY TRACK THE COSTS?WHY TRACK THE COSTS?

Obtain Federal DeclarationObtain Federal Declaration

Timely ReimbursementTimely Reimbursement

REIMBURSEMENT and REIMBURSEMENT and RECOVERYRECOVERY

AGENCY ESTIMATES VITALAGENCY ESTIMATES VITAL

Used to obtain disaster declarationUsed to obtain disaster declaration Used to determine State’s potential financial Used to determine State’s potential financial

obligationsobligations Provides realistic “whole” picture of disasterProvides realistic “whole” picture of disaster Serves as backbone for agency’s Serves as backbone for agency’s

reimbursement requests reimbursement requests

REIMBURSEMENT and REIMBURSEMENT and RECOVERYRECOVERY

POST-EVENT PRELIMINARY DAMAGE POST-EVENT PRELIMINARY DAMAGE ASSESSMENTASSESSMENT

Federal---State---Local effortFederal---State---Local effort Estimation of State and Local government Estimation of State and Local government

costs for response and damagescosts for response and damages Continually updated Continually updated

FEMA Provides FinancialFEMA Provides Financial Assistance for Disaster Assistance for Disaster

RecoveryRecovery Authorized by Robert T. Stafford Act, Authorized by Robert T. Stafford Act,

Public Law 100-707, andPublic Law 100-707, and

Public Law 93-288, Disaster Relief Act of Public Law 93-288, Disaster Relief Act of 1974.1974.

REIMBURSEMENT AND REIMBURSEMENT AND RECOVERYRECOVERY

Cost ShareCost SharePublic AssistancePublic Assistance

Federal/State AgreementFederal/State Agreement

Generally:Generally: 75% – 25% Federal/State 75% – 25% Federal/State2004 Events:2004 Events: 90% – 10% Federal/State 90% – 10% Federal/State

Governor may prescribe policy relating to local Governor may prescribe policy relating to local matchmatch

Damage CategoriesDamage Categories

A - Debris A - Debris B - Emergency PreparationB - Emergency Preparation C - Roads and BridgesC - Roads and Bridges D - Dams and Earthen StructuresD - Dams and Earthen Structures E - BuildingsE - Buildings F - UtilitiesF - Utilities G - Misc. Infrastructure (Parks, etc.)G - Misc. Infrastructure (Parks, etc.)

FEMA DOES FEMA DOES NOTNOT COVER COVER Lost revenuesLost revenues Interest cost on loansInterest cost on loans Regular labor hours for debris removal Regular labor hours for debris removal

and emergency preparationand emergency preparation A portion of equipment purchased for A portion of equipment purchased for

emergency such as generatorsemergency such as generators Direct cost of administration of the grantsDirect cost of administration of the grants Local or State match portion of the grantsLocal or State match portion of the grants

OTHER FEDERAL DISASTER OTHER FEDERAL DISASTER PROGRAMSPROGRAMS

Individuals and HouseholdsIndividuals and Households

Crisis CounselingCrisis Counseling

Small Business AdministrationSmall Business Administration

Other Needs Assistance (25% state share)Other Needs Assistance (25% state share)

REIMBURSEMENTREIMBURSEMENT

Public Assistance applicants briefingPublic Assistance applicants briefing Request for Public AssistanceRequest for Public Assistance Subgrantee documentationSubgrantee documentation Project WorksheetProject Worksheet Public Assistance PacketPublic Assistance Packet Governor’s Authorized RepresentativeGovernor’s Authorized Representative Grants administration - Contract with Grants administration - Contract with

subgranteesubgrantee

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

REIMBURSEMENTREIMBURSEMENT

Processing of Applicant requests Processing of Applicant requests restructured. restructured.

Centered on development and Centered on development and release of web-based portalrelease of web-based portal

Allows applicants to log in and access Allows applicants to log in and access grant information, generate reports, grant information, generate reports, view documents, and make requests view documents, and make requests in ‘real time’.in ‘real time’.

www.FloridaPA.orgwww.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

SUMMARYSUMMARY

PERFORM YOUR ASSIGNED MISSIONSPERFORM YOUR ASSIGNED MISSIONS

INITIAL FINANCIAL RESPONSIBILITY IS INITIAL FINANCIAL RESPONSIBILITY IS YOURSYOURS

MAINTAIN GOOD COST RECORDS FROM MAINTAIN GOOD COST RECORDS FROM THE VERY BEGINNINGTHE VERY BEGINNING

APPROPRIATE OPTIONS WILL BE PURSUED APPROPRIATE OPTIONS WILL BE PURSUED FOR REIMBURSEMENT OF COSTSFOR REIMBURSEMENT OF COSTS

Questions?

Policy handouts in back of roomPolicy handouts in back of room

http://www.floridadisaster.org/http://www.floridadisaster.org/

http://www.floridapa.org/http://www.floridapa.org/

suzanne.adams@dca.state.fl.ussuzanne.adams@dca.state.fl.us