kentucky transportation cabinet october 2, 2012 presented by: kentucky emergency management

KENTUCKY TRANSPORTATION CABINETOctober 2, 2012

PRESENTED BY:

KENTUCKY EMERGENCY MANAGEMENTRECOVERY BRANCH

A Team of Teams – With One Mission:“Protecting Our Commonwealth”

KENTUCKY EMERGENCY MANAGEMENTStephanie Robey, Recovery Branch Manager

Jessica Mitchell, State Public Assistance Officer

Disaster Assistance

Recovery Mission:Ensure those who have been, or may be,

affected by disasters have access to the full range of federal and state assistance programs in a timely manner and that applicants receive a superior level of service in the delivery of all KYEM Recovery Programs.

Unbridled Pursuit of Excellence

“A Team of Teams – With One Mission: Protecting our Commonwealth”

Disaster Assistance

What’s the big deal?• 56 disaster declarations for KY since 1953• KY ranks 7th nationwide in disaster frequency• KY Ranks 12th nationwide in disaster damages• FEMA provides disaster assistance funding for:

State and Local Governments Governmental Entities (i.e. School Districts) Individuals and Households Private Nonprofits



Major Disaster Declarations by State1953-2011



Declaration Frequency

Kentucky Counties Affected by Disasters 2008 – Present11 Presidential Declarations

Purple: 7 Pink: 4 Lilac: 1 KY Population: 4.3 Million Red: 6 Yellow: 3 White: 0 Unaffected: 53,943Green: 5 Blue: 2



Recovery Branch currently oversees 20 Open disasters with:

• 57,000 Applicants• 72,000 Awards, Grants, Projects• $ 960 Million in Recovery, Mitigation, and

Individuals and Households Assistance

Disaster Impact

Disaster Declarations

KYTC is a critical partner in the disaster declaration process.

• Many counties would not be declared without the inclusion of KYTC damages.

• Declarations will be more difficult to obtain for future events.

• In the future, it will take longer for declarations to be made.



PUBLIC ASSISTANCE PROCESSDisaster

Event

Damage Assessments

Governor’sRequest

Declaration Applicant Briefing

Submissionof Request for Assistance

Kick-off Meeting

Project Formulation

ProjectReview

FEMA ProjectApproval

Project Funding Obligation

Work Performed - Documentation

Submitted to KYEM

Response

Bad Event Happens!!• Immediately begin tracking efforts taken to deal

with event• Prioritize response to first protect lives• Include emergency measures such as barricading

roadways, rerouting traffic, salting/brining routes, etc.

• Track all equipment usage• Ensure an operator can be tied to each piece of

equipment



Declaration Thresholds

For a disaster to be considered for a presidential declaration:

• New thresholds are established each October 1

• A county must meet its threshold Population X $ 3.45 = $ Threshold

• The state must meet its threshold 4,339,367 X $ 1.37 = $ 5,944,932.79



KYTC Assessments

Conduct Damage Assessments ASAP• Develop damage assessment policies and

procedures• Designate primary damage assessment

coordinator(s)• Identify and train assessment team members

before the event• Segregate state routes damages from FHWA

and probable NRCS sites• Include damaged facilities, equipment, etc.



KYTC Assessments

Conduct Damage Assessments ASAP• Report damages for each county to Frank Castle• Provide Frank updated numbers as additional

damages are identified• Counties are in need of your numbers to make

threshold• FEMA will not perform joint damage

assessments until it is apparent that damages are at, or above, threshold



Non-declaration Events

Not Enough Damages . . .• Monitor non-declaration events– Non-declaration events may increase

chances for future declarations and mitigation measures

– Have non-declaration data readily accessible

–Maintenance records may determine funding levels



Joint Damage Assessments

It’s not an Easter egg hunt!!• KYTC will join state, local, and FEMA staff to

verify damages• Make sure the right KYTC person participates• Map damage sites prior to JPDA• Show FEMA worst sites first• Insist that FEMA see all damages• Do not visit FHWA sites• Assert yourself regarding damage values – do not

let FEMA lowball the amounts or eligibilityUnbridled Pursuit of Excellence


Applicant Duties

Declaration – Now What ?• Applicant duties and responsibilities– Keep track of every expense– Photograph damaged sites before beginning work– Attend KYEM applicant briefing– Attend FEMA kickoff meeting– Identify all damages to FEMA – Assess every project for the potential of mitigation

measures– Assist FEMA in developing projects



Applicant Duties

• Applicant duties and responsibilities, cont.– Maintain a file for each project or project site– Carefully review all Project Worksheets– Write on PW any issues you might have– Alert Frank if a PW is incorrect– Review approved/obligated PWs – PWs may

change in the review/obligation process• Has the funding changed?• Has the scope of work changed?• Are there environmental or historical restrictions?



Applicant Duties

• Applicant duties and responsibilities, cont.– Complete projects in a timely manner– Complete projects according to scope of work– Changes to scope of work must have prior

approval – work issue through Frank– Photograph completed work– Request time extensions if needed– Notify Frank when projects are completed– Provide all supporting documentation for each

project



Project Worksheets

Projects are written according to type of work and category of work:

Type: Emergency WorkCategory A – Debris RemovalCategory B – Emergency Protective Measures

Type: Permanent WorkCategory C – Road SystemsCategory D – Water Control Facilities (Levees)Category E – Buildings and EquipmentCategory F – UtilitiesCategory G – Other (Parks and Recreation Facilities)



Project Worksheets

• Every portion of a PW is important so – before signing - you must ensure:– Location is correct – check the lat-long– Event description is complete– Damages are clearly defined– Dimensions are correct– Scope of work is appropriate, adequate– Cost estimates are reasonable – use known or

historical indicators (NOT RS Means)– Mitigation measures were considered



Project Worksheets

• Before you sign a problem project worksheet:

– Talk with FEMA and try to get changes made

– Write a disclaimer on the bottom of the PW which denotes the problem, then sign

– Call Frank Castle immediately – Frank will alert KYEM and KYEM will begin negotiations with FEMA



Debris Projects

• A FEMA-approved Debris Management Plan may result in an additional 5% in FEMA funding

• Estimate how much debris you will have – before FEMA starts writing the project

• Use contractors whenever possible – FEMA will pay more

• If KYTC performs work, only overtime hours are covered by FEMA (currently)

• If contractor is used, FEMA covers regular and overtime hours



When FEMA Goes Away

Have an ‘after action’ meeting– Involve all parties– Identify what went well– Identify what didn’t work– Adjust and plan accordingly for the ‘next’

time



FEMA Program Changes

Just When You Thought It Couldn’t Get More Complicated

In Future Disasters:– FEMA will write one PW per category, per applicant.– Each district will probably have one (1) PW written per

county for each category of work: debris, emergency measures, roads and bridges, buildings, etc.

– Each PW may include multiple sites.– This will require even more careful oversight of

documentation, scope of work, funding, etc.



Mitigation

Mitigating Against Future DamagesFEMA will increase PWs to fund cost effective

mitigation measures for damaged elements.– Assess each damaged site to determine if there

are additional measures that could be taken to lessen the potential of future damages.

– Request that the PW include mitigation.– Be prepared to discuss history of past damages

to the affected site or changes to location.– Notify Frank if FEMA says no.



FEMA Issues

This FEMA Guy is a Pain . . .

KYEM Recovery will do everything possible to remove a problem FEMA employee.

– Document the problems you are encountering: attitude, incompetency, etc.

– Notify Frank immediately.– Frank and KYEM will communicate with the

Federal Coordinating Officer at the Joint Field Office.



Reimbursements

• KYTC Reimbursements– FEMA funds for large projects will not be

disbursed to KYTC without documentation which supports expenses.

– Documentation includes:• Timesheets• Equipment Logs• Materials – Usage, Costs, Location Used



Reimbursements

• KYTC Reimbursements– Timesheets• Do NOT destroy timesheets associated with

disasters according to KYTC’s normal retention schedule• Disaster-related documentation must be kept for

three years AFTER notification from Frank that the disaster is closed – NOT three years after the disaster date.• Ensure employees are charging time to the

disaster and exact PW and PW siteUnbridled Pursuit of Excellence


Reimbursements

• KYTC Reimbursements– Equipment• FEMA will not reimburse for equipment

that does not have an operator that is traceable to a timesheet.• Only hours of actual operation are eligible

– unless equipment is used periodically throughout the day, like a chipper.



Reimbursements

• KYTC Reimbursements– Materials• Ensure material costs are documented

through invoices.• If materials are being delivered by supplier to

the work site, ask that the supplier’s invoice denote where the delivery was made.• If materials were taken from existing stock

provide FEMA with the replacement cost (if higher)



Reimbursements

• KYTC Reimbursements– Administrative Costs• Costs associated with working with FEMA to

assess a damaged site and compile a PW are reimbursable – track time and equipment• Costs incurred by district to compile

documentation for a PW is reimbursable – track time and equipment• Time spent to compile and submit

documentation• Don’t leave money on the table



Additional Training

• Applicant Agent Certification Course– Presented Quarterly–Weeklong – Provides In Depth Instruction on:• Planning for disaster events• FEMA disaster assistance program requirements• Ensuring eligibility of work and costs• Debris forecasting and monitoring• Final Inspection and closeouts• Next courses: October 8-12 and February 4 - 8



QUESTIONS ???



A Team of Teams – With One Mission:“Protecting Our Commonwealth”

kentucky transportation cabinet october 2, 2012 presented by: kentucky emergency management

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