preparing for fema public assistance · fema public assistance the program provides funding for...

Preparing for FEMA Public Assistance

Morris Rodrigue and Duetta Langevin

FEMA PUBLIC ASSISTANCEThe program provides funding for emergency assistance to save lives and protect property and assists with funding for permanently restoring community infrastructure affected by a federally declared incident.

• Project Categories

o FEMA processes public assistance (PA) grant funding according to the type of work theapplicant undertakes. Eligible work must be required as a result of the declared incident, belocated in the designated area, be the legal responsibility of the applicant, and beundertaken at a reasonable cost.

• Eligible work is classified into the following categories:

o Emergency Work

Category A: Debris removal

Category B: Emergency protective measures

EXAMPLES OF CLAIMED EXPENSES• Contracted Services

oSpecialized Service

• Emergency Supplies

oAny supplies ordered above the normal work supplies

• Equipment – Laptops, MiFi, PPE Equipment

• Overtime Related to the Emergency

oStaff working extra hours

KEY AREAS FOR CONSIDERATION• Facilities

• Fiscal

• Instruction

• IT

• Police & Campus Safety

• Student Services

KEY AREAS RESPONSIBILITIES

• Submit forms every Friday to Vivian Ruiz via email vruiz6@mtsac.edu

• Best Practice would be to complete These Forms Daily: 202 – Incident Objectives

213 RR – Resource Request Message

214 – Activity Log

ICS 202 – INCIDENT OBJECTIVES-”what” are we here to accomplish

• Objectives:o Clear concise statements of the objectives for managing the response

o List them in priority order

o Should follow the smart model Specific – Straight to the point

Measurable – How will achievements be measured?

Action Orientated – Is the action verb describe the expectation?

Realistic – Is it achievable given the current circumstance?

Time sensitive – What is the timeframe to be able to achieve the objective?

• Objectives will be for the operational period as well as for the duration of the incidento Start with what the overall objectives look like

List the objectives that it will take to accomplish that overall objective

ICS 213 RR – Record of “what”• Resources, Supplies, or Equipment Needed for the Emergency

ICS 214 ACTIVITY LOG-”who, where, and when”• Resources Assigned

o Name – individuals that are conducting the activity First and last name

o ICS Position – what position is the division this resource is assisting Fiscal Planning – Police & Campus Safety, Student Services, etc.

Operations- Instruction,

Logistics – Facilities, IT, and Marketing

o Home Agency Resources home agency – Your division like IT, Facilities, etc.

• Activity Log – pages of the book that tell the storyo Notable Activities

Track daily what your division is doing to assist in the Emergency Include task assignments, task completions, anything and everything you are dealing with and what if

anything is interrupting you completing the task

Use this section to track personal work assignments and you can even add a column indicating “Action Required”, “Delegated To”, “Status”, etc.

GOALS: It’s a Team Effort• Obtain reimbursement from FEMA via documentation

• This documentation will start now

• There will be a time for which we will be requesting these forms beginning with March 13, 2020, to the present date

• Assistance through your staff can be obtain

• Best practice is to submit documentation daily but weekly submissions will be accepted on Fridays to Vivian Ruiz in Administrative Services

• We will go through this togethero Weekly check-in if needed

o Independent training for staff if needed

Q & A

Morris Rodrigue, Vice President, Administrative Services

Phone Number: (909) 274-4230

Email: mrodrigue@mtsac.edu

Duetta Langevin, Director, Safety and Risk Management

Phone Number: (909) 274-5508

Email: dlangevin@mtsac.edu