handbook for hazard mitigation projects - floridadisaster.org · n leroy thompson, planning...

March 2001Florida Department of Community AffairsSteven M. Seibert, Secretary

Handbook for Hazard Mitigation ProjectsHandbook for Hazard Mitigation Projects

Handbook forHazard Mitigation Projects

Jeb Bush, Governor

Steven M. Seibert, SecretaryDepartment of Community Affairs

Pamela Davis Duncan, Chief of Staff

March 2001

Florida Department of Community AffairsBureau of Recovery & Mitigation2555 Shumard Oak BoulevardSadowski BuildingTallahassee, Florida 32399-0979

(850) 413-9884www.dca.state.fl.us/brm

Table of Contents

Handbook for Hazard Mitigation Projects (March 2001) i

Acknowledgments ....................................................................................viii

1. Introduction ....................................................................................1-1

1.1 Who Should Use This Handbook...................................................1-1

1.2 Overview and How to Use this Handbook.....................................1-2

1.2.1 Overview..............................................................................1-2

1.2.2 How to Use this Handbook.................................................1-3

1.3 Acronyms .........................................................................................1-5

1.4 Pre-Event Planning: Before the Next Disaster..............................1-6

1.5 The Department’s Role in Mitigation.............................................1-6

1.6 Hazard Mitigation Grant Program Overview.................................1-8

1.6.1 HMGP Funding...................................................................1-9

1.6.2 Eligible Applicants............................................................1-10

1.6.3 Minimum Project Eligibility.............................................1-11

1.7 HMGP Brochure............................................................................1-11

1.8 Flood Mitigation Assistance (FMA) Overview ...........................1-13

1.8.1 FMA Funding....................................................................1-13

1.8.2 Eligible Applicants............................................................1-14

1.8.3 Minimum Project Eligibility.............................................1-14

2. Pre-Disaster Planning ...................................................................2-1

2.1 Local Mitigation Strategy (LMS) ...................................................2-1

2.1.1 Actions to Take in Advance ...............................................2-2

2.1.2 Decisions to Make in Advance...........................................2-3

2.1.3 Flood Insurance on Public Buildings .................................2-3

2.1.4 Concepts Governing Equal Treatment Underthe Civil Rights Act.............................................................2-4

2.1.5 Document Existing Conditions ..........................................2-5

2.2 Coordinate with Public Assistance (Section 406)..........................2-6

2.3 Outreach and Public Support ..........................................................2-7

2.3.1 Fairness and Equal Access..................................................2-7

2.4 Partners .............................................................................................2-8

2.4.1 Your Project Team ..............................................................2-8

2.4.2 Non-Governmental Organizations .....................................2-9

ii Table of Contents

3. Post-Disaster Sequence of Events ...............................................3-1

3.1 Brief Your Elected Officials ...........................................................3-1

3.2 Preliminary Damage Assessments (PDA) .....................................3-1

3.3 Mitigation Assessment Reports (MAR).........................................3-2

3.4 Update Local Mitigation Strategy (LMS) Procedures ..................3-2

3.5 Substantial Damage Determinations ..............................................3-3

3.6 Options for Matching Funds: the Non-Federal Cost Share ........3-3

3.6.1 Defining the Local Match: Funds andIn-Kind Contributions ........................................................3-3

3.6.2 Other Federal Funds ...........................................................3-5

3.6.3 Using CDBG Flexibility.....................................................3-6

3.7 Flood Insurance: Increased Cost of Compliance (ICC)...............3-7

3.8 Community Assurances ..................................................................3-8

3.9 Typical HMGP Application Timeline............................................3-9

4. Overview of Project Types ...........................................................4-1

4.1 Floodproof a Public Building .........................................................4-3

4.2 Structural Flood Protection of Public Facility(Berm/Floodwall) ............................................................................4-4

4.3 Elevation-in-Place of Public Buildings ..........................................4-5

4.4 Relocation of Public Building.........................................................4-5

4.5 Reconstruction of Public Building .................................................4-6

4.6 Floodproofing Lift Stations ............................................................4-7

4.7 Drainage Improvements..................................................................4-8

4.8 Hurricane Retrofits of Public Buildings.........................................4-9

4.9 Other Project Types.......................................................................4-10

4.10 Considerations to Help Define the Project...................................4-12

4.10.1 Assessing Risk...................................................................4-12

4.10.2 Specific Measures for Different Floodplains ..................4-12

4.10.3 Defining the Project to Your Benefit ...............................4-14

4.10.4 Defining a Project in Phases ............................................4-15

4.10.5 Mitigation Options to Consider for Historic Sites ..........4-15

4.10.6 Coastal Barrier Resources Areas......................................4-17

Handbook for Hazard Mitigation Projects (March 2001) iii

5. Beginning the Process ...................................................................5-1

5.1 Purpose .............................................................................................5-1

5.2 Overview of the Key Steps .............................................................5-1

5.3 Project Management........................................................................5-2

5.3.1 Decision: Contracting for Services ...................................5-3

5.3.2 Overview of Paperwork Duties ..........................................5-4

5.3.3 Managing Multiple Sources of Funding............................5-6

6. Preparing the Application ............................................................6-1

6.1 Overview of the Application Process.............................................6-1

6.2 Project Eligibility.............................................................................6-2

6.3 The Joint Application ......................................................................6-3

6.3.1 History of Hazards/Damages in the Project Area .............6-4

6.3.2 Project Description..............................................................6-5

6.3.3 Project Location ..................................................................6-8

6.3.4 Budget/Costs .......................................................................6-8

6.3.5 Environmental Review......................................................6-10

6.3.6 Maintenance Agreement ...................................................6-10

6.3.7 Project Worksheets ...........................................................6-11

6.3.8 FEMA Form 90-49............................................................6-12

6.3.9 Application Completeness Checklist ...............................6-12

6.4 Flood Hazard Data & Information................................................6-12

6.4.1 Riverine Flood Zone (Numbered A Zone) ......................6-13

6.4.2 Riverine Flood Zone (Unnumbered A Zone) ..................6-14

6.4.3 Coastal Flood Hazard Area (V Zones andA Zones Subject to Storm Surge).....................................6-15

6.4.4 Unmapped Floodplain Area (B, C or X Zones) ..............6-15

6.4.5 Other Flood-Related Hazard Factors ...............................6-15

6.5 Wind Hazard Data .........................................................................6-16

6.6 Environmental Data & Information..............................................6-21

6.6.1 Overview of Environmental Review Responsibilities ....6-21

6.6.2 Applicant’s Responsibilities – All Projects .....................6-22

iv Table of Contents

6.6.3 Applicant’s Responsibilities – DrainageImprovement Projects.......................................................6-23

6.6.4 Compliance with Laws, Regulations, andExecutive Orders...............................................................6-24

6.6.5 Categorical Exclusions .....................................................6-26

6.6.6 Environmental Documentation ........................................6-27

6.6.7 Florida State Clearinghouse .............................................6-27

6.6.8 NEPA Requirement to Consider Alternatives.................6-29

6.6.9 NEPA Requirement for Public Notice.............................6-29

6.6.10 Low-Income and Minority Populations...........................6-30

6.6.11 Hazardous and Toxic Materials .......................................6-30

6.6.12 Historic Buildings: Issues & Resolution ........................6-31

6.6.13 Projects Started Before NEPA Review............................6-31

6.7 Project Benefits..............................................................................6-31

6.7.1 Quantitative Benefits ........................................................6-32

6.7.2 Qualitative Benefits ..........................................................6-34

6.8 Project Cost Data...........................................................................6-34

6.8.1 Allowable and Unallowable Costs – General .................6-35

6.8.2 Allowable and Unallowable Costs forRetrofit Projects ................................................................6-37

6.8.3 Allowable and Unallowable Costs forStructural Flood Control...................................................6-38

6.8.4 Allowable and Unallowable Costs forElevation-In-Place.............................................................6-38

6.8.5 Allowable and Unallowable Costs for Relocation..........6-40

6.8.6 Allowable and Unallowable CostsDrainage Improvements ...................................................6-40

6.9 Prepare the Project Budget............................................................6-40

6.9.1 Project Management Costs (In-House or Contracted)....6-41

6.9.2 Estimate Demolition Costs...............................................6-42

6.9.3 Estimate Environmental Remediation Costs...................6-42

6.10 Project Worksheets........................................................................6-43

6.11 Benefit:Cost Computations...........................................................6-43

Handbook for Hazard Mitigation Projects (March 2001) v

6.12 Other Considerations to Review as You Preparethe Application...............................................................................6-45

6.12.1 Period of Implementation .................................................6-46

6.12.2 Permits May be Required .................................................6-46

6.13 Estimate Project Management Costs............................................6-48

6.14 Public Notice..................................................................................6-49

6.15 Submitting the Application ...........................................................6-49

6.16 Excerpts from Sample Applications.............................................6-50

7. Application Review ........................................................................7-1

7.1 The Department’s Responsibilities.................................................7-2

7.2 Appeals .............................................................................................7-3

8. Preparing for Approval ................................................................8-1

8.1 Prepare to Contract ..........................................................................8-1

8.2 Obtain Permits..................................................................................8-2

9. Approval & Paperwork ................................................................9-1

9.1 The Department’s Role During Implementation ...........................9-1

9.2 The Subgrantee Agreement.............................................................9-1

9.3 Public Notice....................................................................................9-2

9.4 Subgrantee Administrative Costs ...................................................9-2

9.5 Record Keeping ...............................................................................9-4

9.5.1 Project Files .........................................................................9-4

9.5.2 Financial Records................................................................9-4

9.6 Reimbursement Requests................................................................9-5

9.6.1 Advance Payment ...............................................................9-5

9.6.2 Quarterly Reimbursement...................................................9-5

9.7 Reporting Requirements..................................................................9-6

vi Table of Contents

10. Closeout & Financial Matters ...................................................10-1

10.1 Overview........................................................................................10-1

10.2 Project Closeout ............................................................................10-1

10.3 Cost Overruns................................................................................10-2

10.4 Cost Underruns..............................................................................10-3

10.5 Recapture of Funds .......................................................................10-3

10.6 Single Audit Act ............................................................................10-3

List of Figures and Tables

Figure 1-1. Federal, State and Local PublicAssistance Costs (1989–1998)............................................1-2

Figure 1-2. Hazard Mitigation Grant Program Brochure ...................1-12

Figure 3-1. Typical Application Timeline(in months from disaster) ..................................................3-10

Figure 6-1. Locator Map for Mileposts on Florida’s Gulfand Atlantic Coasts (distances in nautical miles) ............6-17

Figure 6-2. Wind Speed Data: Coast ..................................................6-18

Figure 6-3. Wind Speed Data: 125 Miles Inland ...............................6-19

Figure 6-4. Wind-Borne Debris Region and Basic Wind Speed .......6-20

Table 6-1. HMGP/FMA Environmental Review: Informationand Documentation Needs by Project Type.....................6-23

Appendices

Appendix A. Resources

Statutory Authority ......................................................................A-1

Federal Regulations .....................................................................A-4

Bibliography & References.......................................................A-15

Definitions..................................................................................A-18

Appendix B. Agreement and Forms

Subgrantee Agreement ................................................................ B-1

Sample Public Notice................................................................. B-26

Letter Requesting Final Inspection & Close-Out..................... B-27

Handbook for Hazard Mitigation Projects (March 2001) vii

Project Completion Certificate ..................................................B-28

Subgrantee Checklist for Final Inspection & Close-Out .........B-29

State’s Project Close-Out Checklist ..........................................B-32

Appendix C. Joint Application

Joint Hazard Mitigation Grant Program/FMA Application ......C-1

Joint Hazard Mitigation Grant Program/FMA ApplicationCompleteness Checklist .............................................................C-23

FEMA Form 90-49 (FEMA Request for Public Assistance) ..C-29

Appendix D. Sample Project Types – Excerpts from Applications

Example Project 4.1 Floodproof Public Facility.......................D-1

Example Project 4.2 Structural Flood Protection ofPublic Facility...............................................................................D-4

Example Project 4.3 Elevation-in-Place of Public Building ....D-8

Example Project 4.4 Relocate Public Building .........................D-9

Example Project 4.5 Reconstruction of a Public Building .....D-13

Example Project 4.6 Floodproof a Lift Station .......................D-14

Example Project 4.7 Storm Drainage.......................................D-16

Example Project 4.8 Hurricane Protection of aPublic Building...........................................................................D-20

Acknowledgments

Handbook for Hazard Mitigation Projects (DRAFT 2000) viii

The Florida Department of Community Affairs, Bureau of Recovery andMitigation, contributing staff members include:n Joseph F. Myers, Director, Florida Division of Emergency

Managementn Shirley W. Collins, Chief, Bureau of Recovery and Mitigationn Eric Poole, Community Program Administrator, Florida Bureau of

Recovery and Mitigationn Leroy Thompson, Planning Manager, Mitigationn Kathleen Marshall, Planning Manager, Mitigationn Miles Anderson, Planning Manager, Mitigationn Fredericka Hamilton, Planner IV, Mitigationn Steve Juszczyk, Planner IV, Mitigationn Kimberly Davis, Environmental Specialist II, Mitigationn Phillip Worley, Environmental Specialist II, Mitigationn Karen Krejci, Staff Assistant

The Florida Department of Community Affairs, Bureau of Recovery andMitigation, would like to thank the following for their contributions tothis handbook:n Lawrence Frank, FEMA Region IVn Jonathan E. Smith, FEMA Region IV

This handbook was prepared with support from:n Rebecca Quinn, RCQuinn Consulting, Inc.n Linda Bernhardtn Michael Baker Jr., Inc.

1. Introduction

Chapter 1Introduction

Handbook for Hazard Mitigation Projects (March 2001) 1-1

1.1 Who Should Use This Handbook

This handbook is intended for local government personnel and otherswho need to:

n Learn about federal funds that may be available for hazard mitigationprojects;

n Plan mitigation projects, including involving the public;

n Assist with identification and development of county LocalMitigation Strategies;

n Define projects and prepare grant applications;

n Decide how best to manage the workload;

n Understand how and when property owners will be involved;

n Organize to implement a mitigation project;

n Oversee and manage the day-to-day activities; and

n Keep the paperwork and financial accounting straight.

The grant funding source discussed in this guidance is provided by theFederal Emergency Management Agency (FEMA) as part of a declarationof a major disaster. Authorized under the Robert T. Stafford DisasterRelief and Emergency Assistance Act (P.L. 93-288 as amended), it is theSection 404 Hazard Mitigation Grant Program (HMGP). Another sourceof funds available through FEMA’s National Flood Insurance Program isthe Flood Mitigation Assistance Program (FMA), although the primaryfocus for FMA is acquisition and elevation of homes.

This handbook addresses mitigation projects that protect existing publicbuildings and critical facilities, including floodproofing and wind retrofitsof existing public utility infrastructure. Projects may also be to mitigatefuture damage at facilities owned by eligible private non-profitorganizations, and Indian Tribes or authorized tribal organizations.

Disasters are costly for everyone. For major disasters between 1989 and1998, FEMA, the State, and local jurisdictions spent over $941 million,and this amount does not include costs to recover from smaller events.Figure 1-1 shows that Category B, Protective Measures, accounts for thegreatest expenditures, over one-third of all costs. Protective measures

1-2 Chapter 1: Introduction

include actions taken before, during and after a disaster to save lives,protect public health and safety, and to protect improved public andprivate property. Combined, over $313 million (33%) was for roads andbridges, public buildings, and public utilities. Mitigation measures formany of these public facilities may make good HMGP projects.

Figure 1-1. Federal, State and Local PublicAssistance Costs (1989–1998).

1.2 Overview and How to Use this Handbook1.2.1 Overview

A quick glance at the Table of Contents of this handbook may bedaunting, but keep in mind that you have lots of help. While many of thedetails and options that may come up as you begin to plan for andimplement your project are covered here, other questions will come up.Get the telephone number and email address of your assigned projectmanager at the Florida Department of Community Affairs (theDepartment). Keep it close at hand and don’t hesitate to get in touch.

$0 $50 $100 $150 $200 $250 $300 $350

A – Debris Removal

B – Protective Measures

C – Roads & Bridges

D – Water Control Facils

E – Public Buildings

F – Public Utilities

G – Other

Disaster Costs (1989–1999)


Check with the Florida Departmentof Community Affairs to find outwhen training sessions on variousaspects of the Hazard MitigationGrant Program are scheduled.Contact the Department at (850)413-9884.

1.2.2 How to Use this Handbook

For the most part, this handbook is organized to follow the typicalprocess, from planning your project, considering factors that affect bothdesign and implementation, preparing the application, implementing theproject, through to a brief section on closing out the books. However,given the variety of eligible projects, no two will be the same and mostprojects do not progress through the steps exactly as they are outlinedhere.

It is strongly recommended that everyone involved in hazard mitigationprojects read this entire handbook as early as possible in the process:

n Chapter 1, Introduction, gives you an overview and summarizestwo FEMA grant programs and the Department’s role in mitigation.As you begin to define your project, be sure to check back to thischapter to make sure that it meets the eligibility criteria.

n Chapter 2, Pre-Disaster Planning, is an overview of the planningwork that is best done in advance as part of the Local MitigationStrategy. Some key steps that you should take before the nextdisaster are described. Many projects are prompted by a disaster, butafter the storm is when things get hectic for everyone. Rather thanwait for the aftermath, it is a good idea to identify other organizationsthat may be able to support your goals.

n Chapter 3, Post-Disaster Sequence of Events, is the first place tolook when your community has experienced a damaging event.There are several things that you should do right away to helpsmooth the way for a mitigation project. Make sure you brief yourelected officials as soon as possible, especially if the LMS points to


projects other than acquisition or elevation of private homes.Another key step is to document damage as quickly as possible, withparticular attention to “substantial damage,” as defined in your localfloodplain management ordinance. This chapter includes a timelinefor the application process.

n Chapter 4, Overview of Project Types, should be read when you’reworking on the Local Mitigation Strategy, and again right after adisaster, to help identify effective projects. The more you understandabout the different project types and the many decisions that go intodefining them, the better off you will be. Some of these decisionswill influence how you set priorities.

n Chapter 5, Beginning the Process, adds to the planning workcovered in previous chapters, and sets up beginning the process. Atthis point you should have defined the project, so now you need tocover a few basic decisions before you work on the grant application.One important decision is how you will manage projectimplementation. Get a good feel for it before you get too far intofilling out the application, in part because the cost of hiring animplementation manager can be included as an allowable cost in theproject budget.

n Chapter 6, Preparing the Application, is very focused on helpingyou understand and complete the grant application. By the time youget to this chapter you should know the details of your project. Payparticular attention to Section 6.8, which defines allowable andunallowable costs. However, the most important sections coverestimating costs for the project budget. While there is a process torequest funds if you have a shortfall, there are no guarantees thatthere will be funds available to make up the difference.

n Chapter 7, Application Review, is a quick overview of theapplication review conducted by the Department. Florida is one ofonly a handful of states that have been recognized by FEMA as a“managing state.” As such, the Department has assumed significantresponsibilities for review and oversight. For you, this means fasterservice because many more decisions are made by the Department,rather than by FEMA.

n Chapter 8, Preparing for Approval, covers a number of things thatyou can do after the application is submitted to the Department. Atthis stage you can do a fair amount of work to get ready to contractfor services by refining scopes of work, deciding how to handle theprocurements, and applying for permits.


n Chapter 9, Approval & Paperwork, should be reviewed whilewaiting to hear the decision on the grant from the Department.Review the Subgrantee Agreement that you’ll execute with theDepartment. You may want to set up files and financial accounts assoon as you get a sense that approval is forthcoming.

n Chapter 10, Closeout & Financial Matters, is an overview of thecloseout, including the final inspections and the final paperwork.

n Appendix A Resources, is a collection of reference information:Section 404 of the Robert T. Stafford Disaster Relief and EmergencyAssistance Act, regulations, definitions, and citations for documentsthat are referenced, as well as others that may be of interest. Somedocuments are available on-line, and many can be ordered free ofcharge from FEMA. While use of acronyms is kept to a minimum, akey to the ones that are used is in Section 1.4.

n Appendix B Agreement & Forms, contains the standard SubgranteeAgreement that your community will execute with the Department, asample Public Notice, a sample letter to request final inspection andcloseout, the Project Completion Certificate, and the Department’sProject Closeout Checklist.

n Appendix C Joint Application, includes the Florida Joint HazardMitigation Grant Program & Flood Mitigation AssistanceApplication package and Completeness Checklist.

n Appendix D Sample Project Types – Excerpts from Applications,includes excerpts from sample applications to show the level of detailthat is expected, for each of project types described in Sections 4.1through 4.8.

1.3 Acronyms

B:C – Benefit:Cost analysisCDBG – Community Development Block Grant (HUD program)EDA – Economic Development AdministrationFEMA – Federal Emergency Management AgencyFMA – Flood Mitigation Assistance (FEMA program)HMGP – Hazard Mitigation Grant ProgramLMS – Local Mitigation StrategyNFIP – National Flood Insurance ProgramPA – Public Assistance (Stafford Act, Section 406)SFHA – Special Flood Hazard Area


The definitions for many of theterms used in this handbook are inAppendix A.

1.4 Pre-Event Planning: Before the NextDisaster

Interest in mitigation projects is most focused after a major event.However, there is quite a lot that can be done beforehand. Chapter 2briefly outlines planning aspects, including the Local Mitigation Strategy(LMS), which are important steps towards getting mitigation grants.

This handbook can be used to do advance work to speed things alongwhen funding becomes available. An important part of preparation is tounderstand the details, opportunities, and constraints of each possiblefunding source.

This handbook primarily addresses FEMA’s HMGP mitigation fundingprogram. If other federal funds such as Community Development BlockGrant (CDBG) funds might be used for the non-federal cost-share and forcertain costs that FEMA’s funds can’t cover, then your pre-flood planningshould include learning more about CDBG. Although the two sources areintended to work together, there are differences. Notably, CDBG requiresconsiderably more information about property owners so that eligibilitycan be determined.

1.5 The Department’s Role in Mitigation

Most mitigation funds that originate from federal agencies areadministered through Florida’s Department of Community Affairs,Division of Emergency Management. The Department’s Division ofHousing and Community Development and the Division of CommunityPlanning may be involved in coordination, planning, and funding, as arethe Florida Housing Finance Corporation, the Florida CoastalManagement Program, and the Communities Trust Program.


Designated by FEMA as aManaging State, Florida hasassumed significant responsibilityfor administration of FEMA’smitigation grant programs. Thisexpanded role facilitates andshortens the entire application andapproval process. The Departmentdetermines applicant and projecteligibility, develops documentationfor environmental considerations,and makes benefit-costdeterminations. Project summarysheets are provided to FEMA foroversight and final approval.

The State, through the Department of Community Affairs, is the“grantee.” This means the Department is responsible to FEMA for properadministration of the grant funds. Florida’s high level of capability wasrecognized by FEMA through its designation as a “managing state.”FEMA has determined that the State has the capability to perform astrong role in the review, approval, and oversight of mitigation projects.Communities benefit because the State has more direct decision-makingauthority.

The Department doesn’t just step back after sending out grant awardletters. Staff is always available to explain policies and criteria. TheDepartment does have some specific duties – it is expected to:

n Prepare and maintain a State Hazard Mitigation Plan that establishesState priorities and is the basis for identifying eligible projects andprioritizing the award of funding;

n Maintain the State Administrative Plan for Hazard Mitigation, whichdescribes procedures for administration of mitigation grant funds;


n Conduct post-disaster field inspections to help determine the cause ofdamage and to identify potential mitigation projects;

n Provide technical assistance to communities preparing grantapplications;

n Review grant applications for completeness and consistency;

n Work with applicants to turn anticipated project schedules preparedfor the application into implementation schedules;

n Monitor and evaluate progress. Most of the time the Department willdo this by reviewing your quarterly reports. Be sure to identifyproblems that may affect scheduling in the formal report, but do notwait that long to seek help;

n Monitor the financial status of the project, including review ofreimbursement requests and determination of eligibility of submittedcosts;

n Conduct on-site inspections of selected projects or properties.Although you have to certify satisfactory completion, the Departmentmay visit to check on progress; and

n Conduct closeouts of project files and/or financial records.

1.6 Hazard Mitigation Grant ProgramOverview

In light of the rising costs of natural disasters, FEMA’s Hazard MitigationGrant Program (HMGP) was authorized by Congress to fulfill fourobjectives:

n To prevent future losses of lives and damage to property due todisasters;

n To implement State or local mitigation plans;

n To enable mitigation measures to be implemented during immediaterecovery from a disaster; and

n To provide funding for previously identified mitigation measures thatbenefit the disaster area.


Appendix A includes text fromSection 404 of the Robert T.Stafford Disaster Relief Act, whichauthorizes the Hazard MitigationGrant Program.

1.6.1 HMGP Funding

HMGP funds become available only as a result of a Presidential disasterdeclaration. The amount of funding is computed as a percentage ofcertain other federal disaster assistance (emergency support, assistance torepair public infrastructure, and assistance provided to individuals andfamilies). These funds are set aside for the purpose of supporting Stateand local mitigation projects. After every disaster declaration thatincludes HMGP, the Department will contact affected communities andprovide the opportunity to participate.

The HMGP provides up to 75% of eligible costs of projects that meet allthe eligibility criteria. The non-federal share can be made up of severalfunding sources, including CDBG funds, local and/or State generalrevenue, and private non-profit funds. A portion may be covered bycertain in-kind or donated services.

Through its mitigation planning process the State establishes priorities formitigation funding. These priorities may be set or revised after everydisaster that yields HMGP funds. Local priorities should be set throughthe Local Mitigation Strategy. Check with the Department if localpriorities are not consistent with State priorities.

HMGP can fund projects to protect public or private property as long asthe projects are in compliance with the program’s guidelines and policies.Since the Midwest Floods of 1993, a great deal of attention has focusedon projects to acquire or elevate homes. Many communities considerprojects to protect public infrastructure in order to better serve all of their


residents. HMGP funds may not be used as a match, substitute orreplacement to fund projects that may be eligible under other federalprograms.

Since 1989, Florida has receivedover $123 million in HMGP funds,and more than 570 projects havebeen supported.

1.6.2 Eligible Applicants

There are three categories of eligible applicants:

n Government entities, including State agencies, general purpose localgovernments, and special districts;

n Private non-profit organizations that have an effective ruling letterfrom the IRS granting tax exemption status under Sec. 501(c), (d), or(e), or that are able to demonstrate they meet non-profit status underState law; and

n Indian Tribes or authorized tribal organizations.

To be eligible to apply formitigation funds, local governmentsmust participate in the NationalFlood Insurance Program if FEMAhas prepared a flood hazard mapshowing areas within whichdevelopment is regulated. Also,communities that are on probationor suspended from the NFIP maynot apply until they are reinstated.For questions about the NFIP,contact the Florida NFIP StateCoordinator’s office at(850) 413-9959.


1.6.3 Minimum Project Eligibility

Minimum eligibility standards are set forth in federal regulations (44 CFRPart 206 Subpart N) and the State’s mitigation plan. Activities may beeligible if they meet all of the following criteria:

n Conform with the State’s plan;

n Are supported by the Local Mitigation Strategy;

n Provide a beneficial impact on the disaster area;

n Conform with environmental regulations;

n Solve a problem either independently or as a functional part of asolution;

n Impact a local government that participates in the NFIP;

n Meet all applicable State and local codes and standards and does notcontribute to or encourage development in coastal high hazard areasor other vulnerable areas. Project applications must provide evidencethat such codes and standards are addressed and that permits havebeen or will be issued, as applicable;

n Demonstrate cost-effectiveness. Briefly stated, this concept meansthat the benefits of a project must outweigh the costs; and

n Consider a range of alternatives. Communities are required todetermine that a proposed project is the most practical, effective andenvironmentally sound alternative after considering a range ofoptions.

HMGP funds cannot be used for aproject that is already in progress,even if it would otherwise beeligible.

1.7 HMGP Brochure

The brochure shown in Figure 1-2 is available in two formats. You candownload it from the Department’s webpage, or call to request multiplecopies of the tri-fold, color brochure. It addresses these basic aspects:

n The Hazard Mitigation Grant Program.

n The State’s Goal.


Figure 1-2. Hazard Mitigation Grant Program Brochure.


n Eligible applicants.

n Eligible Mitigation Projects.

n Examples of Approved HMGP Projects.

n The Application Timeline.

n The Non-Federal Cost.

n Additional Resources.

1.8 Flood Mitigation Assistance (FMA)Overview

The Flood Mitigation Assistance Program (FMA) was authorized in 1994for the specific purpose of funding certain projects that are in the bestinterest of the National Flood Insurance Program (NFIP). It wasprompted by evidence that a small number of insured buildings accountfor a large percentage of the dollars paid out by the NFIP. In the longrun, if mitigation measures are focused on that subset of buildings, thenclaim payments will be reduced and the pressure to raise the rates may berelieved. Over 1.6 million buildings in Florida are insured by the NFIP,which means many people would save money if this result is realized.

FEMA’s priority for FMA funding isrepetitively flooded, insuredstructures. FMA and has been usedmostly to acquire or elevate homes.Check with the Department if yourmitigation project will help protectbuildings that are insured by theNFIP – it may be eligible underFMA.

1.8.1 FMA Funding

FMA funds are made available from amounts collected by the NFIPthrough the sales of flood insurance policies. Each year $20 million is setaside for FMA activities across the nation: planning grants, project


grants, and technical assistance grants. Of that, about $18.5 million istargeted for project grants, with particular focus on acquisition andelevation of insured residential structures. FMA funds are allocated tothe states based on a number of criteria established by FEMA, includingthe number of repetitive loss properties and number of insurance policies.

FMA provides up to 75% of eligible costs of projects that meet theeligibility criteria. No more than 12.5% may be from in-kindcontributions.

1.8.2 Eligible Applicants

Most applicants for FMA funds are communities, although otherauthorities that are specifically and formally designated by communitiesto develop and administer mitigation plans and projects may apply, suchas planning districts or water management districts. Communities must:

n Participate in the NFIP (communities on probation or suspendedfrom the NFIP are not eligible);

n Have an approved Flood Mitigation Plan (or Local MitigationStrategy with appropriate elements that satisfy FMA planningcriteria); and

n Have the ability to provide the non-federal cost share.

1.8.3 Minimum Project Eligibility

To be eligible for FMA funding, projects are to:

n Be technically feasible;

n Be cost-effective;

n Conform to applicable environmental regulations and State and localcodes and standards;

n Conform with the Local Mitigation Strategy, which must specificallyaddress continued compliance with the NFIP; and

n Be located in an eligible community.

While FEMA’s primary focus for FMA is on NFIP-insured buildings,projects may include uninsured buildings provided the entire projectmeets the minimum eligibility criteria. Specific project types include:


n Acquisition and demolition of buildings;

n Elevation-in-place of buildings;

n Relocation of buildings to non-floodplain locations;

n Other retrofit measures for non-residential structures, if protected upto the Base Flood Elevation;

n Minor, localized projects that protect insured structures; and

n Certain shoreline stabilization measures using native vegetation andsand fencing.

What comes next:§ Now that you know the background on mitigation funds

that may be available, you’re ready to revisit your LocalMitigation Strategy.

§ A very important next step is to get ready to move quicklyafter the next disaster. The rest of this handbook isintended to help.

2. Pre-Disaster Planning

Chapter 2Pre-Disaster Planning


What you need to know:§ If your community hasn’t been part of the Local

Mitigation Strategy development, contact theDepartment for technical assistance: (850) 413-9884.

§ This chapter is written to help you start on the work thatcan be done in advance of the next disaster.

2.1 Local Mitigation Strategy (LMS)

To foster development of countywide Local Mitigation Strategies, in1998 the Department of Community Affairs provided planning funds toeach county and city. The goal of this program is to encouragecommunities to protect residents and infrastructure by:

n Identifying areas that are most vulnerable to disasters; and

n Developing mitigation initiatives to reduce the damages associatedwith such disasters.

LMS resource materials can befound online by clicking on“publications” atwww.dca.state.fl.us/brm

The State of Florida has developed a number of tools to help identifyhazards and assess risks. Technical assistance is available from theDepartment using “The Arbiter of Storms,” (TAOS), a computer modelthat helps assess hurricane factors to yield estimates of flood depths, windspeeds, and debris quantities. The results are used along with data on thebuilt-environment to assess overall risk to communities.

Communities interested in applying for mitigation funds must have acompliant Local Mitigation Strategy, and the LMS must list anticipatedprojects in priority order. When funding becomes available, projectsmust be submitted in priority order or approval will be withheld.

2-2 Chapter 2: Pre-Disaster Planning

To be eligible for FMA grants, theLMS must specifically address:§ Repetitive flood losses; and§ Assurances for continued

compliance with the NFIP.

2.1.1 Actions to Take in Advance

While implementation of a mitigation project usually has to wait untilmoney becomes available, some mitigation actions can be taken rightaway. Some suggested actions that will lay the groundwork for definingprojects in the future, and that may substantially shorten the applicationphase include:

n Prepare a map showing all floodplain buildings, with specificnotation for those in the Floodway or V Zone. Using GeographicInformation Systems (GIS) is ideal, especially if the data are anoverlay of a detailed map or an aerial image. A number of federal orState agencies may have aerial imagery of your project area. Checkwith the U.S. Geological Survey (USGS) to see if a DigitalOrthophoto Quarter Quadrangle has been prepared.

n Research hazard history and past damages, including the costs ofemergency personnel involved in response and cleanup. Figure 1-1,based on data provided by FEMA, shows federal and non-federalcosts (accounting for 25%) for Public Assistance for disastersdeclared in Florida from 1989 to 1998. This exercise can help focusattention in areas where long-term losses have burdened localbudgets.

n Photograph buildings in flood hazard areas and highly vulnerablecoastal areas before the next event, in case damage is significant.You may need documentation of conditions prior to the damage.

n Prepare an estimated Benefit:Cost analysis of possible projects to geta feel for whether they will meet the cost-effective criteria of thegrant programs (see Section 6.11).

n Identify possible sources of funds to be used for the 25% match forFEMA funds and to help cover costs that may not be allowable underFEMA’s programs. Check the on-line searchable database called


Resource Identification Strategy (through www.dca.state.fl.us/brm),but also remember to contact state agencies that fund infrastructureprojects.

2.1.2 Decisions to Make in Advance

During the weeks and months right after a disaster is not the best time todo your planning. Solid and thoughtful planning takes time and ideallywill be done long before the next disaster. Similarly, after you get yourgrant award is not a good time to think through and establish policies,especially because some policies affect project costs. There areramifications to every decision – or to not having thought through themearly in the process. Some decisions will affect the cost of a project.

Refer to the sample Subgrantee Agreement (Appendix B) to understandthe commitments and assurances that you’ll be expected to provide as acondition of the funding.

Read this entire guide to get a better feel for what is involved in a typicalmitigation project. Some things that can be considered in advance, evenif you don’t know when a project might get underway, include:

n Selection of the project that will work best for your community andthe high risk target area (see Chapter 4);

n Phasing large projects and defining them to maximize funding (seeSection 4.10.4); and

n Possible sources of the non-federal matching funds (see Section 3.6).

2.1.3 Flood Insurance on Public Buildings

Federal laws governing disaster assistance are clear regarding publicbuildings that are located in a mapped special flood hazard areas asshown on Flood Insurance Rate Maps. If damaged by flood, but notinsured for flood damage, the amount of disaster assistance availablefrom FEMA will be reduced by the amount of insurance that should havebeen in place. Communities that have flood-prone buildings are,effectively, assuming a “deductible” of up to $1,000,000 (NFIP insurancecoverage for non-residential structures is available for $500,000 forstructure and $500,000 for contents).


There are other reasons to have NFIP flood insurance on public buildings:

n Many floods do not get declared as major disasters by the President.Flood insurance will pay whenever there is a qualifying flood event.However, public assistance is available only after declared disasters.Because not all floods get declared major disasters, flood insuranceprovided financial protection for floods of all magnitudes.

n If a building in a mapped floodplain sustains substantial damage dueto a flood, then the NFIP policy will pay an additional amounttoward the cost of bringing the building into compliance. Theadditional amount, called Increased Cost of Compliance, is set at nomore than $20,000 (as of late 2000). Insurance claim payments canbe used as part of the cost share of selected mitigation measuresfunded by HMGP and FMA. Note: “substantial damage”: is definedin your local floodplain management ordinance as damage by anycause for which the cost to completely repair it equals or exceeds50% of the market value of the building before the damage occurred.

2.1.4 Concepts Governing Equal TreatmentUnder the Civil Rights Act

Title VI of the 1964 Civil Rights Act and Sec. 308 of the Stafford Act setforth certain concepts and policies regarding how communities are totreat individuals. All recipients of federal assistance must comply.Because the State receives both HMGP and FMA funding from FEMA,the State also must comply as it administers mitigation programs andapproves grants. Communities that receive grants must comply as theyplan for and undertake projects.

The overarching purposes of policies regarding equal treatment are toprohibit discriminatory practices and to avoid conflicts of interest. Aspart of the application package, a community official will have to executean assurance statement to that effect. Then it will be the community’sresponsibility to ensure even-handedness during project implementation.

Over time, buildings in many flood-prone areas may have diminished invalue and may have become substandard housing. This is more likely tooccur in areas that flood frequently. Thus, some flood mitigationpractices may appear to target low income or minority populations who


live in these areas. Be sensitive to this when defining the project, andtake extra care to involve citizen representatives in the planning process.As long as you understand and apply the concepts governing equaltreatment you will be well-protected should a question of inequity arise.

While preparing the LMS and putting together the grant application,consider the following steps that you can take to help comply with TitleVI and Sec. 308:

n Invite citizen representatives to participate as you plan the project,and be sure to include those who live outside or near the project area;

n Prepare outreach materials in appropriate languages;

n Clearly define why selected areas are included in the project, usuallybased on frequency and severity of flooding; and

n Verify that local officials or members of boards who may benefitfrom a project have recused themselves from the decision-makingand oversight functions.

2.1.5 Document Existing Conditions

An important step in your Local Mitigation Strategy planning process isto document existing conditions. It is a good idea to record buildings thatcould be included in a project by photographing them from at least twosides. In part, this is valuable to have if the area could be severelydamaged to the point that it would be difficult to determine pre-damageconditions for the purpose of preparing market value appraisals. Do notkey the photographs only to addresses – mark locations on a map andgeo-code each building (latitude and longitude).

Keep in mind that severe or total damage may be caused by flood and/orhigh wind, or in extreme cases, post-flood fires have totally destroyedbuildings. Because insurance payments are considered in determiningeligible mitigation costs, good “sunny day” photographs will help sort outwhich coverage should pay for which parts of the damage.


2.2 Coordinate with Public Assistance(Section 406)

After a major disaster declaration is made, FEMA and the Statecoordinate recovery efforts, including administration of Public Assistanceunder Section 406 of the Robert T. Stafford Act Disaster Relief andEmergency Assistance Act. Section 406 funding is used to repairdamaged public buildings and infrastructure. It also helps pay for otheractivities related to recovery and responding to the emergency. Figure1-1 summarizes federal and non-federal public assistance expendituresassociated with major declared disasters from 1988 to 1998.

Significant mitigation measures can be covered as part of the disasterrecovery process funded under Section 406. If you evaluate at-risk publicfacilities in advance you will be reasonably well prepared to identify andfactor such measures into recovery. For many reasons, it is preferable toachieve mitigation in the immediate rebuild/repair phase rather than laterduring the HMGP process. Pre-identifying feasible mitigation measuresfor public facilities and infrastructure is an excellent action as part of yourLocal Mitigation Strategy.

Although the timing is tricky, in some instances HMGP and Section 406funds can be used to compliment, not duplicate, each other. The best wayto take advantage of this opportunity is to plan ahead. One example ofhow this can work is if a damaged facility is going to be relocated to aless hazard-prone site. An amount of Section 406 funds equivalent to thebasic cost to repair can be contributed to the project. However, eventhough the project involves “mitigation,” discretionary mitigation fundsunder Section 406 may not be added to the project. An application forSection 404 HMGP funds could be submitted to help pay for those costsof the project that result in mitigation. Obviously, the trick to making thiswork is to coordinate the various application and funding decisions in atimely manner.


2.3 Outreach and Public Support

Most mitigation projects are designed and implemented with publicparticipation, typically handled through the Local Mitigation Strategyprocess. Communicating with those affected can encourage supportwhile minimizing misinformation and rumors.

Some communities find it helpful to develop a plan of action for outreachefforts that will be taken. Throughout a project, from the initial step ofdeciding the details to project closeout, there are times that publicinvolvement may be beneficial. FEMA requires that public notices bepublished before an application is submitted, and again when a grant isawarded. In addition, you may consider the following outreach steps:

n Citizen involvement through the Local Mitigation Strategy.

n Appoint a Point of Contact so that people know who to call whenthey have questions.

n Develop materials such as handouts or Frequently Asked Questionsto explain the project and what citizens can expect.

n Develop a graphic showing a realistic timeline and use it in materialssent to citizens to mark progress.

n Prepare a simple monthly “newsletter” to send to affected citizens.

n Publish required public notices in the local paper.

n Inform and encourage the media to report on progress.

n Conduct public meetings, both those that are required as well asadditional meetings as the situation warrants.

2.3.1 Fairness and Equal Access

Federal grants must be administered in an equitable and impartial manner,without discrimination on the grounds of race, color, religion, nationality,sex, age, or economic status. Fairness and equal access must be ensured,especially during projects such as water and wastewater treatmentprojects that directly impact citizens. Keep good records of allcommunication with citizens. To encourage non-English speakingresidents to understand and participate, be sure to use translators.


2.4 Partners

Some communities undertake mitigation projects entirely with in-housestaff and financial resources. Others, after reviewing the entire process,determine that partners not only can help with implementation, but cansometimes contribute funding. While this may be an unusualcircumstance for most projects dealing with public buildings andinfrastructure, partners shouldn’t be ruled out without furtherconsideration.

2.4.1 Your Project Team

Most communities approach the mitigation projects addressed in thishandbook with a team from both the Emergency Management office andPublic Works/Engineering. Some of the projects are not that differentfrom projects that may have already been done: modifying an existingbuilding; building a new building; or designing and constructing drainageimprovements.

The first step is to assign a leader to develop the application package andbe the primary point-of-contact with the Department and FEMA. Thisdoesn’t mean this that person has to do all the work. Depending on howyour community is organized, perhaps that person is the coordinator andthe moving force to make sure things get done on time.

Communities considering large orcomplex construction projectsshould consider hiring outside help.The costs are allowable and can becovered by the grant. More abouthow this approach can help isoutlined in Section 5.3.

In terms of implementation, think through the work steps anticipated forthe mitigation project you’re considering and decide who in your agency– or in other agencies – is best suited to help, for example:


n The public works department typically handles procurement ofdesign and construction contracts.

n The building code office inspects private construction for codecompliance, and may be able to take on the job of constructioninspection.

2.4.2 Non-Governmental Organizations

Although unusual for projects involving public buildings orinfrastructure, there may be ways that a non-governmental organization isable to help. The degree to which they can help likely will depend ontheir mission and resources, both financial and people (staff, volunteers):

n A land trust may be willing to take title to land from which adamaged building or facility is removed. A homeowner’s associationor recreation organization may want to foster a streamside hiker-biker trail or a passive park and could fund part of the land purchasein return for ownership.

n A community organization may help retrofit a small facility such as acommunity center or health clinic.

What comes next:§ With your planning in place you’re better prepared to

act quickly after the next storm. Some important actionsare covered in Chapter 3.

§ Find out in advance if any buildings or facilities thatmay be targeted for mitigation are in the floodplain.

§ Substantial damage determinations, required by yourlocal floodplain management ordinance, can be veryimportant because of the requirement to bring them upto code during recovery and repairs.

3. Post-Disaster Sequence of Events

Chapter 3Post-Disaster Sequence of Events


What you need to know:§ Mitigation projects take longer than most people think

they should. Do your part by planning ahead andreading ahead in this handbook.

§ After a flood, careful administration of the localfloodplain management ordinance can make a bigdifference.

3.1 Brief Your Elected Officials

This section is located at the beginning of this chapter for a reason. In therush to respond to a disaster, you may find it difficult to get time toproperly brief elected officials about possible funding sources and projecttypes. Ever since FEMA began to focus on mitigation, and especiallywith the press surrounding successful buyouts of homes from floodplains,many more citizens are aware of buyout projects and you may bepressured to pursue such projects. Unless the Local Mitigation Strategyis in-place, your priorities identified in advance, and a project alreadywell-defined, it may be premature for local elected officials to make apublic “commitment” to a particular type of project.

3.2 Preliminary Damage Assessments (PDA)

Insurance companies always urge property owners to take photographs ofdamage before clean up begins. This is an important step to documentdamage, especially when a disaster affects public facilities that must bebrought back on-line immediately, before adjusters can arrive.

It is also important to take post-disaster photographs when buildingsclearly are substantially damaged, or if the degree of damage cannot bedetermined readily. Because of rules about code compliance and howthose costs are handled, it is much better to have plenty of documentationbefore repairs get started.

3-2 Chapter 3: Post-Disaster Sequence of Events

3.3 Mitigation Assessment Reports (MAR)

In addition to assessing damage right after a disaster, the Department alsocompletes a Mitigation Assessment Report for the disaster area. Thepurpose of the MAR is two-fold:

n The State, in cooperation with community representatives, looks todetermine why certain buildings and infrastructure were damagedwhile others were not. For a variety of reasons, flooding may occurin areas that are not mapped as floodplain.

n The MAR outlines the causes of damage and opportunities to reducefuture damage, and is used by communities to update their LocalMitigation Strategies.

The State will announce itspriorities for use of HMGP fundingafter each disaster that yields funds.To learn more, be sure to attend theapplicants’ briefings.

3.4 Update Local Mitigation Strategy (LMS)Procedures

Communities interested in applying for HMGP funds must have acompliant Local Mitigation Strategy (LMS). While annual updates areencouraged, you are required to reevaluate the LMS after each disaster.Damage data gathered for the Mitigation Assessment Report should beused to update the Hazard Identification and Vulnerability Assessmentsection of the LMS, which may highlight areas not previously known tobe susceptible to storm damage. This is a good opportunity to review thelist of mitigation initiatives to determine which projects will be submittedfor funding.

Keep in mind that the best projects are developed after considering arange of alternatives. You will have to identify alternatives that wereconsidered when you prepare the application, so be sure to documentthem in the LMS.


3.5 Substantial Damage Determinations

Communities that participate in the NFIP are required to makedeterminations as to whether damaged buildings that are located withinthe mapped Special Flood Hazard Area have been “substantiallydamaged.” A building is substantially damaged when the cost of repairsto restore the building to its pre-damage condition equals or exceeds 50%of the market value of the building before the damage occurred.

This step, which has been part of local floodplain managementregulations since the late 1970s, is required regardless of what causes thedamage, be it flood, wind, fire, or even a truck running into a building.The determination of substantial damage must be made regardless ofwhether the owner intends to repair immediately, or whether repairs willbe made over a long period of time.

Typically the local building official evaluates whether substantial damagehas been sustained. FEMA’s has developed software to facilitate thesedeterminations when residential buildings are damaged. For non-residential buildings, the software may be helpful but should not be usedto make definitive determinations. After widespread disasters, on-siteassistance may be provided by the Department or FEMA.

3.6 Options for Matching Funds: theNon-Federal Cost Share

The source (or sources) of the non-federal match is to be specified in thegrant application. The signed application is a certification that thematching funds are or will be available. HMGP requires non-federal costsharing of at least 25% of project costs, and no more than 12.5% can bein-kind contributions.

3.6.1 Defining the Local Match: Funds and In-Kind Contributions

Applications for FEMA’s mitigation grants have to identify the source(s)of the non-federal share of project costs, which can be partially fulfilledby in-kind contributions. Some federal funds “lose their federal identity”


and, if compatible with their authorized purposes, may be used as match.Matching funds may come from one or more of the following sources:

n Locally budgeted funds;

n Community Development Block Grant (CDBG) funds (entitlementand small cities), provided the project is consistent with yourcommunity’s CDBG Action Plan;

n Disaster-specific CDBG funds that may be made available by HUDor by specific Congressional action;

n State revolving water quality loan funds, for projects that also meetthe purposes of the program;

n Forever Florida Preservation 2000;

n Emergency Management Preparedness and Assistance (EMPA) TrustFunds;

n Loans from the U.S. Small Business Administration, which lose theirfederal identity once the loan is approved;

n The additional claim payment under the Increased Cost ofCompliance coverage that may be available to NFIP insuredbuildings that are damaged by flood (see Section 3.6).

n Other government program funds (check with the Department to seeif State funds may be made available);

n USDA/Rural Housing Service Community Facilities Loans (forcommunity facilities for public use in rural areas);

n USDA Water and Waste Disposal Grants (for water treatment andwaste disposal, including storm drainage, in rural areas or towns withfewer than 10,000);

n Matching funds from other organizations that are project participants(historic preservation organizations, neighborhood associations);

n Salary paid to staff to carry out specific project functions that areallowable costs. However, the time of staff who are federally-fundedcannot be used as part of this match; and

n Department of Commerce, Economic Development Administration(EDA) Infrastructure Construction Grant Program for projects thatsupport job retention and creation.


Check the Florida ResourceIdentification Strategy, a listing ofpossible sources online atwww.state.fl.us/fhcd/fnr/ris/index.htm

Although unusual for the types of projects covered by this handbook,third-party contributions may be counted as part of the non-federal costshare. Contributions may be made in a number of ways:

n Individuals and civic organizations may donate funds;

n Services to carry out specific functions that are allowable costs andthat are donated by others (civic organizations, fire company,professional or non-profit organizations); and

n Donated supplies, equipment, buildings, and land.

The most common problem withthird-party and in-kind contributionsis lack of documentation about howthe valuations were determined.

3.6.2 Other Federal Funds

Section 3.6.1 lists some federal funds that “lose federal identify” that maybe used to satisfy the non-federal match requirement. Other federal fundsmay be used to support a project, but do not reduce the non-federal sharebecause they retain their federal identity. Although not often used forHMGP projects, federal agencies that administer programs to supportflood hazard reduction initiatives include:

n Natural Resources Conservation Service (NRCS); and

n U.S. Army Corps of Engineers.

The U.S. Department of Agriculture has two programs designed to helprural areas and towns with fewer than 10,000 residents. Both may be


available in grants (which cannot be used to match HMGP) and loans(which can be the non-federal match):

n Rural Housing Service Community Facilities Loans and Grants (forcommunity facilities for public use in rural areas); and

n Water and Waste Grants and Loans (for water treatment and wastedisposal, including storm drainage, in rural areas or towns with fewerthan 10,000).

3.6.3 Using CDBG Flexibility

Community Development Block Grant (CDBG) funds are available tosupport activities that meet one of the three National Objectives criteriaestablished by HUD:

n Benefit low and moderate income persons;

n Prevent or eliminate slum and blight conditions; or

n Meet other community development needs having a particularlyurgency because existing conditions pose a serious and immediatethreat to the health and welfare of the community, and where otherfinancial resources are not available to meet such needs.

This handbook does not address allrequirements of the CDBG programadministered by the FloridaDepartment of Community Affairs,Division of Housing andCommunity Development. If CDBGfunds are used as part of the match,check with the Department or yourlocal community developmentagency for additional guidance.


If a mitigation project meets one of the three National Objectives criteria,then CDBG funds may be used as the non-federal match required byFEMA. CDBG funds may be used for:

n Up to 25% of the project cost-share;

n Most costs that FEMA deems are “unallowable” (see Section 6.8);and

n Payment of upgrades required to comply with the building code butthat are not eligible costs under HMGP.

3.7 Flood Insurance: Increased Cost ofCompliance (ICC)

NFIP flood insurance can be purchased to cover flood-prone publicbuildings. Even if your community is self-insured or covered by blanketcoverage, it may be cost effective to obtain an individual policy – indeed,there are consequences if a public building within the mapped floodplainis damaged and isn’t insured (see Section 2.1.3).

When a building in the mapped floodplain is covered by an NFIP floodinsurance policy, it may be eligible for a “mitigation insurance” claimpayment if the next flood causes substantial damage (see Section 3.5).This benefit is called Increased Cost of Compliance, and became part ofthe standard flood insurance policy in 1997.

When ICC is triggered by damage that prompts compliance with theordinance (called “substantial damage”), the owner is eligible to receiveup to $20,000 (as of 2000) in addition to the standard claim payment.The amount of the ICC claim payment depends on issuance of a localpermit and the cost of mitigation measures implemented. Measures thatcan be supported with the ICC claim payment include acquisition,elevation, relocation, or retrofit floodproofing.

A critical aspect of ICC is that funded activities must be completed soclaims can be settled within 2 years of filing. Given how long it can taketo apply and get mitigation grant funding approval, it is very importantthat you plan ahead.


Substantial damage can be causedby many hazards, but ICC istriggered only by a flood thatcauses +50% damage.

3.8 Community Assurances

If your grant is approved you’ll be required to execute a SubgranteeAgreement (Appendix B). This document is important early reading,preferable before you define your project and prepare the application.You should know and understand the many commitments you will beasked to make, including:

n Representing that your community or organization is fully qualifiedand capable of performing the project;

n That the applicant’s governing body has adopted by official act aresolution, motion or action authorizing execution of the Agreement;

n That within 30-days of execution you’ll submit a detailed scope ofwork and detailed line item budget;

n That, unless exceptional circumstances arise, the project will becompleted within 24 months;

n That records will be retained for at least 3 years, and perhaps as longas 5 years;

n That your community and all subcontractors and consultants willprovide access to all pertinent records;

n A variety of default, remedy and termination conditions;

n An agreement to conduct an audit, depending on the total amount offederal awards received in a fiscal year;

n That financial procedures will be maintained in accordance withgenerally accepted accounting principles;

n That the terms and conditions of the Agreement will be included inall subcontracts and agreements to perform the work;

n That available, adequate, and necessary hazard insurance will beobtained for the hazard prompting the disaster, if appropriate;

n All necessary permits will be obtained and compliance withconditions will be ensured;


n That adequate and competent engineering supervision will beprovided at the construction site; and

n That it will comply with a long list of federal laws, ranging fromworkplace safety, fair labor, civil rights, non-discrimination, anti-kickback requirements, the Hatch Act, accessibility, environmentassessments and remediation, air and water quality, endangeredspecies, and others.

3.9 Typical HMGP Application Timeline

Overall, FEMA and the Department are working to meet a programmaticgoal of obligating and awarding HMGP funds within 24 months of thedate of a major disaster declaration. To this end, Florida is a “ManagingState” and assumes a greater role and responsibility for reviewingapplications. Note that this goal is to get the funds awarded – it is not thedeadline for projects to be completed.

Although FEMA may grant 90-day extensions to certain deadlines, thetypical timeline for applying for HMGP funds is shown on the followingpage in Figure 3-1. This timeline shows key steps in elapsed time fromthe date of a disaster declaration, in months.

If you are applying for FMA funds,check with the Department to learnmore about the FMA fundingcalendar.

What comes next:§ The period right after a disaster is most likely when the

details of a project will be refined.§ For each project type there are pros and cons which need

to be considered before finalizing the project proposal.§ Chapter 4 covers some questions that may come up as

you define the project.


Disaster declared

Preliminary estimateof HMGP funding

Review summaries

Obligate funds

Assess damage

Coordinate withPublic Assistance

Hold applicant’sbriefing with LMSworking group

Provide technicalassistance

Coordinate finalbudget and schedule

Prepare SubgranteeAgreement

Review application

Prepare summaries

Submit to FEMA

Monitor progress(See Project Timeline)

Assess damage

Collect data

Define project

Prepare application

Hold Public Meeting

Confirm budget andschedule

Decide policies andmanagement options

Complete and submitapplication

Prepare to contractservices

Stay in touch withcitizens

Execute SubgranteeAgreement

Implementation(See Project Timeline)

Closeout depends onsize and complexity ofproject

FEMA State Flood Local

1

2

3

4

5

6

7

8

9

10

11

12

?

Figure 3-1. Typical Application Timeline(in months from disaster).

4. Overview of Project Types

Chapter 4Overview of Project Types


What you need to know:§ In order to weigh the pros and cons of different types of

mitigation projects you need to do a good assessment ofyour community’s hazards and know what is exposedand could be damaged.

§ Mitigation projects to retrofit existing buildings orfacilities require careful engineering assessments todemonstrate feasibility and cost effectiveness.

§ Federal grant funds should not substitute for goodplanning and construction practices for new projects.When an existing facility is retrofitted using grant funds,it is reasonable to expect that construction of similarfacilities in the future will meet the same protectionstandard.

§ After every disaster the Department will advise eligibleapplicants of the State’s priorities as established in itsimplementation strategies.

This chapter includes brief descriptions of eight types of mitigationprojects focused on reducing damage and losses associated with publicbuildings, facilities, and infrastructure. Such damage can impact wholeneighborhoods, large urban areas, or entire small towns. Damage towater treatment facilities not only inconveniences citizens, it can poseenvironmental and public health hazards. And if critical facilities such asfire stations or town halls are damaged, critical government services areimpaired.

When damaged public infrastructure is restored with federal disasterassistance, the costs are a burden to all taxpayers – and 25% is paid bycommunities. And when damage doesn’t rise to the level of a majorPresidential disaster declaration, the costs are borne entirely bycommunities.

4-2 Chapter 4: Overview of Project Types

The projects described in this Chapter are commonly seen in Florida andare consistent with the State’s priorities. In each case, the measure maybe applied to buildings other than public buildings, provided the applicantis eligible (see Section 1.7.2):

n Section 4.1: Floodproof a Public Building

n Section 4.2: Structural Flood Protection of Public Facility(Berm/Floodwall)

n Section 4.3: Elevation-in-Place of Public Building

n Section 4.4: Relocation of Public Building

n Section 4.5: Reconstruction of Public Building

n Section 4.6: Floodproofing Lift Stations

n Section 4.7: Drainage Improvements

n Section 4.8: Hurricane Retrofits of Public Buildings

Appendix D includes excerpts fromexample applications. Look at themall to get a feel for the level of detailthat is expected. Your applicationcan be reviewed more quickly if it iswell-organized and complete.

The HMGP program does not preclude other types of projects andSection 4.9 includes brief descriptions of others. Be sure to check withthe Department early in your planning process if you decide to pursue oneof these types.

Also keep in mind that any project must meet the minimum eligibilityrequirements (Section 1.7.3). FEMA has determined that the followingprojects are not eligible for HMGP funding:

n Retrofitting places of worship;

n Most projects that are already underway;


n Major structural flood control projects; and

n Maintenance of existing facilities or those built or modified withgrant funds.

4.1 Floodproof a Public Building

Public buildings that pre-date the adoption of a floodplain managementordinance may be built with enclosed areas below the predicted BaseFlood Elevation. If these buildings have basements (enclosed areas thatare below-grade on all sides), they may be particularly subject to damage.The contents of public buildings are also at risk – whether vital publicrecords, office computers and equipment, or other damageable materials.

Many public buildings are important for public safety and services, andpost-disaster functioning is an important goal that may drive the need toprovide protection against flooding. Projects for critical facilities shouldbe designed to provide protection against the 0.2-percent-annual chanceflood (500-year) plus freeboard.

The U.S. Army Corps of Engineerscoordinates the National FloodProofing Committee. Publicationsabout techniques and successes areavailable on-line:ww.usace.army.mil/inet/functions/ce/cecwp/nfpc.htm

Some types of buildings may be floodproofed by modification of theexisting structures. Modifications may include structural strengthening ofwalls, special doors and closures for other openings, and measures tohandle seepage. Because failure of floodproofing measures can causecatastrophic damage to a building, an evaluation by an experiencedstructural engineer is required before a decision is made to pursue aproject.


The NFIP’s regulatory requirements applicable to floodproofing arefound at 44 C.F.R. §60.3(c)(3) and (4) and require:

n That the structure be watertight with walls substantially impermeableto the passage of water and with structural components capable ofresisting hydrostatic and hydrodynamic loads and the effects ofbuoyancy;

n Structural designs, specifications and plans are to be developedand/or reviewed by a registered professional engineer or architectwho shall certify that the design and methods of construction are inaccordance with accepted standards of practice for meeting theapplicable NFIP requirements; and

n A record of the certification, including the height to which themeasures protect, shall be maintained by the community.

Use FEMA’s FloodproofingCertificate (FEMA Form 81-65) tocertify the design. Available onlineat www.fema.gov/nfip/ff81-65.pdf

4.2 Structural Flood Protection of PublicFacility (Berm/Floodwall)

For many reasons, some types of existing buildings do not lendthemselves to structural floodproofing. Perhaps the walls would requireextensive reconstruction in order to withstand hydrostatic pressures,buildings may have numerous openings (subgrade utility connections,doors and windows), or they may be used for purposes that make specialfloodproofed doors and other measures impractical. In these cases, orwhen several closely-grouped buildings are flood-prone, it may makesense to construct a berm, levee, or flood wall. Be sure to check withlocal permit authorities because berms and levees may need to besupported with additional hydraulic engineering analyses to assess theimpact on flood elevations.


Success Story: Escambia County’s Palafox Facilitysustained major flood damage during renovation. Due to thecomplexity of the site, the most effective solution wasdetermined to be a combination berm and retaining wall toprotect against future flooding.

4.3 Elevation-in-Place of Public Buildings

Although many public buildings are not good candidates for elevatingdue to size or construction type, this measure can be successful. Someflood-related risks will continue and access will be impaired during highwater. A structural evaluation is required to determine if a building canbe elevated, and an engineered foundation based on site conditions isrequired. All aspects of the elevated building must comply with thestandards of the National Flood Insurance Program and the building code.

Use FEMA’s Elevation Certificate(FEMA Form 81-31) to certify theelevation. Available online atwww.fema.gov/library/elvcert.pdf

If buildings have been inundated on several occasions, inundated for longperiods of time, or if floodwaters were contaminated, then there may besome potential health concerns. These should be evaluated before adecision is made to pursue elevation. Although costly in some cases,remediation may be a grant-eligible expense.

4.4 Relocation of Public Building

If a flood-prone building is structurally sound, and if a non-floodplain siteis located within reasonable distance, a building may be physicallymoved. Vacated sites are to be retained as public open space. Possiblehealth concerns associated with buildings that have been inundated


should prompt a careful inspection before a decision is made to relocate.Remediation clean-up may be a grant-eligible expense.

Success Story: A non-residential building acquired as part ofa very large floodplain clearance project was physicallyrelocated out of the flood hazard area and re-used as aneighborhood community center.

4.5 Reconstruction of Public Building

Sometimes a building is significantly damaged or destroyed and must bereconstructed. In these cases, the project may be eligible for Section 406Public Assistance (see Section 2.2). Public Assistance requires thatreconstruction occur in full compliance with existing building codes, thusHMGP funding may not be required to make the building resistant tofuture hazards. In some cases, HMGP funds may be used to augment PAfunds to achieve and even higher level of resistance, which may beimportant for critical facilities.

Even though a building isn’t significantly damaged or destroyed, theremay be occasions when a community chooses to reconstruct rather thanattempt retrofitting. For example, a building that is subject to repetitiveflooding and unlikely ever to sustain substantial damage may be a goodcandidate. There are two approaches to reconstruction:

n Reconstruct on the same site and footprint; or

n Reconstruct on a different site (and demolish the existing building).

Check with the Department well in advance of proposing a reconstructionprojects. Two examples of this type of project include:

n An aging water treatment facility that not only is in need of majorwork to meet current water quality standards, but also goes off-lineregularly due to high water. Combining several sources of funding(including HMGP) may make it feasible to build a new facility at asafer location and to demolish the old one, retaining the vacated landas open space.


n A vehicle maintenance shop located in the floodplain that isscheduled for environmental cleanup. To minimize both physicaldamage and environment damage, reconstructing the shop on a moreconvenient site out of the floodplain may make sense. HMGP fundscannot be used to pay for the cleanup of the original site, but cansupport some other costs of a project of this type.

Success Story: After discovering that a small office andmaintenance building in a State wildlife management areahad a record of repetitive damage due to deep water, theState of Maryland quickly gained FEMA approval todemolish and rebuild outside of the mapped flood hazardarea. Not only are future damages eliminated, but additionalState funds were used to expand space that would not havebeen possible at the riverside location.

4.6 Floodproofing Lift Stations

Lift stations typically are small structures that house mechanical pumpsand associated electric equipment in order to collect wastewater (sewage).Wastewater drains from buildings to the stations, which then pump itfurther into the sewage collection system.

Older lift stations may be subject to flooding, causing a number ofadverse impacts:

n Floodwaters may impair function, causing raw sewage to overflow;

n Properties connected to the lift station may experience backups,spilling untreated wastewater into their homes or businesses;

n Electrical equipment within the lift station may need to be replacedor require cleaning before it is returned to full service; and

n Depending on water depths and the type of construction, floodingmay also cause physical damage to the structure that houses theequipment.

Especially if subject to flooding that causes frequent or prolongedoutages, elevating interior elements, raising transformers, and/or


modifying the structure itself may be cost-effective ways to maintainservice. In some cases, an alternate approach may involve installation of“quick connects” to facilitate deployment of emergency generators.

Success Story: In the Town of Mary Esther, floodwatersdamaged a lift station pump and controls, which led tosewage backup in homes, and water contaminationthroughout the neighborhood, and environmental damage toSanta Rosa Sound. Retrofitting the wet well, installing newsubmersible pumps, and raising the electric panel andcontrols above the flood levels will minimize frequent damagein the future.

4.7 Drainage Improvements

It has long been standard civil engineering practice to design most localdrainage (curbs, storm drain inlets, drainage ditches, detention ponds,etc.) to handle the runoff from the 25-year storm. This standard issatisfactory in most cases, although a number of older areas mayexperience inadequate drainage that adversely impacts buildings. Poordrainage often can be traced to increased development that causes morerunoff from the land. Existing drainage components may need to bereplaced with larger sizes, or parallel components may relieve surfaceflooding.

Typical local drainage problems should first be considered a localresponsibility. Scarce federal funds that are intended to reduce theimpacts of disasters should not be considered a ready source of funding tosolve all local drainage problems. It may be appropriate if a project isshown to be cost effective at reducing frequent damage to buildings orcritical infrastructure, even if more severe flooding will still causeproblems.


Success Story: Floridatown’s drainage improvement projectis designed to provide protection for floods up to the 25-yearflood. It will also reduce health risks associated with failingseptic systems and avoids frequent damage to roads, parkinglots, and drainageways.

4.8 Hurricane Retrofits of Public Buildings

Florida was a pioneer in using HMGP funds to retrofit public buildingswith storm shutters and other hardening measures to minimize hurricanedamage. Evaluations of post-disaster damage indicated that failure ofopenings was the single most significant factor leading to major damage.For some time the building code has required hurricane shutters oncritical facilities, which are also to be designed to meet a higher windstandard than most other structures.

However, older critical facilities may lack adequate protection and thusmay not provide adequate functioning after a major storm. A detailedstructural assessment of a building must be undertaken in order to identifyappropriate retrofits. The assessment should evaluate the overallstructural integrity, including the full load path from the roof to thefoundation.

HMGP funds have been used to install shutters on fire stations, hospitalsand health centers, emergency operations centers, schools, and officebuildings that are key to for routine daily functioning. Projects haveincluded roof retrofits and roof replacements, as well as strengtheningfoundation anchors. Other critical elements have been hardened to resistdamage under severe events, such as antennas on fire, police, oremergency operations centers.


Success Story: Panama City’s City Hall houses criticalfunctions, ranging from daily operations and administration,storage of vital records, and the mainframe computer centerfor all City offices. Deployable in minutes, hurricane shutterswill not only reduce damage from hurricanes but will alsomake it easier for the City to resume recovery operations.

4.9 Other Project Types

FEMA’s Hazard Mitigation Grant Program specifically charges the Statewith establishing priorities for mitigation projects. While the projectsdescribed above are consistent with the State’s priorities as of 2000, othertypes of projects can be approved. Approval is contingent on meeting allthe necessary eligibility criteria and whether the project addresses acompelling local priority that has been identified through the LocalMitigation Strategy.

The following types of projects have been approved by FEMA, althoughnot all have been undertaken in Florida:

n Phase I Study; Phase II Implementation. Congress created HMGPwith a clear objective – reduce future damage. By themselves,studies do not reduce damage. However, a study that leads toimplementation of mitigation project may be eligible for a grant if theapplicant commits to implementation of projects that are reasonable,feasible and cost-effective. It is important to understand thatapproval of a grant for a Phase I Study does not guarantee fundingfor the Phase II Implementation. An example of a Phase I Studywould be a structural engineering evaluation of critical publicfacilities to determine if the potential for damage is sufficient towarrant retrofit and to outline feasible retrofit measures. Retrofitsmust address wind and/or flood damage.

n Retrofit Historic Structures. While historic structures typically arenot considered to be “critical” public facilities, their preservationmay still be a high priority. FEMA and the U.S. Department of theInterior have developed materials to help evaluate measures thatreduce future damage while preserving historical integrity.


n Minor Modifications to Existing Flood Control Measures. Someexisting flood control measures (such as berms, levees, andfloodwalls) may not provide protection to current standards.Provided the lack of protection is not due to failure to properlymaintain or operate the measure, HMGP funds may be used tosupport minor modifications and upgrades to provide protection to atleast the 100-year level (including freeboard) as required by NFIPregulations. In recent years FEMA has focused on non-structuralmeasures; however others may be eligible if well-documented andother alternatives are not feasible. Because structural flood controlcan encourage development that is high risk (should the measure faildue to a flood that exceeds the designed protection level), theseprojects will be subject to careful scrutiny.

n Upgrade Sewage Lagoon. Sewage lagoons built before floodplainmaps were prepared may be undersized to provide protection to the100-year Base Flood Elevation, plus freeboard. In addition towashing contents into floodwaters, if overtopped, the embankmentsthemselves could be damaged, thus hampering restart of thetreatment facility.

n Wet Floodproofing Certain Public Buildings. Some buildings thatwere built before the floodplain maps were prepared may lendthemselves to a damage reduction measures called “wetfloodproofing.” This technique, which cannot be used for newbuildings, involves retrofitting the building to allow risingfloodwaters to enter it to prevent structural collapse of the walls.Because contents are subject to damage, wet floodproofing isapplicable only to non-critical facilities such as some park buildingsor maintenance sheds.

n Upgrade Undersized Road Crossings. Careful engineering andenvironmental analyses of the effects of changing a bridge or culvertare required to demonstrate that upgrades reduce exposure to flooddamage and, at the same time, do not increase downstream flooding.Many undersized bridges and culverts create “backwater,” whichponds on the upstream side. In addition to endangering theembankment and increasing the risk of failure or erosion, the pondingmay flood buildings.

n Structural Wind Retrofit of Critical Facilities. The nature of awind retrofit project depends on the use of the facility and the type ofconstruction. Current building code standards may not fully accountfor the effect of high winds on facilities that must remain operational


under more adverse wind conditions. Wind retrofits have includedstructural reinforcement of walls and roofs, and hardening of criticalantenna equipment.

n Protection of Water Supply Wells and Mains. New water supplywells proposed to be located in flood hazard areas should beprotected against infiltration of floodwaters. Older wells that aresubject to flooding may be protected by constructing earthen bermsor by raising well walls at least to the 500-year flood level. Newwater supply mains that cross under waterways are not subject tospecific regulatory standards. Older mains that have becomeexposed due to erosion may be replaced or otherwise protected.

n Sewage Collection System Protection. Installation of watertightmanhole covers on municipal sewer system may be a cost effectiveway to prevent inflow of floodwater and sand which can impairservice and may be costly to clean up.

4.10 Considerations to Help Define theProject

4.10.1 Assessing Risk

Through your Local Mitigation Strategy you should have already lookedat your community’s exposure to various natural hazards. You may havedone this with assistance from the Department’s risk assessment tool, TheArbiter of Storms (TAOS). Data about past events, as well as thelikelihood of future events, combined with data about the builtenvironment (buildings, facilities, infrastructure) yield estimates of risk.

The risk assessment is used to help identify where mitigation measureswill have the greatest impacts. However, in order to develop the datarequired for your grant application, you may need to do some additionalresearch.

4.10.2 Specific Measures for Different Floodplains

There are several types of floodplains, with different physicalcharacteristics. Some of these characteristics are shown on the NFIPFlood Insurance Rate Map (FIRM) or Floodway map, but some are not.


Some characteristics add to damage potential, some pose increasedthreats to evacuation and safety:

n Riverine flood hazard areas where velocities are high (typicallyFloodways):

− That may endanger people;

− That carry debris that can cause additional physical damageupon impact with structures, bridges, and culverts; and

− That exert additional forces on foundations.

n Riverine (Inland) flood hazard areas (A Zones):

− In the fringe (outside of the Floodway);

− Where buildings and infrastructure are flooded frequently;

− Where floodwaters rise and stay high for days or even weeks;

− Subject to erosion; and

− Subject to significant debris which can damage buildings andclog bridges and culverts.

n Coastal flood hazard areas subject to high velocity wave action(V Zone):

− With significant wave action (waves greater than 3 feet);

− Subject to erosion;

− With significant overwash of sand; and

− Where structures and infrastructure are flooded frequently.

n Coastal A Zones, located just inland of the V Zone where waves arestill a factor although predicted to be less than 3 feet:

− Subject to erosion;

− With significant overwash of sand; and

− Where buildings and infrastructure are flooded frequently

When you are deciding which mitigation measure to apply in specificareas, you should check the FIRMs and other sources to understand thenature of the flood hazard. Sources may include your public worksdepartment, the local floodplain management agency, the localemergency management agency, State agencies (Community Affairs,Transportation), the U.S. Army Corps of Engineers, and the NaturalResources Conservation Service.


The specific mitigation measure selected should take into considerationsome of the physical characteristics of the area, for example:

n Where velocities are high, solid foundations (even with floodopenings) will have to be designed to withstand higher loads.

n Where velocities are high, earthen fill or berms may be subject toerosion and become unstable.

n High velocities pose greater threats during evacuation.

n Long duration flooding complicates sewage service if the system isimpaired.

n Sand overwash can impair storm drain and “leaky” wastewatercollection systems.

Retrofit floodproofing and othermeasures to provide floodprotection must be designed tocomply with the NFIP, localfloodplain management regulations,and the building code.

4.10.3 Defining the Project to Your Benefit

About three months after a disaster declaration, the Department willnotify eligible communities of their funding allocations for HMGP.Whether the funding is used entirely for one project or split betweenprojects is up to the Local Mitigation Strategy workgroup. Approval offunding will be withheld unless each project’s priority is specified, as setforth in the LMS.

For a specific project, the amount of funding that is requested in the grantapplication determines the amount likely to be provided. You certainlywon’t get more than you request, and it’s possible to get less if funds arelimited. This means that the better you can detail the project costs, thebetter off you will be. An incomplete or underestimated cost estimatemeans you may have to seek additional funds – and that might not beeasy.


One of FEMA’s decision factors isthe ratio of Benefits to Costs.FEMA approves projects when thatratio is greater than 1, or if theratio is “close” to 1 and there areother intangible benefits.Therefore, while it’s important toinclude realistic estimates of all thecosts, it is just as important to coverall the benefits (see Section 6.7).

4.10.4 Defining a Project in Phases

According to FEMA’s HMGP guidelines, you and the Department definethe project. This means you can define a project that maximizes yourneeds, and for a large project, this may mean phasing it. However,FEMA is understandably reluctant to approve funding for a partial projectunless there is a commitment to complete the entire work. There may besome reasonable approaches to phasing a project to match availablefunding:

n Storm shutter retrofits on selected buildings that are identified inpriority order in the LMS;

n Selective lift station retrofits starting with high priority areas first,but targeting other areas for future upgrades; or

n Floodproofing a critical facility, while postponing wind retrofits fora later date.

4.10.5 Mitigation Options to Consider for HistoricSites

With careful planning, mitigation projects may include structures that arelisted on the national or State register of historic places, such asmuseums, historic public buildings, and old but significant bridges orother structures.


Simply being listed does not mean “hands off.” Indeed, in some cases itmakes sense to protect valuable historic and cultural resources fromfuture damage. The approach you take will depend on several factors,including negotiations with FEMA and the State Historic PreservationOfficer, but may include:

n Minor Flood Resistance Measures. Especially in areas wherebuildings are unlikely to sustain significant structural damage, minormeasures may be effective. Such measures include using water-resistant materials, relocating utilities and elevating equipment, andredesigning first floor spaces to minimize exposure of valuablecontents.

n Major Floodproofing. Although major floodproofing measuressuch as wall strengthening and special closures may alter a building,an assessment may suggest that alterations are preferred over certainfuture damage, especially in areas where substantial damage can beanticipated due to the nature of the flooding characteristics.

n Wind Retrofits. Historic structures have been successfullyretrofitted to strengthen resistance to wind damage. Measures mayinclude addition of hurricane clips, quick-install storm shutters, andothers.

Even if not individually listed ashistorically significant, buildingsthat are 50 years old or older mustbe reviewed by the State HistoricPreservation Officer.

Even sites without structures may be historically significant or containarcheological artifacts. Any project that involves ground-disturbingactivity may be subject to additional review, including but not limited toactivities such as subsurface disturbance, removal of trees, excavation forfootings/foundations, and installation of utilities (unless replacingexisting utilities in the same locations). FEMA will request the opinionof the State Historic Preservation Office as to whether such activities may


affect archeological properties. Any feasible steps to avoid or minimizethe effects will be recommended, and may include recorded excavation.

4.10.6 Coastal Barrier Resources Areas

Areas designated by Congress as Coastal Barrier Resources Areas(CoBRA) may have some restrictions or additional conditions withrespect to use of federal grant funds. Check with the Department early inyour planning process if structures in CoBRA areas will be among thoseyou consider for a mitigation project.

What comes next:§ Now that you’ve defined your project, you need to think

about a number of things before you do the paperworkto apply for the grant.

§ Don’t wait until the grant is awarded to decide how youwill manage the project. Management responsibilitiesand options are covered in Chapter 5.

§ You will have to identify the source of the non-federalcost share, so now is the time to consider options to pinthat down.

5. Beginning the Process

Chapter 5 Beginning the Process


What you need to know:§ This is a good time to review project management

responsibilities and decide how your project willproceed because it will affect the project budget.

5.1 Purpose

Approximately 90 days after a disaster is declared the Department willnotify communities of the availability of HMGP funds. The actualamount of funds available to your county and the municipalities within itwill be estimated at this time. The final amount will be locked in between6 and 12 months after the declaration.

The Department’s notification ofHMGP funding availability willalso let you know when applicant’sbriefings will be held with the LocalMitigation Strategy Work Group.

5.2 Overview of the Key Steps

Your project’s key steps and its timeline will vary depending on theproject type. Most of the project types covered in this handbook aresimilar to typical public works projects, so you should be able to assessyour community’s capabilities and define your project managementapproach early in the application process.

An important step is to chart the key steps. This will not only help youestimate costs but will be useful when you develop the project milestones(estimated project schedule) required in the application. The followingare covered in this handbook:

5-2 Chapter 5: Beginning the Process

n Chapter 5 Beginning the Process

Review project management responsibilities

Appoint a Project Manager

Determine outside contacting needs

n Chapter 6 Preparing the Application

Verify project eligibility

Review the Joint Application

Collect flood hazard, wind hazard, environmental, and cost andbenefit data

Estimate project budget

Prepare and submit the grant application

n Chapter 7 Application Review

Understand the Department’s responsibilities

Respond to requests for additional information

n Chapter 8 Preparing for Approval

Develop scopes of work and prepare to contract

Obtain permits

n Chapter 9 Approval & Paperwork

Receive notice of grant award and funding obligation letter

Place a public notice of the award in the local newspaper

Set up financial management accounts and reporting processes

Execute Subgrantee Agreement

Procure contracts

n Chapter 11 Closeout & Financial Matters

Overruns and Underruns

Recapture of funds

Closeout verifications

5.3 Project Management

Your Project Manager will have some general responsibilities that arecommon to every project undertaken with grant funds. The personassigned to oversee the project needs to factor the following into the workplan:


n Develop the data and compile the grant application;

n Respond to requests from the Department and/or FEMA;

n Keep good records and submit reports in a timely manner;

n Be responsive to the public and the media;

n Oversee the day-to-day tasks and report delays or complications;

n Manage construction contracts, including construction inspection;

n Keep in touch with the Department’s assigned staff; and

n Keep the project moving forward.

Depending on the nature and size of your project, the Departmentrecommends that you appoint one person as the overall Project Manager.For large or complicated projects, or if you have multiple active projects,you may decide to hire a contract employee or contract with a consultantto handle the technical aspects and day-to-day work. You may decidethat existing staff can handle overall management, but that you need aspecialist to handle a highly technical tasks such as constructioninspection of a major floodproofing project.

The Project Manager should readthis entire manual to get an overallsense of implementation. Checkwith the Department for scheduledworkshops and be sure to call anytime you have questions.

5.3.1 Decision: Contracting for Services

Larger communities may have in-house capabilities to perform all thenecessary tasks associated with their mitigation projects. If you decide tocontract certain services, including implementation management, youmay want to do so early in the process because the costs are reimbursableas project costs (not administrative costs, see Section 9.4).


The menu of tasks that could be assigned to a consultant, depending uponwhen in the process the services are procured, includes:

n Support planning and project development;

n Advise on policy issues and implications;

n Conduct public meetings;

n Procure and oversee construction contracts;

n Inspect and monitor progress;

n Maintain project files; and

n Provide progress reports.

Costs incurred before award shouldnot be included in the estimatedbudget. If the grant is approved,those costs may be counted towardsthe non-federal match. Check withthe Department for a clear ruling.

5.3.2 Overview of Paperwork Duties

Your community accepts certain responsibilities when it decides to applyfor HMGP funds. As with all grants, accountability is important. Youmust keep complete records of all work, i.e., receipts, checks, job orders,contracts, equipment usage documentation, and payroll information. Afinal accounting and reporting will take place after the project iscompleted. Duties related to paperwork include:

n Keep a central file for materials for the overall project. Turn yourproject milestones (schedule) into a status chart to make it easy totrack key steps.

n Pay close attention to accounting for in-kind costs that are used aspart of the non-federal share.

n Prepare quarterly reports to document progress or problemsencountered. Be clear if you need assistance, but don’t wait to askfor it in a quarterly report.


n Prepare invoices with copies of receipts, contractor invoices, andother backup.

n When the project is complete, fill out the Project CompletionCertificate (Appendix B) and have it signed by the chief electedofficial or designated representative executive. Final payment willnot be made until this certificate is submitted. It also serves to notifythe Department that a final field inspection can be conducted.

n Complete the Subgrantee Checklist for Final Inspection and Close-Out (Appendix B) and send to the Department with the ProjectCompletion Certificate.

Start with good record keeping sothat you can respond easily tofuture audits.

Make sure your financial management system can document and track allfunds by fund source. If you have FEMA, CDBG or other funds, youmust keep them separate. The local share also has to be maintained in anaccount separate from other local funds or have a separate charge code sothat you can clearly document the match.

Records are to be retained for three years from the completion date of theproject, or three years after any litigation claim, audit or other action hasbeen resolved, whichever is later. During this retention period, all projectdocumentation is subject to random audits.


Make sure that any contract youissue clearly specifies:§ That any and all data collected

or developed will be deliveredto the community;

§ The level of detail that is neededin each invoice, especiallyidentification a breakdown ofcosts to separate out those thatare not allowable under thegrant; and

§ Delivery of all documentationsuch as permits and approvals,and receipts for all work,including tipping fees.

5.3.3 Managing Multiple Sources of Funding

One of the first things you will have to do upon receiving the grant awardis to get your financial system in order. You will set up separate accountsor charge codes for each fund source. They have to be kept separatebecause each is subject to the reporting requirements and programmaticrestrictions specified by the grantor agency. Be prepared to immediatelybegin to document that funds were used only for allowable costs.


It is very important that you knowup-front what is and is not eligibleunder each fund source. Ideally,you will have this sorted out as partof the application package, which isthe only way to have reasonableconfidence that the funds receivedwill cover all anticipated costs.There is no guarantee that you canget a grant modification should youneed additional funding to coverexpenditures in excess of theoriginal grant amount (see Section10.3 on cost overruns).

What comes next:§ Now you’re ready to work on the grant application.§ The Joint Application can be downloaded at

www.dca.state.fl.us/brm/publications.htm.§ Chapter 6 provides additional background to better

understand the information requested in the application.

6. Preparing the Application

Chapter 6Preparing the Application


What do you need to know:§ The Department of Community Affairs is available to

provide technical assistance as you put together theapplication. Call (850) 413-9884 to be connected with aspecialist.

§ Download the latest version of the Joint Application atwww.dca.state.fl.us/brm/publications.htm.

§ To do a good job on the application, and especially toprepare a good project budget, you should have a well-defined project and know how you will manage theworkload.

6.1 Overview of the Application Process

In terms of timing, you can begin to work on your application at any time,and focus on refining it after the project is sufficiently well-defined.Remember, there are two sources of funding that come from FEMA, andeach has its own overall timeline:

n Hazard Mitigation Grant Program (HMGP). HMGP fundsbecome available based on whether a disaster is declared. TheDepartment expects to provide technical assistance support on grantapplications during the period between 1 and 6 months after thedisaster, and the deadline to submit applications is at about 9 months.You’ll receive written notification of the exact date. Do not expectextensions to be granted except under extraordinary circumstances.

n Flood Mitigation Assistance Program (FMA). FEMA providesannual FMA funds, notifying the Department of the Florida’s annualallocation in December of each year. With particular focus onacquisition or elevation of repetitive loss properties, the Departmentconducts application workshops every January, and applications aredue by the end of March.

6-2 Chapter 6: Preparing the Application

FEMA’s mitigation grant programs are intended to support projects thatare technically feasible, cost effective, and that do not have adverseenvironmental impacts. The Department has prepared a standardapplication packet that is designed to capture all necessary information,the Joint Hazard Mitigation Grant Program & Flood MitigationAssistance Application (Appendix C and online atwww.dca.state.fl.us/brm/publications.htm) Some information isneeded to determine eligibility, evaluate projects for consistency withState priorities and federal requirements, and to make decisions aboutfunding.

This chapter will help you refine the project scope, identify and locate thedata required in the application, and answer a number of questions andissues that may arise as you finalize the project scope and costs. Youneed to provide good data so that the Department can prepare a solidanalysis of benefits and costs for FEMA’s review, approval, andobligation of funds.

6.2 Project Eligibility

Minimum project eligibility criteria are explained in Chapter 1. As areminder, the following brief explanations of some of the concepts andterminology used to determine eligibility may help as you get ready tocomplete the grant application:

n A project is “cost-beneficial” if, over time, its benefits outweigh itscosts.

n Project costs are determined by estimating the costs for all elementsof the project. This makes it very important to decide, before youapply, how certain aspects of the project will be conducted andwhether contractors will be procured for management, inspection,and construction.

n Benefits are defined as “damages avoided.” To compute damagesthat will be avoided if a project is undertaken, you have tocharacterize the future flood hazards and/or wind hazards that mayimpact the area over the anticipated life of a project.

n Flood hazards are characterized by frequency (how many times highwater is likely to occur) and magnitude (how high is the water likely


to rise) over the anticipated life of the project. Other floodcharacteristics contribute to damage, including flow velocity, erosionor scour, and whether debris impacts are likely to cause additionaldamage.

n The anticipated life of a project is somewhat subjective. Forelevation projects, the new foundations and elevated buildings arereasonably expected to last 30-60 years. Floodproofed buildings andthose retrofitted for wind hazards may have a useful life that isdefined by the age of the existing building, not the new measures.

n For projects involving non-residential properties, benefits includedirect physical damages that are avoided, and indirect damagesincluding loss of function, lost wages, and other factors.

To learn more about the details ofdetermining the benefit:cost ratio ofmitigation projects and otherdecision factors that go intodesigning, get a copy of How toDetermine Cost-Effectiveness ofHazard Mitigation Projects: A NewProcess for Expediting ApplicationReviews (Interim Edition,December 1996).

6.3 The Joint Application

In addition to collecting general information about theapplicant/community, the Joint Application includes questions to answerand blanks to complete. A copy is included in Appendix C, and you candownload a copy. Note the following sections of the application thatexplain the expected content:

n Section I. History of Hazards/Damages in the Project Area (Section6.3.1);

n Section II. Project Description (Section 6.3.2);

n Section III. Project Location (Section 6.3.3);

n Section IV. Budget/Costs (Section 6.3.4);


n Section V. Environmental Review (Section 6.3.5);

n Section VI. Maintenance Agreement (Section 6.3.6);

n Project Worksheets. For specific types of projects (Section 6.3.7)

n Attachment A. FEMA Form 90-49 (Section 6.3.8); and

n Attachment B. HMGP/FMA Application Completeness Checklist.(Section 6.3.9).

Be sure to use the ApplicationCompleteness Checklist. Not onlydoes it give you a handy list, but ithas some helpful hints and notes.Include a copy when you submit theapplication – DCA will find it usefulduring its review process.

6.3.1 History of Hazards/Damages in the ProjectArea

Especially in areas where hazards have not been well defined, the historyof hazards can be used to help evaluate the probable frequency andseverity of future events. The idea here is to be as complete as possible inproviding estimates of past damages, even if the events were not declaredto be major disasters.

Damages (costs) are separated into “direct” costs and “indirect” costs:

n Direct Costs. Damage to buildings and other facilities, includinginfrastructure and utilities, are direct costs. Direct damage includesthe cost of equipment and contents that are damaged and replaced.

n Indirect Costs. Indirect costs are costs associated with the damagedbuilding, facility, or infrastructure that are not direct costs. Examplesinclude government costs to respond (evacuate, sandbagging, etc.),cost of renting temporary office space, costs to clean up sewagespills, cost of providing potable water, etc. For damaged roads,bridges and culverts, there may be indirect costs due to delays anddetours.


Federal rules do not allow you toclaim lost revenue as a “cost,” forexample from water or sewer feesnot collected if a treatment facilityis inoperable.

You should be able to back up the dollar estimates provided. Forexample, if a public building sustained damage, you should be able to citeactual repair costs or insurance claim payments. If you claim emergencyresponse as an indirect cost, you should be able to provide time sheetsand receipts for materials.

This section of the applications also asks you to identify the “frequencyof event” for any past damages. This isn’t as easy as it may appear, andyou should not use a figure quoted from the newspaper or televisionweather report. The best way to estimate frequency is to find a locationon or near the project site where you have a record of the actual depth offlooding. This depth then can be related to the detailed data (if available)in the Flood Insurance Study.

Contact the Department if you needhelp determining the frequency ofpast events.

6.3.2 Project Description

This section of the Joint Application has two subsections:

1) Hazards to be Mitigated/Level of Protection. It is the first placewhere you broadly identify the nature of the hazard against which theproject will protect and the type of project. For engineered projects (suchas drainage improvements), you will need to provide the backuphydrologic and hydraulic calculations support the effectiveness of the


proposal. Two key pieces of information are requested that require somecareful consideration:

n The “level of protection” and the number of structures that will beprotected. This can be filled in only after the project is defined and,in some cases, after it is designed. For example, you may decide tofloodproof a water treatment plant to the 100-year BFE, but on closerexamination that level of protection may not be either feasible or costeffective. However, protecting up to the 50-year level may be bothfeasible and cost-effective.

If cost effective, mitigationmeasures can protect against morefrequent floods than the 100-yearevent (1%-annual-chance flood).However, you must justify the lowerlevel of protection.

n The “useful life” of the project is to be estimated. This number isvery important – it is used in the Benefit:Cost computation. Benefits(damages avoided) are added up for events that are statistically likelyto occur over the useful life of the protection measure, and thendiscounted to the new present value (which can then easily becompared to the present value of the cost of the project).

Some commonly used “useful life”values:§ Levees, berms, floodwalls: 100

years§ Relocation: 100 years§ Reconstruction, elevation: 50

years§ Floodproofing: 50 years§ Drainage improvement: 30 to

50 years


2) Project Descriptions, Scope of Work, and Protection Provided.This is the main narrative section. This is where you describe theproposed project and explain how it will solve the problems and providethe level of protection indicated in the previous subsection. Examples foreight types of projects are included in Appendix D to give you a feel forthe level of detail that is appropriate:

n The description should be specific. You’re not just going to installstorm shutters – you’re going to install shutters rated for a specificwind speed and they will be installed on every window. You’re notjust going to move the library branch building – you’re going torelocate the building to a site outside of the floodplain and thenrestore the vacated site to public open space.

n The scope of work should be fairly detailed, in fact, it should be thedescription of the project that you use to develop constructionestimates. You’re not just constructing a floodwall – you’reconstructing a 6’ high floodwall (including freeboard) that isdesigned to withstand overturning. You’re not just floodproofing thebuilding – you’re reinforcing the existing walls, installing specialwatertight doors, and locating all other openings (plumbing, sumpdrains, etc.) that will be sealed or retrofit with special backflowvalves.

The Department and FEMA needenough detail to know that theproject has been well-conceived,which in most cases will requiresome preliminary engineering work.Buildings must be sound to befloodproofed. Sites must beadequate for the earthwork requiredfor berms. Foundations forfloodwalls must be designed for site-specific flood depths and soils.Drainage computations must supportthe claimed level of protection,especially if reducing damage tohomes is a claimed benefit.


6.3.3 Project Location

This section is straightforward. Physical location data are requested(latitude/longitude), along with an indication of the location relative to theCoastal Construction Control Line (if applicable). For projects thatprotect multiple structures, the number and type are to be indicated.

A number of maps are required. Every project must be accompanied witha photocopy of the Flood Insurance Rate Map with the project locationmarked and the flood zone indicated (copy both the map showing thelocation and the lower right corner with map identification and date). Toplace the project in context, a local map and the USGS topographic mapof the area are to be marked with the specific project location.

Photographs are more important than many people realize. In somecases, photographs can be used to help determine whether there are anyhistorical or cultural issues. Always take plenty of photographs, enoughto give reviewers a clear vision of the area, including surroundingbuildings, drainage, and streets. Be sure to make a sketch of the area andmark it with an identification number for each photo, so reviewers knowwhere you were standing and the direction you were looking. The photosmust be clearly marked and be sure to submit two copies of each.

You must also include closeup photographs of buildings proposed forretrofit measures (elevation, relocation, floodproofing). The Departmentwill conduce a site visit as part of the review process, but it is yourresponsibility to make sure that a building has been evaluated by astructural engineer or architect to determine that the proposed measuresare feasible.

6.3.4 Budget/Costs

This section of the Joint Application covers a number of related items,including a detailed breakdown of the project budget, identification of allfunding sources (with anticipate percentage split), and project milestones(schedule).


An incomplete or underestimated cost estimate will mean you may haveto seek additional funds – and that might not be easy. Therefore, thebetter you can detail the project costs, the better off you will be. The bestway to accomplish this is to have a cost breakdown prepared by aknowledgeable professional. Floodproofing should be designed by astructural engineer; hurricane shutter specifications should be detailed byan engineer or other experienced designer; drainage improvements shouldbe prepared by a civil engineer or other qualified professionalexperienced with estimating construction costs.

Section 6.7 details which costs are allowable (can be cost shared byFEMA) and those that are not allowable (not covered by FEMA funds,but do count towards the non-federal share). Be sure to check this sectionas you prepare the budget, and don’t hesitate to contact the Department ifyou have questions about specific cost elements. In addition, there arecertain cautions:

n Project management costs (see Section 5.3), if any, are allowable –but do not include project administration costs (see Section 9.4); and

n Contingency costs cannot be included.

You must identify the source of the non-federal match, which may comefrom one or more acceptable sources. Keep in mind that HMGP/FMAfund can provide no more than 75-percent of allowable costs. This hastwo ramifications:

n You can choose to request less than 75%, which may be in your bestinterest if other sources will provide more than 25% (in addition tocovering unallowable costs). Sometimes a high priority project can’tbe funded entirely with available HMGP funds – that shouldn’t meanyou automatically go to a lower priority project just to match thefunding. If the priority is high enough, it may warrant the addition ofother funds.

n Make sure you clearly identify unallowable costs up-front. TheDepartment will review reimbursement requests in detail, in part tomake sure that FEMA’s funds are not used inappropriately. Youmust have sufficient funds from other sources to cover unallowablecosts from other sources.


Project milestones, or the anticipated timeline for implementing theproject, need to be reasonable. Although you cannot anticipate a preciseschedule until you seek bids, the engineer or designer involved with yourproject should be able to help you put together a good timeline of criticalactivities.

6.3.5 Environmental Review

Several sections of the Joint Application are designed to provide thenecessary background for the environmental review, including a detaileddescription, scope of work, budget, maps, photographs, and considerationof alternatives. Section 6.6 covers environmental data and information inmore detail, including a description of the Florida State Clearinghouseprocess.

Certain projects either are statutorily exempt or have been found to beacceptable without a rigorous environmental review. Even so, you muststill provide enough data so that the Department can verify the level ofreview or exemption. Also, the Clearinghouse review may indicate thatcertain permits are required – the review does not imply that such permitswill be issued. Permit issuance is based on a case-by-case review of theproject by the appropriate regulatory authorities.

The Department cannot processapplications until the environmentalreview materials are complete.

6.3.6 Maintenance Agreement

Applications to retrofit or modify existing public buildings and facilities,or that result in public ownership or management of property andfacilities, must include an executed Maintenance Agreement.

The Maintenance Agreement is a commitment and acceptance of theresponsibility to perform routine maintenance of any real property,


structures, or facilities acquired or constructed as a result of such Federalaid. Examples of routine maintenance include:

n Floodproofing measures must be inspected regularly to ensure properfunctioning. Seals on special doors and other closures must beinspected and replaced periodically. Debris must be cleaned outregularly so as not to interfere with closure of seals.

n Earthen berms and floodwalls must be checked periodically,especially where they tie into other structures such as buildings, roadembankments, or each other.

n Storm shutters must be checked according to the manufacturer’sspecifications. If not used during a hurricane season, they should betested at least annually.

n Drainage improvement projects, which typically are approved onlywhen they reduce the frequency of damage to improved property,should be checked regularly. It may be appropriate to clear debrisafter every significant storm event, determine if swales are filling inwith sediment, make sure culverts are kept clear and open, and checkthat pond outlet structures are in good condition.

The Maintenance Agreement mustbe signed by an official who haslegal authority to execute a formal,enforceable document that commitsthe applicant to future actionsnecessary to ensure the projectcontinues to provide the intendedlevel of protection over its usefullife.

6.3.7 Project Worksheets

The Joint Application includes standard worksheets for several types ofprojects. These worksheets are revised periodically to capture all theappropriate cost elements. Check online or call the Department to makesure you have the most recent versions. Worksheets have been prepared


for elevation-in-place, wind retrofits and drainage improvements. Forother projects covered in this handbook, get good cost estimates and:

n To floodproof a public building, look at the building informationrequested on the worksheets for acquisition and elevation;

n For structural flood protection, be sure to include a floodplainanalysis to demonstrate that the project will work and that otherproperties are not adversely impacted; and

n To relocate, or to reconstruct, a public building, look at the elevationworksheets, but be sure to contact the Department early in yourplanning process.

6.3.8 FEMA Form 90-49

This form is used by FEMA to assign (or confirm) an identificationnumber for each applicant for federal disaster assistance, includingHMGP grants.

6.3.9 Application Completeness Checklist

The Completeness Checklist is attached to the Joint Application – it isvery important that you review it from the beginning. Not only does itgive you a handy checklist, but it offers some explanation andsuggestions.

6.4 Flood Hazard Data & Information

Hazard data are used to estimate the frequency and magnitude of futureflood events and to quantify damage that can be expected over time if theproject is not implemented. These estimates of future damage becomethe project “benefits.” For floodproofing and elevation projects, thehazard data (the Base Flood Elevation) are used to specify the minimumheight to which buildings are to be floodproofed or elevated inaccordance with the local floodplain management ordinance.

For most areas, the best sources of flood hazard data are the FloodInsurance Rate Map (FIRM), the Floodway Map, and the Flood InsuranceStudy (FIS). Some FIRMs show the Base Flood Elevation whereengineering studies have produced detailed information on the frequencyand magnitude of anticipated flooding (numbered zones). In other areas,


a special flood hazard area may be shown on the map but a study has notdetermined the height to which water will rise in the area shown(unnumbered zones).

Keep in mind that flood damage may be a function of several factorsrelated to the flooding, including duration, depth, velocity, debris, and thecontents of the water itself (salt, sediment, chemicals, oil, etc.). Eachfactor may influence the type of damage, which may include:

n Exterior structural walls can collapse or deteriorate;

n Wall materials and coverings need replacement;

n Flooring systems get warped;

n Heating and ventilating equipment may be destroyed or requireextensive cleanup;

n Basement walls can collapse if pumped out too fast;

n Paper records are destroyed or require expensive restoration;

n Furniture, computers, and other equipment typically are total losses;

n Cleanup of oils and chemicals may necessitate removal of interiormaterials.

6.4.1 Riverine Flood Zone (Numbered A Zone)

You can easily provide data for reaches of rivers and streams that havenumbered A zones:

n Base Flood Elevation (BFE) at the site is read from the FIRM. Ifthe site is between cross sections (wavy lines), either use the highernumber, interpolate, or scale the location on the Flood Profile that isfound in the Flood Insurance Study (FIS).

n Flood Frequency is noted on the Flood Profile, located in the backof the FIS. The profiles usually show separate lines for the 10-, 50-,100- and 500-year floods. These different flood levels are importantin the benefit:cost analysis, because benefit accrue at all floodfrequencies.

n Peak Discharges for each of the flood frequencies are listed in aFlood Data Table for the waterway. Use the peak discharge for thecross section that is closest to the project site.


Projects that alter the flow of watermust be supported by engineeringanalyses to assess the impact on thefloodplain.

6.4.2 Riverine Flood Zone (Unnumbered A Zone)

It is more difficult to approximate the flood hazard data for unnumberedA zones, and the Department expects you to call for help on this question.Unnumbered A zones are shown as shaded areas on the FIRM, but theywere not studied in detail and specific flood elevations have not beendefined. There are some common approaches to estimating the BaseFlood Elevation, including:

n Check with other agencies that may have flood information, such asthe U.S. Army Corps of Engineers, the Natural ResourcesConservation Service, or the local or State agency responsible forhighway construction (if a road crossing has been constructed inrecent years).

n Interpolate using a topographic map. Be careful to account for mapsof different scales, and look for landmarks that show on both maps,such as road intersections or stream crossings.

n Obtain the surveyed elevation of a nearby recognizable spot such aswhere the floodplain boundary crosses a road, a process called “pointon boundary.”

n Perform a quick estimation analysis using FEMA’s Quick 2 software.


Managing Floodplain Developmentin Approximate Zone A Areas: AGuide for Obtaining andDeveloping Base (100-year) FloodElevations (FEMA 265) is a goodresource, not only to help youcomplete your grant application,but to determine BFEs for permitapplications using the Quick 2software that is included.

6.4.3 Coastal Flood Hazard Area (V Zones and AZones Subject to Storm Surge)

In these flood zones, the Base Flood Elevation is shown on the FIRM inparentheses under the zone designation. The Flood Insurance Studyincludes a table that may show the elevations for flood events of otherfrequencies, including the 10-, 50- and 500-year events.

6.4.4 Unmapped Floodplain Area (B, C or XZones)

Nearly one-third of all NFIP flood insurance claims are paid on propertiesthat are outside of the mapped flood hazard area. If your project islocated outside of the mapped floodplain then good records of floodhistory may be sufficient to support the application, although someengineering analysis of flood frequency will likely be required. TheDepartment can advise you as you prepare the justification to supportactivities outside of mapped flood hazard areas.

6.4.5 Other Flood-Related Hazard Factors

There are other hazard factors that are not specifically required to benoted on the application but which may be important. Depending on thecircumstances of your project area, you may want to highlight thefollowing in your description of the hazard or past events, especiallythose that are related to project benefits that are difficult to quantify:


n Floodwater velocity can contribute to damage and also poses greatersafety risks to residents and emergency personnel.

n Erosion undermines foundations and underground utilities, and cancause a total loss, even if the depth of floodwater inside a buildingisn’t significant. Erosion may be a factor even in coastal A zones, oralong some riverine waterways.

n Floating debris can impact buildings and in-stream manholes andcause additional damage.

n Sand overwash can infiltrate wastewater collection systems andimpair treatment plant functioning.

6.5 Wind Hazard Data

FEMA and the Department use a standard source to characterize the windhazard at any location along the coast. The materials were prepared in1980 by the National Bureau of Standards (now the National Institute forStandards and Technology) and are contained in FEMA’s manual fordeveloping benefit:cost analyses for wind mitigation projects (FEMA,Pre-Publication Edition, January 1996). A map showing locations aroundthe coast is included here as Figure 6-1, and Figures 6-2 and 6-3 showportions of graphed data from which wind speeds for five different eventfrequencies can be determined.

To complete the hazard/level of protection portion of the JointApplication, be sure to refer to Figures 6-1 through 6-3 to determine thewind speeds associated with your location. Although the data thatcharacterize the magnitude and frequency of winds will be considered bythe Department, you should also describe past events in the application.

At a minimum, building design and construction must comply with therequirements of the Florida Building Code (2001). You may choose toexceed those requirements, especially for critical facilities. The JointApplication specifically requests that you specify the level of protection,expressed as the mile-per-hour wind speed. Figure 6-4 shows Wind-Borne Debris Region & Basic Wind Speed, and is derived from analysessupported by the American Society of Civil Engineers and is used instandards for building design (ASCE 7-98).


Figure 6-1. Locator Map for Mileposts on Florida’s Gulfand Atlantic Coasts (distances in nautical miles).

1700

1600

1200

11001000

900800

1300

1400

1800

750

JacksonvillePensacola

Ft. Myers

CapeSable

WestPalmBeach

Miami

Stuart

Tampa

Daytona Beach

TarponSprings

Cross City

Vero Beach

1500

ATLANTICOCEAN

GULF OFMEXICO

N

Tallahassee

Source from: Hurricane Wind Speeds in the United States, National Bureau ofStandards, 1980.


Figure 6-2. Wind Speed Data: Coast.

500 750 1000 1250 1500 1750

2000 yr

10 yr

25 yr

50 yr

100 yr

50

75

100

125

150

2000

Milepost

25

Source from: Hurricane Wind Speeds in the United States,National Bureau of Standards, 1980.


Figure 6-3. Wind Speed Data: 125 Miles Inland.

500 750 1000 1250 1500 1750

50

75

100

125

150

2000

Milepost

25

2000 yr

10 yr

25 yr

50 yr

100 yr

Source from: Hurricane Wind Speeds in the United States,National Bureau of Standards, 1980.


Figure 6-4. Wind-Borne Debris Region and Basic Wind Speed.

Source from: Florida Building Code (2001).


6.6 Environmental Data & Information6.6.1 Overview of Environmental Review

Responsibilities

A significant determination as to whether a project is eligible for fundingunder FEMA’s mitigation grant programs is whether it meets theenvironmental requirements. All project applications must includeinformation on the environmental, historical, and archaeological impactsthat may result if a project is implemented.

Certain types of projects are nolonger required to be reviewedthrough the State Clearinghouse.Disturbing new ground orimpacting historic structures willprompt a review.

FEMA is required to conduct the environmental reviews pursuant to theNational Environmental Policy Act (NEPA). NEPA is a federal law thatestablishes national policy for the protection and maintenance of theenvironment. It provides a broad planning process that must be followedto ensure that a funding agency has considered environmental effectsbefore deciding to fund a proposed action. NEPA requires thatenvironmental information be made public.

Many types of mitigation projects are“Categorical Exclusions” (CATEX).This means they are identified inregulation and not subject to NEPAreview provided they “do notindividually or cumulatively have asignificant impact.” However, you muststill provide environmental data andfulfill the requirements for public notice.


The State of Florida, as a managing state for HMGP and FMA grantprograms, has a role to support FEMA to a significant degree, and hasprepared a document that may be helpful, HMGP EnvironmentalConsiderations: Informational Guide (undated) available online atwww.dca.state.fl.us/brm/publications.htm. For projects that requirereview, the Department can undertake certain tasks on FEMA’s behalf,including coordinating with other State agencies, gathering data, andpreparing portions of the record of environmental review. In addition,after reviewing the application and environmental data, the Departmentmakes a recommendation regarding the level of review required byFEMA.

6.6.2 Applicant’s Responsibilities – All Projects

Even if a specific type of project is exempt from the State Clearinghousereview, the environmental information requested in the application mustbe provided. The Department is still required to review it in order toconfirm that no further review is necessary.

If the Department’s review of information submitted with the applicationyields questions, your project may be processed through Clearinghouseregardless of the exemption. As the applicant, your community’s role istwofold:

n You are responsible for providing adequate information to allow theenvironmental review, and

n If your project is not exempt from the State Clearinghouse reviewthen you are responsible for coordinating with regulatory agencies togain concurrence and to obtain permits.

The Joint Application includes a table that outlines information that is tobe included with the application, although the applicant is advised toconsult with the Department for project types not listed. Table 6-1 is anexcerpt from the table.


Table 6-1. HMGP/FMA Environmental Review: Information and DocumentationNeeds by Project Type. [Excerpted from the Joint Application.]

ProjectTypes

ProjectAreaMap

ProjectAreaPhotos

BuildingCon-structionDates

Engi-neeringPlans

Concurrences: DEP;Water Mgmt Dist;USF&WS; USACE;NRCS; NMFS

SHPOConcur-rence Comments

Retrofits toExistingFacilities

T T T T T *

BuildingElevation

T T T T T *;

DEP districtoffice demolitionnotice required

DrainageImprvmnts

T T T T T *, **, ***, ****

New Con-struction

T T T **, ***, ****;depends onproject

* – State Historic Preservation Officer (SHPO) concurrence only needed if structure is older than50 years, or if work is to be done outside existing footprint

** – Public Notice only needed for some of these projects

*** – NCRS only needed if project outside city limits

****– NMFS only needed for coastal projects

6.6.3 Applicant’s Responsibilities – DrainageImprovement Projects

As shown in Table 6-1, drainage improvement projects are subjected toreview by more agencies than the other types of projects. In largemeasure this is because drainage improvements could, potentially, impactwetlands and sensitive habitats. In addition, they may disturb previouslyundisturbed ground, which could impact archaeological or historicfeatures.

Before submitting an application for drainage improvement, you mustprovide sufficient material to explain the project so that the pertinentagencies can conduct their reviews. Drainage projects are fairly routineso details on the material to be submitted are not included here. Becertain to obtain a review and concurrence letter from the following:

n Florida Department of the Environment;

n Water Management District for your area;


n U.S. Fish & Wildlife Service;

n U.S. Army Corps of Engineers;

n U.S. Department of Agriculture (if outside city limits);

n National Marine Fisheries Service (coastal projects only); and

n State Historic Preservation Officer.

A “concurrence letter” is not thesame as a permit. You will stillhave to get all required permitsbefore the project can begin.

6.6.4 Compliance with Laws, Regulations, andExecutive Orders

Projects must be in compliance with applicable federal environmentallaws, regulations and Executive Orders. Projects that are notcategorically excluded (see Section 6.6.5) must be supported with a moredetailed Environmental Review. Typically, this level of detail is notrequired for projects that do not disturb new ground or do not impacthistoric structures.

The Joint Application is designed to collect the information required forthe environmental review. The Department will review the material forcompleteness. If deemed appropriate, it will be forwarded to the StateClearinghouse for environmental consistency determinations with Statelaws.

Environmental matters that may be reviewed include:

n Historic Structures. You must provide a letter from the StateHistoric Preservation Officer (SHPO) regarding cultural and historicresources. Although required only for structures that are more than50 years old, it is recommended that this letter be obtained for allprojects so that delays can be avoided if questions arise later.Typically, the SHPO requires photographs, maps, and a projectdescription in order to determine if the affected structures have


historic significance. See Section 4.10.5 for some of the issues andpossible approaches for resolution if a project impacts historicstructures (National Historic Preservation Act, Section 106).

n Floodplains. Projects in mapped flood hazard areas are required tocomply with local regulations adopted for participation in the NFIP.For projects involving structures, this means the flood protectionmeasures must extend at least 1’ above the BFE (plus freeboard, ifapplicable), enclosures in A Zones must be vented and limited in use,enclosures in V Zones must have breakaway walls, utilities must beelevated, and flood damage resistant materials must be used.(Executive Order 11988; NFIP regulations)

n Environmental Justice. FEMA is required to identify and addressdisproportionately high and adverse human health or environmentaleffects that projects may have on minority populations and low-income populations. The NEPA review is a convenient mechanismfor satisfying this requirement, which includes public involvement toencourage affected citizens to participate in project planning.(Executive Order 12898)

n Contamination. FEMA has determined that its funds may not beused to acquire contaminated property. Cleanup must be completebefore an application will be considered.

n Air Quality. Provisions in the National Emissions Standards forHazardous Air Pollutants address asbestos removal. Applicants forprojects that involve demolition or activities that disturb asbestos areto submit a formal notice to the Florida Department ofEnvironmental Protection. (Clean Air Act)

n Wetlands. If wetlands will be disturbed during the project, you mustobtain the necessary permits and approvals from the appropriateregulatory agency. (Clean Water Act; Executive Order 11990). Evenif wetlands impacts are not involved, it is helpful to attach a copy ofan appropriate resource map, such as the National WetlandsInventory.

n Endangered Species. Typically, threatened and endangered speciesissues arise only when new construction and ground disturbance areproposed. (Endangered Species Act)

n Hazardous Materials. Projects involving non-residential propertiesand that involve buying land or disturbing the ground must addresscertain questions related to hazardous and toxic materials that are


outlined in the State’s Hazardous Materials Questionnaire (request acopy from the Department).

n Coastal Zone. If located within the State’s designated coastal zone,projects are to be reviewed by the Florida Coastal ManagementProgram, and the certification, waiver, or preliminary commentsshould be attached to the application. (Coastal Zone ManagementAct).

n Coastal Barrier Resource Areas. Contact the Department if yourproject includes properties in CoBRA zones.

6.6.5 Categorical Exclusions

The following are specifically identified in regulations outliningCATEXed activities (44CFR 10.8(d)):

n “(xv) Repair, reconstruction, restoration, elevation, retrofitting,upgrading to current codes and standards, or replacement of anyfacility in a manner that substantially conforms to the preexistingdesign, function, and location.”

n “(xvi) Improvements to existing facilities and the construction ofsmall scale hazard mitigation measures in existing developed areaswith substantially completed infrastructure, when the immediateproject area has already been disturbed, and when those actions donot alter basic functions, do not exceed capacity of other systemcomponents, or modify intended land use; provided the operation ofthe completed project will not, of itself, have an adverse effect on thequality of the human environment.”

For the purpose of determiningcategorical exclusions,“improvements” is not intended toinclude any upgrading orconstruction that has adverse effectson flood levels, local hydrology, ordrainage patterns.


6.6.6 Environmental Documentation

If a project types is not eligible for CATEX status, then FEMA and theDepartment must, based on submitted environmental information,determine the level of treatment for each project:

n Environmental Assessment (EA). If an EA is indicated, FEMA iscontacted to provide the opportunity for early involvement. Thegrant application is then forwarded to the Florida StateClearinghouse to gather comments. The applicant is contacted ifadditional information or a site visit is required. The Departmentprepares a summary report that is provided to FEMA for finalapproval. The State’s review typically takes 90 days, although moretime may be required if permits or comprehensive consultations arenecessary.

n Environmental Impact Statement (EIS). An EIS is a detailedstatement for major federal actions that may significantly affect thequality of the human environment. Although the same topicscovered by an EA are addressed, the level of detail is considerablydifferent. In addition to certain public involvement requirements,there are strict legal and regulatory requirements. The USEnvironmental Protection Agency is required to participate in thereview of EISs to document adequacy and quality.

6.6.7 Florida State Clearinghouse

The Florida State Clearinghouse is a streamlined way to coordinateintergovernmental review of federally-assisted projects, includingprojects that originate from a State agency and that are supported withfederal funds.

HMGP applications for the following types of projects can be handled bythe Department without a full Clearinghouse review:

n Installation of hurricane protection measures (shutters, windows,doors) on existing facilities;

n Elevation of structures on the same footprint;

n Demolition of an existing facility;

n Wind retrofitting roofs of existing facility; and

n Flood retrofitting of existing facilities.


The Department reviews application packages to determine that theycontain all information needed for environmental considerations. At thistime, a determination will be made either confirming that theClearinghouse review is appropriate or if there are any “extraordinarycircumstances.” Extraordinary circumstances are described in federalregulation (44 CFR §10.8(d)(3)), and include the following:

n Project scope or size is greater than normally expected for aparticular category of action;

n High level of public controversy (combined with anticipatedenvironmental issues);

n Potential for degradation of already poor environmental conditions;

n Use of unproven technology or actions involving unique or unknownenvironmental risks;

n Presence of historical or other protected resources;

n Presence of hazardous or toxic substances at levels which exceedfederal, State or local standards;

n Potential to affect special status areas adversely;

n Potential for adverse effects on health or safety; and

n Potential to violate a federal, State, or local or tribal law orrequirement imposed for the protection of the environment.

Fulfilling the State Clearinghousereview is not the same as obtainingpermits or advice from appropriateregulatory agencies. If required foryour specific project, you must getpermits before final approval of theproject is granted. Section 6.12.2lists some of the permits that may berequired for various types ofprojects.


6.6.8 NEPA Requirement to ConsiderAlternatives

NEPA requires an applicant to consider at least two viable alternatives toa proposed project, particularly when environmental issues or impacts areanticipated. After a damaging flood or hurricane, it may not seemproductive to consider alternatives if the extent of damage has, more orless, defined the project for you. However, NEPA applies to a widevariety of federal actions, not just mitigation projects. So, although thismay feel like an extra step, it is required to explain why the preferredalternative was selected.

A great deal of information is not required to describe alternatives thatwere considered, but the descriptions should approximate costs, describelikely benefits, and discuss the impacts on the project area. Note that thealternatives considered should be limited to those that are eligible forfunding by HMGP. Typical alternatives considered will vary based onthe specifics of your community’s situation, but you should alwaysinclude the “no action” alternative.

6.6.9 NEPA Requirement for Public Notice

Public notices are required at the beginning of the process to develop aproject (initial notice) and at the end of the application review (finalnotice). For projects that impact a large number of people, or that arecontroversial for other reasons, in addition to formal published noticesyou may find that public meetings are a better way to inform people whomay be affected by the project. At a minimum, NEPA requires:

n Initial Notice. You need to prepare and publish an initial PublicNotice in accordance with Executive Order 11988 (floodplains),Executive Order 11990 (wetlands) and 44 CFR §9.12(e). Anexample is included in Appendix B. Send a copy of the publishednotice to the Department as part of the Joint Application package.

n Final Notice. When the grant is awarded, you need to prepare andpublish a final Public Notice. Keep a copy of the published noticesas part of the project records.


6.6.10 Low-Income and Minority Populations

During its site visit as part of the application review, the Department willmake a preliminary determination regarding environmental justice (seeSection 6.6.3). To allow FEMA to fulfill its responsibilities underExecutive Order 12898 on Environmental Justice, the followinginformation may be requested:

n Summary statistics on low-income and minority residents in or nearthe project area. For most projects, data at the block group levelfrom the most recent release from the U.S. Census Bureau aresufficient.

n Describe how the project might adversely affect low-income andminority populations, and if any are identified, how might theadverse effects be addressed.

n If such populations are identified, consultation with local agencies ororganization that serve them may be requested.

6.6.11 Hazardous and Toxic Materials

In general, non-residential properties are more likely to have significantissues associated with hazardous and toxic materials even though “normalquantities” may be found. The presence of normal quantities does notpreclude use of FEMA funding. To determine if the building in yourproject contains asbestos and lead, have the Notice of AsbestosRenovation or Demolition completed by a qualified person. The notice isavailable online at www.dep.state.fl.us/air/forms/forms.htm, click on“Asbestos). Send the form to the Department of EnvironmentalProtection as the notice of intent to demolish, which is required at least 45days in advance.

If special treatment is required, the costs of removal should be included inthe cost estimate. Consider answering the following in the application:

n Are there any fuel storage tanks (above-ground or underground) thatwill be affected by the project? Is there any evidence of leakage?

n Is there any evidence of past generation, treatment, storage, disposal,release, or spill of petroleum products, solid or hazardous substancesand/or wastes?


n Have there been any recently reported unusual odors or discolorationof the drinking water supply?

n Are there any past or on-going environmental investigations?

6.6.12 Historic Buildings: Issues & Resolution

If the State Historic Preservation Officer (SHPO) determines that yourproject would have adverse historic impacts, then you and the Departmentwill enter into consultation with the SHPO to determine how the impactscan be avoided or mitigated. Projects with adverse impacts can beapproved, provided you explore alternative measures to mitigate theadverse historical impacts, and those measures have to be included in theproject. The following are some ways that adverse impacts have beenaddressed:

n Research, along with photographic and descriptive documentationduring dismantling, to preserve the history of origin and use and torecord unique elements of the building itself.

n Extra structural stabilization in order to allow a particularly uniquehistoric building to be floodproofed, elevated, or relocated.

n Extra structural stabilization to allow elevation-in-place, combinedwith additional architectural elements to minimize the visual impacton the historic character of the building.

n Keep the building in-place, with modifications to minimizedamageable items below flood level or to allow re-use as a publicbuilding if compatible with the permanent open space use of the land,and if approved by FEMA.

6.6.13 Projects Started Before NEPA Review

Projects that will notably alter the physical, biological, or social/builtenvironment, NEPA and associated environmental laws and regulationsrequire that FEMA complete the environmental reviews and complianceconsultations before obligation of funds. Projects started before therequired reviews are completed will not be funded.

6.7 Project Benefits

The statutory authorities behind both HMGP and FMA mitigation grantprograms require that projects be good investments for the federal


government, i.e., they must be “cost effective.” Weighing the numbers –the costs and the physical damages avoided – is only one aspect ofdetermining whether a project is a good investment. There are manybenefits that are difficult to quantify, but that are very real benefitsassociated with mitigation projects.

The direct benefits of a project are avoided future damages and losses thatwould otherwise occur over the life of the project if the project is notimplemented. In order to determine all the benefits, several things needto be known or estimated, including the estimated life of the project(Section 6.3.2) and the frequency and magnitude of likely future events.Benefits fall into two broad categories – those that can be quantified andthose that are difficult or impossible to assign a dollar value.

6.7.1 Quantitative Benefits

To compute benefits, it is necessary to quantify the damages that will beavoided if the project is implemented. This is done using the hazard dataand data regarding the type of facility or building (and contents) and itssusceptibility to damage. The Department prepares the estimate ofbenefits over the life of the project (damages that will be avoided) andcompares it to project costs, but the results are dependant on the qualityof the data your provide in the application.

“Damages avoided” is more thansimply stating what damageoccurred recently and that it will beavoided in the future. Damagesavoided from all frequency events,up to and including the designevent, are added up over theexpected life of a project.

Be sure to consider other direct benefits associated with your project andinclude them in the application so that they may be included in the


benefit:cost analysis. It isn’t possible to list all possible benefits here, butsome examples include costs that will be avoided and that can be“counted,” such as:

n The costs of moving the contents and personnel from a damagedbuilding to a temporary office;

n The costs of renting temporary office space;

n Costs to employ emergency protective measures, such assandbagging;

n Costs to route traffic around damaged critical roads/bridges,including increased travel costs; and

n Costs to haul in potable water until the water supply treatment plantis back on-line.

Certain “losses” that may not be included are those for which there are noclear cause and effect between the event and the loss. Examples of someof these “indirect benefits” that might accrue if the project is implementedinclude:

n Wages that would not be “lost;”

n Tax income that would not be “lost;”

n Utility income that isn’t paid if services aren’t provided; and

n Losses associated with looting that would not occur.

When you are working on yournarrative to support and explain theanticipated benefits of your project,check with the Department if youhave questions about whethercertain losses and damage that youbelieve will be avoided can becounted as benefits for the purposeof the benefit:cost analysis.


6.7.2 Qualitative Benefits

FEMA’s policy allows funding of certain types of projects where the ratioof benefits to costs is “close” to 1:1, provided there are other benefits. Becertain to include a statement of qualitative benefits in your narrative tosupport the project.

Consider the following examples of qualitative benefits:

n Emergency response is costly, in time, equipment, and risks toevacuees and response personnel.

n Floodproofing elements of the wastewater system can eliminate spillsand consequent environmental damage and threats to public safety.

n Disaster proofing critical facilities can improve continuity of healthgovernment services.

n Reducing road flooding and the possibility of washouts allowscontinued access for emergency services.

n Health risks associated with inoperable water supply facilities may behard to quantify.

n Environmental damage due to sewage overflows can be widespread.

6.8 Project Cost Data

Grant funds may be used for certain project costs that are called“allowable costs” and for reasonable fees for cost-based contractors. Oneof the most critical steps in the entire mitigation process is making solidestimates of project costs. Underestimating costs, or not including keycost elements, will likely mean the amount of funds approved will beinadequate. In the extreme, this could jeopardize completion of a project,or at least cause undue burden on local budgets. While there is a processto address cost overruns and request additional funding, there is noguarantee that federal grant funds will be available to cover increases.

Don’t underestimate the importanceof good project cost data. Checkwith the Department if you needhelp identifying all the cost elementsor estimating those costs.


6.8.1 Allowable and Unallowable Costs – General

The U.S. Office of Management and Budget (OMB) outlines the generalprinciples and standards for “allowable costs.” Stated simply,“allowable” means a cost that may be funded from the grant, providedthere are sufficient funds to cover the costs. Note that allowable coststhat are included in the total project budget are funded along the cost-share percentages, with no more than 75% from HMGP or FMA.“Unallowable costs” are those that are not grant-eligible.

FEMA directs states and communities to circulars prepared by the Officeof Management and Budget for details on allowable and unallowablecosts. Three circulars apply, depending on the type of applicant:

n OMB Circular A-87 applies to State, local, and Native Americantribal governments.

n OMB Circular A-122 applies to most private non-profitorganizations, other than higher educational institutions, hospitals,and others specifically named in A-122.

n OMB Circular A-21 applies to educational institutions.

The person or office responsible foryour community’s budget isprobably familiar with thesecirculars, available online atwww.whitehouse.gov/omb/circulars/index.htm.

Because most applicants for HMGP and FMA funds are localgovernments, the following is based on OMB Circular A-87. To beallowable, costs must meet several general criteria. The most important(but not all) of those criteria specify that the costs must be:

n Necessary and reasonable for proper and efficient performance andadministration of the grant and the project;

n Allocable to the grant (for goods and services necessary to conductthe activity);


n Specifically authorized or not prohibited under State or local laws orregulations;

n Not used to meet cost-share or match requirements of another federalgrant; and

n Adequately documented.

“Reasonableness” is another aspect that the Department and FEMAconsider when reviewing project costs. Reasonable costs, defined inCircular A-87, are those that “do not exceed costs that would be incurredby a prudent person in the same circumstances at the same time.” Inaddition to applicable laws and regulations, factors that enter into thedetermination of reasonableness are the specific terms and conditions ofthe federal award and market prices for comparable goods and services.

The Department will disallow costs (“unallowable” costs) that aredetermined to be unreasonable, including costs that are not directlyapplicable to the proposed project. Costs may be disallowed at theapplication phase, or when reimbursement requests are submitted.Obvious areas of caution include:

n Costs incurred before grant approval, unless specifically approved(such as design and technical or feasibility studies);

n Items covered by subgrantee administrative costs;

n Percentage based contracts;

n Loss of tax revenue for acquired lands;

n Value of donated services (however, donations can be part of the in-kind cost share).

n Loss of income due to inoperability of a revenue generating facility(such as water supply or wastewater treatment facilities); and

n On-going maintenance of the project after implementation (such asroutine inspection to keep hurricane shutters operable).


The costs of hiring a temporaryimplementation manager orcontracting for certain services areallowable costs. You may need todocument why your existing staffcapabilities are insufficient tohandle the workload.

6.8.2 Allowable and Unallowable Costs forRetrofit Projects

Allowable costs that are specific to retrofit projects involving publicfacilities, as determined by FEMA, include:

n Specific costs associated with the retrofit measure(s), includingfeasibility studies and engineering designs;

n Specific costs to construct the measures, including supplies andmaterials;

n If required for historic structures, costs for recordation or relocation,Phase III archeological data recovery;

n Costs for specific measures that are required to protect endangeredspecies; and

n Reasonable costs for contracts for program management andconstruction inspection.

The 75-25 cost share formulaapplies to the project as a whole,not necessarily every line item inthe budget. While the above itemsare all allowable costs and can becost shared, another approach is forthe community to pay some of thementirely as part of the local match.


Unallowable costs that may be part of retrofit projects may include someenvironmental mitigation costs, but check with the Department aboutremoval of asbestos and other measures.

6.8.3 Allowable and Unallowable Costs forStructural Flood Control

Allowable costs for minor floodwalls and berms include:

n Engineering costs for preparing the feasibility study, design, and costestimate;

n Specific costs for construction, including materials;

n Costs for special door closures;

n Site stabilization costs, including sediment and erosion control;

n Costs to handle interior drainage, including sump pumps;

n Costs for specific measures that are required to protect endangeredspecies; and

n Reasonable costs for contracts for program management andconstruction inspection.

Unallowable costs that may be part of minor structural control projectsinclude landscaping (other than minimal stabilization).

6.8.4 Allowable and Unallowable Costs forElevation-In-Place

Allowable costs for elevating a public building in-place include:

n Engineering costs for preparing the design and cost estimate for thenew foundation;

n Costs associated with contracting for inspection services;

n Detaching the building from its foundation (or lifting it slab and all)and raising it so the new foundation can be constructed;

n Turning off, extending, and turning on utility service;

n Temporary removal and storage of foundation plantings andreplanting;

n Demolition and disposal of old foundation, if not suitable forextension;


n Modification of the ground floor, if it is kept as a platform on whichhabitable space will be constructed or extended;

n Filling in below-grade (basement) spaces, and relocation of utilityequipment and appliances;

n Addition of small utility room if needed for relocated utilityequipment and appliances;

n Construction of new foundation;

n Certain code-required upgrades (check with the Department);

n Survey to verify adequacy of the lowest floor elevation;

n Site clean-up and stabilization of disturbed grassed areas;

n Reasonable expenses associated with the occupant operatingelsewhere during the period that the building must be vacated; and

n Reasonable expenses associated with temporary storage of fragileitems during the period of the actual elevation construction (requiresreceipts).

Unallowable costs that may be part of a typical elevation project include:

n Non-flood or wind upgrades required for code compliance;

n New siding, other than appropriate to the new foundation work;

n Utility service or materials for the underfloor space (which must beused only for parking, limited storage, or building access to be codecompliant);

n Fill for landscaping purposes; and

n Sidewalks and other site improvements.

FEMA funding may not be able topay for rehabilitation and repairsthat are not associated withproviding hazard resistance.


6.8.5 Allowable and Unallowable Costs forRelocation

Allowable costs for relocating public buildings to sites outside of themapped floodplain include:

n Jacking and moving the structure to the new site;

n Demolition of the old foundation and remaining site improvements,filling in basements, disposal of debris, capping utilities, andstabilizing the vacated site;

n Acquisition of the new site; and

n Necessary preparations at the new site, including new foundation,and water, sewer and other utility hookups.

Unallowable costs that may be part of a relocation project include:

n Expanded parking areas or other site improvements in excess ofthose at the old site;

n Aesthetic improvements and landscaping; and

n New accessory structures.

6.8.6 Allowable and Unallowable Costs DrainageImprovements

Allowable costs for drainage improvement projects include:

n Engineering costs for preparing the feasibility study, design, and costestimate;

n Acquisition of land or right-of-way; and

n Specific costs for construction and stabilization.

Unallowable costs include landscaping other than stabilization tominimize erosion.

6.9 Prepare the Project Budget

In order to prepare a reasonable project budget that will give you enoughfunding to implement a project without significant shortfalls or overruns,several allowable cost elements need to be estimated. The costworksheets in the State’s Joint Application packet list cost items that maybe applicable to your project. The worksheets may not specify every


allowable cost associated with your project. Be sure to include acomplete breakdown of the cost estimate, especially if it includes itemsnot on the worksheet.

Estimates that you make for the purpose of the application may not holdup over time, especially if 6 months or more elapses before approval ofthe grant application. Check with the Department – you may be able topropose an inflation factor, especially if you can document recentincreases in construction costs in your region.

Keep in mind that your project budgetwill be used in the benefit:costanalysis (see Section 6.11).

6.9.1 Project Management Costs (In-House orContracted)

Your options for handling project management were outlined in Section5.3. You need to make a decision before you finish the project budget inthe application, because the costs may be allowable costs. Small projectsare more likely to be handled by existing staff, in which case staff time isnot an allowable project cost since the employee’s salary is alreadyincluded in the operating budget and included in the administrative costs(computed as a percentage of the project, see Section 9.4). Large projectsoften require more time than existing staff has available, or may betechnically complicated and warrant hiring specialized capabilities.

Under the following circumstances, project management is an allowablecost if you:

n Contract with another governmental entity, such as a planningcouncil or water management district. A formal agreement outliningspecific responsibilities is required, along with a budget to estimatehours and costs.


n Hire a contractual employee with the specific assignment to managethe project. While non-project related tasks may be assigned to thisperson, the grant will only cover costs associated with managementof the project.

n Procure inspection services by competitive bid.

If you’re uncertain about estimatingeligible project management costs,contact the Department.

6.9.2 Estimate Demolition Costs

Some mitigation projects may involve partial or full demolition of anexisting building. Actual demolition costs are likely to depend on severalvariables, including size and type of the building, location and haulingroute, termination of utilities, salvage rights, landfill tipping fees, size oflot to be stabilized, and other factors.

For the purpose of estimating the costs for the application, it is best to getan estimate from the firm responsible for designing the project. Keep inmind that disposal of debris must be done in accordance with FloridaStatute 403, and a notice must be submitted to the Department ofEnvironmental Protection at least 45 days before the demolition is started.

6.9.3 Estimate Environmental Remediation Costs

If required, environmental remediation (clean-up) usually is included inthe demolition contract. You should have an inspection conducted by anexperienced person to determine if the proposed project will prompt aclean-up requirement.

When the Department conducts the field inspection as part of itsapplication review, it will make a preliminary determination as to whetherany conditions are likely to require remediation. If necessary, your


project budget will be amended to include an estimate of the remediationcosts, however, you should include a “best guess” in your initialsubmittal.

At least 45 days before beginning construction or any demolition, anotification must be sent to the Department of Environmental Protection.

6.10 Project Worksheets

The Joint Application includes worksheets designed specifically forcertain types of projects. Some worksheets will help you develop costestimates. Carefully look over the worksheet for your project type tomake sure you include estimates of all project elements. If you havequestions about a cost item, first check Section 6.8 to see if it is anallowable cost, then call the Department.

6.11 Benefit:Cost Computations

Projects must be cost effective – which generally means that the benefitsover time will be greater than the costs of the project. Primary benefitsare damages that will be avoided, and costs that will be saved, if theproject is implemented.

Using the cost data and benefit information that you provide, theDepartment applies FEMA’s standard methodologies, if applicable.Other methods may be used, but must be approved in advance and beconsistent with the economic principles and OMB guidance, and riskcalculations used in FEMA’s model.


Section 6.9 covers your projectbudget. Because the B:C is basedon your budget, it is critical thatyou develop reasonable estimates.But also pay close attention tobenefits, especially benefits that aredifficult to quantify which arecovered in Section 6.7. A goodnarrative of all the merits of yourproject will help.

FEMA has developed three computer modules to perform analyses as afunction of the level detail of the data: Full Data; Limited Data; and VeryLimited Data. Modules are available for riverine flooding, coastalflooding, and hurricane winds. Technical manuals and guidancematerials are available to guide the application of the modules.

For each proposed mitigation project, the selection of the appropriatemodule is based on the availability of accurate and verifiabledamage/benefit data:

n Very Limited and Limited Data Modules. At least one accurate,documented relationship is established between the return frequencyof a given event and the damage resulting from it. Having even onemore data point characterizing return frequency and damagesignificantly increases accuracy.

n Full Data Module. Used when there is accurate informationregarding hazard (probability and magnitude), vulnerability(susceptibility of structure to damage at different hazard intensities),characteristics of the building and its contents (floor area, elevationstructure type, use), and costs of displacement and relocation (ifdamage requires temporary relocation).


If you seek funding from more thanone source, you may have to meetdifferent criteria in terms ofdemonstrating that the project isbeneficial and/or cost effective.

Because this is a critical factor in the decision process, you may decidethat you want to have a better feel for how B:Cs are computed. FEMAhas developed guidance documents and software:

n Engineering Principles and Practices for Retrofitting Flood ProneResidential Structures (FEMA 259);

n Benefit-Cost Analysis of Hazard Mitigation Projects, Volume 4,Hurricane Wind User’s Guide Version 1.0 (FEMA, 1996);

n Benefit-Cost Analysis of Hazard Mitigation Projects: Introduction toBenefit-Cost Programs (12/96); and

n How to Determine Cost-Effectiveness of Hazard Mitigation Projects:A New Process for Expediting Application Reviews (12/96).

Training on FEMA’s Benefit:Costmethodologies is available from theDepartment. Call to requesttraining or to find out when the nextsession is scheduled for your area.

6.12 Other Considerations to Review as YouPrepare the Application

This section covers items that you may need to think about while you’reworking on the application:

n How long do projects take? This may be important not only for thetentative schedule, which is part of the application, but also becauseof rising costs.

n What permits are required?


6.12.1 Period of Implementation

Applications are to include a proposed implementation schedule.Because of the variety of both the types and sizes HMGP projects, thereis no typical timeline. Your schedule should be as realistic as possible,given the fact that there are many unknowns at this stage. Theimplementation schedule will be used by the Department to trackprogress that is reported in your quarterly reports. Check with theDepartment for help deciding if your schedule is reasonable. Severalfactors may come into play, including whether additional design work isrequired, the estimated time to procure contract services, availability ofcontractors, the time of year, and others.

For the most part, FEMA expects projects to be completed within 24months after award, and certainly no longer than 48 months from the dateof the declaration. Time extensions may be granted for circumstancesbeyond the control of the applicant. If you document in your quarterlyreports that you have made steady progress, and if you can demonstratethat you need more time, you’re more likely to get an extension.

6.12.2 Permits May be Required

Before the application is submitted, you should determine which permitsare required and, if appropriate, consult with the appropriate authority. Ifyour project is reviewed through the State Clearinghouse, you may beadvised of federal and State permit requirements. All appropriate local,State, and federal permits and approvals must be received before a projectis started.

Although many projects funded by HMGP apparently do not require Stateand federal review or permits (see Section 6.6.2 and Table 6-1), it is yourresponsibility to provide the environmental information requested in theapplication so that unusual circumstances, if present, can be identified.Any permit that is identified must be obtained before implementation, soyou should factor into your implementation schedule the time to workwith regulatory authorities. Approvals are required for:

n Disposal of construction/destruction debris must be comply withFlorida Statute 403;


n Modifications to existing buildings must comply with the buildingcode;

n Asbestos must be properly handled and disposed (use the Notice ofAsbestos Renovation or Demolition online atwww.dep.state.fl.us/air/forms/forms.htm, click on “Asbestos”).

n Other hazardous materials must be handled according to federal andstate requirements; and

n Disturbance of wetlands must be approved by the U.S. Army Corpsof Engineers.

As part of the application process, FEMA requires that you identify thepermits and approvals that are required. Check with your local planning,zoning, and building departments for local permit requirements. By typeof project, the following permits and approvals may be required:

n Wind or flood retrofit of public facilities

− Building permit

− Disposal of construction debris

n Structural flood protection (berm/floodwall)

− Floodplain permit

− Grading permit

− Building permit

n Elevate public buildings

− Building/remodeling permit for new foundation

− Building/remodeling permit for code-required upgrades

− Demolition permit for old foundation

− Disposal of debris

n Relocate public buildings to new sites

− Demolition permit for old foundation

− Environmental permits to develop receiving site (if required)

− Grading permit to stabilize old site

− Building permit for new foundation

− Remodeling permit (if required for upgrades to moved building)

− State transportation permit

− Abandonment permits (water wells, septic systems)


n Reconstruction of public buildings

− Demolition and disposal of debris

− Building permit

n Storm drainage improvements

− Grading permit

− Sediment and erosion control approval

− Stormwater management approval

− Wetlands approval

Check with the local watermanagement district and the healthdepartment for specific requirements,and pay particular attention to FloridaStatute 403, Environmental Control,Part IV, Resource Recovery andManagement (ss.403.702-403.7895)(disposal of construction/demolitiondebris).

6.13 Estimate Project Management Costs

Options for project management were outlined in Section 5.3. Thissection covers suggestions for estimating those costs so that you caninclude them in the project budget. Allowable costs (cost-shared as partof the grant) are those costs incurred specifically to manage the project.You may decide to hire outside services before you get the grant in orderto help plan the project and prepare the application, in which case someof those costs may be counted towards the non-federal match.

An estimate of project managementcosts is needed for the project budget –it is not acceptable to use a percentageof the total project costs.


Management costs are different from administrative costs (see Section9.4). Your estimate of project management costs will depend on how youwill manage the project:

n If you contract with another governmental entity (e.g., planningdistrict or county), give them a tentative scope of services andrequest an estimate of hours, labor rates, and total costs.

n If you decide to hire a contractual employee specifically to managethe project, decide on the qualifications and experience levelrequired, and estimate the costs by comparing to local salary levels.

n If you will contract for project implementation and managementservices by competitive bid, check with the Department. On the onehand bids could be solicited, but the actual work will not be starteduntil after the application is submitted and project is reviewed andapproved (a process that may take up to 6–18 months). Thus, costestimates could change over time.

FEMA automatically calculates andprovides funding to cover thecommunity’s administrative costs(see Section 9.4). Do not combineadministrative costs withmanagement costs.

6.14 Public Notice

As outlined in Section 6.6.9, you need to publish an initial Public Notice(Appendix B) before you submit the application and include a copy in theapplication.

6.15 Submitting the Application

The Joint Application is long and includes pages for different types ofprojects. Be sure to review the entire application for completeness – usethe Completeness Checklist. Avoid leaving anything blank – it will onlyslow down the Department’s review. Consider having someone elsereview everything, preferably someone who has not worked directly onthe application.


The application is to be signed by an “authorized agent” of thecommunity, and proof of the authority to execute and enter into acontractual agreement is required. Be sure to note the person whoprepared the application so the Department can get in touch quickly ifquestions arise.

The application is a valuable package. Make a copy of everything,including photographs and the Completeness Checklist, and send to theDepartment by a method that you can track.

6.16 Excerpts from Sample Applications

For each of the project types described in Section 4.1 through 4.8, ‘mock-up’ excerpts from sample applications are included in Appendix D. Theexcerpts are included to give you a feel for the level of detail and natureof responses that will help the Department and FEMA expedite afavorable review.

What comes next:§ Make sure the application package is reviewed for

completeness before you send it to the Department.§ Understand that the Department (and FEMA) have

several steps to their review and approval process, so bepatient if they call for more information or clarifications.

7. Application Review

Chapter 7 Application Review


What you need to know:§ Applications that are complete and clear are easier to

review quickly.§ It is easier and faster to call the Department with your

questions before you submit the application, rather thanhave the review take longer because of missing or unclearinformation.

§ While the Department has considerable authority to makedecisions, it is bound by an agreement with FEMA tocomply with certain rules.

At this point in the process, you have worked on your grant applicationand now you’re ready to submit to the Department. Before you do that,be sure to double check that the application is complete. It’s a good ideato have someone else look it over, preferably someone who has not beeninvolved in the details of the application. Don’t just leave somethingblank. Be sure to contact the Department if you need help. It’s better totry to get this done before you submit the whole package.

Application deadlines depend on thefunding source:§ For HMGP, submit to the

Department no later thanapproximately 9 months afterthe disaster. You will benotified of the exact deadline.

§ For FMA, you will be notifiedof the due date when you areadvised of the availability offunds.

7-2 Chapter 7: Application Review

FEMA recognizes the State of Florida as a “Managing State,” whichmeans the State has a significant role in reviewing grant applications.More detail on the Department’s role is covered in Section 1.6. Thischapter summarizes the steps that the Department takes when a formalapplication is received. After FEMA concurrence, a SubgranteeAgreement is prepared for execution by your community (see Section 9.2and Appendix B).

While approval of your project is the anticipated result of theDepartment’s review, there is a chance you will disagree with itsrecommendations or decisions. The appeal process is outlined in Section7.2. If the Department has recommended approval but FEMA renders anadverse decision, then seek advice from the Department to understandFEMA’s appeal process.

7.1 The Department’s Responsibilities

When you have completed and reviewed your application package, youwill submit it to the Department. For most HMGP and FMA projects theDepartment follows the streamlined review process outlined under itsManaging State agreement executed with FEMA. The Department:

n Receives the application and notifies the applicant by mail with thename and telephone number of the State contact;

n Verifies eligibility of the applicant and determines that the proposedproject type is eligible;

n Reviews supporting hazard, environmental, and cost data forcompleteness;

n Reviews for additional information necessary to evaluateenvironmental considerations;

n If appropriate for the project type, coordinates with the Florida StateClearinghouse;

n Reviews letters from appropriate State and federal agenciesindicating whether permits will be required;

n May conduct a site visit to verify environmental information and toscan for environmental justice issues and the presence ofenvironmental factors;


n Prepares the benefit:cost analysis using the data and information youprovide;

n Prepares benefit:cost summary sheet, record of environmentalreview, and recommendation of award; and

n Submits the project summary package to FEMA for concurrence andobligation of funds.

FEMA reviews the package to:

n Ensure appropriate documentation and agency concurrences areincluded (if required);

n Verify that the Department has determined the appropriate level ofenvironmental review;

n Prepare the final NEPA document (if required);

n Render a decision regarding award and obligation of funds; and

n Transmit decision and commitment to the Department andcommunity.

To appeal a decision made by theDepartment, check the SubgranteeAgreement and call the Departmentfor details of the process.

7.2 Appeals

Decisions that may be appealed include whether:

n The applicant is an eligible recipient (see Section 1.7.2);

n The proposed project is an eligible activity (see Section 1.7.3);

n Aspects of the environmental and cost-effectiveness reviews warrantreconsideration; and

n Whether the funding amount recommended by the Department isappropriate.

If you believe that the Department has made an adverse ruling that isincorrect, your community has the right to file a letter of appeal.Specifically, if you dispute any material fact on which the Department’s

7-4 Chapter 7: Application Review

decision or action is based, you have the right to a formal hearing inaccordance with 120.57(1). F.S. (1999), before an Administrative LawJudge of the Division of Administrative Hearings. Letters of appealshould be submitted as soon as possible after you receive theDepartment’s ruling or determination.

If you believe that FEMA has made an adverse ruling that is incorrect,you should contact the Department as soon as possible because a specifictimeline is required. Appeals are to be submitted in writing to theDepartment within 60 days of receipt of the decision, and must containdocumentation that justifies the request for reconsideration. Appeals ofFEMA’s decisions are forwarded by the Department to the FEMARegional Director. Appeals are to specify:

n The aspect of the decision being appealed; and

n If the appellant believes the decision was inconsistent, the applicablegoverning law, regulations, or policy.

Within 60 days of receiving an appeal, the Department will prepare awritten recommendation to forward to FEMA. Within 90 days ofreceiving the material from the Department, FEMA will notify theDepartment as to the new decision or the need for more information. Ifaddition information or evaluation is needed and requested from theDepartment and the applicant, FEMA will act within 90 days followingits receipt. FEMA’s decisions are provided in writing.

What comes next:§ There are some things that you can do while waiting to

hear back from the Department about approval of yourapplication.

§ To reduce delays later on, this is a good time to get readyto procure the services and contractors you’ll need.

8. Preparing for Approval

Chapter 8Preparing for Approval


What you need to know:§ Six months or more may go by between submitting the

application and the final decision on whether funding isapproved.

§ It makes sense for you to do what you can during thattime to minimize start-up time once the approval isreceived.

8.1 Prepare to Contract

Each project type has several distinct activities which you defined whenyou prepared a work plan (project milestones) as part of the application.You may decide to handle some activities in-house, although most of theprojects covered by this handbook are likely to require some outsideproviders and companies. Keep in mind that you can count some in-house work as in-kind services, which counts towards part of the non-federal matching funds. You do have to keep track of personnel and thetime spent so that it can be valued. Certain expenses incurred duringproject implementation may also be counted.

FEMA and the State do not have rules governing how you procureservices. You must follow your community’s standard procurementprocedures. Some of these services are very standard – just becausethey’re being used for a mitigation project does not mean that you have toseek a contractor with special experience with mitigation projects. Aslong as the bid document is complete in the specifications, you should beable to request submittal of qualifications and a price proposal.

In addition to the normal contracts for materials and services, you maywant to consider the following:

n Implementation management. Especially if you have a large orcomplicated project and if you don’t have someone on staff who candevote considerable time to it, you may decide to hire animplementation manager. Some communities hire this capabilityfrom the start, in order to have help with the application. A capable

8-2 Chapter 8: Preparing for Approval

consultant can help define the project, prepare additional planningdocuments, develop a good cost estimate, and perform many othertasks. Some communities decide to handle overall management andadministrative functions in-house, but procure the services of aspecialist to handle technical tasks such as inspection.

n Environmental abatement. If identified hazardous materials(asbestos, lead, petroleum products around fuel tanks) have to beremoved prior to or as part of demolition, you may choose to contractthe work as a separate activity. Many communities include it as partof the demolition/construction contract, in which case thespecifications for the contractor should be clear regarding methods ofremoval and disposal.

If your project involves elevating orphysically relocating a publicbuilding, you will need a specialtycontractor. There is a surprisingnumber of contractors who handlemoving structures, and one sourceof contact information is on-line atwww.buildingmovers.com. Alwayscheck qualifications and state-required licenses.

8.2 Obtain Permits

The results of the State Clearinghouse Review will have indicatedwhether you have to seek permits from State and federal agencies.Although you may not know whether your project will receive finalapproval and funding, you can start the necessary paperwork to seekthose permits.

Local permits must be authorized before a project can begin, so you canstart seeking those approvals, as well. The grant funds are conditionedthat subgrantees will, in all cases, receive and comply with all requiredpermits and approvals.


What comes next:§ The first thing you’ll do when you get notice of grant

award is to execute the Subgrantee Agreement (AppendixB). Review it in advance to get your questions answerednow, rather than cause delays later.

§ Set up a good record system. While audits may not occurfrequently, it is important to be able to respondcompletely.

9. Approval & Paperwork

Chapter 9Approval & Paperwork


What you need to know:§ The Subgrantee Agreement includes several commitments

tied to the date of the Agreement. Read through thestandard form in Appendix B to understand and prepareto move quickly.

9.1 The Department’s Role DuringImplementation

After FEMA reviews and obligates grant funding, the Departmentcontinues to support your activities throughout project implementation.The Department will:

n Respond to requests for policy clarification and technical assistance;

n Work with you to turn the anticipated project schedule in theapplication into an implementation schedule;

n Monitor and evaluate progress by reviewing your quarterly reports;

n Work with you to address problems that may affect scheduling;

n Provide funds based on reimbursement requests;

n Monitor the financial status of the project, including determination ofeligibility of submitted costs;

n Conduct on-site inspections; and

n Conduct financial closeout.

The “applicant” becomes the“subgrantee” after award. TheDepartment is the grantee,responsible to FEMA for oversightand management of mitigation funds.

9.2 The Subgrantee Agreement

The Department has developed a standard Subgrantee Agreement(Appendix B) that each subgrantee must execute shortly after the grant is

9-2 Chapter 9: Approval and Paperwork

approved by FEMA. It includes provisions that are common in grants tocommunities, so it may be familiar to staff who handle other projectssupported with State and federal funds.

Some key elements of the Subgrantee Agreement that are specific toHMGP and FMA grants are:

n Upon award, you need to prepare and publish a final Public Notice(Appendix B).

n You have to develop and submit a detailed, line item budget within30 days.

n Your work plan, specifying interim due dates for each task, is duewithin 30 days.

n The period of the Agreement is up to 24 months or the time requiredfor the project if reasonably estimated; extensions may be grantedafter review and justification.

n Separate record keeping is required if multiple projects are fundedunder one Agreement.

n Separate checking accounts or charge codes are required for eachfunding source.

n Copies of contracts for services are to be submitted to theDepartment within 5 days of execution.

n The Department is to be notified immediately if a change in scope isanticipated.

n Documentation of public notices for demolition activities is to beprovided.

n A letter is to be submitted to certify completion in substantialcompliance with the approved scope and Subgrantee Agreement.

9.3 Public Notice

Shortly after receiving notice of grant award you should issue a publicnotice (see Section 6.14 and Appendix B). Keep a copy of the publishednotice as part of the project records.

9.4 Subgrantee Administrative Costs

Recipients of grants are reimbursed for certain administrative costs thatare “all necessary costs of requesting, obtaining, and administering


federal financial assistance.” Rather than requiring that you keep detailedrecords, the amount of reimbursement is determined by a sliding scalethat is keyed to the total costs of the project that are eligible for cost-share, i.e., cost items that are not allowable costs are not included.Administrative costs include those associated with:

n Preparation of the application;

n Record keeping and preparation of quarterly reports;

n Financial management, such as preparing reimbursement requests,and audits; and

n Routine field inspections conducted by staff, unless the project is toolarge or technical to be handled in-house and those inspections aredone by a contractor.

The notice of grant approval and obligation that you will get from FEMAwill specify the federal funds, the non-federal share, and the subgranteeadministrative costs. The subgrantee administrative costs are computedbased on the total net eligible costs, which are the FEMA share plus thenon-federal minimum required match (the lesser of either the total projectcosts or 4/3 the amount of the federal share). Do not includeadministrative costs in the project budget.

Subgrantee administrative costs are determined by adding the followingamounts:

n 3% of first $100,000 of the total project cost

n +2% of next $900,000 of the total project cost

n +1% of next $4,000,000 of the total project cost

n +0.5% of assistance over $5,000,000.


Specific cost items associated withproject management are notcovered by administrative costs, andmay be part of the project budget,including such costs as hiring animplementation manager or aninspector for construction oversight.

9.5 Record Keeping

As with any grant program, a significant community responsibility is tomaintain complete records to document project performance and thatfunds have been used appropriately. There are two primary componentsof your record keeping system: project files and financial records. Allrecords are to be retained for at least 3 years, and access is to be providedto the State or FEMA for audit purposes.

9.5.1 Project Files

Be sure to keep the following:

n The application and supporting documentation;

n Maps and photographs of the project area;

n Correspondence with the Department, FEMA and other agencies;

n Copies of permits and approvals;

n The Subgrantee Agreement; and

n Quarterly progress reports.

9.5.2 Financial Records

Be sure to keep the following:

n Separate accounts for each funding source;

n Bid and contract documents for contracted services;

n Work reports and time sheets for in-kind services;

n Time sheets and valuation computations for donated services;


n Vouchers that detail the materials and services provided bycontractors;

n Affidavit or tipping receipts for debris disposal;

n Quarterly financial reports submitted to the Department;

n Reconciled “as built” project budget; and

n Closeout documentation and audit records.

Grant recipients must comply withthe audit requirements of OMBCircular A-133 (revised), issuedpursuant to the 1996 amendment ofSingle Audit Act of 1984, P.L. 98-502 (supercedes OMB Circular A-128). An overview is on the Internetat www.fema.gov/ofm/grants.htm.

9.6 Reimbursement Requests

The Subgrantee Agreement is a cost-reimbursement agreement.

9.6.1 Advance Payment

Check with the Department if you believe you will need an advance ofgrant funds for large projects. Advance payments are subject to Section216.181(15), Florida Statutes, and certain federal requirements. Theamount that may be advanced may not exceed the expected need for thefirst three months of the project. A request, including a statement ofjustification, is submitted to the Department using a form included in theSubgrantee Agreement, the “Request for Reimbursement of HMGPFunds.”

9.6.2 Quarterly Reimbursement

The subgrantee is to submit and will be reimbursed at least quarterly forallowable costs incurred in the satisfactory performance of the work.Requests are submitted using the “Request for Reimbursement of HMGP


Funds” form included in the Subgrantee Agreement. Ideally, the requestfor reimbursement and the quarterly progress report will be submittedconcurrently. Payment is made only after verification of workaccomplished during the previous quarterly period.

If you will need more frequentreimbursements, be sure to discuss aschedule with the Department.

9.7 Reporting Requirements

The Subgrantee Agreement that your community executes with theDepartment will specify the reporting requirements and provide standardreport forms. Be sure you mark your calendar at the end of each quarterto stay on top of these requirements:

n Quarterly Reports. You will submit quarterly reports to theDepartment, and the Department will submit summary reports toFEMA. For each active project, the Department has to describe theprogress of the project, percent completed, milestone achieved duringthe quarter, the estimated completion date, and any problems thatwere identified by the community.

Quarterly progress reports are toidentify any problems or delays.However, this mechanism should notbe used to report serious difficultiesor changes in scope, which must bereported to the Departmentimmediately. Unauthorized changesin scope could jeopardize funding.

n Change in Project Scope. The project scope is the specific workthat is described in the project award letter and SubgranteeAgreement. If you propose a change in project scope, or if a change


is anticipated, you must notify the Department immediately. Do notassume that any change is minor – it is easier to verify in advancethan to deal with the possibility of loss of funding. Do not do workoutside of the scope until and unless the grant agreement is modified.Some examples of possible significant scope changes:

n You expected to use one type of hurricane protection measures, butcloser examination indicated a different type is appropriate.

n Structural floodproofing was approved, but after award a closerstructural evaluation indicates a floodwall is more applicable.

n Instead of floodproof a public building that is found to be unsound,you decide to rebuild on a new site.

n Rather than construct a stormwater management pond you decidedrainage ditch improvements would work just as well.

n Instead of replacing an undersized culvert with a larger opening, yourcommunity decides to buyout the one or two homes that flood theworst during backwater flooding conditions.

n Rather than floodproof or install wind protection on one publicbuilding, you decide to retrofit another facility instead.

10. Closeout & Financial Matters

Chapter 10Closeout & Financial Matters


10.1 Overview

There are several basic things that the Department and FEMA do to closeout a project:

n They come to agreement that the project is ready to be closed out;

n A reconcilement or adjustment of project costs is prepared;

n The site is visited and a final inspection report prepared;

n The final progress report is submitted; and

n The project is closed out in the programmatic and financial computersystems.

10.2 Project Closeout

Upon project completion you will notify the Department by submitting afinal quarterly report, a Letter Requesting Final Inspection & Closeout,and the Subgrantee Checklist for Final Inspection & Closeout (AppendixB) to certify completion and to request a final inspection. You mustspecifically state that:

n The project has been completed in substantial compliance with theapproved scope of work and the Subgrantee Agreement

n The work was performed in accordance with all required permits,including relevant building codes;

n A letter from an appropriately registered professional engineer orarchitect to certify the “as-built” integrity of the structure, asmodified or protected by the approved project;

n That, if the project involves an insurable facility, the required hazardinsurance has been secured; and

n That project is ready for final inspection and close-out.

You will be given at least 72 hours notice before the final inspection.Items the Department will check are outlined on the Project CloseoutChecklist (Appendix B). In addition to a field inspection to verifycompliance with the scope of work, during the final closeout office visitthe Department may check your project files for the followingdocumentation:

n Copies of procurements and contracts;

n Copies of public notices and advertisements;

10-2 Chapter 10: Closeout & Financial Matters

n Account balance sheets, reimbursement documentation, front/backcopies of all checks, and closing statement;

n Maintenance agreements;

n Copies of all permits required;

n Demolition permits and photographs of cleared sites;

n Project Completion Certificate (Appendix B); and

n Subgrantee Checklist for Final Inspection/Close-Out (Appendix B).

The Department’s “Interim/Final Inspection Report” will be completedduring the inspection visit. You may get a list of corrections orinadequacies that must be addressed before closeout.

The second step in closeout is the final financial accounting. As part ofthe final reimbursement request, you will summarize any overrun orunderruns. Before the Department can approve the final payment, youmust respond to all inquiries and requests for follow-up information oraction.

10.3 Cost Overruns

A cost overrun is an unanticipated increase in the cost of performing theapproved project. Grants are awarded based on cost estimates, and actualcosts are likely to deviate from estimates. Throughout projectimplementation you and the Department will monitor funds with respectto adequacy to cover the approved project. Because grant funds arelimited, there is a good chance that additional funds may not be availableto cover overruns. This makes it all the more important that the projectbudget submitted as part of the grant application includes realisticestimates of all project costs.

Cost overruns are determined for the project as a whole, not for eachcomponent. You may have estimated low on one component, but high onanother.


A change that expands the scope,not matter how reasonable, is notnecessarily sufficient justificationfor a cost overrun. However, youmay make some modifications, butyou must receive prior approvalfrom the Department and FEMA.

10.4 Cost Underruns

A cost underrun is an unanticipated decrease in the overall cost ofperforming the approved project. Occasionally, the project cost estimatesmay have been high, resulting in “extra” grant funds.

The Department has an interest in tracking cost underruns because unusedfunds may be reallocated to other projects.

10.5 Recapture of Funds

Communities that have had funds recaptured due to non-performance orother problems will be ineligible for future grant funding for a 5-yearperiod. FEMA may move to recapture funds if it determines that:

n The appropriate matching funds have not been provided;

n The project has not been completed as approved or within thetimeframe allowed; or

n Funds have been used for purposes that were not allowed orapproved.

10.6 Single Audit Act

Communities that receive over $300,000 in total funding from Federalprograms within their own fiscal year, may be asked to provide a copy ofthe independent, outside audit performed under OMB Circular A-133,revised (Single Audit Act of 1984, as amended). A summary of the newreporting responsibilities is found at www.fema.gov/ofm/grants.htm.

10-4 Chapter 10: Closeout & Financial Matters

Among the assurances that your community agrees to when it executesthe Subgrantee Agreement is to maintain an audit trail. You are requiredto retain all backup documentation, including invoices, canceled checks,records for each property included in the project, and engineeringcertificates, if applicable. Backup documentation is not submitted withany progress report or the final report, but it is retained and must beaccessible to the Department or FEMA in the event of an audit.

Appendix A: Resources

1. Statutory Authority ……………………...………………...… A-1

2. Federal Regulations …………………………………...…...… A-4

3. Bibliography & References ……………………...……… A-15

4. Definitions ………………………………………………………...… A-18

Appendix A. Resources A-1

STATUTORY AUTHORITY:Section 404 Hazard Mitigation Grant Program

From: Robert T. Stafford Disaster Assistance and Emergency ReliefAct (as amended) 42 U.S.C. 5121, et seq.

{Sec 404} 5170c. Hazard Mitigation

(a) In General.

The President may contribute up to 75 percent of the cost of hazardmitigation measures which the President has determined arecost-effective and which substantially reduce the risk of future damage,hardship, loss, or suffering in any area affected by a major disaster.Such measures shall be identified following the evaluation of naturalhazards under section 5176 of this title and shall be subject to approvalby the President. The total of contributions under this section for amajor disaster shall not exceed 15 percent of the estimated aggregateamount of grants to be made (less any associated administrative costs)under this chapter with respect to the major disaster.

(b) Property acquisition and relocation assistance.--

(1) General authority.In providing hazard mitigation assistance under this section inconnection with flooding, the Director of the Federal EmergencyManagement Agency may provide property acquisition and relocationassistance for projects that meet the requirements of paragraph(2).

(2) Terms and conditions.An acquisition or relocation project shall be eligible to receiveassistance pursuant to paragraph (1) only if--(A) the applicant for the assistance is otherwise eligible to

receive assistance under the hazard mitigation grant programestablished under subsection (a) of this section; and

(B) on or after December 3, 1993, the applicant for the assistanceenters into an agreement with the Director that providesassurances that—

(i) any property acquired, accepted, or from which astructure will be removed pursuant to theproject will be dedicated and maintained inperpetuity for a use that is compatible withopen space, recreational, or wetlands managementpractices;

(ii) no new structure will be erected on propertyacquired, accepted or from which a structure wasremoved under the acquisition or relocationprogram other than--


(I) a public facility that is open on all sidesand functionally related to a designatedopen space;

(II) a rest room; or(III) a structure that the Director approves in

writing before the commencement of theconstruction of the structure; and

(iii) after receipt of the assistance, with respect toany property acquired, accepted or from which astructure was removed under the acquisition orrelocation program—

(I) no subsequent application for additionaldisaster assistance for any purpose will bemade by the recipient to any Federalentity; and

(II) no assistance referred to in subclause (I)will be provided to the applicant by anyFederal source.

(3) Statutory constructionNothing in this subsection is intended to alter or otherwiseaffect an agreement for an acquisition or relocation projectcarried out pursuant to this section that was in effect onDecember 3, 1993.

(c) Program administration by states.--

(1) In general.A State desiring to administer the hazard mitigation grantprogram established by this section with respect to hazardmitigation assistance in the State may submit to the Presidentan application for the delegation of the authority to administerthe program.

(2) Criteria.The President, in consultation and coordination with States andlocal governments, shall establish criteria for the approval ofapplications submitted under paragraph (1). The criteria shallinclude, at a minimum –(A) the demonstrated ability of the State to manage the grantprogram under this section;(B) there being in effect an approved mitigation plan undersection 322; and(C) a demonstrated commitment to mitigation activities.

(3) Approval.The President shall approve an application submitted underparagraph (1) that meets the criteria established underparagraph (2).

(4) Withdrawal of approval.If, after approving an application of a State submitted underparagraph (1), the President determines that the State is notadministering the hazard mitigation grant program established bythis section in a manner satisfactory to the President, thePresident shall withdraw the approval.


(5) Audits.The President shall provide for periodic audits of the hazardmitigation grant programs administered by States under thissubsection.


FEDERAL REGULATIONS:Section 404 Hazard Mitigation Grant Program

TITLE 44 - - EMERGENCY MANAGEMENT AND ASSISTANCECHAPTER I - - FEDERAL EMERGENCY MANAGEMENT AGENCY

SUBPART M—HAZARD MITIGATION PLANNING

Sec.206.430 General.206.431 Definitions.206.432 Federal grant assistance.206.423 State responsibilities.206.434 Eligibility.206.435 Project identification and selection criteria.206.436 Application procedures.206.437 State administration.206.438 Project management.206.439 Allowable costs.206.440 Appeals.

Source: 55 FR 35529, Aug. 30, 1990, unless otherwise noted.

Sec. 206.430 General.

This subpart provides guidance on the administration of hazardmitigation grants made under the provisions of section 404 of the RobertT. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. 5170c,hereafter Stafford Act, or the Act.

Sec. 206.431 Definitions.

(a) Applicant means a State agency, local government, or eligibleprivate nonprofit organization, as defined in subpart H of this part,submitting an application to the Governor’s Authorized Representative forassistance under the Hazard Mitigation Grant Program.

(b) Application means the initial request for section 404 funding, asoutlined in Sec. 206.436.

(c) Grant means an award of financial assistance. The total grantaward shall not exceed ten percent of the estimated Federal assistanceprovided under section 406 of the Stafford Act for major disastersdeclared before June 10, 1993. For major disasters declared on or afterJune 10, 1993, the total grant award shall not exceed 15 percent of thetotal estimated Federal assistance (excluding any associatedadministrative costs) provided under sections 403, 406, 407, 408, 410,411, 416, and 601 of the Stafford Act.

(d) Grantee means the government to which a grant is awarded and whichis accountable for the use of the funds provided. The grantee is theentire legal entity even if only a particular component of the entity is


designated in the grant award document. For purposes of this part, exceptas noted in Sec. 206.436(g)(1), the State is the grantee.

(e) Measure means any mitigation measure, project, or action proposedto reduce risk of future damage, hardship, loss or suffering fromdisasters. The term measure is used interchangeably with the term projectin this part.

(f) Project means any mitigation measure, project, or action proposedto reduce risk of future damage, hardship, loss or suffering fromdisasters. The term project is used interchangeably with the term measurein this part.

(g) Section 322 Hazard Mitigation Plan is the hazard mitigation planrequired under section 322 of the Act as a condition of receiving Federaldisaster assistance under Public Law 93-288, as amended. This hazardmitigation plan is the basis for the identification of measures to befunded under the Hazard Mitigation Grant Program.

(h) State Administrative Plan for the Hazard Mitigation Grant Programmeans the plan developed by the State to describe the procedures foradministration of the Hazard Mitigation Grant Program.

(i) Subgrant means an award of financial assistance under a grant by agrantee to an eligible subgrantee.

(j) Subgrantee means the government or other legal entity to which asubgrant is awarded and which is accountable to the grantee for the use ofthe funds provided. Subgrantees can be a State agency, local government,private non-profit organization, or Indian tribe as outlined in Sec.206.434.

(k) Supplement means an amendment to the hazard mitigation applicationto add or modify one or more mitigation measures.

Sec. 206.432 Federal grant assistance.

(a) General. This section describes the extent of Federal fundingavailable under the State’s grant, as well as limitations and specialprocedures applicable to each.

(b) Limitations on Federal expenditures. The total of Federalassistance under section 404 shall not exceed 15 percent of the totalestimated Federal assistance (excluding any associated administrativecosts) provided under sections 403, 406, 407, 408, 410, 411, 416, and 601of the Stafford Act. The estimate of Federal assistance under thesesections shall be based on the Regional Director’s estimate of all DamageSurvey Reports, actual grants, mission assignments, and associatedexpenses.

(c) Cost sharing. All mitigation measures approved under the State’sgrant will be subject to the cost sharing provisions established in theFEMA-State Agreement. FEMA may contribute up to 75 percent of the cost ofmeasures approved for funding under the Hazard Mitigation Grant Programfor major disasters declared on or after June 10, 1993. FEMA maycontribute up to 50 percent of the cost of measures approved for fundingunder the Hazard Mitigation Grant Program for major disasters declared


before June 10, 1993. The nonfederal share may exceed the Federal share.FEMA will not contribute to costs above the Federally approved estimate.

Sec. 206.433 State responsibilities.

(a) Grantee. The State will be the Grantee to which funds are awardedand will be accountable for the use of those funds. There may besubgrantees within the State government.

(b) Priorities. The State will determine priorities for funding. Thisdetermination must be made in conformance with Sec. 206.435.

(c) Hazard Mitigation Officer. The State must appoint a HazardMitigation Officer, as required under 44 CFR part 206 subpart M, whoserves as the responsible individual for all matters related to the HazardMitigation Grant Program.

(d) Administrative plan. The State must have an approvedadministrative plan for the Hazard Mitigation Grant Program in conformancewith Sec. 206.437.

Sec. 206.434 Eligibility.

(a) Applicants. The following are eligible to apply for the HazardMitigation Program Grant:

(1) State and local governments;(2) Private non-profit organizations or institutions that own or

operate a private non-profit facility as defined in Sec.206.221(e);

(3) Indian tribes or authorized tribal organizations and Alaska Nativevillages or organizations, but not Alaska native corporations withownership vested in private individuals.

(b) Minimum project criteria. To be eligible for the Hazard MitigationGrant Program, a project must:

(1) Be in conformance with the hazard mitigation plan developed as arequirement of section 322;

(2) Have a beneficial impact upon the designated disaster area, whetheror not located in the designated area;

(3) Be in conformance with 44 CFR part 9, Floodplain Management andProtection of Wetlands, and 44 CFR part 10, EnvironmentalConsiderations;

(4) Solve a problem independently or constitute a functional portion ofa solution where there is assurance that the project as a wholewill be completed. Projects that merely identify or analyze hazardsor problems are not eligible;

(5) Be cost-effective and substantially reduce the risk of futuredamage, hardship, loss, or suffering resulting from a majordisaster. The grantee must demonstrate this by documenting thatthe project;(i) Addresses a problem that has been repetitive, or a problem

that poses a significant risk to public health and safety ifleft unsolved,

(ii) Will not cost more than the anticipated value of the reductionin both direct damages and subsequent negative impacts to the


area if future disasters were to occur. Both costs andbenefits will be computed on a net present value basis,

(iii)Has been determined to be the most practical, effective, andenvironmentally sound alternative after consideration of arange of options,

(iv) Contributes, to the extent practicable, to a long-termsolution to the problem it is intended to address,

(v) Considers long-term changes to the areas and entities itprotects, and has manageable future maintenance andmodification requirements.

(c) Types of projects. Projects may be of any nature that will resultin protection to public or private property. Eligible projects include,but are not limited to:

(1) Structural hazard control or protection projects;(2) Construction activities that will result in protection from

hazards;(3) Retrofitting of facilities;(4) Property acquisition or relocation, as defined in Sec. 206.434(d);(5) Development of State or local mitigation standards;(6) Development of comprehensive hazard mitigation programs with

implementation as an essential component;(7) Development or improvement of warning systems.

(d) Property acquisition and relocation requirements. A projectinvolving property acquisition or the relocation of structures andindividuals is eligible for assistance only if the applicant enters anagreement with the FEMA Regional Director that provides assurances that:

(1) The following restrictive covenants shall be conveyed in the deedto any property acquired, accepted, or from which structures areremoved (hereafter called in section (d) the property):(i) The property shall be dedicated and maintained in perpetuity

for uses compatible with open space, recreational, or wetlandsmanagement practices; and

(ii) No new structure(s) will be built on the property except asindicated below:(A) A public facility that is open on all sides and

functionally related to a designated open space orrecreational use;

(B) A rest room; or(C) A structure that is compatible with open space,

recreational, or wetlands management usage and properfloodplain management policies and practices, which theDirector approves in writing before the construction ofthe structure begins.

(iii)After completion of the project, no application for additionaldisaster assistance will be made for any purpose with respectto the property to any Federal entity or source, and noFederal entity or source will provide such assistance.

(2) In general, allowable open space, recreational, and wetlandmanagement uses include parks for outdoor recreational activities,nature reserves, cultivation, grazing, camping (except whereadequate warning time is not available to allow evacuation),temporary storage in the open of wheeled vehicles which are easily


movable (except mobile homes), unimproved, previous parking lots,and buffer zones.

(3) Any structures built on the property according to paragraph (d)(1)of this section, shall be floodproofed or elevated to the BaseFlood Elevation plus one foot of freeboard.

(e) Inapplicability of the Uniform Relocation Act. The UniformRelocation Assistance and Real Property Acquisition Policies Act of 1970does not apply to real property acquisition projects which meet thecriteria identified below:

(1) The project provides for the purchase of property damaged by themajor, widespread flooding in the States of Illinois, Iowa, Kansas,Minnesota, Missouri, Nebraska, North Dakota, South Dakota, andWisconsin during 1993;

(2) It provides for such purchase solely as a result of such flooding;(3) It is carried out by or through a State or unit of general local

government;(4) The purchasing agency (grantee or subgrantee) notifies all

potential property owners in writing that it will not use its powerof eminent domain to acquire the properties if a voluntaryagreement is not reached;

(5) The project is being assisted with amounts made available for:(i) Disaster relief by the Federal Emergency Management Agency; or(ii) By other Federal financial assistance programs.

(f) Duplication of programs. Section 404 funds cannot be used as asubstitute or replacement to fund projects or programs that are availableunder other Federal authorities, except under limited circumstances inwhich there are extraordinary threats to lives, public health or safety orimproved property.

(g) Packaging of programs. Section 404 funds may be packaged or usedin combination with other Federal, State, local, or private fundingsources when appropriate to develop a comprehensive mitigation solution,though section 404 funds cannot be used as a match for other Federalfunds.

Sec. 206.435 Project identification and selection criteria.

(a) Identification. It is the State’s responsibility to identify andselect hazard mitigation projects. All funded projects must be consistentwith the State’s section 322 hazard mitigation plan. Hazard mitigationprojects may be identified through the section 322 planning process, orthrough any other appropriate means. Procedures for the identification,funding, and management of mitigation projects shall be included in theState’s administrative plan.

(b) Selection. The State will establish procedures and priorities forthe selection of mitigation measures. At a minimum the criteria must beconsistent with the criteria stated in Sec. 206.434(b) and include:

(1) Measures that best fit within an overall plan for developmentand/or hazard mitigation in the community, disaster area, or State;

(2) Measures that, if not taken, will have a severe detrimental impacton the applicant, such as potential loss of life, loss of essential


services, damage to critical facilities, or economic hardship onthe community;

(3) Measures that have the greatest potential impact on reducing futuredisaster losses;

(c) Other considerations. In addition to the selection criteria notedabove, consideration should be given to measures that are designed toaccomplish multiple objectives including damage reduction, environmentalenhancement, and economic recovery, when appropriate.

Sec. 206.436 Application procedures.

(a) General. This section describes the procedures to be used by theState in submitting an application for funding for hazard mitigationgrants. Under the Hazard Mitigation Grant Program the State is the granteeand is responsible for processing subgrants to applicants in accordancewith 44 CFR parts 13 and 206.

(b) Governor’s Authorized Representative. The Governor’s AuthorizedRepresentative serves as the grant administrator for all funds providedunder the Hazard Mitigation Grant Program. The Governor’s AuthorizedRepresentative’s responsibilities as they pertain to procedures outlinedin this section include providing technical advice and assistance toeligible subgrantees, and ensuring that all potential applicants are awareof assistance available and submission of those documents necessary forgrant award.

(c) Letter of intent to participate. Within 60 days of the disasterdeclaration, the State (Governor’s Authorized Representative) will notifyFEMA in writing of its intent to participate or not participate in theHazard Mitigation Grant Program. States are also encouraged to submit ahazard mitigation application within this timeframe so that immediatepost-disaster opportunities for hazard mitigation are not lost.

(d) Hazard mitigation application. Upon identification of mitigationmeasures, the State (Governor’s Authorized Representative) will submit itssection 404 Hazard Mitigation Application to the FEMA Regional Director.The Application will identify one or more mitigation measures for whichfunding is requested. The Application must include a Standard Form (SF)424, Application for Federal Assistance, SF 424D, Assurances forConstruction Programs if appropriate, and a narrative statement. Thenarrative statement will contain any pertinent project managementinformation not included in the State’s administrative plan for HazardMitigation. The narrative statement will also serve to identify thespecific mitigation meausres for which funding is requested. Informationrequired for each mitigation measure shall include the following:

(1) Name of the subgrantee, if any;(2) State or local contact for the measure;(3) Location of the project;(4) Description of the measure;(5) Cost estimate for the measure;(6) Analysis of the measure’s cost-effectiveness and substantial risk

reduction, consistent with Sec. 206.434(b);(7) Work schedule;(8) Justification for selection;(9) Alternatives considered;


(10) Environmental information consistent with 44 CFR part 9,Floodplain Management and Protection of Wetlands, and 44 CFR part10, Environmental Considerations;

(e) Supplements. The application may be amended as the State andsubgrantees develop the section 322 hazard mitigation plan and continue toidentify measures to be funded. Amendments to add or modify measures aremade by submitting supplements to the application. All supplements to theapplication for the purpose of identifying new mitigation measures must besubmitted to FEMA within 90 days of FEMA approval of the section 322 plan.The Regional Director may grant up to a 90 day extension to this deadlineupon receipt of written justification from the State that the extension iswarranted. The supplements shall contain all necessary information on themeasure as described in paragraph (d) of this section.

(f) FEMA approval. The application and supplement(s) will be submittedto the FEMA Regional Director for approval. FEMA has final approvalauthority for funding of all projects.

(g) Exceptions. The following are exceptions to the above outlinedprocedures and time limitations.

(1) Grant applications. An Indian tribe or authorized tribalorganization may submit a SF 424 directly to the Regional Directorwhen assistance is authorized under the Act and a State is unableto assume the responsibilities prescribed in these regulations.

(2) Time limitations. The time limitation shown in paragraph (c) ofthis section may be extended by the Regional Director whenjustified and requested in writing by the Governor’s AuthorizedRepresentative.

Sec. 206.437 State administrative plan.

(a) General. The State shall develop a plan for the administration ofthe Hazard Mitigation Grant Program.

(b) Minimum criteria. At a minimum, the State administrative plan mustinclude the items listed below:

(1) Designation of the State agency will have responsibility forprogram administration;

(2) Identification of the State Hazard Mitigation Officer responsiblefor all matters related to the Hazard Mitigation Grant Program.

(3) Determination of staffing requirements and sources of staffnecessary for administration of the program;

(4) Establishment of procedures to:(i) Identify and notify potential applicants (subgrantees) of

the availability of the program;(ii) Ensure that potential applicants are provided information on

the application process, program eligibility and keydeadlines;

(iii) Determine applicant eligibility;(iv) Conduct environmental and floodplain management reviews;(v) Establish priorities for selection of mitigation projects;(vi) Process requests for advances of funds and reimbursement;(vii) Monitor and evaluate the progress and completion of the

selected projects;


(viii) Review and approve cost overruns;(ix) Process appeals;(x) Provide technical assistance as required to subgrantee(s);(xi) Comply with the administrative requirements of 44 CFR parts

13 and 206;(xii) Comply with audit requirements of 44 CFR part 14;(xiii) Provide quarterly progress reports to the Regional Director

on approved projects.

(c) Format. The administrative plan is intended to be a brief butsubstantive plan documenting the State’s process for the administration ofthe Hazard Mitigation Grant Program and management of the section 404funds. This administrative plan should become a part of the State’soverall emergency response or operations plan as a separate annex orchapter.

(d) Approval. The State must submit the administrative plan to theRegional Director for approval. Following each major disaster declaration,the State shall prepare any updates, amendments, or plan revisionsrequired to meet current policy guidance or changes in the administrationof the Hazard Mitigation Grant Program. Funds shall not be awarded untilthe State administrative plan is approved by the FEMA Regional Director.

Sec. 206.438 Project management.

(a) General. The State serving as grantee has primary responsibilityfor project management and accountability of funds as indicated in 44 CFRpart 13. The State is responsible for ensuring that subgrantees meet allprogram and administrative requirements.

(b) Cost overruns. During the execution of work on an approvedmitigation measure the Governor’s Authorized Representative may find thatactual project costs are exceeding the approved estimates. Cost overrunswhich can be met without additional Federal funds, or which can be met byoffsetting cost underruns on other projects, need not be submitted to theRegional Director for approval, so long as the full scope of work on allaffected projects can still be met. For cost overruns which exceed Federalobligated funds and which require additional Federal funds, the Governor’sAuthorized Representative shall evaluate each cost overrun and shallsubmit a request with a recommendation to the Regional Director for adetermination. The applicant’s justification for additional costs andother pertinent material shall accompany the request. The RegionalDirector shall notify the Governor’s Authorized Representative in writingof the determination and process a supplement, if necessary. All requeststhat are not justified shall be denied by the Governor’s AuthorizedRepresentative. In no case will the total amount obligated to the Stateexceed the funding limits set forth in Sec. 206.432(b). Any such problemsor circumstances affecting project costs shall be identified through thequarterly progress reports required in paragraph (c) of this section.

(c) Progress reports. The grantee shall submit a quarterly progressreport to FEMA indicating the status and completion date for each measurefunded. Any problems or circumstances affecting completion dates, scope ofwork, or project costs which are expected to result in noncompliance withthe approved grant conditions shall be described in the report.


(d) Payment of claims. The Governor’s Authorized Representative shallmake a claim to the Regional Director for reimbursement of allowable costsfor each approved measure. In submitting such claims the Governor’sAuthorized Representative shall certify that reported costs were incurredin the performance of eligible work, that the approved work was completedand that the mitigation measure is in compliance with the provisions ofthe FEMA-State Agreement. The Regional Director shall determine theeligible amount of reimbursement for each claim and approve payment. If amitigation measure is not completed, and there is not adequatejustification for noncompletion, no Federal funding will be provided forthat measure.

(e) Audit requirements. Uniform audit requirements as set forth in 44CFR part 14 apply to all grant assistance provided under this subpart.FEMA may elect to conduct a Federal audit on the disaster assistance grantor on any of the subgrants.

Sec. 206.439 Allowable costs.

(a) General. General policies for determining allowable costs areestablished in 44 CFR 13.22. Exceptions to those policies as allowed in 44CFR 13.4 and 13.6 are explained below.

(b) Eligible direct costs. The eligible direct costs foradministration and management of the program are divided into thefollowing two categories.

(1) Statutory administrative costs—(i) Grantee. Pursuant to 406(f)(2) of the Stafford Act, an

allowance will be provided to the State to cover theextraordinary costs incurred by the State for preparation ofapplications, quarterly reports, final audits, and relatedfield inspections by State employees, including overtime payand per diem and travel expenses, but not including regulartime for such employees. The allowance will be based on thefollowing percentages of the total amount of assistanceprovided (Federal share) for all subgrantees in the Stateunder section 404 of the Stafford Act:(A) For the first $100,000 of total assistance provided

(Federal share), three percent of such assistance.(B) For the next $900,000, two percent of such assistance.(C) For the next $4,000,000, one percent of such assistance.(D) For assistance over $5,000,000, one-half percent of such

assistance.(ii) Subgrantee. Pursuant to section 406(f)(1) of the Stafford Act,

necessary costs of requesting, obtaining, and administeringFederal disaster assistance subgrants will be covered by anallowance which is based on the following percentages of totalnet eligible costs under section 404 of the Stafford Act, foran individual applicant (applicants in this context includeState agencies):(A) For the first $100,000 of net eligible costs, three

percent of such costs.(B) For the next $900,000, two percent of such costs.(C) For the next $4,000,000, one percent of such costs.(D) For those costs over $5,000,000, one-half percent of

such costs.


(2) State management costs--(i) Grantee. Except for the items listed inparagraph (b)(1)(i) of this section, other administration costsshall be paid in accordance with 44 CFR 13.22. Costs of Statepersonnel (regular time salaries only) assigned to administer theHazard Mitigation Grant Program may be eligible when approved bythe Regional Director. Such costs shall be shared in accordancewith the cost share provisions of section 404 of the Act. Forgrantee administrative costs in the Disaster Field Office, theState shall submit a plan for the staffing of the Disaster FieldOffice within 5 days of the opening of the office. This staffingplan shall be in accordance with the administrative planrequirements of Sec. 206.437. After the close of the Disaster FieldOffice, costs of State personnel (regular time salaries only) forcontinuing management of the hazard mitigation grants may beeligible when approved in advance by the Regional Director. TheState shall submit a plan for such staffing in advance of therequirement.

(c) Eligible indirect costs.

(1) Grantee. Indirect costs of administering the disaster program areeligible in accordance with the provisions of 44 CFR part 13 andOMB Circular A-87.

(2) Subgrantee. No indirect costs of a subgrantee are separatelyeligible because the percentage allowance in paragraph (b)(1)(ii)of this section necessary costs of requesting, obtaining andadministering Federal assistance.

Sec. 206.440 Appeals.

(a) Subgrantee. The subgrantee may appeal any determination previouslymade related to Federal assistance for a subgrantee. The subgrantee’sappeal shall be made in writing and submitted to the grantee within 60days after receipt of a notice of the action which is being appealed. Theappeal shall contain documented justification supporting the subgrantee’sposition.

(b) Grantee. Upon receipt of an appeal from a subgrantee, the granteeshall review the material submitted, make such additional investigationsas necessary, and shall forward the appeal with a written recommendationto the Regional Director within 60 days.

(c) Regional Director. Upon receipt of an appeal, the RegionalDirector shall review the material submitted and make such additionalinvestigations as deemed appropriate. Within 90 days following receipt ofan appeal, the Regional Director shall notify the grantee, in writing, asto the disposition of the appeal or of the need for additionalinformation. Within 90 days following the receipt of such additionalinformation, the Regional Director shall notify the grantee, in writing,of the disposition of the appeal. If the decision is to grant the appeal,the Regional Director will take appropriate implementing action.

(d) Associate Director.

(1) If the Regional Director denies the appeal, the subgrantee maysubmit a second appeal to the Associate Director. Such appealsshall be made in writing, through the grantee and the Regional


Director, and shall be submitted not later than 60 days afterreceipt of notice of the Regional Director’s denial of the firstappeal. The Associate Director shall render a determination on thesubgrantee’s appeal within 90 days following receipt of the appealor shall make a request for additional information. Within 90 daysfollowing the receipt of such additional information, the AssociateDirector shall notify the grantee, in writing, of the dispositionof the appeal. If the decision is to grant the appeal, the RegionalDirector will be instructed to take appropriate implementingaction.

(2) In appeals involving highly technical issues, the AssociateDirector, at his/her discretion, may ask an independent scientificor technical group or person with expertise in the subject matterof the appeal to review the appeal in order to obtain the bestpossible evaluation. In such cases, the 90 day time limit will runfrom the submission of the technical report.

(e) Director.

(1) If the Associate Director denies the appeal, the subgrantee maysubmit an appeal to the Director of FEMA. Such appeals shall bemade in writing, through the grantee and the Regional Director, andshall be submitted not later than 60 days after receipt of noticeof the Associate Director’s denial of the second appeal.

(2) The Director shall render a determination on the subgrantee’sappeal within 90 days following receipt of the appeal or shall makea request for additional information if such is necessary. Within90 days following the receipt of such additional information, theDirector shall render a determination and notify the grantee, inwriting, of the disposition of the appeal. If the decision is togrant the appeal, the Regional Director will be instructed to takeappropriate implementing action.

(3) In appeals involving highly technical issues, the Director may, athis/her discretion, submit the appeal to an independent scientificor technical person or group having expertise in the subject matterof the appeal for advice and recommendation. Before making theselection of this person or group, the Director may consult withthe grantee and/or the subgrantee.

(4) The Director may also submit appeals which he/she receives topersons who are not associated with FEMA’s Disaster AssistancePrograms office for recommendations on the resolution of appeals.

(5) Within 60 days after the submission of a recommendation madepursuant to paragraph (d) (3) and (4) of this section, the Directorshall render a determination and notify the grantee of thedisposition of the appeal.


BIBLIOGRAPHY & REFERENCES

FEMA publications and forms may be obtained at no cost.Some of these documents and other materials may also beavailable online at www.fema.gov/library/lib06.htm

Hardcopy publications may be ordered from:Federal Emergency Management AgencyP.O. Box 2012Jessup, MD 20794-2012Toll free: (800) 480-2520

44 CFR Part 9. Floodplain Management and Protection of Wetlands are regulations to implementand enforce Executive Order 11988, Floodplain Management, and Executive Order 11990, Protectionof Wetlands.

44 CFR Part 10. Environmental Considerations are regulations for compliance with the NationalEnvironmental Policy Act.

44 CFR Part 13. Uniform Administrative Requirements for Grants and Cooperative Agreements toStates and Local Governments establishes administrative requirements for Federal grants andsubgrants.

44 CFR Part 14. Administration of Grants: Audits of State and Local Governments are requirementsfor non-Federal audits of recipients of financial assistance from FEMA.

44 CFR 206. Federal Disaster Assistance for Disasters Declared On or After November 23, 1988,are regulations for implementing the Stafford Act.

ASCE 7-98, Minimum Design Loads for Buildings and Other Structures. Reston, Virginia:American Society of Civil Engineers, 1998.

ASCE 24-98, Flood Resistant Design and Construction Standards. Reston, Virginia:American Society of Civil Engineers, 1998.

FEMA (1996). Benefit-Cost Analysis of Hazard Mitigation Projects, Volume 4, HurricaneWind User’s Guide Version 1.0. Pre-publication edition. Washington, DC: FederalEmergency Management Agency, 1996.

FEMA (1999). Elevation Certificate (FEMA Form 81-31). Available online atwww.fema.gov/library/elvcert.pdf.

FEMA (1999). Floodproofing Certificate (FEMA Form 81-65). Available online atwww.fema.gov/nfip/ff81-65.pdf


FEMA. Overview of Grantees New Reporting Responsibilities Under OMB Circular A-133,Revised (Single Audit Act of 1984, as amended). www.fema.gov/ofm/grants.htm.

FEMA 259, Engineering Principles and Practice for Retrofitting Flood Prone ResidentialBuildings. Washington, DC: Federal Emergency Management Agency, 1995.

FEMA 265, Managing Floodplain Development in Approximate Zone A Areas: A Guide forObtaining and Developing Base Flood (100-year) Flood Elevations. Washington, DC:Federal Emergency Management Agency, 19957. Available online atwww.fema.gov/mit/zonea_mn.pdf.

FEMA 301, Interim Guidance for State and Local Officials: Increased Cost of ComplianceCoverage. Washington, DC: Federal Emergency Management Agency, 1997. Availableonline at www.fema.gov/mit/icc00.htm.

FEMA 311, Guidance on Estimating Substantial Damage Using the NFIP SubstantialDamage Estimator. Washington, DC: Federal Emergency Management Agency, 1998.

Florida Department of Community Affairs. Hazard Mitigation Success Stories. Tallahassee:July, 1999.

Florida Department of Community Affairs. Retrofitting and Flood Mitigation in Florida.Tallahassee: January, 1995.

Florida Department of Community Affairs. Florida Resource Indentification Strategy.Available online at www.state.fl.us/fhcd/fnr/ris/index.htm.

Florida Department of Community Affairs. The Local Mitigation Strategy: A Guidebook forFlorida Cities and Counties (three volumes.) Tallahassee: June 1997. Available online atwww.dca.state.fl/brm.

Florida Department of Community Affairs. Joint Hazard Mitigation Grant Program/FloodMitigation Assistance Application (and Completeness Checklist). Tallahassee: (undated).Available online at www.dca.state.fl.us/brm.

Florida Department of Community Affairs. HMGP Enviornmental Considerations:Informational Guide. Tallahassee: (undated). Available online at www.dca.state.fl.us/brm.

Florida Department of Community Affairs. Florida Building Code (2001). Tallahassee: (tobe published 2001).

Office of Management and Budget. OMB Circulars (various). Undated. Available online atwww.whitehouse.gov/OMB/circular/index.htm


U.S. Army Corps of Engineers, Flood Plain Management Services Program. Flood ProofingSystems & Techniques. Washington, DC: U.S. Army Corps of Engineers, December, 1984.

U.S. Army Corps of Engineers, National Flood Proofing Committee. Publications abouttechniques and successes available on-line atww.usace.army.mil/inet/functions/ce/cecwp/nfpc.htm


DEFINITIONS

Administrative Costs, authorized under the Stafford Act, are costs for preparation of applications, progress reports,audits, etc. These costs are reimbursable based on a percentage of financial assistance received.

Benefit:Cost analysis means a quantitative procedure that assesses the desirability of a hazard mitigation measureby taking a long-term view of avoided future damages as compared to the cost of a project. The outcome of theanalysis is a benefit:cost ratio, which demonstrates whether the net present value of benefits exceeds the netpresent value of costs.

Cost-effectiveness is determined by a systematic quantitative method for comparing the costs of alternative meansof achieving the same stream of benefits or a given objective. The benefits in the context of hazard mitigation areavoided future damages and losses. Cost-effectiveness is generally determined by performing a benefit-costanalysis.

Environmental Assessment is the document that is prepared when a project does not qualify as a categoricalexclusion and serves to determine whether an Environmental Impact Statement is needed.

Environmental Justice means that Federal agencies are required to protect the environment by conducting reviewsthat include evaluation of the human environment (e.g., historic or archeological resources, land use,demographics, religion, politics, justice, economics, housing, infrastructure, social services, recreation, andaesthetics), the physical environment (e.g., geology, soils, climate, and hydrology), and the biological environment(e.g., plants, microbes, fish, and wildlife).

Executive Orders 11988 and 11990 are the requirements to avoid direct or indirect support of floodplaindevelopment and to minimize harm to floodplains and wetlands. Federal decisionmakers are obligated to complywith these orders, accomplished through an eight-step decision-making process.

Flood Mitigation Assistance Program (FMA) is a Federal grant program through which FEMA provides financialassistance to States and communities for flood mitigation planning and activities that reduce the risk of flooddamage to structures insurable under the National Flood Insurance Program (NFIP).

Hazard Mitigation Grant Program (HMGP), as authorized under Section 404 of the Stafford Act, providesfunding for hazard mitigation measures that are cost-effective and complement existing post-disaster mitigationprograms and activities by providing funding for beneficial mitigation measures that are not funded through otherprograms.

Increased Cost of Compliance (ICC). Under the National Flood Insurance Program (NFIP), ICC provides for aclaim that may be used for elevation, relocation, demolition, or flood proofing (nonresidential only) of insuredbuildings. The coverage is included under all regular NFIP policies issued or renewed after June 1, 1997. As of2000, the additional payment may be up to $20,000.

National Flood Insurance Program provides the availability of flood insurance in exchange for the adoption of aminimum local floodplain management ordinance that regulates new and substantially improved development inidentified flood hazard areas.

Non-Federal Funds means financial resources provided by sources other than the Federal Government. The termdoes not include funds provided to a State or local government through a Federal grant unless the authorizingstatute for that grant explicitly allows the funds to be used as a match for other Federal grants.


Project means any mitigation measure, project, or action proposed to reduce risk of future damage, hardship, loss,or suffering from disasters. The term "project" is used interchangeably with the term "measure."

Public Assistance is Federal financial assistance provided to State and local governments or to eligible privatenonprofit organizations for work that must be done, through repairs or replacement, to restore an eligible facilityon the basis of its pre-disaster design and in conformity with current applicable codes, specification, and standards.

Section 404 of the Stafford Act authorizes the Hazard Mitigation Grant Program, which provides funding for cost-effective hazard mitigation measures.

Section 406 of the Stafford Act authorizes Public Assistance grants to repair, restore, or replace damaged facilitiesbelonging to public and private nonprofit entities, and other associated expenses.

Stafford Act means the Robert T. Stafford Disaster Assistance and Emergency Relief Act (as amended) 42 U.S.C.5121, et seq.

Subgrantee means the recipient of an award of financial assistance.

Substantial Damage is defined as damage from any cause, for which the cost to repair is at least 50 percent of theFair Market Value of the building (less land), based on the value of the building before the damage occurred.

Appendix B: Agreement and Forms1. Subgrantee Agreement ………………….………………… B-1

2. Sample Public Notice………………...…….………………… B-26

3. Letter Requesting Final Inspection &Close-Out ………………...……….………………….……………… B-27

4. Project Completion Certificate ….…….…….…….… B-28

5. Subgrantee Checklist for Final Inspection& Close-Out ………...…………...……………...…..………...…… B-29

6. State’s Project Close-Out Checklist…...…...……… B-32

Appendix B. Agreement and Forms B-1

SUBGRANTEE AGREEMENT

NOTE: The following is the agreement used for HMGP and FMAprojects as of December 2000. Some of the provisions arerequired by Florida law and regulations, others are required byFEMA.

Contract Number:

CFDA Number: 83.548

AGREEMENTTHIS AGREEMENT is entered into by and between the State of Florida, Department of

Community Affairs, with headquarters in Tallahassee, Florida (hereinafter referred to as the "Department"),and, (hereinafter referred to as the "Recipient").

THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING FACTS:

A. WHEREAS, produced disastrous weather conditions which had a devastating impact uponthe State of Florida; and

B. WHEREAS, the severity of the damage loss resulted in the declaration of an emergency bythe Governor; and

C. WHEREAS, The President of the United States has concurred and has declared a majordisaster designated FEMA-DR--FL; and

D. WHEREAS, the Federal Emergency Management Agency (FEMA), as a result of thePresidential Declaration, has made available federal funds for hazard mitigation grants; and

E. WHEREAS, the Florida Legislature has made funds available through the Department inorder to provide the Recipient funds required to meet the local match requirement; and

F. WHEREAS, the Recipient represents that it is fully qualified, possesses the requisite skills,knowledge, qualifications and experience to provide the services identified herein, and does offer toperform such services, and

G. WHEREAS, the Department has a need for such services and does hereby accept the offerof the Recipient upon the terms and conditions hereinafter set forth, and


H. WHEREAS, the Department has authority pursuant to Sections 252.35, 252.36, 252.37,252.38 and 163.03, Florida Statutes (Fla. Stat.) and other pertinent Florida law to disburse the funds underthis Agreement.

NOW, THEREFORE, the Department and the Recipient do mutually agree as follows:

(1) SCOPE OF WORK

The Recipient shall fully perform the obligations in accordance with the Budget and Scope ofWork, Attachment A of this Agreement. Within thirty (30) days of execution of this Agreement,Recipient shall submit to the Department, for its approval, a detailed Scope of Work and a detailedline item Budget which shall govern the performance of the Recipient hereunder, and which shallbe incorporated by reference in this Agreement through a modification signed by both parties. TheScope of Work must include specific interim due dates for each task or activity which is necessaryto accomplish the project for which this grant is awarded. Failure to complete any task or activityby the due date set forth in the Scope of Work will be an Event of Default under Paragraph 9herein. The Application of the Recipient for this grant, as approved by the Department, is herebyincorporated by reference, and the terms of that approved Application are binding upon theRecipient.

(2) INCORPORATION OF LAWS, RULES, REGULATIONS AND POLICIES

Both the Recipient and the Department shall be governed by applicable State and Federal laws,rules and regulations, including but not limited to those identified in Attachment B.

(3) PERIOD OF AGREEMENT

This Agreement shall begin upon execution by both parties, and shall end twenty-four (24) monthsfrom the date of execution, unless terminated earlier in accordance with the provisions of paragraph(9) of this Agreement.

(4) MODIFICATION OF CONTRACT; REPAYMENTS

Either party may request modification of the provisions of this Agreement. Changes which aremutually agreed upon shall be valid only when reduced to writing, duly signed by each of theparties hereto, and attached to the original of this Agreement. Notwithstanding the foregoing, anybudget changes which do not increase the overall cost of the project or change the scope of work doNOT require a written modification to this Agreement.

All refunds or repayments to be made to the Department under this Agreement are to be madepayable to the order of ADepartment of Community Affairs@, and mailed directly to the Departmentat the following address:

Department of Community AffairsCashier

Finance and Accounting2555 Shumard Oak Boulevard

Tallahassee FL 32399-2100


(5) RECORD KEEPING

(a) Recipient's performance under this Agreement shall be subject to 44 CFR Part 13 "UniformAdministrative Requirements for Grants and Cooperative Agreements to State and LocalGovernments" and OMB Circular No. A-87.

(b) In the event that more than one project is funded under this Agreement, the funds receivedby the Recipient for each project may not be commingled, and the funds obligated orexpended for each project must be accounted for separately, with separate record keepingfor each project.

(c) All original records pertinent to this Agreement shall be retained by the Recipient for threeyears following the date of termination of this Agreement or of submission of the finalclose-out report, whichever is later. However, if any litigation, claim or audit is startedbefore the expiration of the three year period and extends beyond the three year period, therecords will be maintained until all litigation, claims or audit findings involving the recordshave been resolved.

(d) All records, including supporting documentation of all program costs, shall be sufficient todetermine compliance with the requirements and objectives of the Budget and Scope ofWork - Attachment A - and all other applicable laws and regulations.

(e) The Recipient, its employees or agents, including all subcontractors or consultants to bepaid from funds provided under this Agreement, shall allow access to its records atreasonable times to the Department, its employees, and agents. "Reasonable" shall beconstrued according to the circumstances but ordinarily shall mean during normal businesshours of 8:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shallinclude, but not be limited to, auditors retained by the Department.

(6) REPORTS

(a) The Recipient shall provide quarterly progress reports to the Department, using the attachedQuarterly Report Form, Attachment F. The first report is due on the first day of the federalquarter, after the date of execution of this Agreement and quarterly thereafter until thework has been completed and approved through final inspection. Therefore, reports shallbe due on January 1, April 1, July 1, and October 1. Reports shall indicate the status andcompletion date for each project funded, any problems or circumstances affectingcompletion dates, or the scope of work, or the project costs, and any other factorsreasonably anticipated to result in noncompliance with the terms of the grant award.Interim inspections shall be scheduled by the Recipient prior to the final inspection and maybe requested by the Department based on information supplied in the quarterly reports. TheDepartment may require additional reports as needed. The Recipient shall, as soon aspossible, provide any additional reports requested by the Department. The Departmentcontact will be the state hazard mitigation officer for all reports and requests forreimbursement.

(b) Recipient shall provide the Department with a close-out report on forms provided by theDepartment. The close-out report is due no later than sixty (60) days after termination ofthis Agreement or upon completion of the activities contained in this Agreement.


(c) If all required reports and copies, prescribed above, are not sent to the Department or arenot completed in a manner acceptable to the Department, the Department may withholdfurther payments until they are completed or may take such other action as set forth inparagraph (9). The Department may terminate the Agreement with a Recipient if reportsare not received within 30 days after written notice by the Department. "Acceptable to theDepartment" means that the work product was completed in accordance with generallyaccepted principles and is consistent with the Budget and Scope of Work.

(d) Upon reasonable notice, the Recipient shall provide such additional program updates orinformation as may be required by the Department.

(7) MONITORING.

The Recipient shall constantly monitor its performance under this Agreement to ensure that timeschedules are being met, the Budget and Scope of Work is being accomplished within specified timeperiods, Recipient is complying with all terms and conditions of this Agreement, and otherperformance goals are being achieved. Such review shall be made for each function or activity setforth in Attachment A to this Agreement and each term and condition established herein.

(8) LIABILITY.

(a) Unless Recipient is a State agency or subdivision, the Recipient shall be solely responsibleto parties with whom it shall deal in carrying out the terms of this agreement, and shall savethe Department harmless against all claims of whatever nature by third parties arising out ofthe performance of work under this agreement. For purposes of this agreement, Recipientagrees that it is not an employee or agent of the Department, but is an independentcontractor.

(b) Any Recipient who is a state agency or subdivision, as defined in Section 768.28, Fla. Stat.,agrees to be fully responsible for its negligent acts or omissions or tortious acts which resultin claims or suits against the Department, and agrees to be liable for any damagesproximately caused by said acts or omissions. Nothing herein is intended to serve as awaiver of sovereign immunity by any Recipient to which sovereign immunity applies.Nothing herein shall be construed as consent by a state agency or subdivision of the State ofFlorida to be sued by third parties in any matter arising out of any contract.

(9) DEFAULT; REMEDIES; TERMINATION

(a) If the necessary funds are not available to fund this agreement as a result of action byCongress, the state Legislature, the Office of the Comptroller or the Office of Managementand Budgeting, or if any of the following events occur ("Events of Default"), all obligationson the part of the Department to make any further payment of funds hereunder shall, if theDepartment so elects, terminate and the Department may, at its option, exercise any of itsremedies set forth herein, but the Department may make any payments or parts of paymentsafter the happening of any Events of Default without thereby waiving the right to exercisesuch remedies, and without becoming liable to make any further payment:

1. If any warranty or representation made by the Recipient in this Agreement or anyprevious Agreement with the Department shall at any time be false or misleading inany respect, or if the Recipient shall fail to keep, observe or perform any of theterms or covenants contained in this Agreement or any previous agreement with the


Department and has not cured such in timely fashion, or is unable or unwilling tomeet its obligations thereunder;

2. If any material adverse change shall occur in the financial condition of the Recipientat any time during the term of this Agreement from the financial condition revealedin any reports filed or to be filed with the Department, and the Recipient fails tocure said material adverse change within thirty (30) days from the time the datewritten notice is sent by the Department.

3. If any reports required by this Agreement have not been submitted to theDepartment or have been submitted with incorrect, incomplete or insufficientinformation;

4. If the Recipient has failed to perform and complete in timely fashion any of theservices required under the Budget and Scope of Work attached hereto asAttachment A.

(c) Upon the happening of an Event of Default, then the Department may, at its option, uponwritten notice to the Recipient and upon the Recipient's failure to timely cure, exercise anyone or more of the following remedies, either concurrently or consecutively, and the pursuitof any one of the following remedies shall not preclude the Department from pursuing anyother remedies contained herein or otherwise provided at law or in equity:

1. Terminate this Agreement, provided that the Recipient is given at least thirty (30)days prior written notice of such termination. The notice shall be effective whenplaced in the United States mail, first class mail, postage prepaid, by registered orcertified mail-return receipt requested, to the address set forth in paragraph (10)herein;

2. Commence an appropriate legal or equitable action to enforce performance of thisAgreement;

3. Withhold or suspend payment of all or any part of a request for payment;

4. Exercise any corrective or remedial actions, to include but not be limited to,requesting additional information from the Recipient to determine the reasons for orthe extent of non-compliance or lack of performance, issuing a written warning toadvise that more serious measures may be taken if the situation is not corrected,advising the Recipient to suspend, discontinue or refrain from incurring costs forany activities in question or requiring the Recipient to reimburse the Department forthe amount of costs incurred for any items determined to be ineligible;

5. Exercise any other rights or remedies which may be otherwise available under law;

(c) The Department may terminate this Agreement for cause upon such written notice as isreasonable under the circumstances. Cause shall include, but not be limited to, misuse offunds; fraud; lack of compliance with applicable rules, laws and regulations; failure toperform in a timely manner; and refusal by the Recipient to permit public access to anydocument, paper, letter, or other material subject to disclosure under Chapter 119, Fla. Stat.,as amended.


(d) Suspension or termination constitutes final agency action under Chapter 120, Fla. Stat., asamended. Notification of suspension or termination shall include notice of administrativehearing rights and time frames.

(e) The Recipient shall return funds to the Department if found in non-compliance with laws,rules, regulations governing the use of the funds or this Agreement.

(f) This Agreement may be terminated by the written mutual consent of the parties.

(g) Notwithstanding the above, the Recipient shall not be relieved of liability to the Departmentby virtue of any breach of Agreement by the Recipient. The Department may, to the extentauthorized by law, withhold any payments to the Recipient for purpose of set-off until suchtime as the exact amount of damages due the Department from the Recipient is determined.In the event that the Federal Emergency Management Agency (FEMA) de-obligates fundspreviously authorized under this Agreement, or under any other FEMA funded agreementadministered by the Division of Emergency Management within the Department, then theRecipient shall immediately repay said funds to the Department. If Recipient fails to repaysaid funds, then Recipient authorizes the Department to recoup said funds from fundingotherwise available under this Agreement or under any other grant agreement withRecipient administered by the Department.

(10) NOTICE AND CONTACT

(a) All Notices provided under or pursuant to this Agreement shall be in writing, either by handdelivery, or first class, certified mail, return receipt requested, to the representativeidentified below at the address set forth below and said notification attached to the originalof this Agreement. "Notices" shall mean communications regarding the addition of fundingor projects, and the implementation of any action under paragraph (9) of this Agreement.

(b) The name and address of the Department contract manager for this Agreement is:

Ms. Kathleen Marshall, Planning ManagerBureau of Recovery and MitigationDepartment of Community Affairs

2555 Shumard Oak BoulevardTallahassee, Florida 32399-2100

Telephone: (850) 922-5944Fax: (850) 922-1259

(c) The name and address of the Representative of the Recipient responsible for theadministration of this Agreement is:

Telephone:Fax:


(d) In the event that different representatives or addresses are designated by either party afterexecution of this Agreement, notice of the name, title and address of the new representativewill be rendered as provided in (10)(a) above.

(11) OTHER PROVISIONS

(a) The validity of this Agreement is subject to the truth and accuracy of all the information,representations, and materials submitted or provided by the Recipient in its Application, thisAgreement, in any subsequent submission or response to Department request, or in anysubmission or response to fulfill the requirements of this Agreement, and such information,representations, and materials are incorporated by reference. The lack of accuracy thereofor any material changes shall, at the option of the Department and with thirty (30) dayswritten notice to the Recipient, cause the termination of this Agreement and the release ofthe Department from all its obligations to the Recipient.

(b) This Agreement shall be construed under the laws of the State of Florida, and venue for anyactions arising out of this Agreement shall lie in Leon County. If any provision hereof is inconflict with any applicable statute or rule, or is otherwise unenforceable, then suchprovision shall be deemed null and void to the extent of such conflict, and shall be deemedseverable, but shall not invalidate any other provision of this Agreement.

(c) No waiver by the Department of any right or remedy granted hereunder or failure to insiston strict performance by the Recipient shall affect or extend or act as a waiver of any otherright or remedy of the Department hereunder, or affect the subsequent exercise of the sameright or remedy by the Department for any further or subsequent default by the Recipient.Any power of approval or disapproval granted to the Department under the terms of thisAgreement shall survive the terms and life of this Agreement as a whole.

(d) The Agreement may be executed in any number of counterparts, any one of which may betaken as an original.

(d) The Recipient agrees to comply with the Americans With Disabilities Act (Public Law 101-336, 42 U.S.C. Section 12101 et seq.), if applicable, which prohibits discrimination bypublic and private entities on the basis of disability in the areas of employment, publicaccommodations, transportation, State and local government services, and intelecommunications.

(f) A person or affiliate who has been placed on the convicted vendor list following aconviction for a public entity crime may not submit a bid on a contract to provide any goodsor services to a public entity, may not submit a bid on a contract with a public entity for theconstruction or repair of a public building or public work, may not submit bids on leases ofreal property to a public entity, may not be awarded or perform work as a contractor,supplier, subcontractor, or consultant under a contract with a public entity, and may nottransact business with any public entity in excess of Category Two for a period of 36months from the date of being placed on the convicted vendor list.

(g) With respect to any Recipient which is not a local government or state agency, and whichreceives funds under this agreement from the federal government, the Recipient certifies,to the best of its knowledge and belief, that it and its principals:


1. are not presently debarred, suspended, proposed for debarment, declared ineligible,or voluntarily excluded from covered transactions by a federal department oragency;

2. have not, within a three-year period preceding this proposal been convicted of orhad a civil judgment rendered against them for commission of fraud or a criminaloffense in connection with obtaining, attempting to obtain, or performing a public(federal, state or local) transaction or contract under public transaction; violation offederal or state antitrust statutes or commission of embezzlement, theft, forgery,bribery, falsification or destruction of records, making false statements, or receivingstolen property;

3. are not presently indicted or otherwise criminally or civilly charged by agovernmental entity (federal, state or local) with commission of any offensesenumerated in paragraph 11(g)2. of this certification; and

4. have not within a three-year period preceding this agreement had one or morepublic transactions (federal, state or local) terminated for cause or default.

Where the Recipient is unable to certify to any of the statements in this certification, such Recipientshall attach an explanation to this agreement.

(12) AUDIT REQUIREMENTS

(a) Recipients shall submit an Audit of Agreement Compliance to the Department as providedherein. If the Recipient expends $300,000 or more in Federal awards in its fiscal year, thenthe Recipient shall have an audit conducted. This audit will be performed by anindependent Certified Public Accountant or other entity independent of the Recipient inaccordance with the standards of the Comptroller General as specified in the GeneralAccounting Office Standards for Audit of Governmental Organizations, Programs,Activities and Functions, and generally accepted auditing standards established by theAmerican Institute of Certified Public Accountants. The agreement number of this grantmust be identified with the audit submitted. Such audit shall also comply with therequirements of Sections 11.45, 216.349, and 216.3491, Florida Statutes and Chapter10.550 and 10.600, Rules of the Auditor General, and, to the extent applicable, the SingleAudit Act of 1984, as amended, 31 USC 7501 through 7507, and OMB Circular A-133, asrevised June 24, 1997, or thereafter. If the Recipient is a private non-profit organization, itshall submit an organization-wide audit. All audits are due not later than seven (7) monthsafter the termination of the entity's fiscal year. If the Recipient expends less than $300,000in Federal awards in its fiscal year, an audit conducted in accordance with the provisions ofOMB Circular A-133 is not required, but an audit may otherwise be required under Section216.3491, Florida Statutes, and rules adopted pursuant thereto.

(b) The Grantee may require the Recipient to undertake such further or additional audits asdetermined necessary or appropriate including, but not limited to, past and currentorganization-wide audits. Such audits may be necessary to determine the adequacy,accuracy, and reliability of the Recipient's internal controls, fiscal data, and managementsystems established to safeguard the Recipient's assets and to ensure compliance with thisAgreement.


(c) If this Agreement is closed out without an audit, the Grantee reserves the right to recoverany disallowed costs identified in an audit after such close-out.

(d) The Recipient agrees to maintain financial procedures and support documents, inaccordance with generally accepted accounting principles, to account for the receipt andexpenditure of funds under this Agreement. These records shall be available at allreasonable times for inspection, review, or audit by state personnel and other personnel dulyauthorized by the Department. "Reasonable" shall be construed according tocircumstances, but ordinarily shall mean normal business hours of 8:00 a.m. to 5:00 p.m.,local time, Monday through Friday. The Recipient shall also provide the Department withthe records, reports or financial statements upon request for the purposes of auditing andmonitoring the funds awarded under this Agreement.

(e) The complete financial audit report shall be sent directly to:

Department of Community AffairsOffice of Audit Services

2555 Shumard Oak BoulevardTallahassee, Florida 32399-2100

(f) In the event the audit shows that the entire funds disbursed hereunder, or any portionthereof, were not spent in accordance with the conditions of this Agreement, the Recipientshall be held liable for reimbursement to the Department of all funds not spent inaccordance with these applicable regulations and Agreement provisions within thirty (30)days after the Department has notified the Recipient of such non-compliance.

(13) SUBCONTRACTS

(a) If the Recipient subcontracts any or all of the work required under this Agreement, theRecipient agrees to include in the subcontract that the subcontractor is bound by the termsand conditions of this Agreement with the Department.

(b) The Recipient agrees to include in the subcontract that the subcontractor shall hold theDepartment and Recipient harmless against all claims of whatever nature arising out of thesubcontractor's performance of work under this Agreement, to the extent allowed by law.

(c) If the Recipient subcontracts, a copy of the executed subcontract must be forwarded to theDepartment within five (5) days of execution.

(d) Contractual arrangements shall in no way relieve the Recipient of its responsibilities toensure that all funds issued pursuant to this grant be administered in accordance with allstate and federal requirements.

(14) TERMS AND CONDITIONS.

The Agreement contains all the terms and conditions agreed upon by the parties.

(15) ATTACHMENTS

(a) All attachments to this Agreement are incorporated as if set out fully herein.


(b) In the event of any inconsistencies or conflict between the language of this Agreement andthe attachments hereto, the language of such attachments shall be controlling, but only tothe extent of such conflict or inconsistency.

(c) This Agreement has the following attachments:

Attachment A Award Letter(s) and Obligations Report(s)Attachment B Program Statutes and RegulationsAttachment C Lobbying Prohibition/CertificationAttachment D Statement of AssurancesAttachment E Request for Advance or ReimbursementAttachment F Quarterly Report Form

(16) FUNDING/CONSIDERATION

(a) This is a cost-reimbursement Agreement. The Recipient shall be reimbursed quarterly forcosts incurred in the satisfactory performance of work hereunder in an amount not toexceed the amounts listed in Attachment A (Award Letter(s) and Obligation Report(s)),subject to the availability of funds.

(b) Any advance payment under this Agreement is subject to Section 216.181(15), Fla. Stat.The amount which may be advanced may not exceed the expected cash needs of theRecipient within the first three (3) months, based upon the funds being equally disbursedthroughout the contract term. For a federally funded contract, any advance payment is alsosubject to 44 CFR Part 13, Federal OMB Circulars, A-87 and the Cash ManagementImprovement Act of 1990. If an advance payment is requested, the budget data on whichthe request is based and a justification statement shall be submitted to the Departmentcontract manager using Attachment E. Recipient shall specify the amount of advancepayment needed and provide an explanation of the necessity for and proposed use of thesefunds. All funds shall be deposited in an interest bearing account. Any interest earned mustbe promptly, but at least quarterly, remitted to the Department.

(c) All funds shall be requested on forms provided by the Department for that purpose whichaccompany this Agreement.

(17) STANDARD CONDITIONS.

The Recipient agrees to be bound by the following standard conditions:

(a) The State of Florida's performance and obligation to pay under this Agreement is contingentupon an annual appropriation by the Legislature, and subject to any modification inaccordance with Chapter 216 and Section 252.37, Fla. Stat. or the Florida Constitution.

(b) If otherwise allowed under this Agreement, extension of an Agreement for contractualservices shall be in writing for a period not to exceed six (6) months and shall be subject tothe same terms and conditions set forth in the initial Agreement. There shall be only oneextension of the Agreement unless the failure to meet the criteria set forth in the Agreementfor completion of the Agreement is due to events beyond the control of the Recipient.

(c) All bills for fees or other compensation for services or expenses shall be submitted in detailsufficient for a proper pre-audit and post-audit thereof.


(d) If otherwise allowed under this Agreement, all bills for any travel expenses shall besubmitted in accordance with Section 112.061, Fla. Stat.

(e) The Department of Community Affairs reserves the right to unilaterally cancel thisAgreement for refusal by the Recipient to allow public access to all documents, papers,letters or other material subject to the provisions of Chapter 119, Fla. Stat., and made orreceived by the Recipient in conjunction with this Agreement.

(f) If the Recipient is allowed to temporarily invest any advances of funds under thisAgreement, any interest income shall either be returned to the Department or be appliedagainst the Department’s obligation to pay the contract amount.

(g) The State of Florida will not intentionally award publicly-funded contracts to any contractorwho knowingly employs unauthorized alien workers, constituting a violation of theemployment provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of theImmigration and Nationality Act (INA)]. The Department shall consider the employmentby any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Suchviolation by the Recipient of the employment provisions contained in Section 274A(e) ofthe INA shall be grounds for unilateral cancellation of this Agreement by the Department.

(18) STATE LOBBYING PROHIBITION

No funds or other resources received from the Department in connection with this Agreement maybe used directly or indirectly to influence legislation or any other official action by the FloridaLegislature or any state agency.

Refer to Attachment C for additional terms and provisions relating to lobbying.

(19) LEGAL AUTHORIZATION

The Recipient certifies with respect to this Agreement that it possesses the legal authority to receivethe funds to be provided under this Agreement and that, if applicable, its governing body hasauthorized, by resolution or otherwise, the execution and acceptance of this Agreement with allcovenants and assurances contained herein. The Recipient also certifies that the undersignedpossesses the authority to legally execute and bind Recipient to the terms of this Agreement.

(20) ASSURANCES

The Recipient shall comply with any Statement of Assurances incorporated as Attachment D.

(21) SPECIAL CONDITIONS

Failure of the Recipient to comply with the program statutes and regulations in Attachments B andD of this Agreement shall be cause for the immediate suspension of payments or the immediatetermination of this Agreement.

(22) FUNDING and INSURANCE

The Department shall provide Hazard Mitigation Grant Program (HMGP) funds as described inAttachment A (Award Letter(s) and Obligation Report(s)) for eligible and allowable costs incurred


in performing the project(s) identified in Attachment A. Eligible and allowable costs shall bedetermined in accordance with the Robert T. Stafford Disaster Relief and Emergency AssistanceAct, 44 Code of Federal Regulations (CFR) Part 206, 44 CFR Part 13, and other applicable HMGPguidance. Administrative costs shall be compensated in accordance with 44 CFR 206.439(b)(1)(ii).

The Department may make an award of additional funds, and authorize funding for additionalHMGP projects approved by FEMA, by subsequent Award Letter and Obligation Report deliveredto the Recipient’s Representative identified in paragraph 10. Should Recipient determine it doesnot wish to proceed based upon the award of additional funds and additional projects, thenRecipient shall provide notice to the Department contact within thirty (30) days of receipt of theAward Letter and Obligation Report. Otherwise, Recipient shall provide its notice of acceptanceand intent to proceed within forty-five (45) days of receipt of the Award Letter and ObligationReport. The terms of this Agreement shall be considered to have been modified to include theadditional funds and project(s) upon receipt of the notice of acceptance and intent to proceed.

The Recipient shall utilize the attached form entitled "Request for Advance or Reimbursement ofHazard Mitigation Grant Program Funds," Attachment E, to obtain funds under this Agreement.This form is hereby incorporated into this Agreement by reference. The final payment of fundswill be made only after project completion, submission of all required documentation, finalinspection, and a request for final reimbursement. Recipient agrees to promptly commence and toexpeditiously complete the scope of work identified herein. All work shall be completed within twoyears of the execution of this Agreement, or prior to such deadline as established by the FederalEmergency Management Agency or the Scope of Work as approved by the Department, whicheveris sooner.

Recipient agrees, as a condition of receipt of funding pursuant to this Agreement, to obtainreasonably available, adequate, and necessary insurance for the type or types of hazard for whichthe major disaster was declared, accordance with the requirements of 44 CFR 206 subpart I.Recipient agrees to obtain and maintain comprehensive liability and workers compensationinsurance, as well as pertinent performance and bids bonds, for the construction period of theproject.

(23) DUPLICATION OF BENEFITS PROHIBITION

In accordance with the provisions of Section 312 of the Stafford Act, duplication of benefits isprohibited. The Recipient shall notify the Department, as soon as practicable, of the existence ofany insurance coverage for the costs identified in the application, and of any entitlement to orrecovery of funds from any other source for the project costs, including Small BusinessAdministration funding, Minimum Home Repair funds, and other Federal, State and private funding.Allowable costs shall be reduced by the amount of duplicate sources available. The Recipient shallbe liable to the Department to the extent that the Recipient or ultimate beneficiary receivesduplicate benefits from any other source for the same purposes for which the Recipient or ultimatebeneficiary has received payment from the Department. The Recipient shall immediately remit tothe Department any duplication of benefits payment received by the Recipient. In the event theDepartment determines a duplication of benefits has occurred, Recipient hereby authorizes theDepartment or the Comptroller of the State of Florida to take offset action against any otheravailable funding due the Recipient. The Comptroller is authorized to pay such offset to theDepartment upon written notice from the Department. In addition, Recipient shall ensure, as acondition of funding under this Agreement, that all required Privacy Act releases and Duplicationof Benefit paperwork is completed.


IN WITNESS WHEREOF, the parties hereto have caused this contract to be executed by theirundersigned officials as duly authorized.

RECIPIENT:

BY:

Name and Title:

Date:

FEID#:

STATE OF FLORIDADEPARTMENT OF COMMUNITY AFFAIRS

BY:

Name and Title: Joseph F. Myers, Director, Division of Emergency Management

Date:


Attachment A

Budget and Scope of Work

The Recipient shall fully perform the approved hazard mitigation project, as described in Attachment A(Award Letter(s) and Obligation Report(s) attached to this Agreement, in accordance with the approvedscope of work indicated therein, the estimate of costs indicated therein, the allocation of funds indicatedtherein, and the terms and conditions of this Agreement. Recipient shall not deviate from the approvedproject and the terms and conditions of this Agreement. Recipient shall comply with any and all applicablecodes and standards in performing work funded under this Agreement, and shall provide any appropriatemaintenance and security for the project.

Any development permit issued by, or development activity undertaken by, the Recipient and any land usepermitted by or engaged in by the Recipient, shall be consistent with the local comprehensive plan and landdevelopment regulations prepared and adopted pursuant to Chapter 163, Part II, Florida Statutes. Fundsshall be expended for, and development activities and land uses authorized for, only those uses which arepermitted under the comprehensive plan and land development regulations. The Recipient shall beresponsible for ensuring that any development permit issued and any development activity or land useundertaken is, where applicable, also authorized by the Water Management District, the FloridaDepartment of Environmental Protection, the Florida Department of Health, the Florida Game and FishCommission, and any federal, state, or local environmental or land use permitting authority, where required.Recipient agrees that any repair or construction shall be in accordance with applicable standards of safety,decency, and sanitation, and in conformity with applicable codes, specifications and standards.

Recipient will provide and maintain competent and adequate engineering supervision at the constructionsite to ensure that the complete work conforms with the approved plans and specifications and will furnishprogress reports and such other information as may be required by the assistance awarding agency or state.

If the hazard mitigation project described in Attachment A includes an acquisition or relocation project,then Recipient shall ensure that, as a condition of funding under this Agreement, the owner of the affectedreal property establishes the following deed covenants and restrictions, which shall run with and apply toany property acquired, accepted, or from which a structure will be removed pursuant to the project:

1) no new structure will be erected on property other than a public facility that is open on all sidesand functionally related to a designated open space; a restroom; or a structure that the Director ofthe Federal Emergency Management Agency approves in writing before the commencement ofthe construction of the structure;

2) the property will be dedicated and maintained in perpetuity for a use that is compatible with openspace, recreational, or wetlands management practices;

3) after the date of the acquisition or relocation no application for disaster assistance for anypurpose will be made to any Federal entity and no disaster assistance will be provided for theproperty by any Federal source; and

4) if any of these covenants and restrictions is violated by the owner or by some third party with theknowledge of the owner, fee simple title to the Property described herein shall be conveyed tothe Board of Trustees of the Internal Improvement Trust Fund of the State of Florida withoutfurther notice to the owner, its successors and assigns, and the owner, its successors andassigns shall forfeit all right, title and interest in and to the property.


Attachment B

Program Statutes and Regulations

The parties to this Agreement and the Hazard Mitigation Grant Program (HMGP) are generally governedby the following statutes and regulations:

(1) The Robert T. Stafford Disaster Relief and Emergency Assistance Act;

(2) 44 CFR Parts 7, 9, 10, 13, 14, 17, 18, 25, 206, 220, and 221, and any other applicableFEMA policy memoranda and guidance documents;

(3) State of Florida Administrative Plan for the Hazard Mitigation Grant Program;

(4) Hazard Mitigation Long-term Recovery Guidance; and

(5) All applicable laws and regulations delineated in Attachment D of this Agreement


Attachment C

Federal Lobbying Prohibitions

The Recipient certifies, by its signature to this Agreement, that to the best of his or herknowledge and belief:

(a) No Federal appropriated funds have been paid or will be paid, by or on behalf of theundersigned, to any person for influencing or attempting to influence an officer or employee of any agency,a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress inconnection with the awarding of any Federal contract, the making of any Federal grant, the making of anyFederal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal,amendment or modification of any Federal contract, grant, loan or cooperative agreement.

(b) If any funds other than Federal appropriated funds have been paid or will be paid to anyperson for influencing or attempting to influence an officer or employee of any agency, a Member ofCongress, an officer or employee of Congress, or an employee of a Member of Congress in connection withthis Federal contract, grant, loan or cooperative agreement, the undersigned shall complete and submitStandard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.

(c) The undersigned shall require that the language of this certification be included in theaward documents for all subawards at all tiers (including subcontracts, subgrants, and contracts undergrants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representative of fact upon which reliance was placed whenthis transaction was made or entered into. Submission of this certification is a prerequisite for making orentering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file therequired certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000for each such failure.

RECIPIENT

BY: __________________________________Signature

__________________________________ Type Name and Title


Attachment D

Statement of Assurances

To the extent the following provisions apply to the award of assistance in this Agreement, as determined bythe awarding agency, the Recipient hereby assures and certifies that:

(a) It possesses legal authority to enter into this agreement, and to execute the proposed program;

(b) Its governing body has duly adopted or passed as an official act a resolution, motion or similaraction authorizing the execution of the hazard mitigation grant agreement with the Department,including all understandings and assurances contained therein, and directing and authorizing theRecipient's chief ADMINISTRATIVE officer or designee to act in connection with the applicationand to provide such additional information as may be required;

(c) No member of or delegate to the Congress of the United States, and no Resident Commissioner,shall be admitted to any share or part of this agreement or to any benefit to arise from the same. Nomember, officer, or employee of the Recipient or its designees or agents, no member of thegoverning body of the locality in which the program is situated, and no other public official of suchlocality or localities who exercises any functions or responsibilities with respect to the programduring his tenure or for one year thereafter, shall have any interest direct or indirect, in any contractor subcontract, or the proceeds thereof, for work to be performed in connection with the programassisted under this agreement. The Recipient shall incorporate or cause to be incorporated, in allsuch contracts or subcontracts a provision prohibiting such interest pursuant to the purpose stateabove;

(d) All Recipient contracts for which the State Legislature is in any part a funding source, shall containlanguage to provide for termination with reasonable costs to be paid by the Recipient for eligiblecontract work completed prior to the date the notice of suspension of funding was received by theRecipient. Any cost incurred after a notice of suspension or termination is received by theRecipient may not be funded with funds provided under this Agreement unless previously approvedin writing by the Department. All Recipient contracts shall contain provisions for termination forcause or convenience and shall provide for the method of payment in such event;

(e) It will comply with:

(1) Contract Work Hours and Safety Standards Act of 1962, 40 U.S.C. 327 et seq., requiringthat mechanics and laborers (including watchmen and guards) employed on federallyassisted contracts be paid wages of not less than one and one-halftimes their basic wage rates for all hours worked in excess of forty hours in a work week;and

(2) Federal Fair Labor Standards Act, 29 U.S.C. Section 201 et seq., requiring that coveredemployees be paid at least the minimum prescribed wage, and also that they be paid oneand one-half times their basic wage rates for all hours worked in excess of the prescribedwork-week.

(f) It will comply with:

(1) Title VI of the Civil Rights Act of 1964 (P.L. 88-352), and the regulations issued pursuantthereto, which provides that no person in the United States shall on the grounds of race,


color, or national origin, be excluded from participation in, be denied the benefits of, or beotherwise subjected to discrimination under any program or activity for which the Recipientreceives Federal financial assistance and will immediately take any measures necessary toeffectuate this assurance. If any real property or structure thereon is provided or improvedwith the aid of Federal financial assistance extended to the Recipient, this assurance shallobligate the Recipient, or in the case of any transfer of such property, any transferee, forthe period during which the real property or structure is used for a purpose for which theFederal financial assistance is extended, or for another purpose involving the provision ofsimilar services or benefits;

(2) Any prohibition against discrimination on the basis of age under the Age Discrimination Actof 1975, as amended (42 U.S.C.: 6101-6107) which prohibits discrimination on the basis ofage or with respect to otherwise qualified handicapped individuals as provided in Section504 of the Rehabilitation Act of 1973;

(3) Executive Order 11246 as amended by Executive Orders 11375 and 12086, and theregulations issued pursuant thereto, which provide that no person shall be discriminatedagainst on the basis of race, color, religion, sex or national origin in all phases ofemployment during the performance of federal or federally assisted construction contracts;affirmative action to insure fair treatment in employment, upgrading, demotion, or transfer;recruitment or recruitment advertising; layoff/termination, rates of pay or other forms ofcompensation; and election for training and apprenticeship;

(g) The Recipient agrees to comply with the Americans With Disabilities Act (Public aw 101-336, 42U.S.C. Section 12101 et seq.), where applicable, which prohibits discrimination by public andprivate entities on the basis of disability in the areas of employment, public accommodations,transportation, State and local government services, and in telecommunications;

(h) It will establish safeguards to prohibit employees from using positions for a purpose that is or givesthe appearance of being motivated by a desire for private gain for themselvesor others, particularly those with whom they have family, business, or other ties pursuant to Section112.313 and Section 112.3135, FS;

(i) It will comply with the Anti-Kickback Act of 1986, 41 U.S.C. Section 51 which outlaws andprescribes penalties for "kickbacks" of wages in federally financed or assisted constructionactivities;

(j) It will comply with the provisions of 18 USC 594, 598, 600-605 (further known as the Hatch Act)which limits the political activities of employees;

(k) It will comply with the flood insurance purchase and other requirements of the Flood DisasterProtection Act of 1973 as amended, 42 USC 4002-4107, including requirements regarding thepurchase of flood insurance in communities where such insurance is available as a condition for thereceipt of any Federal financial assistance for construction or acquisition purposes for use in anyarea having special flood hazards. The phrase "Federal financial assistance" includes any form ofloan, grant, guaranty, insurance payment, rebate, subsidy, disaster assistance loan or grant, or anyother form of direct or indirect Federal assistance;

(l) It will require every building or facility (other than a privately owned residential structure)designed, constructed, or altered with funds provided under this Agreement to comply with the"Uniform Federal Accessability Standards," (AS) which is Appendix A to 41 CFR Section 101-19.6


for general type buildings and Appendix A to 24 CFR Part 40 for residential structures. TheSubgrantee will be responsible for conducting inspections to ensure compliance with thesespecifications by the contractor;

(m) It will, in connection with its performance of environmental assessments under the NationalEnvironmental Policy Act of 1969, comply with Section 106 of the National Historic PreservationAct of 1966 (U.S.C. 470), Executive Order 11593, 24 CFR Part 800, and the Preservation ofArchaeological and Historical Data Act of 1966 (16 U.S.C. 469a-1, et seq.) by:

(1) Consulting with the State Historic Preservation Office to identify properties listed in oreligible for inclusion in the National Register of Historic Places that are subject to adverseeffects (see 36 CFR Section 800.8) by the proposed activity; and

(2) Complying with all requirements established by the State to avoid or mitigate adverseeffects upon such properties.

(3) Abiding by the terms and conditions of the "Programmatic Agreement Among theFederal Emergency Management Agency, the Florida State Historic PreservationOffice, the Florida Department of Community Affairs and the Advisory Council onHistoric Preservation, (PA)" which addresses roles and responsibilities of Federal andState entities in implementing Section 106 of the National Historic Preservation Act(NHPA), 16 U.S.C. 470f, and implementing regulations in 36 CFR part 800.

(4) When any of Recipient's projects funded under this Agreement may affect a historicproperty, as defined in 36 CFR 800. (2)(e), the Federal Emergency Management Agency(FEMA) may require Recipient to review the eligible scope of work in consultation with theState Historic Preservation Office (SHPO) and suggest methods of repair or constructionthat will conform with the recommended approaches set out in the Secretary of Interior'sStandards for Rehabilitation and Guidelines for Rehabilitating Historic Buildings1992 (Standards), the Secretary of the Interior's Guidelines for ArcheologicalDocumentation (Guidelines) (48 Federal Register 44734-37), or any other applicableSecretary of Interior standards. If FEMA determines that the eligible scope of work will notconform with the Standards, Recipient agrees to participate in consultations to develop,and, after execution by all parties, to abide by, a written agreement that establishesmitigation and recondition measures, including but not limited to, impacts to archeologicalsites, and the salvage, storage, and reuse of any significant architectural features that mayotherwise be demolished.

(5) Recipient agrees to notify FEMA and the Department if any project funded under thisAgreement will involve ground disturbing activities, including, but not limited to:subsurface disturbance; removal of trees; excavation for footings and foundations; andinstallation of utilities (such as water, sewer, storm drains, electrical, gas, leach lines andseptic tanks) except where these activities are restricted solely to areas previously disturbedby the installation, replacement or maintenance of such utilities. FEMA will request theSHPO's opinion on the potential that archeological properties may be present and beaffected by such activities. The SHPO will advise Recipient on any feasible steps to beaccomplished to avoid any National Register eligible archeological property or will makerecommendations for the development of a treatment plan for the recovery of archeologicaldata from the property.


If Recipient is unable to avoid the archeological property, develop, in consultation with theSHPO, a treatment plan consistent with the Guidelines and take into account the AdvisoryCouncil on Historic Preservation (Council) publication "Treatment of ArcheologicalProperties". Recipient shall forward information regarding the treatment plan to FEMA, theSHPO and the Council for review. If the SHPO and the Council do not object within 15calendar days of receipt of the treatment plan, FEMA may direct Recipient to implementthe treatment plan. If either the Council or the SHPO object, Recipient shall not proceedwith the project until the objection is resolved.

(6) Recipient shall notify the Department and FEMA as soon as practicable: (a) of any changesin the approved scope of work for a National Register eligible or listed property; (b) of allchanges to a project that may result in a supplemental DSR or modify an HMGP project fora National Register eligible or listed property; (c) if it appears that a project funded underthis Agreement will affect a previously unidentified property that may be eligible forinclusion in the National Register or affect a known historic property in an unanticipatedmanner. Recipient acknowledges that FEMA may require Recipient to stop construction inthe vicinity of the discovery of a previously unidentified property that may be eligible forinclusion in the National Register or upon learning that construction may affect a knownhistoric property in an unanticipated manner. Recipient further acknowledges that FEMAmay require Recipient to take all reasonable measures to avoid or minimize harm to suchproperty until FEMA concludes consultation with the SHPO. Recipient also acknowledgesthat FEMA will require, and Recipient shall comply with, modifications to the project scopeof work necessary to implement recommendations to address the project and the property.

(7) Recipient acknowledges that, unless FEMA specifically stipulates otherwise, it shall notreceive funding for projects when, with intent to avoid the requirements of the PA or theNHPA, Recipient intentionally and significantly adversely affects a historic property, orhaving the legal power to prevent it, allowed such significant adverse affect to occur.

(n) It will comply with Title IX of the Education Amendments of 1972, as amended (20 U.S.C.: 1681-1683 and 1685 - 1686) which prohibits discrimination on the basis of sex;

(o) It will comply with the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment andRehabilitation Act of 1970, (42 U.S.C. 4521-45-94) relating to nondiscrimination on the basis ofalcohol abuse or alcoholism;

(p) It will comply with 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290 dd-3 and290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records;

(q) It will comply with Lead-Based Paint Poison Prevention Act (42 U.S.C.: 4821 et seq.) whichprohibits the use of lead based paint in construction of rehabilitation or residential structures;

(r) It will comply with the Energy Policy and Conservation Act (P.L. 94-163; 42 U.S.C. 6201-6422),and the provisions of the state Energy Conservation Plan adopted pursuant thereto;

(s) It will comply with the Laboratory Animal Welfare Act of 1966, 7 U.S.C. 2131-2159, pertaining tothe care, handling, and treatment of warm blooded animals held for research, teaching, or otheractivities supported by an award of assistance under this agreement;

(t) It will comply with Title VIII of the Civil Rights Act of 1968, 42 U.S.C. 2000c and 42 3601-3619,as amended, relating to non-discrimination in the sale, rental, or financing of housing, and Title VI


of the Civil Rights Act of 1964 (P.L. 88-352), which prohibits discrimination on the basis of race,color or nation origin;

(u) It will comply with the Clean Air Act of 1955, as amended, 42 U.S.C. 7401-7642;

(v) It will comply with the Clean Water Act of 1977, as amended, 42 U.S.C. 7419-7626;

(w) It will comply with the Endangered Species Act of 1973, 16 U.S.C. 1531-1544;

(x) It will comply with the Intergovernmental Personnel Act of 1970, 42 U.S.C. 4728-4763;

(y) It will assist the awarding agency in assuring compliance with the National Historic PreservationAct of 1966, as amended, 16 U.S.C. 270;

(z) It will comply with environmental standards which may be prescribed pursuant to the NationalEnvironmental Policy Act of 1969, 42 U.S.C. 4321-4347;

(aa) It will assist the awarding agency in assuring compliance with the Preservation of Archeological andHistorical Preservation Act of 1966, 16 U.S.C. 469a, et seq;

(bb) It will comply with the Rehabilitation Act of 1973, Section 504, 29 U.S.C. 794, regarding non-discrimination;

(cc) It will comply with the environmental standards which may be prescribed pursuant to the SafeDrinking Water Act of 1974, 42 U.S.C. 300f-300j, regarding the protection of underground watersources;

(dd) It will comply with the requirements of Titles II and III of the Uniform Relocation Assistance andProperty Acquisition Policies Act of 1970, 42 U.S.C. 4621-4638, which provide for fair andequitable treatment of persons displaced or whose property is acquired as a result of Federal orfederally assisted programs;

(ee) It will comply with the Wild and Scenic Rivers Act of 1968, 16 U.S.C. 1271-1287, related toprotecting components or potential components of the national wild and scenic rivers system;

(ff) It will comply with the following Executive Orders: EO 11514 (NEPA); EO 11738 (violatingfacilities); EO 11988 (Floodplain Management); EO 11990 (Wetlands); and EO 12898(Environmental Justice);

(gg) It will comply with the Coastal Barrier Resources Act of 1977, 16 U.S.C. 3510;

(hh) It will assure project consistency with the approved State program developed under the CoastalZone Management Act of 1972, 16 U.S.C. 1451-1464; and

(ii) It will comply with the Fish and Wildlife Coordination Act of 1958; 16 U.S.C. 661-666.

(jj) With respect to demolition activities, it will:

1. Create and make available documentation sufficient to demonstrate that the Recipient andits demolition contractor have sufficient manpower and equipment to comply with theobligations as outlined in this Agreement.


2. Return the property to its natural state as though no improvements had ever been containedthereon.

3. Furnish documentation of all qualified personnel, licenses and all equipment necessary toinspect buildings located in Recipient's jurisdiction to detect the presence of asbestos andlead in accordance with requirements of the U.S. Environmental Protection Agency, theFlorida Department of Environmental Protection and the County Health Department.

4. Provide documentation of the inspection results for each structure to indicate:

a.. Safety Hazards Presentb. Health Hazards Presentc. Hazardous Materials Present

5. Provide supervision over contractors or employees employed by Recipient to removeasbestos and lead from demolished or otherwise applicable structures.

6. Leave the demolished site clean, level and free of debris.

7. Notify the Department promptly of any unusual existing condition which hampers thecontractors work.

8. Obtain all required permits.

9. Provide addresses and marked maps for each site where water wells and septic tanks are tobe closed along with the number of wells and septic tanks located on each site. Providedocumentation of closures.

10. Comply with mandatory standards and policies relating to energy efficiency which arecontained in the State energy conservation plan issued in compliance with the EnergyPolicy and Conservation Act (Public Law 94-163).

11. Comply with all applicable standards, orders, or requirements issued under Section 112 and306 of the Clean Air Act (42 U.S.C. 1857 (h), Section 508 of the Clean Water Act (33 U.S.1368), Executive Order 11738, and the U.S. Environmental Protection Agency regulations(40 CFR Part 15 and 61). This clause shall be added to any subcontracts.

12. Provide documentation of public notices for demolition activities.


Attachment E

FLORIDA DEPARTMENT OF COMMUNITY AFFAIRSDIVISION OF EMERGENCY MANAGEMENT

Request for Advance or Reimbursement ofHazard Mitigation Grant Program Funds

SUBGRANTEE NAME: DECLARATION NO: FEMA--DR-FL

ADDRESS:

CITY, STATE, ZIP CODE:

PAYMENT No: DCA Agreement No:

FEMA Tracking Number:

DCA Use OnlyEligibleAmount

100%

ObligatedFEMA75%

ObligatedLocal Match

12.5%

Obligated State Match

12.5%

PreviousPayments

CurrentRequest

Approved Comments

TOTAL CURRENT REQUEST $

I certify that to the best of my knowledge and belief the above accounts are correct, and that all disbursements were made in accordance with allconditions of the DCA agreement and payment is due and has not been previously requested for these amounts.

SUBGRANTEE SIGNATURE

NAME AND TITLE DATE:

TO BE COMPLETED BY DEPARTMENT OF COMMUNITY AFFAIRS

APPROVED PROJECT TOTAL $

ADMINISTRATIVE COST $

GOVERNOR'S AUTHORIZED REPRESENTATIVE

APPROVED FOR PAYMENT $ DATE


FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS DIVISION OF EMERGENCY MANAGEMENT

SUMMARY OF DOCUMENTATION IN SUPPORT OF AMOUNTCLAIMED FOR ELIGIBLE DISASTER WORK UNDER THE

HAZARD MITIGATION GRANT PROGRAM

Applicant Disaster No.

DCA Agreement No. FEMA Tracking #.

Applicant'sReference No.(Warrant,Voucher, ClaimCheck, orSchedule No.)

Date of deliveryof articles,completion ofwork orperformanceservices.

DOCUMENTATIONList Documentation (Applicant's payroll, material out ofapplicant's stock, applicant owned equipment and name ofvendor or contractor) by category and line item in theapproved project application and give a brief description ofthe articles or services.

Applicant'sEligible Costs100%

TOTAL


Attachment F

FLORIDA DEPARTMENT OF COMMUNITY AFFAIRSDIVISION OF EMERGENCY MANAGEMENT

QUARTERLY REPORT FORM

SUBGRANTEE: Project Number #:

PROJECT LOCATION: DCA ID #:

DISASTER NUMBER: FEMA-DR--FL QUARTER ENDING:

Percentage of Work Completed (may be confirmed by state inspectors): %

Project Proceeding on Schedule: [ ] Yes [ ] No

Describe milestones achieved during this quarter:

Provide a schedule for the remainder of work to project completion:

Describe problems or circumstances affecting completion date, milestones, scope of work, and cost:

Cost Status: [ ] Cost Unchanged [ ] Under Budget [ ] Over Budget

Additional Comments/Elaboration:

NOTE: Department of Community Affairs (DCA) staff may perform interim inspections and/or audits atany time. Events may occur between quarterly reports which have significant impact upon your project(s),such as anticipated overruns, changes in scope of work, etc. Please contact DCA as soon as theseconditions become known, otherwise you may be found non-compliant with your subgrant award.

Name and Phone Number of Person Completing This Form:


SAMPLE PUBLIC NOTICE

NOTE: to be published in at least one newspaper of generalcirculation within the proposed project area; use same format(modified appropriately) to notify the public of grant award.

Joint Federal, State and Local Public Notice

The (name of community) has submitted an application for Federal funding for a floodplainacquisition project. The application was submitted to the Florida Department of CommunityAffairs.

Applicant:(name of community, including responsible department)Street AddressCity, State, Zip

Project Title:__________ (FEMA Disaster No. XXXX)

Location of Proposed Work:

Description of Proposed Work and Purpose:

Comment Period:Comments are due within 15 days of this notice.Comments are solicited from the public; local, State, and federal agencies; and other interestedparties in order to consider and evaluate the impacts of the proposed project. The commentsare to be submitted in writing to:

Bureau of Recovery and MitigationFlorida Department of Community Affairs2555 Shumard Oak BlvdTallahassee, FL 32399-2100

The State will forward comments to appropriate regulatory agencies, as needed. If you havequestions about the project or wish to view the paperwork, including maps of the area, contactthe (name of community).

Community Point of Contact (name)Telephone number


LETTER REQUESTING FINAL INSPECTION & CLOSE-OUT

RE: Disaster/Project Number: ...................................................................................

Project Name: ...................................................................................................

The (community name) is pleased to report that the above-referenced project has been

completed in accordance with the approved scope of work and the Subgrantee Agreement. Thework was performed in accordance with all required permits, including relevant building codes.Enclosed is a letter certifying the “as-built” integrity of the structure, as modified or protected bythe approved project. Please also be advised that the require hazard insurance for the projecthas been secured.

The (project name) is ready for final inspection and close-out.


PROJECT COMPLETION CERTIFICATE

NOTE: for submission with final request for reimbursement

Disaster Declaration/Project No. .

Subgrantee (Community) .

Project Name .

SUBGRANTEE CERTIFICATION

I hereby certify that, to the best of my knowledge and belief:

§ All work and costs claimed are eligible in accordance with the Section 404

Hazard Mitigation Grant Program Subgrantee Agreement;

§ All work claimed has been completed; and

§ All costs claimed have been paid in full.

Signed: _________________________________ _________________

Subgrantee Authorized Representative Date

I certify that all funds were expended in accordance with the State-Subgrantee

Agreement, and I request a final payment of $ ______________________.

Signed: _________________________________ _________________

Subgrantee Authorized Representative Date


SUBGRANTEE CHECKLIST FOR FINAL INSPECTION &CLOSE-OUT

S T A T E O F F L O R I D A

D E P A R T M E N T O F C O M M U N I T Y A F F A I R S “D e d i c a t e d t o m a k i n g F l o r i d a a b e t t e r p l a c e t o c a l l h o m e”

JEB BUSH STEVEN M. SEIBERTGovernor Secretary

Subgrantee Checklist for Final Inspection/Close-out

This Hazard Mitigation Grant Program (HMGP) and Flood Mitigation Assistance (FMA) checklist isdesigned to provide guidance to the Subgrantee, outlining the documentation needed in preparation forfinal inspection/close-out. State staff, i.e. Planners, Engineers, and Environmental Specialists, willconduct a final site visit to verify that all documentation submitted supports the approved project scopecompleted and the request for final inspection/close-out. The following list of items should beforwarded to the State HMGP or FMA office, or be provided to the State HMGP or FMArepresentative at the time of the final site visit for review.

Section One:Subgrantee’s letter requesting a Final Inspection is to include the following:

The project is 100 percent complete. The scope of work has been completed in compliance with the State/Subgrantee agreement. The relevant building codes & standards were satisfied; and as applicable, the shutter system complies with Dade County specifications and Standards. The Summary of Documentation is provided to the State HMGP or FMA office to support the total project cost claimed for reimbursement. Any Overrun/underrun amounts are specifically noted acknowledging the balance remaining of

(a) non-spent funds, or (b) spent funds that exceed the project’s obligated amount.

2 5 5 5 S H U M A R D O A K B O U L E V A R D • T A L L A H A S S E E , F L O R I D A 3 2 3 9 9 - 2 1 0 0Phone: (850) 488-8466/Suncom 278-8466 FAX: (850) 921-0781/Suncom 291-0781

Internet address: http://www.dca.state.fl.us

CRITICAL STATE CONCERN FIELD OFFICE COMMUNITY PLANNING EMERGENCY MANAGEMENT HOUSING & COMMUNITYDEVELOPMENT2796 Overseas Highway, Suite 212 2555 Shumard Oak Boulevard 2555 Shumard Oak Boulevard 2555 Shumard Oak BoulevardMarathon, FL 33050-2227 Tallahassee, FL 32399-2100 Tallahassee, FL 32399-2100 Tallahassee, FL 32399-2100(305) 289-2402 (850) 488-2356 (850) 413-9969 (850) 488-7956


Subgrantee Checklist Final Inspection & Close-OutPage Two

Section Two:Subgrantee’s Summary of Documentation for total project reimbursement claimed:

Complete this attachment outlining in detail by line item expenses incurred in the project. Note: This form is an attachment to the State/Subgrantee agreement and is entitled, Summary of Documentation in Support of Amount Claimed for Eligible Disaster Work.

Section Three:Subgrantee’s approved Scope of Work vs. actual Scope of Work performed:

The Subgrantee is to provide a copy of the initial Scope of Work that was approved, and a copy of the actual Scope of Work performed. The Scope of Works will be compared to examine for any change orders that may have occurred in the project.

Section Four:Subgrantee’s Feasibility Report

The Subgrantee’s Feasibility Report should note the structural integrity of the building(s) that have been mitigated, i.e. shuttered or elevated. The local building inspector/ official should provide this correspondence to the Subgrantee for transmittal to the State HMGP or FMA office. The inspector’s report should be authenticated with the seal of the county or the inspector’s authorized personal seal.

Section Five:Subgrantee’s Reimbursement Request Documentation:

The Subgrantee should ensure that all necessary supporting documentation, i.e. Contractor’s Invoices, canceled checks for reimbursement is clear, and reflective of the detailed line items submitted on the Summary of Documentation.

Section Six:Subgrantee’s Contracts:

The Subgrantee is to provide: Bid Tabulation and listing; Executed contracts with contractors and Procurement methods; Contractor’s billings and Change orders; Letter from Subgrantee stating contractor’s eligibility was verified. Note: Debarred contractors are not eligible vendors.


Subgrantee Checklist Final Inspection & Close-OutPage Three

Section Seven:Subgrantee’s Acknowledgement of Overrun/ Underrun:

The Subgrantee is to provide: The total dollar amount expended on the completed project; The total dollar amount remaining as a balance, if all money that is obligated is not utilized (Underrun). The total dollar amount expended as an overage, if the money spent surpasses the obligated Amount (Overrun).

Section Eight:Subgrantee’s Request for Time Extension:

Was a time extension required for the project? Was a time extension granted for the project?

Section Nine:Subgrantee’s Proof of Payment Documentation:

For each reimbursement payment requested the subgrantee is to provide proof of payment, i.e. copy of front & back of canceled payment checks and the respective invoice(s). The submittal of this documentation is for the purpose of state and federal auditing of the program’s grant money.

Section Ten:Certified letter from Subgrantee’s Engineer/ Inspector:

The Subgrantee’s Engineer of Record/ Project Inspector is to provide the Subgrantee a formal certificate/ or letter affirming that the project has been completed in conformance with the approved project drawings and specifications; as applicable, the shutters are in compliance with the Dade County Standards.

Section Eleven:Certificate of Completion from School District/Board:

The Subgrantee is to provide a Certificate of Completion by the respective School District/ Board confirming the building code; as applicable, i.e. shutters.

Section Twelve:Certificate of Occupancy:

The Subgrantee is to provide a Certificate of Occupancy from the respective Permitting Agency(ies); as Applicable, i.e. and elevation certificate.

If you need assistance or have questions, please call the Hazard Mitigation Grant Program at(850) 922-5269, or the Flood Mitigation Assistance office at (850) 922-4182.


STATE’S PROJECT CLOSE-OUT CHECKLIST

STATE OF FLORIDADEPARTMENT OF COMMUNITY AFFAIRSHAZARD MITIGATION GRANT PROGRAM

PROJECT CLOSE-OUT CHECKLIST

To be completed by Planner:FEMA Project Number Project Name:

Subgrantee Name:

To be completed by Grant Specialist:Subgrantee FIPS Code: FDCA Agreement No. Total Project Cost: Final Project Cost: Obligated Federal Share: Final Federal Cost: Obligated State Share: Final State Cost: Obligated Subgrantee Share: Final Subgrantee Cost: Obligated Administrative Cost: Final Subgrantee Administrative Cost: Project Cost Overrun-(Underrun): Completed by:

Item Checklist

1) Request for advance or reimbursement form.

2) Summary of documentation in support of amount claimed.

3) A letter stating that the project(s) approved scope of work has been completed in accordance with the State/LocalAgreement, that the work performed met existing relevant building codes, and that the project is ready for finalinspection.

4) A written statement affirming that the required hazard insurance for the project has been secured. This statementcan be included in the body of the letter requesting a final inspection.

5) HMGP/FMA Engineering Final Inspection Report received and reviewed.

6) Verify that the items listed below are accurate and are contained in the grantee or subgrantee project file.

A) Documentation in support of amount of reimbursement claimed.B) Copy of the summary bids.C) Copy of all permits required for the project.D) Copy of executed contract between subgrantee and vendor.E) Copy of both sides of canceled checks paid to vendor.F) Letter of assurance of structure integrity.

I hereby certify that items 1 through 5 as noted above have been received, reviewed for accuracy, and are located inthe FEMA project file number and that item 6, sections A-F is contained in the grantee orsubgrantees project file.

Type Name of Project Manager Signature of Project Manager Date

HMGP 7/00

Appendix C: Joint Application

1. Joint Hazard Mitigation Grant Program/FMA Application* …………...……………….…….………… C-1

2. Joint Hazard Mitigation Grant Program/FMA Application Completeness Checklist*... C-23

3. FEMA Form 90-49 (FEMA Request forPublic Assistance)* ………………...……….………………… C-29

*Also available online at: www.dca.state.fl.us/brm.

Attach any continuations or additional items to this page Page 1 of 22

STATE OF FLORIDA – JOINT HAZARD MITIGATION GRANT PROGRAM &FLOOD MITIGATION ASSISTANCE APPLICATION (December 2000)

THIS SECTION FOR STATE USE ONLYFEMA-______-DR-FL �� Standard HMGP �� 5% Initiative Application �� Application Complete �� Standard FMA �� Initial Submission or �� Resubmission

Support Documents Eligible Applicant Project Type (s)� Conforms with State 409 Plan � State or Local Government � Wind� In Declared Area � Private Non-Profit (Tax ID Received) � Flood� Statewide � Recognized Indian Tribe or Tribal Org � Other__________

Community NFIP Status: (check all that apply)� Participating Community ID#____________________ Reviewer Phone #_______________________� In Good Standing � Non –Participating � CRS Reviewer Fax #_____________________

State Application ID______________________________ Reviewer Email_____________________________State Reviewer___________________________________ Date Application Received_____________________Signed ________________________________________ Date ______________________________________

This application is for all Federal Emergency Management Agency (FEMA Region IV) Hazard Mitigation Grant Program (HMGP)and Flood Mitigation Assistance (FMA) proposals. Please complete ALL sections and provide the documents requested. If yourequire technical assistance with this application, please contact your State Emergency Management Division at (850) 922-5269.

A. To Fill Out This Application: complete all sections which correspond with the type of proposed project.

General Application Sections: pp.1-6: All Applicants must complete these sectionsEnvironmental Review: pp. 7-10: All Applicants must complete these sectionsMaintenance Agreement: pp. 11: Any applications involving public property, public ownership, or management of propertyAcquisition Worksheet: pp. 12-14: Acquisition Projects only--one worksheet per structureElevation Worksheet: pp. 15-19: Elevation Projects only—one worksheet per structureDrainage Worksheet: pp. 20: Drainage Projects OnlyWind Retrofit Worksheet: pp. 21-22: Wind retrofit projects only (HMGP only) – one worksheet per structureAttachment A: FEMA Form 90-49 (Request for Public Assistance): All Applicants must complete if applicable.Attachment B: HMGP/FMA Application Completeness Checklist: All applicants are recommended to complete This checklist

B. Applicant Information

FEMA-_________-Dr-FL Disaster name_________________________ Ex.,FEMA-1300-DR-FL;Hurricane Floyd

Title / Brief Descriptive Project Summary_________________________________________________________________1. Applicant (organization)______________________________________________________________________________2. Applicant Type

� State or Local Government � Recognized Native American Tribe � Private Non-Profit

3. County_____________________________________________________________________________________________

4. State Legislative districts(s)__________________________ Congressional Districts(s)____________________________

5. Federal Tax I.D. Number___________________________6. FIPS Code*________________________________(*if your FIPS code is not known, please fill out FEMA Form 90-94 (Attachment A) so that the Department may obtain a FIPS code for you)7. National Flood Insurance Program (NFIP) Community Identification Number (this number can be obtained from the FIRM map for your area)_________________________________________________________________________8. NFIP Community Rating System Class Number_____________________________________________9. Attach proof of current Flood Insurance Policy (FMA only). Flood Insurance Policy Number_________________________


10. Point of Contact �Ms. �Mr. �Mrs. First Name____________________ Last Name_________________________________

Title____________________________________________

StreetAddress_____________________________________________________________________________________

City_____________________________ State_______________ Zip Code____________________

Telephone________________________ Fax #____________________________________________________

Email Address (if available)__________________________________________________________________________11. Application Prepared by: � Ms. �Mr. �Mrs. First Name__________________ Last name__________________

Title______________________________ Telephone_______________________Fax #__________________________

12.Authorized Applicant Agent (proof of authorization authority required) �Ms. �Mr. �Mrs. First Name_____________________________Last Name_______________________________

Title_____________________________ Telephone____________________________Fax #______________________

Street Address_____________________________________________________________________________________

City_____________________________________ State_____________ Zip Code_________________________

Signature_______________________________________________________ Date_____________________________

13. All proposed projects should be included in the county’s Local Mitigation Strategy (LMS), please attach a letter ofendorsement for the project from the county’s Local Mitigation Strategy Coordinator.

Section I. History of Hazards / Damages in the Area to be Protected

A. Overview of Past Damages

Describe all past damages from hazardous events in the project area (include name of storm, if applicable), including direct and indirect costs. Include Presidentially declared disasters as well as events that did not result in a Presidential declaration. Attach any supporting documents. Direct costs should include damages to structures and infrastructure in the project area as a result of the hazard. Indirect costs should include the cost to the local government to respond to victims of the hazard in the project area, any interruption to local businesses, and losses of public services (3 examples are provided for your reference).

Date Frequency of Event Damages ($) Indirect Costs (describe)Ex.1-4/7/89 Spring floods of 1989

(10 year event)Total of $95,000 damages to 16homes

$7,600 for evacuations; $22,000 for comfortstation for flood victim

Ex.2-10/5/95 Hurricane Opal(est 12-year event)

Lift Station flooded; $7,200 inpump and control damage

Sewage backup in 14 houses; clean-up costs$2,000/hous; Total $28,000

Ex.3- 3/21/98 El Nino event(10 year event)

Derry Road closed to trafficdue to flooding; $18,500damage to culvert and road

Road closed for 20 days; 1200 one-way vehicletrips per day; delay/detour time 10 minutes


Section II. Project Description

A. Hazards to be Mitigated / Level of Protection1. Select the type of hazards the proposed project will mitigate: � Flood � Wind � Storm surge � Other (list)___________________

2. Identify the type of proposed project;� Elevation and retrofitting of residential or non-residential structure� Acquisition and relocation � Acquisition and demolition� Wind retrofit � Minor drainage project that reduces localized flooding� Other (please explain)____________________________________

3. List total number of persons that will be protected by the proposed project:__________________

4. Fill in the level of protection and the magnitude of event the proposed project will mitigate.(e.g. 23 structures protected against the 100-year (1%)flood)

__________structures protected against the _____________-year Flood (10, 25, 50, 100, or 500 year)

__________structures protected against ______________mile per hour (mph) winds

5. Engineered projects only (e.g. Drainage Improvements), include (attach to this page) ALL engineering calculationsAnd design plans used to determine the above level of protection.

6. Project will provide protection against the hazard(s) above for ______years(i.e. what is the useful life of the project?)

B. Project Description, Scope of Work, and Protection ProvidedDescribe, in detail, the existing problem, the proposed project, and the scope of work. Explain how the proposed project will solve theproblem(s) and provide the level(s) of protection described in Part A. Also, if available, attach a vendor’s estimate and/or a contractor’s bid forthe scope of work.


Section III. Project Location (fully describe the location of the proposed project.)

A. Site

1. Describe the physical location of this project, including street numbers (or neighborhoods) and zip codes; and ifavailable, please provide precise longitude and latitude coordinates for the site utilizing a hand-held global positioning system (GPS)unit or the equivalent.

2. Is the project site seaward of the Coastal Construction Control Line (CCCL)? � Yes � No

3. Provide the number of each structure type (listed below) in the project area that will be affected by the project.That is, all structures in project area.

__________residential property __________ businesses / commercial property

__________public buildings __________ schools / hospitals / houses of worship

__________other

B. Flood Insurance Rate Map (FIRM) showing Project Site

� Attach a copy of the FIRM map, a copy of the panel information from the FIRM, and, if available, the Floodway Map.FIRM maps are required for this application (if published for your area). Also, all attached maps must have theproject site and structures clearly marked on the map. FIRMs are typically available from your localfloodplain administrator who may be located in a planning, zoning, or engineering office. Maps can also be orderedfrom the Map service Center at 1-800-358-9616. For more information about FIRMs, contact your local agencies orvisit the FIRM site on the FEMA Web-page at http://www.fema.gov/home/MSC/hardcopy.htm

Using the FIRM, determine the flood zone(s) of the project site (Check all zones in the project area).(see FIRM legend for flood zone explanations)� VE or V 1-30 � AE or A 1-30� AO or AH � A (no base flood elevation given)� B or X (shaded) � C or X (unshaded)� Floodway� Coastal Barrier Resource Act (CBRA) Zone (Federal regulations strictly limit Federal funding for projects in

this Zone; please coordinate with your state agency before submitting an application for a CBRA Zoneproject)

� If the FIRM Map for your area is not published, please attach a copy of the Flood Hazard Boundary Map(FMBM) for your area, with the project site and structures clearly marked on the map

C. City or County Map with Project Site and Photographs

� Attach a copy of a city or county scale map (large enough to show the entire project area) with the projectsite and structures marked on the map.

� Attach a USGS 1:24,000 topo map with project site clearly marked on the map.

� For acquisition or elevation projects, include copy of Parcel Map (Tax Map, Property Identification Map,etc.) showing each property to be acquired. The map should include the Tax ID numbers for each parcel.,if possible.

� Attach photographs (2 copies) for each project site. The photographs should be representative of theproject area, including any relevant streams, creeks, rivers, etc. and drainage areas which affect theproject site or will be affected by the project.


Section IV. Budget/Costs

In this section, provide details of all the estimated costs of the project. As this information is used for the Benefit-Cost Analysis,Reasonable cost estimates are essential. Since project administrative costs are calculated on a sliding scale, do not include them in the budget.Also, do not include contingency costs in the budget.

A. Materials

Item Dimension Quantity Cost per Unit Cost

B. Labor (Include equipment costs – please indicate all “soft” or in-kind matches)

Description Hours Rate Cost

C. Fees Paid (Include any other costs associated with the project)

Description of Task Hours Rate Cost

Total Estimated Project Cost $_____________________________


D. Funding Sources (round figures to the nearest dollar)

The maximum FEMA share for HMGP/ FMA projects is 75%. The other 25% can be made up of State and Local funds as well as in-kind services. Moreover, the FMA program requires that the maximum in-kind match be no more than 12.5% of the total project costs.HMGP/FMA funds may be packaged with other Federal funds, but other Federal funds (except for Federal funds which lose theirFederal identity at the State level (such as CDBG, ARS, HOME) may not be used for the State or Local match.

Estimated FEMA Share $_______________________ _______% of Total (maximum of 75%)

Non-Federal share

Estimated Local Share $_______________________ _______% of Total (Cash) $_______________________ _______% of Total (In-Kind)

Estimated State Share $_______________________ _______% of Total (Cash)$_______________________ _______% of Total (In-Kind)

Other Agency Share $_______________________ _______% of Total

(Identify Other Non-Federal Agency__________________________________)

Total Funding sources from above $___________________________ _______Total % (should equal 100%)

Other Non-FEMA Federal Funds $________________________________(Do not include in total)

(Identify other Non-Federal Agency___________________________________)

E. Project MilestonesList the major milestones in this project by providing an estimated time-line for the critical activities.

Milestone Number of Days to Complete[e.g. Demolition of 6 structures and removal of debris 14 days]


Section V. Environmental Review(NOTE: This application cannot be processed if this section is not completed.)

Because the HMGP/FMA are federally funded programs, all projects are required to undergo an environmental review as part of thegrant application process. Moreover, all projects must comply with the National Environmental Policy Act (NEPA) and associatedFederal, State, Tribal, and Local statues to obtain funding. NO WORK can be done prior to the NEPA review process. If work is doneon your proposed project before the NEPA review is completed, it will NOT be eligible for Federal funding.

A. National Environmental Policy Act (NEPA) Documents

All projects must have adequate NEPA documentation that enables the FEMA Regional Environmental Officer to determine if the proposedProject complies with NEPA and associated statues. The FEMA Mitigation Division Environmental Specialists provide comprehensiveNEPA technical assistance for States and Applicants, with their consent, to complete the NEPA review. The type and quantity of NEPADocuments required to make this determination varies depending upon the project’s size, location, and complexity. However, at aMinimum, please provide the applicable documentation from this section to facilitate the NEPA compliance process.

If your project fits into one of the descriptions listed below:Development of mitigation plans;Inspection and monitoring activities;

Studies involving only staff time and funding;Training activities using existing facilities;

Please include the following required NEPA documentation:� Detailed project description, scope of work, and budget/costs (Section II (p. 3) and Section IV (p.4))

For all other projects, attach/include the following NEPA documents/information:

� Detailed project description, scope of work, and budget/costs (Section II (p.3) and Section IV (p. 5) of this application)

� Project area maps (Section III, part A & B of this application (p.4))

� Project area/structure photographs (Section III, part C of this application (p. 4))

� Project alternatives description and impacts (part B of this section of the application (pp. 7-9))

� A letter from the State Historic Preservation Officer (SHPO) regarding cultural resources (archeological and historic) in the project area (NOTE: Please inform the SHPO if a structure to be altered is over 50 years old.)

� Provide any applicable information or documentation referenced on the “Information and Documentation Needs by Project Type” chart (page 10 or this application)

B. Alternative Actions

The NEPA process requires that at least two alternative actions be considered that address the same problem/issue as the proposedproject. In this section, list two feasible alternative projects to mitigate the hazards faced in the project area. One alternative is the“No Action Alternative.”

1. No Action AlternativeDiscuss the impacts on the project area if no action is taken.


Section V. Environmental Review; B. Alternative Actions, continued

2. Other Feasible AlternativeDiscuss a feasible alternative to the proposed project. This could be an entirely different mitigation method or a significantmodification to the design of the current proposed project. Complete all of parts a-e (below) and include engineering details (ifapplicable).

a. Project Description for the AlternativeDescribe, in detail, the alternative project. Also, explain how the alternative project will solve the problem(s) and/orprovide protection from the hazard(s).

b. Project Location of the Alternative (describe briefly)� Attach a map or diagram showing the alternative site in relation to the proposed project site

� Photographs (2 copies) of alternative site

c. Scope of Work for Alternative Project


Section V. Environmental Review; B. Alternative Actions, continued

d. Impacts of Alternative Project

Below, discuss the impact of this alternative on the project area. Include comments on these issues as appropriate:Environmental Justice, Endangered Species, Wetlands, Hydrology (Upstream and Downstream surface waterImpacts), Floodplain/ Floodway, Historic Preservation and Hazardous Materials.

e. Estimated Budget/Costs for Alternative Project

In this section, provide details of all the estimated costs of the alternative project (round figures to the nearest dollar).

1. Materials

Item Dimension Quantity Costs per Unit Cost

2. Labor (Include equipment costs – please indicate all “soft” or in-kind matches)

Description Hours Rate Cost

3. Fees Paid (Include any other costs associated with the project).

Description of Task Hours Rate Cost

Total Estimated Project Cost $__________________________


Section VI. Maintenance Agreement

All applicants whose proposed project involves the retrofit or modification of existing public property orWhose proposed project would result in the public ownership or management of property, structures, orfacilities, must first sign the following agreement prior to submitting their application to FEMA.

(Note: Those applicants whose project only involves the retrofitting, elevation, or other modification toprivate property where the ownership will remain private after project completion DO NOT have tocomplete this form.)

The_____________________of____________________________________State of Florida, hereby agrees that (City, Town, County)

if it receives any Federal aid as a result of the attached project application, it will accept responsibility, at its ownexpense if necessary, for the routine maintenance of any real property, structures, of facilities acquired or constructed asa result of such Federal aid. Routine maintenance shall include, but not be limited to, such responsibilities as keepingvacant land clear of debris, garbage, and vermin; and keeping stream channels, culverts, and storm drains clear ofobstructions and debris; and keeping detention ponds free of debris, trees, and woody growth.

The purpose of this agreement is to make clear the Subgrantee’s maintenance responsibilities following project awardand to show the Subgrantee’s acceptance of these responsibilities. It does not replace, supercede, or add to any othermaintenance responsibilities imposed by Federal law or regulation and which are in force on the date of project award.

Signed by__________________________________________________________the duly authorized representative (printed or typed name of signing official)

____________________________________________________. (title)

this_____________(day) of______________(month)_____________(year)

Signature*______________________________________________

*Please note: The above signature must be by an individual with legal signing authority for the respective local government or county (e.g., the Chairperson, Board of County Commissioners or the

County Manager, etc.)


Property Acquisition Worksheet Acquisition Projects Only

A. Prepare a separate worksheet for each individual property to be acquired. Please note: Participation in an acquisition project must bevoluntary on the part of the property owner.

�� Include three or more color photographs (2 copies of each photo) showing a front view, a side view, and a back view ofeach structure to be acquired. Attach photographs to the worksheet for that property

B. Site Information

1. Owner’s name______________________________________

Social Security Number_______________________________(needed for duplication of benefits (DOB) determination)

Spouse’s name (if applicable)_________________________________

Spouse’s Social Security Number_____________________________(needed for duplication of benefits (DOB) determination)

2. Street Address (including city, state and zip code) or Physical/Legal Location:

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

3. If the structure is located in a Special Flood Hazard Area (SFHA) and was substantially damaged (i.e., greater than 50%) you mustobtain a Substantial Damage Certificate signed by the Local Building Official (preferably using FEMA’s residential SubstantialDamage Estimator (RSDE) software).

Please Note: The data for numbers 4, 5, and 6 of this part and all of Section D are not required if the structure is located in theSFHA and a Substantial Damage Certificate is attached.

4. Base Flood Elevation of Property:______________________________________5. Lowest (Finished) Floor Elevation of Principal Structure:_______________________________

6. Depth of water in the structure____________inches for __________day(s) and level of event causing flooding______________year flood.(10,25,50,100,500)

C. Structure Information

1. Attach a copy of the local government Tax Assessor’s record for the subject property; and, if available, a tax map.

2. Building Type: (check one)� 1-story w/o basement � 2-story w/o basement � Split-level w/o basement � Split level with basement� 1-story with basement � 2-story with basement � Mobile Home � Other________________________

3. Building Use: (check all that apply)� Primary Residence � Rental Property � Secondary Residence � Commercial Property� Public Building � House of Worship � Multi-Family � Other__________________

4. Construction Type: � Wood Frame � Concrete Block � Brick � Other___________________

5. Date of Construction for the structure: (if structure is older than 50 years, attach letter from State Historic Preservation Officer)__________________________________________________________________________________________________________

6. Total Square Footage of Principal Structure (heated and cooled areas only):________________________________

7. Estimated Cost to Replace Principal Structure (if known): $______/square foot.


Property Acquisition Worksheet Continued Acquisition Projects Only

8. Are there accessory or out buildings on the property? � Yes � No If yes, � Attached � Detached Please describe (location, type of structure, age, value):

9. If the project involves the acquisition of a commercial property you must complete a Hazardous Materials Questionnaire for thatProperty. If applicable, please contact the HMGP/FMA Environmental Section at (850) 922-5779 for a copy of the questionnaire.

D. History of Hazards / Damages (to the Property being acquired)List all current and past damages to the property (including damages to the structure, its contents, and any displacement costs).Include damage from declared disaster events AND other hazard events that did not result in a presidential declaration. NOTE:These data are Not required if the property is located in the Flood way or if a Substantial Damage Certificate (for most recentdisaster) is attached.

Date Level of Event Description of Damages Cost of(e.g., 10, 20, 50, yr flood) Depth of Flooding Repairs/ Replacement/

DisplacementNote regarding damage estimates: the date, level of event, description of damages, cost of repairs/replacement must be specific toONLY the building under consideration. Countywide damage estimates (e.g., Hurricane Irene, 1999 caused 2 million dollarsdamage) cannot be used. Additionally, vague information is not useful or acceptable in lieu of specific building damage estimates.The property damages can be a homeowner’s estimate; however please include a contractor’s itemized repair estimate, if possible.


Property Acquisition Worksheet Continued Acquisition Projects Only

E. Acquisition Cost Worksheet – Please fill out a separate Acquisition Cost worksheet for each property to be acquired (If yourProject involves the acquisition of several properties, you may wish to develop a single spreadsheet that lists each property. TheSpreadsheet should contain all of the information fields in the Acquisition Cost Worksheet below.)

Project Cost Information Costs

Owner’s full name: NA

Spouse’s full name (if applicable): NA

MailingAddress:

NA

City, State, Zip: NA

PropertyAddress:

NA

Tax Parcel Identification number: NA

Year built: NA

Square footage of the building (heated and cooled areas only): NA

Pre-Disaster Fair Market Value**(Identify Source_____________________________________________) $

Estimated Cost of Demolition $

Estimated Appraisal Costs $

Property Survey Costs $

Closing Costs (usually handled by a title company) $

Relocation Assistance $

Other $

Total Cost to Acquire Property $

**Please note: The community may determine the pre-disaster fair market value by using either the local tax assessedvalue (plus a percentage to approximate market value) or a State Certified Property Appraiser’s estimate. In eithercase, the market value must be based on pre-disaster conditions. Also, if a local tax assessed value is used, a letter from the Local Property Appraiser must accompany the application.


Elevation Worksheet Elevation Projects Only

Note: Recommended elevation for Coastal Areas is at least one foot above the Base Flood Elevation.Recommended elevation for Riverine Areas is at least two feet above the Base Flood Elevation. Please provide damagehistory for the structure under consideration only. Also, and entire HMGP/FMA application must be completed for eachStructure to be elevated.

� Include three or more color photographs (2 copies of each) showing a front view, a side view, and a back view of thestructure to be elevated. Attach photographs to the property worksheet.

A. Site Information

1. Owner’s Name______________________________________Social Security Number_______________________________(needed for duplication of benefits (DOB) determination)

Spouse’s Name (if applicable)________________________________Spouse’s Social Security Number________________________(needed for duplication of benefits (DOB) determination)

2. Street Address (including city, state and zip code) or Physical/Legal Location:______________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

B. Structure Information:

1. Building Type: (check one)� 1-story w/o basement � 2-story w/o basement � Split-level w/o basement � Split level with basement� 1-story with basement � 2-story with basement � Mobile Home � Other_________________

2. Building Use: (check all that apply)� Primary Residence � Rental Property � Secondary Residence � Commercial Property� Public Building � House of Worship � Multi-Family � Other_________________

3. Construction Type: � Wood Frame � Concrete Block � Other____________________________

4. Foundation Type:� Slab on Grade � Crawl Space � Block Foundation � Other_________________________

5. Date of original Construction for the structure (if structure is older than 50 years, attach letter from State Historic Preservation Officer):________________________________________________________________________________

7. Date of modification/upgrade to the structure (if applicable)_______________________________________

8. What is the total value of the contents of the building?___________________(If uncertain a value of $10.00/sq. ft. may be used)

9. What was the depth of flooding in the building?_________________inches

10. How long was the building flooded?________________________days

11. Provide the level of the flooding event.______________________________(e.g., 10-year event, 25-year flood, etc.)


Elevation Worksheet Continued Elevation Projects Only

12. Elevation Information

Total Square Footage of Principal Structure (heated and cooled areas only):______________________________________

Lowest (Finished) Floor Elevation of Principal Structure (above sea level):_______________________________________

Proposed Elevation Height (above sea level)________________Feet_______________Inches

Proposed Foundation Type for Elevated Structure: � Columns � Pilings � Other______________________

C. Required information for elevation projects located in a V-zone or numbered A-zone:

1. What is the elevation of the lowest livable floor of the building?__________________(A copy of the surveyor or engineer’sElevation Certificate for the building is required)

2. What is the Base Flood Elevation (BFE) at the building site?_________________

3. What is the local code requirement regarding elevation?_______________________(e.g., BFE + 1.0’, etc. provide acopy of the applicable local code language/section)

4. From the FEMA Flood Insurance Study (FIS), which includes the project site, fill out the appropriate table below: * Please note: FISs can be ordered from the Map Service Center at 1-800-358-9616. For more information about FISs, contact your local agencies or visit the FIS site on the FEMA Web-page at http://www.fema.gov/MSC/fis.htm

If located in a Riverine Flood Zone (numbered A-zone or AE zone) fill in the following table:

Flood Frequency Peak Discharge Flood Depth10-year50-year100-year500-year

If located in a Coastal Flood Zone (V-zone or A-zone subject to storm surge) fill in the following table:

Flood Frequency Flood Depth10-year50-year100-year500-year



D. History of Hazards/ Damages (to the structure being elevated)

List all current and past damages to the structure (including its contents). Damages must be fully documented (i.e., you may beasked to produce supporting evidence for any claimed damages). Include damage from declared disaster events AND otherhazard events which did not result in a presidential declaration.Note regarding damage estimates: the date, type of event, and description of damages must be specific to ONLY the buildingunder consideration. County wide damage estimates (e.g., Hurricane Irene, 1999 caused 2 million dollars damage) cannot beused. Additionally, vague information is not useful or acceptable in lieu of specific building damage estimates.

Date Type of Event Description of Damages( e.g., storm surge, closed basin flooding, etc.) (Structure and contents)

[ e.g., 1999 Hurricane Irene; storm surge Structure $36,000; Content $15,000]

Note: Flood Insurance Policies must be purchased for all structures that are part of a FEMA elevation project. For more informationContact the Floodplain Administrator in your area or visit the National Flood Insurance Program Web Page athttp://www.fema.gov/nfip



E. Elevation Cost InformationUse the Elevation Cost Worksheet below to develop a detailed cost estimate, which must include all project costs. Any projectcosts that do not clearly fall under the specified categories should be submitted to the Department for review and determinationof funding eligibility under the HMGP and FMA program.

Elevation Cost Worksheet

DescriptionEstimate costs for all applicable items

Explanation of Costs(e.g., 12 items @ $40 each)

Total Costs

Permitting/Recording/Legal Fees

Demolition Permit $

Building Permit(s) $

Plumbing, Electrical, Mechanical Permits $

Recording Fees $

Legal Fees $

Planning and Design

Surveying and Site Layout $

Elevation Certificate(s) $

Engineering Design for Elevated Structure $

Site Preparation

Structural Demolition $

Lot Clearing $

Debris Removal and Disposal $

Excavation/Fill for Grading $

Retrofitting/Elevation of an Existing Structure

Concrete & Block Work; Masonry Work $

Drilling & Installation of Piers, Columns, or Piles $

Beams and Columns $

Embedment and Sealant $

Foundation Walls $

Structural Steel Work $

Bracing and Anchoring $

Lifting/ Jacking/ Elevating $

Backfilling $

Detachment and Reattachment (of elements affixed toStructure)

$

Subtotal for Page $



Sub-Total from previous page $

DescriptionEstimate costs for all applicable items

Explanation of costs(e.g., 12 items @ $40 each)

Total

New Construction

Sub-flooring

Wall and Roof Framing and Shell Construction

Exterior Doors and Windows, Insulation

Hurricane Clips/Ties

Porches/Decks (if Pre-existing)

Stairs and Railings

Plumbing Rough-in (for supply and drain, waste and vent)

Electrical Rough-in (main circuit panel, junction boxes andoutlets)

Installation of ductwork for, ventilation, and air conditioning

Final Clean-up

Systems Extensions (for elevated buildings only-not for new construction) Electrical Service

Plumbing/Water Service

Sewer/ Septic System

HVAC and Ductwork; Elevating Mechanical Equipment

Additional Insulation

Roof and Foundation Drainage Systems

Soil Stabilization/ Retaining Walls

Landscape Replacement/ restoration (forlandscaping disturbed by construction Evaluated on a case by case basis

Displacement Costs

Moving Costs

Temporary Storage Costs

Temporary Living Facilities Costs

Other Eligible Costs (list additional costs to bedetermined for eligibility under the HMGP/FMA Other(s)_________________________________

Total Eligible Project Costs $


Drainage Project Worksheet Drainage Projects Only

A. Site Plan (required)

� A site plan, with alignment drawings, that includes the location, plan view and cross-section of cuts, fills andstructures is required. Include the type, and measurements of all pipes, culverts, ditches, swales and detention/retention

basins and ponds.

Send the following engineering calculations as appropriate:� Calculations used to determine the sizes of any culverts in the project area (drainage area, amount of flow, slope ofculvert, invert elevations).

� Calculations used to determine the sizes of any ditches and swales in the project area (drainage area, amount of flow, slope and depth of the ditch).

� Calculations used to determine the size of any detention/retention basins and ponds (drainage area, amount of flow, state-storage, and stage-discharge curves.)

B. Environmental Impacts (please attach the following, as appropriate)

Both upstream and downstream impacts need to be considered and discussed in the NEPA documents and coordinationLetters.

� Letter from State Historic Preservation Office addressing impacts on cultural resources.

� Letter from the Army Corp of Engineers indicating whether a permit is required for the project.

� Letter from the State Water Management District indicating whether a permit is required for the project.

� Letter from the Department of Environmental Protection indicating whether a permit is required for the project.

� Letter from the US Fish and Wildlife Service addressing impacts to wildlife.

� If project is in coastal area, attach a letter from the National Marine Fisheries Service addressing impacts tomarine resources.

� If the project is located outside the city limits, attach a letter from the Natural Resources Conservation Service addressing impacts to prime and unique farmlands.

C. Letter of Map Revision (LOMR)

A Letter of Map Revision (LOMR) may be needed for this project. Any changes to the Flood Insurance Rate Maps (FIRM)need to be reflected on the flood maps, which is accomplished through the LOMR process. The construction of this projectmay lower the 100-year flood elevation and thus, possibly lower the flood insurance rates for structures in the project area.if the LOMR process is applicable to the proposed project, please contact the Department for assistance at (850) 922-5269.

D. Project Scheduling

Note below (or attach to this page) any special circumstances regarding project scheduling.


Wind Retrofit Worksheet-HMGP only Wind Retrofit Projects Only

Please fill out this worksheet completely. A separate worksheet is required for each structure to be wind retrofitted.� Attach photographs (two copies) of each side of the building to be retrofitted.� Provide evidence that the shutter system complies with the Dade County specifications. The best evidence of this is acertificate issued by the Dade County building Department stating that the proposed shutter products have been tested,

approved, and comply with the Dade County Specifications. Non-certified shutters or products cannot be used.

Fill out the table below. (NOTE: All shaded line items are required to process the application)

A. Project Information(1) Building Name

(2) Address

(3) City State and Zip

(4) Owner/Applicant

(5) Contact Person

(6) Disaster Number

(7) Project Number

(8) Application Date

(9) Analyst

B. Building DATA

(1) Select Building Type� Non-Engineered Wood- wood buildings do not receive specific engineering attention.Examples include single and multi-family residences, some one- or two- story apartment units, andsome small commercial buildings. � Non-Engineered Masonry – These masonry buildings do not receive specific engineeringattention. Examples include single and multi-family residences, some one- or two- story apartmentunits, and some small commercial buildings.� Manufactured Building – These buildings are typically light metal structures or manufacturedhousing units (e.g., mobile homes). Manufactured buildings are produced in large numbers ofidentical or similar units.�� Lightly Engineered- These buildings may combine masonry with steel framing, open-web steeljoists, wood framing, and wood rafters. Some parts of the building receive engineering attentionwhile others do not. Examples include motels, commercial and light industrial buildings.� Fully Engineered – Usually these buildings are designed for a specific site and thus receivespecific, individualized design attention from professional architects and engineers. Examplesinclude high-rise office and hotel buildings, hospitals, and most public buildings.� Other- these buildings do not fit into any of the descriptions listed above.

(2) Building Site (Miles Inland)

(3) Number of Stories Above Grade

(4) Construction Date

(5) Historic Building Controls

(6) Disaster Number

C. Building Size and Use(1) Total Floor Area (SF)

(2) Area Occupied by Owner orPublic/Non-Profit Agencies (SF)


Wind Retrofit Worksheet-HMGP only Continued Wind Retrofit Projects Only

D. Building Value

(1) Building Replacement Value

(2) Demolition Threshold

E. Building Contents

(1) Description of contents

(2) Total Value of Contents

F. Displacement of Costs Due to Wind

(1) Rental Cost of Temporary Building Space ($/sf/month)

(2) Other Displacement Costs ($/month)

G. Value of Public Non-Profit Service

(1) Description of Services Provided

(2) Annual Budget of Public Non-Profit Agencies

(3) Post Disaster Continuity Premium ($/day)

H. Rent and Business Income

(1) Total Monthly Rent from all Tenants ($/month)

(2) Est Net income of Commercial Businesses ($/mo)

I. Mitigation Project Data

(1) Project Description

(2) Project Useful Life (Years)

(3) Mitigation Project Costs

(4) Base Year of Costs

(5) Annual Maintenance Costs ($/year)

J. Temporary Relocation Costs

(1) Relocation Time Due to Project (months)

(2) Rental Cost During Occupant Relocation ($/month)

(3) Other Relocation Costs ($/month)

Joint HMGP/FMA Application Completeness Checklist Page 1 of 6

Joint HMGP/FMA ApplicationCompleteness Checklist (December 2000)

This checklist is the same form that will be used during the application sufficiency reviewperformed by the Department of Community Affairs (DCA). The applicant will be contacted and askedto provide additional information for any deficiencies. Please complete this checklist to evaluate theapplication for completeness before submitting it to the Department.

Project Title_______________________________ Project Number (DCA use only)______________

Notes Part B. Applicant Information (pp. 1-2)ë FEMA disaster number (e.g., FEMA-1259-DR-FL) & Disaster (common) name statedë Title/Brief Descriptive Project Summaryë 1. Applicant (Organization)ë 2. Applicant typeë 3. County/Countiesë 4. State Legislative district(s) & Congressional District(s) statedë 5. Tax I.D. Numberë 6. FIPS Code provided or FEMA Request for Public Assistance form (Attachment A) completedë 7. NFIP Community Identification Number providedë 8. NFIP Community Rating System (CRS) number providedë 9. Proof of Flood Insurance provided (including policy number)ë 10. Point of Contact (section completely filled out)ë 11. Application Prepared byë 12. Authorized Applicant Agent (Agent stated and proof of authorization authority provided)ë 13. A letter of endorsement from the county’s Local Mitigation Strategy Coordinator for theproposed project is included.

Section I. History of Hazards / Damages in the Area to be Protected (p. 2)ë A. Overview of Past Damages stated (*Note: For acquisition and elevation projects omit thissection, instead complete page 13 (part D) for acquisitions and page 17 (part D) for elevations).

Section II. Project Description (p. 3)A. Hazards to be Mitigated / Level of protectionë 1. Mitigated hazard statedë 2. The type of proposed project is identifiedë 3. The total number of persons protected by the project is statedë 4. The level of protection the project will mitigate is statedë 5. Engineering calculations included (if applicable)ë 6. Useful life of project is stated

B. Project Description, Scope of work, and Protection Providedë Project described in detailë Scope of work includedë Explanation of how the proposed project will solve the problem*(*NOTE: This section is important. To receive HMGP/FMA monies a proposed project mustprove that it will solve a problem.)ë Level(s) of protection described


Section III. Project Location (p. 4)A. Siteë 1. Physical location adequately describedë 2. Project site seaward of the Coastal Construction Control Line? (answered Yes or No)ë 3. The number of every structure type in the project area is listed

B. Flood Insurance Rate Map (FIRM) showing Project Site (required)ë A copy of the FIRM map with the project site and structures clearly marked on the mapë A copy of the panel(s) from the FIRM with the project site and structures clearly marked on themap (NOTE: Both the FIRM map and the applicable panels from the FIRM are required)ë Provide Floodway Map (if available)ë Flood zone(s) of the project site determined (see checklist on page 4 of the application)ë If the FIRM is not published for the project area, a copy of the Flood Hazard Boundary Map(FHBM) with the project site and structures clearly marked on the map is attached

C. City or County Map with Project Site and Photographsë Copy of city or county scale map (large enough to show the entire project area) with the projectsite and structures clearly marked on the map attachedë USGS 1:24,000 topo map with the project site and structures clearly marked on the mapattachedë For acquisition and elevation projects only: Parcel Map showing each property to be acquiredattached (include the Tax ID numbers for each parcel, if possible)ë Photographs (2 copies each) attached for each project site (photographs should adequatelyrepresent the project area, including any relevant streams, creeks, rivers, etc. and drainage areaswhich affect the project site or will be affected by the project)

Section IV. Budget/Costs (pp. 5-6)ë A. Materials (costs adequately estimated)ë B. Labor (costs adequately estimated)ë C. Fees Paid (costs adequately estimated)ë D. Funding Sources (100% of funding is identified with at least a 25% Non-Fedeal match)ë E. Project Milestones (major milestones provided)

Section V. Environmental Review * (pp. 7-10)(*NOTE: The application cannot be processed if this section is not completed.)A. National Environmental Policy Act (NEPA) Documentsë The applicant has NOT begun any work before the NEPA review process has been completed(required).ë All applicable NEPA documentation is provided from the checklist on page 7 of the applicationë All applicable NEPA documentation is provided from the chart on page 10 of the applicationB. Alternative Actionsë 1. No Action Alternative (adequate discussion of the impacts of taking “no action”)ë 2. Other Feasible Alternative

ë a. Alternative project adequately described (including how the problem will be solved)ë b. Map or diagram attached showing the alternative site in relation to the proposed

project siteë Photographs (2 copies) of alternative siteë c. Adequate scope of work for the alternative siteë d. Impacts of Alternative Project (Adequate discussion of the impact of the alternativeproject on the project area (including comments on appropriate environmental issues)ë e. Adequate estimated budget/costs of the alternative project

Section VI. Maintenance Agreement (p. 11)NOTE: This section is only applicable to certain projects (see page 12 for details).ë Signature from a duly authorized representative (if applicable)

The checklists on the following pages are designed for specific project types


Property Acquisition Worksheet (pp. 12-14) (Acquisition projects only)

Notes A.ë An Acquisition Project Worksheet is provided for each individual property to be acquiredë Three or more color photographs (2 copies of each photo) showing the front, side, and back ofeach structure to be acquired are provided

B. Site Informationë 1. Owner’s name and SSN ë 2. Spouse’s name and SSN (if applicable) ë 3. Street addressprovidedIs the structure in a Special Flood Hazard Area (SFHA)? ë YES ë NOWas the structure substantially damaged during the most recent disaster? ë YES ë NOIf the applicant answered “YES” to the above questions, a Substantial Damage Certificate must beincludedë A Substantial Damage Certificate signed by the Local Building Official providedPlease Note: The data for numbers 4, 5, and 6 of this part and all of Section E are not required ifthe structure is located in the SFHA and a Substantial Damage Certificate is attached.ë 4. Base Flood Elevation (BFE) of Property providedë 5. Lowest (Finished) Floor Elevation of Principal Structure providedë 6. Depth of water in the structure and level of event causing flooding stated.

C. Structure Informationë 1. A copy of the local government Tax Assessor’s record for the subject property attached ë A tax map (if available)ë 2. Appropriate building type is checked (only one type should be checked)ë 3. All appropriate building uses that apply are checkedë 4. Construction type checkedë 5. Date of (original) construction stated for the structure ë A letter from State Historic Preservation Officer is attached (If the structure is older than 50years)ë 6. Total square footage of principal structure stated (heated and cooled areas only)ë 7. Estimated cost to replace principal structure (if known) in dollars per square foot ($/ft.)ë 8. Accessory or out buildings on the property adequately described (if applicable) 9. Does the project involve the acquisition of a commercial property? ë YES ë NO ë If yes, a Hazardous Materials Questionnaire must be attached.

D. History of Hazards / Damages (to the Property being acquired)ë The history of hazards/damages are adequately assessed and specific only to the building underconsideration (i.e., no county wide damage estimates).NOTE: This section is not required is a Substantial Damage Certificate was provided.

E. Acquisition Cost Worksheetë An Acquisition Cost Worksheet is completely filled out for each property to be acquired (or theapplicant has developed a single spreadsheet (for a multi-property project) with all necessaryinformation fields included)ë Pre-disaster Fair Market Value must be estimated by one of the following: ë A State Certified Property Appraiser’s estimate provided or ë Local tax assessed value with a letter from the Local Property Appraiser provided


Property Elevation Worksheet (pp. 15-19) (Elevation projects only)

Notesë Three or more color photographs (2 copies of each photo) showing the front, side, and back ofthe structure to be elevated are provided

A. Site Informationë Owner’s name and SSN ë Spouse’s name and SSN (if applicable) ë Street address provided

B. Structure Informationë 1. Appropriate building type is checked (only one type should be checked)ë 2. All appropriate building uses that apply are checkedë 3. Construction type checkedë 4. Foundation type checkedë 5. Date of (original) construction stated for the structure ë A letter from State Historic Preservation Officer is attached (If the structure is older than 50years)ë 6. Date of modification/upgrade to the structure stated (if applicable)ë 7. Pre-disaster Fair Market Value estimated by one of the following:

ë A State Certified Property Appraiser’s estimate provided orë local tax assessed value with a letter from the Local Property Appraiser provided

ë 8. Total value of the contents of the building estimatedë 9. Depth of flooding in the building stated in inchesë 10. The number of days the building was flooded is statedë 11. The level of the flooding event is providedë 12. Elevation Information (all four questions below should be answered)

ë Total square footage of principal structure stated (heated and cooled areas only)ë Lowest (finished) floor elevation of principal structure (above sea level) statedë Proposed elevation height (above sea level) stated in feet and inchesë Proposed foundation type for elevated structure stated

C. Required information for elevation projects located in a V-zone or numbered A-zoneë Is the proposed project in a V-zone or a numbered A-zone? ë YES ë NO NOTE: If NO, skip to the next section.ë 1. The elevation of the lowest livable floor of the building is stated ë A copy of the surveyor or engineer’s Elevation Certificate for the building is provided(required)ë 2. The Base Flood Elevation (BFE) is statedë 3. The local code requirement regarding elevation is stated (and a copy of the applicable localcode language/section is provided, if available)ë 4. The appropriate table is completely filled out using the FEMA Flood Insurance Study (FIS)(see application (p. 16)).

D. History of Hazards / Damages (to the Property being elevated)ë The history of hazards/damages are adequately assessed and specific only to the building underconsideration (i.e., no county wide damage estimates).

E. Elevation Cost Informationë The Elevation Cost Worksheet (pp. 18-19) of the application is completely filled out and all costestimates seem reasonable.DCA use only - List any non-eligible or questionable cost estimates below:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


Drainage Worksheet (p. 20) (Drainage projects only)

NotesA. Site Plan (required)ë A site plan, with alignment drawings, that includes the location, plan view and cross-section ofcuts, fills, and structures is included (required).ë The type, and measurements of all pipes, culverts, ditches, swales and detention/retention basinsand ponds is stated.

The following engineering calculations should be included (if applicable):ë Calculations used to determine the sizes of any culverts in the project area (drainage area,amount of flow, slope of culvert, invert elevations).ë Calculations used to determine the sizes of any ditches and swales in the project area (drainagearea, amount of flow, slope and depth of the ditch).ë Calculations used to determine the size of any detention/retention basins and ponds (drainagearea, amount of flow, stage-storage, and stage-discharge curves).

B. Environmental Impactsë Upstream impacts are considered and discussedë Downstream impacts are considered and discussedë All applicable supporting NEPA environmental documentation from application checklist isincluded (See the checklist on page 20 of the application)List any applicable environmental documentation and/or coordination letters that were not includedbelow:

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

C. Letter of Map Revision (LOMR)**Contact the Department at (850) 922-5269, if this section applies to the proposed project.

D. Project Schedulingë Any special scheduling circumstances are addressed (if applicable)


Wind Retrofit Worksheet (pp. 21-22) (Wind Retrofit projects only)

Notes NOTE: Wind Retrofit projects are only eligible under the HMGP

ë A separate worksheet is provided for each structure to be wind retrofitted.ë Attach photographs (two copies of each photo) of each side of the building to be retrofitted.ë Evidence that the shutter system complies with the Dade County Specifications provided.ë All the information for every shaded line item on the Wind Retrofit Worksheet is provided.*

*NOTE: The application can not be processes if any shaded line items are left blank. Please refer to the application worksheet to assess completeness.

FEDERAL EMERGENCY MANAGEMENT AGENCY

REQUEST FOR PUBLIC ASSISTANCEO.M.B. No. 3067-0151Expires April 30, 2001

PAPERWORK BURDEN DISCLOSURE NOTICEPublic reporting burden for this form is estimated to average 10 minutes. The burden estimate includes the time for reviewinginstructions, searching existing data sources, gathering and maintaining the needed data, and completing and submitting the forms.You are not required to respond to this collection of information unless a valid OMB control number is displayed in the upper rightcorner of the forms. Send comments regarding the accuracy of the burden estimate and any suggestions for reducing the burden to:Information Collections Management, Federal Emergency Management Agency, 500 C Street, SW, Washington, DC 20472,Paperwork Reduction Project (3067-0151). NOTE: Do not send your completed form to this address.

APPLICANT (Political subdivision or eligible applicant.)

DATE SUBMITTED

COUNTY (Location of Damages. If located in multiple counties, please indicate.)

APPLICANT PHYSICAL LOCATIONSTREET ADDRESS

CITY

COUNTY

STATE

ZIP CODE

MAILING ADDRESS (If different from Physical Location)STREET ADDRESS

POST OFFICE BOX

CITY

STATE

ZIP CODE

Primary Contact/Applicant’s Authorized Agent Alternate ContactNAME

NAME

TITLE

TITLE

BUSINESS PHONE

BUSINESS PHONE

FAX NUMBER

FAX NUMBER

HOME PHONE (Optional)

HOME PHONE (Optional)

CELL PHONE

CELL PHONE

E-MAIL ADDRESS

E-MAIL ADDRESS

PAGER & PIN NUMBER

PAGER & PIN NUMBER

Did you participate in the Federal/State Preliminary Damage Assessment (PDA)? Yes No

Private Non-Profit Organization? Yes NoIf yes, which of the facilities below best describe your organization?

Title 44 CFR, part 206.221(e) defines an eligible private non-profit facility as: “… any private non-profit educational, utility,emergency, medical or custodial care facility, including a facility for the aged or disabled, and other facility providing essentialgovernmental type services to the general public, and such facilities on Indian reservations.” “Other essential governmentalservice facility” means museums, zoos, community centers, libraries, homeless shelters, senior citizen centers, rehabilitationfacilities, shelter workshops and facilities which provide health and safety services of a governmental nature. All such facilitiesmust be open to the general public.

Private Non-Profit Organizations must attach copies of their Tax Exemption Certificate and Organization Charter or By-Laws. Ifyour organization is a school or educational facility, please attach information on accreditation or certification.

Official Use Only: FEMA- -DR- - FIPS # Date Received:

FEMA Form 90-49, SEP 98 REPLACES ALL PREVIOUS EDITIONS.

Appendix D: Sample Project Types –Excerpts from Applications

1. Example Project 4.1Floodproof Public Facility ………………..…...………… D-1

2. Example Project 4.2Structural Flood Protection of PublicFacility……………………………………………………….…….…… D-4

3. Example Project 4.3Elevation-in-Place of Public Building ………....… D-8

4. Example Project 4.4Relocate Public Building ……………...…….…….…….… D-9

5. Example Project 4.5Reconstruction of a Public Building ..…..……….... D-13

6. Example Project 4.6Floodproof a Lift Station ………………………….…....… D-14

7. Example Project 4.7Storm Drainage ……………………………...…….…….…….… D-16

8. Example Project 4.8Hurricane Protection of a Public Building …... D-20

Appendix D. Sample Project Types D-1

EXCERPTS from EXAMPLE PROJECT 4.1: Floodproof Public Facility

Section I. History of Hazards/Damages in the Area to be ProtectedOverview of Past DamagesDateLevel of EventDamagesIndirect Costs

Mid-1970s

Approximately 25-year eventThis flood occurred just 5 years after the Floodville Wastewater Treatment Plant was constructed. Town records indicate the cost tocleanup and replace pumps and control equipment was about $75,000.

Unknown.

October 1995, Hurricane Opal25-year floodTotal damage estimated at $______The Treatment Plant was flooded with about 4’ of water, which affected pumps and control, and caused significant damage to thecontents of the storage rooms and office, as well as damaging walls and flooring. Contents of the storage room, although not hazardouschemicals, was estimated at $______; the loss of office contents was estimated at $________. Erosion and minor slumping wasobserved in several locations around the sewage lagoon embankments, where floodwaters came within 3’ of the lowest point of the topof the embankment. The Treatment Plant is not insurable under the NFIP.During and immediately after the flood it was estimated that approximately ___ million gallons of raw sewage were released, causingsome damage to Town Creek and downstream waters. Sewage backed up into over 100 homes, increasing health risks during cleanup.The Treatment Plant was capable of operating at only 25-50% capacity for nearly 2 weeks. Indirect costs estimated at $_________

September 1998,Hurricane Georges

Greater than the 50-year flood (based on FIRM)

Total damage estimated at $_______Same elements damaged as in the October 1995 event, with water depths nearly 2’ higher. The most significant difference was thethreat of overtopping of the sewage lagoon, which experienced erosion and slumping.

Emergency sandbagging; sewage spills, increased cleanup costs and health risks for 150 homeowners; overtime for employees.Indirect costs estimated at $________

NOTES on Section II:Applicant to checkappropriate hazards to beaddressed, identify thetype of project, list numberof people who will beprotected, indicate thelevel of protection, attachengineering calculations todemonstrate theeffectiveness of the project

Section II. Project DescriptionA. Hazards to be Mitigated/Level of Protection:The Floodville Wastewater Treatment Plant serves the entire town population of _____.Fifteen people work in the building. The proposed project will provide protection for thebuilding, equipment, and sewage lagoons, for flood events up to and including the 100-year frequency flood.The useful life of the floodproofing measures is at least 30 years.

B. Project Description, Scope of Work, and Protection ProvidedOverview: The Town of Floodville proposes to floodproof the Wastewater TreatmentPlant building. It involves: elevate electric controls, upgrade the pumping equipment to


(if applicable), and indicatethe anticipated useful lifeof the project.

minimize future cleanup and downtime, relocate the office functions into a new, elevatedaddition, install a concrete ‘floodwall’ (with floodproofed entry door) inside the buildingto secure the storage area, retrofit enclosed areas below the BFE with NFIP-compliantflood openings, and earthwork and other work to raise the earthen embankments aroundthe lagoon to provide at least 3’ of freeboard and to improve erosion protection.

Building Elevation and Flood Data from the Flood Insurance Study:Elevation of the 10-year flood: Elevation of the 50-year flood:Elevation of the 100-year flood: Lowest Adjacent Grade:Lowest Floor:Existing Embankment Height:Proposed Height of Embankment:Proposed Height of Interior Floodwall:Proposed Height of New Office Addition:

Description of the Floodville Wastewater Treatment Plant: The original TreatmentPlant was built in 1972; some modifications have occurred, primarily due to flooddamage in ___. The building is concrete block above grade; a significant portion of thefacility is below-grade with poured concrete foundation and walls. The lower level isoccupied by equipment, a storage room, office space with three rooms and a restroom.Access is through several doors, including a large bay to allow equipment access. Theupper level was modified after the ___ flood and is used for chemical storage. Theelevation of the lowest floor is ____.

Scope of Work: The Town of Floodville hired a XYZ Engineering Associates toevaluate options to floodproof the Wastewater Treatment Plant. Several options wereconsidered. Due to the nature of the use of the building full dry floodproofing was foundto be extremely expensive and complicated. The most feasible alternative is to employ acombination of measures to protect parts of the building while minimizing damagethrough wetfloodproofing measures. The measures for the building include:§ Construction of new office addition and relocation of office and restroom;§ Construction of interior floodwall, tied into the poured concrete foundation with

access through a specially designed panel with watertight gaskets, surroundingthe existing storage space plus the vacated office space; and

§ Elevation of controls, with access stairs, above the BFE plus 3’.

To address the significant threat of washout of one or more cells of the lagoon, whichwould result in economic loss, significant downtime, and catastrophic environmentalconsequences, portions of the embankment will be rebuilt while others are reshaped andraised to BFE plus 3-feet. Erosion protection will be installed in areas prone to erosionunder flood conditions.

NOTES on Section III:Applicant to describelocation, attach FloodInsurance Rate Map,attach local map andUSGS topo maps showingproject site, and includephotographs showing thebuilding and surroundingarea from all sides.

Section III. Project LocationA. Site.The Floodville Wastewater Treatment Plan is located on Gulf Shore Boulevard(Longitude ____; Latitude _____). It is within the A Zone shown on the Flood InsuranceRate Map (attached).


NOTES on Section V:Applicant to complete.Because construction ofan earthen berm disturbsthe ground, even within anarea of previouslydisturbed ground, someenvironmental review andpermits may be required –contact the Department foradditional advice. It isappropriate to also notethe permits and approvalsthat are expected, such asa building permit and Agrading permit.

Section V. Environmental ReviewA. NEPA Documents. The Floodville Wastewater Treatment Plant is just under 30-years old; this project was not submitted to the State Historic Preservation Officer.Ground will be disturbed for construction of the office addition and the lagoonembankments. All area that will be disturbed has been previously disturbed duringconstruction of the original facility. This project was submitted to the StateClearinghouse on ____.

A building permit will be obtained.

B. Alternative ActionsNo Action AlternativeThe “no action” alternative was considered. This alternative exposes the Town and itscitizens to periodic health hazards and environmental damage due to the anticipatedfrequency of flooding.

Other Feasible Alternative (descriptions, scope, impacts, and costs)Construction of a levee surrounding the Treatment Plant was considered. To havesufficient area for the footprint of the levee, two small parcels of land on the east sidewould have to be acquired (one has a small non-residential building). Access over thelevee for vehicles would be provided by long low-slope earthen ramps, the only locationavailable would require relocating the main access road off the highway. Due toinsufficient fall, rainfall that collects inside the levee would have to be collected anddischarged by pump. This alternative would involve the same work elements to raiseand protect the lagoon embankments.

XYZ Engineering Associates provided preliminary cost estimate for this alternative[actual application will include some breakdown of these estimates]. If found to befeasible and cost-effective, the sources of funding would be the Hazard Mitigation GrantProgram and the State Revolving Loan Program:

Cost Estimate to Construct Levee Around Building: $_________Cost Estimate to Upgrade Lagoon Embankments: $_________

In addition to costing more than the wet floodproofing alternative, the levee alternativecomplicates daily access to the facility.

NOTES on Section VI:Applicant will completeand execute the standardMaintenance Agreementincluded in the JointApplication. For thisexample, it is reasonableto include a statementabout regular inspections.

Section VI. Maintenance AgreementTo provide assurances for continued maintenance, the Town will continue daily visualinspection of the lagoon embankments, with an annual engineering inspection asrequired by the State. Routine maintenance will include checking and cleaning thegasket of the door to the floodwall surrounding the storage area.

The Town will develop and adopt an emergency action plan to be triggered whenflooding conditions are predicted.


EXCERPTS from EXAMPLE PROJECT 4.2: Structural Flood Protection of Public Facility


1950s, 1960s

UnknownFlooding has occurred on at least two other occasions, but there are no records detailing the damage or the costs.

Unknown.

October 1995, Hurricane Opal25-year floodTotal damage estimated at $______The Town Hall was flooded with about 1’ of water around the building, and 4’ of water in the below-grade office and storage area.Damage included destroyed walls, wall coverings, flooring; desks and office furnishings; two exterior and 5 interior doors; 5computers and peripherals; cleanup of sewage backup; extensive cleanup of HVAC equipment. The Town did not have an NFIP floodinsurance policy.Lost work time for 10 employees; rent for temporary office space; cleanup/recovery of stored property tax files; recovery ofcomputerized records. Indirect costs estimated at $_________

September 1998,Hurricane Georges

Approximately 50-year flood

Total damage estimated at $_______Same elements damaged as in the October 1995 event, with water depths of about 2’ around the building and the basement full; pluscracked foundation wall; failed sump pump; 2 broken windows; 2 computers and peripherals; damaged electrical wiring; replacementof HVAC equipment Winds damaged the roofing materials and broke several windows, causing interior rain damage. The Town’sNFIP flood insurance policy covered only about 45% of the cost of repairs and cleanup.

Emergency sandbagging; lost work time for 6 employees; rent for temporary office space; recovery of computerized records. Indirectcosts estimated at $________

NOTES on Section II:Applicant to checkappropriate hazards to beaddressed, identify thetype of project, list numberof people who will beprotected, indicate thelevel of protection, attachengineering calculations todemonstrate theeffectiveness of the project(if applicable), and indicatethe anticipated useful lifeof the project.

Section II. Project DescriptionA. Hazards to be Mitigated/Level of Protection:The Floodville Town Hall serves the entire town population of 28,500. A total of 45people work in the building.The useful life of the berm/floodwall is at least 50 years; the Town Hall building,although about 60 years old, is in good structural condition and is expected to continue inservice for at least 50 years.

B. Project Description, Scope of Work, and Protection ProvidedOverview: The Town of Floodville proposes to floodproof the Town Hall to provideprotection for all flood events up to and including the 100-year flood as defined on theFlood Insurance Rate Maps prepared by FEMA (attached, with location of Town Hallnoted). The Town installed hurricane shutters after Hurricane Georges in order tominimize future wind damage. In addition, an NFIP flood insurance policy was obtained


in 1995, however it does not cover much of the damage that is experienced when thebasement floods.Building Elevation and Flood Data from the Flood Insurance Study:

Elevation of the 10-year flood: lower than ground elevationElevation of the 50-year flood: 7’ NGVDElevation of the 100-year flood: 9’ NGVDLowest Adjacent Grade: ±5.5 NGVDLowest Floor (basement): ±2.5 NGVDFirst Floor (above grade): ±11.0 NGVD

Description of the Town Hall: The Town Hall is a three-story, frame building that isrectangular, measuring approximately 45’ by 60’ (see sketch). Town Hall was built in1941. Two full stories are above grade, the basement is partially below-grade by about5’. The entrance to the front is a 4’ high flight of stairs and an ADA-compliant rampbuilt several years ago. There are two entrances to the basement, a rear stairwell to theoutside and an interior stairwell. In 1995 the basement was used as office space for 10employees, storage of records, HVAC equipment servicing the building, a restroom andjanitorial storage. After Hurricane Georges the area was not used for significant storage,but continued to be used as office space for 6 employees due to a shortage of Town-owned space. The elevation of the first floor (not the basement) is approximately 2’above the Base Flood Elevation; the elevation of the basement is approximately 2.5’NGVD, or 6.5’ below the BFE.

Scope of Work: The Town of Floodville hired XYZ Engineering Associates to evaluateoptions to floodproof the Town Hall. Several options were considered. In order toprovide the required 100-year flood protection with freeboard of at least 12”, it wasfound that the most feasible alternative is to build a combination berm/floodwallsurrounding the building. As shown on the sketch, the floodwall will tie into themasonry stairs along the front of the building and be keyed into earthen berms along theside and rear. The buried telephone lines are the utility that has to be relocated in orderto construct the floodwall foundation. A combination stairs and sloped sidewalk willprovide access over the berm at the back of the building. The berm and floodwall will beapproximately 6’ above grade, so that there is 1-foot of freeboard above the Base FloodElevation. Interior drainage of rainfall that falls within the berm/floodwall will behandled by modifying drainage to a sump, with pump, at the rear of the building. Inaddition, the stairwell leading to the rear door will be covered with a canopy to bettercontrol rainfall to minimize collecting water. A number of utility lines will befloodproofed, including the sump draining from the stairwell, and the sewer lines whichwill have backflow valves installed (consumption of water within the building duringhigh water events will be minimal due to evacuation).

The Town understands that floodwaters, under highly unusual conditions, may rise abovethe top of the berm/floodwall and that catastrophic flooding may result. The basementarea will continue to be used for purposes that are lower value to minimize the impact ofsuch flooding. As required by FEMA, flood insurance will be maintained.


Section III. Project LocationA. Site.The Floodville Town Hall is located at 45 Gulf Shore Boulevard (Longitude ___;Latitude ___). It is landward of the Coastal Construction Control Line.

B. Flood Insurance Rate MapThe project site is shown on the attached FIRM; it is located in an AE flood zone.


NOTES on Section V:Applicant to complete.Because construction ofan earthen berm disturbsthe ground, even within anarea of previouslydisturbed ground, someenvironmental review andpermits may be required –contact the Department foradditional advice. It isappropriate to also notethe permits and approvalsthat are expected, such asa building permit andgrading permit.

Section V. Environmental ReviewA. NEPA DocumentsBecause the Town Hall building is more than 50 years old, the Town of Floodville hassubmitted a copy of this application to the State Historic Preservation Officer. We havenot record of any events of historic significance occurring in this building and it is ouropinion that the type of building is common.

The following permits, approvals and reviews are required:Floodplain permit (Water Management District}Wetlands impacts (Corps of Engineers)Building Permit (Town)

B. Alternative ActionsNo Action AlternativeThe “no action” alternative was considered. Because the Town Hall’s capacity is alreadymaximized, there is no space within the building to relocate all of the office and storageuses in the basement (which already had been modified between 1995 and 1998 toreduce damage). No action would expose the Town to continued damage andinconvenience to employees and citizens.

Other Feasible Alternative (descriptions, scope, impacts, and costs)Two other alternatives were considered feasible, although both have significantdrawbacks. One alternative would involve filling the basement and retrofitting thebuilding to, effectively, be “elevated” above the flood level. The other alternativeconsidered was to reinforce the exterior walls to a height of approximately 6’ abovegrade, completely cover over all basement windows, and install a special water-tightdoor and seal all other means of entry.

XYZ Engineering Associates provided preliminary cost estimates (attached) for the twoalternatives considered. In each case, if found to be feasible and cost-effective, the onlysource of funding would be the Hazard Mitigation Grant Program.

Cost Estimate to Retrofit to become an “Elevated” Building: $_________Cost Estimate to Retrofit Floodproof Exterior Walls: $_________

Retrofitting to become an “elevated” building would actually cost the Town more due tocosts associated with buying or renting office space for 6-10 employees, plus thesignificant inconvenience of having some employees located elsewhere. We would alsohave to reconfigure the first floor for relocation of service equipment, and off-site storagespace would have to be rented, an ongoing expense.

Retrofitting by floodproofing the exterior walls would cost considerably more than thepreferred alternative. All natural light would be eliminated in the basement offices.There is a technical question about whether commercially available exterior doorsdesigned to be watertight could provide adequate protection under the anticipated flooddepths (a total flood depth of approximately 10 feet: the rear entrance to the building isbelow grade about 6’ and the 100-year BFE is 3.5’ above grade).


NOTES on Section VI:Applicant will completeand execute the standardMaintenance Agreementincluded in the JointApplication. For thisexample, it is reasonableto include a statementabout regular inspections.

Section VI. Maintenance AgreementTo provide assurances for continued maintenance, the Town will visually inspect theberm/floodwall annually, and have it inspected by a qualified engineer every five (5)years. Routine maintenance, assigned to the Department of Public Works, will includechecking and clearing the sump of debris after every rainfall in order to maintain goodinterior drainage.


EXCERPTS from EXAMPLE PROJECT 4.3: Elevation-In-Place of Public Building

NOTES:1. Mitigation projects involving elevating existing buildings are covered in more detail

in the Florida Handbook for Floodplain Acquisition and Elevation Projects (2000).2. A structural evaluation to determine if the building is sound must be conducted before

a decision to elevate can be made. If a grant is approved, the cost of the evaluationmay be allowed as part of the non-federal cost share.

3. Depending on the nature of the building’s use, it may be a good idea to elevate one ormore feet higher than the minimum floodplain elevation. The costs of doing so maynot be grant eligible unless a freeboard requirement is included in the local floodmanagement ordinance.


Section II. Project DescriptionA. Hazards to be Mitigated/Level of Protection:The Southside Community Center serves the 2,500 residents of neighborhoods in theTown of Floodville know as Southside. The 4,500 square foot, one-story, L-shape,frame building is used for public meetings, civic and service association meetings,recreational programs, summer camp, and for other purposes.

The useful life of elevating the Southside Community Center is 50+ years; the existingbuilding is only 30 years old and can be reasonably expected to last another 50 years ifit is not subject to frequent flooding.

B. Project Description, Scope of Work, and Protection ProvidedOverview:A structural evaluation of the Southside Community Center was undertaken by XYZEngineering, Inc. A copy of the report is attached. It was found that the structure is ingood condition, although some evidence of deterioriation was found in portions of thejoist and flooring system. In addition, some settlement of the north foundation wallwas observed, a likely result of saturated soils due to flooding. The project includesremoval of the existing foundation walls, construction of new perimeter walls that aredesigned in accordance with the current building code, and reinforcement of portionsof the joist and flooring system.

The Town of Floodville proposes to elevate-in-place the Southside Community Centerto one (1) foot above the Base Flood Elevation shown on the Flood Insurance RateMap (attached):Building Elevation and Flood Data from the Flood Insurance Study:

Elevation of the 10-year flood: XXXElevation of the 50-year flood: X’ NGVDElevation of the 100-year flood: X’ NGVDLowest Adjacent Grade: ±X NGVDLowest Floor (no basement): ±X NGVDProposed New Lowest Floor: ±X NGVD

Description of the Southside Community Center:The building is one story, L-shaped, frame building that is built on a 2-foot high crawlspace. The area surrounding the building is unobstructed and presents nocomplications to implementing the project.


EXCERPTS from EXAMPLE PROJECT 4.4: Relocate Public Building

Section I. History of Hazards/Damages in the Area to be ProtectedOverview of Past DamagesDate Level of Event Damages Indirect Costs1950s, 1960s Unknown Flooding has occurred on at least two other

occasions, but there are no records detailingthe damage or the costs.

Unknown.

October 1995,Hurricane Opal

25-year flood Total damage estimated at $______The Branch Library was flooded with about5’ of water around the building, and 3’ ofwater above the lowest floor (no basement).Damage included destroyed walls, wallcoverings, flooring; bookshelves and books;tables, chairs, desks and office furnishings;three exterior and 6 interior doors; 3computers and peripherals; cleanup ofsewage backup; extensive cleanup ofHVAC equipment. The Town did not havean NFIP flood insurance policy.

Lost work time for 6 employees; lostuse of public library for community;cleanup; approximately 5,000destroyed books and other librarymaterials. Indirect costs estimated at$_________

September 1998,HurricaneGeorges


Total damage estimated at $_______Same elements damaged as in the October1995 event, with water depths of about 6’around the building and 4’ of water abovethe lowest floor; plus cracked foundationwall; failed sump pump; 12 computers andperipherals; damaged electrical wiring;replacement of HVAC equipment. Windsdamaged the roofing materials and brokeseveral windows, causing interior raindamage. The Town’s NFIP flood insurancepolicy covered only about 65% of the costof repairs and cleanup.

Lost work time for 10 employees; lostuse of library; cleanup; approximately5,000 destroyed books; recovery ofcomputerized records. Indirect costsestimated at $________

NOTE: After 1995, books andmaterials were not stored on the lowertwo shelves; however this flood rosehigher, thus similar loss of materials.


Section II. Project DescriptionHazards to be Mitigated/Level of Protection:The Floodville Branch Library serves communities on the east side of town whereapproximately 20,000 people live and work. Numerous community groups use thelibrary for meetings. A total of 10 people work in the building.

The useful life of the relocation of the Floodville Branch Library is 100+ years, as thevacated site will be converted to public open space with passive recreation, paths, andplayground areas.

Project Description, Scope of Work, and Protection ProvidedOverview:The Town of Floodville proposes to physically relocate the Branch Library to alocation outside of the mapped flood hazard area that shown on the Flood InsuranceRate Map (attached). This project will help fulfill three objectives of the Town. Inaddition to eliminating future flood losses, it expands much-needed recreational spacefor neighboring communities. A portion of the site will be used to fulfill a requirementto mitigate wetlands losses elsewhere in Town.


The vacated site, including removal of the parking lot, will be converted to passiverecreational uses for the adjoining community. A portion of the site will be used tocreate nontidal wetlands to fulfill a permit requirement imposed on the Town’s PublicWorks Department by the U.S. Army Corps of Engineers. The new site it about 0.4miles from the existing location, and there are no major obstructions blocking thetravel path.

This project provides complete protection to the Branch Library. At its currentlocation, the building is exposed to continued flood damage.Building Elevation and Flood Data from the Flood Insurance Study:

Elevation of the 10-year flood: XXXElevation of the 50-year flood: X’ NGVDElevation of the 100-year flood: X’ NGVDLowest Adjacent Grade: ±X NGVDLowest Floor (nobasement): ±X NGVD

Description of the Floodville Branch Library:The building is one story and is built on a slightly raised slab. Its dimensions are ___x ___ x ___. The existing parcel is nearly 4 acres in size, much of it is not used by thelibrary facility.

Scope of Work:A structural evaluation of the building was conducted by XYZ Engineering, Inc.,determined that it can be lifted with slab, and physically moved without causingsignificant structural damage. It is likely that some minor exterior repairs will berequired. XYZ Engineering also determined that the travel path is sufficiently wideand clear to allow for movement on standard equipment used by building movingcompanies. The moving contractor will be required to coordinate with the appropriateutilities in order to life some overhead wires during travel, but wires will not have tobe removed. It is likely that two pole mounted signs will have to be temporarilyremoved; the business owners have indicated that this can be done at no cost the Townprovided the signs are not damaged and are remounted immediately.

The new site is currently owned by ______. It is composed of two parcels for a totalof 2.5 acres. The Town has made a tentative offer, which has been accepted pendingfinal approval of the grant. Both parcels are served with public utilities. Preliminarysite work plans have been prepared by XUZ Engineering, Inc. (attached) showing theproposed location of the building and parking areas. A permit application for thedriveway has been submitted. A building permit will be required to relocate thebuilding and to construct the new foundation. The drawings show a proposed additionthat is not included in the cost estimate for this application. This addition may beconstructed in the future as funds become available. It is shown on the plans so thatthe location of the relocated building is made with appropriate consideration for futureexpansion. Management of increased stormwater runoff is required by Townordinance and will be handled by a detention pond, as shown on the plan.

The project also includes removal of site improvements from the existing site, with theexception of a portion of the driveway and a portion of the existing parking lot whichwill be retained for users of the new park. The disturbed areas will be smooth graded,seeded and stabilized to minimize erosion. The budget for the project does not includethe costs of installation of park amenities (bench, paths, plantings, playgroundequipment) or the work proposed to create 1 acre of wetlands as mitigation.


NOTES on Section IV:The application formprovides space for thebudget breakdown,including materials, labor,fees/other charges,identification of fundingsources, and projectmilestones (tentativeschedule).

Section IV. Budget/CostsBudget Breakdown: [For this example, would be provided by XYZ Engineering,Inc.]

Sources of Funding:Floodville’s share of the project’s eligible costs will be provided by:§ $______ from the Public Works Department because they will be using

approximately 1 acre of the vacated parcel to create wetlands to fulfill amitigation requirement for work elsewhere in the Town.

§ $______ from the Recreation Department towards the cost of removal of thefoundation, removal of portions of the parking lot, grading and stabilization.

§ $______ from general funds appropriated specifically for this project.§ In-kind contributions valued at $_____ for labor provided by the Floodville

Garden Club and Rotary Club for final site cleanup and landscaping of the newlocation.

Project Milestones:

NOTES on Section V:Applicant to complete.Because construction on apreviously undisturbed sitemay prompt environmentalreview and permits may berequired – contact theDepartment for additionaladvice. It is appropriate tonote the permits andapprovals that areexpected.

Section V. Environmental ReviewThe new site for the relocated Library building is in an area that is zoned for mixedresidential and light commercial. A site inspection conducted by environmentalspecialists with XYZ Engineering, Inc., did not indicate the presence of wetlands orother unusual conditions, including unusual species or habitats (report attached).

The buildings in the surrounding area generally are less than 50-years old. There areno designated or registered historic structures in the area.

The Town has no record of any archeological resources on or near the proposed newsite.

Permits to be Obtained:Building permit; grading permit; stormwater management approval; sediment anderosion control approval; driveway permit; permit from FDOT to transport building.

Alternative ActionsNo Action AlternativeThe “no action” alternative was considered. This alternative exposes the Town and itsresources to periodic damage due to the anticipated frequency of flooding.

Other Feasible Alternative (descriptions, scope, impacts, and costs)Elevate-in-Place. The existing Branch Library building is sufficiently sound toelevate-in-place, however to do so would mean continued loss of use during floodevents. In addition, as it would have to be elevated approximately ___ feet abovegrade, it would be significantly out of character with surrounding neighborhoods.

A preliminary cost estimate prepared by XYZ Engineering, Inc., suggests the cost toelevate would be approximately $_____. While this cost is less than the total cost torelocate, this project does not fulfill the needs of the Town. Based on a preliminaryevaluation of costs and benefits, elevation and relocation are both have B:C ratios ofgreater than 1. Therefore the Town proposes to relocate the Library rather than elevateit.


NOTES on Section VI:Applicant will completeand execute the standardMaintenance Agreementincluded in the JointApplication.


For this example, it would be reasonable to include a statement about regularmaintenance of the vacated site. In addition, the Town must acknowledge thatno future disaster assistance will be paid for any losses incurred on the site, forexample., if a future flood damages the playground area, the Town will bearthe full cost of repair even if the event is declared a major disaster.


EXCERPTS from EXAMPLE PROJECT 4.5: Reconstruction of a Public Building

NOTES:1. An application to reconstruct a public building on a new site will be very similar

in some respects to the application to relocate a building (see Example Project4.3). Although the costs will be different, the environmental issues associated witha new site are the same.

2. An application to reconstruct a public building on the same footprint will be verysimilar in some respects to the application to elevate-in-place (see ExampleProject 4.4). Although the costs will be different, the requirement to comply withthe building code and floodplain provisions is the same.


EXCERPTS from EXAMPLE PROJECT 4.6: Floodproof a Lift Station


October 1995, Hurricane Opal

September 1998, Hurricane Georges



Lift Station Flooded; pump and control equipment damagedTotal damage estimated at $_______

Pump and control equipment damage, no structural damage.Total damage estimated at $_______

Customers throughout the service area were affected; 15 homes experienced sewage backups (cleanup estimated at $750/house);sewage affected approximately 100 acres in the area and drained into the Bay Indirect costs estimated at $________

No records are available, however it is estimated that 8-10 homes may have had sewage backup.


Section II. Project DescriptionA. Hazards to be Mitigated/Level of Protection:Floodproofing Lift Station #15 will mitigation damage associated with storm surgeflooding up to an including the 50-year flood levels.Approximately 60 residents will benefit due to avoidance of sewage backups, healthrisks associated with raw sewage will be avoided, and the environment will be betterprotected.Plans for the proposed floodproofing, prepared by XYZ Engineering, Inc., are attached.This project will provide protection for approximately 50 years (anticipated life of thestructure).

B. Project Description, Scope of Work, and Protection ProvidedLift Station #15 is located in the floodplain of Coastal Bay, approximately 1,000 feetinland from the shoreline. It has been inundated on more than one occasion, with the


damage associated with Hurricane Opal the worst on record. The lift station has a valvepit, precast concrete wet well/pump pit, coves, hatches, pumps, controls, electricalequipment and an electrical service and meter that are all below the Base FloodElevation.

Physical damage to the structure occurs and the pumps and control equipment isdamaged and out of operation, resulting in sewage backup into homes and overflows thatcontaminate the immediate area.

The proposed project will floodproof the structure, raise and retrofit the electric paneland wet well, and install new submersible pumps, hardware and controls.

NOTES on Section V:It is appropriate to alsonote the permits andapprovals that areexpected, such as abuilding permit andgrading permit.

Section V. Environmental ReviewThe proposed project will be entirely within an existing structure, with minor disturbanceof the surrounding ground due to construction equipment.

Lift Station #15 was built in 1976; it is less than 50-years old.

Alternative ActionsNo Action AlternativeThe “no action” alternative was considered. This alternative exposes the Town and itscitizens to periodic health hazards and environmental damage due to the anticipatedfrequency of flooding.

Other Feasible Alternative (descriptions, scope, impacts, and costs)A preliminary assessment indicates that Lift Station #15 could be relocated to higherground which, although still within the mapped flood hazard areas, would allowconstruction of a facility that could be floodproofed to protect against the 100-year stormsurge flooding. Relocation would entail acquisition of the site, obtaining easements toallow construction of new lines, installation of new gravity and force main sewer lines,and upgrading the pump and control equipment. Based on the preliminary cost estimate(attached), this alternative is considerably more expensive than retrofitting the existinglift station.


Section VI. Maintenance AgreementAll lift stations in town are inspected on an annual basis.


EXCERPTS from EXAMPLE PROJECT 4.7: Storm Drainage


July 1994Tropical Storm AlbertoApproximately 10-year event

No direct costs documents, descriptions of damage are similar to that experienced in 1998, although local rainfall amounts were higher,so direct costs are assumed similar.

Assumed similar to 1998 based on similarity of events.

Hurricanes Erin and Opal (1995)

Approximate 2- and 10-year events, respectivelyNo direct costs documents, descriptions of damage are similar to that experienced in 1998, although local rainfall amounts were higher,so direct costs are assumed similar.

Assumed similar to 1998 based on similarity of events.

September 1998Hurriances Earl (DR-1241) & Georges (DR-1249)Rainfall measurements indicated 10-year event$______; City expenses for emergency crews to clean out drainage along Cayman Street. Other City costs included police force tobarricade the street. After the storm, costs were incurred to regrade the ditch and repair an inlet.

$_____; estimated damage to 10 homes along the drainage problem area that had water in them (from 0.5 – 1.5 feet deep). Thisestimate is based on the average home value of $_____ (obtained from tax records, less estimated land value) and FEMA’s depth-damage curves.

$_____; indirect costs associated with economic loss of use of road for a day while blocked by police (based on FEMA estimates).

Annual stormsAnnual$_____; annual labor and equipment costs to clean sand out of drainage pipes that are undersized and do not routinely flush out.

NOTES on Section II:Applicant to checkappropriate hazards to beaddressed, identify thetype of project, list numberof people who will beprotected, indicate thelevel of protection, attach

Section II. Project DescriptionA. Hazards to be Mitigated/Level of Protection:The area of the Town of Floodville that is known as “Southside” experiences frequentstorm drainage flooding along Cayman Street. As described in the 1995 StormwaterManagement Plan for the Town, as many as 40 homes are potentially impacted due toflooding and ten homes along Cayman Street have experienced frequent flooding andwill be protected from frequent inundation with the completion of the project. It isestimated that the proposed drainage improvement project will protect the homes against


engineering calculations todemonstrate theeffectiveness of the project(if applicable), and indicatethe anticipated useful lifeof the project.

the 10- and 25-year frequency floods. Under more severe storm conditions that areanticipated to occur less frequently, the homes will experience flood damage. However,it will be less severe and less frequent than currently experienced.

All engineering calculations used to determine this level of protection are attached asAttachment A.

The useful life of the proposed drainage improvement project is over 50 years. Periodicmaintenance will ensure that it functions as designed.

B. Project Description, Scope of Work, and Protection ProvidedProject Description/Protection Provided:The drainage along Cayman Street was originally installed over 30 years ago, and servesa subwatershed of approximately a five-block area that is fully developed. Recordsindicate that flooding occurs nearly every year, with homes impacted on average every10 years. The drainage flows into an existing improved drainage ditch to the north,which then flows into Grand Canal, a man-made canal with access to the Bay. As shownin the supporting computations (Attachment A), drainage improvements along CaymanStreet will not increase peak discharges in the downstream drainage system.

The area that experiences frequent flooding is shown on the Flood Insurance Rate Map(Panel 205, dated 9/27/89) is shown as a Zone B. Local experience suggests that whilethe area may be subject to flooding from the canal due to major coastal storms, thebiggest problems occur due to inadequate sizing of the drainage system. These stormstypically result in road flooding 3-4 feet deep, which leaves the road impassible. Someresidents must be evacuated, and those living in about 40-50 homes are isolated, oftenonce or twice a year, adversely impacting their ability to work.

During rain events the City’s crew must remain in the Cayman Street area to continuallyopen the drainage by clearing or completely removing the grates at key locations toallow unrestricted flow. Due to the safety risks, the crew must stay on-site, which meansthey are unable to attend to other problem areas.

Although water may not enter the homes during every storm event, it does cause minordamage to foundations and siding. The homes that sustain frequent damage areidentified in the Community Comprehensive Plan as “substandard.” The residents arelow-income families and have told town representatives that they cannot afford floodinsurance (there is no evidence of flood insurance claims). Repetitive flooding hascontributed to the deterioration of the homes. A review of local records indicates thatseveral families have received disaster assistance (IFG).

Homeowers were interviewed to determine the depth of water inside the homes duringflooding of the past several years. Attachment B is a result of those interviews, includingphotographs taken by some residents. Several homes have had more than 12” of wateron several occasions, resulting in wall and floor damage, and in some cases leading touncertain electrical wiring.

The Cayman Street Drainage Improvement Project to reduce frequent home and streetflooding during the 10- and 25-year rainfall events (the project does not alter thepotential for damage due to major coast storms). The drainage improvements involve1,200 feet of large diameter drainage pipe to replace undersized piping along the northside of Cayman Street between Southside Avenue and Sunny Avenue. Five stormwaterinlet drop boxes are to be installed. Due to disturbance of the asphalt road duringconstruction, approximately 550 yards of asphalt will be required to repair the roadsurface.


Scope of Work:Based on the preliminary hydraulic analysis and drainage study performed by XYZEngineering, the project will consist of the following elements:

1. Phase One: Final engineering design and permitting, to include replacement ofundersized drainage pipes and installation of five new inlets. The drainagesystem will be designed to capture and convey runoff from the 25-year stormevent. An estimate of the cost of the Phase One study is $______.

2. Phase Two: Excavate and install 1,250 linear feet of precast reinforced concretepipe and install five new junction boxes/drop inlets with frame and grates.Repair excavated portions of Cayman Street; perform final grading andrevegetation. Conduct construction inspections.


Section III. Project LocationA. SiteThe drainage problem site along Cayman Street is located just outside of the mappedSpecial Flood Hazard Area as shown on the Flood Insurance Rate Map (attached).Records maintained by the Town document frequent drainage problems, flooding anddamage.

NOTES on Section IV:The application formprovides space for thebudget breakdown,including materials, labor,fees/other charges,identification of fundingsources, and projectmilestones (tentativeschedule).

Section IV. Budget/CostsThe following cost estimate and project schedule are based on the preliminary evaluationprepared by XYZ Engineering, Inc. The final cost estimate will be based on the finaldesign report, to be conducted as Phase One of this project.A. MaterialsB. LaborC. Fees PaidD. Funding SourcesE. Project Milestones

NOTES on Section V:Applicant to complete.Because constructiondisturbs the ground, evenwithin an area ofpreviously disturbedground, someenvironmental review andpermits may be required –contact the Department foradditional advice. It isappropriate to also notethe permits and approvalsthat are expected, such asa building permit andgrading permit.

Section V. Environmental ReviewA. NEPA DocumentsThis project proposed work that is entirely within an area that has been previouslydisturbed. The following agencies have been provided a description of the project alongwith appropriate supporting information:Florida Department of the Environment (comments not yet received)Water Management District (comments attached)U.S. Fish & Wildlife Service (notice of no comments attached)U.S. Army Corps of Engineers (comments not yet received)State Historic Preservation Officer (notice of no comments attached)

The following were not contacted:Natural Resources Conservation Service (project within Town limits)National Marine Fisheries Service (project not on the coast)

B. Alternative ActionsNo Action Alternative


The “no action” alternative was considered. This alternative exposes the Town and itscitizens to periodic health hazards and environmental damage due to the anticipatedfrequency of flooding.

Other Feasible Alternative (descriptions, scope, impacts, and costs)Construction of a detention basin upstream of Cayman Street was considered by XYZEngineering, Inc. Based on the results of the preliminary analysis, a basin could beconstructed approximately 3,500 feet above the problem area. This alternative wouldrequire acquisition of two lots as well as additional drainage easements. The site ofconstruction would disturb approximately 1,000 square feet of nontidal wetlands. Due toperiodic cleanout of sediment build-up and controlling plant growth, annual maintenancecosts are somewhat higher than for drainage improvements. As evidenced by thefollowing cost estimate, this project has a higher cost:Cost Estimate for Alternative:Engineering & Design:Land Acquisition:Drainage Easement Acquisition:Construction:Wetlands mitigation:Erosion control and site stabilization:Estimated Annual Maintenance:



For this example, it would be reasonable to include a statement about regularinspection after storms and periodic maintenance of the storm inlets to cleardebris that may block free drainage. .


EXCERPTS from EXAMPLE PROJECT 4.8: Hurricane Protection of a Public Building


September 1998, Hurricane Georges

Fire station sustained broken windows, interior damage due to wind-driven rain; two damaged antennas; loss of 75% of roofing andunderlayment.

Total damage estimated at $_______

Debris cleanupTemporary relocation of dispatcher

Indirect costs estimated at $________


Section II. Project DescriptionA. Hazards to be Mitigated/Level of Protection:The proposed project will provide protective window and door coverings to resisthurricane winds up to ___ mph, strengthening of the rooftop antennas for winds up to___ mph, and a replacement roofing system capable of withstanding winds up to ____mph (source of resistance: installers and/or manufacturers).

The useful life of the retrofit measures is 30 years (anticipated remaining useful life ofthe building). The Fire Station serves the entire Town of Floodville. Based on Figure inChapter 6 of the Florida Handbook for Hazard Mitigation Projects, windspeeds at thislocation (approximately Mile Post ___) are expected to be: 10-year wind speed: ______ 50-year wind speed: ______ 100-year wind speed: ______

B. Project Description, Scope of Work, and Protection ProvidedOverview of the Floodville Fire Station Wind Retrofit Project:The Floodville Fire Station serves the entire year-round town population of 20,000, withapproximately 100,000 visitors in the area during peak season. Town includesapproximately 5,500 homes (permanent population), 800 businesses and commercialproperties, 15 public buildings, and 75 schools, hospitals and houses of worship.

Fifteen people work in the Floodville Fire Station. The wind retrofit project will protectthis critical facility so that it can remain operational during and after major hurricanesand so that physical damage is minimized. Equipment and occupants will be protectedfrom windborne debris and saturation due to wind-driven rain.


The Floodville Fire Station was built in 1968. It is a block, lightly-full engineeredbuilding that is located about 0.5 miles inland. It is a two-story, 5,000 square-footbuilding. Using regionalized cost data, the Town’s building permit office estimates thatfull replacement of the building would cost approximately $______ (excludes equipmentand vehicles). The building is not located in a mapped special flood hazard areas (seeattached map).

The lower level of the Fire Station is occupied by three bays for vehicles and equipment,storage for equipment and fire/hazmat response materials, and office space. The secondfloor has additional offices, kitchen facilities, and crew quarters. The building supportsthree antennas used by the Town for various critical functions, including 911 dispatch.

Scope of Work:Procure wind and door shieldsInstall permanent hardware to mount shieldsRemount one antenna; strengthen two antennasReplace roofing (remove shingle, add secondary water resistant layer, install wind-resistant tile roofing)

NOTES on Section V:Applicant to complete.

Section V. Environmental ReviewA. NEPA Documents. The Floodville Fire Station is 32-years old; this project was notsubmitted to the State Historic Preservation Officer.No ground will be disturbed during construction.

B. Alternative ActionsNo Action AlternativeThe “no action” alternative was considered. This alternative exposes the Town and itscitizens and visitors to diminished emergency response capability. The building willcontinue to experience physical damage.

Other Feasible Alternative (descriptions, scope, impacts, and costs)Demolition of the existing building and reconstruction of a new building in compliancewith current building code requirements, including measures to resist wind damage.

The estimate provided by the Town’s building permit office indicates a full replacementbuilding would cost $_______. If found to be feasible and cost-effective, the sources offunding would be the Hazard Mitigation Grant Program and the Town’s capital budget.

NOTES on Section VI:Applicant will completeand execute the standardMaintenance Agreementincluded in the JointApplication. For thisexample, it would bereasonable to include astatement about regularinspections.

Section VI. Maintenance AgreementTo provide assurances for continued maintenance, the Town will develop an emergencyaction plan to be triggered by the location of hurricanes and tropical storms that arewithin 24-hours of the Town. The Town will adopt an annual maintenance planaccording to the manufacturer’s specifications and will inspect the roof and antennasannually. Records of the inspections will be maintained. The Fire Station personnelregularly conduct exercises; an annual hurricane preparedness exercise will be institutedso that personnel learn how to install the window and door shields.