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HomeMy WebLinkAbout2025/02/10 - Briefing Packet oo BOARD OF MASON COUNTY COMMISSIONERS DRAFT BRIEFING MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 Week of February 10, 2025 1854 Monday Noon WA State Association of Counties Zoom Meeting* Virtual Assembly *This is being noticed as a Special Commission meeting because a quorum of the Mason County Commission may attend this event and notification is provided per Mason County Code Chapter 2.88.020-Special Meetings. Monday,February 10, 2025 Zoom link available on the Mason County website Commission Chambers Times are subject to change,depending on the amount of business presented 9:00 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion 10:00 A.M. Superior Court—Paddy McGuire 10:10 A.M. Community Development—Kell Rowen 10:25 A.M. Central Services—Mark Neary 10:45 A.M. Public Works—Loretta Swanson Commissioner Discussion—as needed Commission meetings are live streamed at hLtp://www.masonwebtv.com/and public comment is accepted via email msmith(a-)masoncountywa.gov;mail to Commissioners Office,411 N 5'Street,Shelton,WA 98584;or phone at(360)427-9670 ext.419. If you need to listen to the Commission meeting via telephone,please provide your telephone number to the Commissioners' office no later than 4:00 p.m.the Friday before the meeting. If special accommodations are needed,contact the Commissioners'office at Shelton(360)427-9670 ext.419 Briefing Agendas are subject to change,please contact the Commissioners' office for the most recent version. Last printed 02/05/25 at 4:18 PM *1854 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Paddy McGuire and Jamie Bailey Ext:206 Department: Superior Court Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 10,2025 Agenda Date(s): Click or tap here to enter text. Internal Review: ® Finance ® Human Resources ® Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item: The union contract requires benefits for new,unfilled permanent part-time positions in Juvenile Detention requiring a change in plans. Background/Executive Summary: During the 2025 budget process,we asked to convert a portion of the funding for on-call positions to create two permanent part-time positions,hoping to make staff scheduling easier.We requested the positions be without benefits to minimize the cost. The Board approved that request and funded it for 125 hours a month each. After posting the positions and interviewing,we were told the Teamsters contract requires paying benefits, so the hiring process is on hold. The Juvenile Detention manager has been regularly taking shifts when no extra help is available, and her position is now overtime-eligible, creating the potential for large costs. The options as we see them are a)not fill the PPT positions and continue to have the manager cover shifts(cost unknown),b)get funding to pay benefits in the mid-year supplemental budget(full-year cost$39,808), or c)convert the PPT positions to a single full-time position (full-year savings of$7,985). The single full-time position will provide less flexibility, so we ask that the $7,985 savings be allocated to extra help. Budget Impact(amount,funding source,budget amendment, etc.): See above Public Outreach: None Requested Action: Convert the two unfilled permanent part-time positions in Juvenile Detention to a single permanent full- time position with full benefits. Reallocate the savings to the Juvenile Detention extra help. Attachment(s)• Option c) spreadsheet Department: Juvenile Bargaining Unit: Teamsters Position Title: Start Date 1/1/2025 Grade/Step 3 2025 Budget Impact Annual Salary $ 49,968 Total Salaries &Wages: $ 49,968 FICA $ 3,823 PSERS 2 $ 5,462 WA Paid FMLA $ 370 Industrial Insurance (rate/hr) $ 5,640 Medical (Monthly) $ 18,864 Teamsters Pension $ 1,040 Total Benefits: $ 35,198 Total Salary& Benefits Budget Impacts: $ 85,166 .5 Extra Help 46,576.00 .5 Extra Help 46,576.00 93,152.00 Salary& Benefit Savings: $ (7,985.77) *1854 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Marissa Watson Ext:367 Department: Community Development Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): January 6,2025;February 10, Agenda Date(s): Click or tap here to enter text. 2025 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item: Mason County Short-Term Rental(STR)Regulations Review Background/Executive Summary: The short-term rental regulations review process started in November 2023. The Planning Advisory Commission(PAC), at their December 16,2024 meeting voted to revisit the short-term rental regulation topic when a complete draft of the Comprehensive Plan was in hand(plus 30 days). Budget Impact(amount,funding source,budget amendment, etc.): None at this time. Public Outreach: All updates regarding meetings of the Board of County Commissioners(BOCC) and PAC regarding the STR issue have been emailed to the notification list on file in Planning. Meetings and materials are also provided on the project webpage on the County website, as well as published in the Shelton-Mason County Journal. Requested Action: Discussion only. Attachment(s)• N/A Mason County Administrator 411 N 5th Street Shelton, WA 98584 (360) 427-9670 ext. 419 Mason County Commissioner Briefing Items from County Administrator February 10, 2025 Specific Items for Review Designation of Associate Development Organization(ADO)—Mark Neary Approval of the 2025 Oath of Credit Card Inventory—Jennifer Beierle Overview of ICS G-402"NIMS Overview for Senior Officials(Executives,Elected&Appointed)"—John Taylor Grant Work in Progress—Tanessa Noll Grant Work Applications Update—Tanessa Noll Administrator Updates Commissioner Discussion *1854 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Mark Neary Ext: 530 Department: Central Services Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 10,2025 Agenda Date(s): February 18,2025 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Designation of Associate Development Organization(ADO)for Mason County Background/Executive Summary: The Washington State Department of Commerce biannually requests a letter designating an Associate Development Organization to increase the support for and coordination of community and economic development services in communities.The broad role of an ADO is advocacy and leadership, serving as the point of contact for local economic activities,recruiting/hosting new businesses,and coordinating business retention and expansion efforts within its service area. The ADO serves as the principal contact for Commerce regarding economic activity in their area.ADOs help Commerce gather data about community profiles, industrial sites,plans for business development and retention,reports on business activities, and proposals for other economic activities. The Mason County Economic Development Council(EDC)has served as Mason County's ADO for several years. Budget Impact(amount, funding source,budget amendment, etc.): Any required match is paid from.09 Rural Sales Tax. Public Outreach: N/A Requested Action: Approval to designate the Mason County Economic Development Council as Mason County's Associate Development Organization(ADO) for the 2025-2027 Biennium. Attachment(s)• ADO Designation Form �\E 5:•R7F•�� r. dyl lxai:C STATE OF WASHINGTON DEPARTMENT OF COMMERCE 1011 Plum Street SE • PO Box 42525• Olympia,Washington 98504-2525• 360-725-4000 www.commerce.wa.gov January 13,2025 The Honorable Randy Neatherlin,Chair Mason County Board of Commissioners 411 N 5th Street Shelton,WA 98584 Dear Commissioner Neatherlin: Every two years,the Department of Commerce begins the process of contracting with Associate Development Organizations (ADOs)by sending a letter to the Board of County Commissioners or County Executive in each county requesting designation of an ADO. Commerce is directed by RCW 43.330.080 to contract with county-designated ADOs to increase the support for and coordination of community and economic development services in communities or regional areas. As part of the contracting process,please complete the enclosed ADO Certification/Designation Form for the 2025-2027 Biennium,returning to Commerce by April 15,2025. Your county can choose to re- designate the current ADO or make a new designation. Please see the enclosed Eligibility and Designation Guidelines. Thank you for your consideration in helping to move the contracting process forward in a quick manner. I look forward to working with our ADO partners during the next biennium. Sincerely, L-44-6- -e. b.41 - Diana R. Divens ADO Program Manager Office of Economic Development and Competitiveness(OEDC) Enclosures cc w/enclosures: Economic Development Council of Mason County .1►' Washington State Commerce Associate Development Organization Certification/Designation Form (For use by County officials) affirms/ designates the (Name of County) (Name of ADO) as the Associate Development Organization to coordinate economic development services for the county under contract with the Washington State Department of Commerce. Consistent with statutory requirements: 1. The prospective ADO is a non-profit organization. OR A public entity that has formed an authority or committee with full operating authority to carry out the duties of the ADO. It is important to recognize that this group would have its own authority and budget, not just the power to recommend actions/plans/expenses. 2. Economic development is the primary mission of the prospective ADO, and not just a secondary activity. This can be demonstrated with a written mission statement in a brochure, web-page, newsletter, etc. It may also be documented in the organization's by-laws. 3. For economic interests in the county, this organization serves as a networking tool and resource hub for business retention, expansion, and relocation in Washington. 4. This organization has/will have the capacity during the period under contract with Commerce to carry out work activities as detailed in RCW 43.330.080 This designation is effective on the date signed below, and shall remain in effect for the 2025- 2027 biennium (07/01/2025-06/30/2027). Please provide documentation of the County executive or governing body's action designating the above-identified organization as the ADO. Signature Print Name Title Date PLEASE SUBMIT THIS FORM AND DOCUMENTATION TO: Diana Divens, ADO Program Manager at: ® diana.divens(@commerce.wa.gov Office of Economic Development and Competitiveness Washington State Department of Commerce Post Office Box 42525 Olympia, WA 98504-2525 Cell: (564) 999-3279 Revised(12/12/2024) . Washington State Department of Commerce Associate Development Organizations Eligibility & Designation Guidelines January 2025 2025-2027 biennium (07/01/2025-06130/2027) 1 Overview Washington's Department of Commerce (Commerce) maintains a contracted partnership with 35 Associate Development Organizations (ADOs), serving 39 counties, through both technical assistance and funding for local economic development activities. Each county in the state has designated an organization as their ADO to partner with Commerce and serve as the lead on local economic development activities in their county. This guide is provided to assist county leaders in the process of designating the most effective organization to serve as the ADO for their county. The criteria that Commerce uses to approve and negotiate a contract with a county-designated ADO is also covered. The origins of ADOs date back to Governor Booth Gardner's Team Washington strategy that was initiated in 1985 to develop public-private, and state-local partnerships across the state. At first the Local Economic Development Assistance Program (LEDA) provided administrative grants to 33 ADOs that served the state's 39 counties. ADOs were to become the principal contact for the department and all county economic development elements (chambers, towns, ports, businesses, etc.) would coordinate their efforts through their local ADO. Expectations of ADOs The broad role of an Associate Development Organization is that of advocacy and leadership, serving as the point of contact for local economic activities, recruiting/hosting new businesses, and coordinating business retention and expansion efforts within its service area. The ADO serves as the principal contact for Commerce regarding economic activity in their area. ADOs help Commerce gather data about community profiles, industrial sites, plans for business development and retention, reports on business activities, and proposals for other economic activities in their service areas. ADOs are described in more detail in RCW 43.330.080, and a copy of that code is provided in the reference section of this guide. Specific expectations of the ADO, as assessed by Commerce for contracting purposes include: 1) Partner with Commerce: The designated ADO organizations shall partner with Commerce as the lead local economic development organization in their service area to deliver economic development services at the local level. Through a contracted partnership, Commerce determines the scope of services delivered under the ADO grant/contract in collaboration with the ADO. The ADO works closely with Commerce to develop and carry out strategies and show potential for long-term sustainable growth. 2) Contracting Organizations (ADOs) in each Community or Regional Area Must Be "broadly representative of community and economic interests... capable of identifying key problems... and mobilizing broad support for recommended initiatives." The code lists key players as: • local governments • chambers of commerce • workforce development councils • port districts • labor groups • institutions of higher education • community action programs • other appropriate private, public, or nonprofit community and economic development groups. 2 3) Best Practice Sharing: ADOs must meet and share best practices with other ADOs at least two times a year. 4) Resources and Services Provided to Local Businesses: ADOs shall provide direct assistance, including business planning, to companies throughout the county who need support to stay in business, expand, or relocate to Washington from out of state or other countries. Assistance must comply with business recruitment and retention protocols established in RCW 43.330.062. 5) Regional Planning: Support for regional economic research and regional planning efforts to implement target industry sector strategies and other economic development strategies including cluster-based strategies. 6) Reports to Commerce: ADOs report quarterly on activity outcomes; i.e., Business Retention and Expansion assistance; Business Recruitment, Entrepreneurial Business Start-ups, etc. They also provide information on how they coordinate and collaborate with other organizations and jurisdictions in their counties, as well as other significant accomplishments. Timelines for reporting are in each grant/contract. 7) Formal designation by County: The County's Board of Commissioners must formally designate an organization to serve as its ADO, providing Commerce with a signed statement of designation along with a certification of eligibility. 3 References RCW 43.330.080 Coordination of community and economic development services — Contracts with county- designated associate development organizations — Scope of services — Business services training. (1)(a) The department must contract with county-designated associate development organizations to increase the support for and coordination of community and economic development services in communities or regional areas. The contracting organizations in each community or regional area must: (i) Be broadly representative of community and economic interests; (ii) Be capable of identifying key economic and community development problems, developing appropriate solutions, and mobilizing broad support for recommended initiatives; (iii) Work closely with the department to carry out state-identified economic development priorities; (iv) Work with and include local governments, local chambers of commerce, workforce development councils, port districts, labor groups, institutions of higher education, community action programs, and other appropriate private, public, or nonprofit community and economic development groups; and (v) Meet and share best practices with other associate development organizations at least two times each year. (b) The scope of services delivered under the contracts required in (a) of this subsection must include two broad areas of work: (i) Direct assistance, including business planning, to companies throughout the county who need support to stay in business, expand, or relocate to Washington from out of state or other countries. Assistance must comply with business recruitment and retention protocols established in RCW 43.330.062, and includes: (A) Working with the appropriate partners throughout the county including, but not limited to, local governments, workforce development councils, port districts, community and technical colleges and higher education institutions, export assistance providers, impact Washington, the Washington state quality award council, small business assistance programs, innovation partnership zones, and other federal, state, and local programs to facilitate the alignment of planning efforts and the seamless delivery of business support services within the entire county; (B) Providing information on state and local permitting processes, tax issues, export assistance, and other essential information for operating, expanding, or locating a business in Washington; (C) Marketing Washington and local areas as excellent locations to expand or relocate a business and positioning Washington as a globally competitive place to grow business, which may include developing and executing regional plans to attract companies from out of state; (D) Working with businesses on site location and selection assistance; (E) Providing business retention and expansion services throughout the county. Such services must include, but are not limited to, business outreach and monitoring efforts to identify and address challenges and opportunities faced by businesses, assistance to trade impacted businesses in applying for grants from the 4 federal trade adjustment assistance for firms program, and the provision of information to businesses on: (1) Resources available for microenterprise development; (11) Resources available on the revitalization of commercial districts; and (111) The opportunity to maintain jobs through shared work programs authorized under chapter 50.60 RCW; (F) Participating in economic development system-wide discussions regarding gaps in business start-up assistance in Washington; (G) Providing or facilitating the provision of export assistance through workshops or one-on-one assistance; and (H) Using a web-based information system to track data on business recruitment, retention, expansion, and trade; and (ii) Support for regional economic research and regional planning efforts to implement target industry sector strategies and other economic development strategies, including cluster-based strategies. Research and planning efforts should support increased living standards and increased foreign direct investment, and be aligned with the statewide economic development strategy. Regional associate development organizations retain their independence to address local concerns and goals. Activities include: (A) Participating in regional planning efforts with workforce development councils involving coordinated strategies around workforce development and economic development policies and programs. Coordinated planning efforts must include, but not be limited to, assistance to industry clusters in the region; (B) Participating with the state board for community and technical colleges as created in RCW 2813.50.050, and any community and technical colleges in the coordination of the job skills training program and the customized training program within its region; (C) Collecting and reporting data as specified by the contract with the department for statewide systemic analysis. In cooperation with other local, regional, and state planning efforts, contracting organizations may provide insight into the needs of target industry clusters, business expansion plans, early detection of potential relocations or layoffs, training needs, and other appropriate economic information; (D) In conjunction with other governmental jurisdictions and institutions, participating in the development of a countywide economic development plan. (2) The department must provide business services training to the contracting organizations, including but not limited to: (a) Training in the fundamentals of export assistance and the services available from private and public export assistance providers in the state; and (b) Training in the provision of business retention and expansion services as required by subsection (1)(b)(i)(E) of this section. [2014 c 112§111;2012 c 195§1;2011 c286§2;2009c 151 §10;2007 c 249§2;1997 c 60§1; 1993 c280§11.] 5 Notes: Findings -- Intent --2007 c 249: "The legislature finds that economic development success requires coordinated state and local efforts. The legislature further finds that economic development happens at the local level. County-designated associate development organizations serve as a networking tool and resource hub for business retention, expansion, and relocation in Washington. Economic development success requires an adequately funded and coordinated state effort and an adequately funded and coordinated local effort. The legislature intends to bolster the partnership between state and local economic development efforts, provide increased funding for local economic development services, and increase local economic development service effectiveness, efficiency, and outcomes." [2007 c 249 § 1.] RCW 43.330.082 Contracting associate development organizations — Performance measures and summary of best practices — Remediation plans — Report 1)(a) Contracting associate development organizations must provide the department with measures of their performance and a summary of best practices shared and implemented by the contracting organizations. Annual reports must include the following information to show the contracting organization's impact on employment and overall changes in employment: Current employment and economic information for the community or regional area produced by the employment security department; the net change from the previous year's employment and economic information using data produced by the employment security department; other relevant information on the community or regional area; the amount of funds received by the contracting organization through its contract with the department; the amount of funds received by the contracting organization through all sources; and the contracting organization's impact on employment through all funding sources. Annual reports may include the impact of the contracting organization on wages, exports, tax revenue, small business creation, foreign direct investment, business relocations, expansions, terminations, and capital investment. Data must be input into a common web-based business information system managed by the department. Specific measures, data standards, and data definitions must be developed in the contracting process between the department and the contracting organization every two years. Except as provided in (b) of this subsection, performance measures should be consistent across regions to allow for statewide evaluation. (b) In addition to the measures required in (a) of this subsection, contracting associate development organizations in counties with a population greater than one million five hundred thousand persons must include the following measures in reports to the department: (i) The number of small businesses that received retention and expansion services, and the outcome of those services; (ii) The number of businesses located outside of the boundaries of the largest city within the contracting associate development organization's region that received recruitment, retention, and expansion services, and the outcome of those services. (2)(a) The department and contracting associate development organizations must agree upon specific target levels for the performance measures in subsection (1) of this section. Comparison of agreed thresholds and actual performance must occur annually. (b) Contracting organizations that fail to achieve the agreed performance targets in more than one-half of the agreed measures must develop remediation plans to address performance gaps. The remediation plans 6 must include revised performance thresholds specifically chosen to provide evidence of progress in making the identified service changes. (c) Contracts and state funding must be terminated for one year for organizations that fail to achieve the agreed upon progress toward improved performance defined under (b) of this subsection. During the year in which termination for nonperformance is in effect, organizations must review alternative delivery strategies to include reorganization of the contracting organization, merging of previous efforts with existing regional partners, and other specific steps toward improved performance. At the end of the period of termination, the department may contract with the associate development organization or its successor as it deems appropriate. (3) The department must submit a final report to the legislature by December 31 st of each even-numbered year on the performance results of the contracts with associate development organizations. [2014 c 112§112;2012 c 195§2;2011 c 286§3;2009 c 518§15;2007 c 249§3.] Notes: Findings -- Intent --2007 c 249: See note following RCW 43.330.080. Revised (12/12/2024) 7 *1854 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Jennifer Beierle Ext: 532 Department: Central Services Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 10,2025 Agenda Date(s): February 18,2025 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Approval of the 2025 Oath of Credit Card Inventory pursuant to RCW 43.09.2855 and Mason County Resolution 10.18. Background/Executive Summary: As required by RCW 43.09.2855 and Mason County Resolution 10.18,the Commissioners of Mason County approve the annual inventory of credit cards as part of the system of authorization and control adopted for the use of credit cards. Budget Impact(amount,funding source,budget amendment, etc.): N/A Public Outreach: N/A Requested Action: Approval of the 2025 Oath of Credit Card Inventory, and for the County Administrator to sign the document. Attachment(s)• 2025 Oath of Credit Card Inventory RCW 43.09.2855 Resolution 10.18 RESOLUTION NO. A A Resolution to update the Mason County Credit Card Policy&Procedures by amending Resolution 96-05. WHEREAS, RCW 42.24.115 authorizes counties to provide for the issuance and use of charge cards to employees for the purpose of covering expenses incident to authorized travel; and WHEREAS, RCW 43.09.2855 authorizes counties to use charge cards for official government purchases and acquisitions; and WHEREAS, the Mason County Board of Commissioners believe that the use of credit cards can improve cash management, reduce costs, and increase efficiency when used appropriately; and WHEREAS, it is necessary to provide proper controls over the distribution, authorization, and administration for the use of credit cards for transacting County business; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF MASON COUNTY COMMISSIONERS to update the Mason County Credit Card Policy and Procedures as set forth in Attachment A. Dated this 20th day of February, 2018. BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON ATTEST: L-M,to V)4 Randf Ne her in, Chairperson Mel ss D ry, Clerl f the Board APPROVED AS TO FORM: Terri Drexler, Corrkssioner Tire Whitehea , eputy Prosecuting Attorney Kevin utty Commissioner C: All Departments ]:\Credit Card\Resolution to update the Mason County Credit Card Policy&Procedures.doc Mason County Credit Card Policy& Procedures Resolution No. 10-1!K Mason County Credit Card Policy References: RCW 42.24.080 RCW 42.24.115 RCW 43.09.2855 Purposes: To comply with State Laws on the use of credit cards for travel,purchases and acquisitions. (RCW 43.09.2855 (1)) To provide opportunities for cost savings available only with the use of credit cards. To provide an economical business practice that will increase efficiency. 1.Issuance and Inventory of Credit Cards (a) The County authorizes the issuance of credit cards to departments for the purpose of covering authorized travel expenses incurred by government officials and employees as well as for official authorized government purchases or acquisitions. (RCW 43.09.2855) (b) Elected officials, department heads, and County administrators who feel their department's operations would benefit from having a credit card shall make a formal request to the County Commissioners, or their designee. The formal review of these requests implements a systems of controls, and allows for better tracking of the number of cards issued County-wide and by department, authorized credit and single purchase limits, and to ensure that bills are paid in accordance with the RCWs pertaining to credit card usage and County policy(RCW 42.24.080,RCW 42.24.115, RCW 43.09.2855). All requests for new credit cards will be submitted using the Mason County Credit Card Request Form(Exhibit A)and will include the following documents: a. A list detailing the specific types of transactions the department anticipates for the credit card. (RCW 43.09.2855 (3a)) b. A list of authorized users of the card. The decision as to whom will be authorized to use the card will be at the discretion of the elected official or department head. (RCW 43.09.2855 (3b)) c. A signed Mason County Credit Card Use Agreement(Exhibit B)by the authorized user(s) acknowledging that they have read the County's credit card policy and procedures and that they will use the card in accordance with this policy. These statements will be kept and maintained by each Issue Date: Page I of 7 Mason County - Credit Card Policy & Procedures Resolution No. department's designated Card Custodian. The Card Custodian will also sign a statement acknowledging their understanding of the policy and their responsibilities as the Card Custodian(Exhibit Q. (RCW 43.09.2855 (3e)) - d. A request for the credit limit of each card that is being requested. (RCW 43.09.2855 (3c)) (c) The Commissioner's Office shall maintain an active listing of credit card users, cards issued,and credit limits. (RCW 43.09.2855 (3c)) (d) Departments that have credit cards with retailers (charge card/account cards)must adhere to the same credit card policies and procedures as with a bank credit card.No special permission is needed for these cards, except if a fee is charged to obtain the card. The Board of County Commissioners has approved vendor specific credit cards with no fees for use in all offices and departments. Charge cards with fees require permission from the Board of County Commissioners. A list of all active retailer credit cards and an active listing of authorized users must be on file with the County's Commissioner's office. (RCW 43.09.2855 (3e)) (e) Each Elected Official or Department Head is responsible for the distribution, retrieval, and tracking of each card issued within their office or department.Monthly reconciliations are the responsibility of the department that holds the credit card and is required for each department. (RCW 43.09.2855 (3e)) 2.Use of Credit Cards (a) All purchases made with these cards must be in compliance with the County's purchasing, contracting,vendor list and other applicable policies. (RCW 43.09.2855 (3e)) (b) When a County credit card is used for the purpose of covering expenses related to authorized travel,the government official or employee must submit a fully itemized travel expense voucher with original receipts attached. This is to be submitted within five(5)days of authorized travel. Charges against the credit card that are not properly identified on the travel expense voucher or are found to be not allowed following the County's purchasing,contracting,vendor list, and other applicable policies, as well as the audit required under RCW 42.24.080, shall be paid by the official or employee by check or salary deduction. (RCW 42.24.115) (c) If, for any reason,disallowed charges are not repaid by the official or employee before the credit card billing is due and payable,the County shall have a prior lien against and a right to withhold any and all funds payable or to become payable to the official or employee,up to an amount of the disallowed charges and any interest and/or late fees incurred, as charged by the issuing credit card company. (RCW - 42.24.115) Issue Date: Page 2 of 7 Mason County Credit Card Policy & Procedures Resolution No. (d) Credit cards will be assigned in the name of the office or department, and not in the name of an individual. (RCW 43.09.2855 (3e)) (e) The County's Financial Services Auditors shall establish and implement a written procedure for the payment of all credit card bills. All departments must adhere to this written procedure in order to maintain efficiency,timeliness, consistency, and accuracy of the County's credit card payments. (RCW 42.24.080) See Exhibit E for the current credit card voucher procedures established by Financial Services. (f) Immediate surrender of a credit card(s)may be required if an elected official, employee,or department uses their credit card in a manner that is inconsistent with the County's code,policies, and procedures. (RCW 43.09.2855 (3e)) 3. Liability (a) The individual office or department is responsible for the liability incurred by the use of their credit cards. Payment is due immediately upon receipt of monthly statement. Balances on all cards must be paid so no late fee is incurred. (RCW 43.09.2855 (3d)) See Exhibit E 4. Spending Limits (a) Each Elected Official or Department Head will seek approval by the Board of Commissioners for their department's spending limits, and/or pre-authorization for credit cards issued in their office or department. Such limits will be consistent with office or department spending levels established by the Board of County Commissioners in the annual budget process. The Elected Official or Department Head is responsible for communicating the limit to each user. Subsequent requests for credit limit increases must be submitted to the Board of Commissioners, or their designee,via the Mason County Credit Card Request Form(Exhibit A). (RCW 43.09.2855 (3c)) 5. Unauthorized uses (a) Under no circumstances may an employee or elected official use a government credit card for personal expenses, even if they reimburse the County before the bill is due. (RCW 43.09.2855) (b) Cash advances on all County credit cards are prohibited. (RCW 43.09.2855 (6)) (c) Money orders/Travelers Checks/Gift Cards purchased with County credit cards are prohibited. (RCW 43.09.2855 (3e)) Issue Date: Page 3 of 7 Mason County Credit Card Policy & Procedures Resolution No. (d) Meal and beverage purchases on all County credit cards are prohibited, except under special circumstances as defined by the Mason County Travel Policy. (Exhibit F) (RCW 43.09.2855 (3e)) (e) If an authorized departmental official or employee has charges that are disallowed and are not repaid prior to the credit card billing date,the office or department shall have a prior lien on the employee's wages,including final pay. (RCW 42.24.115 (3)) (f) Failure to repay disallowed charges shall result in a penalty of ten percent per annum from the date of default until repaid. The interest will be computed as simple interest on the outstanding balance. This penalty is payable to the County and is in addition to interest and penalty charges imposed by the credit card company. (RCW 43.09.2855 (3e)) Mason County Credit Card Procedures Definitions: Credit Cards (Bank Cards): Mason County uses the credit card offered through the State of Washington contract. Departments may not use other bankcards. Charge Cards/Account Cards: Cards issued through specific vendors showing an established account. Not a credit card. No special permission is needed for these cards, except if a fee is charged. Charge cards with fees require permission from the Board of County Commissioners. For example, Costco charges a fee for their cards, and they can only be used at Costco stores. Credit Card System Administrator: An individual within the Commissioners' Office is responsible for providing training, advice, direction, consultation and assistance to Approving Managers and Card Custodians. Approving Manager: The Elected Official,Department Head or designee responsible for designating card custodians and requesting purchasing card limits. They will advise custodians of applicable limits and ensure that proper card usage, security, controls, timely bank statement reconciliation and approval,reception of transaction documentation and other related responsibilities are followed. Card Custodian: A Regular Employee, as defined in the Mason County Personnel Policy,within each office or department is responsible for card security and use. Custodians may designate employees within their office or department to use the credit card to purchase specific items or use a credit card for travel purposes. Approving Authority: A Commissioner or their designee Issue Date: Page 4 of 7 Mason County Credit Card Policy.& Procedures Resolution No. I. Charge or Vendor Specific Cards: 1. Elected Official or Department Heads make arrangements with individual vendors for charge or vendor specific cards. 2. If a fee is charged for the card,prior permission must be obtained from the Board of Commissioners. Please contact the Commissioners' office. 3. Keep all cards and account numbers safe. 4. Report inventory of all charge and/or vendor specific cards to the Board of Commissioners' annually. A form, provided by the Commissioners' Office, will be submitted annually by each department, listing the inventory and custodian(s) of all charge and/or vendor credit cards (Exhibit D). H. Credit Cards Bank Cards) 1. Contact credit card system administrator Contact the Credit Card System Administrator in the Commissioners' Office. That person will help your office/department complete the Implementation Form and Letter of Request. The Administrator will establish an account through the Procurement Card contact through the State of Washington. 2. Designate a credit card custodian To designate a new credit card custodian,the Approving Manager completes the Mason County Credit Card Request Form(Exhibit A) and sends it to the Credit Card System Administrator in the Commissioners' Office, along with a signed Credit Card Custodian Agreement(Exhibit Q. Custodians are responsible to: a. Pick up the credit cards from the Credit Card System Administrator in the Commissioners' Office. b. Keep all the credit cards safe and locked when not assigned to an employee. c. Maintain a log of credit cards checked out, to whom, date,purpose, date returned, sales slip returned, etc. d. Maintain the signed Mason County Credit Card Agreements (Exhibit B) from all authorized users of the department's credit card(s). Issue Date: Page 5 of 7 Mason County Credit Card Policy & Procedures Resolution No. e. Report Credit Card Fraud to the Credit Card System Administrator and file a claim with the credit card company. The credit card company will send a form to the department with reported fraud,which will be filled out and a copy submitted with the credit card statement to Financial Services. 3. Using the Credit Card(RCW 43.09.2855 (3)) a. The credit cards must be kept safe and secure at all times. When not in use by an individual,it is required that all credit cards be stored in a locked drawer or safe, with limited access. b. When needed for use,the custodian completes the information on the log and has the employee sign the log. If the custodian is the one to use the card,have another employee initial the log. c. The Approving Manager must set the boundaries for credit card use and must communicate this to the employee before they use the credit card. (Prohibited: meals, cash advances,and personal items.) Proof of communication may be done by a signature on a use agreement, etc. d. The card user must obtain and return all charge slips regardless what is purchased, to the custodian or departmental accountant. e. An itemized receipt must be obtained for all purchases when possible. f. Government officials and employees are expected to return the card to the card custodian promptly after each authorized us. Under no circumstances shall the card information be stored by a government official or employee. g. To raise or lower a spending limit on a credit card, complete the Mason County Credit Card Request Form(Exhibit A) and send it to the Credit Card System Administrator in the Commissioners' Office. 4. Credit Card Billing Statements(RCW 43.09.2855 (3)) a. The Credit Card Administrator will receive a master statement of all credit card accounts, for review and audit purposes only. b. The Credit Card Custodian in each department will receive a detailed bill each month for the cards they are responsible for. c. It is the Credit Card Custodian or departmental accountant's responsibility for submitting payment in the proper amount of time each month,pursuant to the Issue Date: Page 6 of 7 Mason County Credit Card Policy & Procedures Resolution No. procedures established by the Auditors in the Financial Services office. (RCW 42.24.080) d. For each purchase made by a charge card, a signed supplier sales receipt/charge slip that clearly describes the items purchased,price, and any applicable tax should be retained by the custodian and attached to the log during the reconciliation process. Documents: • Mason County Credit Card Request Form—see Exhibit A • Mason County Credit Card Agreement—see Exhibit B • Credit Card Custodian Agreement—see Exhibit C • Department Credit Card Inventory List—see Exhibit D • Credit Card Vouchers Procedures—See Exhibit E • Travel Policy—See Exhibit F Issue Date: Page 7 of 7 MASON COUNTY CREDIT CARD REQUEST FORM Exhibit A Please forward request to:Mason County Support Services r Type of Request: O New Card(Sections A,B,C,E) O Change or Add Credit Card Custodian(Sections A,E) O Increase/Decrease Credit Limit(Sections A,B,D,E) A.Department Information Department Name Department Physical Address Phone Number Ext Department Authorized Credit Card Custodian's Name(s) Phone#&Ext(if different from above) B.Please provide a brief description of the reason for and a list of example transactions of the requested card. t the list of required documents to be submitted with this request is in Section 1.of the Credit Card Policy. 1 I C.For New Credit Card Request: D.For Credit Limit Increase/Decrease: I Department's Credit Limit Request Departments Current Credit Limit I Approved Credit Limit(to be determined by BOCC New Credit Limit Request or their designee Approved Credit Limit(to be determined by BOCC or their designee) Q Request Approved E. Department Head Signature&Date 0 Request Denied Reason(s)for denial of request: Approving Authority Signature&Date Mason County Credit Card Use Agreement Exhibit B I hereby acknowledge the receipt of my Mason County, US Bank Purchase Card. In consideration of Mason County obtaining the Card and providing it to me, agree to the following: 1. The credit card is for Mason County business related purchases only; personal charges are not to be made. 2. Meals are not allowed to be charged to the credit card. You may submit for reimbursement after your travel to cover your meal allowance, based on per diem rates. 3. 1 will promptly submit travel expense reports covering amounts charged to the Card and will attach a detailed copy of each Card transaction. 4. Improper use of the Card is considered misappropriation of county funds, which may result in corrective action, up to and may include termination. 5. 1 will promptly return the Card to Mason County if requested to do so or if my employment with Mason County is terminated. 6. If Mason County pays US Bank any un-authorized amounts charged to the Card, I authorize Mason County to take such actions, as it deems necessary to recover the amounts paid, including withholding such amounts from my wages or from any other sums payable to me by Mason County. 7. A lost or stolen card should be reported immediately to the Card Custodian and by telephone to US Bank Customer Service at 1-877-846-9302. Your signature verifies that you understand and agree to comply with Mason County's charge card guidelines listed above. Employee Signature Card Custodian Date Date C:\Users\jsweet\Documents\GroupWise\Mason County Credit Card Use Agreement Form.doc I Mason County Credit Card Custodian Agreement Exhibit C hereby acknowledge the receipt of my Mason County, US Bank Credit Card. Account Number: (the "Card") In consideration of Mason County obtaining the Card and providing it to me, I agree to the following: 1. The credit card is provided to Mason County's employees based on their need to purchase business related goods and services. 2. Credit card custodians are expected to comply with internal control procedures in order to protect Mason County's assets. This includes keeping receipts, reconciling monthly statements, and following proper card security measures. 3. All charges are billed directly to and paid by Mason County. Personal charges can't be paid to the bank directly and therefore are considered misappropriation of county funds. 4. 1 understand that my department's card privileges may be suspended or cancelled if I am delinquent in paying US Bank. 5. A cardholder must surrender his or her Card upon termination of employment (i.e. retirement, voluntary or involuntary termination). At this point, no further use of the account is authorized. 6. A lost or stolen card should be reported immediately by telephone to US Bank Customer Service at 1-877-846-9302. The custodian will also report the lost or stolen card to the program administrator. Your signature verifies that you understand and agree to comply with Mason County's charge card guidelines listed above. Card Custodian Credit Card System Administrator Date Date C:\Users\jsweet\AppData\Local\Temp\XPgrpwiseWason County Credit Card Custodian agreement Form.doc i Credit Card Inventory by Department Exhibit D DEPARTMENT: Elected Official/Department Head: NONE CREDIT CARDTYPE: CREDIT CARD TYPE: CREDIT CARD TYPE: CREDIT CARD TYPE: CREDIT CARD TYPE: CREDIT CARD TYPE: CREDIT CARD TYPE: CREDIT CARD TYPE: CREDIT CARD TYPE: CREDIT CARD TYPE: Person submitting this form: Date: C:\Users\jsweet\Documents\GroupWise\Department Credit Card Inventory form.doc Created on 1/22/2018 9:45:00 AM Exhibit E Credit Card Vouchers: Within five (5) days receipt of your monthly credit card statement you need to enter your payment on a separate, batch from your other accounts payable invoices in Munis. Financial Services will be doing special AP runs to accommodate the credit card payments should they not fall within the current published AP Run schedule. PURCHASE ORDER USERS: If you are one of the departments using a Munis PO entry, please continue to do so. The PO should have all entries for the entire credit card payment. If you have a credit on account on your current statement please contact Financial Services before entering this credit on a PO. INVOICE ENTRY SCREEN USERS: If you aren't using a Munis PO, please enter your total payment due on the Gross Amount line and utilizing separate lines in the account field on your entry screen, allocate your purchases by fund and BARS. If you have a credit on account on your current statement enter the credit on an account line as a negative number. The fund and BARS should be the same as the original purchase that was made for which you are receiving a credit or refund. ALL USERS: The batch must include: Payment in full amount as shown on the credit card. Include any late fees. Original US Bank statement and all detail with remit coupon. All original receipts and invoices noted on your credit card statement. All supporting documentation required for the purchase, such as a signed travel voucher and back up documents or capital asset form. If another department used your credit card and you don't have Munis permission to enter their fund information into a batch, we can assist you. After you have entered your fund expenditures on an invoice entry screen, contact Financial Services. We will enter the other department data for you on the some batch. You will then be able to 1 print an edit showing a complete payment for all funds. You will be responsible for obtaining the proper signatures required on your batch Exhibit E 1 edit for all funds being used before turning the batch into Financial f Services. The goal is to produce one warrant showing a complete payment for that credit card, regardless of the fund using the card. For the data in the Invoice cell, please enter the following: Invoice Cc#9999 JULY 2017__.This is the last four digits of the credit card, the month and year. If you only use the last four digits and the month, next year you will receive a duplicate entry warning when you attempt to pay. Under no circumstances should you put in your full credit card number either in this field or the description field. In the Description cell, you may put as much as you can. Normally the place of purchase works well. You have limited space. If you are using a PO you have a great deal of space to capture detail for each purchase. DO NOT untick the Separate Check box. This is set in the vendor master default file. US Bank does not want multiple payments from different C cards on the same warrant. IJJ Separate check^Keep it like this. If you have a grant expenditure please remember to check the PA applied box. Pa:appi;ed j Please do not tick the Include Documentation box. ❑ Include documentation This causes the warrant to print out of order. Attach your statement and credit card detail to a blank piece of paper with the Munis Top of Form imprint on the top. Attach your receipts, invoices and-back up documentation in the same order as noted on your credit card statement. Staple these together. Paperclip the remit coupon, with the amount filled in, to the back of this entire stack. Print your batch edit and have it signed. Place the batch in the green voucher box in Financial Services. CREDIT CARD TRANSACTION LOG All Auditor credit card purchases must be noted on the transaction log. When the credit card statement arrives, please enter your purchases in Munis and send to Financial Services. Your voucher must include the actual credit card statement and original remit coupon, all purchases and detailed original receipts/invoices and this transaction log. The transaction log must be signed by an authorized signer for the funds being used and included with your voucher. DATE DATE DATE EMPLOYEE USING CARD VENDOR NAME AMOUNT RETURNED VOUCHERED All purchases noted above have been authorized by the Auditor's department. All purchases are for official County use. All purchases have an original invoice or an emailed invoice attached. DATE AUTHORIZED SIGNATURE PLEASE ATTACH THIS TRANSACTION LOG TO YOUR CREDIT CARD VOUCHER Exhibit F i TRAVEL POLICY Mason County recognizes that out of town travel and related business expenses can be an integral and necessary component of the operation of local government. This policy is intended to establish equitable standards and to provide consistent and fair treatment to all employees who incur such expenses. It is also intended to establish and maintain effective controls over those expenses. County officials (department heads and elected officials) and County employees are expected to exercise prudent judgment when incurring travel expenses on behalf of the County doing official County business. The failure of employees to follow this policy, or incur excessive expenses, may be cause for disciplinary action. Non business related expenses and/or expenses not made in accordance with this policy will not be approved or reimbursed. All travel and associated expenses must be approved in advance by the department head or elected official.. Employees will be reimbursed for reasonable and customary expenses actually incurred in connection with doing business on behalf of the County. These may include: meals; lodging, transportation and other necessary expenses while away from the office. These expenses may not include: alcoholic beverages; tobacco;tips exceeding 15%; meals, lodging or transportation provided for the employee by an outside entity as part of the employees participation; any expenses for a person(s) traveling with the employee; any expenses incurred that are not in connection with the business of the County All requests for payment of travel must be submitted to the Auditor's Financial Services department on forms approved and provided by the Auditor. All required documentation must also be submitted on the approved travel document form. Required travel documents include all itemized receipts, conference/seminar agendas, and all proof of costs incurred while doing business on behalf of the County. Travel documents should be presented to the Auditor's Financial Services department in the month the charges occur. If an employee chooses to travel to a destination in advance of the necessary time for arrival, or remain at the destination following the official closing of the event, there will be no additional per diem, lodging or miscellaneous expenses paid to the employee. All requests for payment must be signed by the department head or elected official and the employee that is requesting reimbursement. An employee may not request reimbursement on behalf of another employee. If an employee is compensated I y an outside entity for any travel costs while traveling on behalf of Mason County,the employee will deposit those funds with the Mason County Treasurer. The employee will provide the Auditor's Financial Services department with a copy of the Treasurer's deposit receipt and a detail of the expenses covered. Any member of a board, committee or commission that is not a Mason County employee, but is an appointed member to do business on behalf of Mason County is subject to all travel rules and documentation noted herein. Exhibit F PER DIEM (meal reimbursement) All requested meal reirnbursement must have a detailed receipt. Meals will be reimbursed, minus any alcohol or a tip exceeding 15%, using the Washington State Office of Financial Management (OFM) per diem rates and,for out of state travel, the U.S. General Services Administration (GSA) per diem rates. The meals will be reimbursed up to the allowable rate for the area and meal on those rate maps. Per diem will be reduced for any meals provided through conference registration, •seminars or similar events. Reimbursement will not be made if the employee chooses not to eat the meal provided and eats elsewhere. Single Day Per Diem (meal reimbursement): Single day per diem occurs when no overnight stay is required. Single day meat reimbursements are considered to be taxable wages accoi:ding to the IRS and will be included as gross taxable income of the employee. An employee must use the single day per diem form and include it with their payroll timesheet information. The department supervisor will forward the per diem form to the Auditor's Financial Services department. The meal wilt be added to their taxable gross wages and taxed accordingly. Per Diem (meal reimbursement) while in overnight travel status: If an overnight stay is required, per diem will be based on either OFM (in state) or GSA (out of state) rates for each day the employee is in full travel status. The per diem rate will be based on the location the employee is in for that meal. On days of departure and return an employee will apply the Three Hour Rule (see rule below). Three Hour Rule forger diem (meal reimbursement): If an employee is in travel status for three hours beyond their regular work schedule for a single day,they may receive meat reimbursement. The three hours may consist of hours occurring before, after or a combination of both before and after the employee's regular work schedule for the day, The employee may not stop for a mealjust to meet the three hour rule. Special Circumstances: During emergency situations such as, but not limited to, initial crime scene investigations, major crimes, emergency weather situation, natural disasters, etc,when employees are working extended hours and stopping for a meal break could worsen the emergency or increase costs to the County, departments may provide an on-scene meal of nominal cost. A detailed receipt, including names of all employees/volunteers involved, must be provided. All receipts and pertinent information involving the emergency situation must be included on the claim for payment voucher submitted to the Auditor's Financial Services department. An employee may not claim a per diem meal reimbursement if their County department is also submitting a claim for payment voucher for the same incident. LODGING All lodging is to be reserved using a government, or most economical, rate whenever possible. County credit cards may be used to secure lodging for a County employee, Exhibit F Reimbursement for lodging is allowed when the temporary duty station is located more than fifty (50) miles, using the most direct route;of the closer of either the traveler's official residence or off lciat work station. Reimbursement will be made for the actual lodging expense and any applicable taxes. If there are additional charges for a person(s) traveling with the employee, who is not traveling on behalf of County business, the employee is responsible for all charges for'that additional i person(s) and it will not be reimbursed. An itemized statement is required for all charges. I If an employee shares an accommodation with another employee or an employee of another entity who is attending the same event, an equal share of the double room rate will be paid on behalf of the Mason County employee. Each employee must submit an original invoice showing the lodging charge for their portion of the room rate. Not eligible for reimbursement on a lodging receipt are, but not limited to; laundry services; valet service; entertainment expenses; athletic room (gym) charges, internet charges (unless required by their supervisor). TRANSPORTATION Any employee driving a vehicle (either County car or personal vehicle) must have and must be able to provide proof of valid car insurance. Employees are encouraged to reserve and use a pool car from ER&R as much as possible. All county vehicles shall be used in accordance with Mason County ER&R use policy. If a personal vehicle is used, the mileage will be based on the current IRS standard POV rate. Mileage will be prohibited for normal travel between the usual place of business and employee's main place of residence. When traveling on behalf of the County, mileage will i be paid from either the official work station or the employee's main residence,whichever is the closer and most direct route of the two,to the travel destination. Mileage shall not exceed what the sum of a round trip coach airfare from a common carrier, any needed local ground transportation and other related costs for that destination. Airfare (coach rate), car rentals, trains, ferry, tolls, shuttle/taxi, etc will be reimbursed with a receipt and paid at actual costs. Personal travel insurance will not be reimbursed. Tickets purchased with an employee's individual frequent flyer miles will not be reimbursed. References: IRS, OFM SAAM rules, SAO BARS manual, County resolutions: #37-07 &#150-07 3/12/2019 RCW 43.09.2855:Local governments—Use of credit cards. RCW 43.09.2855 Local governments—Use of credit cards. (1) Local governments, including counties, cities, towns, special purpose districts, municipal and quasi-municipal corporations, and political subdivisions, are authorized to use credit cards for official government purchases and acquisitions. (2)A local government may contract for issuance of the credit cards. (3)The legislative body shall adopt a system for: (a)The distribution of the credit cards; (b)The authorization and control of the use of credit card funds; (c) The credit limits available on the credit cards; (d) Payment of the bills; and (e)Any other rule necessary to implement or administer the system under this section. (4)As used in this section, "credit card" means a card or device issued under an arrangement pursuant to which the issuer gives to a card holder the privilege of obtaining credit from the issuer. (5)Any credit card system adopted under this section is subject to examination by the state auditor's office pursuant to chapter 43.09 RCW. (6) Cash advances on credit cards are prohibited. [ 1995 c 30 § 2. Formerly RCW 39.58.180.1 NOTES: Findings-1995 c 30: "The legislature finds that (1)the use of credit cards is a customary and economical business practice to improve cash management, reduce costs, and increase efficiency; and (2) local governments should consider and use credit cards when appropriate." [ 1995 c 30 § 1.] https://apps.leg.wa.gov/rcw/default.aspx?cite=43.09.2855 1/1 OATH OF CREDIT CARD INVENTORY As required by RCW 43.09.2855 and in compliance with Mason County Resolution 10.18,we, the Commissioners of Mason County, do solemnly swear that this is the full and complete inventory, of all credit cards with US Bank for Mason County as of February 10, 2025. Per Mason County Resolution 2023-19, the County Administrator has the authority to sign this document on our behalf. DEPARTMENT BUDGET DEPARTMENT#(S) Limit Expires Assessor 001-020-000 2,000.00 10/1/2027 Auditors 001-030-000 7,000.00 10/1/2027 Auditors 001-030-000 7,000.00 7/1/2027 Clerks 001-070-000 2,000.00 10/1/2027 Clerks 001-070-000 2,000.00 3/1/2026 Commissioners 001-090-000 2,000.00 10/1/2027 Human Resources 001-090-000 5,000.00 10/1/2027 Commissioners 001-090-000 10,000.00 10/1/2027 Mason County- IT 001-090-000 10,000.00 10/1/2027 Commissioners 001-080-000 2,000.00 10/1/2027 Coroners 001-190-000 5,000.00 10/1/2026 DCD 001-125-000 2,000.00 10/1/2027 District Court 001-100-000 4,000.00 10/1/2027 District Court 001-100-000 4,000.00 1/1/2027 Emergency Management 105-000-120 20,000.00 10/1/2027 Health Department 150-000-000 20,000.00 10/1/2027 Health Department 150-000-000 10,000.00 1/1/2027 Juvenile Probation 170-000-000 10,000.00 1/1/2028 171-000-000 172-000-000 Prosecutor 001-180-000 10,000.00 4/1/2028 Facilities 001-055-000 10,000.00 10/1/2026 Parks 001-146-000 4,000.00 10/1/2027 Public Defense 001-240-000 3,000.00 3/1/2026 Mason County ER&R 501-000-000 20,000.00 9/1/2025 Public Works 105-000-000 10,000.00 10/1/2027 Public Works 105-000-000 10,000.00 10/1/2027 Public Works 105-000-000 500.00 3/1/2027 Sheriff 001-205-000 10,000.00 10/1/2027 Sheriff 001-205-000 20,000.00 10/1/2027 Sheriff 001-205-000 10,000.00 10/1/2027 Sheriff- Boating 141-000-000 5,000.00 6/1/2026 Sheriff- Boating 141-000-000 5,000.00 3/1/2027 Sheriff- N&S Precincts 001-205-000 2,000.00 3/1/2027 Superior Court 250-000-000 10,000.00 9/1/2027 Treasurers 180-000-000 10,000.00 10/1/2027 Utilities 402-000-000 5,000.00 10/1/2026 403-100-020 406-000-000 411-100-000 411-200-000 412-000-000 480-000-000 WSU 001-010-000 2,500.00 1/1/2027 2025 Oath of Credit Card Inventory with US Bank Subscribed and sworn this day of 2025 MASON COUNTY ADMINISTRATOR Mark Neary J:\Credit Card\2025 Annual Oath of Credit Card Inventory\2025 Credit Card Annual BOCC Information *1854 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: John Taylor Ext: 806 Department: Emergency Management Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 10,2025 Agenda Date(s): Click or tap here to enter text. Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item: Overview of ICS G-402 "NIMS Overview for Senior Officials (Executives,Elected, &Appointed) Background/Executive Summary: The course is approximately four(4)hours long and covers the basics of the National Incident Management System(NIMS)and the Incident Command System(ICS).We have restructured the course to include the FEMA Disaster Financial Management Guide,with both documents attached. The goal of this course is to familiarize senior officials, appointed officials, city and county managers, agency administrators, and others with their roles in supporting incident management within the NIMS framework.A key component of the course is understanding the expectations during various phases: Pre- Disaster,Disaster Activations,Post-Disaster, and Long-Term Disaster Recovery. Some of the key features include: Stafford Act FEMA Public Assistance program and Policy Guide Version 4 Washington Revised Code 38.52.105 Advanced contracting-Established by FEMA,authorizing local government use not part of the 25/75 repayment split. Community Disaster Loans-AL/CFDA Number: 97.030 Highway Trust Fund-Emergency Relief Program: Small Business Disaster Loans Federal Documentation Requirements necessary to qualify for disaster assistance. Budget Impact(amount,funding source,budget amendment, etc.): N/A Public Outreach: Advertisement sent to other local governments and list on Washington State EMD training website. Requested Action: Informational only. Attachment(s)• 2-ICS G-402 Manual 3-FEMA Disaster Financial Management Guide Links to: Robert I Stafford Act.https://www.fema.jzov/disaster/stafford-act FEMA Public Assistance Program and Policy Guide Version 4 htips://www.fema.izov/assistance/public RCW 38.52 https://app.leg wa.gov/rcw/default.aspx?cite=38.52 _q- l In Mk Av 6-1 ._ Dims ster inancia Management e Guidance for State, Local, Tribal & Territorial Partners Apri12020 .Y FEMA Table of Contents 1. Introduction .......................................................................................................................3 1.1 Purpose....................................................................................................................3 1.2 Background..............................................................................................................4 2. Skills and Capabilities.........................................................................................................6 2.1 Disaster Financial Management Team Composition...............................................6 2.2 Project and Portfolio Management..........................................................................8 2.3 Knowledge of Procurement and Contracting Practices.........................................11 3. Disaster Financial Management Activities..........................................................................16 3.1 Pre-Disaster Activities............................................................................................18 3.2 Initial Post-Disaster Activities.................................................................................22 3.3 Longer-Term Post-Disaster Activities.....................................................................25 4. Consolidated Resource List...............................................................................................28 5. Glossary...........................................................................................................................31 6. Acronym List....................................................................................................................33 Appendix A: Introduction to Financial Assistance Programs........................................................36 Types of Disaster Financial Assistance ...........................................................................36 The Role of Presidential Disaster Declarations...............................................................37 Appendix B:Timeline of Common Federal Disaster Funding Programs for Recovery.....................39 One Week After Disaster or Declaration..........................................................................42 One Month After Disaster or Declaration ........................................................................45 Three Months After Disaster or Declaration....................................................................50 Six Months After Disaster or Declaration ........................................................................52 One Year After Disaster or Declaration............................................................................55 Federal Emergency Management Agency 1 Appendix C:Additional Federal Disaster Assistance Resources and Programs.............................58 CoastalConcerns.............................................................................................................58 Conservation Concerns....................................................................................................59 Dam and Levee Concerns ...............................................................................................60 DroughtConcerns............................................................................................................60 EarthquakeConcerns......................................................................................................61 Economic and Community Development Concerns........................................................61 EmploymentConcerns.....................................................................................................62 Energy Efficiency Concerns..............................................................................................62 EnvironmentConcerns....................................................................................................63 FireConcerns...................................................................................................................63 FloodConcerns................................................................................................................64 General Disaster Assistance, Resources and Tools........................................................65 Historic Preservation Concerns.......................................................................................66 HousingConcerns............................................................................................................67 ParkConcerns.................................................................................................................69 Public Health and Wellbeing Concerns............................................................................69 Rural Land and Agricultural Concerns.............................................................................71 Small Business Concerns................................................................................................72 Transportation Concerns.................................................................................................72 VeteranConcerns............................................................................................................73 Water and Wastewater Concerns....................................................................................74 WatershedConcerns.......................................................................................................74 Appendix D: Legal Considerations for Disaster Financial Management........................................76 Federal Primary Regulations and Authorities..................................................................76 Additional Regulations and Authorities...........................................................................77 Federal Emergency Management Agency 2 1. Introduction Effective disaster financial management is critical for successful response and recovery. It helps jurisdictions obtain the resources needed to support their communities, increases the efficiency of recovery efforts and reduces the likelihood of audits and financial penalties for the jurisdiction. Fiscal and grant regulations are strict and apply to all jurisdictions,regardless of size, so it is imperative that all jurisdictions have robust scalable, flexible and adaptable disaster financial management plans and processes in place pre-disaster for all types of incidents. 1. 1 Purpose This document helps jurisdictions (e.g., state, local,tribal and territorial governments)establish and implement sound disaster financial management practices. It identifies the foundational Skills and Capabilities (Section 2)_needed for successful disaster financial management and provides an overview of key Disaster Financial Management Activities (Section 3)that jurisdictions can complete before, during and after a disaster to support sound disaster financial management. This includes considerations and practices necessary to track, calculate and justify the costs of an emergency, support local reimbursement reconciliation, avoid deobligation of grant funding and effectively fund and implement recovery projects and priorities. Jurisdictions are encouraged to use this information as a starting point to establish sound disaster financial management practices and prepare to identify, obtain and implement disaster funding resources when disaster strikes. This guide also provides an Introduction to Financial Assistance Programs (Appendix A), as well as key information about the most commonly applicable Federal Disaster Funding Programs for Recovery (Appendix B)and Additional Federal Disaster Assistance Resources and Programs (Appendix C)that may benefit jurisdictions' recovery efforts. Jurisdictions are encouraged to familiarize themselves with available programs to streamline the disaster funding process before a disaster occurs. Throughout this guide, four types of callout boxes identify key information: LExamples 0Noteworthy • a Questions0 • Consider bAdditional Resources Federal Emergency Management Agency 3 1.2 Background Each day,jurisdictions respond to various situations using their dedicated, and often limited, emergency management resources and budget. When a large-scale incident or disaster occurs, governments incur significant costs while also facing a potential reduction in revenue. This scenario often results in overspending or reallocating funding across agencies or programs. These financial challenges affect a jurisdiction's ability to operate and may ultimately inhibit its efforts to rebuild and recover. Studies and data have shown that disaster costs will increase due to the increased risks from natural hazards, deteriorating critical infrastructure and economic pressures that limit investments in risk resilience. Unfortunately, comparable increases in state and local budgets to deal with the consequences of disasters are not realistic. Although many government and private sector/nonprofit resources and programs are available to help jurisdictions respond and recover,navigating the various eligibility requirements and application processes—many of which change frequently—poses administrative challenges. Disaster funding or cost reimbursements are often delayed or not approved because of incomplete paperwork, missed steps in the process or a lack of understanding of the eligibility criteria. Furthermore, audits are routinely performed by authorizing agencies to identify any problems with recipient financial management and program operations, and such audits become costly if a jurisdiction has not properly followed all program requirements. These issues have the potential to upend key priorities during a jurisdiction's cost reimbursement and long-term recovery and may result in a re-prioritization of the jurisdiction's budget for several years to pay back ineligible expenses. One misstep has the potential to impact the entire recovery process. Disasters happen. Jurisdictions that develop and coordinate disaster financial management practices pre- disaster can better manage a disaster, expedite response cost and prepare for long-term recovery actions. These practices include knowing where and how to access financial resources and technical support,as well as having mechanisms in place to meet the varying requirements. Emergency and recovery managers who effectively identify and manage multiple streams of disaster funding provide the most resilient financial support to their communities. Supporting Recovery Outcomes Outcome-driven recovery is a problem-solving approach that promotes unity of effort among stakeholders to identify recovery needs, vision and goals and to resource comprehensive recovery solutions. It is executed at the lowest level possible. Jurisdictions should use recovery outcomes to inform all of their pre-disaster planning and preparedness actions. ■ Focusing on recovery outcomes helps jurisdictions identify their recovery needs and use those needs to drive recovery operations and funding,rather than letting the rules or eligibility criteria of a disaster recovery funding program drive the focus of recovery efforts. ■ Clearly establishing and communicating needs and gaps improves a jurisdiction's ability to apply for and receive funding,rather than seeking funding first and identifying a need after. Jurisdictions should keep their recovery outcomes and goals in mind as they work through disaster financial management planning and preparation for response and recovery. Federal Emergency Management Agency 4 0 The Need for The following notional scenario shows the central role of disaster financial management before, during and after a disaster. A typical small town with a $1.5 million annual budget sustained high floodwaters following record rains. Most of the affordable housing in the town suffered major damage. Forty percent of the town's bridges experienced severe damage.The wastewater treatment plant and adjacent public works building also suffered extensive water damage. Estimates for infrastructure damage totaled $40 million. In addition, the flood created an extensive debris challenge, both on public rights of way and on private property. Some businesses on Main Street suffered flood damage,while others lost significant revenue due to the extended closure of the state highway leading into town. The town prided itself on having a small, high-performing emergency management team composed of staff from several key agencies.The finance department included a director,an accountant and a contract attorney who handled procurement as needed. Prior to the disaster,the town's emergency manager received disaster finance training and worked with the town manager to update some finance policies to account for disasters. Recovery from the flood required the town to leverage a portfolio of available resources and partners, including$30 million in project funding from multiple Federal agencies. Despite the town's efforts to comply with local, state and federal procurement rules,an initial Department of Homeland Security (DHS) Office of the Inspector General (OIG)audit indicated that the town did not follow the proper procurement process for its debris management activities. Prior to the flood,the town procured a contractor through a competitive process to provide ongoing services, including snow removal and limited debris removal during locally declared emergency events. In its urgency to move forward with debris management,the town amended the pre-existing contract to include longer-term debris management activities that exceeded the original contract scope of work. Some of the initial emergency work was determined to be eligible; however, its longer-term debris management operation required a fully open and competitive procurement process, including taking all steps to reach out to disadvantaged businesses. Based on the finding,the OIG recommended that the town pay back more than$2 million in Federal funding, an amount that exceeded its annual budget. This guide will help jurisdictions avoid these types of disaster financial management issues and effectively and efficiently implement recovery funding. Federal Emergency Management Agency 5 2 . Skills and Capabilities Successful disaster financial management requires multiple areas of knowledge and capability. This section: ■ Identifies the benefit of forming a disaster financial management team ■ Provides an overview of the skills needed on that team to enable a jurisdiction to effectively manage disaster funding and reduce the likelihood of audits and financial penalties ■ Highlights the importance of project and portfolio management skills,procurement and contracting knowledge, and subrecipient management and monitoring. 2. 1 Disaster Financial Management Team Composition The complexity of managing funds from various programs requires a breadth of subject matter expertise. A best practice is to establish a multidisciplinary team of planning, grants management and financial management subject matter experts to develop a disaster financial management plan before an incident occurs and help execute it following a disaster. Forming such a team is a critical step post-disaster, even if the jurisdiction did not take this approach pre-disaster. A disaster financial management team assists with budget forecasting, cash flow management, debt monitoring,payroll, risk avoidance, disaster assessment and expense reimbursement pertaining to damage, emergency protective measures, debris management, timely tracking and reporting of costs and long-term disaster recovery funding streams.' Due to the expertise needed, critical members of the team often include: ■ Emergency managers to coordinate the preparedness actions and disaster operations for the jurisdiction. ■ Recovery managers to organize, coordinate, and advance recovery preparations and operations for the jurisdiction. ■ Finance managers to oversee the cash flow, financial accounting, records management, and audits for the jurisdiction. ■ Grants managers and legal counsel to help navigate legal and programmatic requirements of various funding programs. Expertise with annual programs similar to disaster recovery funding programs is also valuable. 1 Resource Typing Definition for Disaster Cost Recovery Management Team:Disaster Cost Recovery Management Team. FEMA,September 2016.https://www.fema.gov/media-library-data/1494690065957- 6156da80b6672647a8c63f3a4fddae72/NIMS_508_10 DisasterCostRecoveryManagementTeam 20160918_CLEAN.pdf. Federal Emergency Management Agency 6 Although not formally part of the disaster financial management team, critical stakeholders include elected officials and senior leaders. They must ensure their jurisdictions are operationally and fiscally prepared to respond to any type of disaster. This often includes establishing reserve funding accounts, pre-event contract mechanisms and response operation authorities. Consider engaging them as informal members of the team. Jurisdictions may establish Memoranda of Understanding(MOUs) for the team's roles and responsibilities and to coordinate with various managers responsible for response and recovery actions. Some jurisdictions may not have all the necessary expertise in-house, but they can leverage mutual aid agreements or contracts for subject matter experts who can serve on the team. Smaller jurisdictions can request assistance from their relevant council of government, planning council, or other regional support networks. Funding0 - • - Manager Local governments are expected to manage their own recovery after a disaster even if they do not have the expertise, staff or resources to do so.The newness and volume of paperwork and decisions can overwhelm senior or elected officials, particularly those serving in a part-time or volunteer capacity.A recovery manager can help the jurisdiction handle the diversity and volume.2 Jurisdictions can take multiple approaches to fill recovery manager positions3—for example: Pre-Disaster ■ Look for Employees who do work similar to a recovery manager,such as in public works,and reallocate those employees to new recovery manager duties. ■ Combine Administrative Line Items of several grants and hire a single recovery manager to manage all the grants as well as other recovery manager duties. ■ Leverage Emergency Preparedness Grant Funding to fund a recovery manager to accomplish recovery planning and resilience building tasks. ■ Solicit Volunteers from the community(such as a retired city manager, community planner, or county executive)to perform recovery manager duties and functions in a nonpaid status based on the jurisdiction's law. Post-Disaster ■ Use State Funding to hire a recovery manager. ■ Reallocate Community Development Block Grant(CDBG)or other flexible state funding to fund a recovery manager. ■ Allocate a Portion of Community Development Block Grant- Disaster Recovery(CDBG-DR)funding for a recovery manager. NOTE:This must be included when the state submits its action plan to the Department of Housing and Urban Development(HUD). For additional information on the roles and responsibilities of a local disaster recovery manager,visit https://www.fema.gov/media-library-data/1509392258501- b32631783b9f93ad3387f7876f3941 d6/LDRMGuidanceforlocalgovernment.pdf. 3 The examples shown are situationally dependent and may require waivers,supplemental or reallocation of non-expended Federal funds. Federal Emergency Management Agency 7 ■ Use Economic Development Administration (EDA)Funding to fund some recovery manager duties. Historically, EDA grants can fund disaster economic recovery duties,to include specific cross-cutting support areas such as natural resources, infrastructure and housing. ■ Use Social Service Block Grant Program Funding. It is often combined with EDA grant funding to fund a recovery manager position (community and economic developer)to oversee implementation of projects funded by the two agencies. ■ Approach Local and Regional Foundations. Leverage foundational support to provide the local cost- share portion for a local recovery manager. 2.2 Project and Portfolio Management Effective disaster financial management requires strong project and portfolio management skills. The jurisdiction should define and execute the steps necessary to meet its recovery vision and goals, while balancing competing demands of scope, time, cost, quality, resources and risks. From a disaster financial management perspective, project management entails accurately managing the complex disaster budget to ensure all bills are paid; releasing funding according to schedule; tracking and reporting expenditures to inform the project sponsor on the use of finances; performing financial analysis; and maintaining accurate financial records and documents in preparation for audits. Figure I relates the Project Management Institute's five project management process groups—Initiate, Plan, Execute, Monitor and Control and Close—to disaster financial management.4 s Example activities that support each of these process groups are in Section 3, Disaster Financial Management Activities. 4 FEMA does not endorse any nongovernment entities,organizations or services. s https://www.pmi.orWabout/learn-about-pmi/what-is-project-mana eg ment. Federal Emergency Management Agency 8 FIGURE 1: PROJECT MANAGEMENT APPLIED TO DISASTER FINANCIAL MANAGEMENT • INITIATE Ensure proper financial policies, procedures, and systems are in place and that staff have been trained on proper recording, submission, and/or reporting • of awarded finances. • Benefit: Increases the ability to detect and deter fraud,waste, and abuse. PLAN x x O Identify existing resources and capability gaps for threats and hazards and the O �, 1 available financial resources to fill those gaps. O Benefit: Improves a jurisdiction's ability to project disaster financial needs and influence its budget. EXECUTE Effectively and promptly allocate funds among disaster project activities. � O Benefit: Ensures that adequate monetary resources are available for a jurisdiction R to complete its recovery mission. MONITOR & CONTROL b • Monitor and track the status of recovery financial resources against stringent requirements to ensure that resources are being used accurately and judiciously. Benefit: Supports achievement of the program's desired return on investment. CLOSE • Close out the project by concluding procurements, archiving documents, and participating in audits. Benefit: When properly conducted, eases the burden of the audit process. In addition to project management skills, portfolio management is required. A portfolio is a group of related or nonrelated projects or programs, and recovery efforts involve many projects across different functions (e.g., housing, infrastructure, economic recovery). In portfolio management, a centralized manager or management function identifies, prioritizes and authorizes the projects or programs to achieve strategic objectives.6 In the context of disaster financial management, portfolio management is critical for a jurisdiction to achieve its recovery vision and goals and manage its funding from various programs. 16 Achieving Disaster Recovery Goals through Porffolio Management Following a disaster,jurisdictions should refine the recovery vision and goals identified in their pre-disaster recovery plan, or define them if they do not already exist,and use them to drive their operations and priorities.Achieving these goals requires resources from many programs managed by 6 Portfolio Management.Project Management Institute.https://www.pmi.org/leaming/featured-tL)pics/portfolio. Federal Emergency Management Agency 9 various departments and agencies, each with different activating mechanisms, cost-sharing requirements, eligibility requirements,timelines and reporting requirements.Sound portfolio management skills are necessary to ensure the best use of funds and to avoid audit findings. Jurisdictions can leverage the following examples of goals from recent disasters and programs to support their own goals.' Infrastructure Systems: Sample Recovery Goal: Replenish beaches and restore natural dune heights to reduce flooding risks in coastal developments and maintain healthy,sustainable and functional coastal environments. Potential Resources: ■ Beach Erosion Control Projects, U.S.Army Corps of Engineers (USACE) ■ Coastal Resilience Grants Program, National Oceanic and Atmospheric Administration (NOAA) ■ Coastal and Waterfront Smart Growth, NOAA ■ Digital Coast, NOAA ■ National Coastal Zone Management Program, NOAA ■ Public Assistance, Federal Emergency Management Agency(FEMA) Housin . Sample Recovery Goal: Meet the affordable housing needs of displaced farm labor households and provide additional housing units. Potential Resources: ■ Community Development Block Grants - Disaster Recovery(CDBG-DR)(HUD) ■ Farm Labor Housing Loans and Grants, U.S. Department of Agriculture(USDA) ■ Home Repair Loan and Grant Program, USDA ■ National Flood Insurance Program(NFIP), FEMA ■ Rural Community Development Initiative Grants, USDA ■ Rural Rental Assistance Program, USDA Health and Social Services: Sample Recovery Goal: Enhance recovery for children and youth through key community services, activities and facilities: childcare,foster care,youth groups, behavioral health services,and schools. Potential Resources: ■ Community Facilities Direct Loan and Grant Program, USDA ■ Community Services Block Grant, Department of Health and Human Services (HHS) ■ Comprehensive Community Mental Health Services for Children with Serious Emotional Disturbances, Substance Abuse and Mental Health Services Administration (SAMHSA) ■ Disaster Purchasing, General Services Administration (GSA) ■ Individual Assistance, FEMA 8 9 To effectively identify, apply for and manage the portfolio of programs needed after a disaster, jurisdictions need to understand the variety of disaster assistance programs available, their scope and how they work together to address recovery needs. Jurisdictions also need to establish mechanisms to effectively integrate these programs, as well as any insurance cost recovery, into a comprehensive 'Refer to Appendix B and Appendix C for lists of examples of Federal programs. 'Access FEMA Individual Assistance Program Tools at https://www.fema.gov/individual-assistance-program-tools. 9 Individuals that previously received FEMA assistance due to a flood must have flood insurance to be eligible for Individual Disaster Assistance. Federal Emergency Management Agency 10 solution. Integration will help jurisdictions effectively coordinate multiple funding sources on the same project and the relevant tools that support the effort. LqManaging Concurrent Disaster - Financial Resources A catastrophic flood, like the scenario in the introduction, requires assistance from various agencies and programs to cover a jurisdiction's needs. For example: ■ FEMA Public Assistance funding may be available for debris management and repairs to damaged roads and bridges, public facilities, critical infrastructure and parks. ■ USDA's Natural Resources Conservation Service(NRCS) Emergency Watershed Protection Program may help stabilize eroding stream banks and prevent further impacts to life and property. ■ FEMA's Hazard Mitigation Grant Program may support priority projects to protect the community from future floods. ■ HUD CDBG-DR funds may provide additional resources to repair damaged homes, develop replacement housing,support impacted local businesses and supplement gaps in needed infrastructure funding. ■ FEMA Individual Assistance may be provided directly to individuals and households with disaster- related needs or may be provided to jurisdictions to support individual survivors. Different agencies or offices manage these programs, and they have different rules and timelines. Many of the programs listed in Appendix B and Appendix C can be concurrently implemented, but jurisdictions need successful disaster financial and portfolio management to realize the maximum benefit and avoid ineligible expenses. 2.3 Knowledge of Procurement and Contracting Practices Successfully navigating procurement and contract requirements is one of the most challenging aspects of disaster recovery. In many cases,jurisdictions will not know if a disaster meets thresholds for state or Federal assistance until recovery is well underway. Improper procurement activities can have an enormous impact on a jurisdiction's ability to receive reimbursement. Jurisdictions must follow Federal procurement under grant and subawarding regulations, specifically 2 CFR Part 200.300-.332, as well as all applicable local, state, tribal and territorial requirements, on all disasters.10 Federal rules are specific, and jurisdictions should pay close attention to procurement practices pre-disaster to be positioned for post-disaster procurement activities." A best practice is to identify the most restrictive rule(which could be Federal or at the state, local or tribal level). Following the most restrictive rule can help ensure compliance with the less restrictive ones. In addition, including L0 The FEMA Procurement Disaster Assistance Team's Field Manual describes and exemplifies the mandatory requirements for Public Assistance applicants that are using Federal funding to procure property and services.For more information,visit https://www.fema.gov/media-library-data/1570129404293-8d938ec9c10063348edca477a7b24bbd/PDATManualUpdate 10- 03-19.pdf. Local Government Guide to Recovery.Colorado Recovery and Resiliency Collaborative.April 2017. Federal Emergency Management Agency 11 personnel with knowledge of procurement, contracting and subawarding practices on the disaster financial management team is crucial. 0Importance of • • _ Procurement Regulations Each year, DHS OIG audit reports identify significant procurement-related issues representing millions of dollars of Federal funds. For example: ■ From fiscal year 2015 until June 2017, the DHS OIG questioned over$256 million in ineligible contract costs from FEMA funding programs for issues such as ineligible work, incorrect estimated and calculated project costs, poor contracting practices and better usage of funds. ■ In January 2017,the OIG recommended that FEMA disallow more than $31.7 million awarded to a subrecipient who failed to follow the Federal procurement requirements. Source: Lessons Learned from Prior Reports on Disaster-related Procurement and Contracting(OIG-18- 29), DHS OIG, December 5, 2017 Subrecipient Management In most cases, subrecipients are required to follow the same restrictive grant guidance as the passthrough entity.12 Subrecipients who are not prepared to manage large sums of money can put their subawards at a higher risk for excessive and ineligible costs. A recurring theme found in audits is that grant recipients often do not effectively manage subrecipients to ensure grant fund expenditures comply with Federal requirements.13 () Subreciplent Management • ■ Perform subrecipient and contractor determinations ■ Verify and validate subrecipient accounting compliance ■ Issue 2 CFR Part 200.331-compliant subaward documents ■ Perform subrecipient risk assessments Title 2, Part 200, of the Code of Federal Regulations (2 CFR Part 200): Procurement Standards Also known as the"Super Circular,"2 CFR Part 200 codifies the regulatory standards and practices for managing Federal grant funds. Jurisdictions should incorporate the Super Circular's procurement L2 Sometimes the subrecipient does not have to follow the same requirements as a recipient,especially if the recipient is a state and the subrecipient is a local government. 13 2 CFR Part 200 does not distinguish between contractor and subcontractors,but a contractual relationship difference exists between contractor and subcontractor.A procurement best practice is for the organization that issues the contract to retain oversight,control,transparency and approval for any subcontractor. Federal Emergency Management Agency 12 standards14 into local policies and procedures prior to any disaster. Procurements and contracting requirements must be followed for grant management compliance. Important procurement and contracting regulations from 2 CFR Part 200 includels: ■ Maintain records to sufficiently detail the history of the procurement. These records include,but are not necessarily limited to, the rationale for the method of procurement, selection of contract type, contractor selection or rejection,basis for the contract price,the contract document and any contract modifications with signatures of all parties. ■ Transact all procurements in a manner providing full and open competition.16 ■ Perform a cost or price analysis in connection with every procurement action in excess of the Simplified Acquisition Threshold.17 ■ Use time-and-materials-type contracts only after determining that no other contract is suitable and if the contract includes a ceiling price that the contractor exceeds at its own risk. These may only be used for a limited time, and the subrecipient must switch to a more suitable contract type once the scope is defined. ■ Take the affirmative steps regarding the solicitation from and use of small and minority businesses,women's business enterprises and labor surplus area firms. ■ Maintain oversight to ensure contractors perform according to the terms, conditions and specifications of their contracts or purchase orders. ■ Maintain written standards of conduct covering conflicts of interest and governing the performance of employees who select, award and administer contracts. ■ Give subrecipients adequate guidance and grant management instructions. Jurisdictions that have a portfolio of funding resources must pay close attention to each source program's procurement rules and requirements, as they may differ. 14 2 CFR Part 200.317-.326. 15 States and nonstate entities have different rules.States are required to follow 2 CFR 300.317(including 2 CFR 200.322 and 200.326)and nonstate entities are required to follow 2 CFR Part 200.318-.326. 16 Limited exceptions to this rule exist.Per 2 CFR§200.320(f),Procurement by noncompetitive proposals,noncompetitive procurement solicits a proposal from only one source and may be used only when one or more of the following circumstances apply:(1)The item is available only from a single source;(2)The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation;(3)The Federal awarding agency or passthrough entity expressly authorizes noncompetitive proposals in response to a written request from the non-Federal entity;or(4)After solicitation of a number of sources,competition is inadequate. 17 2 CFR§200.88. Federal Emergency Management Agency 13 LqImportance of Fair and Open Contracting Practices Without full and open competition,the risk of favoritism, collusion,fraud,waste and abuse increases. Following a recent disaster, a grant subrecipient did not openly compete a contract totaling$4.1 million to replace/repair pump stations and electrical components. Instead,the subrecipient used a contractor with which it had an existing business relationship before the disaster. In addition,the subrecipient accepted the contractor's proposed prices without performing an independent analysis of the prices to ensure reasonableness. Finally,the subrecipient did not take the required steps to assure the use of small businesses, minority-owned firms,women's business enterprises and labor surplus area firms when possible.Therefore,the DHS OIG questioned $4.1 million because the procurement did not comply with Federal requirements. Source:Audit Tips for Managing Disaster-Related Project Costs(OIG-15-100-D), DHS OIG,June 8, 2015 (Z) Skills and Capability Resources Community Recovery and Continuity of Government: ■ The Community Recovery Management Toolkit(CRMT) provides guidance, case studies,tools and training to help local communities manage long-term recovery after a disaster. ■ The Continuity Resource Toolkit provides tools,templates and resources to help a jurisdiction implement the concepts of continuity of operations and continuity of government. Grants Management: ■ FEMA's New Recipients of Disaster Grants Guide provides guidance to state,territorial and tribal governments on components of Public Assistance, Individual Assistance and Hazard Mitigation Grant Programs and the required actions to request, initiate and receive funding. ■ FEMA's Preparedness Grants Manual helps applicants and recipients of FEMA Preparedness Grants, including the Homeland Security Grant Program, manage their grants. Project and Portfolio Management: ■ The Project Management Institute provides tools,templates and publications related to project management skills, processes and standards. Procurement Management: ■ FEMA's Procurement Disaster Assistance Team (PDAT) helps familiarize FEMA personnel and nonprofit,state, local,tribal,territorial, regional and national emergency management personnel with the Federal procurement under grant standards. ■ FEMA's PDAT Field Manual lists, describes and exemplifies mandatory requirements for Public Assistance applicants using Federal funding to procure property and services. ■ FEMA's Contract Provisions Template outlines federally required contract provisions in addition to FEMA-recommended provisions. ■ Top 10 Procurement under Grants Mistakes Leading to Audits and Potential Loss of FEMA Public Assistance Funding lists the 10 most common procurement mistakes that could lead to audits and potential losses. ■ The detailed Checklist for Reviewing Procurements under Grants by Non-Federal Entities - 2 CFR Part 200 helps recipients and subrecipients comply with Federal procurement under grant requirements. Federal Emergency Management Agency 14 ■ The Federal Demonstration Partnership(FDP) is an association between Federal agencies,academic research institutions and other relevant organizations that maintains subaward forms,templates and guidance compliant with 2 CFR Part 200. ■ The Association for Procurement and Technical Assistance Centers(APTAC)is the national organization for procurement professionals working to help local businesses successfully compete in the government marketplace. ■ The National Association of State Procurement Officials(NASPO) provides state procurement officials with procurement best practices, education, professional development and research. ■ The Institute for Public Procurement(NIGP) provides public procurement professionals with educational and research programs, professional support and technical services. ■ The Government Finance Officers Association assists state and local government financial managers by providing best practices, guidance, publications and training opportunities on disaster management and business preparedness and continuity. Other Resources: ■ The American Society for Public Administration (ASPA) provides standards and advances excellence in public administration through continuous education and publications. 0 Questions to Consider ■ Do you know the top 10 procurement mistakes that FEMA finds? Do you have processes to avoid them? ■ What are your jurisdiction's existing financial management practices?What adjustments, if any, are needed to comply with procurement requirements? ■ Who would be on your jurisdiction's disaster financial management team? ■ Has your jurisdiction participated in any community or individual financial management trainings? ■ Can your staff and departments access just-in-time training to refresh critical skills? ■ If applicable, do you have subrecipient monitoring in place? Federal Emergency Management Agency 15 3 . Disaster Financial Management Activities Jurisdictions can complete several activities before, during and after a disaster to support sound disaster financial management. This section identifies specific activities a jurisdiction can complete prior to and following a disaster to more effectively obtain and manage disaster cost reimbursement and recovery funding. These lists are not all-inclusive; they provide a starting point of common activities to help jurisdictions streamline the funding process and mitigate the potential for rejected reimbursements and audit penalties. Jurisdictions should tailor these activities to their needs. This document groups disaster financial management activities into three categories: ■ Pre-Disaster Activities ■ Initial Post-Disaster Activities ■ Longer-Term Post-Disaster Activities. NOTE: These terms relate specifically to disaster financial management and do not have the same meaning or duration as the terms found in the National Disaster Recovery Framework. In addition, these time periods are not rigid and may blend into one another. Figure 2 summarizes the high-level activities for each category, and each activity is described in greater detail on the following pages. Federal Emergency Management Agency 16 FIGURE 2: EXAMPLE OF LOCAL 1 DISASTER 1 FINANCIAL 1 MANAGEMENT 1 ACTIVITIES PHASE(MORE INFORMATION FOLLOWS) PRE-DISASTER INITIAL POST-DISASTERLONGER-TERM POST-DISASTER Time Periods 1me Flexibility and May Blend into One Another • • Codify emergency fiscal policies Identify recovery vision, • Document use of mutual aid goals,and objectives and volunteers Organize for disaster Issue a local declaration of disaster . Engage appropriate VOADs funding operations Coordinate for EHP expertise Conduct disaster PDA • Request a disaster declaration Have a FEMA approved • • Activate disaster accounting • Continue documentation processes Hazard Mitigation Plan Manage grants consistent • • • with 2 CFR Part 200 • Log and track time and expenses ♦ Determine fiscal program eligibility • • Establish appropriate Activate needed procurements Identify leads for each project accounting principles and contracts Establish DFM policies • Document all expenditures + • • Engage legal counsel and procedures for DFM compliance Enable emergency contracting • Document all equipment + • Obtain approval for increased and materials used spending authority Determine best schedule Document all damages • + OW mergency DFM limits purchasing source and cost impacts Create a reserve Compile cost and expense data Manage positive cash flow disasterfuntl account Identify potential Adjust contracting and • DEPENDENT' ONGOING disaster assistance procurement thresholds PRIOR RESEARCH 1 ACCOUNTING SYSTEMS AND COLLABORATION MANAGEMENT PROCESSES 3. 1 Pre-Disaster Activities Before an incident is the time to conduct research, coordinate among stakeholders, identify resources, determine decisions and triggers and develop courses of action and a recovery plan to most effectively achieve initial recovery goals and recoup disaster costs. After an incident, it's often too late to begin identifying and establishing necessary disaster financial management processes. Jurisdictions that establish financial practices and procedures pre-disaster can mitigate funding delays or denials and avoid missing opportunities. Consider completing the following activities pre-disaster. They are grouped into two categories: research and collaboration activities and activities associated with establishing appropriate accounting systems and management processes. a OIG Assistance Since 2012,the DHS OIG has placed greater emphasis on prevention and early detection.OIG audits ensure compliance with Federal requirements and identify areas where grant recipients may need additional technical assistance or monitoring. To build awareness of program rules, regulations and common audit findings in advance of an audit, OIG personnel may be available to meet with grant recipients and subrecipients at the onset of program management activities. Proactively meeting with the OIG may enhance program management systems and activities and reduce findings in the future. Research and Collaboration ■ Review and codify emergency fiscal18 policies and procedures in ordinances. All local jurisdictions should codify the authorities that are assigned and permissible within the jurisdiction. Federal, state and private granting or funding agencies will not grant, loan or distribute funds to an organization without these policies and procedures. Pre-disaster is the best time to validate the appropriate resources. ■ Organize for disaster cost reimbursement and recovery funding operations. Establishing relationships and documenting financial management roles and responsibilities during steady- state can mitigate confusion in the aftermath of a disaster. Forming a disaster financial management team is a best practice. Jurisdictions should also complete documentation and training for all recovery support function roles and responsibilities.National resource typing definitions,position qualifications and Position Task Books (PTBs)assist with this effort. © Resource Typing Library Tool '$The term"fiscal"has implications around policy,procedures,revenues,tax or government revenue. Federal Emergency Management Agency 18 ■ Coordinate for Environmental and Historic Preservation(EHP)expertise. Many disaster recovery funding programs require jurisdictions to complete highly technical EHP reviews, assessments and planning considerations before applying for grants. By pre-establishing mutual aid or contracts to acquire this expertise,jurisdictions can mitigate the risks of rejected applications or assessments for noncompliance. In addition,jurisdictions may be able to leverage a single environmental review process for multiple Federal disaster recovery funding programs. Unified review practices can improve long-term disaster financial management and reduce project execution time. En ■ Complete and maintain a FEMA-approved Hazard Mitigation Plan. This plan identifies priority projects and actions to mitigate disaster impacts and is required to be eligible for FEMA's Hazard Mitigation Grant Program(HMGP)and for permanent work under FEMA's Public Assistance Program(Categories C—G)after a federally declared disaster. © FEMA Hazard Mitigation Planning Website Disaster Financial Accounting Systems and Management Processes ■ Use grant management practices that comply with 2 CFR Part 200. This guidance governs Federal grant funds. Without a grant management system in place, fundcrs will generally neither fund nor reimburse disaster costs. © 2 CFR Part 200 ■ Establish appropriate accounting principles. If applicable, maintain accounting standards and practices that comply with Generally Accepted Accounting Principles (GAAP), the Governmental Accounting Standards Board(GASB) or the Financial Accounting Standards Board(FASB)to ensure compliant practices for fiscal and accounting management. Funding agencies will not fund a jurisdiction without established acceptable accounting standards. These standards require a yearly audit to document the jurisdiction's accounting. © GASB Website ■ Establish and document financial management policies, procedures and account lines. Documenting policies and procedures pre-disaster and making sure all relevant personnel are familiar with them will significantly streamline financial management actions post-disaster. Additionally, financial policies and procedures for non-disaster projects should have the same requirements as disaster response and recovery projects to help the transition between pre-and post-disaster. Jurisdictions may consider creating response general ledger line items to account for response costs. Also consider developing a disaster financial management toolkit with relevant policies,procedures, forms and tools,readily available and easily accessible by those Federal Emergency Management Agency 19 who need them. FEMA's Procurement Disaster Assistance Team(PDAT)provides procurement- specific training to its grant recipients and offers procurement-related resources, such as a contracting checklist. ED PDAT Website ■ Implement emergency contracting mechanisms and contracts. Pre-existing and pre-qualified contracts with vendors for goods and services expedite response and recovery. Pre-existing contracts also ease the cost reimbursement process by ensuring Federal compliance prior to performance execution. It is essential to follow the jurisdiction's procurement policies and the procurement regulations in 2 CFR §§ 200.317-.326 when establishing pre-existing contracts, as well as when executing them during an event. Pre-existing contracts must follow the Federal procurement rules at 2 CFR§§ 200.317-.326 and applicable local, tribal and state requirements. Even properly procured pre-event contracts must adhere to all applicable performance,pricing and process standards. Contracts implemented through grants must adhere to the standards required by the grants. 19 Procurement Standards(2 CFR§§ 200.317-.326) ■ Research the best schedule purchasing source. Jurisdictions are encouraged to research compliant non-Federal cooperative purchasing ventures and GSA for the best options to quickly procure goods and services after a disaster. Jurisdictions enrolled in the GSA purchasing program can quickly procure or purchase federally approved goods and services, which helps ensure that pricing and terms are eligible for Federal disaster declaration reimbursements. As a condition of receiving financial assistance under the Public Assistance program, applicants must follow the Federal procurement under grant rules found at 2 C.F.R. Part 200.317—.326 when procuring goods or services through the GSA purchasing program. © GSA Advantage!® Disaster Relief © PDAT: Purchasing Goods or Services through GSA Disaster ©Public Assistance: Purchasing Goods&Services through Cooperative Purchasing Programs ■ Create an annual reserve disaster spending fund account. A reserve fund helps enable rapid response and recovery. Jurisdictions should estimate,to the best of their abilities,the fiscal impacts of threats,risks and hazards to help identify the monetary amount needed in a reserve fund. ■ Identify potential disaster assistance programs. A wealth of programs are available, and becoming familiar with the scope, eligibility,timelines and implementation requirements for the most applicable ones will help mitigate confusion in the aftermath of an incident. For example, Federal Emergency Management Agency 20 jurisdictions along the coastline should research programs that support coastal resilience, housing and infrastructure; states and jurisdictions with large rural populations should review programs that can assist with housing for farmers and food and agriculture support. As a best practice, jurisdictions should catalog the disaster assistance programs and resources most applicable to them, as well as the criteria and information for accessing them. © Appendix B lists Federal disaster assistance programs organized by timeframe. 10 Appendix C lists Federal disaster assistance programs organized by area of concern. 0 Individual Financial Preparedness Local officials and emergency managers should promote effective financial preparedness principles at all levels—including individuals,families and businesses.The devasting impact of disaster regularly underscores the importance of individual and family preparedness.Americans should act in traditional ways, like knowing their evacuation routes, as well as new ones, like building up a disaster savings account and reviewing insurance policies annually. Emergency managers and local leaders can develop financial preparedness messaging on budgeting, savings and appropriate insurance coverage to build individual resilience within their communities. A recent study conducted by the Federal Reserve found that 40 percent of Americans do not have enough money to cover a $400 emergency expense. FEMA's 2018 National Household Survey also revealed that about 30 percent of individuals do not have money set aside for an emergency. Having cash on hand and developing a rainy-day fund can expedite the individual recovery process and provide peace of mind. Reviewing insurance policies before a disaster and purchasing specialized insurance (e.g.,flood, earthquake,tsunami)are also important preparedness activities. Resources, such as the Emergency Financial First Aid Kit(EFFAK)and American Red Cross Disaster and Financial Planning Guide,and sample financial preparedness messaging are available at Ready.gov. 0 Questions to Consider ■ Do you have a rainy-day fund or other reserves that you can access? ■ Does your jurisdiction have an established accounting system to track expenses and bidding? ■ Does your jurisdiction have policies in place for disaster pay plans? ■ Does your jurisdiction have mutual aid agreements in place? ■ Do you have in-house capacity to manage disaster finances or do you need support from outside entities? ■ Are your jurisdiction's contracts current for debris collection, monitoring and consultation? ■ Do your jurisdiction's financial practices and procedures for non-disaster projects follow the same practices and procedures required for disaster-related projects? ■ Do your jurisdiction's pre-existing contracts comply with the Federal procurement standards? Federal Emergency Management Agency 21 3.2 Initial Post-Disaster Activities Initial cost recovery starts concurrently with response operations and typically ends within weeks of an incident. For some disasters, like a hurricane, expenses can start to accumulate before the disaster strikes. It is important that the jurisdiction track everything before and during a disaster. Proper organization and documentation from the start helps prevent denials, appeals and delays of funding. A jurisdiction that uses processes and a database or accounting tools to log and track disaster response and recovery costs can rapidly provide the necessary documentation to obtain reimbursement. Jurisdictions without a centralized repository for expenses will waste valuable time trying to assemble documentation. Accuracy in documentation is also critical to avoid errors and audit findings. For example,using an ambulance during a disaster for a medical emergency requires a different billing code than transporting a medically fragile individual. Such a seemingly small error can result in months of reimbursement challenges. Recovery managers are often appointed during initial post-disaster activities. Many recipients and subrecipients are the managers who are legally responsible for response and recovery actions,to include public infrastructure. Some of the activities that disaster financial management teams initiate in the initial days and weeks of recovery are below: ■ Review pre-disaster recovery plans and identify recovery vision, goals and objectives.19 A jurisdiction's pre-disaster recovery plan should identify key roles and responsibilities, systems and processes, as well as a tentative vision and goals. However, when disaster strikes, the real-time situation often differs from the pre-disaster plan. As such, a jurisdiction should review the pre-disaster plan in the context of the specific disaster,tailor the plan to address the recovery needs, and identify a disaster-specific recovery vision and goals. H Pre-Disaster Recovery Planning Guide for Local Governments © Pre-Disaster Recovery Planning Guide for State Governments 19 Pre-Disaster Recovery Planning Guide for Tribal Governments ■ Issue a local declaration of disaster using the existing declaration processes. Using the jurisdiction's pre-existing disaster declaration process activates the emergency powers and authorities needed for local response actions and fiscal expenditures. Any disaster cost reimbursements will require this declaration. 19 Visit FEMA's Community Planning and Capacity Building webpage for more information and resources to assist with developing a pre-disaster recovery plan.https://www.fema.goy/communiiy_planning-and-capacity-building. Federal Emergency Management Agency 22 ■ Conduct a preliminary damage assessment(PDA). The preliminary damage assessment process is vital to establish disaster cost impacts. Jurisdictions validate and develop cost recovery actions based on these estimations of damages and cost impacts. 19 Damage Assessment Operations Manual ■ Activate and use disaster accounting general ledger lines. Ledger line items allow jurisdictions to track costs precisely,report them to agencies for reimbursement and conduct detailed reporting and analysis. © Financial Accounting Standards Board Website ■ Log and track time and expenses. Disaster cost reimbursement requires accurate and detailed records of the time and costs associated with response actions. Initiating a disaster accounting general ledger is one way to track time and cost associated with a disaster. Reimbursement for associated costs incurred for actions taken during a response or recovery requires precise and acceptable documentation. 19 Financial Accounting Standards Board Website © Finance/Administration Section Chief Position Task Book ■ Activate emergency procurements and contracts as needed. Pre-existing contracts tremendously expedite response operations and can save the jurisdiction money, as terms and costs of response functions are also pre-determined. Pre-existing contracts still have to follow the Federal procurement rules at 2 CFR§§ 200.317-.326 and all applicable state, local, tribal or territorial requirements. Emergency procurements and contracts simply expedite the process to procure fast contract performance. Emergency contracts must comply with all procurement under grant regulations. ■ Document all expenditures related to response and disaster impacts. Jurisdictions should use the general ledger line items to document every expenditure related to response and recovery. The jurisdiction must justify each expenditure and directly relate it to the incident response, as well as differentiating response costs from concurrent general operational costs. © Damage Assessment Operations Manual ■ Document all equipment and materials used during response activities. Any reimbursements will require accurate documentation. ■ Document all damages and cost impacts. Any fiscal reimbursement requires documentation of all damages and cost impacts. The documentation will include cost and expense reports,as well as established damage cost estimation processes. Federal Emergency Management Agency 23 © Damage Assessment Operations Manual ■ Compile cost and expense data. To achieve certain thresholds for disaster cost reimbursements, jurisdictions must show proof of cost and impact, which requires compiling and aggregating fiscal information. ■ Adjust contracting and procurement thresholds to account for increased emergency expenditures. As response operations continue and expenses increase,jurisdictions may quickly reach the local legal fiscal thresholds for operations and fiscal expenses. Jurisdictions should proactively analyze these ceilings and make necessary adjustments. If the jurisdiction exceeds its legal authority, the fiscal reimbursements or grant funds may be impacted. Jurisdictions should consult with the appropriate funding authorities to make sure any changes in procurement or other policies are consistent with legal requirements. Jurisdictions will need to reassess all emergency or exigency contracts and transition to a competitive contract once the emergency or exigency circumstance ends. Additionally, certain aspects of Federal procurement standards and other grant requirements under 2 CFR Part 200 apply even in emergencies, such as cost reasonableness and adequate documentation. () Apply Value of Donated Resources FEMA allows recipients and subrecipients to apply the value of donated resources used during eligible emergency and permanent work toward the non-Federal cost share of their projects. Recipients and subrecipients must meet certain conditions to apply the offset to specific work. Refer to the Donated Resources section of the Public Assistance Program and Policy Guide for more information. 10 Ohio's Disaster Cost Tracking Policy The Ohio Emergency Management Agency(EMA) recognized the need to better track disaster costs across agencies for a more comprehensive picture of disaster spending across the state.To address this issue, Ohio implemented a cost tracking policy. Ohio's cost tracking policy is tied to activation levels at the state emergency operations center(EOC). Under their policy,when the EOC reaches partial activation,the Director of the Ohio EMA sends a memo to the Ohio Office of Budget and Management,which alerts fiscal officers of each state agency involved in the EOC to begin tracking spending associated with that disaster.These agency officials collect expenditures on personnel, equipment,state-owned infrastructure damage and grants and loans to local governments for response and repair costs and send this information to the Ohio EMA.Although Ohio policy does not prescribe a specific way for agencies to track this spending, it encourages them to tag or code it in the state's financial management system. Ohio's primary goal is to make tracking as streamlined as possible and a routine part of how state agencies deal with disasters. It continues to educate agencies on how to implement this policy during a disaster.The Ohio EMA is creating standard operating procedures for the type of spending fiscal officers should track and report and reference materials to promote their use.Over time, Ohio hopes to have a more complete understanding of how much they spend across the state on disasters to inform decisions and priorities. For more information, visit htt /finsource.ohio.Pov. Federal Emergency Management Agency 24 0 Questions to Consider ■ Have your priorities shifted since your jurisdiction's last planning cycle? ■ Does your team share the same recovery vision and goal? ■ Have you coordinated with your disaster financial management partners?20 ■ How can you best follow your business continuity plan? ■ Do you know what the most restrictive rule21 is for procurement? ■ Do you know how the Federal procurement under grant regulations interact with applicable state, local or tribal policies and procedures? ■ Do pre-existing contracts comply with the Federal procurement standards? 3.3 Longer-Term Post-Disaster Activities Jurisdictions should continue good practices of disaster financial management throughout response and recovery. Many critical financial management activities must be completed during the initial recovery effort,but several activities occur later in the recovery process. Many disaster funding programs for recovery become available to jurisdictions months after the disaster has occurred, and more long-term funding programs for recovery can be implemented years into the recovery process. Localities also see impacts to their tax receipts in the long term. By incorporating longer-term post-disaster activities into the regular rhythm of disaster financial management, emergency managers and recovery managers continue to reduce disaster financial management risk and improve financial practices for potential future disasters. Some activities that jurisdictions conduct after the initial weeks of recovery operations are below: ■ Document use of mutual aid and volunteer recovery programs. Jurisdictions must document and track their mutual aid agreements and the costs associated with those response functions. This cost becomes a component of the disaster declaration process and analysis. In certain instances, properly tracked volunteer labor may also be counted as a non-Federal match for certain disaster funding programs for recovery, such as debris management. H National Incident Management System (NIMS) Guideline for Mutual Aid 20 This includes coordinating with horizontal and vertical partners.For example,states should coordinate with FEMA and other Federal agencies,as well as with other states(e.g.,mutual aid agreements)and affected localities. 21 The term"rule"is a catch-all for what may be found in regulations,policies,authorities or ordinances.Thresholds are only a small piece of procurement regulations/rules. Federal Emergency Management Agency 25 ■ Engage Voluntary Organizations Active in Disaster (VOADs)in area-specific functions. VOADs in areas such as housing, infrastructure, sheltering, and mass care can often provide services in response and recovery operations, saving the jurisdiction large amounts of money. © National Voluntary Organizations Active in Disaster Website © Donated Resources section of the Public Assistance Program and Policy Guide ■ Request an emergency or major disaster declaration from the President. This activates emergency powers/authorities for response actions and fiscal expenditures. Many disaster cost reimbursements require this declaration. © Disaster Declaration Process Website ■ Continue documentation processes. Detailed documentation and accounting requirements should continue throughout response and recovery efforts. ■ Determine fiscal program eligibility and application processes. Fiscal and damage impact reports and analyses are the basis for funding cligibilitics and grant awards. Jurisdictions must ensure that the types of disaster costs incurred, such as housing, infrastructure or transportation, are eligible expenses for the disaster recovery program utilized. © Appendix B lists Federal disaster assistance programs organized by timeframe. © Appendix C lists Federal disaster assistance programs organized by area of concern. ■ Identify leads for each project for reimbursement. Department leads can oversee each project being submitted for reimbursement. As appropriate, these leads can respond to discipline-specific questions from grant providers. ■ Engage legal counsel for contracts and procurement compliance. After the initial response is complete and operations are transitioning into recovery, legal counsel will advise and consult on non-emergent contractual and fiscal functions. The legal review and counsel also help ensure compliance for future fiscal reimbursements. ■ Obtain governing body resolution or approval for increased emergency spending authority, contracting, or access to disaster reserve funds. If applicable, and in consultation with legal counsel, increasing or adjusting legal authorities may be required to continue operations and receive disaster grant funds. ■ Integrate emergency procurement and expense authorization limits. As they transition to recovery,jurisdictions should reevaluate emergency procurements and contracts thresholds. Federal Emergency Management Agency 26 ■ Managing positive cash flow. Jurisdictions need to have adequate cash reserves and receivables available that do not exceed expenses. Additionally,jurisdictions should understand the movement of fiscal resources for obligation and commitment that can be received and expended within a short accounting cycle, typically 30 days. E) Questions to Consider ■ How will your community manage jurisdiction cash flow? ■ Are you in contact with relevant associations and peers for resources and support? ■ Are you reporting progress regularly to a governing board and the public? bAdditional Resourcesfor Disaster Accounting: ■ The Association of Government Accountants(AGA) maintains training standards and certifications in governmental accounting standards. Crisis Management: ■ The International City/County Management Association (ICMA) Leadership and Professional Local Government Managers: Before, During and After a Crisis Guide highlights and helps local government managers understand the common and effective leadership and management skills to deploy during a crisis. Internal Controls and Risk Management: ■ The Committee of Sponsoring Organizations of the Treadway Commission (COSO)develops comprehensive frameworks and guidance on enterprise risk management, internal controls and fraud deterrence. Risk Management: ■ The Chief Financial Officers Council Enterprise Risk Management Playbook provides guidance and high-level considerations to establish an enterprise risk management program. Other Resources: ■ The Government Finance Officers Association assists state and local government financial managers by providing best practices,guidance, publications and training opportunities on disaster management and business preparedness and continuity. ■ The National Association of Counties strengthens counties across the Nation through several initiatives, including resiliency and disaster management. ■ The National League of Cities assists the Nation's cities and their leaders by providing resources on an array of topics, including public safety and disaster preparedness. Federal Emergency Management Agency 27 4 . Consolidated Resource List The resources identified in this guide may change to meet new needs and desired outcomes. ■ American Red Cross Disaster Financial PlanningGuide:uide: Useful tips to prepare individuals for a disaster, especially financially. ■ American Society for Public Administration(ASPA) Website: Provides standards and advances excellence in public administration through education and publications. ■ Association for Procurement and Technical Assistance Centers (APTAC)Website: Procurement professionals working to help local businesses successfully compete in the government marketplace. ■ Association of Government Accountants (AGA)Website: Maintains training standards and certifications in governmental accounting standards. ■ Checklist for Reviewing Procurement under Grants by Non-Federal Entities—2 CFR Part 200: A detailed checklist to help recipients and subrecipients comply with Federal procurement requirements. ■ Chief Financial Council Enterprise Risk Management Plate: Guidance and high-level concepts for establishing an enterprise risk management program. ■ Committee of Sponsoring Organizations of the Treadway Commission(COSO)Website: Develops comprehensive frameworks and guidance on enterprise risk management, internal controls and fraud deterrence. ■ Community Recovery Management Toolkit(CRMT): Guidance, case studies, tools and training to help local communities manage long-term recovery after a disaster. ■ Continuity Resource Toolkit: Tools, templates and resources to help a jurisdiction implement the concepts of continuity of operations and continuity of government. ■ Damage Assessment Operations Manual: Defines national standards for assessing damage and the information considered when evaluating requests for a Major Disaster Declaration. ■ Donated Resources section of the Public Assistance Program and Policy Guide(PAPPG): Combines all Public Assistance policy into a single volume and provides an overview of the Public Assistance Program implementation process, with links to other publications and documents that provide additional process details. ■ Emergency Financial First Aid Kit(EFFAK): Guidance for individuals and families on how to prepare financially for a disaster. ■ Federal Demonstration Partnership (FDP)Website: Maintains 2 CFR Part 200—compliant subaward forms, templates and guidance. ■ FEMA's Contract Provisions Template: Outlines the federally required contract provisions in addition to FEMA-recommended provisions. Federal Emergency Management Agency 28 ■ Finance/Administration Section Chief Position Task Book(PTB): The performance criteria a trainee must meet to be certified as a Finance/Administration Section Chief in the National Qualification System(NQS). ■ Financial Accounting Standards Board Website: Information, white papers and educational webcasts/podcasts on the established accounting and financial reporting standards for public and private companies and not-for-profit organizations that follow GAAPs. ■ Government Finance Officers Association Website: Provides best practice guidance, publications and training opportunities to state and local government financial managers on disaster management and business preparedness and continuity. ■ Governmental Accounting Standards Board(GASB)Website: Information, white papers and educational webcasts/podcasts on the established accounting and financial reporting standards for state and local governments that follow GAAPs. ■ GSA AdvantageW Disaster Relief. Provides Federal, state and local government agencies access to needed supplies and equipment for disaster relief and emergency preparedness. ■ Hazard Mitigation Planning Website: Introduces state, local, tribal and territorial officials to hazard mitigation planning and describes its benefits. ■ International City/County Management Association(ICMA)Leadership and Professional Local Government Managers: Before, During and After a Crisis Guide: Helps local government managers understand the common and effective leadership and management skills that can be deployed during a crisis. ■ Institute for Public Procurement(NIGP): Provides public procurement professionals with educational and research programs,professional support and technical services. ■ National Association of Counties Website: Strengthens counties across the Nation through several initiatives, including resiliency and disaster management. ■ National Association of State Procurement Officials (NASPO)Website: Provides state procurement officials with best practices, education, professional development and research. ■ National Incident Management System(NIMS)Guideline for Mutual Aid: Common practices and processes for mutual aid planning and creating legal agreements and operational plans to support mutual aid planning. ■ The National League of Cities: Assist the Nation's cities and their leaders by providing resources on array of topics, including public safety and disaster preparedness. ■ National Voluntary Organizations Active in Disaster Website: Provides a list of national VOADs, as well as state and/or local points of contact. ■ New Recipients of Disaster Grants Guide 2019: Guidance to state, tribal and territorial governments on components of public assistance, individual assistance and the Hazard Mitigation Grant Program and the actions to request, initiate and receive funding. ■ Office of Environmental Planning and Historic Preservation Website: Tools, templates and resources to help FEMA, state and local partners and grantees and subgrantees comply with Federal environmental and historic preservation laws and executive orders. Federal Emergency Management Agency 29 ■ Pre-Disaster Recovery Planning Guide for Local Governments: Helps local governments prepare for recovery from future disasters by engaging with the whole community and planning for recovery activities that are comprehensive and long term. ■ Pre-Disaster Recovery Planning Guide for State Governments: Helps states and territories prepare for recovery by developing pre-disaster recovery plans that engage members of the whole community; recovery capabilities across state government and nongovernmental partners; and an organizational framework for comprehensive state recovery efforts. ■ Pre-Disaster Recovery Planning Guide for Tribal Governments: Helps tribal governments prepare for recovery efforts from future disasters by engaging with the whole community and planning for recovery activities that are comprehensive and long term. ■ Preparedness Grant Manual: Guidance for applicants and recipients on managing FEMA Preparedness Grants, including the Homeland Security Grant Program. ■ Procurement Disaster Assistance Team(PDAT)Field Manual: Procurement information for FEMA Public Assistance award recipients and subrecipients. ■ PDAT: Purchasing Goods and Services Through the GSA Disaster: Information on complying with Federal rules when using the GSA Disaster Purchasing Program. ■ PDAT Website: The goals, roles and responsibilities of FEMA's Procurement Disaster Assistance Team before a disaster and during an active deployment. ■ Procurement under Grant Regulations (2 CFR§§ 200.317—.326): The sections on procurement under grant regulations. ■ Project Management Institute Website: Tools, templates and publications related to project management skills, processes and standards. ■ Public Assistance: Purchasing Goods or Services Through Cooperative Purchasing Programs: Information regarding the use of cooperative purchasing programs by non-state applicants for procurement above the simplified acquisition threshold. ■ Ready.gov Financial Preparedness Website: Provides a checklist for individual financial preparedness. ■ Resource TypingL ibr Tool: An online catalog of national resource typing definitions, position qualifications and Position Task Books. ■ Title 2, U.S. Code of Federal Regulations, Part 200 (2 CFR Part 200). ■ Top 10 Procurement under Grants Mistakes Leading to Audits and Potential Loss of FEMA Public Assistance Funding: A list of the 10 most common procurement mistakes that could lead to audits and potential losses. Federal Emergency Management Agency 30 5. Glossary Disaster recovery programs use very specific terms to identify who can request, receive and apply for funding. Understanding these terms will help identify which disaster recovery programs the jurisdiction and other stakeholders can leverage and how to request and apply those funds. The following terms are common to most grant, loan and financial support programs.22 TERM DEFINITION APPLICANT A non-Federal entity submitting an application for assistance. The movement of fiscal resources for obligation and commitment that can be received and expended within a short accounting cycle. CASH FLOW — A short accounting cycle is typically a 30-day window in which the jurisdiction pays its debts and fiscal obligations. — A positive cash flow cycle means the jurisdiction has adequate cash reserves and receivables that do not exceed expenses. An entity that receives a contract as defined in 2 CFR § 200.22. — A contract means a legal instrument by which a non-Federal entity purchases property or services to carry out a project or program under a CONTRACTOR Federal award.The term as used in this part does not include a legal instrument, even if the non-Federal entity considers it a contract, when the substance of the transaction meets the definition of a Federal award or subaward. Associated with all fiscal assets available to the local jurisdiction to pay fiscal FUNDING obligations,whether short term (within 30 days) or long term (greater than 30 days). Includes items such as cash receivables, investment returns, enterprise receipts and tax base receipts. NON-FEDERAL ENTITY A state, local government,tribe, institution of higher education or nonprofit organization that carries out a Federal award as a recipient or subrecipient. PASSTHROUGH ENTITY A non-Federal entity that provides a subaward to a subrecipient to carry out part of a Federal program. A non-Federal entity that receives a Federal award directly from a Federal RECIPIENT awarding agency to carry out an activity under a Federal program.A recipient is not inherently a passthrough entity; it only becomes a passthrough entity when it passes grant funds down to a subrecipient. The jurisdiction or community partner that submits a subapplication to the SUBAPPLICANT applicant(recipient)for assistance.The subapplicant becomes the subrecipient upon award. An award provided by a passthrough entity to a subrecipient for the subrecipient to carry out part of a Federal award received by the SUBAWARD passthrough entity. It does not include payments to a contractor or payments to an individual who is a beneficiary of a Federal program.A subaward may be provided through any form of legal agreement, including an agreement that the passthrough entity considers a contract. 22 Recovery programs use the term"applicant"in a totally different manner than listed in the Glossary.In recovery programs, "applicant"refers to both recipients and subrecipients.However,the terms"recipients"and"subrecipients"are used by the respective Federal agencies and thus are listed separately in this Glossary. Federal Emergency Management Agency 31 TERM DEFINITION A non-Federal entity that receives a subaward from a passthrough entity to SUBRECIPIENT carry out part of a Federal program. It does not include an individual who is a beneficiary of such program.A subrecipient may also be a recipient of other Federal awards directly from a Federal awarding agency. Federal Emergency Management Agency 32 6 . Acronym List ACRONYM DEFINITION ACA Patient Protection and Affordable Care Act ACF HHS Administration for Children and Families ACL Administration for Community Living ADA Americans with Disabilities Act AFG Assistance to Firefighters Grants AGA Association of Government Accountants AL Assistance Listings APTAC Association for Procurement and Technical Assistance Centers ASPA The American Society for Public Administration 132S Build to Scale BIA Bureau of Indian Affairs BUILD Better Utilizing Investments to Leverage Development CCP Crisis Counseling Assistance and Training Program CDBG Community Development Block Grant CDBG-DR Community Development Block Grant- Disaster Recovery CDL Community Disaster Loan CFDA Catalog of Federal Disaster Assistance CFR Code of Federal Regulations COSO Committee of Sponsoring Organizations CPD Community Planning and Development CRMT Community Recovery Management Toolkit CRS Community Rating System CSBG Community Services Block Grant DBA Davis-Bacon Act DCM Disaster Case Management DHS Department of Homeland Security DLS Disaster Legal Services DOD Department of Defense DOE Department of Energy DOL Department of Labor DOT Department of Transportation DRRA Disaster Recovery Reform Act DWG Dislocated Worker Grant DWSRF Drinking Water State Revolving Fund ECWAG Emergency Community Water Assistance Grant EDA Economic Development Administration EDEN Extension Disaster Education Network Federal Emergency Management Agency 33 ACRONYM DEFINITION EFFAK Emergency Financial First Aid Kit EHP Environmental and Historic Preservation EMA Emergency Management Agency EOC Emergency Operations Center EPA Unites States Environmental Protection Agency ER Emergency Relief ETA Employment and Training Administration EWP Emergency Watershed Protection FASB Financial Accounting Standards Board FDP Federal Demonstration Partnership FEMA Federal Emergency Management Agency FHA Federal Housing Authority FHWA Federal Highway Administration FLSA Fair Labor Standards Act FMAG Fire Management Assistant Grant FP&S Fire Prevention&Safety FPE Floodplain Easement FTA Federal Transit Administration FWS Fish and Wildlife Service GAAP Generally Accepted Accounting Principles GASB Governmental Accounting Standards Board GSA General Services Administration HHS Department of Health and Human Services HMGP Hazard Mitigation Grant Program HRSA Health Resources and Services Administration HUD Department of Housing and Urban Development ICDBG Indian Community Development Block Grant ICMA International City/County Management Association IHP Individuals and Household Program IRIS Inquiry Routing and Information System MAP Moving Ahead for Progress MOU Memorandum of Understanding NADL Native American Veteran Direct Loan NASA National Aeronautics and Space Administration NASPO National Association of State Procurement Officials NEH National Endowment for the Humanities NEPA National Environmental Policy Act NFIP National Flood Insurance Program NHPA National Historic Preservation Act NIGP Institute for Public Procurement Federal Emergency Management Agency 34 ACRONYM DEFINITION NIMS National Incident Management System NOAA National Oceanic and Atmospheric Administration NPS National Park Service NQS National Qualification System NRCS Natural Resources Conservation Service NRCSDC NRCS District Conservationist NRCSSC NRCS State Conservationist OIG Office of the Inspector General OMB Office of Management and Budget PAPPG Public Assistance Program and Policy Guide PDA Preliminary Damage Assessment PDAT Procurement Disaster Assistance Team PDM Pre-Disaster Mitigation PTB Position Task Book RD Rural Development RUS Rural Utilities Service SAFER Staffing for Adequate Fire and Emergency Response SAMHSA Substance Abuse and Mental Health Services Administration SBA Small Business Administration SCI Sustainable Communities Initiative TIGER Transportation Investment Generating Economic Recovery USACE United States Army Corps of Engineers USDA United States Department of Agriculture USGS United States Geological Survey VA Department of Veterans Affairs VOAD Voluntary Organizations Active in Disasters WIOA Workforce Innovation and Opportunity Act Federal Emergency Management Agency 35 Appendix A : Introduction to Financial Assistance Programs A wealth of financial assistance is available to aid jurisdictions in their disaster recovery efforts. Disaster financial management teams should become familiar with relevant programs before a disaster occurs,to streamline the process of recovering disaster costs and enable quick identification and support of applications for disaster recovery funding. This appendix introduces key concepts to help jurisdictions identify and review relevant programs, including available types of disaster financial assistance and the role of presidential disaster declarations in the process. Types of Disaster Financial Assistance Disaster recovery funding falls into five primary categories: state programs, Federal disaster assistance, supplemental funding, annual programs and nongovernmental and philanthropic organizations. Understanding these categories helps jurisdictions navigate available programs,manage cash flow activities and identify programs that best support their needs and timelines. $ State Programs States have limited disaster funding programs for recovery, which are typically geared towards emergency costs related to expansion or modification of existing human services programs or providing cost-share support. Additionally, states may allocate funding from annual programs to address disaster needs. States also work with VOADs to coordinate nongovernmental resources for individual and family recovery. Emergency managers and recovery managers are encouraged to consult with the State Emergency Management Office or the State Disaster Recovery Coordinator regarding disaster assistance programs or other help in identifying resources from state agencies for their local communities. �S Federal Many Federal disaster funding programs for recovery provide financial support directly to the locality(recipient), with some providing support through the state(recipient)to the locality (subrecipient). Some Federal grant programs require recipients to provide matching financial contributions. Through the Stafford Act, FEMA provides Federal disaster resources. FEMA's Individual Assistance, Public Assistance and Hazard Mitigation Grant Programs are the three main programs of support in these disasters. The United States Department of Agriculture(USDA), the Small Business Administration(SBA)and the Department of Transportation(DOT)may also expand support under presidential declarations. Federal Emergency Management Agency 36 $ Su pplemental Funding In times of need, Congress may pass a supplemental spending bill to allocate additional funds to recovery programs and support additional needs of affected jurisdictions. Typically designated to an existing program, supplemental funding creates a disaster-specific version of that program with disaster-specific timelines. Supplemental funding can also allocate funds to help cover state needs not typically covered by emergency response and recovery programs (for example: funding to recover urban forests, reduce wildlife fire incidence due to downed wood or rebuild nursery production capabilities. $ Annual Programs State and Federal annual programs are a significant source of disaster funding for recovery but usually were not designed with disaster timelines in mind. For example, annual programs that support housing needs during steady-state may apply to housing for disaster response and recovery efforts. However, the eligibility,timelines and requirements of the program are not conducive to quick disaster recovery efforts. Jurisdictions should review annual programs as complementary, not primary, sources of disaster funding for recovery. c$ Nongovernmental & Philanthropy 0, Nongovernmental, nonprofit and philanthropic organizations provide both disaster-specific and annual resources, often to other nonprofits and quasi-governmental entities, for support activities. Many Federal and state programs provide funds to nonprofit organization applicants (community housing or development)for projects that benefit many individuals through housing, social services, infrastructure or economic development projects. Nonprofits may use the funding to support their operations, which support and benefit individuals and families. Sometimes, though not often, nonprofits will award and distribute mini-grants to individuals and families. The Role of Presidential Disaster Declarations The Robert T. Stafford Disaster Relief and Emergency Assistance Act(Stafford Act)authorizes the President to issue two types of declarations—emergency and major disaster—in response to catastrophes in the United States that overwhelm state, local,tribal and territorial governments.23 Both types of declarations allocate Federal disaster assistance to individuals and families, certain nonprofit organizations and public agencies and supplement emergency services, such as the protection of lives, property,public health and safety. Many Federal programs require a presidential disaster declaration before funding can be made available, so jurisdictions should look for that requirement when reviewing potential programs. Jurisdictions also need to understand the disaster declaration process,particularly which types of incident may result in an emergency declaration or major disaster declaration,to plan accordingly when identifying potential zs FEMA Disaster Declaration Process:https://www.fema. o�v/pdf/media/factsheets/dad_disaster declaration.pdf. Federal Emergency Management Agency 37 programs to support specific incidents. Below are descriptions of the two types of presidential disaster declarations. ■ Emergency Declarations: These supplement state and local emergency services, such as protecting lives, property, public health and safety, or lessen or avert the threat of a catastrophe in any part of the U.S. An emergency declaration can be for any occasion or instance when the President determines Federal assistance is needed, including before an actual incident when a threat is recognized. For example, states and territories are frequently granted declarations prior to a hurricane making landfall or a significant flooding event. Assistance and funding are limited in scope to activities such as evacuations and protection of public assets. If the total amount of Federal assistance for a single emergency exceeds five million dollars,the President shall report to Congress. ■ Major Disaster Declaration: Issued after a disaster or catastrophic event,this declaration is a broader authority to help states and local communities, as well as families and individuals, recover from the damage. The President can declare a major disaster declaration for any natural event, including any hurricane, tornado, storm, high water, wind-driven water, tidal wave, tsunami, earthquake, volcanic eruption, landslide, mudslide, snowstorm or drought, or,regardless of cause, fire, flood or explosion that the President believes has caused damage of such severity that it is beyond the combined capabilities of state and local governments to respond. A major disaster declaration provides a wide range of Federal assistance programs for individuals and public infrastructure, including funds for emergency and permanent work. Federal Emergency Management Agency 38 Appendix B : Timeline of Common Federal Disaster Funding Programs for Recovery A significant number of disaster recovery funding programs are available to aid jurisdictions. To help jurisdictions research potential programs, this appendix presents some of the most widely applicable Federal disaster recovery funding programs. Figure 3 and the narrative timeline that follows it provide an overview of the most widely applicable disaster recovery funding programs in chronological order of when they are typically activated. They also provide an overview of the program requirements and considerations, including potential eligible recipients. Where relevant,the appendix differentiates between the applicant or recipient,the subapplicant or subrecipient and the beneficiary of the program. 0 • - Community Approach As part of the Whole Community Approach to Emergency Management,emergency managers engage, support and guide all members of their jurisdictions and communities through response and recovery efforts. Individuals and families, nonprofits and philanthropic organizations,critical infrastructure and key resource entities,small businesses, agricultural entities and jurisdictions should consult the local emergency manager for disaster response and recovery funding guidance. ■ Program timing can vary greatly. Most Federal programs are contingent upon a presidential declaration. Following a declaration, some programs are available immediately to deal with the immediate consequences of the incident, while eligibility for other programs occurs over time as the impacts of the disaster become more apparent. For example, GSA disaster assistance programs are some of the first mechanisms available to jurisdictions, enabling rapid contracting of basic services or items to accelerate the response and recovery.24 Other programs, such as the Highway Trust Fund Emergency Relief Program(ER Program), requires the impacted state DOT to submit an application for damages to Federal-aid highway routes, which normally requires a damage inspection field report. As a result, states may not receive funding from this program for six months or longer. ■ If programs require additional actions from a jurisdiction(e.g., developing an action plan)prior to disbursement, funds may not be available until weeks or months after application. ■ This timeline uses the date of disaster declaration(when the source requires a declaration) and the actual date of the disaster(when a declaration is not required). za Jurisdictions must ensure compliance with the Federal procurement under grant regulations if using GSA Disaster Purchasing. Purchases are not automatically compliant with these regulations.For more information,review the PDAT:Purchasing Goods and Services through the GSA Disaster Fact Sheet. Federal Emergency Management Agency 39 ■ These timeframes are general categories and do not denote a specific start or end date of application for each program. ■ Each program's timeline can also vary from activation to activation. Federal Emergency Management Agency 40 FIGURE 3: EXAMPLE TIMELINE OF KEY FEDERAL FUNDING PROGRAMS FOR RECOVERY Emergency Rehabilitation of Flood Control Works I USACE Community Facilities Direct Loan and Grant I USDA Community Development Block Grant Supports Army Corps Flood control or shoreline Provides support for rural community facilities damaged or impacted. (CDBG)Section 108 Loan I HUD protection projects.B ® w B ® ® ® © Expands benefits for dislocated workers and finances ' ® w GSA Disaster Purchasing I GSA Drinking Water State Revolving Fund(DWSRF) I EPA creation of temporary jobs.® Allows recipient to purchase goods and services using the Provides support to public water systems that have been damaged Community Development Block Grant GSA Schedule contracting mechanism.Allows for rapid and by a major disaster. . (CDBG)State Program I HUD B ® O Formula-based rant to states that can support simple procurements that are federally compliant. g Fire Management Assistance Grant Program I FEMA disaster recovery housing projects. 0 ® ® ® A component of the FEMA PA Program,the Fire program provides is ® ' e GSA Disaster Purchasing—Public Health Emergency I GSA assistance for public entities impacted by major fires. Hazard Mitigation Grant Program(HMGP) FEMA Allows recipient to purchase goods and services using the E) ® ® ® 8 Provides support to identified mitigation projects GSA Schedule contracting mechanism.Allows for rapid and that are identified in the recipient's FEMA-approved simple procurements that are federally compliant. National Dislocated Workers DOL Mitigation plan.B ® ® ® Q 8 Expands benefits for dislocated workers and finances creation ® "' 0 ® ', 8 of temporary jobs.B w 0 r +1 MONTH +3 MONTHS +6 MONTHS +1 YEAR Community Development Block Grant Disaster Recovery(CDBG-DR)Program HUD Community Development Block Grant(CDBG)Entitlement I HUD s Provides assistance for housing recovery projects. Annual formula-based grant providing support for housing and economic i ® ® A Emergency Community Water Assistance I USDA recovery based projects.B ® e Provides support for areas that are impacted or are imminently threatened by Community Disaster Loan I FEMA INCIDENT a major disaster. ® ® © Provides loan funding to support communities fiscally impacted by loss of Emergency Watershed Protection(EWP) I USDA revenue from a major event.® ; ® ® 8 Supports emergency watershed protection measures and control actions. Highway Trust Fund I DOT B l ® ® O ® © Provides support to emergency relief or repair of Federal-aid highways. Indian Community Development Block Grant(ICDBG) I HUD ® 0 0 ® i 0 Provides assistance for housing recovery projects for federally recognized tribes impacted by a major disaster.B ® ' e Y FUNDING TYPE ELIGIBILITY Individual Assistance I FEMA ; Provides assistance to jurisdictions as well as to individuals and households. REC®GRANT ®LOCAL ®FEDERALLY e ® ® O ® © A ®LOAN ®STATE TRIBE OGNIZED Public Assistance I FEMA Op OTHER OTERRITORY ©NONPROFIT -- --------------=--------- Provides assistance for publicly owned facilities and structures impacted by A FEDERAL DISASTER DECLARATION REQUIRED a major disaster.B ® ® Q ® © 8 Federal Emergency Management Agency 41 For the purposes of this appendix, timeframes are divided into one week, one month,three months, six months and one-year post-disaster or disaster declaration. These timeframes are notional and do not denote a specific start or end date of application for each program. Each program's timeline can vary from activation to activation, so jurisdictions should review the most recent versions of applicable programs during disaster response and recovery efforts. The information on each program provides a high-level overview of the relevant agency, activating mechanism, cost-sharing requirements, eligibility,timeline, website link and Assistance Listings (AL)/Catalog of Federal Disaster Assistance(CFDA)number.25 The at-a-glance references below are not authoritative for the referenced programs jurisdictions should seek definitive information on programs of interest directly from those programs. One Week After Disaster or Declaration +1 WEEK � +3 MONTHS +6 MONTHS +1 YEAR Actions related to saving lives and mitigating further damage are the priority during the immediate aftermath of a disaster response.Jurisdictions can perform several quick actions to positively impact disaster financial management efforts. In the chaos of the response,the disaster financial management team can use pre-coordinated mechanisms for funding response actions.When authorized, actions such as implementing GSA schedule purchasing and activating standard emergency contracts accelerate the response and recovery for the jurisdiction. Pre-disaster coordination links the various managers who are legally responsible for response and recovery actions with the actions necessary for successful reimbursement. Emergency Rehabilitation of Flood Control Works or Federally Authorized Coastal Protection Works GLOCAL G STATE This program helps repair and restore flood control works damaged by flood, or federally authorized hurricane flood and shore protection works damaged by extraordinary wind, wave or water action. Public sponsors must provide lands, easements and rights of way; indemnify the Federal Government from damages due to authorized work; and satisfactorily maintain any flood control or shore-protection works involved. Agency. U.S. Department of Defense(DOD)/Department of the Army/USACE z5 The Federal Government made changes in the way they structured several websites.They combined some legacy sites into one master site,the new beta.sam.gov.In the merger,the Federal Government converted the title/verbiage of the old CFDA website and called the new site"Assistance Listings."While there are new titles,each assistance listing is associated with a unique five-digit CFDA number. Federal Emergency Management Agency 42 Activating Mechanism: Public sponsors of flood control and shore-protection works that are active in the USACE Rehabilitation and Inspection Program submit written requests to the appropriate USACE district. Cost-Sharing Requirements:Assistance depends on the rehabilitation work having a favorable benefit-to-cost ratio. Costs to repair Federal projects,such as USACE constructed, locally operated and maintained projects, are funded 100 percent of the USACE costs. Costs for non-Federal projects are shared 80 percent by USACE and 20 percent local. Eligibility: Owners of damaged flood protective works or state and local officials of public entities responsible for the maintenance, repair and operation of flood control and shore protection work that are active in the USACE Rehabilitation and Inspection Program are eligible to apply as recipients.Their active status must be in effect before the flood or coastal storm damages the project. Gaining active status requires USACE inspection of the flood control work. Beneficiaries of this program also include all persons living in areas protected by eligible flood control or coastal protection works.26 Timeline: Make written applications by letter or on forms used by the local USACE district commander. Submit applications within 30 days after a flood or unusual coastal storm. Website: Emer ency Rehabilitation of Flood Control Works or Federally Authorized Coastal Protection Works AL/CFDA Number: 12.102 Emergency Rehabilitation of Flood Control Works or Federally Authorized Coastal Protection Works GSA Disaster Purchasing LOCAL ® STATE ® FEDERALLY RECOGNIZED TRIBE This program allows local, state and federally recognized tribal governments to buy supplies and services directly from contractors and suppliers who hold GSA schedules to facilitate recovery from a major disaster.27 These governments may also use Disaster Purchasing for preparedness and response functions. GSA schedules allow the purchaser to obtain services or goods at a federally appropriate and pre- approved rate.28 Entities must ensure compliance with Federal procurement under grant regulations if using GSA Disaster Purchasing. Purchases are not automatically compliant with the Federal procurement under grant regulations.29 Agency: GSA Activating Mechanism: Preparedness for, response to or recovery from a disaster Cost-Sharing Requirements: N/A a no z6 Federal Grants Wire.Emergency Rehabilitation of Flood Control Works or Federally Authorized Coastal Protection Works. http s://www.federal grantswire.com/emergency-rehabilitation-of-flood-control-works-or-federally-authorized-coastal- protection-works.html#.WOygObgpCO. 27 As a condition of receiving financial assistance under the Public Assistance program,applicants must take additional steps when procuring goods or services through the GSA purchasing program to ensure full compliance with the Federal procurement under grants rules found at 2 C.F.R. §200.317—.326. 28 The disaster financial management team should verify their jurisdiction has not excluded GSA schedule purchasing. 29 See the PDAT:Purchasing Goods or Services through the GSA Disaster Fact Sheet and Public Assistance:Purchasing Goods or Services through Cooperative Purchasing Programs Fact Sheet for more information. Federal Emergency Management Agency 43 Eligibility: Local,state and federally recognized tribal governments, or any instrumentality thereof,are eligible to buy supplies and services. Local educational agencies or institutions of higher education may be eligible to purchase supplies and services. Contractors and recipients of the local or state governments are not eligible. Purchases are limited to GSA Schedule contracts only. GSA's Determination of Eligibility process can assist with eligibility inquiries. Timeline: N/A Website:GSA State and Local Government Customers: Disaster Purchasing(program); GSA Determination of Eligibility Process AL/CFDA Number: N/A GSA Disaster Purchasing - Public Health Emergency Program FEDERALLY FEDERAL DISASTER ® LOCAL ® STATE O TERRITORY ® RECOGN ZEDTRIBE 0 DECLARATION REQUIRED This program allows local, state, federally recognized tribal and territorial governments to buy supplies and services directly from contractors and suppliers holding GSA Schedules to respond to a declared public health emergency. GSA Schedules allow the purchaser to obtain services or goods at a federally appropriate and pre-approved rate.30 Entities must ensure compliance with the Federal procurement under grant regulations if using GSA Disaster Purchasing. Purchases are not automatically compliant with the Federal procurement under grant regulations.31 Agency: GSA ' Activating Mechanism: HHS-declared public health emergencies Cost-Sharing Requirements: N/A Eligibility: Limited to local,state,federally recognized tribal and U.S.territorial governments and GSA schedule contractors receiving grant funds in direct response to a public health emergency. Timeline: N/A Website: https://www.gsa.gov/acquisition/purchasinP-programs/gsa-schedules/state-and-local-government- customers AL/CFDA Number: N/A 30 The disaster financial management team should verify their jurisdiction has not excluded GSA schedule purchasing. 31 See the PDAT:Purchasing Goods or Services through the GSA Disaster Fact Sheet and Public Assistance:Purchasing Goods or Services through Cooperative Purchasing Programs Fact Sheet for more information.. Federal Emergency Management Agency 44 One Month After Disaster or Declaration +1 WEEK +3 MONTHS +6 MONTHS n 1 YEAR V Once the disaster response has stabilized, restoring the community lifelines32 becomes the focus. Information about damages, locations and extent of damage increases in importance.These damage assessments help refocus assets and resources for restoration. Coordination responsibilities continue to transition from the emergency manager to the recovery manager during this phase. On many large-scale disasters, housing, power and utility infrastructure become the prime focus for initial restoration operations.With initial recovery,the goal will be to allow displaced survivors back into their homes with the appropriate power,water and sewer systems to restore some basic normalcy. Community Development Block Grants (CDBG-DR) Program LOCAL STATE FEDERAL DISASTER DECLARATION REQUIRED When the President issues a disaster declaration, Congress may appropriate additional funding for this program to provide specific funds to a disaster. Provided directly to local and state jurisdictions, CDBG- DR funding gives recipients a high degree of discretion over its use through a broad range of recovery projects. This source of Federal disaster recovery aid is the most flexible. For instance, CDBG-DR can fund mitigation activities,pay a local match to meet Federal cost-share requirements or cover structural improvements to public infrastructure. Jurisdictions should note that it can take three to six months to develop an action plan to award funding to projects and that each time Congress funds CDBG-DR,new requirements and limitations may be identified. As such,jurisdictions should review the disaster legislation and the CDBG-DR language for specific requirements, regulatory waivers and limitations on spending. Agency. HUD/Community Planning and Development(CPD) Activating Mechanism: Presidential Disaster Declaration Cost-Sharing Requirements: N/A Eligibility:A Federal Register Notice provides eligible recovery activities, program requirements and specific waivers33 for each CDBG-DR allocation. Timeline: Congressional approval required. 32 For more information on the seven community lifelines(Safety and Security,Food,Water,Shelter;Health and Medical; Energy(Power&Fuel);Communications;Transportation;and Hazardous Materials)visit https://www.fema.goy/media- libr!Ty/assets/documents/177222. 33 HUD and CPD Fact Sheet:Community Development Block Grant Disaster Recovery(CDBG-DR). https://www.hudexchange.info/resources/documents/CDBG-DR-Fact-Sheet.pdf. Federal Emergency Management Agency 45 Website: Community Development Block Grants Disaster Recovery Program AL/CFDA Number: N/A Emergency Community Water Assistance Grant (ECWAG) ® LOCAL (D STATE © NON-PROFIT ECWAG assists the residents of rural areas that have experienced a significant decline in quantity or quality of water, or in which such a decline is imminent, to obtain or maintain adequate quantities of water that meet the standards set by the Safe Drinking Water Act. Grant funds may be used to extend waterlines on existing systems; construct new water lines; repair existing systems; perform significant maintenance on existing systems; construct new wells,reservoirs,transmission lines,treatment plants, storage tanks, etc.; replace equipment; provide connection and/or tap fees; pay costs incurred within six months of the date an application was filed with USDA to correct an emergency situation that would have been eligible for funding under this program; or provide funds for any other appropriate related purpose. Grants are not to exceed$500,000 to address water sources and$150,000 to address the distribution system. Grant eligible entities should have insufficient cash flow or lack resources to address the emergency. Agency. USDA/Rural Utilities Service(RUS) Activating Mechanism:A major disaster or emergency such as, but not limited to,a drought, earthquake,flood, tornado, hurricane, disease outbreak, or chemical spill, leakage or seepage. Cost-Sharing Requirements: None. Up to 100 percent of the project cost, not to exceed the maximum limitation. Eligibility: Public bodies in rural areas and towns with populations of 10,000 or less, private nonprofit corporations, political subdivisions of a state and federally recognized tribes may apply.The Rural Development state office makes the decision based on applications received. Projects compete nationally for available funds under the provisions of the ECWAG program. Timeline: Consult the official designated as the state point of contact for information on application requirements.Submission is on standard application forms furnished by the USDA to the appropriate district office. Each year the RUS reviews and scores for priority applications received before November 1. Reviews continue as long as funds are available. Website: Emergency Community Water Assistance Grants AL/CFDA Number: 10.763 Emergency Community Water Assistance Grants Emergency Watershed Protection (EWP) Program - Recovery ® LOCAL ® STATE ERALLY O TERRITORY ® REDCOGNIZEDTRIBE © NON-PROFIT This program helps sponsors implement emergency recovery measures to relieve imminent hazards to life and property created by a natural disaster that causes a sudden impairment of a watershed. The program also provides technical and financial assistance to improvements to protect, develop and utilize the land and water resources in watersheds. Examples include clearing debris from clogged waterways, restoring vegetation and stabilizing riverbanks. The measures taken must be environmentally and economically defensible Federal Emergency Management Agency 46 Another option for assistance includes opportunities for landowners to offer to sell an easement on agricultural land to the Federal Government. The easement provides permanent restoration of the natural floodplain hydrology as an alternative to traditional attempts to restore damaged levees, lands and structures. The easement lands would be ineligible for future Federal disaster assistance. The Natural Resources Conservation Service(MRCS)funds 100 percent of the cost of any needed land treatment practices. Agency. USDA NRCS Activating Mechanism:Any floods,fire, drought or other natural causes that suddenly impair a watershed and endanger life and property. Cost-Sharing Requirements: NRCS provides up to 75 percent of the funds to restore the natural function of a watershed.The sponsor pays the remaining 25 percent by cash or in-kind services. Eligibility: Each project(with the exception of a floodplain easement) requires a sponsor(recipient)who applies for the assistance.A sponsor can be any legal subdivision of state or local government, including local officials of city, county or state governments;federally recognized tribes; soil conservation districts; U.S. Forest Service; and watershed authorities.This program is also available to U.S.territories.Owners, managers and users of public, private or federally recognized tribal lands are eligible as subapplicants under the sponsors for EWP assistance for damages caused by a natural disaster to their watershed area. Beneficiaries may include public and private landowners or managers and communities within impacted watershed areas. Timeline:The local NRCS office can provide a sample application. During or immediately after a natural disaster,the sponsor contacts the local NRCS District Conservationist(NRCSDC) or his or her representative to determine if the repairs/actions needed are eligible under EWP guidelines. If repairs are eligible,the NRCSDC works with the area office and the NRCS State Conservationist(NRCSSC)to determine if funds are available to provide the needed assistance and to quantify the type and cost of repairs.The sponsor files an application for assistance with the NRCSSC. Website: Emergency Watershed Protection (EWP) Program-Recovery AL/CFDA Number: 10.904 Watershed Protection and Flood Prevention Indian Community Development Block Grants (ICDBG) Program ® FEDERALLY e FEDERAL DISASTER RECOGNIZEDTRIBE DECLARATION REQUIRED This is a sister program to the CDBG, focused specifically on federally recognized tribes. The ICDBG program provides recipients with funding for decent housing, suitable living environments and economic opportunities,34 primarily supporting projects for low-and-moderate income tribal members. The two subprogram areas are Single-Purpose Grants and Imminent Threat Grants. Single-purpose grants are awarded annually on a competitive basis, whereas the Secretary of HUD may fund the imminent threat grants to reduce imminent threats or problems that challenge the public health or safety of federally recognized tribal members. 1 � Agency: HUD Activating Mechanism: Presidential Disaster Declaration 14 HUD ICDBG:https://www.hud.ggv/program offices/public_indian_housingdh/grants/icdbg. Federal Emergency Management Agency 47 Cost-Sharing Requirements:This program does not require an applicant to leverage resources through cost sharing or matching.The recipient may receive rating factor points depending on the amount to which they leverage the grant with other funds and support documentation provided.35 Eligibility: Federally recognized tribe, band,group or nation (including Alaska Indians,Aleut and Eskimos)or Alaska Native villages. Federally recognized tribal organizations may be eligible on an individual grant-by-grant basis. Timeline:Single-Purpose Grant:Awarded on a competitive basis; see the annual Notice of Funding Availability. Imminent Threat Grants:Available annually at the discretion of the Secretary of HUD's allocation of funding to this noncompetitive,first-come-first-served program. Website: Indian Community Development Block Grants(ICDBG) Pro ram AL/CFDA Number: 14.862 Indian Community Development Block Grants(ICDBG) Program Individual Assistance ® LOCA. ® STATE O TERRITORY ® FEERALLY FEERAL DISASTER REDCOGNIZEDTRIBE NON-PROFIT A DECLARATION REQUIRED Individual Assistance Program provides direct assistance to survivors and to jurisdictions to support the recovery of individuals and households impacted by disasters: ■ Through the Individuals and Households Program(IHP), Individual Assistance provides financial and direct assistance to eligible individuals and households who have underinsured necessary expenses and serious needs. ■ Additionally, Individual Assistance offers several community service grants to jurisdictions and qualified private organizations, such as the following: — The Crisis Counseling Assistance and Training Program(CCP)provides eligible jurisdictions with supplemental funding to assist disaster-impacted individuals and communities in recovering from the major disaster through the provision of community-based outreach and psycho-educational services. — Disaster Case Management(DCM)promotes partnership between a case manager and a disaster survivor to assess and address a survivor's disaster-caused needs through a disaster recovery plan, including providing guidance and tools to assist the survivor. The types of Individual Assistance services activated depends on the disaster, and all forms of assistance may not be approved. Activation of the Individual Assistance services depends on the types of assistance identified in the governor's or tribal chief executive's request and the needs identified in the joint Preliminary Damage Assessment and other assessments. Agency: DHS/FEMA Activating Mechanism: Presidential declaration of a major disaster under the Stafford Act. 35 More information on this grant program's Rating Factors and points can be found at https://www.hud.gov/sites/documents/2017ICDBGNOFA MOD.PDF. Federal Emergency Management Agency 48 Cost-Sharing Requirements: Cost-sharing depends on which Individual Assistance services are activated, as each service has its own cost-sharing requirements. Most Individual Assistance services, like the Crisis Counseling Assistance and Training Program, do not have a cost-share. Other Needs Assistance and Transitional Sheltering Assistance are subject to a cost-share. Eligibility: Individuals and households, as well as states, localities, federally recognized tribes and territories governments. Timeline:Within 30 days of the incident, the governor or tribal chief executive may request a major disaster declaration that includes the types of Individual Assistance needed to help meet disaster survivors' needs. After the President approves the disaster declaration, FEMA officials (the Assistant Administrator for Recovery, the Individual Assistance Division Director, the Regional Administrator or the Federal Coordinating Officer) may approve which Individual Assistance services to activate. Website: Individual Assistance Program and Policy Guide AL/CFDA Numbers: 97.032 Crisis Counseling; 97.033 Disaster Legal Services; 97.034 Disaster Unemployment Assistance; 97.048 Individuals and Households Program; 97.050 Other Needs Assistance Public Assistance ® LOCAL DISASTER ® STATE O TERRITORY ® RECOGNIZED TRIBE © NON-PROFIT 0 DEFEDERALLYDCLARATIION REQUIRED This program provides supplemental assistance to state, local, tribal,and territorial governments and certain private nonprofit organizations via grants to alleviate suffering and hardship from major disasters or presidentially declared emergencies. Grant funds can be used to clear debris; apply emergency protective measures to preserve life and property in response to the disaster; and repair or replace damaged structures (e.g., buildings, utilities, roads and bridges,water-control facilities and recreational facilities). For insurable structures located in identified Special Flood Hazard areas, assistance from FEMA is reduced by the amount of insurance that could have been obtained under a standard National Flood Insurance Program(NFIP)policy(see Appendix C). The FEMA Regional Administrator approves grants based on applications from eligible applicants. States distribute funds to subrecipients. Agency. DHS/FEMA Activating Mechanism: Presidential declaration of a major disaster or emergency under the Stafford Act, in designated for public assistance. Cost-Sharing Requirements: Federal, not less than 75 percent;state and local governments or private nonprofit organizations,the remainder.The grant may stipulate other matching requirements. Eligibility:States, localities,federally recognized tribes,Alaska Native villages and any political subdivision of a state can apply as recipients. Private nonprofit organizations that operate utility, educational, emergency or medical facilities, or that provide custodial care or other essential services of governmental nature to the general public, are also eligible to apply.Typically,the state or federally recognized tribe is the recipient (applicant)and other entities are subrecipients(subapplicants).As a condition of grants under the Stafford Act, applicants are encouraged to mitigate natural hazards. Timeline:Apply through the governor's authorized representative to the FEMA Regional Administrator in accordance with FEMA Disaster Assistance Regulations,44 CFR Part 206, except as provided in Part 206.35(d)for emergency declarations involving primarily Federal responsibility. Consult the office or official designated as the point of contact in the state for more information.The applicant normally submits a Request for Public Assistance within 30 days of a declaration. Federal Emergency Management Agency 49 Website: FEMA Public Assistance AL/CFDA Number: 97.036 Public Assistance Grants Three Months After Disaster or Declaration +1 WEEK +1 MONTH � +6 MONTHS +1 YEAR At the three-month mark,the jurisdiction has typically gained clarity around the extent of the damage, impacts, costs and continuing primary issues.The focus during this time period typically ranges from restoring infrastructure to beginning long-term recovery.The Public Assistance process begins with projects identified, scoped and financially estimated.The various managers who are legally responsible work on specific housing, utility or other infrastructure projects.The concentration of effort becomes specific and often narrows to individual projects that are the primary focus area.The disaster financial management team helps manage the disaster financial management administrative processes. Community Facilities Direct Loan and Grant Program This program provides affordable funding to develop essential community facilities in rural areas. An essential community facility provides an essential service for the orderly development of the community and does not include private, commercial or business undertakings. Agency. USDA Rural Development(RD) Activating Mechanism:Applications are accepted year-round for this program. Cost-Sharing Requirements:Amount varies. Grants are authorized on a graduated scale.Applicants in small communities with low populations and low incomes will receive a higher percentage of grants. Eligibility: Rural areas including villages,townships,towns, municipalities, special-purpose districts, cities, community-based nonprofit organizations and federally recognized tribal lands with no more than 20,000 residents according to the latest U.S. Census Data are eligible to apply as recipients. Timeline: Ongoing Website: https://www.rd.usda.gov/pro rams-services/community-facilities-direct-loan-grant-pro ram AL/CFDA Number: 10.766 Community Facilities Direct Loan and Grant Program Drinking Water State Revolving Fund (DWSRF) ® STATE O TERRITORY This Federal-state partnership helps ensure safe drinking water. Created by the 1996 Amendments to the Safe Drinking Water Act, the program provides financial support to water systems and to state safe water programs. Federal Emergency Management Agency 50 Agency. U.S. Environmental Protection Agency(EPA) Activating Mechanism: States rank the project applications they receive from water systems and produce a Project Priority List. Cost-Sharing Requirements:States contribute 20 percent to match the Federal grants. Eligibility:States, Puerto Rico and the U.S.Virgin Islands are eligible to apply as recipients. Timeline: N/A Website: https:/Zwww.epa.gov/drinkingwatersrf AL/CFDA Number: 66.468 Drinking Water State Revolving Fund (DWSRF) Fire Management Assistance Grant (FMAG) Program FEDERALLY DISASTER ® LOCAL ® STATE ® RECOGNIZEDTRIBE 8 DEDCLARATION REQUIRED FEMA provides financial assistance(grants)to assist in reimbursement for equipment, supplies and personnel to any local, federally recognized tribal or state government to mitigate, manage and control any declared fire burning on public or private forest land or grassland that threatens destruction as a major disaster. Agency. DHS/FEMA Activating Mechanism: Funding allocated from the Disaster Relief Fund. Cost-Sharing Requirements: 75 percent Federal,25 percent non-Federal. Eligibility:States and federally recognized tribal governments are eligible to apply for fire management assistance grants as recipients.Subrecipients may include local jurisdictions, other state entities and federally recognized tribes. Timeline:A state governor submits a request for a fire management assistance declaration through the FEMA region to the FEMA Administrator while the fire is burning and uncontrolled. Under an approved fire management assistance declaration,state or federally recognized tribal governments may submit a grant application to FEMA's Regional Administrator for review and approval pursuant to the requirements specified in Title 44 of the Code of Federal Regulations(44 CFR) Part 204.36 Website: Fire Management Assistance Grant Program AL/CFDA Number: 97.046 Fire Management Assistance Grant National Dislocated Worker Grants (DWGs) ® STATE e FEDERAL DISASTER DECLARATION REQUIRED Formerly known as National Emergency Grants,this program provides resources to states and other eligible applicants to respond to large incidents causing significant job losses. The intent is to temporarily expand capacity to serve dislocated workers, including military service members, and meet the increased s6 Title 44 CFR Part 204:https:Hecfr.io/Title-44/cfr204_main. Federal Emergency Management Agency 51 demand for Workforce Innovation and Opportunity Act(WIOA)employment and training services. This program helps create temporary jobs for workers dislocated by disasters to clean up and recover from the disaster,to reemploy laid-off workers and to enhance laid-off workers' employability and earnings. Agency. U.S. Department of Labor(DOL)/Employment and Training Administration (ETA) zwo Activating Mechanism: Presidential Disaster Declaration Cost-Sharing Requirements: None Eligibility:After a disaster declaration, states can apply as recipients. Individuals dislocated by a disaster may be subrecipients. Beneficiaries may include these individuals and their dependents. Timeline:Applicants define the period of performance in the application.The project start date must reasonably align with the date of the first dislocation and the subsequent submission of the application. For Disaster DWGs addressing an emergency or major disaster declared by FEMA,the project start date cannot be before the disaster's incident date in the FEMA declaration,and no costs may be covered prior to the date of the disaster declaration. Website: National Dislocated Worker Grants AL/CFDA Number: 17.277 WIOA National Dislocated Worker Grants/Workforce Investment Act National Emergency Grants Six Months After Disaster or Declaration +1 WEEK +1 MONTH +3 MONTHS look- It YEAH At six months post disaster,the jurisdiction is typically focusing heavily on long-term infrastructure projects. The disaster financial management team should have abundant administrative documentation for disaster financial management from the Federal or state government or other private funders. Infrastructure projects tend to large-scale projects that link initial recovery needs with long-term and final recovery; they often include major roads, highways, bridges, long-term housing and final utility line starts. Community Development Block Grant (CDBG) - Entitlement Program LOCAL FEDERAL DISASTER DECLARATION REQUIRED This program uses annual formula grants to help entitlement communities (metropolitan cities and urban counties)develop viable urban communities by providing decent housing and a suitable living environment and by expanding economic opportunities,principally for low-to moderate-income persons. The most appropriate disaster-related use of funds is for long-term recovery needs, such as rehabilitating residential and commercial buildings; acquiring, constructing or reconstructing public facilities and improvements; assisting disaster-affected businesses with economic development activities to create and retain jobs; and making relocation payments to displaced people and businesses. Funds are also allowed for emergency response activities, such as debris removal, clearance and demolition, and extraordinary Federal Emergency Management Agency 52 increases in the level of public services for disaster victims. At least 70 percent of funds must be used for activities that principally benefit persons of low and moderate income. Program rules include procedures to amend the planned use of funds to delete activities and substitute others. This means that when a disaster occurs, a community may amend its planned use of awarded funds and instead use the funds for disaster response and recovery activities that do not duplicate activities reimbursable by FEMA or other available assistance. Agency: HUD/CPD Activating Mechanism: Presidential Disaster Declaration Cost-Sharing Requirements: None Eligibility: Certain metropolitan cities and qualified urban counties can apply as recipients. Recipients in designated major disaster areas may request and receive waivers of statutory and regulatory program requirements for the use of annual allocations of CDBG funds that recipients designate to address the damage; however, statutory requirements pertaining to nondiscrimination,fair housing, labor standards, environmental standards and benefiting persons of low and moderate income are not waivable. Unless appropriated by Congress, additional grants from emergency supplemental CDBG funds are not available. HUD publishes Federal Register Notices for the use of CDBG disaster recovery funds reflecting purposes and requirements of appropriations statutes, including waivers and alternative requirements to those of the annual CDBG allocations. Timeline:An entitlement community must follow its citizen participation plan for substantial amendments to its action plan. HUD will review and respond quickly to questions about program requirements and requests for waivers. HUD notifies eligible governments receiving CDBG disaster recovery allocations,which must then develop and submit an action plan for disaster recovery that describes the needs,strategies and projected uses of the disaster recovery funds before receiving CDBG grants. Website: Community Development Block Grant Entitlement Program AL/CFDA Number: 14.218 Community Development Block Grants/Entitlement Grants Community Disaster Loan (CDL) Program ® LOCAL ® FEDERALLY 8 FEDERAL DISASTER RECOGNIZED TRIBE DECLARATION REQUIRED This program provides funds to any eligible jurisdiction in a designated disaster area that has suffered a substantial loss of tax and other revenue. The jurisdiction must demonstrate a need for financial assistance to perform its governmental functions. The loans are not to exceed 25 percent of the local government's annual operating budget for the fiscal year in which the major disaster occurs, up to a maximum of five million dollars. Agency. DHS/FEMA Activating Mechanism: Presidential declaration of a major disaster or emergency under the Stafford Act, designated for public assistance Cost-Sharing Requirements: None Eligibility:Any local government or other eligible jurisdiction, including federally recognized tribes, in a designated disaster area that has demonstrated a substantial tax loss and a need for financial assistance to perform its governmental functions. Federal Emergency Management Agency 53 Timeline:The state's governor requests a presidential declaration of an emergency or disaster through the FEMA Regional Administrator.An applicant should consult the office or official point of contact for more information on the process the state requires to apply for assistance. Upon declaration of a major disaster, apply through the governor's authorized representative. Website: Community Disaster Loans Program AL/CFDA Number: 97.030 Community Disaster Loans Highway Trust Fund - Emergency Relief (ER) Program ® LOCAL DISASTER ® STATE O TERRITORY ® REDCOGNIZEDERALLY TRIBE A DEDCLARATIION REQUIRED This emergency subprogram of the Highway Trust Fund supplements the repair or reconstruction of Federal-aid highways and roads on Federal lands which have suffered serious damage as a result of natural disasters or catastrophic failures from an external cause. For a natural disaster, damage to highways must be severe, occur over a wide area and result in unusually high expenses to the highway agency. For a catastrophic failure due to an external cause,the failure must not be the result of an inherent flaw; must be sudden and cause a disastrous impact on transportation services; and must result in unusually high expenses to the highway agency. Agency. DOT Federal Highway Administration (FHWA) Activating Mechanism: Requires Congressional Appropriation.Serious damage to Federal-aid roads or roads on Federal lands caused by a natural disaster or by catastrophic failure. Requires a disaster declaration/proclamation.Any of the following fulfill this requirement:the President makes a major disaster declaration under the Stafford Act(42 U.S.C. 5121 et seq.) or the state governor issues an emergency or disaster proclamation and FHWA concurs on the declaration. Cost-Sharing Requirements: Eligible emergency repairs done within 180 days of the disaster:the Federal share is 100 percent; otherwise,the type of Federal-aid highway repaired determines the Federal share. For interstate highways,the Federal share is 90 percent;for all other Federal-aid highways,the Federal share is 80 percent. For roads on Federal lands,the Federal share is 100 percent for both emergency and permanent repairs. Eligibility:State highway and state and federally recognized tribal transportation agencies are eligible to apply as recipients. Timeline:The state department of transportation submits an application for damages to Federal-aid highway routes and by the applicable Federal agency for damages to roads on Federal lands.Applications normally include a damage inspection field report which is submitted to FHWA following the initial notification of intent to apply for emergency relief funds. Website: Highway Trust Fund-Emergency Relief Program AL/CFDA Number: 20.205 Highway Planning and Construction (Federal-Aid Highway Program) Federal Emergency Management Agency 54 One Year After Disaster or Declaration +1 WEEK +1 M0� +3 MONTHS � +6 MONTHS v One year after the disaster,the disaster financial management team and the various managers who are legally responsible are actively managing the administrative components of the disaster financial management process.The extensive documentation needed for personnel, equipment, procurements and other expenses associated with the disaster consumes much of the time. In addition to the administrative actions,the emergency manager and recovery manager may coordinate potential hazard mitigation projects identified in the FEMA-approved Hazard Mitigation Plan and have mitigation funds attached to the declared disaster. CDBG Section 108 Loan Guarantee Program ® LOCAL ® STATE This program develops viable urban communities by providing decent housing and suitable living environments and by expanding economic opportunities, principally for low-and moderate-income individuals. Entitlement communities can receive(in the aggregate) loan guarantees equal to five times their CDBG entitlement amount.Non-entitlement communities can also receive loan guarantees (in the aggregate) equal to five times the average grant they have received from their state's grant under the CDBG program. (The state must be willing to pledge its CDBG funds as security for loan guarantees.) However, states may place additional restrictions on the amounts offered and requirements of use. The maximum loan repayment period is 20 years. Loan guarantees can be used to finance acquisition of real property; rehabilitation of housing and publicly owned real property; construction, reconstruction or installation of public facilities and related relocation, clearance and site improvements; and for economic development activities. At least 70 percent of expenditures of loan proceeds,together with expenditures of grant funds and program income, must benefit low-and moderate-income persons. HUD has no authority to waive statutory requirements for this program. Agency. HUD/CPD Activating Mechanism: N/A Cost-Sharing Requirements: N/A Eligibility: Metropolitan cities, urban counties(CDBG entitlement recipients), and states are eligible to apply as recipients. In most cases, non-entitlement communities may be eligible as subrecipients under the state and can receive a loan guarantee provided that HUD has not exceeded its commitment authority for the year,the proposed use is eligible,the guaranteed loan is adequately secured,and the community(or state) has not already reached its maximum guarantee level. Timeline: N/A Website: Section 108 Loan Guarantee Program AL/CFDA Number: 14.248 Community Development Block Grants - Section 108 Loan Guarantees Federal Emergency Management Agency 55 Community Development Block Grants (CDBG) - State Program ® LOCAL e FEDERAL DISASTER DECLARATION REQUIRED This program authorizes states to award formula grants to local areas not covered by the CDBG- Entitlement program. These grants provide decent housing and suitable living environments and expand economic opportunities, principally for low-to moderate-income persons. Recipients may include disaster recovery in their annual action plans for CDBG(state and entitlement)and re-purpose available funding more quickly if a disaster occurs. Agency: HUD/CPD I Activating Mechanism: Presidential Disaster Declaration Cost-Sharing Requirements: None Eligibility: Forty-nine state governments and Puerto Rico that have elected to administer CDBG funds for non- entitled communities may be eligible to apply. (Since the State of Hawaii has permanently elected to not participate in the State CDBG Program, HUD administers the program for the State of Hawaii non-entitlement counties.)States with designated major disaster areas may request and receive waivers of statutory and regulatory program requirements regarding the use of annual allocations of CDBG funds that states, or state grant recipients, designate to address the damage; however,statutory requirements pertaining to nondiscrimination,fair housing, labor standards and environmental standards and benefiting persons of low- and moderate-income are not waivable. Unless appropriated by Congress,additional grants from emergency supplemental CDBG funds are not available. HUD publishes Federal Register Notices for the use of CDBG disaster recovery funds reflecting the purposes and requirements of appropriations statutes, including waivers and alternative requirements to those of the annual CDBG allocations.Only non-entitlement Units of General Local Government may be eligible subrecipients. Timeline:A state must submit a new or amended action plan if its method of distribution changes. HUD will review and respond quickly to questions about program requirements and requests for waivers. HUD notifies eligible governments receiving CDBG disaster recovery allocations,which must then develop and submit an action plan that describes the needs, strategies,and projected uses of the disaster recovery funds for disaster recovery before receiving CDBG disaster recovery grants. Website: State Community Development Block Grant Program AL/CFDA Number: 14.228 Community Development Block Grants/State Program Hazard Mitigation Grant Program (HMGP) ® LOCAL DISASTER ® STATE O TERRITORY ® RECOGNIZED TRIBE 8 DEFEDERALLY FEDCLARATIION REQUIRED This program provides financial assistance to local and state governments for implementing measures that will permanently reduce or eliminate future damages and losses from natural hazards through safer building practices and improving existing structures and supporting infrastructure. States manage HMGP funds, and local governments must work with and through the state to receive the funds. Based on the estimated total Federal assistance, HMGP funding is subject to the Title 44 CFR Section 206.432(b) sliding scale. Agency. DHS/FEMA I Federal Emergency Management Agency 56 Activating Mechanism: Presidential Major Disaster Declaration or Fire Management Assistance Grant declaration Cost-Sharing Requirements: N/A Eligibility:State agencies, local governments, public entities, private nonprofit organizations as defined in 44 CFR Section 206.433,federally recognized tribes or authorized tribal organizations and Alaska Native villages or organizations are eligible to apply as recipients.All applicants must have a FEMA-approved hazard mitigation plan. Property owners are eligible as subrecipients. Timeline:A Presidential Major Disaster Declaration activates the timeline.Applicants must notify FEMA if the state will or will not participate in this program by providing a Letter of Intent within 30 days after the declaration and have 36 months from the close of the application period to complete projects. Website: The Hazard Mitigation Grant Program Guide AL/CFDA Number: 97.039 Hazard Mitigation Grant Program Federal Emergency Management Agency 57 Appendix C : Additional Federal Disaster Assistance Resources and Programs Federal disaster response and recovery grant programs direct governmental financial aid across jurisdictional boundaries to help jurisdictions and communities respond to and recover from disasters. Although government financial assistance cannot resolve all monetary constraints,jurisdictions and community partners benefit from a locally executed, federally supported approach to disaster response and recovery. Disasterassistance.gov helps individuals and households fmd disaster assistance. With over 70 different types of assistance from 17 Federal agencies, individuals can search via zip code, declared disaster, Federal agency or type of assistance. Applicants can reduce the number of forms required to apply for support; check the status of their application; find a FEMA Disaster Recovery Center, hotel or new place to live; search food and nutritional support programs; update their address for Federal benefit programs, including Social Security; and learn about SBA loans for homeowners, renters and businesses. Currently, beta.sam.gov also offers the ability to search and view public data across all domains, create a user account, access the help center and provide feedback to GSA regarding the site. GSA is in the process of streamlining and consolidating 10 legacy Federal award systems into beta.sam.gov. This website will be intuitive, user friendly and secure for users to make, receive and manage Federal awards via a single sign-on option with multifactor authentication. Until functionality from each of the legacy systems is migrated, the legacy sites will provide official government information, run reports and enter required data.The Assistance Listings system can be found via beta.sam.gov. Additionally, grants.go is a research resource to help identify grants and cooperative agreements. This appendix provides a supplementary list of some additional disaster assistance programs, including insurance, grants,toolkits and resources, to help jurisdictions explore wider disaster assistance opportunities. These atypical resources may be a good fit for disaster impacts. As part of pre-disaster planning, emergency managers and recovery managers should review and become familiar with the programs that may provide the greatest benefits to their communities. Coastal Concerns ■ Beach Erosion Control Projects, U.S.Army Corps of Engineers (USAGE): Helps control beach and shore erosion projects not specifically authorized by Congress. https://www.federalgrantswire.com/beach-erosion-control-projects.html#.W2TAHtJKiUk ■ Coastal Resilience Grants Program, National Oceanic and Atmospheric Administration (NOAA): Funds projects that help coastal communities and ecosystems prepare for and recover from extreme weather disasters, climate hazards and changing ocean conditions. biips:Hcoast.noaa.gov/resilience-gr Federal Emergency Management Agency 58 ■ Coastal& Waterfront Smart Growth, NOAA: Supports development at the water's edge, and includes tools, reports and recommendations for balancing environmental, economic and quality of life concerns between development and waterfront risks. http://coastalsmartgrowth.noaa.gov/ ■ Digital Coast, NOAA: Meets the unique needs of the coastal management community by providing not only coastal data,but also the tools, training and information needed to make this data truly useful. bLtp://coast.noaa.gov/digitalcoast/ ■ National Coastal Zone Management Program, NOAA: Works with states and territories to protect,restore and responsibly develop coastal communities,resources and economies. bqp:Hcoast.noaa.gov/czm/ Conservation Concerns ■ Coastal and Estuarine Land Conservation Program,NOAA: Provides funds to state and local governments to purchase threatened coastal and estuarine lands or obtain conservation easements, with more than 16,000 more acres protected as in-kind matching contributions. http://coast.noaa.gov/czm/landconservation/ ■ Conservation and Development Program, USDA NRCS: Helps conserve, develop and use natural resources, improves the general level of economic activity and enhances the environment and standard of living in designated resource conservation and development areas through various grants for land conservation, water management, community development and environmental needs. https://www.nres.usda. og v/wps/portaVnres/detaiFnationaFtechnicaVnra/nri/?cid=nresl43_013723 ■ Conservation Funding Opportunities, National Marine Fisheries Service: Provides financial support to protect and restore habitat to sustain fisheries,recover protected species and maintain resilient coastal ecosystems and communities. bitps://www.fisheries.noaa.gov/funding- opportunities ■ Endangered Species/Grants, Fish and Wildlife Service(FWS): Provides financial assistance through grants and cooperative agreement awards to commercial organizations, foreign entities, federally recognized tribal governments, individuals, institutions of higher education,nonprofit organizations and state, local and territorial governments. http://www.fws.gov/endan eg red/grants/index.html ■ Environmental Quality Program, FWS: Provides contaminants expertise to all Service programs, including the National Wildlife Refuge System, Endangered Species, Migratory Birds, Fisheries, Marine Mammals, International Affairs and Law Enforcement. bttp://www.fws.gov/midwest/es/ec/ecFactSheet.html ■ Land and Water Conservation Fund, National Park Service(NPS): Supports the protection of Federal public lands and waters, including national parks, forests, wildlife refuges and recreation areas and voluntary conservation on private land. https://www.doi.gov/lwcf ■ National Coastal Wetlands Conservation Grant Program, FWS: Annually provides grants of up to$1 million to coastal and Great Lakes states, as well as U.S.territories, to protect, restore and enhance coastal wetland ecosystems and associated uplands. bitp://www.fws.gov/coastaVCoastalGrants/ Federal Emergency Management Agency 59 ■ National Wildlife Refuge System/Comprehensive Conservation Plans, FWS: Ensures that each refuge unit is managed to fulfill the purpose(s) for which it was established. Completed comprehensive conservation plans allow refuge managers to take actions that support state wildlife action plans, improve the condition of habitats and benefit wildlife. http://www.fws. ov/refuges/plannin ComprehensiveconservationPlans.html ■ North American Wetlands Conservation Act, FWS: Grants to increase bird populations and wetland habitat while supporting local economies and American traditions such as hunting, fishing, birdwatching, family farming and cattle ranching. http://www.fws.govibirds/grants/north- american-wetland-conservation-act.php ■ Rivers, Trails and Conservation Assistance Program,NPS: Supports community-led natural resource conservation and outdoor recreation projects. http://www.nps. ovg /rtca ■ Sea Grant Programs, NOAA: Enhances the practical use and conservation of coastal, marine and Great Lakes resources to create a sustainable economy and environment. bgp:Hseagrant.noaa.gov/ Dam and Levee Concerns ■ Dam Safety Program, USAGE: Helps projects deliver their intended benefits while reducing risks to people,property and the environment through continuous assessment, communication and management. http://www.usace.army.mil/Missions/CivilWorks/DamSafgtyPro rg am.aspx ■ Levee Safety Program, USAGE: Works with local levee sponsors and stakeholders to make sure levees provide their intended benefit, which is to reduce flood risk to people, businesses, critical infrastructure and the environment. http://www.usace.army.miVMissions/CivilWorks/LeveeSafgiyProg ax m.aspx ■ National Dam Safety Program Information, FEMA: Protects Americans from dam failure. A partnership of states,Federal agencies and other stakeholders that helps establish and maintain effective Federal and state dam safety programs to reduce the risks to human life, property and the environment. https://www.fema.gov/national-dam-safety_program Drought Concerns ■ Emergency Drought Assistance, USAGE: Provides temporary emergency water assistance to a jurisdiction while states and locals governments restore permanent water supplies for human consumption. http://www.usace.army.mil/Missions/Emergency0perations/Drou hg t.aspx ■ Drought Programs and Assistance, USDA: Resources to help farmers, ranchers and small businesses respond to persistent drought. https://www.usda. og v/tgpics/disaster/drougght/usda- drought-programs-and-assistance ■ Drought Response Program, U.S.Bureau of Reclamation: Helps water managers develop and update comprehensive drought plans and implement projects that will build long-term resiliency to drought. https://www.usbr.gov/drought/ Federal Emergency Management Agency 60 Earthquake Concerns ■ Earthquake Hazards Program, U.S. Geological Survey(USGS): Monitors and reports earthquakes, assesses earthquake impacts and hazards and conducts research on the causes and effects of earthquakes. https://www.usgs.gov/natural-hazards/earthquake-hazards ■ National Earthquake Hazards Reduction Program, FEMA,National Institute of Standards and Technology,National Science Foundation, USGS: Provides effective practices and policies to reduce risks to life and property in the U.S. that result from earthquakes. bUp://www.nebM.go Economic and Community Development Concerns ■ Build to Scale(B2S)Program, EDA: Awards grants that build regional capacity to translate innovations into jobs through proof-of-concept and commercialization assistance to innovators and entrepreneurs and through operational support for organizations that provide essential early- stage risk capital. Formerly the Regional Innovation Strategies (RIS)Program. bqps://www.eda.gov/oie/buildtoscale/ ■ Disaster Recovery/Post-Disaster Economic Recovery Resources, U.S.Economic Development Administration(EDA): Resources for disaster recovery managers both to prepare for and respond to catastrophic disaster scenarios. https://www.eda.goy/programs/disaster-recovery/ ■ Funding Opportunities, EDA: Provides investments that support construction,nonconstruction, planning, technical assistance and revolving loan fund projects. bitps://www.eda.gov/funding- opportunities/ ■ Green Infrastructure Technical Assistance Program, EPA: A cost-effective,resilient approach to managing wet-weather impacts that provides many community benefits. http:Hwater.epa.gov/infrastructure/greeninfrastructure/index.cfm ■ Smart Growth:Building Blocks for Sustainable Communities, EPA: Quick, targeted technical assistance to selected communities using a variety of tools that have demonstrated results and widespread application to stimulate growth and development and strengthen local capacity to implement sustainable approaches. hops://www.epa.gov/smartgrowth/building-blocks- sustainable-communities ■ Smart Growth:Implementation Assistance Program, EPA: Direct technical assistance to communities from a team of national experts in one of two areas: policy analysis or public participatory processes. Assistance is tailored to a community's individual situation and priorities. hops://www.epa.gov/smartgrowth/smart-growth-implementation-assistance Federal Emergency Management Agency 61 Employment Concerns ■ Career OneStop: Worker Re Employment, American Job Centers Network,Department of Labor(DOL): Free help to job seekers for a variety of career and employment-related needs. bqp://www.carecronestgp.org/ReEmployme ■ Community Economic Development Program, HHS Administration for Children and Families (ACF): Funds community development corporations that address the economic needs of low-income individuals and families by creating sustainable business development and employment opportunities. http://www.acf.hhs.goy/programs/ocs/programs/ced ■ Disaster Unemployment Assistance, DOL: Financial assistance to individuals whose employment or self-employment has been lost or interrupted as a direct result of a major disaster and who are not eligible for regular unemployment insurance benefits. bitp:Hworkforcesecurity.doleta.gov/uncmplff/disaster.asp ■ Unemployment Insurance, DOL: Benefits for eligible workers who are unemployed through no fault of their own(as determined under state law)and meet other eligibility requirements of state law. hgp:Hworkforcesecurity.doleta.gov/unemploy/uifactsheet.asp ■ Youth Conservation Corps, NPS: A summer youth employment program that engages young people in meaningful work experiences on national parks, forests, wildlife refuges and fish hatcheries while developing an ethic of environmental stewardship and civic responsibility. https://www.nps. og v/subjects/ g"h rograms/ycc.htm Energy Efficiency Concerns ■ Energy Efficiency and Conservation Block Grant Program, U.S.Department of Energy (DOE): Reduces fossil fuel emissions and total energy use; works with cities, counties, states, territories and federally recognized tribes to implement and manage energy efficiency and conservation project and programs in transportation,building and other sectors. http:Henerg_ygov/eere/wipo/energy-efficiency-and-conservation-block-grant-program ■ Low Income Home Energy Assistance Program, HHS: Helps keep families safe and healthy through initiatives that assist families with energy costs. https://www.acfhhs. ovg /ocs/programs/liheap ■ Office of Indian Energy Policy and Programs, DOE: Funds and implements a variety of programmatic activities that assist federally recognized tribes and Alaska Native villages with energy development, capacity building, energy cost reduction and electrification of tribal lands and homes. bitps://www.energy.gov/indianenergy/about-us ■ Pay for Energy Initiatives, DOE: Provides a list of available resources for local, state and federally recognized tribal governments who are designing and implementing energy financing programs to serve both public facilities as well as private building in industrial, commercial and residential markets. biip:Henergy.gov/eere/slsc/financing-solutions ■ Strategic Energy Planning, DOE: Provides federally recognized tribes and Alaska Native communities with technical assistance and resources for strategic energy planning. A strategic energy plan identifies a community's energy priorities and guides decision making to better Federal Emergency Management Agency 62 position a community for new opportunities to increase self-sufficiency. https://www.energ_ygov/indianenerg_y/downloads/tribal-strate ig c-ener y-plan—and-planning- handbook ■ Weatherization and Intergovernmental Programs Office, DOE: Strategic investments in energy efficiency and renewable energy technologies through innovative practices. bitp:Henerg_ygov/eere/wipo/weatherization-and-intergovernmental-programs-office Environment Concerns ■ Brownfields—Urban Waters Program, USAGE: Helps communities prevent, assess, safely clean up and sustainably reuse abandoned Brownfields and idled or under-used industrial and commercial facilities where expansion or redevelopment is complicated by real or perceived environmental contamination. http://www.usace.gM.miVMissions/Environmental/BrownfieldsUrbanWaters.aspx ■ Superfund Program, EPA: Cleans up some of the Nation's most contaminated land and responds to environmental emergencies, oil spills and natural disasters.https://www.gpa. og v/superfund ■ The Oil Spill Liability Trust Fund, U.S. Coast Guard National Pollution Funds Center: An immediate source of Federal funding to respond to oil spills in a timely manner. https://www.uscg.mil/Mariners/National-Pollution-Funds-Center/About NPFC/OSLTF/ ■ Underground Storage Tanks Program, EPA: Protects human health and the environment from the adverse effects of petroleum,petroleum-related products and hazardous materials. bM2://www.0a.gov/ous Fire Concerns ■ Assistance to Firefighters Grants (AFG),FEMA: Enhances the safety of the public and firefighters with respect to fire-related hazards by providing direct financial assistance to eligible fire departments, nonaffiliated Emergency Medical Services organizations and State Fire Training Academics. https://www.fema.gov/assistance-firefighters hg ters-grant ■ Fire Prevention &Safety(FP&S) Grants, FEMA: Part of the Assistance to Firefighters Grants program; enhances the safety of the public and firefighters from fire and related hazards to reduce injury and prevent death among high-risk populations. https://www.fema. ovg /fire-prevention- safety-grants ■ Staffing for Adequate Fire and Emergency Response(SAFER) Grants, FEMA: Provides funding to fire departments and volunteer firefighter interest organizations to increase or maintain trained firefighters in their communities. https://www.fema.gov/staffmg adequate-fire- emergency-response-grants Federal Emergency Management Agency 63 Flood Concerns ■ Automated Flood Warning System, NOAA National Weather Service: Connects local flood- warning systems and integrates and shares information from 1,700 sensors in 12 states. bLtp:Hwater.weather.gov/afws/ ■ Community Rating System (CRS), FEMA: Recognizes and encourages community floodplain management activities that exceed the minimum NFIP standards. https://www.fema.gov/national- flood-insurance-program-community-rating-system ■ Emergency Advance Measures for Flood Prevention, USACE: Performs activities prior to flooding or flood fight to help protect against loss of life and damages to property due to flooding. https://www.federalgrantswire.com/emergency-advance-measures-for-flood- prevention.html#.W2TAZtJKiUk ■ Hazard Mitigation Assistance—Flood Mitigation Assistance Grant Program, FEMA: Funds state and local jurisdictions, federally recognized tribes and territories for projects and planning that reduce or eliminate long-term risk of flood damage to structures insured under the NFIP. bLtps://www.fema.gov/flood-mitigation-assistance-program ■ NFIP, FEMA: Reduces the impact of flooding on private and public structures by providing affordable insurance to property owners, renters and businesses and encouraging communities to adopt and enforce floodplain management regulations. https://www.fema.gov/national-flood- insurance-program ■ Public Law 84-99 Rehabilitation Program, USACE: Rehabilitation assistance to eligible flood protection systems damaged by a flood disaster. bitps://www.iwr.usace.army.miyMissions/Flood- Risk-Management/Flood-Risk-Management-Program/Partners-in-Shared-Responsibility/USACE- Staff/PL-84-99-Rehabilitation-Program/ ■ Repetitive Flood Claims Grant Program, FEMA: Funding to reduce or eliminate the long-term risk of flood damage to structures insured under the NFIP that have had one or more claim payment(s)for flood damages. https://www.fema. og v/rgpetitive-flood-claims-grant-program-fact- sheet ■ Silver Jackets, USACE: Brings together state, Federal and sometimes federally recognized tribal and local agencies to learn from one another in reducing flood risk and other natural disasters. https://silverj ackets.nfrmp.us Federal Emergency Management Agency 64 General Disaster Assistance, Resources and TooIs37 ■ Community Recovery Management Toolkit(CRMT), FEMA: Guidance, case studies,tools and training to help local communities manage long-term recovery. hops://www.fema.gov/national- disaster-recovery-framework/community-recovery-management-toolkit ■ Civil Rights in Emergencies and Disasters Resources, Office for Civil Rights and Civil Liberties,DHS: Information and technical resources to help emergency managers understand and meet their civil rights obligations during disasters to protect individuals with disabilities and racially and ethnically diverse communities, including those with limited English proficiency. bitps://www.dbs.gov/civil-rights-emergencies-and-disasters ■ Earth Science Data, National Aeronautics and Space Administration(NASA), Science Mission Directorate: This major core capability in NASA's Earth Science Data Systems Program ingests, processes, archives and distributes data from a large number of Earth-observing satellites. bitp:Hscience.nasa.gov/earth-science/earth-science-data/ ■ Emergency Management Performance Grant Program, FEMA: Helps implement the National Preparedness System by supporting the building, sustainment and delivery of core capabilities essential to achieving the National Preparedness Goal of a secure and resilient Nation. https://www.fema.gov/emergency eg ment-performance-grant-program ■ Extension Disaster Education Network(EDEN):Reducing the Impacts of Disasters Through Education, Louisiana State University: Enables educators to use, share and produce resources to reduce the impact of disasters. Topics range from food safety to field safety, physical to psychological and government to community development. https:Heden.lsu.edu/ ■ Financial Assistance and Social Services, Bureau of Indian Affairs (BIA): Helps federally recognized American Indian and Alaskan Native tribal members meet essential needs of food, clothing, shelter and utilities. hops://www.benefits.gov/benefitsibenefit-details/801 ■ Gap Analysis Project, USGS: Conducts national as well as regional and state projects using cooperative efforts among Federal, state and regional agencies and private organizations. bitp:// ag_panal. sib sg gov/ ■ Individuals and Households Program (IHP)—Other Needs Assistance, DHS: Helps individuals and households affected by a disaster address necessary expenses and serious needs not met through other forms of disaster assistance or insurance(including personal property, medical, dental and funeral). hops://www.benefits.govibenefitsibenefit-details/816 ■ National Geospatial Program: The National Map, USGS: Provides leadership for USGS geospatial coordination, production and service activities. hops://www2.us sg gov/ngpo/ ■ Pre Disaster Mitigation (PDM) Grant Program, FEMA: Helps local and state jurisdictions,U.S. territories and federally recognized tribes implement a sustained pre-disaster natural hazard mitigation program to reduce overall risk to the population and structures from future hazards 37 These programs,resources and tools may be available to a jurisdiction if they have had a disaster. Federal Emergency Management Agency 65 while reducing reliance on Federal funding in future disasters. Awards planning and project grants and provides opportunities for raising public awareness about reducing future losses before disaster strikes. bitp://www.fema.goy/pre-disaster-mitigation-grant-progr ■ Recovery Funding and Technical Assistance Summary, FEMA: An overview of Community Planning and Capacity Building Recovery Support Function support and further resources for local governments to effectively and efficiently enact recovery management in a post-disaster environment. bgps://www.fema.gov/media-library-data/1466705670641- 82c846c9cfe2db88a70bf2475d5785bFRSF CPCB 41416.pdf ■ State and National Grants, Corporation for National and Community Service(AmeriCorps): Focuses on economic opportunity, education, veterans and military families, disaster services, healthy futures, environmental stewardship and capacity building. https://www.nationalservice.govibuild-. o�pacity/grants/funding-opportunities ■ Technical Assistance, USDA NRCS: Helps private landowners, conservation districts, federally recognized tribes and other organizations address opportunities, concerns and problems related to the use of natural resources and helps land users make sound natural resource management decisions. Assistance can be resource assessment,practice design,resource monitoring or follow- up of installed practices. http://www.nres.usda. og v/wps/portaVnres/main/national/programs/technical/ Historic Preservation Concerns ■ American Battlefield Protection, NPS: Preserves significant historic battlefields associated with wars on American soil, with subprograms dedicated to the Revolutionary War, War of 1812 and the Civil War.https://www.nps. og v/orgs/2287/index.htm ■ Historic Preservation Fund Grants, NPS: Provides annually appropriated funding to tribal historic preservation offices to protect and conserve important tribal cultural and historic assets and sites. https://www.nps.goy//preservation-grants/index.html ■ National Center for Preservation Technology and Training, NPS: Helps preservationists fmd better tools, materials and approaches to conserve buildings, landscapes, sites and collections. Conducts research and testing, provides cutting-edge training around the U.S. and supports research and training projects at universities and nonprofits. http://www.ncptt.nps.gov/ ■ National Heritage Area Federal Financial Assistance, NPS: Preserves and interprets the unique and significant contributions to our national heritage of historic and cultural lands, waterways and structures. Encourages a broad range of economic opportunities enhancing the quality of life within the designated area. Provides a management framework to assist state/local government entities,nonprofits and others in developing policies and programs that will preserve, enhance and interpret the cultural,historical,natural,recreation and scenic resources of the heritage area. https://www.federalgrantswire.com/national-heritage-area-federal-financial- assistance.html#.W 3 cM6-hKiUk ■ NEH Grants, National Endowment for the Humanities (NEH): Grants to cultural institutions, such as museums, archives, libraries, colleges,universities,public television and radio stations, and to individual scholars.http://www.neh.gov/grants/,grants.html Federal Emergency Management Agency 66 ■ Preservation Assistance Grants for Smaller Institutions, NEW Helps small and mid-sized institutions (libraries, museums, historical societies, archival repositories, cultural organizations, records offices and colleges and universities)preserve and care for their significant humanities collections. http://www.neh.gov/grants/preservatiop/preservation-assistance-grants-smaller- institutions ■ Preservation General Information, National Archives and Records Administration: General information for institutions and agencies responding to emergencies. hops://www.archives.goy/preservation/disaster-response/general.html ■ State, Tribal and Local Plans and Grants, NPS: Provides assistance through programs that preserve America's historic places and diverse history.http://www.pps. og v/orgs/1623/index.htm ■ Technical Preservation Services,Historic Surplus Property Program, NPS: Develops historic preservation standards and guidance on preserving and rehabilitating historic buildings; administers the Federal Historic Preservation Tax Incentives Program for rehabilitating historic buildings; and sets the Secretary of the Interior's Standards for the Treatment of Historic Properties. hops://www.nps.goy tps/ ■ Unified Federal Environmental and Historic Preservation Review for Presidentially Declared Disasters, FEMA: Information relevant to EHP reviews for disaster recovery projects. https://www.fema.gov/unified-federal-environmental-and-historic-preservation-review- presidentially-declared-disasters Housing Concerns ■ Approved Nonprofits Program, Federal Housing Authority(FHA): Partners with HUD-approved nonprofit organizations and governmental entities to ensure that financing is available to provide housing opportunities to low-to moderate-income families. http://portal.hud. og v/hudportal/HUD?src=/program offices/housin /g sfb/np ■ Capacity Building for Community Development and Affordable Housing Grants, Department of Housing and Urban Development(HUD): Provides funding to national intermediaries to carry out community development and affordable housing activities that benefit low-income families. http://portal.hud. ovg /hudportaVHUD?src=/hudprograms/capacitybuilding ■ Community Compass, HUD: Funds technical assistance, capacity building, and data research activities for HUD's customers, including recipients, public housing authorities and federally recognized tribes. Helps HUD's customers navigate complex housing and community development challenges and provides the knowledge, skills, tools, capacity and systems to implement HUD programs and policies successfully. Provides effective technical assistance and capacity building for successful program implementation over the long term. https://www.hud.goy/program offices/comm planning ■ CDBGDR Toolkits, HUD: Provides tools and resources to help recipients identify and prioritize critical unmet needs for long-term community recovery. bitps://www.hudexchange.info/resource/2853/cdbg-dr-toolkits ■ Disaster Recovery Toolkit, HUD Office of Policy Development and Research: A list of relevant resources,reports, guides and ordinances to aid homeowners and property owners in the disaster recovery process. hops://www.huduser.goy/portaVsgpd. Federal Emergency Management Agency 67 ■ Good Neighbor Next Door Sales Program, FHA: Enables law enforcement officers, pre-kindergarten through 12th-grade teachers, firefighters and emergency medical technicians to contribute to community revitalization while becoming homeowners. HUD offers a substantial incentive(a discount of 50 percent from the list price of the home)in return for a commitment to live in the property for 36 months as their sole residence. bitps://www.hud.goy/program offices/housin sfh/reo/ og odn/gnndabot ■ HMGP—Individual, FEMA: Helps individuals and local communities recover from disasters through mitigation projects. Among other requirements, the area must have received a Presidential Major Disaster Declaration,the community must have an approved hazard mitigation plan and the community must be a participant in good standing in the NFIP. A cost-share requirement applies; FEMA generally pays up to 75 percent of the cost, and the individual typically is responsible for the other 25 percent. https://www.fema.gov/understanding-hazard- miti atg ion- ant-program-individual ■ HOME Investment Partnerships Program, HUD: Provides formula grants to locals and states for use by communities, often in partnership with local nonprofit groups, to fund a wide range of activities including building,buying and/or rehabilitating affordable housing for rent or homeownership or providing direct rental assistance to low-income people. https://www.hud.goy/program offices/comm planning/affordablehousing/programs/home ■ Hope VI Main Street Program, HUD Office of Public and Indian Housing: Rejuvenates older, downtown business districts while retaining a traditional, historic character. Funds new affordable housing or converting obsolete or surplus commercial space(or substandard, vacant housing)into affordable housing units. http://www.hud.gov/mainstrect ■ Housing Choice Voucher Program (Section 8), HUD: The Federal Government's major program for assisting very-low-income families, the elderly and the disabled to afford decent, safe and sanitary housing in the private market. https://www.hud. og v/topics/housing_choice_voucher program section 8 ■ IHP—Housing Assistance, DHS: Grants to repair or replace damaged primary residences and temporary housing assistance(including rental assistance). bqps://www.benefits.govibenefitsibenefit-details/813 ■ Mortgage Insurance for Disaster Victims 203(h) and 203(k)Rehabilitation Mortgage Insurance, HUD: Allows the FHA to insure mortgages made by qualified lenders to victims of a major disaster who lost their homes and are rebuilding or buying another home. http://portal.hud. og v/hudportal/HUD?src=/program offices/housing/sth/ins/203h-dft ■ Public Housing Program, HUD: Provides decent and safe rental housing for eligible low-income families,the elderly and persons with disabilities. http://portal.hud. og v/hudportal/HUD?src=/topics/rental_assistance/phprog ■ Rural Housing Service, USDA Rural Development(RD): Technical assistance loans and grants, in partnership with nonprofit organizations, to build or improve housing and essential community facilities in eligible rural areas.http://www.rd.usda.gov/about-rd/agencies/rural- housing-service ■ Sustainable Communities Initiative(SCI)Resource Library, HUD: Tools, reports, fact sheets and case studies developed by SCI recipients, HUD and its capacity building partners. https://www.hudexchan eg info/programs/sci/resources Federal Emergency Management Agency 68 Park Concerns ■ Federal Lands to Parks Program, NPS: Helps communities create new parks and recreation areas by transferring surplus Federal land to state and local governments. bLtp://www.Lnps.gov/ncrc/Trograms/ft/index.htm ■ National Urban and Community Forestry Program, Forest Service: Provides information, tools and financial resources. In the event of a natural disaster,the funds may be used to minimize hazard situations related to damaged community trees. https://www.fs.usda.gov/managing- land/urban-forests/ucf ■ Urban Park&Recreation Recovery, NPS: Provides Federal grants to local governments to rehabilitate recreation areas and facilities; demonstrate innovative approaches to improve park system management and recreation opportunities; and develop improved recreation planning. https://www.federalgrantswire.com/urban-park-and-recreation-recovery_program.html#.W3cRh- hKiUk Public Health and Wellbeing Concerns ■ Applying for Grants, Administration for Community Living (ACL): Provides funding to local and state governments, community organizations, colleges and universities and other organizations who conduct research or provide services and supports for older adults and people with disabilities. bitps:Hacl.gov/ agr nts/gpplying_grants ■ Community Relations Service, Department of Justice: Helps communities address conflicts and tensions arising from differences of race, color,national origin, gender, gender identity, sexual orientation,religion and disability. The Community Relations Service is not an investigatory or prosecutorial agency and has no law enforcement authority. http://www.justice. og v/crs ■ Community Services Block Grant(CSBG), HHS ACF: Provides funding to lessen the causes and conditions of poverty in communities. http://www.acf.hhs.goy/programs/ocs/programs/csbg ■ Crisis Counseling Assistance and Training Program, Substance Abuse and Mental Health Services Administration(SAMHSA): Helps individuals and communities recover from natural and human-caused disasters through community outreach and access to mental health services. bqps://www.samhsa.gov/dtac/ccp ■ Crisis Counseling Assistance and Training Program Toolkit, SAMHSA: Includes guides and training materials to help states,territories and tribes apply for and establish crisis counseling assistance and training programs. https://www.samhsa.gov/dtac/ccp-toolkit ■ Disaster Behavioral Health Resources, SAMHSA: Helps state, local, tribal and territorial providers plan for and respond to behavioral health needs after a disaster. https://www.samhsa.gov/dtac/disaster-behavioral-health-resources ■ Disaster Distress Helpline, SAMHSA: Provides crisis counseling and support to people experiencing emotional distress related to natural or human-caused disasters. http://www.samhsa.gov/find-help/disaster-distress-hgl2line Federal Emergency Management Agency 69 ■ Disaster Legal Services (DLS)Program, American Bar Association: Immediate temporary legal assistance to disaster survivors at no charge. https://www.americanbar.org_/grNps/ug lawyers/disaster legal_services.html ■ Disaster Planning Handbook for Behavioral Health Treatment Programs, SAMHSA: Provides guidance for developing or improving the behavioral health treatment program's disaster plan. https:Hstore.samhsa.goy/product/TAP-34-Disaster-Planning-Handbook-for-Behavioral-Health- Treatment-Programs/SMA13-4779 ■ Disaster Resources for Older Adults and People with Disabilities, ACL: A variety of programs that assist with health and wellness, protect rights and prevent abuse, support consumer control, strengthen the networks of community-based organizations and fund research. bLtp://www.acl.gov/Programs/Index.aspx ■ Health Profession Opportunity Grants, HHS ACF: Provides education and training on temporary assistance for needy family recipients and other low-income individuals for occupations in the healthcare field that are expected to either experience labor shortages or be in high demand. hops://www.acf.hhs. ovg /ofa/programs/hpog ■ Health Program for Toxic Substances and Disease Registry, Public Health Service: Protects communities from harmful health effects from exposure to natural and man-made hazardous substances by responding to environmental health emergencies; investigating emerging environmental health threats; conducting research on the health impacts of hazardous waste sites; and building capabilities of and providing actionable guidance to state and local health partners. bttps://www.atsdr.cdc.gov ■ Rural Community Programs, Health Resources and Services Administration(HRSA): Provides program funding to increase access to care in rural communities and to address their unique healthcare challenges. http://www.hrsa.gov/ruralhealth/community/index.html ■ School-Based Health Centers, HRSA: Provides funding to school-based health centers for a full range of age-appropriate healthcare services based on community needs and resources as determined through collaboration between the community, school district and healthcare providers. hops://www.hrsa.gov/our-stories/school-health-centers/index.html ■ Small Rural Hospital Improvement Program, HRSA: Helps small rural hospitals (49 beds or fewer)do any or all of the following: 1)Purchase equipment and/or training to help attain the value-based purchasing provision in the Patient Protection and Affordable Care Act(ACA); 2) Join or become accountable care organizations or create shared savings programs per the ACA; and 3)Purchase health information technology, equipment and/or training to comply with meaningful use, International Classification of Diseases, Tenth Revision, standards and payment bundling. https://www.hrsa.gov/grants/find-fundinWhrsa-19-020 ■ Social and Economic Development Strategies, HHS ACF,Administration for Native Americans: Promotes social and economic self-sufficiency through financial assistance to locally determined projects that reduce or eliminate community problems and achieve community goals. bitp://www.acf.hhs.ggy/programs/gaa/programs/seds ■ Temporary Assistance for Needy Families, HHS ACF, Office of Family Assistance: Helps needy families achieve self-sufficiency through the use of block grants. biip://www.acf.hhs.ggv/programs/ofa/programs/t Federal Emergency Management Agency 70 Rural Land and Agricultural Concerns ■ Community Facilities Direct Loan and Grant Program, USDA RD: Provides affordable funding to develop essential community facilities such as healthcare facilities,public facilities, community support services,public safety services, educational services,utility services and local food systems in designated rural areas. http://www.rd.usda.goy/programs-services/community- facilities-direct-loan- ant-program ■ Disaster Assistance Program, USDA: Provides a variety of programs and services to help communities, farmers,ranchers and small businesses affected by natural disasters. https://www.fsa.usda. oy/programs-and-services/disaster-assistance-program/index ■ Disaster Supplemental Nutrition Assistance Program, Food and Nutrition Service,USDA: Provides short-term food assistance benefits to families suffering in the aftermath of a disaster. https://www.fns.usda.gov/disaster/disaster-d-snap ■ Emergency Community Water Assistance Grants Program, USDA RD: Helps eligible communities prepare, or recover from, an emergency that threatens the availability of safe, reliable drinking water. Eligible communities include most state and local government entities, nonprofit organizations and federally recognized tribes. http://www.rd.usda.gov/programs- services/emergency-community-water-assistance-grants ■ Intermediary Relending Program, USDA RD: Provides one-percent low-interest loans to local intermediaries that re-lend to businesses to improve economic conditions and create jobs in eligible rural communities. https://www.rd.usda.goy/programs-services/intermediary-relending- rp ogram ■ Programs &Services for Communities &Nonprofits, USDA RD: A database of more than 50 financial assistance programs for a variety of rural applications. http://www.rd.usda.goy/programs-services/programs-services-communities-nonprofits ■ Rural Business Development Grants, USDA RD: Targeted technical assistance, training and other activities leading to the development or expansion of small and emerging private businesses in eligible rural areas.bitps://www.rd.usda.goy/programs-services/rural-business-develgpment- grants ■ Rural Community Development Initiative Grants, USDA RD: Helps nonprofit housing and community development organizations, low-income rural communities and federally recognized tribes support housing, community facilities and community and economic development projects in eligible rural areas.Applications are accepted on an annual basis. https://www.rd.usda.goy/pro grams-services/rural-community-development-initiative-grants ■ Rural Community Development Program, HHS ACF: Works with regional and federally recognized tribal organizations to manage safe water systems in rural communities. bLtp://www.acfhhs.ggv/programs/ocs/Trograms/rcd Federal Emergency Management Agency 71 Small Business Concerns ■ Disaster Loan Factsheets, SBA: Information related to homeowners and renters, businesses of all sizes, military economic injury loans,homeowner association unit owners, and associations. bqps://www.sba.gov/funding-programs/disaster-assistance ■ Disaster Loan Information, SBA: Provides low-interest disaster loans to businesses of all sizes, private nonprofit organizations, homeowners and renters to repair or replace the following items damaged or destroyed in a declared disaster: real estate, personal property, machinery and equipment and inventory and business assets. https://www.sba.gov/funding-programs/disaster- assistance ■ Disaster Preparedness and Recovery Quick Guides, U.S. Chamber of Commerce Foundation: Provides both local chambers of commerce and local businesses with tips and resources on responding to and recovering from a disaster. https://www.uschamberfoundation.or quick- ug ides ■ Types of Disaster Loans, SBA: Low-interest, long-term loans for physical and economic damage caused by a declared disaster, including for home and personal property,business physical disaster loans, economic injury disaster loans and military reservists economic injury loans. bitps://www.sba.gov/funding-programs/disaster-assistance Transportation Concerns ■ A Guide to Regional Transportation Planning for Disaster,Emergencies and Significant Events, DOT: Uses planning principles, case studies,tips and tools to help implement transportation planning for possible multijurisdictional disasters, emergencies and other major events. bLtp:Honlinppubs.trb.org/onlinepubs/ncbM/nchrp n2t 777.pdf ■ Better Utilizing Investments to Leverage Development(BUILD) Transportation Discretionary Grant, DOT: Investments in road, rail, transit and port projects that promise to achieve national objectives. Formerly the Transportation Investment Generating Economic Recovery(TIGER) Discretionary Grants. bitps:Hgps.fhwa.dot.gov/Freight/infrastructure/tiger/ ■ Enhanced Mobility of Seniors and Individuals with Disabilities, Federal Transit Administration(FTA): Provides formula funding to states to help private nonprofit groups meet the transportation needs of older adults and people with disabilities when the transportation service provided is unavailable, insufficient or inappropriate. hops://www.transit.dot.gov/funding//grants/enhanced-mobility-seniors-individuals-disabilities- section-5310 ■ Formula Grants for Rural Areas, FTA: Provides capital, planning and operating assistance to states to support public transportation in rural areas with populations of less than 50,000 where many residents often rely on public transit to reach their destinations. bitps://www.transit.dot.gov/rural-formula-grants-5311 ■ Grant Programs, FTA: Grants to local public transit systems, including buses, subways, light rail, commuter rail, trolleys and ferries. https://www.transit.dot.gov/grants/13070.html ■ MAP-21—Moving Ahead for Progress in the 21st Century, Federal Highway Administration (FHWA): Provides needed funds and transforms the policy and programmatic framework for Federal Emergency Management Agency 72 investments to grow and develop the country's vital transportation infrastructure. http://www.fhwa.dot. og v/pW21/factshects/mp.cfm ■ Public Transportation Emergency Relief Program, FTA: Helps states and public transportation systems protect, repair and/or replace equipment and facilities that may suffer or have suffered serious damage as a result of an emergency, including natural disasters such as floods, hurricanes and tornadoes. hops://www.transit.dot.,gov/fundin ants/,grant-programs/public-transportation- emergency-relief-program-5324 ■ Recreational Trails Program, FTA: Provides funds to states to develop and maintain recreational trails and trail-related facilities for motorized and nonmotorized recreational trail uses. bltps://www.fhwa.dot.gov/ENVIRonment/recreational_trails/overview/ ■ State of Good Repair, FTA: Distributed to state and local governments in urbanized areas to repair and upgrade rail and bus rapid transit systems that are at least seven years old. https://www.transit.dot. og v/regulations-and-guidance/asset-management/state- o�pair ■ Urbanized Area Formula Grants, FTA: Makes Federal resources available to urbanized areas and to governors for transit capital and operating assistance in urbanized areas and for transportation-related planning. https://www.transit.dot.gov/funding//grants/urbanized-area- formula-grants-5307 Veteran Concerns ■ Burials and Memorials—Headstones, Markers and Medallions for Placement in Private Cemeteries, U.S. Department of Veterans Affairs (VA): Furnishes upon request, at no charge to the applicant, a Government headstone or marker for the unmarked grave of any deceased eligible veteran in any cemetery around the world, regardless of their date of death. bqp://www.cem.va.gov/cem/hmm/index.asp ■ Burial Benefits—Partial Reimbursement of Expenses, VA: A monetary benefit generally paid at the maximum amount authorized by law for an eligible veteran's burial and funeral costs. VA may grant additional benefits for plot, interment and/or transportation expenses. bqps://www.va.goviburials-memorials/veterans-burial-allowancc/ ■ Burial Benefits—Presidential Memorial Certificates, VA: Prepares the certificates which bear the current President's signature expressing the country's grateful recognition of the veteran's service in the United States Armed Forces. bgps://www.cem.va.goy/pmc.asp ■ Burial Benefits— Veteran and Dependent Burial in VA National Cemeteries, VA: Honors veterans and their families with final resting places and lasting memorials that commemorate their service to our Nation. http://www.cem.va.gov/cem/burial benefits/ ■ Housing Grants for Disabled Veterans, VA: Helps veterans with certain service-connected disabilities adapt or purchase a home to accommodate the disability. bLtp://www.benefits.va.gov/homeloans/adaptedhousing.as ■ Inquiry Routing and Information System (IRIS), VA: A web-based inquiry tool for veterans to find out about VA benefits claims, as well as general information about the VA and any of its other benefits programs. https://iris.custhclp.com/ Federal Emergency Management Agency 73 ■ Loan Management, VA: Provides a home loan guaranty benefit and other housing-related programs to help veterans buy, build, repair,retain or adapt a home for personal occupancy. bqp://www.benefits.va.gov/homeloans/ ■ My HealtheVet Website, VA: Tips and tools to help veterans partner with a healthcare team to work together to manage personal health. https://www.myhealth.va.gov/index.html ■ Native American Veterans Housing Loan Program, VA: Direct home loans to eligible Native American veterans to finance the purchase, construction or improvement of homes on Federal Trust Land or to refinance a prior Native American Veteran Direct Loan(NADL)to reduce the interest rate. hops://www.benefits.va.gov/homeloans/nadl.asp Water and Wastewater Concerns ■ Clean Water State Revolving Loan Fund, Environmental Protection Agency(EPA): Provides communities a permanent, independent source of low-cost financing for a wide range of water quality infrastructure projects. http://water.ppa. og v/grants_funding/cwsrf/cwsrf index.cfm ■ Federal Funding for Water and Wastewater Utilities in National Disasters, EPA: Information for water and wastewater utilities about Federal funding programs for mitigation and recovery from disasters. bitps://www.gpa.gov/fedftmds ■ Urban Waters Small Grants, EPA: Helps protect and restore urban waters, improve water quality and support community revitalization and other local priorities. bitp://www2.ppa.gov/urbanwaters/urban-waters-small-grants ■ Water Pollution Control(Section 106) Grants, EPA: Helps states (including territories and the District of Columbia), interstate agencies and eligible tribes establish and implement ongoing water pollution control programs. bitp://water.ppa.gov/grants fundin /g cwf/pollutioncontrol.cfm ■ Water and Waste Disposal Loan and Grant Program, USDA Rural Development(RD): Funds clean and reliable drinking water systems, sanitary sewage disposal, sanitary solid waste disposal and stormwater drainage to households and businesses in eligible rural areas. http://www.rd.usda.goy/programs-services/water-waste-disposal-loan- ant-program Watershed Concerns ■ Emergency Watershed Protection (EWP)Program—Floodplain Easement(FPE) Option, USDA NRCS: An alternative method to landowners and others where acquiring an easement is the best approach to minimize threats to life and/or property. hops://www.nres.usda. og v/wps/portal/nres/detaiVnationaVprograms/landscape/ewpp/?cid=nresl4 3_008216 ■ Small Watershed Program, USDA NRCS: Helps local organizations conduct surveys and investigations and plan and install structural and land treatment measures for watershed protection and flood prevention. hops://www.nres.usda. og v/wps/portal/nres/detaiVca/programs/planning/?cid=nresl44p2_064043 Federal Emergency Management Agency 74 ■ Watershed Surveys and Planning, USDA NRCS: Helps local, state, Federal and federally recognized tribal governments protect watersheds from damage caused by erosion, floodwater and sediment and conserve and develop water and land resources. http://www.nres.usda. og v/wps/portal/nres/main/national/programs/landscape/wsp Federal Emergency Management Agency 75 Appendix D : Legal Considerations for Disaster Financial Management Many laws and regulations directly affect disaster response or recovery programs. This appendix provides an introductory review of laws and regulations that may impact disaster financial management and potentially impact audits but are not specific fiscal laws. Elected leaders,managers legally responsible for response and recovery actions and emergency and recovery managers should be familiar with these laws and regulations and seek legal counsel as needed. While this appendix presents some key Federal laws and regulations relevant to disaster response and recovery programs,jurisdictions should also review and become knowledgeable of their individual jurisdiction laws, ordinances and regulations. Federal Primary Regulations and Authorities Title 2, Part 200 of the CFR Title 2 CFR Part 200 supersedes Office of Management and Budget(OMB)Circulars A-21, A-87, A-89, A-102, A-110, A-122, A-133 and parts of A-50 related to single audits, as well as 44 CFR Part 13.The updated uniform administrative requirements and cost principles in 2 CFR Part 200 apply to awards issued or declarations made on or after December 26, 2014. The single audit requirements in Subpart F of 2 CFR Part 200 apply to audits of fiscal years beginning on or after December 26, 2014. bttps://www.ecfr.gov/cgi-bin/text- idx?SID=b976663 fcc9241 e7d59d4c0036c464cc&mc=true&node=pt2.1.200&rgr The Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act) The Stafford Act(Public Law 93-288, as amended, codified at 42 U.S.C. 5121 et seq.) states that governors from the states and U.S.territories are eligible to request a presidential declaration of a major disaster and receive Federal assistance. The President of the United States may declare two types of disaster declarations: emergency declarations and major declarations. The majority of disaster recovery program activations depend on a presidential declaration. The Disaster Recovery Reform Act (DRRA) of 2018 The DRRA amends the Stafford Act to allow greater flexibility in financial management for disaster recovery. The Act specifically allows hazard mitigation assistance in areas affected by wildfire, as well as waiving certain Stafford Act provisions on alternate projects and duplication of benefits. Previously, hazard mitigation funds were not directly connected to wildfire events. Federal Emergency Management Agency 76 The Sandy Recovery Improvement Act of 2013 The Sandy Recovery Improvement Act amends the Stafford Act with significant changes to how FEMA may deliver Federal disaster assistance. Among other key changes, this act authorizes federally recognized tribal governments to request a declaration of an emergency or major disaster without a state's primacy request. Post-Katrina Emergency Management Reform Act of 2006 The Post-Katrina Emergency Management Reform Act of 2006 clarifies and modifies the organizational structure, authorities and responsibilities of FEMA. Homeland Security Act of 2002 The Homeland Security Act of 2002 created the Department of Homeland Security with a mandate of preventing and responding to natural and man-made disasters. Title 44 of the CFR Title 44 pertains to Federal agencies' rules and regulations for emergency management and specifically contains rules for implementing the Stafford Act. Additional Regulations and Authorities All grant projects require the following regulations. Failure to comply with the following laws and regulations in the production of grant-funded projects may lead to audits, deobligation of funding and/or other legal repercussions. Americans with Disabilities Act (ADA) of 1990, as amended Grant-funded projects should include specific considerations for serving all members of the community, including individuals with disabilities,to meet the ADA as amended and locally adopted 508 compliance measures. Davis-Bacon Act (DBA) and Related Acts The DBA, as amended, requires employers to pay the"prevailing wage,"as determined by the Wage and Hour Division of the DOL, for construction projects using specific types of Federal funds. Subcontractors not using DBA wages when required may result in financial audit findings for the grant recipient. The President may also waive DBA requirements during disasters. Federal Emergency Management Agency 77 Fair Labor Standards Act (FLSA) The FLSA, as amended, establishes minimum wage, overtime pay, recordkeeping and youth employment standards. Grant project work must meet FLSA requirements. National Environmental Policy Act (NEPA) Public assistance funds used to implement grant projects must meet the requirements of NEPA, as amended, to protect and enhance the environment and the President's Council of Environmental Quality regulations. National Historic Preservation Act (NHPA) of 1966 The NHPA, as amended, protects historic and archeological sites within the United States of America and affects grant projects that may impact historic or archeological sites. Section 504 of the Rehabilitation Act of 1973 Section 504 of the Rehabilitation Act of 1973, as amended, is a Federal law that protects persons from discrimination on the basis of disability in programs and activities receiving Federal financial assistance. Title VI of the Civil Rights Act of 1964 Title VI of the Civil Rights Act of 1964 is a Federal law that protects persons from discrimination on the basis on race, color or national origin(including language)in programs and activities receiving Federal financial assistance. Title VI requires recipients to provide access to their programs and activities, including disaster-related programs and activities, on a nondiscrimination basis. Title VI also requires recipients to take reasonable steps to ensure that persons with limited English proficiency have meaningful access to their programs and services. Federal Emergency Management Agency 78 *1854 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Tanessa Noll Ext: 595 Department: Central Services Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 10,2025 Agenda Date(s): Click or tap here to enter text. Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item: Grant Work In Progress Background/Executive Summary: Secretary of State Local Records grant,$50,000.Due: February 28,2025 The Grant Writer is currently working with the County Clerk on an application to digitize documents. Scoping grants for: Flock technology(license plate recognition),Mental Health Field Response for Sheriff's Office;housing,recreation/land, additional records grants for Clerk and other departments. Budget Impact(amount, funding source,budget amendment, etc.): N/A Public Outreach: N/A Requested Action: Review current focus of grants and communicate any emerging priorities with Grant Writer. Attachment(s)• N/A *1854 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Tanessa Noll Ext: 595 Department: Central Services Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 10,2025 Agenda Date(s): Click or tap here to enter text. Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item: Grant Applications Update Background/Executive Summary: Ecology's Aquatic Invasive Plants Management grant,$30,000. Submitted through EAGL December 12,2024 Grant Writer worked with Mason Lake LMD to submit grant to update their 21-year-old Invasive Aquatic Vegetation Management Plan. Clean Building Performance Grant,$500,000. Submitted via email January 30,2025 This grant had a short open period, and we were unable to provide a briefing before the deadline.Funding supports activities to get County Tier 2 buildings (Courthouse,Jail, and Building 10) in compliance with Clean Building Performance Standards by July 2027. These grants aim to lower energy costs,reduce pollution and generate jobs throughout the state. Budget Impact(amount,funding source,budget amendment, etc.): No match required for these grants. Public Outreach: N/A Requested Action: Please see attachments to review additional grant information. Attachment(s)• IAVMP Budget CBPG-024 Response Contents(Word) WATER QUALITY AQUATIC INVASIVE PLANT FUNDING Organization: Mason County- Public Works WQAIP-2026-MaCoPW-00124 Task Budget By Fiscal Year Estimate your proposal's total budget needs by task for each Fiscal Year. Fiscal Years run from July 1 to June 30. Total Eligible Costs from General Information form $30,000.00 By Task Task Title Total Task Cost *1st Fiscal Year Cost *2nd Fiscal Year Cost Total of All FYs Pro'ect Administration/Management $1,000.00 $1,000.00 0 $1,000.00 IAVMP Development $26,000.00 $26,000.00 0 $26,000.00 Community Outreach and Education $3,000.00 $3,000.00 0 $3,000.00 Totals $30,000.00 $30,000.00 $0 $30,000.00 02/05/2025 Page 1 of 1 EXHIBIT A CERTIFICATIONS AND ASSURANCES I/we make the following certifications and assurances as a required element of my/our Application, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award or continuation of the related contract(s): 1. I/we declare that all answers and statements made in the Application are true and correct. 2. The prices and/or cost data have been determined independently, without consultation, communication, or agreement with others for the purpose of restricting competition. However, I/we may freely join with other persons or organizations for the purpose of presenting a single Application. 3. The attached Application is a firm offer for a period of 60 days following receipt, and it may be accepted by COMMERCE without further negotiation (except where obviously required by lack of certainty in key terms)at any time within the 60-day period. 4. In preparing this Application, I/we have not been assisted by any current or former employee of the state of Washington whose duties relate(or did relate)to this Application or prospective contract,and who was assisting in other than his or her official, public capacity. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.) 5. I/we understand that COMMERCE will not reimburse me/us for any costs incurred in the preparation of this Application.All Applications become the property of COMMERCE,and I/we claim no proprietary right to the ideas,writings, items, or samples, unless so stated in this Application. 6. Unless otherwise required by law, the prices and/or cost data that have been submitted have not been knowingly disclosed by the Applicant and will not knowingly be disclosed by him/her prior to opening, directly or indirectly to any other Applicant or to any competitor. 7. I/we agree that submission of the attached Application constitutes acceptance of the solicitation contents and the attached sample contract and general terms and conditions. If there are any exceptions to these terms, I/we have described those exceptions in detail on a page attached to this document. 8. No attempt has been made or will be made by the Applicant to induce any other person or organization to submit or not to submit an Application for the purpose of restricting competition. 9. I/we grant COMMERCE the right to contact references and others, who may have pertinent information regarding the Applicant's prior experience and ability to perform the services contemplated in this procurement. 10. If any staff member(s) who will perform work on this contract has retired from the State of Washington under the provisions of the 2008 Early Retirement Factors legislation, his/her name(s) is noted on a separately attached page. I/We have reviewed the Contract and General Terms and Conditions and I/we: (check one and sign) ❑ are submitting proposed Contract edits. If proposed Contract edits are being submitted, I/we have attached them to this form. (See Section 2.12) ❑x are not submitting proposed Contract edits. (Default if neither are checked) On behalf of the organization submitting this Application, my signature below attests to the accuracy of the above statements as well as my authority to bind this organization. Signature Kelly Frazier, Facilities Manager 1/30/2025 Printed Name and Title Date EXHIBIT B APPLICANT INFORMATION Full Legal Name of Organization Licensed to do Business in Washington? Mason County ® Yes ❑ Will become licensed within 30 days of award ❑ Federally recognized tribal government Year Incorporated Entity T pe Applicant Type Number of Employees 1854 Washington County Current Commerce 101 or more Grantee Additional Detail: Mailing Address Physical Address if different than mailing address Street: 411 North 5th St Street: City: Shelton State: WA Zip Code: 98584 City: State: Zip Code: Statewide Vendor Number Uniform Business Unique Entity Identifier Federal Employer ID SWV : Identifier UBI : UEI : FEIN : SWV0001893 232-002-101 Not Applicable Not Applicable Commerce Building ID(s) if available: Key Staff Primary contact person for this Application Other Application contact Name and Title: Kelly Frazier Name and Title: Mark Neary Phone: 360-507-4779 Phone: (360)427-9670 ext. 530 Email: KellyF@masoncountywa.gov Email: MNeary@masoncountywa.gov Signatory (Person with authority to bind organization) Grant Manager(Primary contact for grant activities) Name/Title: Kelly Frazier Name/Title: Tanessa Noll Phone: 360-507-4779 Phone: (360)427-9670 ext. 595 Email: KellyF@masoncountywa.gov Email: tnoll@masoncountywa.gov Finance (Primary contact for invoices and payment) Data Manager(Primary contact for data security) Name/Title: Jennifer Beierle Name/Title: Todd Cannon Phone: (360)427-9670 ext. 532 Phone: 360-427-5501 Email:jb@masoncountywa.gov Email: toddc@masoncountywa.gov Sub grantee Information if applicable) Name of Organization Licensed to do Business in WA State N/A ❑ Yes ❑ Will become licensed within 30 days of award ❑ Federally recognized tribal government Uniform Business Identifier Federal Employer ID (FEIN) Subgrantee Contact Name and Phone Number UBI Summary of sub grantee's prima responsibilities 50 words maximum Current or former state employees Identify any state employees or former state employees employed by the Applicant or on the Applicant's governing board as of the date of submission. Include their position and responsibilities within the Applicant's organization. If, following a review of this information, it is determined by Commerce that a conflict of interest may exist, the Applicant may be disqualified from further consideration for the award of a contract. Name Title Responsibilities State Agency Last Year Worked Sharon Trask Commissioner Administrator for County House of 2018 District 3 operations Representatives Mark Neary County Managerial oversite for Secretary of 2021 Administrator departments under the State administrative control of the Commissioners Ryan Spurling Sheriff Command overall personnel in the State Patrol 2013 Department. ❑ I/we certify no current or former state employees are employed by this organization nor serve on the governing board. Past Contracts If the Applicant has had any contract terminated for default in the last five years, describe below. Termination for default, also called termination for cause, is defined as notice to stop contract work for reasons related to contract performance and/or compliance and the termination was either(a) not litigated due to inaction on the part of the Applicant, or(b) litigated and such litigation determined that the Applicant was in default. Submit full details of the terms for default, adding additional pages if needed and include: the other party's and contact information, as well as your position on the matter. Commerce will evaluate the facts and may, in its sole discretion, reject the Application on these grounds. Other Party Contract Purpose Date of Termination Details ❑x I/we certify the Applicant has had no contracts of any kind terminated for default in the last five years. If the Applicant has held any contract (including grants, work orders, purchase requests, MOUs, etc.) with the state of Washington,whether an Agency, Department, Board, Office, Council, Institution of Higher Education, or other entity of the state, within the past 36 months, describe each contract below: State Agency and Contract Manager Name Contract Number Total Amount Start Date End Date SEE ATTACHMENT ❑ I/we certify the Applicant has not held any contract with the state of Washington in the past 36 months. Contributors Please list all those who worked on the development of this Appliication, whether or not employed by the Applicant. Name and Title RFA Section(s) Tanessa Noll All sections Kelly Frazier Budget, general grant review Jennifer Beierle Budget, general grant review APPLICATION QUESTIONS This building: (check all that apply) ® Is owned by the applicant. ® Is located in a rural area of Washington (Cities with less than 50,000 residents and Counties with less than 200,000 residents). If yes, what County and City?: Click or tap here to enter tex ® Is located in a community highlighted on the Office of Financial Management's Overburdened Communities and Vulnerable Populations Map (Enter the address of the building to identify if it falls within a highlighted area). ❑ Has never received an energy efficiency based grant from Commerce. SCOPE OF WORK Is the scope(s) of work directly related to pursuing compliance with the Clean Buildings Performance Standard? ® Yes ❑ No What Scope(s) of Work are included in your application? (Check both, if applicable): ❑ Building Retrofit Project (Heating and cooling upgrades, lighting upgrades, controls upgrades, building envelope upgrades, etc.) ® Contracted Services Project (Developing and energy management plan, energy auditing services, accounting support, etc.) COMPLIANCE QUESTIONS Please answer each question in enough detail to convey to the evaluation team the Applicant's understanding of compliance with the CBPS, the building or organization's relationship with the community, and the Applicant's organizational priorities and practices. If a question is not applicable provide a brief explanation as to why it does not apply. 1. Based on your building's size, what is the compliance date of your building? July 1, 2027 2. Referring to section 1.1 and 1.2 for the purpose and objectives of this RFA, please describe your CBPS compliance plan and what portions of compliance your proposed project will address? As a Tier 2 grantee, Mason County would focus on contracted service projects for the County Courthouse, Jail, and District Court. This would involve developing an energy management plan, establishing an operations and maintenance program, and completing energy audits needed on the County's three Tier 2 buildings. 3. Is this project expected to bring your building fully into compliance with the CBPS? If no, what steps will remain and how does the proposed project contribute to compliance? Yes 4. What is your Building's Energy Use Intensity (EUI) and Energy Use Intensity Target (EUIt)? Over what 12-month period was the building's EUI measured/benchmarked? If you are unable to determine your building's EUI and/or EUlt, please explain why. Building EUI and EUlt are not currently measured. Any required benchmarking will take place once the County adopts an energy management plan. 5. What are the estimated energy savings directly resulting from the proposed project? How was this determined? If you have already subcontracted for these services, has your contractor guaranteed these energy savings for your project? N/A 6. If you are unable to estimate the energy savings directly resulting from the proposed project, how will the proposed project contribute to energy savings over time? How was this determined? Although the Tier 2 grant is not performance based, we anticipate significant energy savings as a result of being in compliance with CBPS. PROGRAM MANAGEMENT QUESTIONS 1. Please describe your project timeline in detail and identify where you are at in the process. Identify material, labor, and contracting lead times. Do you have concerns about finishing the proposed project by June 30, 2025? If so, what are they? Mason County has already implemented numerous energy efficient measures across county buildings. However, our largest buildings, Tier 2, are most in need of improvement. Developing an energy management plan will help us be in compliance with CBPS and also create move comfortable buildings for the community and cost-savings for the County. The project timeline is as follows: MARCH Secure contractor(s) for energy management plan for Tier 2 buildings, including conditions assessment for historical Courthouse window restoration or replacement APRIL Energy management plan in progress; building audits MAY Energy management plan in progress JUNE Conditions assessment and energy management plan completion 2. Have you identified a contractor(s) to perform these services? If yes, how was that contractor(s) chosen? If no, how will you determine who will provide these services? No. We will utilize our list of approved vendors to complete services. Selections will depend on ability to meet project goals by June 30, 2025. 3. Marginalized communities are routinely underserved. How does this building or your organization support underserved communities and how would you use this funding to serve communities equitably? Mason County is a rural local government, which includes underserved communities in this region. The public buildings impacted by this project are the County Courthouse, Jail, and District Court. Improving the efficiency of these buildings benefits the community at large, ensuring an equitable use of funds. NARRATIVE Please describe your project in detail and explain how your proposed scope of work will enable compliance with the CBPS. Include the following sections: 1. Background. Include a background with building details, a description of how the scope of work was selected, how it fits into a compliance plan, and how it will enable compliance with the CBPS. In the last 15 years, Mason County has worked on making its buildings more efficient by switching over the LED lighting, installing heat pumps, and implementing water saving measures, such as utilizing timers and reducing hot water usage. These efforts have been made throughout the county. For this funding opportunity, only three of our buildings qualify as Tier 2, so they were selected as the focus of our energy management plan. The County currently tracks the utility use of its buildings and will further develop benchmarking needed to comply with CBPS. By creating an energy management plan, which also includes an operations and maintenance program, the County will have clarity on the roles and responsibilities needed to ensure long-term success, energy efficiency, and cost savings to Mason County. County Courthouse The Mason County Courthouse, built in 1929, is listed in the National Register of Historic Places. It also has a local designation as an historical landmark. Exterior restoration work has taken place on the approximately 26,000 square ft. building. However, the condition of the windows is poor and create drafts, which increase energy costs. The CBPG funds would allow us to get a conditions assessment to determine whether the windows can be repaired, thus keeping the character-defining features of the courthouse. Such an assessment should be completed prior to replacement. County Jail Energy costs at the jail are the highest of any county building. In 2024, electricity costs were approximately$39,000, natural gas as about$21,000, and water was around $25,000. The water expense was over $37,000 in 2023. The decrease in 2024 can be attributed to the fact that the jail has been understaffed and contracting with Nisqually to house inmates. Once the jail resumes its capacity, the usage will increase, so clean building efforts are needed. This building is over 26,000 square ft. District Court In 2025, the District Court is set to complete a move from the main courthouse to a former commercial space. The building opened as a grocery store in 1962 and later became a furniture store. The approximately 20,000 square ft. building will utilize energy efficient heat pumps and will likely need updates for the large display "storefront" windows. The activities of this grant will guide any future efforts to improve the building's efficiency. 2. Scope of Work. Describe the scope of work in detail. Include reference/citation to any energy audits, engineering studies, cut sheets, drawings and quotes that have informed the project. The County estimates that previous energy audits were at least 15 years ago. They were likely performed by Mason PUD 3, with focus on lights and insulation. The current scope of work includes obtaining new energy audits and securing contractors who can assist with the completion of the energy management plan. Roles and responsibilities will be reviewed and assigned, to ensure that compliance is a team effort and sustainable for the long-term. 3. Project Schedule. Provide a realistic schedule that includes, if applicable, any required approvals, contracting, material procurement, construction, and measurement and verification activities. Additionally, what considerations have been made to ensure the project can be finalized within the period of performance identified in section 1.5? As stated in the project timeline, our realistic schedule is as follows: MARCH Secure contractor(s) for energy management plan for Tier 2 buildings, including conditions assessment for Courthouse window restoration or replacement APRIL Energy management plan in progress; building audits MAY Energy management plan in progress JUNE Conditions assessment and energy management plan completion Mason County Facilities management assisted in creating a realistic schedule and budget, with consideration for the brief project period. BUDGET Please include a detailed budget not to exceed the amount identified in Section 1.4 ($2,000,000.00). Include costs of all things necessary to carry out the services of this RFA. Costs for work to be done by subcontractors or subgrantees are to be broken out separately. The evaluation process is designed to award funding not necessarily to the Applicants of least cost, but rather to Applicants that best meet the requirements of this RFA. Applicants are encouraged, however, to submit budgets which are consistent with efforts to conserve state resources. Item Cost Contractual Energy management plan $240,000 Energy audits $60,000 Conditions assessment $154,545 Total Direct Charges $454,545 Indirect Charges @ 10% $45,455 Total Award $500,000 The Contractual costs are estimates, with consideration that the Courthouse may require more specialized attention, as an historic building. Please include a supplemental budget of any additional funding sources which are, or are intended to support compliance efforts. There is not a supplemental budget for this phase of the project. EXHIBIT C DIVERSE BUSINESS INCLUSION PLAN Please see Section 3.3 for more information regarding the Diverse Business Inclusion Plan. If awarded a contract as a result of this RFA, do you anticipate subcontracting*with or purchasing from any of the following: Yes No State Certified Minority Owned Businesses? ❑ ❑ State Certified Woman Owned Businesses? ❑ ❑ State Certified Veteran Owned Businesses? ❑ ❑ Washington Small Businesses? ❑ ❑ Organizational Goals: Please list the approximate percentage of funding received through this RFA which is expected to be subcontracted to each subcontractor category: For example, say the total funding is$10,000. Of that, $1,000 will be subcontracted to a business to create one of the deliverables and the organization plans to use a Washington Small Business. They would enter "10%" on the appropriate line below. On the other hand, if all subcontracts will be with nonprofit organizations or with businesses not described below, they would enter"0%". State Certified Minority Owned Businesses: State Certified Woman Owned Businesses: State Certified Veteran Owned Businesses: Washington Small Businesses: Please list the approximate percentage of purchases reimbursed by funding received as a result of this RFA that will be made from each category: For example, say allowable expenses are estimated to be$1000, most of which will reimburse the cost of supplies purchased from various sources. If the organization plans to make half of those purchases from a Certified Woman-Owned Business, they would enter"50%"on the appropriate line below. State Certified Minority Owned Businesses: _% State Certified Woman Owned Businesses: _% State Certified Veteran Owned Businesses: _% Washington Small Businesses: _% If you plan to subcontract and/or purchase with funding received as a result of this RFA and answered `No' to all questions above, please explain: Click or tap here to enter text. ❑x I/We do not plan to subcontract any of the work described in this RFA. ❑x I/We do not plan to make any purchases reimbursable under this RFA. Please identify the person in your organization who will manage your Diverse Business Inclusion Plan related to this project: Name: Mark Neary Title: County Administrator Phone: (360)427-9670 ext. 530 E-Mail: MNeary@masoncountywa.gov *Please note that subcontracting must be done in accordance with contractual terms and conditions which may include specific subcontractor selection requirements. Do not select subcontractors until you have reviewed all applicable requirements. EXHIBIT D Applicant Certification Executive Order 18-03—Workers' Rights Pursuant to the Washington State Governor's Executive Order 18-03, dated June 12, 2018, the Washington State Department of Commerce is seeking to contract with qualified entities and business owners who certify that their employees are not, as a condition of employment, subject to mandatory individual arbitration clauses and class or collective action waivers. CBPG-024 I hereby certify, on behalf of the organization identified below, as follows (check one): ❑X NO MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION WAIVERS FOR EMPLOYEES. This organization does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers. OR ❑ MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION WAIVERS FOR EMPLOYEES. This organization requires its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers. OR ❑ This organization certifies it has no employees. I hereby certify, under penalty of perjury under the laws of the state of Washington,that the certifications herein are true and correct and that I am authorized to make these certifications on behalf of the organization listed herein. Organization Name: Mason County Print full legal entity name of organization Signed: Printed Name: _Kelly Frazier Title: _Facilities Manager Place:_Shelton, WA Print city and state where signed Date: 1/30/2025 Return Applicant Certification to Procurement Coordinator as part of your complete response. MASON COUNTY PUBLIC WORKS COMMISSIONER BRIEFING February 10, 2025 NC ` Action Items: ■ Flood Control Assistance Account Program (FCAAP) Grant Application ■ Hearing Examiner recommendations for Road Vacation#420 to vacate Wilderwood, Bay, Brook, Canal, Park Street, and Sixth Ave dedicated in Plat of Lakewood Plat F. Discussion Items: ■ Drinking water customer notice Commissioner Follow-Up Items: Upcoming Items: *1854 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Loretta Swanson,Director Ext:769 Department: Public Works Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 10,2025 Agenda Date(s): February 18,2025 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Flood Control Assistance Account Program(FCAAP) Backi!round/Executive Summary: The Flood Control Assistance Account Program(FCAAP)grant provides financial support to counties for flood hazard management and mitigation projects. The grant application period for planning projects is open from January 2025 to February 2025,with funding available from July 1,2025,to June 30,2027. Public Works proposes to update the Skokomish Comprehensive Flood Hazard Management Plan with grant funding. Budget Impact: For the current biennium,the FCAAP offers a maximum award of$500,000 per county for planning projects,with a required 25%local match. Match can be met in one of three ways: 1. Cash contribution 2. In-Kind Other contributions (such as staff time or other resources) 3. In-kind interlocal contributions(e.g., from neighboring jurisdictions or organizations). This project is not in the adopted budget or work plan for 2025 so work would likely begin in 2026 and last for 1.5 years. Cash or in-kind commitment of$75,000 would need to be in the 2026 and 2027 budgets and work plans, assuming a$300,000 project total. Public Outreach: If awarded this project would have a considerable public outreach component. Requested Action: Requesting the Board of County Commissioners authorize Public Works to apply for the Flood Control Assistance Account Program grant in the amount of$300,000($75,000 local match and$225,000 grant award). If awarded, authorize the Chair to sign the funded grant agreement and proceed with the project. Attachment(s)• Notice of Intent to Apply Flood control assistance account program (FCAAP) The Washington Legislature established the Flood Control Assistance Account Program (FCAAP) in 1984 to assist local governments and Tribes develop comprehensive floodplain management plans and put actions and projects in place to mitigate local flood hazards. Eligible projects include: • Developing and writing or updating a comprehensive flood hazard management plan. • Feasibility, mapping, and technical studies. • Permitting work. • Community, Tribal, and stakeholder outreach & engagement efforts. • Public flood risk communications. • Match for federal projects. • Emergency flood response and recovery work. Funding cycle • Amount of funding available: Approximately $1 .5 million for all projects. • Grant award limit: There is a $500,000 limit per county. • Amount of matching funds required: 25% for planning projects and 20% for emergency flood response projects. • Applications for planning projects in the 2025-2027 funding cycle open Jan. 1, 2025. Notice of Intent to Apply due December 31, 2024. • Emergency project applications are currently being accepted. • Applications for 2023-2025 emergency projects are being accepted through June 30, 2025, on a case-by-case basis and until all funds have been awarded. C A Mason County Agenda Request Form Y /A t! To: Board of Mason County Commissioners From: Lovejoy Schaefer,Right of Way Agent Ext.450 Senior, on behalf of Mike Collins,PLS,PE Deputy Director/County Engineer Department: Public Works Briefing: N Public Hearing: ❑ Action Agenda: ® Special Meeting: ❑ Briefing Date(s): February 10,2025 Agenda Date: February 18,2025 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk (This is the responsibility of the requesting Department) Below for Clerk of the Board's Use Only: Item Number: Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken Ordinance/Resolution No. Contract No. County Code: Item• Road Vacation No. 420—Hearings Examiner Recommendation Vacate all that portion of Wildwood,Bay, Brook, Canal,Park Streets, and Sixth Ave, lying within,AND Fifth and Seventh Avenue,adjacent to, Resultant Parcel 1 of Boundary Line Agreement recorded June 22,2020,under Auditor's File No. 2132998 and Survey recorded June 11,2020,under Auditor's File No. 2132272 in Volume 47 of surveys,pages 228-229, all within the plat of Lakewood Plat"F",recorded in Volume 3 of plats,page 25,records of Mason County,Washington in Section 13, Township 22 North, Range 2,West.Fifth, Sixth, and Seventh Avenue appear on the above mentioned survey as streets instead of avenues as dedicated on the Plat of Lakewood Plat"F",recorded in Volume 3 of plats,page 25. Background/Executive Summary: The Mason County Hearing Examiner held a hearing on Wednesday December 11,2024, at 1:00pm via zoom. This hearing was to consider vacating the above mentioned streets and avenues in the plat of Lakewood Plat"F",as recorded in Volume 3 of plats,page 25,as dedicated on February 6, 1913, in Mason County,Washington, as requested by Peggy Merriam. The Hearing Examiner issued his Findings of Fact, Conclusions of Law and Recommendation on December 26, 2024,recommending approval of the proposed vacation with the following conditions. 1. The petitioner must pay compensation to the County in the amount of$19,815.60. 2. The vacated area will still be subject to existing easements for ingress and egress, and any existing public utilities, and access to maintain these utilities must be maintained or for any other purpose, if any. Budget Impact(amount, funding source, budget amendment): The required administrative fee of$1,000 has been paid. The road is classified as "Class A"per RCW 36.87.120 & MCC 12.20.040, 12.20.050, & 12.20.060, compensation is fifty percent (50%) of appraised value. The square footage adjacent to Parcel#22213-11-60030 is 198,155.95 sq ft, and the cost per square foot is $0.20. The compensation due in the amount of $19,815.60 has been paid. Public Outreach (news release, community meeting, etc.): Public notice has been provided as required by RCW 36.87.050, both by posting at the site and by publishing in the county official newspaper. C Mason County Agenda Request Form Y /A t! Requested Action: Requesting the Mason County Board of Commissioners accept the recommendation of the Hearing Examiner and grant the vacation of the right-of-way as petitioned, subject to the conditions contained in the Findings of Fact, Conclusions of Law and Recommendations of the Hearing Examiner for Road Vacation No. 420. Attachments• 1. Hearing Examiner's Findings of Fact, Conclusions of Law and Recommendation 2. Order of Vacation I BEFORE THE HEARING EXAMINER FOR MASON COUNTY 2 Phil Olbrechts, Hearing Examiner 3 4 RE: Road Vacation No. 420 FINDINGS OF FACT, CONCLUSIONS 5 OF LAW AND RECOMMENDATION Petition for a Road Vacation 6 7 SUMMARY 8 Peggy Merriam requests the vacation of rights of way that adjoins her property in the 9 Lakewood Plat subdivision. It is recommended that the County Commissioners 10 approve the vacation. 11 The Engineer's Report, Ex. 1, notes that the vacation area was dedicated as a County road in 1913 and that the County has no record of any of these internal subdivision 12 roads ever being opened. This area has never functioned as an open roadway. 13 The County staff stated the road areas are not deemed necessary for future use by the 14 County in its road system. The parcels adjoining the vacation area are served by other private roads or private access easements and would not become landlocked by the 15 proposed vacation. No other lots would become landlocked as well. 16 17 TESTIMONY 18 A computer-generated transcript has been prepared of the appeal hearing to provide an overview of the hearing testimony. The transcript is provided for informational purposes 19 only as Appendix A. Since the transcript is computer generated, it is not 100% accurate, but does provide a useful indication of what testimony was presented during the hearing. 20 21 EXHIBITS 22 The October 10, 2024 Engineer's Report—Road Vacation File No. 420 was admitted as Exhibit 1 during the December 11, 2024 hearing along with its three attachments as 23 listed on Page 2 of the report. 24 25 FINDINGS OF FACT Procedural: Road Vacation P. 1 Recommendation 1 • Hearing. A virtual hearing on the petition for vacation was held on December 11, 2 2024 at 1:00 pm via Zoom. 3 Substantive: 4 2. Site/Proposal Description. Peggy Merriam requests the vacation of rights of way 5 that adjoin her property. 6 Peggy Merriam, the petitioner, owns parcel#22213-11-60030,being Resultant Parcel 1 of Boundary Line Adjustment pursuant to RCW 58.04.007 recorded June 22, 2020, 7 under Auditor's File No. 2132998, which is adjacent to and lying within the following proposed road vacations. The request is to vacate all those portions of Wildwood,Bay, 8 Brook, Canal, Park Streets, and Sixth Ave, lying within, and Fifth and Seventh Avenue', adjacent to, Resultant Parcel 1 of Boundary Line Agreement recorded June 9 22, 2020,under Auditor's File No. 2132998 and Survey recorded June 11,2020,under 10 Auditor's File No.2132272 in Volume 47 of surveys,pages 228-229,all within the plat of Lakewood Plat "F", recorded in Volume 2 of plats, page 25, records of Mason 11 County,Washington in Section 13,Township 22 North,Range 2,West. (See Ex. A and B.) 12 13 The roads to the South within parcel #22213-11-00010, were vacated under Road Vacation#401,recorded January 7,2021,under Auditor's File No. 2147711. This was 14 done subject to any existing private easements and with a stipulation of recording ingress/egress easements in gross running with the land. The parcel to the south 15 currently has access from the south. 16 The requested streets proposed for vacation are unopened rights of way that have never 17 been maintained. The streets were dedicated to the public on February 6, 1913, when Lakewood Plat"F"was originally platted. 18 The roadways are classified as Class A roadways. 19 3. Utility of Vacation Area. The engineering report(Ex. 1)identifies that the roads are 20 Class A roads for which no public expenditures have been made since the dedication 21 in 1913.The roads are not presently used as public roadways.As noted in the engineer's report, Public Works staff have determined that the proposed vacation area is not 22 necessary for future use in the County's road system. No lots will be landlocked as a result of the proposal. The area proposed for vacation has no utility to the County. 23 4. Petition Includes Majority of Abutting Owners. As shown in Ex. B, the petitioners 24 own the majority of the areas abutting the vacation area. There is one private roadway 25 easement that will remain. 1 Fifth, Sixth, and Seventh Avenue appear on the survey as streets instead of avenues as dedicated on the Plat of Lakewood Plat"F",recorded in Volume 2 of plats,page 25. Road Vacation p. 2 Recommendation I CONCLUSIONS OF LAW 2 Procedural: 3 1. Authority of Hearing Examiner. MCC 12.20.030 provides the Examiner with the 4 authority to review road vacation applications and make a recommendation to the Mason County Board of County Commissioners. 5 Substantive: 6 7 2. Review Criteria and Application. Chapter 12.20 MCC sets forth the requirements for vacation of roads. Furthermore, MCC 12.20.010 provides that County roads may 8 be vacated in accordance with the provisions of Chapter 36.87 RCW. Applicable review standards for vacation under Chapter 12.20 MCC, as well as those in Chapter 9 36.87 RCW, are quoted in italics below and applied via corresponding conclusions of law. 10 11 MCC 12.20.010: County roads may be vacated in accordance with the provisions of RCW 36.87, and Mason County may require as a condition precedent to the vacation 12 the receipt of just compensation from the person or persons benefiting from the vacation. 13 RCW 36.87.020: Owners of the majority of the frontage on any county road or portion 14 thereof may petition the county legislative authority to vacate and abandon the same 15 or any portion thereof. The petition must show the land owned by each petitioner and set forth that such county road is useless as part of the county road system and that the 16 public will be benefited by its vacation and abandonment. The legislative authority may: 17 (1) require the petitioners to make an appropriate cash deposit or furnish an 18 appropriate bond against which all costs and expenses incurred in the examination, 19 report, and proceedings pertaining to the petition shall be charged; or 20 (2) by ordinance or resolution require the petitioners to pay a fee adequate to cover such costs and expenses. 21 RCW 36.87.060: If the county road is found useful as apart of the county road system 22 it shall not be vacated, but if it is not useful and the public will be benefited by the 23 vacation, the county legislative authority may vacate the road or any portion thereof. 24 3. Vacation Area Meets Vacation Criteria. The proposed vacation conforms to the requirements of the statutes and ordinances quoted above. The petitioners own the 25 majority of the abutting property to the vacation area as determined in Finding of Fact No. 4 and required by RCW 36.87.020. Road Vacation p. 3 Recommendation As determined in Finding of Fact No. 3, the vacation area is not currently useful as a 1 part of the county road system as required by RCW 36.87.060. 2 MCC 12.20.040: For the purpose of vacating county roads, all roads shall be 3 classified as follows: 4 (1) Class A. All roads for which the right-of-way is an easement. (2) Class B. All roads for which the right-of-way is owned in fee simple and for which 5 the county paid full fair market value of the fee simple estate. 6 (3)Class C. All roads that meet RCW 36.87.090 requirements. 7 4. Vacation Area Qualifies as Class A Road. As outlined in the Summary and Finding of Fact No. 2, the right of ways subject to the requested vacation are Class A roads. 8 MCC 12.20.050: Any person or persons desiring to have any portion of any county 9 road vacated shall be required by the Mason County board of county commissioners 10 as a condition precedent to the vacation to pay the county prior to the vacation. The compensation rates include those rates set forth in Section 12.20.060, if any, and the 11 administration fee set forth in Section 12.20.080. 12 5. Required Administrative Fees Paid. The engineer's report identifies that the petitioners have paid the required$1000 administration fee. Compensation for the right 13 of way is required as concluded in Conclusion of Law No. 6. 14 MCC 12.20.060: The county shall require, as a condition precedent to the vacation of 15 roads or portions thereof within the classifications set forth in Section 12.20.040, that persons benefitting from the vacation thereof compensate Mason County as set forth in 16 the following schedule: 17 (1) Class A Roads. Fifty percent of the appraised value. 18 (2) Class B Roads. One hundred percent of the appraised value. (3) Class C Roads. No compensation other than for the administrative fee of the 19 vacation action. 20 At no time will the compensation for Class A or B roads be reimbursed less than the 21 county originally paid for the property. 22 6. Compensation Required. As previously noted, the vacation areas are classified as "Class A"roads.Per RCW 36.87.120&MCC 12.20.040, 12.20.050 and 12.20.060,the 23 applicant is required to pay compensation in the amount of 50%of the appraised value. According to the Engineer's report, the square footage of the roads requested for 24 vacation is 198,155.95sf.The cost per square foot of the adjacent right of ways is$0.20. 25 The Engineer's report states compensation amount due for the multiple right of way vacation is $19,815.60. Road Vacation p. 4 Recommendation MCC 12.20.080: Each petition for vacation of a road shall be accompanied by a I payment of one thousand dollars to cover all administrative costs regardless of the 2 county's approval of vacation. Said administrative costs shall include the costs of the hearing examiner in holding the public hearing and reporting recommendations to the 3 board of county commissioners. 4 7. Required Deposit Paid. The engineer's report identifies that petitioners have paid 5 the required$1,000 deposit. 6 RECOMMENDATION 7 It is recommended that the Board of Commissioners approve the proposed vacation subject to the following conditions. 8 9 1. The petitioner must pay compensation to the County in the amount of$19,815.60. 10 2. The vacated area will still be subject to existing easements for ingress and egress, and any existing public utilities, and access to maintain these utilities must be 11 maintained or for any other purpose, if any. 12 DATED this 26ffi day of December, 2024. 13 — c+ 14 Phil Olbrechts 15 Mason County Hearing Examiner 16 17 18 19 20 21 22 23 24 25 Road Vacation p. 5 Recommendation Appendix A Road Vacation#420 December 11, 2024 Hearing Transcript Note: This is a computer-generated transcript provided for informational purposes only. The reader should not take this document as 100% accurate or take offense at errors created by the limitations of the programming in transcribing speech. For those in need of an accurate rendition of the hearing testimony, a hearing recording can be acquired at the Mason County Department of Community Development. Speaker 1 (00:03): Recording in progress. Speaker 2 (00:06): Okay, perfect. Alright, good afternoon everybody. My name is Phil Olbrechts. I'm the hearing examiner for Mason County. For the record, it's December 11th, 2024, 1:00 PM today holding a couple hearings. The first one will be on a road vacation for road vacation file number 420.Then after that we'll be holding a public hearing on a performance subdivision. So the hearing format will be the same in both hearings, which is, we'll start off with a presentation from staff. I take it. Ms. Schafer, are you going to be doing the presentation today? Speaker 1 (00:40): Yes, I will. Speaker 2 (00:40): Okay, perfect. Alright, after Ms. Schafer's done the petitioners, if they want to say anything can add something,then we'll move on to the reason for the hearing, which is public comment. If anyone is out there to comment on it after public comments, we go back to Ms. Schafer and then petitioners get final words. So I guess let's just get started. Let me get the exhibits into the record first off, and I'm going to share my screen here real quick. Let's see here. I think that's the one a little trouble seeing. I have little tiny screens in front of me, but should be Ms. Frazier. Do you see the staff report for 420? 1 think that's it, Speaker 1 (01:20): Yes. Speaker 2 (01:21): Okay. Alright. So you can see there on page two, including the staff report, we have the petition and aerial map of the vacation site and then legal descriptions just at this point,want to ask if anyone has any objections to entry of those documents in the record. If you're participating virtually,just click on the virtual yellow hand at the bottom of your screen. If you're in the meeting room,just tell Ms. Frazier there that you want to see these documents or object to them. And I'm not seeing any taker, so I'll go Page 1 of 7 ahead and admit the staff report and the petitions. And Ms. Shaffer, let me swear in,just raise your right hand. Do you swear affirm to tell the truth, nothing but the truth in this proceeding? Speaker 3 (01:57): I do. Speaker 2 (01:57): Okay, great. Go ahead. Speaker 3 (02:02): This is for road vacation number 420. It is proposing to vacate all those portions of Wildwood Bay Brook Canal, park Streets and Sixth Avenue line within and fifth and seventh Avenue adjacent to result in parcel. One of the boundary line adjustment recorded June 22nd, 2020. Under auditor's file number 2 1 3 2 9 9 8 and the survey recorded under auditor's file number 2 13 2 2 7 2 recorded in volume 47 of the surveys, pages 2 28 and 2 29, all within the plat of Lakewood Plat F recorded in volume two of plats. Page 25, records of Mason County Washington in Section 13 Township 22 North Range two West and fifth, sixth and seventh Avenue appear on the above-mentioned survey as streets instead of avenues as dedicated in of Lakewood Plat F. So Peggy Merriam is the owner of parcel number 2 2 2 13 dash 11 dash 6 0 0 3 and has petitioned for the vacation of all those roads within the plat Lakewood Plat F. (03:24): The requested streets are unopened right-of-ways that have never been maintained.There isn't any record that they've ever opened.The streets were dedicated to the public on February 6th, 1913 when liquid Plat F was originally platted vacating, this would create more usable area for the property owner and public work sees no value in opening the proposed vacation area at any point in the future.The roads to the south within parcel number 2 2 2 13 dash one dash 0 10 were vacated under road vacation number 4 0 1,which was recorded January 7th, 2021. Under OTs file number 2 14 7 7 11 to the parcel to the south, this was done subject to any existing private easements and it was also done with a stipulation of recording ingress, egress easements and gross running with the property. So the parcel to the south currently has access from the south and after the staff has reviewed this,the roads are unopened.They're not presently used by the public.They are classified as a Class A, which according to statute,the compensation is 50%of the appraisal value.The square footage of the roads totals 198155.95 and the cost per square foot is 20 cents. So the compensation amount due if it's approved, is $19,815 and 60 cents. And again, we don't deem it necessary for future use. (05:21): And the petitioner has paid the required administrative fee of a thousand dollars. So the other compensation amount of the $19,815 and 60 cents would be due prior to the approval. Everything has been put out, notices have been put out required by the statute. Public work recommends the vacation of those portions of Wildwood Bay, Brook Canal, park Street, and Sixth Avenue line within and fifth and seventh Avenue adjacent to Peggy Merriam's parcel.The vacated area will still be subject to existing easements for ingress, egress or other purposes, if any, in accordance with the statute and retaining an easement in favor of Mesa County for any utilities present in the vacated Right ofs, any questions? Speaker 2 (06:16): Yeah, so I'm going to share my screen I guess here a sec. Okay.Just showing the aerial there.That shows the lot lines and there's reference in the documents to a lot line adjustment. Do you know have all the Page 2 of 7 lot lines within the parcel with the blue boundaries,the vacation side, have they all been subject to a lot line adjustment such that this is only one lot as opposed to the several shown in gray there? Speaker 3 The boundary line adjustment was done for the very north part where it states the top,the Wildwood Street, you see the little square that comes down on that north Speaker 2 Line. Oh, I see. Speaker 3 (07:00): That's what the BLA was Speaker 2 (QZ ): Concerning Speaker 3 (07:03): With the parcel to the north. Speaker 2 (07:06): Okay. Because it is common misunderstanding is that the assessor parcel boundaries are the same as legal lot lines.They're not. I mean if this was plotted as you said in 1913 and there's never been a lot line adjustment that eliminated those lot lines, those are all still separate lots. And so I mean my concern is that the owner could still sell these separately. So will each of these lots in here still have access if they're sold separately? Speaker 3 (QZI3 ): I'm trying to remember. I think that was one of'em where see that parcel to the south where they did that road vacation,those,they were vacated previously, but yet the streets weren't vacated. And this is way back, I don't remember the exact timeframe at the moment, but they were returned to acreage at that time. And I want to say I believe Mrs. Marion's parcel is the same way on there. Speaker 2 (08:12): Okay. Yeah, because otherwise what happens if those lots haven't been consolidated is that once the streets are vacated,the lot lines set at the middle of the vacated area. So you still have individual lots, it's just that the lot boundaries are extended to the middle there and you'll still have what you got six lots in there that are separate. And so like I said, I just wanted to make sure that we still have access to all those lots if they indeed haven't been consolidated and I could make that a condition,A recommended condition of review is just to make sure that the lots have been combined at some point so that that's not a problem before it goes to the county commissioners. Speaker 3 (08:57): I do believe they were because her legal description is completely acreage. Speaker 2 (09:03): Page 3 of 7 Okay. Speaker 3 (09:03): There isn't any, Speaker 2 (Q21N): I Speaker 3 (QaIN): Mean yes, it's still in Lakewood Plat F, but the lots themselves were Speaker 2 (Qa ): Okay. Okay,yeah, I'll take a close look at that. Yeah. Speaker 3 (Q2L 4): Alright. The streets were not. Speaker 2 (09:16): Okay, sounds good. Okay. Alright, well let's move on to the petitioners. Did the petitioners want to add anything at this point?Oh, and you're muted. Can Speaker 4 (09:25): I,your Honor, Speaker 2 (Q212 ): Let me swear in real quick,just raise your right hand. You swear affirm 'em to tell the truth, nothing but the truth in this proceeding. Speaker 4(Q21 ): I do, your Speaker 2 (Q21 ): Honor. And you're Mr. Zandel, is that correct? Speaker 4(Qaj ): That's correct, Speaker 2 (Q213 ): Your Honor. Okay,great. Speaker 4 (Q213 ): Trevor Zandel for the petitioner. Page 4 of 7 Speaker 2 (09:38): Right. Great. Speaker 4(09:38): Peggy Miriam, my client's also on Zoom as well. I did not have anything to add except we wanted to let you know that we were here to potentially address any opposition that may come up, although that's not expected. Speaker 2 (09:51): Okay. Okay.And do you have any information about my inquiries about whether those old lot lines from 1913 have been merged? Because like I said, an assessor combination isn't the same as a lot line adjustment that removes the lot lines. They'd still be there even if the assessor considers it one lot. So I was just kind of curious if you had any information on that. Speaker 4(10:12): I haven't seen the consolidation, but my understanding is the same as Ms. Schafer's that there was a consolidation given that the legal description is of this one lot without these various different boundaries that you're seeing. Speaker 2 (10:24): Okay. Okay. Sounds good. Alright,well let's move on to public, see if there is any public opposition out there. We usually don't get much on vacation requests, but note takers out there. Mr. Visi, I see your hands up. He's a planner for the county, but lemme swear you in real quick. Do you swear affirm tell the truth, nothing about the truth in this proceeding? Speaker 5 (10:44): I do. Speaker 2 (10:44): Okay, great. Yeah, go ahead. Speaker 5 (10:46): Just because I'm here and can comment on this, the planner in the county who reviews boundary line adjustments, I could say there was a boundary line agreement. So that's the state's process that was probably one of the auditor files referenced by Ms. Schafer earlier was recorded on June 11th, 2020. And that boundary line agreement,the way that I would interpret it is that it consolidated the hundreds of lots that were there previously into one single parcel. Nice. And that's kind of confirmed with what the applicant and Ms. Shafer had said. It specifically says on their legal description, resultant parcels one and two. So resultant parcel one is up north, it has the little jog, the square cutout and then resultant parcel two or Yeah, the other resultant parcel is this big shape that has the square cutout. Speaker 2 (11:48): I Speaker 5 (11:48): Page 5 of 7 Don't really know how to describe it, but that's the way that I would interpret that Speaker 2 (11:52): Recorded Speaker 5 (11:53): Boundary line agreement is that it did consolidate all of these lots into one. It's just calling it one result and parcel. Speaker 2 (11:59): Okay, sounds good. Yeah, that probably solves that issue. So perfect.Thanks Mr. Visi.Alright, anybody else out there want to say anything? If you do,just click on, like I said,the virtual hand at the bottom of your screen and we'll recognize you. Let's see, I'm looking through the list, don't see any takers, so I think we're home free there. So at this point, unless anyone else needs to say anything, I'll go ahead and close the hearing and yeah, of course. Oh, I'm sorry Mr. Schaeffer, one question. So where is the access to the parcel then? I mean can you kind of describe what street it is and I'll share my screen to simplify that a little bit?Yeah, I just wasn't quite sure where the access road was going to be located. Speaker 3 (12:40): That little jog on the north line,there's a private road,they have an easement through, so up there by Wildwood Street. Speaker 1 (12:48): Okay. Speaker 3 (12:51): It goes through someone else's parcel, but it's a private easement that they use Speaker 2 (12:55): Through Speaker 3 (12:55): A private road. It's on the north, Speaker 2 (12:58): It's on the north. Is that under the other lot that was subject to that boundary agreement or, I'm just trying to get a sense. Yes. Oh it is. It goes through there, Speaker 1 (11LN): Yes. Speaker 2 (11LN): Okay. Okay,gotcha. Okay, perfect. Okay, I think with that information then I'll go ahead, unless anyone else wanted to make a comment, close the hearing and I'll recommend approval. I'll double check into Page 6 of 7 the lot line issue if it looks like further investigation is necessary, I'll just note that and staff can do that in time for the county commissioner review. But it looks pretty straightforward and there shouldn't be any problems I don't think. So we'll get that out as soon as possible so that commissioners can go ahead and likely approve it as well. So alright, thanks all for your participation on this one. I think we're done with the road vacation file number four 20, get that recommendation out in the next couple weeks.This point, we'll move on now to the performance lot subdivision application. Those of you who are here on the road vacation, you don't have to stay on unless you really love watching public hearings. But otherwise certainly free to go. Page 7 of 7 ao N Road Vacation #420 EXHIBIT "B" Z22212759011uu Wildwood Street Q) Bay Street v Q t v 222131160030 Brook Street v � v x V) > Q� Canal Street LJ Park Street Proposed o Parcel of Road Interest Lakewood Plat T" Vacation o Parcels Vol. 2 pg. 25 Roads Proposed vacated streets indicated with yellow hashes Mason County Public Works DEPARTMENT OF PUBLIC WORKS MUNIS VENDOR#1926 100 W PUBLIC WORKS DRIVE SHELTON,WA 98684 (360)427-9670 Receipt NO:1 01583 Date: 01/24/2025 Payment Type: Check: #110 Name: Alan Merriam 442 S Camino Holgado Green Valley, AZ, 85614-4723 Description Amount Road Vacation# 420 - Lakewood Plat F 19,815.60 TOTAL $19,815.60 Receipted by: Montano, Brittany *1854 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Richard Dickinson,Deputy Director Ext: 652 Department: Utilities&Waste Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 10,2025 Agenda Date(s): Click or tap here to enter text. Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item: Beard's Cove and Rustlewood Water Service Line Inventory Project Background/Executive Summary: The United States Environmental Protection Agency(EPA)released its Lead and Copper Rule Revisions, including a Lead Water Service Line Inventory requirement.This rule requires public water systems to inventory all water service lines and the materials they're made of from the main to the meter(public side) and from the meter to the building(private side). The public side inventory is complete and there is no lead within the public side. What remains to be done is the private side inventory. The meter setting is such that it is not possible to see what type of service line leaves the meter to the home, and assistance is needed from the customer. Homes constructed pre-1986 may contain service lines or fixtures of concern which is why the notification and survey are important. Budget Impact: No changes to the adopted budget are needed to carry out this project. Public Outreach: Beard's Cove and Rustlewood utility customers will receive notification with their monthly bill about the project and two forms advising them of not meeting reporting deadlines. Additionally, customers will be asked to visit a web page to help complete the inventory by reporting what type of line exists on their property. The City of Shelton has an excellent example linked below and found at https://www.sheltonwa.gov/goveniment/departments/public works/water/water_service_line_inventor p roi ect.php Requested Action: No action required. Attachment(s)• Utility Bill Insert regarding Lead Water Service Lines February 5, 2025 Dear Valued Utility Customer, Enclosed,you will find notices related to the Lead Service Line Inventory(LSLI). Below are answers to common questions regarding these notices, along with additional information. • What is the Lead Service Line Inventory(LSLI), and whyis it needed? The U.S. Environmental Protection Agency(EPA) requires utilities to complete an inventory of service lines to determine if any contain lead. In 1986, Congress prohibited the use of pipes, solder, or flux that are not"lead-free" in public water systems that provide water for human consumption. • What is the "Tier2 Notification for Failure to Complete the Lead Service Line Inventory"? This letter informs you,the customer,that Mason County has not fully completed our LSLI. We have determined the water mains and service lines from the main to the water meters are lead free. What remains to be completed requires information from our utility customers. • What is the"Tier3 Notice for Lead Service Line Inventory(LSLI)Reporting Violation"? This letter informs you,the customer,that Mason County has not yet submitted our required LSLI to the Washington State Depart of Health. • What is Mason County doing to meet the requirements for the LSLI reporting? In the coming weeks,we will be providing all water utility customers with important information regarding lead service lines.As part of this process,we will also send out a brief survey for customers to complete.Your participation will help us ensure accurate reporting and compliance with state and federal requirements. • Does the LSLI affect my drinking water? No,there has been no change to your drinking water. All Mason County utility mains and service lines to the meteres are lead-free, and your water remains safe to drink. Mason County Water Service Lines : Private Property County Right-of-Way l I . n u u c _ Water Water Service Line Meter Water Service Line Water Main Homeowner Responsibility: Mason County Responsibility: Anything after the water meter to the building From the water main to the water meter Tier 3 Public Notice for Lead Service Line Inventory(LSLI)Reporting Violation Public Notice of Violation: Lead Service Line Inventory Reporting Failure Rustlewood (75027N) Date of Notice: February 5, 2025 Dear Valued Customer, We regret to inform you that Mason County Utilities&Waste has failed to submit the required Lead Service Line Inventory(LSLI)report to Washington State Department of Health by the mandated deadline of October 16th,2024.This report is critical for identifying and addressing any lead service lines that may exist within the community,which could pose potential risks to your health. What This Means: While this violation does not necessarily indicate any immediate danger to your water, it is an important part of the broader efforts to protect your health from lead exposure.The failure to report this inventory means that Mason County Utilities&Waste has not yet fully complied with federal and state requirements to assess and mitigate potential lead risks in drinkingwater. Actions We Are Taking: • We are working with the Washington State Department of Health to correct this violation and will complete the necessary reporting as soon as possible. • We are committed to resolving the issue and will notify you once the report has been submitted and the inventory is completed. What You Should Do: • There is no immediate action needed on your part. You will soon receive a survey that requires your prompt attention. • If you are concerned about lead in your drinking water,you may contact us for more information about the steps we are taking to ensure safe water. For More Information: For updates and further details,visit our website at www.MasonCounwWA.gov If you have any questions or concerns, please contact us at(360)427-9670 ext.207 Tier 2 Public Notification for Failure to Complete the Lead Service Line Inventory(LSLI) Public Notification of Violation: Failure to Complete Lead Service Line Inventory(LSLI) Rustlewood(75027N) Date of Notice: February 5, 2025 Dear Valued Customer, We are writing to inform you that Mason County Utilities&Waste has not yet completed the required Lead Service Line Inventory(LSLI),a critical component in our ongoing efforts to identify and replace any lead service lines that may pose a riskto public health.The inventory,which was due on October 16th,2024, has not yet been submitted or completed as required by the Washington State Department of Health. Although there is no immediate risk to your water quality,the failure to complete this inventory may delay important steps toward addressing lead service line issues.The LSLI is essential to help us understand the scope of any potential lead exposure in the community. What You Should Do: • No Immediate action Is needed from you.You can continue using your water as normal. • You will soon receive a survey that requires your prompt attention. • Stay informed by visiting http://www.MasonCounty-M,gov We are actively working to complete the inventory and will notify you once it is finalized.Your safety is our top priority,and we are committed to resolving this issue as quickly as possible. If you have any questions or concerns, please contact us at(360)427-9670 ext.207 Sincerely, Richard Dickinson, Deputy Director Mason County Utilities&Waste Management 100 W Public Works Dr Shelton,WA 98584