2009
Emergency Management Performance
           Grant (EMPG)
  Application Workbook for Tribes




                    Fu...
1Introduction

Background

The purpose of the Emergency Management Performance Grant (EMPG) Program is to assist qualifyin...
Eligibility:

             Minimum Requirements:

                    •   Employee a full-time (40 hours per week), part-t...
EMERGENCY MANAGEMENT PERFORMANCE GRANT
                                     TRADITIONAL PROGRAM

            TRIBE REQUIRE...
Performance Standard Five: Community Preparedness & Participation

             CHOOSE TWO

             1. Host preparedn...
1Appendices

Appendix A

Reporting

On a quarterly basis (January - March, April - June, July – September, October - Decem...
Appendix B
                                       EMPG Program Contacts

Denise Spillman                                  ...
FISCAL YEAR 2009
  EMERGENCY MANAGEMENT PERFORMANCE GRANT APPLICATION

APPLICANT NAME (Jurisdiction) & Address:




REQUIR...
FISCAL YEAR 2009 EMPG APPLICATION

 JURISDICTION NAME & ADDRESS: (Remittance Address)




      TOP THREE CONCERNS FOR YOU...
PERFORMANCE STANDARD TWO: PLANNING


Please initial in each box to indicate that this requirement will be met.
           ...
PERFORMANCE STANDARD FOUR: COLLABORATIONS AND PARTNERSHIPS


Please initial in each box to indicate that this requirement ...
FISCAL YEAR 2009
            DESIGNATION OF EMPG GRANT OFFICIALS

APPLICANT NAME (Jurisdiction):
              EMERGENCY M...
Appendix C: EMPG
Staffing Pattern &
Emergency Manager
Certification
                                                      ...
FY 2009 NIMS Compliance Objectives

                     The chart below outlines, by NIMS component, the 12 NIMS Complian...
Budget Detail Worksheet


                Expense Type                           Estimated Cost
Emergency Manager Salary  ...
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FY 09 EMPG Guidance and Application - Tribe

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FY 09 EMPG Guidance and Application - Tribe

  1. 1. 2009 Emergency Management Performance Grant (EMPG) Application Workbook for Tribes Funding Provided by The Department of Public Safety, Division of Homeland Security Through Funding Distributed by The United States Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA)
  2. 2. 1Introduction Background The purpose of the Emergency Management Performance Grant (EMPG) Program is to assist qualifying jurisdictions (Counties, Cities, Tribes, and Public Higher Education Institutions), with financial assistance and technical expertise in establishing, maintaining, and enhancing an effective emergency management program. The Emergency Management Performance Grant (EMPG) Program is funded by the Utah Department of Public Safety, Division of Homeland Security (HLS), through funding received from the U.S. Department of Homeland Security; Federal Emergency Management Agency (FEMA). Financial assistance is provided on a matching (50/50) basis to jurisdictions for the purpose of maintaining and improving emergency management organizations. A central objective of this program is to ensure that trained, experienced, professional emergency management personnel are present in each eligible jurisdiction. Funding Assistance The EMPG Program provides funding to local emergency management organizations to assist with: ● Emergency planning; ● Training local emergency management personnel; ● Exercising and testing emergency response plans; ● Assessing hazards and capabilities; ● Funding day-to-day program administration. • Promoting emergency management awareness and public outreach. • Renovation of functioning Emergency Operations Center How Much Money Can/Will My Jurisdiction Receive? • Tribes will be eligible to receive $10,000 if minimum eligibility requirements are met. • Award recipients will receive a letter and award document showing the funding amount being offered prior to requesting a commitment from the tribe to carryout their work plan. • Prior year performance may be factored into the decision to fund applicants and the level to which they will be funded. Application Deadline The application to be considered for participation in the 2009 EMPG Program is due to HLS by February 26, 2009. Please note the funding will be retroactive to a January 1, 2009 starting date. Grant Application should be sent to: Division of Homeland Security Attn: Denise Spillman Box 141710 Salt Lake City, UT. 84114-1710
  3. 3. Eligibility: Minimum Requirements: • Employee a full-time (40 hours per week), part-time (20 hours per week) or one-quarter time (at least 10 hours a week) Emergency Program Manager (cannot be a contracted position or volunteer) • Provide Match Certification from your financial officer. The grant requires a 50/50 match to receive funding. This match can be hard cash or in kind (salary, benefits, etc) • NIMS Compliance Certification, Create and complete an account in NIMSCAST; https://www.fema.gov/ nimscast • Submit a timely and complete application • Must be willing to meet all Federal requirements such as Equal Opportunity Employer, Drug-Free Workplace, A-133 Audits, etc… Due to continuing delays in the Federal Funding Cycle, the EMPG grant will run on the calendar year. (January 1, 2009 to December 31, 2009). Requirements for Continuing Eligibility During the Grant Year: • Compliance with the minimum eligibility requirements of this policy • Submit reports (financial form, narrative progress report, and exercise reports) on time. • ONLY the quarters with coinciding, on time, reports will be reimbursed. All required reports must be submitted to receive reimbursement. • A late report, not waived for good cause, by the Director of HLS or his designee, will not receive reimbursement for the quarter. Reports cannot be made up. • If two reports are missed or late throughout the grant year the jurisdiction may be disqualified from being eligible to apply for the following year’s grant. What Do I Need to Submit to be Considered for Funding? • Cover Letter stating intent to participate • Work Plan reflecting the tribe’s intent to complete the required performance standards for this program • Emergency Manager – “EMPG Staffing Pattern” form is used to verify that there is a paid Emergency manager on staff. • Budget Detail Worksheet – Used for informational purposes only • Match Certification • NIMS Compliance Certification
  4. 4. EMERGENCY MANAGEMENT PERFORMANCE GRANT TRADITIONAL PROGRAM TRIBE REQUIREMENTS TO RECEIVE EMPG FUNDING Performance Standards The following Performance Standards have been established to ensure a uniform level of preparedness across jurisdictions. The designated Emergency Program Manager (EPM) is responsible to develop a work plan, which incorporates all of the criteria identified below: Performance Standard One: Training and Exercise 1. Develop or submit a five-year training and exercise plan with the period report due no later than April 20, 2009 a. Review your exercise and training plan with liaison. 2. Conduct a minimum of one exercise in each tribe or combine with another tribe, city or county. Exercise can be a Tabletop, Functional, or Full Scale. a. Complete an after action report after each exercise. b. Real world events may be used with approval. 3. Host or co-host a minimum of one FEMA approved training and/or attend a minimum of one FEMA approved training. a. Courses that are co-hosted by adjoining jurisdictions or multiple jurisdictions within the Homeland Security Region are acceptable. Performance Standard Two: Planning 1. Develop or update the Tribe Emergency Operations Plan. (Review progress with liaison quarterly) 2. Meet with liaison quarterly to discuss specific emergency management issues/gaps and draft a strategy to address these issues Performance Standard Three: Professional Development 1. Complete FEMA’s Professional Development Series (PDS) within one year 2. Attend a minimum of two Emergency Management specific conferences (i.e. City/County Director’s Conference, UEMA Conference, Public Official’s Conference, Public Safety Summit, FEMA Conference) 3. Join and participate in Utah Emergency Management Association (UEMA) and UTERC. Performance Standard Four: Collaboration & Partnership 1. Tribal Emergency Manager will create and hold a minimum of four TERC meetings per year to discuss Emergency Management goals. Liaison must be in attendance. 2. Tribal Emergency Manager will participate in a minimum of one Homeland Security Council Meeting
  5. 5. Performance Standard Five: Community Preparedness & Participation CHOOSE TWO 1. Host preparedness fair 2. Implement a Community Emergency Response Team (CERT) program and offer training 3. Host/Sponsor a “Be Ready Utah” workshop 4. Sponsor a community outreach program through the use of media (newspaper, radio, brochures, public service announcements, etc.) 5. Other (Please describe)
  6. 6. 1Appendices Appendix A Reporting On a quarterly basis (January - March, April - June, July – September, October - December) the Emergency Program Manager will submit the following to Utah HLS: 1. A progress report reflecting work accomplished according to their work plan. 2. Exercise reports, if applicable for that reporting period. 3. A financial request for reimbursement on HLS Reimbursement Form. 4. A thorough documentation in support of the reimbursement. All expenses listed in this report must be paid and supporting documentation will be on file in the office of record and available for review or audit. 5. Any amendments and/or adjustments to that year’s grant work plan. The jurisdiction’s Liaison Officer shall be consulted when adjusting and/or amending the grant work plan. Tribes will be reimbursed at 25% of the total award per quarter for the required portion of the grant. The first report for the 2009 grant award will be due April 20, 2009. ***Funding may be withheld if performance standards are not completed. • First quarter (Jan. 1 – March 31) reports - Due no later than April 20, 2009. • Second quarter (April 1 – June 30) reports - Due no later than July 20, 2009. • Third quarter (July 1 – September 30) reports – Due no later than October 20, 2009. • Fourth quarter (October 1 – December 31) reports – Due no later than January 20, 2010. Please submit all quarterly reports to liaison. Contact your liaison to arrange for pickup or delivery of reports. (See Appendix B) PLEASE USE UPDATED FORMS. REPORTS WILL BE RETURNED IF THE INCORRECT FORMS ARE USED. REPORTS ARE AVAILABLE AT HOMELAND SECURITY WEBSITE. http://publicsafety.utah.gov/homelandsecurity/ Select EM Community, Grants Please submit EMPG application with original signatures to: Utah Division of Homeland Security Attn: Denise Spillman BOX 141710 Salt Lake City, Utah 84114-1710 Keep a copy for your records.
  7. 7. Appendix B EMPG Program Contacts Denise Spillman Russell Fillmore EMPG Program Manager Financial Manager (801) 538-3798 (801) 538-3754 (801) 538-3770 (fax) (801) 538-3770 (fax) dspillman@utah.gov rfillmore@utah.gov LIAISONS Community Liaison Officer (LNO) Assignments: If you need assistance, please contact the LNO that coincides with the county that your emergency management program falls under. Kimberly Giles (801) 209-7542 kgiles@utah.gov Box Elder, Cache, Rich, Davis, Morgan and Weber counties & Shoshone Tribe Kim Hammer (801) 209-6238 khammer@utah.gov Salt Lake, Summit Tooele, Utah, and Wasatch counties, Confederated Band of Goshutes and Skull Valley Goshutes. Jeff Gallacher (801) 209-5236 jgallacher@utah.gov Juab, Millard, Piute, Sanpete, Sevier and Wayne counties, Paiute Tribe (Kanosh Band & Koosharem Band) and Confederated Band of Goshutes Ron Mosher (435) 669-7836 rmosher@utah.gov Beaver, Iron, Garfield, Kane and Washington counties & Paiute Tribe Mechelle Miller (801) 707-1631 mmiller@utah.gov Daggett, Duchesne, Uintah County, Ute Tribe Martin Wilson (801) 664-5861 martinwilson@utah.gov Carbon, Emery, Grand, San Juan County, Navajo Tribe, Ute Mountain Tribe
  8. 8. FISCAL YEAR 2009 EMERGENCY MANAGEMENT PERFORMANCE GRANT APPLICATION APPLICANT NAME (Jurisdiction) & Address: REQUIREMENTS CHECKLIST: (See the FY2009 EMPG Guidance for more information)  Employ a full-time or part-time paid Emergency Program Manager  Officially Adopt or be actively developing an Emergency Operations Plan  NIMS Compliance Certification Form  Designation of EMPG Grant Officials  Attach Staffing Pattern and Certification Form  Attach Budget Worksheet & Match Certification Form  Attach Completed Work Plan CERTIFICATION: This Application, together with the attachments constitutes the annual work plan for the emergency management program of the applicant listed above. The undersigned certify that all grant requirements have been met and agree to exert their best efforts to accomplish all activities listed in the work plan and progress reports. Authorized Official Original Signature Date Emergency Manager Date
  9. 9. FISCAL YEAR 2009 EMPG APPLICATION JURISDICTION NAME & ADDRESS: (Remittance Address) TOP THREE CONCERNS FOR YOUR TOP THREE PRIORITIES FOR YOUR EMERGENCY MANAGEMENT EMERGENCY MANAGEMENT PROGRAM PROGRAM THIS YEAR THIS YEAR 1. 1. 2. 2. 3. 3. REQUIREMENTS TO QUALIFY FOR EMPG FUNDING PERFORMANCE STANDARD ONE: TRAINING AND EXERCISE Please initial in each box to indicate that this requirement will be met. Develop or update a 5 year exercise plan (review progress with liaison quarterly) Conduct a minimum of one exercise in each tribe or combine with another tribe, city or county. (Table Top, Functional, or Full Scale) Host a minimum of one FEMA approved training and/or attend a minimum of one FEMA approved training.
  10. 10. PERFORMANCE STANDARD TWO: PLANNING Please initial in each box to indicate that this requirement will be met. Develop or update Tribe Emergency Operations Plan (review progress with liaison quarterly) Meet with liaison quarterly to discuss specific emergency management issues/gaps and draft a strategy to address these issues PERFORMANCE STANDARD THREE: PROFESSIONAL DEVELOPMENT Please initial in each box to indicate that this requirement will be met. Complete FEMA’S Professional Development Series within one year. Attend a minimum of two Emergency Management specific conferences (i.e. City/County Director’s Conference, UEMA Conference, Public Official’s Conference, Public Safety Summit, FEMA Conference) Join and participate in Utah Emergency Managers Association (UEMA) and UTERC.
  11. 11. PERFORMANCE STANDARD FOUR: COLLABORATIONS AND PARTNERSHIPS Please initial in each box to indicate that this requirement will be met. Tribal Emergency Manager will create and hold a minimum of four TERC meetings per year to discuss Emergency Management. Liaison should be present. Tribal Emergency Manager will participate in a minimum on one Homeland Security Regional Council Meeting. PERFORMANCE STANDARD FIVE; COMMUNITY PREPAREDNESS & OUTREACH Select two options Please initial in each box to indicate that this requirement will be met. Host a Preparedness Fair. Implement a Community Emergency Response Team (CERT) program and offer training. Host or Sponsor a “Be Ready Utah” Workshop Sponsor a community outreach program through the use of media (newspaper, radio, brochures, public service announcements, etc. Other (Please describe)
  12. 12. FISCAL YEAR 2009 DESIGNATION OF EMPG GRANT OFFICIALS APPLICANT NAME (Jurisdiction): EMERGENCY MANAGEMENT PROGRAM DIRECTOR NAME Official Mailing Address Daytime Phone Number Fax Number E-mail Address GRANT FINANCIAL OFFICER NAME Official Mailing Address Daytime Phone Number Fax Number E-mail Address AUTHORIZED OFFICIAL NAME Official Mailing Address Daytime Phone Number Fax Number E-mail Address
  13. 13. Appendix C: EMPG Staffing Pattern & Emergency Manager Certification FISCAL YEAR 2009 EMPG STAFFING PATTERN 1. APPLICANT NAME (as it appears on EMPG Application) 2. JURISDICTION 7. % of Time 8. Salary & 4. Gross 5. Gross Annual 6. Gross Salary 3. FULL TIME EMPLOYEES: (40 hours per week) Working in EM Benefits for EM Annual Salary Benefits & Benefits Duties (6x7) NAME: POSITION: NAME: POSITION: PART TIME EMPLOYEES (20 hours per week) QUARTER TIME EMPLOYEES (10 hours per week) NAME: POSITION: NAME: POSITION: Paid Emergency Manager Certification Form I, certify that _______________________________ is a paid Emergency Manager for _______________________________Tribe. The Emergency Manager will perform emergency management duties for the percentage of time that corresponds with their Involvement identified above. Signature of Authorized Official: Date Signature of Emergency Manager Date
  14. 14. FY 2009 NIMS Compliance Objectives The chart below outlines, by NIMS component, the 12 NIMS Compliance objectives do not represent the FY 2009 NIMS compliance program in its entirety. Preparedness: Training 1. Complete ICS-400 Advanced ICS training or equivalent by appropriate personnel (as identified in the Five-Year NIMS Training Plan, Feb 2008) 2. Complete Emergency Management Framework Course – Awareness Training (as identified in the Five-Year NIMS Training Plan, Feb 2008) Preparedness: Planning 1. Include preparedness organizations and elected and appointed officials in the development of emergency operations plans (EOPs). 2. Plan for special needs populations in the development of EOPs (to include, but not limited to, individuals with limited English language proficiency; individuals with disabilities; children; the aged, etc.) Preparedness Exercise 1. Include NGOs and the private sector in an all-hazards exercise program, when appropriate. 2. Promote the integration of Incident Command, Multi-agency Coordination System, and Public Information into appropriate exercises and evaluate against associated target capabilities (refer to HSEEP Volume III and the Exercise Evaluation Guides). Communications & Information Management 1. Institute procedures and protocols for operational and information security during an incident/planned event. 2. Institute multidisciplinary and/or multi-jurisdictional procedures and protocols for standardization of data collection and analysis to utilize or share information during an incident/planned event. 3. Develop procedures and protocols for communications (to include voice, data, access to geospatial information, Internet/Web use, and data encryption), where applicable, to utilize or share information during an incident/planned event. Resource Management 1. Institute policies, plans, procedures, and protocols to prevent spontaneous deployment of resources/personnel and/or responding to a request that bypassed official resource coordination processes (i.e. resources requested through improper channels) 2. Institute mechanisms to deploy, track, recover, demobilize, and to provide reimbursement for resources utilized during response and recovery. Command and Management 1. Utilize access control measures during an incident, as appropriate. All jurisdictions are required to be NIMS compliant to be eligible for EMPG funding. Each jurisdiction is required to create and complete an account in NIMSCAST. The Website for NIMSCAST is https://www.fema.gov/nimscast/. I, ________________________, an official from ___________________________________ (Please print name of official) (Tribe) certifies that our jurisdiction has created and completed an account in NIMSCAST and are in the process of becoming NIMS compliant. _____________________________________ __________________ Authorized Official Signature Date
  15. 15. Budget Detail Worksheet Expense Type Estimated Cost Emergency Manager Salary $ (Attributed to Emergency Mgmt Functions) Emergency Manager Benefits $ (Attributed to Emergency Mgmt Functions) Travel $ Administrative Expenses (3% max) $ Community Outreach $ Planning Expenses $ Training Expenses $ Exercise Expenses $ $ Total Emergency Management Budget $ $ FUNDING AVAILABLE TO MEET 50/50 $ MATCH $ Please submit additional match if circumstances allow. The additional funds will make it possible for other jurisdictions to continue with their Emergency Management Program. Match Certification I, ___________________________ Financial Officer for _____________________ Tribe certify that our jurisdiction will meet the 50/50 match requirement as defined* in the Emergency Management Performance Grant Guidance. _______________________ _______ ______________________ _______ Authorized Official Signature Date Financial Officer Signature Date *The grant is awarded on a 50/50 match basis. This means that the jurisdiction is required to contribute the same amount of hard (Cash) or in-kind (Services) match as a minimum to the amount of the funding received from HLS.

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