Understanding FEMA's Public Assistance Grant Program

UNDERSTANDING FEMA’S GRANT PROGRAM 1
Understanding FEMA's Public Assistance Grant Program
Joseph A. Pennino III
Largo Fire Rescue, Largo, Florida
Publisher and date: Emmitsburg, MD: National Fire Academy, 2017.
URL: http://nfa.usfa.fema.gov/pdf/efop/efo243207.pdf

Certification Statement
I hereby certify that this paper constitutes my own product, that where the language of others is
set forth, quotation marks so indicate, and that the appropriate credit is given where I have used
the language, ideas, expressions, or writings of another.
Signed: __________________________________

Abstract
Disasters can be devastating for state and local governments. These events can threaten lives,
the environment, local economies, and a government’s financial resources as it tries to respond.
The Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act) was created
to lessen the suffering of affected tribal, state, and local governments during these events. The
Federal Emergency Management Agency (FEMA), an agency of the Department of Homeland
Security (DHS), is responsible for administering this aid through the Public Assistance (PA)
Grant Program. The problem was that the City of Largo lacked a comprehensive understanding
of FEMA Public Assistance Grant Program procedures. The purpose of this applied research
was to use the descriptive research method to identify shortcomings in the City of Largo's current
disaster reimbursement protocols. The procedures for this research consisted of a focused
literature review followed by the assemblage of data using various sources including City policy
and expert interviews. The data were then analyzed to determine (a) What are the City of
Largo's current disaster reimbursement procedures? (b) What are Pinellas County's expectations
of local municipalities seeking reimbursement post-disaster? (c) What are the State of Florida's
expectations of local municipalities seeking reimbursement post-disaster? The research
highlighted several areas within the City of Largo's current disaster reimbursement procedures
that warrant improvement. Following the analysis, recommendations were made including
identifying and training personnel who will be responsible for participating in the reimbursement
process, developing a formal disaster reimbursement policy, and the overall improvement of
documentation standards.

Table of Contents
Page
Certification Statement ....................................................................................................................2
Abstract............................................................................................................................................3
Table of Contents............................................................................................................................ 4
Introduction..................................................................................................................................... 5
Background and Significance ......................................................................................................... 6
Literature Review.......................................................................................................................... 10
Procedure ...................................................................................................................................... 17
Results........................................................................................................................................... 20
Discussion..................................................................................................................................... 24
Recommendations......................................................................................................................... 27
Reference List ............................................................................................................................... 29
Appendices
Appendix A. City of Largo Code of Ordinances, Chapter 8 Civil Emergencies..................... 32
Appendix B. Interview with City of Largo Engineer III Rafal Cieslek................................... 36
Appendix C. Interview with City of Largo Deputy Fire Chief David Mixson........................ 39
Appendix D. Interview with City of Largo Assistant Finance Director Rebecca Spuhler...... 42
Appendix E. Interview with Pinellas County EM Coordinator Greg Becker.......................... 44
List of Figures
Figure 1. City of Largo map ...................................................................................................... 7
Figure 2. Radar image of Hurricane Hermine ........................................................................... 9
Figure 3. Eligibility Requirements for FEMA Reimbursement .............................................. 14
Figure 4. Florida locations eligible for assistance after Hurricane Hermine........................... 15

Understanding FEMA's Public Assistance Grant Program
Significant disasters are occurring at an ever-increasing rate in the United States and
throughout the world. Climate change has and is expected to continue to alter the behavior of
hydrometeorological and climate related disasters such as flooding, wildfires, hurricanes,
landslides, and stronger, more damaging storms (Oppenheimer & Anttila-Hughes, 2016).
Oftentimes, the responsibility falls on the fire service to coordinate the mitigation of such events
due to its capability for rapid emergency response. However, capability not only consists of
having the necessary tools, experience, and equipment but also involves having a well-thought-
out plan to deal with the events that are likely to occur (Scoppetta, 2008). There is perhaps no
more important task than having a plan to acquire funding to support a municipality’s emergency
response and recovery during and after a disaster.
Per the National Oceanic and Atmospheric Administration’s (NOAA) National Centers
for Environmental Information, between 1980–2016 the annual average number of climate
disaster incidents with losses exceeding $1 billion each was 5.5 events, with the annual average
for the most recent five years (2012–2016) being 10.6 events (2017). Having to fund the
response and recovery for any one of these events could cause irreparable financial harm to a
municipality. The City of Largo’s current available fund balance of $56 million would not even
begin to cover such a seemingly insurmountable undertaking (City of Largo, 2015). Fortunately,
FEMA’s Public Assistance Grant Program was designed to provide disaster relief to local
governments after such an event.
The problem was that the City of Largo lacked a comprehensive understanding of
FEMA’s Public Assistance Grant Program procedures. This had the potential to cause a delay in
reimbursement or the forfeiture of funds altogether. The purpose of this applied research was to

use the descriptive research method to identify shortcomings in the City of Largo's current
disaster reimbursement protocols. The research questions were (a) What are the City of Largo's
current disaster reimbursement procedures? (b) What are Pinellas County's expectations of local
municipalities seeking reimbursement post-disaster? (c) What are the State of Florida's
expectations of local municipalities seeking reimbursement post-disaster?
Background and Significance
The City of Largo is located on the Gulf Coast of Florida in central Pinellas County. It is
home to roughly 80,000 people and approximately 7,000 businesses. Largo was incorporated in
1905, is the third-largest city in Pinellas County, and is a popular retirement and seasonal
destination. Consequently, a large segment of Largo’s population (25%) are 65 years of age or
older (USA.com, 2016). According to the 2010 Census, Pinellas County’s population exceeds
900,000 residents making the County the 6th most populous as well as the densest county in
Florida, with approximately 3,500 people per square mile (Florida Legislature, 2017). One of
the primary economic drivers in Pinellas County is tourism which generates over $9 billion in
annual revenue (Pinellas County Tourist Development Council, 2016).
Largo Fire Rescue employs 136 sworn firefighters and ten civilian employees. The
Department enjoys an Insurance Services Office (ISO) rating of one. It delivers fire protection,
emergency medical services (EMS), hazardous materials and technical rescue response, fire
prevention, community education, and conducts disaster planning for the more than 110,000
residents in a service area of approximately 30.5 square miles (Largo Fire Rescue, 2016). The
Department’s response district includes unincorporated portions of Pinellas County, the
Highpoint Community, the City of Belleair Bluffs, and the Town of Belleair (Figure 1).
As with most fire departments, responsibility begins with the fire chief who oversees two

division chiefs and the deputy chief. The deputy chief also supervises two division chiefs and
serves as the emergency management coordinator for the City. There are four division chiefs
who manage fire prevention, operations, professional standards, and logistics. These division
chiefs supervise four assistant chiefs and six district chiefs who collectively manage emergency
response, special operations, training, EMS, and fire prevention. The Department’s response
model employs an amalgamation of five advanced life support (ALS) engines, one ALS truck,
two ALS squads, two ALS rescues, and one basic life support (BLS) aerial platform to respond
to an excess of 28,000 calls for service each year. These apparatuses, along with two district
chiefs, respond out of six fire stations. Largo Fire Rescue is part of a multi-hazard automatic aid
program, which includes each of the 18 municipal fire departments and independent special fire
districts within Pinellas County. The Department is also a contributing member of Pinellas
County's Hazardous Materials and Technical Rescue Response Teams.
Figure 1. City of Largo map. Retrieved from https://goo.gl/maps/jPq6RJpEtKS2.
Existing within the peninsula of Pinellas County, which is on the larger peninsula of

Florida, citizens in the Largo Fire Rescue response district are vulnerable to an assortment of
natural disasters such as hurricanes, flooding, tornadoes, and even sea-level rise. Lacking a
comprehensive understanding of the FEMA public assistance grant program procedures poses a
serious problem for the City of Largo and the communities it serves. Though the City has been
impacted by storms in the past and has successfully obtained reimbursement, many of the
personnel involved in those events have left, taking the knowledge of those processes and
procedures with them. Furthermore, FEMA’s reimbursement methods and practices
continuously change and evolve.
Currently, more than 30 percent of the U.S. population chooses to live in coastal areas
that are prone to floods and storm surge (Vogel, 2013). Many residents of the City of Largo fall
into this category. Consequently, “The population, demographics, and geographical location of
the Largo Fire Rescue response district make it susceptible to a variety of different natural and
man-made risks” (Pennino, 2016, p. 22). According to the Pinellas County Local Mitigation
Strategy:
The worst case scenario for Pinellas County is a Category 5 Hurricane heading northeast
at less than 15 miles per hour that makes landfall at high tide along the barrier island
communities of mid-Pinellas County. A storm surge of over 30 feet at some coastal
locations would inundate large areas of the county, while sustained winds of over 155
miles per hour with even higher gusts would destroy thousands of homes and cause
damage to hundreds of thousands more. (Pinellas County Government, 2015, pg. 43).
Making the issue worse is the abundance of retirement and low-income mobile home
communities within the City of Largo that would not be able to withstand hurricane-force winds.
Disasters, whether natural or humanmade, can destroy a community and trigger a lengthy and

expensive recovery process (Willis, 2011). The absence of up to date written policies regarding
the FEMA public assistance grant program procedures has the potential to induce financial
hardship on the City by causing a delay in reimbursement or the forfeiture of compensation
altogether. Such a concern came to fruition in September of 2016 when Hurricane Hermine
made landfall in Florida causing over $300,000 in damages to the City of Largo (Figure 2). The
City also experienced a significant amount of operating and personnel expenditures in an effort
to mitigate the immediate effects of the storm. There were no written guidelines in place to
outline reimbursement procedures. Unfortunately, the absence of proper documentation methods
caused an exorbitant amount of staff time to be spent pursuing what ended up being a
significantly diminished grant award.
Figure 2. Radar image of Hurricane Hermine. Retrieved from
http://wusfnews.wusf.usf.edu/post/hermine-becomes-category-1-hurricane.
The United States Fire Administration lists five operational goals in its strategic plan.

This research was designed specifically to achieve goals 1-3, which include:
1. Reduce Fire and Life Safety Risk Through Preparedness, Prevention and Mitigation
2. Promote Response, Local Planning and Preparedness for All Hazards
3. Enhance the Fire and Emergency Services’ Capability for Response to and Recovery
from All Hazards. (United States Fire Administration, 2014, p. 1).
Additionally, this research directly correlated with the National Fire Academy’s Executive
Analysis of Fire Service Operations in Emergency Management (EAFSOEM) course. One of
the primary objectives of the EAFSOEM course was to provide students with “the knowledge
and skills they need to effectively analyze fire service operations in emergency management to
better prepare their communities for large-scale, multi agency, all-hazard incidents” (United
States Fire Administration, 2016, p. vii). Finally, this research aligns with Largo Fire Rescue’s
mission statement which reads, “Largo Fire Rescue is dedicated to providing education,
prevention, and emergency services to safeguard the lives and property of our community”
(Largo Fire Rescue, 2016, p.1).
Literature Review
Before examining the City of Largo's current disaster reimbursement procedures or
county and state expectations regarding local municipalities seeking reimbursement post-
disaster, the findings of others were reviewed. This examination also led to an overview of
current state and federal reimbursement procedures. The government’s role in times of disaster
has changed significantly over the last century. According to Johnson and Share, federal disaster
assistance is intended to supplement state, local, and private nonprofit resources, not replace
them (2017). Nonetheless, the Federal Government does play a significant role:
The federal role in disaster recovery—beginning in the 1950s with presidential authority

to provide temporary repairs and debris removal—has grown into billions of dollars in
public facility reconstruction, temporary housing assistance, flood insurance, and a broad
range of community and economic development activities after disasters. (Olshansky and
Johnson, 2014, p. 300).
The Robert T. Stafford Disaster Relief and Emergency Assistance Act provides federal
assistance to state and local governments in carrying out their responsibilities to relieve the
suffering and damage which result from disasters by providing assistance programs for both
public and private losses sustained in disasters (FEMA, 2016a).
According to Schneider, FEMA is responsible for organizing the resources of the Federal
Government and serving as the chief coordinator of emergency relief when major natural disaster
strikes (1998). FEMA has an extensive amount of information regarding the Public Assistance
Program including the roles and responsibilities of FEMA, the states, and local municipalities
and tribes. This information includes the duties of the State Liaison and the FEMA Public
Assistance Coordinator (PAC), Project Officer (PO), and Public Assistance Officer (PAO).
The most current information vis-à-vis FEMA’s reimbursement procedures was found
online in FEMA’s “Public Assistance Program and Policy Guide,” which was revised in April of
2017. This guide covers a host of topics including presidential declarations, Public Assistance
Program authorities, eligibility, initial collaboration, project formulation, deadlines, and funding,
as well as grant management and administration. According to FEMA’s Assistant Administrator
Alex Amparo, the guide is updated on an annual basis, as necessary, and a complete review is
conducted at least every three years (FEMA, 2017a).
The FEMA reimbursement process begins with a presidential declaration. If a state
governor or tribal chief executive believes an incident may overwhelm their resources or exceed

their capabilities, they can request a joint preliminary damage assessment in concert with FEMA
(FEMA, 2017a). All affected government and private nonprofit organizations collaborate to
record and appraise the impact of the event. The responsible governor or tribal chief executive is
required to request a presidential declaration through FEMA within 30-days of the incident
which establishes the federal cost share and identifies the type of incident, incident period,
designated areas, types of assistance, and identifies the Federal Coordinating Officer (FCO)
(FEMA, 2017a).
Emergency declarations can be made for any incident the president decides warrants
emergency assistance. Federal aid can be dispatched to save lives, guard property, protect public
health and safety, or to lessen or avert the threat of a tragedy (FEMA, 2017a). Major disaster
declarations can include any natural catastrophe such as a hurricane, tornado, storm, flood,
earthquake, snowstorm, or drought. Federal assistance can be provided to households,
individuals, private nonprofit organizations, as well as state, tribal, territorial and local
governments. Potential natural hazards facing the City of Largo include floods, tropical storms
and hurricanes, thunderstorms and tornadoes, wildfire, lightning, extreme heat, winter storms,
sinkholes, and disease outbreak (Pinellas County Government, 2015).
According to the Florida Division of Emergency Management, after a disaster the State
Emergency Response Team (SERT), FEMA, and local jurisdictions will cooperatively conduct a
Preliminary Damage Assessment (PDA) to determine the state’s eligibility for a presidential
declaration for the Public Assistance Grant Program (Florida Division of Emergency
Management, 2016). The PDA process measures the expenses related to emergency protective
measures, debris removal, and infrastructure restoration to pre-disaster condition and takes into
account deductions for insurance and any other grants. If it is determined that the total of the

costs for the affected counties and the state surpass the amount of assistance the state is able to
provide, the incident may then become eligible for a public assistance declaration. The current
fiscal year cost thresholds are developed by FEMA and are adjusted according to the consumer
price index (Florida Division of Emergency Management, 2016). For the fiscal year 2017, the
Public Assistance Per Capita Impact Indicator and Project Thresholds are $3.61 countywide and
$1.43 statewide (FEMA, 2016b).
Shortly after Hurricane Hermine, Largo Deputy Chief David Mixson and Engineer Rafal
Cieslak met representatives from FEMA and the State Department of Emergency Management to
review the damage to the City’s roads. Mixson recalls the representative from FEMA taking
pictures, checking the City’s damage estimates, and subsequently asking the City to adjust its
damage estimates downward (personal communication, June 9, 2017). County EM Coordinator
Greg Becker then scheduled a kickoff meeting at the County EOC where all affected
municipalities were required to bring documentation of their initial damage assessments. After
the meeting, the City was taught how to fill out the project worksheets, which was done by the
City’s Comptroller/Assistant Finance Director. The State and FEMA then reviewed the project
worksheet to determine the final reimbursement amount (Mixson, personal communication, June
9, 2017).
FEMA evaluates four key components when determining eligibility which includes the
applicant, facility, work, and cost (Figure 3). For the applicant to be eligible for assistance, they
must be a state, territorial, tribal or local government, or a qualifying private nonprofit
organization. A qualifying facility could be a public, private nonprofit, or mixed-use facility as
well as infrastructures such as water distribution or mechanical systems (FEMA, 2017a).
Eligible work is divided into two categories, emergency work and permanent work. Emergency

work focusses on an immediate threat and can be characterized as either debris removal or
emergency protective measures. Conversely, permanent work deals with the restoration of
roads, bridges, water facilities, building, equipment, utilities, parks, recreational and other
facilities (FEMA, 2017a). Work is only considered to be eligible if it is necessary as a result of
the declared event.
Figure 3. Eligibility requirements for FEMA reimbursement. Retrieved from
http://gohsep.la.gov/GRANTS-INDEX/DISASTER-RELATED-GRANTS/FEMA-PA.

The last component FEMA takes into consideration for the purposes of eligibility is cost.
Along with other stipulations, “costs must be directly tied to the performance of eligible work,
adequately documented…[and] necessary and reasonable to accomplish the work properly and
efficiently” (FEMA, 2017a, p. 22-23). Johnson and Share reiterate the importance of
documentation when they state, “providing proper documentation is crucial to ensuring that your
community will receive and keep funding assistance following a disaster” (2017, p. 9).
Figure 4. Florida locations eligible for assistance after Hurricane Hermine (DR-4280). Retrieved
from https://gis.fema.gov/maps/dec_4280.pdf.
Reimbursement will also take into consideration any insurance proceeds, donations, or grants
received by the claimant. Moreover, FEMA has strict guidelines outlining labor rates, contract

administration, procurement procedures, and administrative costs. As a result of Hurricane
Hermine, FEMA approved $8.5 million in individual assistance and over $23 million in public
assistance grants (Figure 4) (FEMA, 2017b).
FEMA and the various states work together to administer the Public Assistance Grant
Program. One of the responsibilities of the states includes an applicant briefing where potential
applicants receive information on the Public Assistance Grant Program and complete the request
for public assistance forms (U.S. Fire Administration, 2016). The State of Florida requires
prospective applicants to fill out this request for public assistance through the State of Florida
Public Assistance Web Portal in order to be eligible for assistance (Florida Division of
Emergency Management, 2016). States are responsible for developing an administrative plan to
manage the Public Assistance Grant Program including outlining the responsibilities for state
agencies, complying with audit requirements, processing advances of funds and reimbursement,
determining staffing and budget requirements, and processing appeals (U.S. Fire Administration,
2016).
However, for this system to work, local governments must have policies in place ahead of
time which address responsibilities before, during and post disaster. According to Vogel, local
governments often pay too little attention to policies to limit vulnerability (2013). Burby
positions that local and federal governments should be more focused on mitigation policy and
should routinely update policies as needed (2006). Finally, Berke and Campanella advocate for a
greater focus on resiliency planning in the post-disaster period and addressing barriers impeding
post-disaster resiliency planning (2006).
The analysis of relevant literature and the information gathered during the expert
interviews were useful in understanding the state and federal reimbursement procedures and best

practices. Furthermore, the research conducted demonstrated the importance of having updated
written policies and procedures regarding disaster reimbursement processes. The information
gathered furnished data which were utilized to influence this investigation. Without assessing
the findings and observations of others, the research would not have been as inclusive and
detailed.
Procedures
The descriptive research method was utilized to identify shortcomings in the City of
Largo's current disaster reimbursement procedures. This approach involved a review of
appropriate literature and an analysis of the City of Largo's current procedures and policies
regarding disaster reimbursement. Pinellas County’s, the State of Florida’s, and FEMA’s
reimbursement procedures and expectations were also examined. Additionally, Hurricane
Hermine, which affected the City of Largo and qualified for reimbursement, was investigated to
determine the outcome concerning disaster reimbursement. Finally, interviews were conducted
with City and County employees who were personally involved in the reimbursement process in
order to garner additional insight on reimbursement expectations and experiences with the
process.
The procedures for carrying out this research were concentrated on satisfying the
following three questions (a) What are the City of Largo's current disaster reimbursement
procedures? (b) What are Pinellas County's expectations of local municipalities seeking
reimbursement post-disaster? (c) What are the State of Florida's expectations of local
municipalities seeking reimbursement post-disaster? Initial research began with a
comprehensive review of both the State of Florida and FEMA’s disaster reimbursement
procedures. This information was gathered through FEMA’s website as well as the website of

the Florida Division of Emergency Management.
Additional information regarding FEMA’s reimbursement procedures was gleaned from
the National Fire Academy in Emmitsburg, Maryland throughout the March 2017 Executive
Analysis of Fire Service Operations in Emergency Management course. Instruction and
documents were received outlining the steps required to seek reimbursement for an incident as
well as which events, facilities, and work qualifies for reimbursement. Furthermore, individual
and group exercises were conducted where students were given the task of completing simulated
damage assessments and then submitting reimbursement documentation.
Finally, interviews were conducted with local personnel who were responsible for the
reimbursement process. One Pinellas County employee and three City of Largo employees were
selected to be interviewed. All of the interviewees participated in the preliminary damage
assessment and/or the reimbursement process for Hurricane Hermine. The questions developed
for each interviewee took into consideration their specific responsibilities in the reimbursement
process and are listed in the appendices.
One of the interviews was conducted with City of Largo Engineer III Rafal Cieslak. He
was selected because of his position as the City’s Pavement Management Administrator and
Planning Section Chief in the City’s EOC, as well as his recent reimbursement experience with
Hurricane Hermine. Cieslak obtained a dual Bachelor of Science Degree in Civil and
Architectural Engineering from the University of Miami and a Master’s Degree in Management.
Cieslak is also a current member of the City of Largo Disaster Management Group (DMG). The
interview was conducted on June 7th
in the fire administration conference room on the second
floor of Largo City Hall. Transcripts of the interview are in included in Appendix B.
A separate interview was conducted with City of Largo Emergency Management

Coordinator and Largo Fire Rescue Deputy Chief David Mixson on June 9th
in the Deputy
Chief’s office on the second floor of Largo City Hall. Mixson was selected due to his more than
23 years of experience with Largo Fire Rescue and his position as the City’s Emergency
Management Coordinator. Additionally, he holds a Safety, Security and Emergency
Management Master of Science Degree from Eastern Kentucky University. He is the current
chair of the Largo Disaster Management Group and is also a member of the Pinellas Local
Mitigation Strategy Working Committee, the Tampa Bay Local Emergency Planning Committee
(LEPC), and the Tampa Bay One Bay Resilient Communities Working Group. Transcripts of
the interview are in included in Appendix C.
The third interviewee was City of Largo Assistant Finance Director and Finance Section
Chief Rebecca Spuhler. Spuhler obtained a Bachelor’s Degree in Accounting and a Master’s
Degree in Taxation from the University of Akron. She currently serves as a member of the
Largo Disaster Management Group and was selected to be interviewed because of her
responsibility in submitting all the Hurricane Hermine reimbursement requests to the State. The
interview was conducted on the afternoon of June 14th
in the fire administration conference room
on the second floor of Largo City Hall. Transcripts of the interview are included in Appendix D.
Finally, an interview was conducted with Pinellas County’s Emergency Management
Coordinator Greg Becker. He was selected to be interviewed because of his position with
Pinellas County and his responsibilities during Hurricane Hermine. Becker is a Florida Certified
Professional Emergency Manager and was previously the Emergency Services Program Director
for the Tampa Bay Chapter of the American Red Cross. Becker is the primary municipal liaison
for all aspects of damage assessment and declarations and oversees the support, logistics, and
recovery groups in the County EOC. The interview was conducted on June 15th in the Pinellas

County Emergency Operations Center. Transcripts of the interview are in included in Appendix
E.
The procedures outlined assisted in determining the City of Largo's current disaster
reimbursement procedures, as well as Pinellas County's and the State of Florida's expectations of
local municipalities seeking reimbursement after a disaster. The most significant limitation of
the study involved the lack of written policy regarding the City of Largo’s reimbursement
procedures. Though the City has submitted for reimbursement several times in the past, most of
the personnel who participated in or had knowledge of the process are no longer employed with
the City. Another limitation involved the dynamic nature of FEMA’s reimbursement procedures.
FEMA released an update to their “Public Assistance Program Policy Guide” in April of 2017,
after Hurricane Hermine. Though it is necessary to update procedures so they remain relevant
and useful, there will typically be a delay in state and local governments updating their policies
to correspond.
Results
Due to the geographical location and population density of the City of Largo, natural and
man-made disasters pose a noteworthy risk. Such an event could cause significant economic
hardship. FEMA’s Public Assistance grant program was designed to offset the financial burden
these tragedies can produce. The research conducted was aimed at determining the City of
Largo's current disaster reimbursement procedures, Pinellas County's expectations of local
municipalities seeking reimbursement post-disaster, and the State of Florida's expectations of
local municipalities seeking reimbursement post-disaster.
After conducting the research, it was determined that the City of Largo lacks formal
comprehensive disaster reimbursement procedures. Though the City’s Code of Ordinances does

reference emergency management responsibilities and disaster procedures, there is no mention of
reimbursement (Appendix A). According to the City of Largo’s Code of Ordinances (Code
1978, § 26-4; Ord. No. 94-24, § 4, 2-15-1994) Sec. 8-23, the city manager, when acting as the
director of emergency management, shall have the following powers, duties, and responsibilities:
1. To recommend the declaration of a state of local emergency to the mayor and/or city
commission, and to inform them of the reasons for and status of events requiring the
declaration;
2. To direct the creation, revision, and exercise of emergency response plans conforming to
state and county emergency plans for the mitigation of, preparation for, response to, and
recovery from emergencies or disasters;
3. To direct the efforts of the emergency manager (fire chief) in the preparation for,
response to, and recovery from emergency conditions;
4. To recommend a budget to the city commission for the creation and maintenance of an
emergency response capability as provided herein;
5. To promulgate emergency regulations necessary for the protection of life and property,
establishment of public order, and control of adverse conditions affecting public welfare
resulting from an emergency or disaster;
6. To establish and designate a public information office to develop and coordinate a city
emergency awareness program. (p. 98).
Some of the concerns with not having defined reimbursement procedures and responsibilities
became apparent after interviewing City and County personnel. To begin with, the bulk of the
reimbursement responsibilities for Hurricane Hermine were handled by the City’s emergency
management coordinator, the comptroller/assistant finance director, and a city engineer. These

assignments were not formally made ahead of time, but rather after the event. If these staff
members had been aware of their responsibilities in advance, they would have likely been more
prepared to fill their roles.
Another result of not having formal procedures is confusion. The City of Largo’s
Comptroller/Assistant Finance Director Rebecca Spuhler noted that obtaining activity and
vehicle logs from the different City departments after Hurricane Hermine was difficult because
there was not a single point of contact within each department (personal communication, June
14, 2017). Cieslak noted the issue as well, stating he had problems obtaining cost estimates from
the public works department because there was not a clear point of contact. He went on to
recommend the inclusion of a public works supervisor in the reimbursement team (personal
communication, June 7, 2017).
All four interviews identified documentation as a significant problem during Hurricane
Hermine. Many of the activity and vehicle logs submitted by City of Largo staff were missing
information that was required for reimbursement. Regarding Hurricane Hermine, City of Largo
EM Coordinator David Mixson stated:
The biggest deficiency we noticed was documentation, both in our employee activity logs
and our unit activity logs. Public Works submitted for quite a bit of reimbursement but
most of their documentation of labor, materials, and time spent on a specific job site was
not detailed enough to qualify for reimbursement. (personal communication, June 9,
2017).
Johnson and Share echo the significance of documentation and state, “providing proper
documentation is crucial to ensuring that your community will receive and keep funding
assistance following a disaster” (2017, p.9). The lack of a defined, formalized reimbursement

process almost certainly contributed to incomplete documentation from the City of Largo. No
City policy existed outlining which documents where required or who was responsible for
completing them.
Pinellas County has several expectations of local municipalities seeking reimbursement
post-disaster. After Hurricane Hermine, Pinellas County EM Coordinator Greg Becker was
responsible for gathering information from the applicants following the preliminary damage
assessments. Moreover, he was the primary liaison between the State of Florida and the various
municipalities within Pinellas County. Becker arranged the applicant briefing and the kickoff
meetings between FEMA and the applicants.
Becker stated Pinellas County expects municipalities who may find themselves in the
position of seeking reimbursement to participate in ongoing training in FEMA’s Public
Assistance program and mentioned that the County offers classes, such as FL-605 Pre-event
planning for FEMA’s Public Assistance Grant Program (personal communication, June 15,
2017). The County also expects municipalities to start tracking emergency protective measures
early in an event. Cities need to have a process in place and should communicate with the
County early and often (G. Becker, personal communication, June 15, 2017).
Since Becker was the liaison between the various municipalities within Pinellas County
and the State of Florida, he was able to provide important information on the State’s expectations
relevant to the reimbursement process. When asked what the State of Florida’s expectations for
municipalities who are seeking reimbursement are, Becker responded that the State wants
accurate data as early as possible (personal communication, June 15, 2017). This data is fed to
the State from the various municipalities and aids in the governor’s decision on an emergency
declaration. Additionally, Becker asserts that claimants should ensure damage qualifies for

reimbursement and is easily verifiable (personal communication, June 15, 2017).
After a disaster and subsequent presidential declaration, such as the one that occurred
following Hurricane Hermine, the State Emergency Response Team (SERT), FEMA, and local
jurisdictions will cooperatively conduct a Preliminary Damage Assessment to determine the
State’s eligibility for a presidential declaration for the Public Assistance Grant Program (Florida
Division of Emergency Management, 2016). The State of Florida also requires prospective
applicants to fill out requests for public assistance through the State of Florida Public Assistance
Web Portal in order to be eligible for assistance (Florida Division of Emergency Management,
2016).
Discussion
The purpose of this applied research was to use the descriptive research method to
identify shortcomings in the City of Largo's current disaster reimbursement procedures. The
reimbursement process following Hurricane Hermine was examined to see if those procedures
were effective. The intent was to then compare those procedures with the expectations of both
Pinellas County and the State of Florida. Unfortunately, the lack of formally documented
policies made this task almost impossible.
The Stafford Act provides Federal assistance to State and local governments in carrying
out their responsibilities to ease the burden and repair the damage caused by disasters (FEMA,
2016a). FEMA is responsible for organizing the resources of the Federal Government and
serving as the chief coordinator of emergency relief during these times of disaster (Schneider,
1998). The FEMA reimbursement process begins with a presidential declaration. If a state
governor determines an incident may overwhelm their resources or exceed their capabilities, they
can declare a state of emergency (FEMA, 2017a). According to the Florida Division of

Emergency Management, after a disaster, the State Emergency Response Team (SERT), FEMA,
and local jurisdictions will cooperatively conduct a Preliminary Damage Assessment to
determine the state’s eligibility for a Presidential Declaration for the Public Assistance Grant
Program (Florida Division of Emergency Management, 2016). The four components FEMA
evaluates when determining eligibility include the applicant, facility, work, and cost.
Cities should assign a higher priority on resiliency planning in the post-disaster period
and tackling obstacles impeding post-disaster resiliency planning (Berke & Campanella, 2006).
For instance, much of the roadwork the City of Largo submitted for reimbursement after
Hurricane Hermine was not eligible. This is because the City lacked documentation on how the
road was fixed, what equipment and materials were used, and how many staff hours it took to do
the work. Additionally, the City does not have written policies on how road repair will be
conducted. In an interview, Engineer Cieslak pointed out the need to have better standards
which outline how the City repairs roads to use as justification for reimbursement (personal
communication, June 7, 2017). Providing appropriate documentation is fundamental to ensuring
that the City will receive and keep reimbursement following a disaster (Johnson and Share,
2017).
One of the many responsibilities of the state includes an applicant briefing where
potential applicants receive information on the Public Assistance Grant Program and complete
the request for public assistance form (U.S. Fire Administration, 2016). During the applicant
briefing which took place at the Pinellas County Public Safety Complex after Hurricane
Hermine, City staff learned that the State of Florida requires prospective applicants to fill out
this request for public assistance online through the State of Florida’s Public Assistance Web
Portal.

Though a lot of information was gathered from the State liaison at the initial applicant
briefing, instances of confusion followed. State and FEMA liaisons assigned to the City of
Largo were replaced several times throughout the reimbursement process. According to Deputy
Fire Chief Mixson, the State representative at the kickoff meeting was not the same
representative that attended the initial State and FEMA on site meeting (personal
communication, June 9, 2017). The City later discovered that the State contracted with a
company called Disasters, Strategies and Ideas Group, LLC (D. Mixson, personal
communication, June 9, 2017). Finally, sometime before the process was complete, the original
state liaison was reassigned to the City. According to Spuhler, dealing with that many different
representatives from FEMA and the State caused a lot of confusion and duplication of efforts
(personal communication, June 14, 2017).
The results of the research exposed several concerns relating to the City of Largo's
current disaster reimbursement procedures. Local governments often pay too little attention to
policies to limit vulnerability (Vogel, 2013). The absence of up to date written policies
regarding FEMA Public Assistance Grant Program procedures leaves the City of Largo and its
residents vulnerable. According to Burby, local governments should be focused on mitigation
procedures and routinely update policies (2006). Financial hardship caused by a delay in
reimbursement or the forfeiture of compensation altogether not only negatively impacts the City
but also its ability to help the citizens and the businesses within it. Up to this point, knowledge
of reimbursement procedures has only been held by those who have been through the process.
Each time the City experiences turnover in these key positions, institutional knowledge is lost.
This leaves those who take their place to figure out the process on their own, usually during the
next disaster.

Recommendations
Based on the research conducted, several suggestions can be made regarding further
research and the City of Largo's current disaster reimbursement procedures. In the short-term,
the City of Largo should identify those positions which will be responsible for participating in
the reimbursement process. This will allow personnel in those positions to begin to learn the
reimbursement process. These staff members should attend the pertinent free courses offered
through Pinellas County.
Also, the City of Largo should construct a formal disaster reimbursement policy. The
policy should officially designate the positions which will participate in the reimbursement
process and outline their specific responsibilities. This should include who is responsible for the
initial damage assessment, the documentation of damage, the documentation of repair work, who
will attend applicant meetings, and who will submit for reimbursement. Additionally, the policy
should cover how the City will capture and document emergency protective measures, personnel
activity, equipment usage, and procurements.
Furthermore, as stated by City of Largo Engineer Cieslak, the City should identify and
train some key people who will be conducting damage assessments. This team could meet in
advance to discuss their responsibilities and develop forms to better document their time and
equipment used (personal communication, June 7, 2017). In fact, improving documentation was
mentioned by every person that was interviewed as part of this research. Ongoing training, at
least annually, should be implemented in order for City personnel to become comfortable filling
out activity and equipment logs. Though the fire department currently conducts this training, it
should be adopted citywide.
Next, the City of Largo Public Works Department should create formal policies on how

roadway damage will be repaired and documented. According to Cieslak, there is no formal
documentation or statement regarding standards concerning road repair (personal
communication, June 7, 2017). Therefore, the cost of replacing an entire lane due to a pothole,
as is the City’s current informal procedure, will not likely be reimbursed by FEMA. Moreover,
the Public Works Department should categorize and type their equipment when it is purchased so
its use can more easily be documented.
There are tremendous advantages of implementing the initiatives above. Perhaps the
most significant benefit will be to decrease the vulnerability to the City, its residents, and its
businesses. If the City of Largo has a documented strategy for acquiring federal reimbursement,
it can support its citizens and ensure businesses reopen expediently. Conversely, if businesses
remain closed, unemployment will increase along with a reliance on City services. Furthermore,
as businesses close, the City’s tax base will decrease along with its ability to employ personnel
and serve its citizenry. This destructive cycle can eventually lead to an increase in poverty,
crime, and the inability of the City to provide basic services. A formalized reimbursement
procedure is just another way for the City to moderate risks and increase preparedness, along
with other tasks such as developing hazard contingency plans, fortifying infrastructure, and
continuing to pursue operational resiliency.

References
Berke, P. R. and T. J. Campanella. (2006). Planning for postdisaster resiliency. Annals of the
American Academy of Political and Social Science, 604, 192-207.
Burby, R. J. (2006). Hurricane Katrina and the paradoxes of government disaster policy:
Bringing about wise governmental decisions for hazardous areas. Annals of the American
Academy of Political and Social Science, 604, 171- 191.
City of Largo. (2008). Code of ordinances. Retrieved from
http://www.largo.com/egov/documents/1491422728_51674.pdf
City of Largo. (2015). Adopted annual budget FY 2016. Retrieved from
Florida Division of Emergency Management. (2016). Public assistance program. Retrieved from
http://www.floridadisaster.org/Recovery/PublicAssistance/Index.htm
Florida Legislature Office of Economic and Demographic Research. (2017). Pinellas county.
Retrieved from http://edr.state.fl.us/Content/area-profiles/county/pinellas.pdf
Johnson, K., & Share, A. (2017). Strategic disaster planning. Public Management, 99(3), 6–10.
Largo Fire Rescue. (2016). 2015 annual report. Retrieved from
Moss, M., Schellhamer, C., & Berman, D. A. (2009). The Stafford act and priorities for
reform. Journal of Homeland Security and Emergency Management,6(1).
NOAA National Centers for Environmental Information. (2017) Billion-dollar weather and
climate disasters. Retrieved from https://www.ncdc.noaa.gov/billions/
Olshansky, R. B., & Johnson, L. A. (2014). The evolution of the federal role in supporting
community recovery after U.S. disasters. Journal of the American Planning Association,

80(4), 293–304.
Oppenheimer, M., & Anttila-Hughes, J. K. (2016). The science of climate change. Future of
Children, 26(1), 11-30.
Pennino, J. (2016). A community risk assessment of the largo fire rescue response district.
Retrieved from http://nfa.usfa.fema.gov/pdf/efop/efo239766.pdf
Pinellas County Government. (2015). Pinellas County local mitigation strategy. Retrieved from
http://www.pinellaslms.org/pdf/Pinellas-LMS.pdf
Pinellas County Tourist Development Council. (2016). Annual 2015 visitor profile. Retrieved
from http://www.pinellascvb.com/sites/default/master/files/2015 Visitor Profile
Annual.pdf
Scoppetta, N. (2008). Disaster planning and preparedness: A human story. Social Research, (3),
807.
Schneider, S. K. (1998). Reinventing public administration: A case study of the federal
emergency management agency. Public Administration Quarterly, 22(1), 35–57.
U.S. Department of Homeland Security/Federal Emergency Management Agency. (2016a). The
stafford act, as amended and emergency management-related provisions of the homeland
security act, as amended (FEMA 592). Retrieved from https://www.fema.gov/media-
library-data/1490360363533-
a531e65a3e1e63b8b2cfb7d3da7a785c/Stafford_ActselectHSA2016.pdf
U.S. Department of Homeland Security/Federal Emergency Management Agency. (2016b).
Public assistance per capita impact indicator and project thresholds. Retrieved from
https://www.fema.gov/public-assistance-indicator-and-project-thresholds
U.S. Department of Homeland Security/Federal Emergency Management Agency. (2017a).

FEMA 2017 public assistance program and policy guide (PAPPG) [V2.0]. Retrieved
from https://www.fema.gov/media-library-data/1493305958181-
68b5c9372359dd46113899ffb1f7549f/2017_PAPPG_2.0_508_FINAL(2).pdf
U.S. Department of Homeland Security/Federal Emergency Management Agency. (2017b).
Florida hurricane hermine (DR-4280). Retrieved from
https://www.fema.gov/disaster/4280
U.S. Fire Administration. (2014). Strategic plan fiscal years 2014-2018. Retrieved from
https://www.usfa.fema.gov/downloads/pdf/publications/strategic_plan_2014-2018.pdf
U.S. Fire Administration. (2016). Executive analysis of fire service operations in emergency
management, student manual (7th ed.). (n.p.)
USA.com. (2016). Largo, FL. Retrieved from http://www.usa.com/largo-fl.htm
Vogel, R. (2013). Federal disaster policy and regional growth. Proceedings of The Northeast
Business & Economics Association, 239-243.
Willis, S. (2011). Community risk assessment - City of Largo, Florida. Retrieved from
http://nfa.usfa.fema.gov/pdf/efop/efo46205.pdf

Appendix A
City of Largo Code of Ordinances, Chapter 8 Civil Emergencies

Appendix B
Interview with City of Largo Engineer III Rafal Cieslak
1. What is your title and background?
I am an Engineer III at the City of Largo as well as the City’s Pavement Management
Administrator and Planning Section Chief in the City’s EOC. I obtained a dual Bachelor of
Science Degree in Civil and Architectural Engineering from the University of Miami and a
Master’s Degree in Management. I am also a current member of the City of Largo Disaster
Management Group (DMG).
2. What was the extent of damage to City of Largo property and infrastructure due to
Hurricane Hermine?
Shortly after the storm, public work’s staff started sending us reports of roadway damage.
Another engineer and I looked at each site for the limits and severity of the damage. In many
cases, there were new potholes and exposed base materials cause by a high water-table or
excessive water flowing through the streets.
3. Do you know what the total dollar amount was for these damages?
The initial assessment was based on 14 locations. In cases where there were potholes, we looked
at replacing the entire width of the lane. Our first assessment of the damage was for over
$500,000. We met with FEMA a few days later and lowered the amount to approximately half
of that based on feedback we received. In some cases, FEMA didn’t agree with our assessments.
After future consultation, that number was further lowered to approximately $112,000. When
we do a cost estimate for roadway repair, we include ancillary costs such as surveying and
mobilization which FEMA won’t reimburse for. So far, we have spent $27,000 in emergency
repairs and will be receiving $16,000 in reimbursement. The difference in these numbers

represents the City’s insufficient documentation of the repairs. The long-term structural repairs
have been added to the City’s Capital Improvement Program for the fiscal year 2018, pending
FEMA reimbursement.
4. What were some of the issues you faced while trying to seek reimbursement?
The main issue we faced was documentation. We have to be able to prove that there was
damage and that the damage was repaired according to the City’s standards. The City has
standards on how to repair potholes and build new roads. We don’t have standards as to what
level repairs need to be redone. For instance, nowhere is it written that when there is a pothole,
we will repair the entire width of the lane as opposed to a spot repair. Therefore, FEMA won’t
reimburse us for such a repair. Also, we could have done a much better job documenting labor
and vehicle usage. Ultimately FEMA just wants to know who was there, how long they were
there, what they did, what equipment they used, and if it was overtime or regular hours.
5. Do you feel the City of Largo has a comprehensive understanding of the FEMA Public
Assistance Grant Program procedures?
I don’t think so. I think we didn’t know what to expect, though we are better off now than we
were before Hurricane Hermine. I felt like we were asked for the same information multiple
times and given different directions at different times. It was unclear as to what we were
expected to provide and what the next steps of the process would be. This may be because
FEMA is constantly changing their processes.
6. What do you believe are some of the shortcomings of the City of Largo’s current disaster
reimbursement procedures?
Ultimately you can’t train everyone in the City on everything, but we should identify some key
people who will be assessing damage. This team could meet ahead of time to discuss their

responsibilities and have prepared forms to track their time. We also need to have better
standards that outline how we repair roads to use as justification for reimbursement.
7. What suggestions do you have for the future?
After the initial repairs, public works staff didn’t really participate in the reimbursement process.
Oftentimes it was difficult to get cost estimates and documentation from them because there was
no clear point of contact. I would recommend having a supervisor from public works be a part
of the reimbursement team in the future.

Appendix C
Interview with Largo Fire Rescue Deputy Chief David Mixson
I am the Emergency Management Coordinator for the City of Largo and the Deputy Chief for
Largo Fire Rescue. I obtained a Safety, Security & Emergency Management Master of Science
Degree from Eastern Kentucky University. I previously served as the commander of the Pinellas
County Hazardous Materials Response Team and am the current chair of the Largo Disaster
Management Group as well as a member of the Pinellas Local Mitigation Strategy Working
Committee, the Tampa Bay Local Emergency Planning Committee (LEPC), and the Tampa Bay
One Bay Resilient Communities Working Group.
2. What was the extent of damage to City of Largo property and infrastructure due to
Hurricane Hermine?
The damage was limited to roads as well as sun shades and a wind screen at one of the recreation
centers. There was also a palm tree at City Hall that blew down which was purely decorative
and not reimbursable. The City also incurred costs from emergency protective measures such as
street repairs and storm water pumping. A private pumping company was hired because parts of
the City’s storm water infrastructure was under construction.
3. What role did you play in seeking reimbursement for costs incurred due to Hurricane
Hermine?
My role as the Emergency Management Coordinator was to orchestrate a damage assessment
and provide the results to Pinellas County within 24 hours. Pinellas County compiled it, along
with the other cities’, and provided that to the State. Shortly thereafter, I and a City Engineer
met a representative from FEMA and the State Department of Emergency Management to

review the damage to the roads. FEMA took pictures and checked our damage estimates and
asked us to adjust our damage estimates downward. FEMA then scheduled a kickoff meeting at
the County EOC where all municipalities were required to bring documentation of their initial
damage assessment. After the meeting, we were instructed on how to fill out a project worksheet
which was done by the City’s Assistant Finance Director. The State and FEMA then review the
project worksheet to determine the final reimbursement amount.
4. What were some of the issues you faced while trying to seek reimbursement?
No one on our team has ever been through the process before, so we were learning as we went
along. It seemed that we changed State and FEMA liaisons several times. For example, the
State representative at the kickoff meeting was different than the initial State and FEMA
representatives we met at the initial onsite meeting. We then found out that responsibility was
transferred to a company called Disasters, Strategies and Ideas Group, LLC who was contracted
by the State. Sometime before the process was complete, we were reassigned a liaison from the
State.
5. Did we receive Federal or State reimbursement?
The Federal Government paid 75 percent, the State paid 12.5 percent, and we absorbed 12.5
percent.
6. Did we deal with FEMA or the State?
We deal with the State after receiving permission from Pinellas County.
7. Do you feel the City of Largo has a comprehensive understanding of the FEMA Public
Assistance Grant Program procedures?
I don’t believe we have a comprehensive understanding, but I do believe we have a better
understanding now than before Hermine. The good thing was that Hermine was not a

catastrophic event.
8. What do you believe are some of the shortcomings of the City of Largo’s current disaster
reimbursement procedures?
The biggest deficiency we noticed was documentation, both in our employee activity logs and
our unit activity logs. Public Works submitted for quite a bit of reimbursement but most of their
documentation of labor, materials, and time spent on a specific job-site was not detailed enough
to qualify for reimbursement. The fire department logs were much more detailed because we
have practiced filling them out in the past. Therefore, almost all of our overtime was reimbursed
under emergency protective measures.
9. What suggestions do you have for the future?
My suggestion would be ongoing training for documentation. For example, Public Works could
fill out the activity logs on any given day in order to get comfortable filling them out. Another
suggestion would be a table top drill regarding reimbursement for all of the department directors.
One of the things the recreation, parks, and arts and the engineering department did well was to
take pictures of all the damage immediately. That is something we should try to keep in mind in
future events as well.

Appendix D
Interview with Assistant Finance Director Rebecca Spuhler
I am the Assistant Finance Director and Finance Section Chief with the City of Largo. I have a
Bachelor’s Degree in Accounting and a Master’s Degree in Taxation from the University of
Akron. I currently serve as a member of the Largo Disaster Management Group and was
responsible for submitting all the Hurricane Hermine reimbursement requests to the State. I
served for six years at the Ohio State Auditor’s Office and as the fiscal officer for a library for
four years.
2. What role did you play in seeking reimbursement for costs incurred due to Hurricane
Hermine?
I gathered information and forms from the different city departments including work logs,
vehicle logs, and documentation of damage. After the initial project meeting, I was responsible
for filling out the project workbook provided by FEMA.
3. What are some of the issues you faced when seeking reimbursement?
The biggest issue was documentation. Approximately half of the work logs that were submitted
to me were incomplete and could not be forwarded on. Not all the equipment that was used fit
into the resource-typing FEMA wanted. Also, a lot of the damage we submitted for, such as
roadways, was not approved by FEMA. In some cases, additional information was needed from
the different departments within the City. Obtaining the information was difficult because there
wasn’t a single point of contact. Finally, we dealt with many different representatives from
FEMA and the state. This caused a lot of confusion and duplication of efforts.
4. Do you feel the City of Largo has a comprehensive understanding of the FEMA public

assistance grant program procedures?
I believe we have a better understanding than we did before. Hurricane Hermine was probably
the best-case scenario as it didn’t cause a lot of damage and showed us where our weaknesses
are.
5. What are some of the shortcomings in the City of Largo’s current disaster reimbursement
procedures?
I think we need to update the activity and vehicle logs to make them clearer and provide training
on how to fill them out. Additionally, there should be a single point of contact for the different
departments within the City. This will help streamline the reimbursement process, especially if
additional information is needed.

Appendix E
Interview with Pinellas County EM Coordinator Greg Becker
I am the Pinellas County Emergency Management Coordinator. I am a Florida Certified
Professional Emergency Manager and was previously the Emergency Services Program Director
for the Tampa Bay chapter of the American Red Cross. I am currently the primary municipal
liaison for all aspects of damage assessment and declarations, and I oversee the support,
logistics, and recovery groups in the County EOC.
2. What role did you play in seeking reimbursement for damages caused by Hurricane
Hermine?
I gathered information from the applicants from the preliminary damage assessments. I was also
the primary liaison between the State of Florida and the various municipalities within Pinellas
County. I arranged the applicant briefing and the kickoff meetings between FEMA and the
applicants.
3. What were some of the issues you witnessed regarding those seeking reimbursement?
After the joint preliminary damage assessment, the costs should be agreed upon. I was under the
impression that we had claims near $3 million Countywide, but FEMA was reporting closer to
$1 million. It turned out some of this was because of a delay in the State reporting to FEMA.
Also, it was difficult to get ahold of our Public Assistance Crew Leader (PACL) when we had
questions.
4. What are the County’s expectations for municipalities who are seeking reimbursement?
Participation in ongoing training in FEMA’s Public Assistance program. We offer classes, such
as FL-605 Pre-event planning for FEMA’s Public Assistance Grant Program. We also expect

municipalities to start tracking emergency protective measures early. They need to have a
process in place and should communicate with the County early and often.
5. What are the State’s expectations for municipalities who are seeking reimbursement?
The State wants accurate data, as early as possible. Additionally, the claims should be easily
verifiable.
6. What are some things that you believe could be improved with the reimbursement
process at the municipal, state, and federal levels?
Communication, pre-event preparation at the applicant level, and documentation. Additionally,
there should be an overall increase in the emphasis placed on emergency management. Many
city officials don’t see the importance until they are trying to seek reimbursement for damages.
The County needs to do a better job reaching out to and educating private nonprofit
organizations. The State and FEMA need to provide better and more frequent information to the
counties and municipalities. Additionally, we frequently received conflicting information from
the State.

Understanding FEMA's Public Assistance Grant Program

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