RIEMA Exercise Conference 2011 Power Pt.

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RIEMA Exercise Conference 2011 Power Pt.

  1. 1. RIEMA Grant Programs <ul><li>State Administrative Agency (SAA) for all Homeland Security Grant Programs. </li></ul>
  2. 2. <ul><li>State Homeland Security Grant Program (SHSP) </li></ul><ul><li>Urban Area Security Initiative (UASI) </li></ul><ul><li>Emergency Management Performance Grant (EMPG) </li></ul><ul><li>Citizens Corp Program (CCP) </li></ul><ul><li>Emergency Operation Center (EOC) </li></ul><ul><li>Buffer Zone Protection Program (BZPP) </li></ul>These Grants include ;
  3. 3. RIEMA Reimbur sements <ul><li>All RIEMA grants are reimbursement based. The process is based upon State requirements and Audit recommendations </li></ul><ul><li>All grants have certain conditions and assurances that are a requirement by the Federal Government if an entity is to receive Federal money. </li></ul><ul><li>Signed Green Assurance Sheets must be returned within 60 days accepting grant, along with the signed blue Lobbyist Form and Single Audit Act Form. </li></ul>
  4. 4. Required Program Reports <ul><li>Quarterly Progress Reports : A narrative reflecting grant activity and status during last three months justifying program. Final quarterly will reflect project completed or carried over into future years funding. </li></ul><ul><li>Quarterly Fiscal Reports : Form reflecting grant funds expended during period and balance available to spend. Final quarterly reflects money returned to RIEMA. </li></ul>
  5. 5. <ul><li>RHODE ISLAND EMERGENCY MANAGEMENT AGENCY </li></ul><ul><li>HOMELAND SECURITY GRANT QUARTERLY PROGRESS REPORT </li></ul><ul><li>SUBGRANTEE: _ (City /Town/ Agency)___________ DATE: _____/_____/_____ </li></ul><ul><li>ADDRESS: _________________________________________________________ </li></ul><ul><li>CITY: __________________________ STATE: RI ZIP CODE: ______________ </li></ul><ul><li>COMPLETED BY: _______ (Should be project Coordinator) ___________________ </li></ul><ul><li>PHONE NUMBER: _______________________________________________________ </li></ul><ul><li>SUBGRANT NUMBER __________ (Category/Fiscal Year/Project Letter) *located on grant award) </li></ul><ul><li> QUARTER OF FUNDING: PERIOD FROM: YEAR DATE DUE: </li></ul><ul><li>__X__ 1st Quarter Jan. 1st – Mar. 31 st _2011__ April 15th </li></ul><ul><li>_____ 2nd Quarter April 1st – June 30th _______ July 15th </li></ul><ul><li>_____ 3rd Quarter July 1st – Sept. 30th _______ Oct. 15th </li></ul><ul><li>_____ 4th Quarter Oct. 1st – Dec. 31st _______ Jan. 15 th </li></ul><ul><li> _____ Final Report All funds authorized spent and project completed. </li></ul><ul><li>Provide a short narrative to explain the federal expenditures, the project’s </li></ul><ul><ul><ul><ul><ul><li>progress, accomplishments and delays (additional page or attachments are acceptable): </li></ul></ul></ul></ul></ul><ul><li>(Please write the year next to the Period From Date) </li></ul><ul><li> </li></ul><ul><li>______________________________________________________________ _______/_______/_______ </li></ul><ul><li>Authorized Agent Signature Date </li></ul><ul><li>PLEASE SEND REPORTS TO: </li></ul><ul><li>Rhode Island Emergency Management Agency </li></ul><ul><li>645 New London Avenue </li></ul><ul><li>Cranston, RI 02920 </li></ul><ul><li>Attn: Richard Jones </li></ul>
  6. 6. <ul><li>RHODE ISLAND EMERGENCY MANAGEMENT AGENCY </li></ul><ul><li>HOMELAND SECURITY GRANT QUARTERLY FISCAL REPORT </li></ul><ul><li>SUBGRANTEE: __ ( City /Town/ Agency) ______________ DATE: _____/_____/_____ </li></ul><ul><li>ADDRESS: ______________________________________________________________ </li></ul><ul><li>CITY: ____________________________________ STATE: RI ZIP CODE: _______________ </li></ul><ul><li>COMPLETED BY: _______________( Should be project Coordinator )_____________________ </li></ul><ul><li>PHONE NUMBER: _______________________________________________________________ </li></ul><ul><li>SUBGRANT NUMBER –__00-125-FY10 SHSP__ (Category/Fiscal Year/Project Letter ) * located on grant award </li></ul><ul><li>QUARTER OF FUNDING: PERIOD FROM: YEAR: DATE DUE: </li></ul><ul><li>_____ 1 st Quarter Jan. 1 st – Mar. 31 st __2011__ April 15 th </li></ul><ul><li>__ X _ 2 nd Quarter April 1 st – June 30 th ________ July 15 th </li></ul><ul><li>_____ 3 rd Quarter July 1 st – Sept. 30 th ________ Oct. 15 th </li></ul><ul><li>_____ 4 th Quarter Oct. 1 st – Dec. 31 st _________ Jan. 15 th </li></ul><ul><li>_____ Final Report All funds authorized spent (See column b, cumulative). </li></ul><ul><li>TRANSACTIONS Previously Reported This Period Cumulative </li></ul><ul><li>a. Amount paid out to vendors $3,000.00 $0 _____ $3,000.00 </li></ul><ul><li>b. Federal funds authorized __________  $10,000.00 _________ </li></ul><ul><li>c. Balance of funds not used   $7,000.00 </li></ul><ul><li>I have reviewed this fiscal report and certify that the information contained herein is true </li></ul><ul><li>and correct to the best of my knowledge. </li></ul><ul><li>___________________________________ ____________________________________ </li></ul><ul><li>Authorized Agent (Please Print) Signature </li></ul><ul><li>RIEMA USE ONLY </li></ul><ul><li>_______________________________________________________________________________________________ </li></ul>Example
  7. 7. Quarterly Progress and Fiscal Reports must be completed even if no funds are expended or encumbered during the quarter. Indicate in progress report that you are still using previous year grant funds or the reason your project start has been delayed.
  8. 8. <ul><li>Processing Reimbursements Requires: </li></ul><ul><ul><li>RIEMA Reimbursement Form </li></ul></ul><ul><ul><li>Support Documents: </li></ul></ul><ul><ul><ul><li>Equipment: Detailed Invoices, Packing Slips, Inventory Sheet and Cancelled Checks for purchases. </li></ul></ul></ul><ul><ul><ul><li>Training/Exercise: Syllabus, Signed Attendance Roster and Payroll Records/Checks for overtime/backfill. </li></ul></ul></ul>
  9. 10. Example
  10. 11. Proof of attendance at training or exercise requires a sign in roster, or signed request for compensation by attendee. Proof individual was paid monetary compensation by sub-grantee. Proof can be copies of actual payroll checks, detailed payroll sheets from finance department, or spread sheet indicating each persons hours and overtime rate signed by Finance Director.
  11. 12. Example of spread sheet signed by finance director. Training / Course Title: HAZMAT Date: 1-10-11 Start Time 0800 AM End Time: 4:00 PM Location of Training: 1 Main Street, Safeville, RI Instructor's Name(s): Capt. Peebody & Lt. Sherman Attendee's Name Rank On Duty OT Hrs Hrly Rate Total Pay Smith, John Capt   8 $35.00 $280.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00           $0.00 Totals Personnel Costs         $280.00 Request for Reimbursment         $0.00 By my signature below, I attest to the fact that the employees above did each received monetary compensation at their overtime rate for attending training on the above date(s).             (Finance Director's Name), Finance Director (City/Town of ) Date
  12. 13. By my signature below, I attest to the fact that each employee listed above did receive monetary compensation at their overtime rate for attending training on the above date(s). ____________________________________________________ (Finance Director) (Date)
  13. 14. Example of sign in sheet signed by instructor .
  14. 15. Food and Meals Reimbursements Nourishment and Hydration are eligible for reimbursement if they meet one of the following criteria: <ul><li>The training or exercise is eight or more hours in duration and it is logistically impractical to stop the training or exercise to allow participates to obtain nourishment and hydration on their own. </li></ul><ul><li>OR </li></ul><ul><li>The training or exercise is eight or more hours and the nourishment period is a “Working Lunch”. Working lunch requires participants to continue working during the period by receiving training topic related instruction or a presentation pertaining to the exercise goals and objectives. </li></ul>
  15. 16. Reimbursable Items ? <ul><li>Responder Knowledge Base </li></ul><ul><ul><li>RKB Website https://www.rkb.us/mel.cfm </li></ul></ul>Must provide documentation that item is allowable under the FEMA Responder Knowledge Base List.
  16. 17. Generators>> >>Generators   General | Grant Allowability | Previous Numbering This item is part of both the AEL and SEL. This equipment has been identified as requiring an Environmental Planning and Historic Preservation (EHP) review. Please refer to the EHP Program Page to the right, or consult your designated Program Analyst for guidance on your EHP submission. AEL / SEL Number: 10GE-00-GENR Title: Generators Description: Generators, varying types and sizes, including gasoline, diesel, propane, natural gas, alternator, gas turbine powered devices, etc. Important Features (Recommendations from IAB — NOT DHS requirement or part of DHS grant guidance): Portable or fixed. Operating Considerations (Recommendations from IAB — NOT DHS requirement or part of DHS grant guidance): Examine load capacity. Regular testing. Automatic transfer switch. Carbon monoxide detector. Heavy duty outdoor rated extension cords. Approved fuel storage containers. Fuel stabilizer. Run time (fuel capacity, fuel supply, resupply, etc.). Consider need for extended run time (greater than five days). Grounding needs, electrical connections (120/240 etc.). * POD-List * Training Requirements (Recommendations from IAB — NOT DHS requirement or part of DHS grant guidance): Core Training: manufacturer's specification. Initial Training: Minimal (<1 day) Sustainment Training: Minimal (<1 day) Example
  17. 18. Generators>> >>Generators   General | Grant Allowability | Previous Numbering   Print Regular testing. Automatic transfer switch. Carbon monoxide detector. Heavy duty outdoor rated extension cords. Approved fuel storage containers. Fuel stabilizer. Run time (fuel capacity, fuel supply, resupply, etc.). Consider need for extended run time (greater than five days). Grounding needs, electrical connections (120/240 etc.). * POD-List * Initial Training: Minimal (<1 day) Sustainment Training: Minimal (<1 day) Operation Stonegarden Grant Program (OPSG): YES Interoperable Emergency Communications Grant Program (IECGP) : NO State Homeland Security Program / Urban Area Security Initiative (SHSP/UASI): YES Law Enforcement Terrorism Prevention Program (LETPP) or 2008 SHSP/UASI 25% Quota: YES Metropolitan Medical Response System (MMRS): YES Citizen Corps Program (CCP): NO Emergency Management Performance Grant (EMPG): YES Chemical Sector Buffer Zone Protection Program (Chem-BZPP) (2006 Only): YES Buffer Zone Protection Program (BZPP): YES Transit Security Grant Program (TSGP): YES Port Security Grant Program (PSGP): YES Intercity Bus Security Grant Program (IBSGP): YES Urban Areas Security Initiative-Nonprofit Security Grant Program (UASI-NSGP): NO Public Safety Interoperable Communications (PSIC): YES Emergency Operations Center Grant Program (EOC): YES Knowledge Links Related FEMA Grant(s) FEMA's Environmental Planning and Historic Preservation (EHP) Program Example
  18. 19. Other Assurance Requirements <ul><li>Identification of equipment purchased </li></ul><ul><li>Inventory of equipment purchased </li></ul><ul><li>NIMS Compliance </li></ul><ul><ul><li>NIMSCAST Report </li></ul></ul><ul><ul><li>ICS Training </li></ul></ul><ul><ul><li>Resource Typing </li></ul></ul><ul><ul><li>Credentialing </li></ul></ul>
  19. 20. <ul><li>Equipment with a value of $500.00 or more must be labeled and identified as being purchased with federal grant funds. </li></ul><ul><li>An Equipment Inventory List must be kept and copies of inventory lists must be submitted with final quarterly reports. </li></ul><ul><li>Inventory lists must be updated periodically to reflect equipment that was damaged, lost or liquidated. </li></ul>
  20. 21. Example NAME OF AGENCY SUBMITTING INVENTORY : North Providence Fire DECON   NAME OF RECIPIENT RESPONSIBLE FOR GRANT : Chief Leonard Albanese     PHONE NUMBER OF RESPONSIBLE RECIPIANT : 401-888-888       DATE INVENTORY COMPLETED OR UPDATED : 7/8/10       Item # Description of item purchased with DHS Funds with a value of $500.00 or more. Serial Number Cost Grant Number Grant Year Purchase Date Disposal Date 1 60 Minute Scott Air Pack S326789-1278 3,300.00 24-48 FY06 4/3/2006 6/1/2010 2 60 Minute Scott Air Pack S43790-289 3,500.00 24-48 FYY09 5/25/2010   3 Del Laptop Computer 647902bc679 1,500.00 24-48 FY10 6/17/2010   4               5               6               7               8               9               10               11               12               13               14               15               16               17               18               19               20              
  21. 22. (National Information Management System) NIMSCAST Report All Federal Grants Require Grantees to Be NIMS Compliant (NIMS Compliance Assistance Support Tool) Every Local EMA Director must complete NIMSCAST each year by September 30 th . http:// www.fema.gov/nimscast/ResetPasswordSubmit.do
  22. 23. Discipline IS 800 IS 700/100 IS 200 ICS 300 ICS 400 IS 701 IS 702 IS 703 IS 704 Notes Local/County Elected Officials X (700) 1 Local/ County Elected Officials involved in EM operations X X X X Local Emergency Management Director X X X X X X County Emergency Management Director X X X X X X X X Public Works Director X X Public Works/Road Commissioner X School/Campus Emergency Team Leaders X X X 2 School/Campus Emergency Team X 7 Public Utilities Management X X 3 Public Utilities Worker X Hospital Emergency Response Team HERT X X 4 Dept Heads/Deputies X X X X X X 8/9 Supervisors X X Technicians/Operators X State/County/Local Law Enforcement Dept Heads/Deputies X X X X X X 8/9 State/County/Local Law Enforcement Supervisors X X State/County/Local Law Enforcement Officers X Fire Service Dept Heads/Deputies X X X X X X 8/9 Fire Service Supervisors X X Fire Service Firefighters X DST/RRT HAZMAT Technicians X X X 5 DST/RRT HAZMAT Operations/ Responders X X MACC/EOC Management X X X X X X X X MACC/EOC Staff X X X X X X IMAT Level III/IV X X X X X X X X 6 Public Information Officers/Designees X X X 6 Supervisor and Deputy Supervisor X
  23. 24. NIMS Requires Sub-Grantees to Resource Type all Equipment and Teams. <ul><li>Resource Typing is the categorization and description of response resources that are commonly exchanged in disasters through Mutual Aide Agreements. </li></ul><ul><li>RIEMA is developing a Web EOC based data entry program that will be available to all cities and towns to utilize for Resource Typing. </li></ul>
  24. 25. NIMS Requires Sub-Grantees to “Credential” Emergency Response Personnel. Credentialing is an evidence-based system that defines levels of proficiency for all of the FEMA’s Disaster Workforce position commonly exchanged in disasters through Mutual Aide Agreements. Credentialing ensures that during the time of a disaster FEMA has prepared and qualified staff to execute its mission. RIEMA is developing a Credentialing Process that it will share with the local cities and town to meet NIMS requirements.
  25. 26. RIEMA <ul><li>Questions? </li></ul><ul><li>Comments? </li></ul><ul><li>Concerns? </li></ul>

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