STATE OF FLORIDA
RESOURCE AND FINANCIAL
MANAGEMENT POLICIES AND
PROCEDURES FOR EMERGENCY
MANAGEMENT
Suzanne Adams, Chief
Finance and Administration
State Emergency Response Team
Every picture tells
a story.
Every story is about a
real family...
Florida 2004 Disasters
– August 13
 Frances – September 4
 Ivan – September 16
 Jeanne – September 26
 Charley
2004 Hurricane Facts
 130
Deaths Nationally
 Estimated
 $22
$42 Billion Total Costs
Billion in Insured Wind Damages
INDIVIDUAL ASSISTANCE
 1.25
Million People Registered for
Individual Assistance Programs
IHP
HA
SBA
ONA
$1.176 Billion
$557 Million
$1.74 Billion
$620 Million ($155 Million in State $$)
Projected Public Assistance Costs

22,000 Project Worksheets (PWs) representing
an estimated $2.7 Billion are projected from
2,737 new Applicants .
 3rd in Public Assistance funding
 Behind only NYC 9/11/2001 ($7.4 Billion) and
the 1994 California Northridge Earthquakes
($6.99 Billion)

Hurricane Andrew had $1.84 Billion in PA funds
Project Worksheets to Date
 10,850
Obligated Project Worksheets
 $1.05 Billion obligated
 9,086 Project Worksheets have been paid by
the State.
 Nearly $800 Million in Federal and State
Share paid
2004 HURRICANES
State Agency Costs
 23
State Agencies Have Applied for Cost
Reimbursement under Public Assistance
 Project Worksheets Currently Total
Approximately $150 Million
 Projected Totals are Estimated Between
$185 and $250 Million
2004 EVENTS
STATE AGENCY COSTS
Statewide
Agency for Health Care Administration
Commission on Community Service
Department of Agriculture & Consumer Services
Department Of Business & Professional Regulation
Department Of Children & Families
Department Of Community Affairs
Department Of Corrections
Department Of Education
Department Of Elder Affairs
Department of Environmental Protection - Division of State Lands
Department Of Environmental Protection
Department of Financial Services
PW's Unapproved
PW's Approved
Federal Share Paid
State Share Paid
Fed. In Process
State In Process
$18,573.70
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$221,693.86
$157,903.25
$7,735.02
$0.00
$2,088.15
$5,428,598.03
$1,825,628.30
$56,580.17
$6,101.73
$0.00
$0.00
$0.00
$473,538.98
$0.00
$0.00
$289,936.08
$22,858.53
$340,635.77
$1,082,484.14
$348,198.59
$44,539.27
$69,063.21
$461.98
$19,366,624.09
$37,009,528.67
$33,308,575.80
$3,700,952.87
$0.00
$0.00
$1,008,077.59
$483,047.19
$3,978.16
$427.76
$313,149.82
$33,934.00
$57,583.93
$14,403.00
$0.00
$0.00
$7,267.95
$781.50
$8,920.00
$0.00
$0.00
$0.00
$0.00
$0.00
$79,565.00
$0.00
$0.00
$0.00
$0.00
$0.00
$1,238,233.81
$825,592.76
$256,142.93
$27,908.04
$319,370.63
$33,718.39
$0.00
$6,163,664.69
$5,441,623.87
$918.37
$0.00
$0.00
Department Of Health
$1,201,978.62
$3,254,318.66
$1,866,850.76
$115,545.73
$349,458.81
$12,196.62
Department of Highway Safety & Motor Vehicles
$1,440,549.08
$3,780,097.93
$1,941,391.75
$114,548.25
$1,684,168.59
$103,600.10
$431,893.88
$1,326,492.67
$327,199.81
$33,805.11
$257,570.01
$28,301.64
Department Of Law Enforcement
$0.00
$18,355,461.64
$362,913.20
$0.00
$15,407,783.46
$0.00
Department Of Lottery
$0.00
$15,379.65
$3,694.75
$397.28
$0.00
$0.00
$246,664.88
$39,859.21
$12,206.80
$1,312.57
$653.23
$70.24
Department Of Military Affairs
$25,283.68
$39,263,919.60
$10,724,901.14
$356,838.70
$1,914,028.80
$67,810.90
Department Of Revenue
$56,682.69
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$192,527.18
$34,297.74
$3,687.93
$0.00
$0.00
$334,712.18
$35,799.76
$29,468.46
$3,168.65
$3,825.32
$411.33
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$31,284,576.93 $114,363,437.89
$54,875,927.18
$4,417,887.28
$20,616,275.91
$306,233.38
Department of Juvenile Justice
Department Of Management Services
Department Of State
Department Of Transportation
Department of Veterans' Affairs
State Agency Total
State of Florida Resource and Financial
Management Policies and Procedures
for Emergency Management
WHY ARE WE HERE?
We are not heroes, we are not
responders, we are the
emergency managers. Our job
is to make sure they have what
they need to do the job.
LEGAL AUTHORITY
1.
Governor
2.
Division of Emergency Management
3.
State Government Agencies
GOVERNOR’S AUTHORITY
 Deploy
and Use ANY………………..
 Suspend ANY………………………..
 Utilize and Commandeer ALL………
 Make available ALL………………….
 Delegate………………………………
DEM’s Responsibility
 Coordinate
federal, state and local
emergency management activities
 Assign lead and support responsibilities
 Provide support from within or outside of
the state
 Delegate
State Agencies’ Responsibility
 Emergency
 Planning
 Training
 Rosters
Coordinating Officers
State Agencies’ Responsibility,
continued
Policy – First recourse for funding
252.37 FS
 Funding
 Agency
Head determines immediate
danger to public health, safety or welfare
287.057(5)(a) FS
RESOURCE
MANAGEMENT
BASIC PREMISE
Emergency Events Are Going to Happen:
1. We will respond with resources
2. These resources cost money
3. It’s never built into your agency annual
operating budget
COMPREHENSIVE EMERGENCY
MANAGEMENT PLAN (CEMP)
EMERGENCY SUPPORT FUNCTIONS (ESF)
-
Assigns Responsibility based on
Functional Capabilities
-
Delegates Operational Authority
ESF RESOURCE PROCUREMENT
1.
2.
3.
4.
5.
Existing
Purchase or Lease
Statewide Mutual Aid
Emergency Management
Assistance Compact
Federal Assistance
How do you know which to
choose?
 COMMUNICATE
 UTILIZE
 USE
WITH EACH OTHER!!
LOGISTICS and ESF 7
COMMON SENSE
FINANCIAL
MANAGEMENT
“WHO PAYS”
GENERAL RULE
 Resources
are procured utilizing the
financial resources of the assigned
Agency/Organization
 RESPONSIBILITY
FOR COSTS GO
WITH THE MISSION ASSIGNMENT
 PLAN PROVIDES FOR DISTRIBUTION
OF INITIAL FINANCIAL BURDEN
ACROSS STATE GOVERNMENT
FINANCIAL MANAGEMENT OF
EVENT COSTS
 Each Agency
is responsible for developing
and implementing procedures and for
providing training related to continuously
documenting disaster related response
and damage costs.
Financial Management
 Accurate
and immediate tracking of all
force account labor, equipment, leases,
purchases and contracts is crucial to
recordkeeping.
 Costs
should be CLEARLY linked to
missions/tasks assigned in Tracker.
Financial Management





Develop contract templates for likely services
before event
Increase Limits on Visa Purchasing Cards
Develop cost tracking forms tailored to your
agency and document everything
Set up unique cost codes in accounting system
for consolidating and tracking costs
Use emergency vendor lists and commodities
Financial Management
 Plan
for initial “parking” of costs as
reimbursement and budget authority may
take a while to process
 Know and work with your OPB Budget
Analyst. You may need to be advanced
funds if costs become unmanageable.
 Plan ahead and TRAIN those who will be
working the events
Financial Management
 Finance
Officers Conference Calls and
email is used to coordinate implementation
of this State Policy and to provide
information
 Initiated
upon SERT Activation
ECOs
Communicate
with your agency finance staff
NO STICKER SHOCK!!
GETTING DECLARED AND
STARTING RECOVERY
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WHY TRACK THE COSTS?
 Obtain
Federal Declaration
 Timely
Reimbursement
REIMBURSEMENT and
RECOVERY


AGENCY ESTIMATES VITAL
Used to obtain disaster declaration
 Used to determine State’s potential financial
obligations
 Provides realistic “whole” picture of disaster
 Serves as backbone for agency’s
reimbursement requests
REIMBURSEMENT and
RECOVERY
 POST-EVENT
PRELIMINARY DAMAGE
ASSESSMENT
 Federal---State---Local
effort
 Estimation of State and Local government
costs for response and damages
 Continually updated
FEMA Provides Financial
Assistance for Disaster
Recovery
 Authorized
by Robert T. Stafford Act,
Public Law 100-707, and
 Public
1974.
Law 93-288, Disaster Relief Act of
REIMBURSEMENT AND
RECOVERY
Cost Share
Public Assistance
Federal/State Agreement
Generally: 75% – 25% Federal/State
2004 Events:
90% – 10% Federal/State
Governor may prescribe policy relating to local
match
Damage Categories
A-
Debris
 B - Emergency Preparation
 C - Roads and Bridges
 D - Dams and Earthen Structures
 E - Buildings
 F - Utilities
 G - Misc. Infrastructure (Parks, etc.)
FEMA DOES NOT COVER
 Lost
revenues
 Interest cost on loans
 Regular labor hours for debris removal
and emergency preparation
 A portion of equipment purchased for
emergency such as generators
 Direct cost of administration of the
grants
 Local or State match portion of the
grants
OTHER FEDERAL DISASTER
PROGRAMS
 Individuals
and Households
 Crisis
Counseling
 Small
Business Administration
 Other
Needs Assistance (25% state share)
REIMBURSEMENT
 Public Assistance
applicants briefing
 Request for Public Assistance
 Subgrantee documentation
 Project Worksheet
 Public Assistance Packet
 Governor’s Authorized Representative
 Grants administration - Contract with
subgrantee
$$$$$$
REIMBURSEMENT
 Processing
of Applicant requests
restructured.
 Centered on development and
release of web-based portal
 Allows applicants to log in and access
grant information, generate reports,
view documents, and make requests
in ‘real time’.
www.FloridaPA.org
DCA will seek source of funds for State
Agencies match
DCA Serves as Grantee for FEMA funds
DCA requests budget authority
to administer those funds
State government agencies MUST
seek budget authority to utilize
the reimbursed funds, including match
SUMMARY

PERFORM YOUR ASSIGNED MISSIONS

INITIAL FINANCIAL RESPONSIBILITY IS
YOURS

MAINTAIN GOOD COST RECORDS FROM
THE VERY BEGINNING

APPROPRIATE OPTIONS WILL BE PURSUED
FOR REIMBURSEMENT OF COSTS
Questions?
 Policy
handouts in back of room
http://www.floridadisaster.org/
 http://www.floridapa.org/
 suzanne.adams@dca.state.fl.us