Table of Contents

Introduction 1
Foreword.........................................................................................................1
Purpose............................................................................................................1
Role of State OES ............................................................................................1
DAD Overview................................................................................................1
Regional Map ..................................................................................................2
Before Disaster Strikes.............................................................................................3

è Recovery: Returning to Predisaster Conditions 3

Introduction .....................................................................................................3
DAD Informational Assistance..........................................................................3
Documentation .................................................................................................4
Recovery Planning Checklist.............................................................................4

è Hazard Mitigation: Improving Conditions to Prevent Loss 5

Introduction .....................................................................................................5
Hazard Mitigation Planning ..............................................................................5
Mitigation Plan Requirements ...........................................................................5
Mitigation Planning Checklist ...........................................................................7

è Funding for Pre-Disaster Mitigation 8

Overview.........................................................................................................8
Authority and Administration ............................................................................8
Applicant Eligibility .........................................................................................8
Planning and Project Grants ..............................................................................8

è Funding for Flood Mitigation 9

Overview.........................................................................................................9
Authority and Administration ............................................................................9
Applicant Eligib ility .........................................................................................9
Planning and Project Grants ..............................................................................9
FMA Technical Assistance Grant ......................................................................9
When Disaster Strikes............................................................................................ 10
Introduction ................................................................................................... 10

Disaster Recovery and Mitigation Handbook July 2004

 Safety Assessments ........................................................................................ 10
èEmergency Proclamations/Declarations ....................................................... 11
èDamage Assessments.................................................................................. 12
èLocal Assistance Centers/Disaster Recovery Centers.................................... 13
LACs............................................................................................................. 13
Disaster Recovery Centers (DRCs).................................................................. 13
èDisaster Assistance Programs and their Requirements................................... 14
èPublic Assistance through OES ................................................................... 15
èPublic Assistance Through Other Agencies.................................................. 16
èIndividual and Family Assistance ................................................................ 17
èBusinesses, Ranchers and PNP Assistance ................................................... 18
èHow to Access Assistance........................................................................... 19
Local Government Responsibilities ................................................................. 19
State OES Responsibilities.............................................................................. 19
èThe Application Process: Public Assistance ................................................. 20
èThe Application Process: Individual Assistance............................................ 21
èPost-Disaster Hazard Mitigation Grant Program........................................... 22
Overview....................................................................................................... 22
HMGP Authority and Administration .............................................................. 22
Two Types of HMGP Grants........................................................................... 23
èAcronyms .................................................................................................. 24
èAdditional Resources.................................................................................. 25
DAD Contacts................................................................................................ 25
Web Site........................................................................................................ 25

Disaster Recovery and Mitigation Handbook July 2004

Introduction

Foreword Traditionally, disaster recovery activities have preceded mitigation activities, both
considered two distinct phases of the disaster cycle (the other two being
preparedness and response). With the passage of the federal Disaster Mitigation Act
of 2000, funding has become available for mitigation planning and projects prior to a
disaster, thereby providing local government a means to lessen the impacts of future
disasters. The State Office of Emergency Services (State OES) strives to minimize
the impacts of future disasters as much as possible and to ensure a smooth recovery
should a disaster occur.

Purpose This handbook provides local governments information regarding many state and
federal recovery programs, as well as the federal mitigation opportunities and
requirements. Included with this handbook are two recovery and mitigation planning
checklists, local/state/federal emergency proclamation/declaration requirements,
tables describing program requirements, and how to access the disaster recovery and
mitigation programs available.

Role of State State OES is responsible for the coordination and administration of statewide
OES emergency preparedness, response, recovery and mitigation activities for all hazards
including terrorist incidents. OES has developed and implemented the Standardized
Emergency Management System (SEMS) as a uniform system for managing
response activities throughout the state. Utilizing SEMS, local governments initially
request assistance through their Operational Area (OA) to the State OES Regional
Emergency Operations Centers (see map on following page). Disaster recovery and
mitigation activities are coordinated through the Disaster Assistance Division (DAD)
of State OES.

DAD Overview DAD maximizes disaster recovery and mitigation assistance to provide a safer future
for all California communities by:
ü coordinating and administering state and federal disaster assistance programs
for local and state government;
ü implementing a comprehensive grant management system;
ü coordinating recovery assistance for individuals, small businesses and the
agricultural community;
ü coordinating hazard mitigation activities throughout the state;
ü promoting disaster recovery and mitigation planning;
ü providing disaster recovery and mitigation educational activities; and
ü providing technical assistance.

Continued on next page

Disaster Recovery and Mitigation Handbook 1 July 2004

 Introduction, Continued

Regional Map At the onset of an event, local government should initially coordinate with the State
OES State OES Regional Emergency Operations Centers (REOCs) through their
Operational Area (OA). The map below illustrates California’s geographical
boundaries of the six State Mutual Aid Regions and three OES Administrative
Regions.

3650 Schriever Avenue

Mather, CA 95655
(916) 845-8470

1300 Clay Street, Suite 400

Oakland, CA 94612
(510) 286-0895

4671 Liberty Avenue

Los Alamitos, CA
90720
(562) 795-2900

Disaster Recovery and Mitigation Handbook 2 July 2004

 Before Disaster Strikes

è Recovery: Returning to Predisaster Conditions

Introduction In the California State Emergency Plan, “Disaster Recovery” is both short-term
activities intended to return vital life-support systems to operation, and long-term
activities designed to return infrastructure systems to predisaster conditions.

Returning vital life support and infrastructure systems is more manageable, however
when local government addresses recovery issues in its planning activities. In
addition to this handbook, DAD staff is available to assist local governments with
the recovery planning components that will simplify disaster recovery efforts of an
impacted community.

DAD To assist with Recovery Planning and information, DAD provides ongoing
Informational educational programs and other informational forums for local and state government,
Assistance special districts, and private non-profit organizations (PNPs) including:
ü Disaster Resistant California (annual spring conference):
• Promotes public/private partnerships
• Provides a forum for the exchange of risk assessment and risk reduction
information;
ü Mitigation Education and Marketing (audio/visual display):
• Promotes prevention and hazard mitigation
• Assists with hazard recognition
• Emphasizes effective mitigation planning;
ü Public Assistance Subgrantee Training Program:
• Provides detailed information on state and federal recovery programs
• Provides updates to laws, regulations, policies, practices, etc.;
ü SEMS Recovery Committee:
• Provides updates on the state recovery strategies
• Provides information on emergency management of potential terrorist
events
• Promotes the resolutions to disaster recovery issues
• Develops and distributes informational tools to promote disaster recovery
preparedness.

Continued on next page

Disaster Recovery and Mitigation Handbook 3 July 2004

è (Recovery: Returning to Predisaster Conditions, Continued

Documentation Information acquired and created during response activities forms the basis for
recovery documentation. As such, local government should incorporate disaster
documentation into the current financial tracking system. To obtain maximum
reimbursement for disaster-related expenditures, it is critical that local government:
ü implement their disaster documentation system during a disaster;
ü ensure disaster-related expenditures are easily distinguished from on-going
activities; and
ü maintain accurate accounting records including:
q force account la bor (timesheets) and equipment;
q invoices for rented equipment, materials and purchases;
q photographs of damage and repair;
q insurance information;
q environmental and historical preservation issues; and
q records of donated goods and services.
ü keep these records for three years after the last action on the disaster application
(OES will notify you when the three year-time frame begins)

Disaster Recovery and Mitigation Handbook 4 July 2004

 Recovery Planning Checklist
Rebuilding efforts require decisions on a number of critical activities that have long-term social, economic and physical recovery implications. In
addition to common emergency planning considerations (e.g., establishing partnerships, risk identification and reduction, plan maintenance
including drills and exercises) local government should consider the activities listed below during the emergency management planning process.

Physical Recovery Activities: Governmental Recovery Activities:

ü Preserving historical sites ü Continuing the performance of governmental functions
ü Considering environmental concerns ü Protecting essential facilities, equipment, records, etc.
ü Upgrading infrastructure and utilities ü Managing donations
ü Removing debris and managing disposal sites ü Coordinating voluntary agencies
ü Evaluating redevelopment and subdivisions ü Building community consensus
ü Establishing restoration committee ü Engaging stakeholders, special interests groups and the public in
ü Deferring permits, fees, etc. decision-making processes
ü Pursuing hazard mitigation projects and advancing mitigation efforts ü Pursuing new opportunities in community planning
ü Modifying land use and zoning requirements ü Upgrading communication systems
ü Improving infrastructure, roads, housing ü Pursuing political support
ü Evaluating repair and rebuilding options ü Communicating recovery activities to the public
ü Incorporating changes in construction standards ü Addressing community questions about health consequences of the event

Social Recovery Activities: Economic Recovery Activities:

ü Promoting community participation ü Establishing a documentation system to collect and store disaster-related
ü Providing services for the mental health of individuals cost information to ensure maximum state and federal reimbursement
ü Evaluating community stress ü Addressing economic loss of the community
ü Informing the public of physiological considerations ü Identifying available working capital
ü Restoring community values ü Promoting businesses in damaged areas
ü Promoting family and individual preparedness ü Maximizing the consumer base
ü Establishing Local Assistance Centers for ‘one-stop’ disaster ü Reestablishing commercial services
recovery services ü Facilitating business recovery
ü Securing disaster business loans, disaster recovery assistance grants and
hazard mitigation project funding

Disaster Recovery and Mitigation Handbook 5 July 2004

è Hazard Mitigation: Improving Conditions to Prevent Loss

Introduction Hazard Mitigation (HM) is any cost-effective activity that seeks to eliminate or
reduce human suffering and property damage from natural and manmade hazards. In
order to lessen future disaster recovery costs, the Hazard Mitigation Program assists
state and local agencies, private-nonprofit organizations, and Indian tribes in
planning for and implementing hazard mitigation projects.

Hazard Hazard Mitigation Planning includes analyses of ways to eliminate or reduce the
Mitigation impact of future disasters. The federal Disaster Mitigation Act of 2000 requires the
Planning state to develop and maintain a State Hazard Mitigation Plan. California’s hazard
mitigation planning process is continuous and involves a multitude of federal, state,
and local agencies, academia, private non-profit organizations, and community-based
organizations.

A local plan, approved by FEMA, is also required to receive grant funds for
mitigation projects from the federal Hazard Mitigation Grant Program and the
federal Pre-Disaster Mitigation Grant Program. The requirements for the Pre-
Disaster Mitigation Grant Program funding (page 8) were effective
November 1, 2003. For the post-disaster HMGP (page 23), the effective date is
November 1, 2004.

Plans must be submitted to the State Hazard Mitigation Officer of State OES for
initial review and coordination. The state will then send the plan to the appropriate
FEMA Regional Office for formal review and approval.

Mitigation Plan The local plan shall:

Requirements • Document the process used to develop the plan, including how it was prepared,
who participated in the process, and how the public was involved.
• Describe of the type, location, and extent of all natural hazards that can affect the
jurisdiction. The plan shall include information on previous occurrences of
hazard events and the probability of future hazard events.
• Include a risk assessment that provides the factual basis for activities proposed in
the strategy to reduce losses from identified hazards. Risk assessments must
provide sufficient information to enable the jurisdiction to identify and prioritize
appropriate mitigation actions to reduce losses.

Please see the following table for examples of local mitigation planning elements.

Continued on next page

Disaster Recovery and Mitigation Handbook 6 July 2004

 Mitigation Planning Checklist
The following information highlights the federally required criteria for local mitigation planning. The information should be incorporated into local
mitigation planning activities.

Conduct a risk assessment describing: Develop a mitigation strategy describing:

ü Past hazard events ü Local mitigation goals and objectives

ü Hazard threats (e.g., earthquakes, floods, fires, chemical ü Cost-effective mitigation projects
releases) ü Activities implemented to comply with the
ü Hazard areas (provide maps) National Flood Insurance Program (NFIP)
ü Type and numbers of structures at risk ü Community’s commitment to mitigation activities
ü Repetitive loss areas (provide maps) ü Community development trends
ü Potential impacts to community ü Any interagency agreements necessary for plan
ü Potential losses for each hazard type implementation
ü Information regarding local building code effectiveness. ü Local plan implementation.

Develop a plan maintenance process including:

ü Method and schedule of updating
ü Method of incorporating public participation into
the planning process
ü Formal plan adoption process
ü Description of how “small and impoverished
communities” funds will be used, if appropriate.

Disaster Recovery and Mitigation Handbook 7 July 2004

è Funding for Pre-Disaster Mitigation

Overview The federal Pre-Disaster Mitigation Grant Program (PDM) provides funds for hazard
identification, mitigation strategies, and public partnerships. More specifically, PDM:
• Supports development of the hazard mitigation planning process at the state and
local levels and funds high priority projects from these plans.
• Provides a continuous flow of funding to states for hazard mitigation, whether the
state has experienced a recent disaster or not.
• Supports local communities in becoming disaster resistant by providing technical
and financial assistance to state and local governments in implementing cost-
effective pre-disaster hazard mitigation measures.
• Helps to reduce injuries, loss of life, and damage and destruction of property,
including damage to critical services and facilities under the jurisdiction of state
or local governments.

Authority and The PDM is authorized under the Stafford Act, Section 203, amended by Section 102
Administration of the Disaster Mitigation Act of 2000. FEMA will administer this new program
through OES.

Applicant Communities that wish to participate in this program must demonstrate commitment
Eligibility to the implementation of hazard mitigation activities within their jurisdiction.

Planning and Planning grants assist the state and its communities in developing a multi-hazard
Project Grants mitigation plan. Planning grants may also be used for technical assistance including
risk assessments, project development, community outreach and education. (Funds
applied to planning grants cannot exceed 10 percent of the state’s allocation)

Project grants will be awarded in accordance with the priorities cited in the State
Hazard Mitigation Plan. Project grants may be used to reimburse costs for
acquisitions or relocations of vulnerable properties, structural retrofits, vegetation
management (e.g., shaded fuel breaks, defensible space), public information and
educational programs.

Disaster Recovery and Mitigation Handbook 8 July 2004

è Funding for Flood Mitigation

Overview Flood Mitigation Assistance (FMA) provides funding for measures to reduce or
eliminate the long-term risk of flood damage to repetitive loss of buildings,
manufactured homes, and other structures insurable under the FEMA National Flood
Insurance Program (NFIP).

Authority and The FMA is authorized under 44CFR Part 78, Flood Mitigation Assistance. FEMA
Administration grants FMA funding to OES annually. OES has administered the FMA program in
California since 1997.

Applicant Communities requesting FMA planning and project grants must be participating in the
Eligibility NFIP. There are three types of FMA grants: Planning, Project and Technical
Assistance.

Planning and Planning grants are available for the flood portion of any mitigation plan. The
Proje ct Grants performance period for each planning grant will not exceed 3 years. The total
planning grant made in any fiscal year to any state, including all communities located
in the state, will not exceed $300,000.

FMA Project Grants are available to NFIP-participating communities to implement

measures to reduce flood losses. Example FMA projects are elevating structures,
acquisitions, watershed management (e.g., detention basins, increased culvert size)

FEMA contributes up to 75 percent of total eligible costs for each grant. At least 25
percent of the total eligible cost will be provided from a non-Federal source. The
state will evaluate and approve applications for FMA planning grants. The Regional
Director will allocate available funds for FMA each fiscal year.

FMA Technical A percent of the project grant is made available to the state as a technical assistance
Assistance grant to administer the project grants.
Grant

Disaster Recovery and Mitigation Handbook 9 July 2004

 When Disaster Strikes

Introduction When disaster strikes a community, those affected may be irrevocably changed by
the event. Local officials, already stressed and overwhelmed by response activities,
must make significant decisions to return the community to predisaster conditions.
Historically, disaster recovery takes longer and costs more than originally
anticipated. How well the community has planned and prepared for such an event,
profoundly impacts its ability to recover effectively.

Safety Immediately following a disaster, it is imperative that the safety of public and private
Assessments structures be determined. The Safety Assessment Program (SAP) provides
professional evaluators (volunteers) and mutual aid resources to local governments,
to determine use and occupancy of homes, buildings and infrastructure. Evaluators
may be deputized by the local building official to post placards (green, yellow or red)
on facilities.

SAP evaluators are typically registered engineers, licensed architects or certified

building officials or inspectors. All volunteer evaluators are designated as Disaster
Service Works and are covered under California’s worker’s compensation and
liability protection laws.

If your agency requires additional building inspectors to perform safety assessments,

you may request these resources through the Operational Area.

For additional SAP information you may:

• access the OES Web site; or
• contact the Statewide Coordinator at (916) 845-8265

Continued on next page

Disaster Recovery and Mitigation Handbook 10 July 2004

è Emergency Proclamations/Declarations

If the local government requires state or federal assistance, it is important to know if a local proclamation
of an emergency is a prerequisite to obtaining the assistance. The chart below provides an overview of the
programs discussed in this handbook and indicates proclamation/declaration requirements.
Please Note: If a local emergency proclamation is required, it must be issued within 10 days of the
event.

Federal
Local State of Declaration or
Program Name Type of Assistance Proclamation Emergency Designation
Required? Required? Required?
Provides professional evaluators to
SAP determine safety, use and occupancy No No No
of homes and buildings
Reimbursement of emergency
FMAG No No Yes
response costs for fire suppression
State PA under an OES Funding to restore public
Yes No No
Director’s Concurrence infrastructure
State PA under a Reimbursement of local emergency
Governor’s proclamation response costs, debris removal and Yes Yes No
of state of emergency funding to restore public infrastructure
Reimbursement of local emergency
response costs, debris removal and
Federal PA (major
funding to restore public and Yes Yes Yes
disaster declaration)
allowable private-non-profit
infrastructure
Federal PA (emergency Reimbursement of local emergency
Yes Yes Yes
declaration) response costs
Individuals and
Grants for unmet recovery needs to
Household Program Yes Yes Yes
individuals and families
(IHP)
Supplemental grants for individuals
State Supplemental
for recovery may be available only Yes Yes Yes
Grant Program (SSGP)
when maximum IHP has been reached
Working capital loans for small
SBA Economic Injury
businesses that have suffered an No No Yes
Disaster Loan Program
economic loss
Loans for individuals, families and
SBA Physical Disaster
businesses that have lost real and No No Yes
Loan Program
personal property
USDA Disaster Loans for farmers and ranchers for
No No Yes
Designation physical and crop production losses
Referral/resource services and short-
Crisis Counseling term counseling for emotional and
Yes Yes Yes
Programs mental health problems caused by the
disaster
Disaster Unemployment Weekly unemployment benefits and
Yes Yes Yes
Assistance job finding services due to a disaster

Disaster Recovery and Mitigation Handbook 11 July 2004

è Damage Assessments

When requesting state or federal disaster assistance, local government must provide
information to support the request. The chart below describes the mechanisms required to
document damages and determine needed assistance in the impacted area.

Report Responsible Description Needed Purpose of Report

Title Party
Initial Local jurisdiction Initial description of damage Provides information for State OES to
Damage including: determine if state and/or federal
Estimate • type and extent of public and disaster assistance is warranted and to
(IDE1 ) private sector damage what external resources are needed.
• basic repair and emergency An IDE should be provided
response costs concurrently with request for
• any acute public health issues assistance. Not providing this
• number of homes and businesses information promptly can delay
not insured or underinsured assistance.
Preliminary DAD field staff Preliminary detailed damage report Provides information for State OES to
Damage assisted by OES including: determine extent and type of state
Assessment Regional staff, • facility types (e.g., school, road, and/or federal disaster assistance.
(PDA) local, state and/or private residences) and location This information is also used by
federal • facility insurance and/or FEMA to prepare a regional analysis
government staff maintenance records of the request for consideration by
• damage description and repair FEMA headquarters.
estimates
• local government budget reports
• destroyed/damaged residences,
personal property, businesses
• any identified environmental or
historical issues
Damage Small Business Includes the number of private homes Ensures minimum damage criteria
Assessment Administration and businesses damaged or destroyed have been satisfied to implement the
by other (SBA) and estimated uninsured losses. It Physical or Economic Injury Disaster
Federal also may include documentation Loan Program.
Agencies showing economic injury to
businesses.
---------------------- --------------------------------------------- ------------------------------------------
U.S. Dept. of Includes cause, type and value of Provides USDA with justification to
Agriculture crop/livestock losses. implement emergency loan program.
(USDA) and/or
local Agricultural
Commissioner
1
IDE: This report is available via the online Response Information Management System (RIMS) located on the State OES
Web site at: http://www.oes.ca.gov.

Disaster Recovery and Mitigation Handbook 12 July 2004

è Local Assistance Centers/Disaster Recovery Centers

LACs Local government may consider activating Local Assistance Centers (LACs) to
provide a centralized location for services and resource referrals for the unmet needs
of disaster victims. State funding may be available for eligible LAC operations.
Historically, LACs have proven to be a key factor for a successful recovery. LAC
characteristics generally include:
ü resource facility for recovery information, services and programs;
ü community-based service facilities;
ü managed by local government; and
ü staffed by PNPs, local, state and federal government, as appropriate.

For additional information, contact State OES for “A Guide for Establishing a Local
Assistance Center.”

Disaster DRCs may also be activated by key federal agencies to provide convenient locations
Recovery for victims and private non-profit organizations to obtain information about FEMA
Centers (DRCs) and SBA programs. DRC characteristics generally include:
ü fixed or mobile resource facility for FEMA and SBA recovery information
ü managed by federal government; and
ü staffed by FEMA, OES, SBA and other federal, state and local agencies as
appropriate.

Continued on next page

Disaster Recovery and Mitigation Handbook 13 July 2004

è Disaster Assistance Programs and their Requirements

The following tables are designed to provide local emergency managers a quick
reference to disaster assistance programs administered or coordinated by DAD. The
tables are grouped by potential recipients and indicate general program
implementation criteria, including key deadlines.

Continued on next page

Disaster Recovery and Mitigation Handbook 14 July 2004

è Public Assistance through OES
Public agencies include state agencies and departments, cities, counties, city and county, school districts, community college districts, special districts and certain private
non-profit agencies. The following table describes implementation criteria for the five main public assistance disaster programs administered by OES: Director’s
Concurrence, Governor’s Proclamation of a State of Emergency, Fire Management Assistance Program (FMAG), Presidential Declaration of an Emergency, and
Presidential Declaration of a Major Disaster.

Type of Assistance Program Name and Authority Cost Share Implementation Criteria
Requirements
Local agency must proclaim an emergency and request a “Director’s
Funding to restore damaged State Public Assistance
75% State Concurrence” within 10 days of an event. A Governor’s proclamation of
public infrastructure (e.g. roads,
25% Local a state of emergency is not required for the OES Director to provide
buildings, utilities) CDAA -- Director’s Concurrence with
CDAA funding to repair damaged public facilities.
local emergency
Reimbursement of local Local agency must proclaim an emergency and request the Governor to
State Public Assistance proclaim a state of emergency within 10 days of an event. The request
emergency response costs,
75% State
debris removal, and funding to should include dates of the event, an IDE, areas affected, and appropriate
CDAA– Governor’s Proclamation of a 25% Local
restore damaged public type of assistance needed.
State of Emergency
infrastructure
FMAG Responsible fire agency must request FMAG assistance while the fire is
Reimbursement for fire 75% Federal
still burning out of control. Neither local nor state emergency
suppression costs 25% Local
Stafford Act proclamations are necessary for the implementation of this program.
Federal and State Public Assistance Local agency must proclaim an emergency and request the Governor to
Reimbursement of local 75% Federal proclaim a state of emergency within 10 days of an event. The Governor
emergency response and debris Stafford Act and CDAA -- Presidential 18.75% State has 5 days to request federal assistance. Local government should provide
removal costs Declaration of an Emergency 6.25% Local detailed information including dates of the event, an IDE, areas affected,
appropriate type of assistance needed.
Local agency must proclaim an emergency and request the Governor to
proclaim a state of emergency within 10 days of an event. The Governor
has 30 days to request federal assistance. Local government should
Funding to restore public Federal and State Public Assistance
provide detailed information including dates of the event, an IDE, areas
infrastructure* and 75% Federal
affected, and appropriate type of assistance needed.
reimbursement of emergency Stafford Act and CDAA -- Presidential 18.75% State
response and debris removal Declaration of a Major Disaster 6.25% Local
*Funding beyond what is necessary to restore a facility may also be
costs
approved for hazard mitigation measures to ensure that future similar
damage will not occur. These mitigation projects include cost-effective
improvements to the current design and capacity of the existing facility.
This program is funded by FEMA and administered through the state
Funding to provide crisis FEMA Crisis Counseling Program 75% Federal
Department of Mental Health. Benefits may be short term or long-term
counseling services Stafford Act 25% State
(up to 9 months).

Disaster Recovery and Mitigation Handbook 15 July 2004

è Public Assistance Through Other Agencies
The following table describes the implementation criteria for disaster assistance programs available to public entities through federal agencies other
than FEMA. Through CDAA, the state may also cost share with these federal programs.

Type of Assistance Program Name/Lead Federal Cost Share Implementation Criteria

Agency and Authority Requirements
Eligible activities include providing financial and technical assistance to remove debris
Watershed restoration Emergency Watershed Program / 75% NRCS from streams, protect destabilized streambanks, establish cover on critically eroding lands,
NRCS Division of the U.S. 18.75% State repair conservation practices, and the purchase of flood plain easements. This program does
Department of Agriculture 6.25% Local not require a Presidential disaster declaration before it is implemented. However, in order
for the sponsoring agency to be eligible for state cost share, the Governor must have
Section 216, P.L. 81-516 and Sections proclaimed a state of emergency for the event. For additional information refer to:
403-405, P.L. 95-334 www.nrcs.usda.gov
Emergency flood and USACE Emergency Operations / The USACE may provide manpower, supplies, and equipment for flood-fighting, debris
post-flood activities USACE 100% USACE clearance and temporary levee repairs during the emergency period and up to a maximum
of 10 days thereafter. This program does not require a Presidential disaster declaration
Flood Control and Coastal before it is implemented. For additional information refer to:
Emergencies Act (P.L. 84-99) www.usace.army.mil
Restoration of USACE Rehabilitation The USACE Rehabilitation program provides assistance for permanent repairs to federal
publicly sponsored Program/USACE 100% USACE system levees. Although USACE covers the repair costs, the local sponsoring agency
flood control may be required to purchase additional soil and must sign “Hold Harmless” agreements
structures Flood Control and Coastal and other applicable assurances before work can begin. This program does not require a
Emergencies Act (P.L. 84-99) Presidential disaster declaration before it is implemented. For additional information refer
to: www.usace.army.mil
Emergency repairs to FHWA Emergency Relief (ER) 100% FHWA if This program may be implemented upon a Presidential Declaration or by special request
federal roads and Program/FHWA performed within from the Governor when a state of emergency has been proclaimed. The FHWA ER
highways 180 days of an program is administered through Caltrans. For additional information refer to:
Title 23, U.S.C., Section 125 event. http://www.fhwa.dot.gov/programadmin/erelief.html
Permanent restoration FHWA ER Program / FHWA 88.53% FHWA FHWA funds 88.53 percent of repairs upon a Presidential Declaration or by special
of damaged federal 8.6% State request from the Governor when a state of emergency has been proclaimed. The FHWA
aid highways Title 23, U.S.C., Section 125 program is administered through Caltrans in close coordination with OES. For additional
2.87% Local
information refer to: http://www.fhwa.dot.gov/programadmin/erelief.html
HUD Disaster Recovery Initiative/ Funds earmarked for certain HUD projects may be transferred to emergency projects if not
Long-term economic HUD 75% Federal covered by FEMA and are in the best interest of the post-dis aster stricken community.
redevelopment Section 122 of the Housing and 18.75% State California Department of Housing and Community Development administers this
Community Act of 1974, as amended 6.25 % Local program. For additional information refer to:
http://www.hud.gov/offices/cpd/communitydevelopment/programs

Disaster Recovery and Mitigation Handbook 16 July 2004

è Individual and Family Assistance
The following table describes the implementation criteria for programs that are available to assist businesses, families and individuals, and Private non-Profit
(PNPs) agencies in recovering from a disaster.

Type of Assistance Program Name and Loan/Grant General Implementation Criteria

Authority Maximum*
The SBA Physical loan program may be implemented upon a Presidential declaration of an
emergency or major disaster. Victims are required to first seek loan assistance through SBA
Low interest loans for losses to SBA Physical Disaster
before they can be considered for a federal grant through FEMA. SBA also has the authority
real property (primary residences) Loan Program $200,000
to independently (without a Presidential declaration) implement the program when at least 25
which may include mitigation
homes and/or businesses suffer 40% uninsured losses of their estimated fair market or pre-
measures 13 CFR Ch. 1 Part 123
disaster fair market value, whichever is lower. In this case, a request for SBA declaration
must be requested through OES within 60 days of the occurrence.
Low interest loans for losses to SBA Physical Disaster $40,000 Same as above.
personal property Loan Program

13 CFR Ch. 1 Part 123

Grants to cover temporary housing Individual and Households $25,600 This is a federal grant program managed and administered by FEMA upon a Presidential
needs, home repairs, losses to Program (IHP) Declaration of an Emergency or Major Disaster. Victims who are found to be ineligible
personal property, transportation for an SBA loan are referred to FEMA’s IHP program.
expenses, funeral and medical Robert T. Stafford Act
expenses, etc. Disaster Relief and
Assistance Act, 44 CFR
Ch. 1, Part 206, Subpart D,
Sect. 206.110
Grants to individuals and families State Supplemental Grant $10,000 This program is administered through the state Department of Social Services. It is only
that have received the maximum Program implemented when FEMA has activated the IHP. The state has no authority to activate
IHP grant but still have unmet the SSGP independent of a federal declaration.
needs California Department of
Social Services
W/I 13600-13601
Disaster Unemployment DUA N/A This program may be implemented by the Department of Labor upon a Presidential
Assistance declaration. It allows those unemployed due to a disaster up to 26 weeks of
U.S. Department of Labor, unemployment benefits.
20 CFR, Part 625
44 CFR, part 206.141

*Please note that these amounts were current as of March 1, 2004. They are adjusted annually based on the consumer price index.

Disaster Recovery and Mitigation Handbook 17 July 2004

è Businesses, Ranchers and PNP Assistance

The following table describes the implementation criteria of programs that are available to assist businesses, ranchers, and Private non-
Profit (PNPs) agencies in recovering from a disaster.

Type of Assistance Program Name and Loan Implementation Criteria

Authority Maximum*
SBA Physical Disaster The SBA Physical loan program may be implemented upon a Presidential declaration of an
Low interest loans to businesses Loan Program $1.5 Million emergency or major disaster.
and PNPs, for losses to real
property SBA also has the authority to independently implement the program when at least 25 homes
13 CFR Ch. 1 Part 123 and/or 3 businesses have suffered 40% uninsured losses due to a disaster. Typically, when SBA
declares a disaster for a county, contiguous counties are also eligible.
SBA also the authority to independently implement the program with certification by the OES
Low interest loans to businesses SBA EIDL $1.5 Million Director that at least five small business concerns in a disaster area have suffered economic
and to help cover working injury and are in need of financial assistance not otherwise reasonably available.
capital
13 CFR Ch. 1 Part 123 The SBA may provide economic injury assistance for a disaster determined by the Secretary of
Agriculture. Under these designations, SBA makes economic injury assistance available to
eligible small businesses.

EIDL loans become available under all SBA physical declarations. The maximum SBA loan
assistance is $1.5 Million, whether it is a Physical Disaster Loan, an EIDL loan, or a combination
of both programs.
Low interest loans to farmers, Secretarial Designation- Emergency loans are made to farmers and ranchers who have suffered at least a 30-percent loss
ranchers and aquaculturists for Agricultural disaster $500,000 in crop production or a physical loss to livestock products, real estate or chattel property.
physical and/or crop production
losses resulting from an unusual U.S. Department of The Secretary of Agriculture can implement this program when requested by OES on behalf of
natural occurrence (weather Agriculture, Farm a local agricultural commissioner or local government authority, or implemented automatically
pattern, pest, etc.) Services Agency when the President declares a major disaster or emergency. When requested on its own
7 CFR, Ch 18, part 1945, authority, supporting documentation to the types of crops and level of damage must be
Subpart A submitted. A proclamation of local or state emergency is not required for this program.

*Please note that these amounts were current as of March 1, 2004. They are adjusted annually based on the consumer price index.

Disaster Recovery and Mitigation Handbook 18 July 2004

è How to Access Assistance

Local When disaster strikes and damages exceed local capabilities, local government may
Government request state and/or federal disaster assistance. Refer to the table on page 6 to
Responsibilities determine if a local proclamation of an emergency is a prerequisite for the assistance
requested. If a request for assistance is necessary, local government should:
ü include the following information in the request:
q copy of the local proclamation (if required)
q Initial Damage Estimate (IDE)
q written request/resolution by designated official
q type of disaster
q date of occurrence and whether situation is continuing
q areas affected
q type of assistance needed;
ü submit the request to:
q Operational Area
q OES REOC;
ü submit the request by the deadlines mentioned in the previous tables; and
ü submit the request separately by a city only if the county has not already
submitted the same request.

State OES If a request for assistance is submitted, State OES will:

Responsibilities ü review the request for completeness;
ü request additional information if necessary
ü determine the need to conduct damage assessments, and
ü make a determination regarding the level of appropriate disaster assistance for
the request.

Disaster Recovery and Mitigation Handbook 19 July 2004

è The Application Process: Public Assistance

Applicant Briefings

Whether a disaster has been designated as an FMAG, a Director’s Concurrence, a State of

Emergency Proclamation, a Presidential declaration of an emergency or a Presidential
declaration of a major disaster, DAD will schedule and hold Public Agency Applicant
Briefings. Affected public agencies will be notified by letter, e-mail, OES website, OES
regional offices, or by telephone of the date, location, and time of the briefing. Applications
for federal and state public assistance will be available and accepted during these briefings.

Detailed instructions on applicant eligibility, project eligibility, eligible costs, program

criteria, documentation requirements and important deadlines for work completion will also
be explained. Public assistance applicants are assigned a primary point of contact that will
process the PA application, monitor work progress, and provide technical assistance for the
duration of the application. Once a public agency has been assigned a federal/state
identification number, they are referred to as a “Subgrantee.”

Project Approval Process

DAD encourages subgrantees to participate fully in the decision-making process of the

approved scope of work and cost estimation for each project. Subgrantees are notified by
mail when FEMA or the state has approved the project for funding. This notification
includes instructions to request payment of the funds. Additional information regarding both
federal and state public assistance programs can be obtained through DAD’s Public
Assistance Training Program or by contacting
(916) 845-8200.

Expedited Funding

Upon a Presidential declaration, local governments that have incurred significant emergency
response costs may request the expedited processing of state and federal funding. Qualifying
costs may include:
ü emergency costs (e.g., police and fire overtime salaries);
ü debris removal necessary to protect life and property; and
ü temporary shelter operating costs

Continued on next page

Disaster Recovery and Mitigation Handbook 20 July 2004

è The Application Process: Individual Assistance

Individuals and Households Program

Upon the implementation of the IHP, individuals are required to first ‘teleregister” with
FEMA. Widespread notice through the local media and or websites maintained by local
government, SBA, USDA, FEMA or OES inform the public of the toll-free teleregistration
number. Websites and/or local media are also resources for physical locations of local SBA,
USDA, LAC or DRC offices.

Upon teleregistration, FEMA will assign a representative to evaluate the claim and will refer
the individual to the appropriate program for loan and/or grant assistance. Individuals will
then be provided loan and/or grant application information, instructions, terms and conditions
directly from the agency providing assistance (FEMA, SBA, USDA).

SBA and USDA

When SBA and/or USDA has implemented its disaster program(s) independent of a
Presidential declaration, individuals, businesses, private non-profit agencies, and/or the
agricultural community, will be instructed to file an application directly with their local SBA
and/or USDA office.

Disaster Recovery and Mitigation Handbook 21 July 2004

è Post-Disaster Hazard Mitigation Grant Program

Overview Administered by FEMA through OES, the Hazard Mitigation Grant Program
(HMGP) provides grants following a disaster to state and local governments, Indian
tribes, and certain non-profit organizations to develop plans and implement long-
term hazard mitigation measures.

HMGP The HMGP is authorized under Sections 322 and 404 of the Stafford Act. Federal
Authority and funding becomes available only after the President signs a major disaster declaration.
Administration It is the only mitigation program that requires the local government to proclaim an
emergency prior to implementation.

The amount of funding available is based on a percentage of the federal share of the
aggregate disaster costs for public and individual assistance.

As manager of the HMGP, OES is responsible for soliciting program interest,

helping potential applicants develop applications, establishing deadlines for
applications, providing technical assistance, establishing funding priorities and
forwarding selected projects to FEMA for approval based on those priorities. OES
posts grant applications instructions and deadlines on the website for a limited time
following a federal declaration of a disaster.

Subgrantees are notified by mail when FEMA has approved the grant for funding.
This notification includes instructions to request payment of the funds.

Continued on next page

Disaster Recovery and Mitigation Handbook 22 July 2004

è (Post-Disaster Hazard Mitigation Grant Program, Continued

Two Types of The table below describes the two types of grants available under HMGP.
HMGP Grants

Grant Description Criteria

Type
Planning Seven (7) percent of HMGP funds may be To receive funding, hazard mitigation plans
used for planning and for the state to use must:
for development of state, tribal and local • Identify the natural hazards, risks, and
mitigation plans. vulnerabilities of areas in states, localities,
and tribal areas.
States that develop a comprehensive, • Support development of local mitigation
enhanced mitigation plan are eligible for plans.
additional funds for mitigation projects. • Provide for technical assistance to local and
tribal governments for mitigation planning.
• Identify and prioritize mitigation actions that
the State will support, as resources become
available.
Project The HMGP program is a competitive To comply with the minimum eligibility criteria
program that funds cost-effective local and the project must:
state mitigation measures. • Solve a problem independently or contribute
to a solution where there is assurance the
By regulation, HMGP projects must meet project as a whole will be completed.
the minimum eligibility criteria, be • Meet all applicable codes and standards.
consistent with the state and local hazard • Demonstrate cost-effectiveness.
mitigation plans, and meet the guidelines • Comply with federal requirements and
and priorities established for a particular regulations.
disaster.

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è Acronyms

The following is a list of acronyms used within this document.

Caltrans California Department of Transportation

CDAA California Disaster Assistance Act
DUA Disaster Unemployment Assistance
EIDL Economic Injury Disaster Loan Program (SBA)
Federal PA Federal Public Assistance Program
FEMA Federal Emergency Management Agency
FEMA CCP FEMA Crisis Counseling Program
FHWA Federal Highways Administration
FMAG Fire Management Assistance Grant
HMGP Hazard Mitigation Grant Program
HUD U.S. Department of Housing and Urban Development
IHP Federal Assistance to Individuals and Households Program
NRCS Natural Resource Conservation Service
PNP Private Non-Profit Organization
SAP Safety Assessment Program
SBA U.S. Small Business Administration
SSGP State Supplemental Grant Program
State PA State Public Assistance Program
USACE U.S. Army Corps of Engineers
USDA U.S. Department of Agriculture

Disaster Recovery and Mitigation Handbook 24 July 2004

è Additional Resources

DAD Contacts For additional information regarding disaster recovery and mitigation,
please contact State OES at the address and telephone numbers listed
below:
Governor’s Office of Emergency Services
Disaster Assistance Division
Post Office Box 419023
Rancho Cordova, CA 95741-9023

Programs Branch Telephone Facsimile

Hazard Mitigation (916) 845-8150 (916) 845-8386
Public Assistance (916) 845-8200 (916) 845-8388
Individual Assistance (916) 845-8140 (916) 845-8392
Technical Assistance (916) 845-8265 (916) 845-8386

Resources Branch Telephone Facsimile

Grant Payments and Analysis (916) 845-8110 (916) 845-8392
Recovery Planning and Development (916) 845-8280 (916) 845-8384

Web Site The State OES Web site is located at http://www.oes.ca.gov. Please select
“Disaster Assistance” or “Hazard Mitigation” for additional recovery and
mitigation information.

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