Typical Grant Workflow
- For PDM and FMA, the State of Ohio must have a FEMA-approved State Mitigation Plan (standard or enhanced) by the application deadline and at the time of obligation of grant funds. In order to eligible for HMGP funding, the State must have a FEMA-approved plan at the time of the disaster declaration and at the time HMGP funding is obligated to the State.
- All sub-applicants (i.e., local governments/communities, etc.) for PDM and FMA mitigation projects must have a FEMA-approved local mitigation plan by the application deadline AND at the time of obligation of grant funds. HMGP sub-applicants must have a FEMA-approved local mitigation plan at the time of obligation of funds.
- Only project sub-applications with a Benefit/Cost ratio of 1.0 or greater will be considered for HMA funding.
- Mitigation projects funded by HMA must be both feasible and effective at mitigating the risks of the hazard(s) for which the project was designed.
- Projects must be consistent with the goals and objectives identified in the current, FEMA-approved State Mitigation Plan AND local mitigation plan for the jurisdiction in which the activity is located.
- HMA programs must conform to 44 CFR 9 and 10, and with all applicable Environmental Planning and Historic Preservation laws, implementing regulations, and Executive Orders.
- All sub-applicants for FMA must currently be participating in the National Flood Insurance Program and not withdrawn or suspended. Please contact the NFIP State Coordinator for more details.
- These eligibility requirements and others can be reviewed in 44 CFR 201.
- What problem are you trying to remedy or solve? Is an emergency evacuation route routinely overtopped by flood waters? Do you have neighborhoods without adequate shelter when a severe storm is looming? You must adequately define your problem before you seek money for a potential solution. Your local natural hazard mitigation plan should be the guide you use for problem identification and potential solutions. If you do not have a copy of your local mitigation plan, you can view/download it here.
- What type of mitigation project would benefit your community? Click here for eligible project types.
- Are you interested in developing or updating a natural hazard mitigation plan? If so, click here.
- Would a residential or community safe room provide your citizens peace of mind during a severe storm? If so, click here.
- FEMA’s Selecting Appropriate Mitigation Measures for Floodprone Structures is a great resource for the various mitigation measures that can be implemented for flooding.
- FEMA's HMA grants are provided to eligible Applicant States/Tribes/Territories that, in turn, provide subgrants to local governments. The Applicant selects and prioritizes applications developed and submitted to them by local jurisdictions to submit to FEMA for consideration of funding.
- Applicants applying for funding under PDM, FMA, RFC, or SRL MUST use FEMA’s web-based Mitigation Electronic Grants Management System (MT eGrants) to submit their HMA applications.
- HMGP applications are submitted by the State to FEMA via the National Emergency Management Information System Mitigation (NEMIS-MT) module.
- Here are two, sample applications that exhibit the type and specificity of information needed for an HMA grant application.
- Part of the application involves a Benefit-Cost Analysis (BCA), whereby your project is evaluated by comparing the future benefits to the project cost. There are numerous resources available to aid in the completion of a BCA, some of which are listed below.
- Another important component of the project application is the Scope of Work (SOW). This describes the specifics of your project and should correlate with your project budget and timeline.
- Below are additional resources that may be useful in developing your grant application.
- Additional information for FEMA mitigation project development, pre-award requirements, FEMA mitigation policy, and application guidance is available on the Grant Applicant Resources web page.
Application Review and Potential Award
- FEMA developed an HMA Application Review Tool (ART) that helps applicants and sub-applicants ensure their applications have all of the required elements for submission to FEMA. The HMA ART also facilitates FEMA’s review of subapplications, providing for increased consistency across the country.
- If your project is selected for an award, you will be required to complete a grant agreement that specifies the conditions of your grant. Located below are several examples of grant agreements that pertain to the five grant programs within HMA.
- An Implementation Meeting will be conducted no later than three (3) months after the grant agreement has been signed by the community. The purpose of this meeting is to ensure the local Project Manager understands the program requirements. Often, the local Project Manager will not be the person who was involved in the development of the project and may not be as familiar with requirements of the program. The local Project Manager, local officials, and fiscal officer for community are encouraged to attend. Meeting topics include:
- Presentation and review of the Implementation Binder;
- Review of file management procedures and fiscal management procedures; and
- Review of procedures that are specific to the mitigation action taking place.
- The project implementation binder contains most of the materials the project manager will need to complete the project. Listed below are some of the components of this binder.
- Responsibilities of Project Manager
- State Appraiser Contact Information
- 2 CFR Part 200
- 44 CFR Part 80
- Hiring Contractors: State Wage Laws
- Contractor Debarment List
- URA and Real Property Acq. Policies Act of 1970
- URA Calculation Sheet
- Offer to Purchase Letter (template)
- Statement of Voluntary Participation
- Grant Drawdown Request Form (Example)
- Payment Process Timeframe
- Quarterly Report (Template)
- Fiscal Tracking Sheet (Template)
- General Warranty Deed (Template)
- Structure Demolition Completion Record (Template)
- Individual Property Information Sheet (Template)
- Individual Property Acquisition Checklist
- Non-Conversion Agreement (Elevation Project)
Closeout and Monitoring
- Once your project is complete, Ohio EMA will work with the local project manager to close out the grant and submit these materials to FEMA Region V.
- The following documents/resources are required as a part of the closeout process. Completion of some of these documents requires a joint effort between Ohio EMA and the local project manager.
- Check for balance of unexpended grant funds (if funds are to be returned)
- Final Participants/Non-Participants Listing indicating which properties were successfully mitigated and those that were not
- Signed Environmental Closeout Declaration that indicates the conditions of the Record of Environmental Consideration (or other environmental documentation)
- Final quarterly progress report
- Property Information Sheets with photograph of graded/seeded lot or elevated structure for each mitigated property
- Completed AW-501 Forms to update property-specific information on the NFIP Repetitive Loss list
- Copies of recorded warranty deeds (acquisition projects)
- Copies of elevation certificates (elevation projects)
- Completed Closeout Review Sheet signed by local official
- Financial verification is also required to ensure cost-shares are within the required limits and all costs incurred are eligible as provided in the grant program guidance. Verifications include:
- Federal funds drawdowns are accounted and properly recorded
- State funds drawdowns are accounted and properly recorded
- Administrative funds drawdowns are accounted and properly recorded
- Local share amounts are accounted and properly recorded
- Federal share of expenditures are allowable
- State share of expenditures are allowable
- Administrative costs are allowable
- Local share costs are allowable
- Ohio EMA will conduct a Final Site Visit with the local project manager to ensure all mitigation projects were completed as documented.
- According to 44CFR 80.19, for any acquisition project, the property shall be dedicated and maintained in perpetuity as open space for the conservation of natural floodplain functions. Every three (3) years the local official is required to submit a report to Ohio EMA certifying that the property was inspected and continues to be maintained in accordance with the open space requirements.
- SHARPP has a monitoring component that will automatically notify county EMA Directors every three (3) years when they need to inspect and certify open space maintenance for each acquisition project completed in their jurisdiction. The Monitoring and Open Space Certification Procedures can be downloaded from your Tier 2 dashboard.