FY 2006 (DRAFT)

FY 2011 Emergency Management

Performance Grant (EMPG)

Application Workbook for Cities









Funding Provided by

The Department of Public Safety,

Division of Emergency Management



Through Funding Distributed by

The United States Department of Homeland Security (DHS)

Federal Emergency Management Agency (FEMA)

Introduction



Background



The purpose of the Emergency Management Performance Grant (EMPG) Program is to assist qualifying

jurisdictions (Counties, Cities, Tribes, and Public Higher Education Institutions), with financial assistance

and technical expertise in establishing, maintaining, and enhancing an effective emergency management

program.



The Utah Department of Public Safety, Division of Emergency Management (DEM), funds the Emergency

Management Performance Grant (EMPG) Program through funding received from the U.S. Department of

Homeland Security; Federal Emergency Management Agency Directorate.



Financial assistance is provided on a matching (50/50) basis to jurisdictions for the purpose of

maintaining and improving emergency management organizations. A central objective of this program is

to ensure that trained, experienced, professional emergency management personnel are present in each

eligible jurisdiction.



Funding Assistance



The EMPG Program provides funding to local emergency management organizations to assist with:



 Emergency planning;



 Training local emergency management personnel;



 Exercising and testing emergency response plans;



 Assessing hazards and capabilities;



 Funding day-to-day program administration.



 Promoting emergency management awareness and public outreach.



 Renovation of functioning Emergency Operations Centers



How Much Money Can/Will My Jurisdiction Receive?



 The actual dollar amounts will not be determined until after the application package deadline has

passed and the number of interested jurisdictions identified.



 Award recipients will receive a letter and award document showing the funding amount being

offered prior to requesting a commitment from the individual jurisdictions to carryout their work

plan.



 Prior year performance may be factored into the decision to fund applicants and the level to which

they will be funded.



 Funding will be made available to all eligible cities for 2011:



o Jurisdictions may be eligible for a minimum of $2,500 each, if they meet minimum

eligibility requirements and are willing to put together a work plan and carryout the tasks

necessary to address individual goals and objectives.

***Award amounts may increase relative to city’s population.

Application Deadline



The application to be considered for participation in the 2011 EMPG Program is due to the Utah Division

of Emergency Management by Monday, August 1, 2011. Please note the funding will be retroactive to a

January 1, 2011 starting date.



Grant Application should be sent to:



Utah Division of Emergency Management

Attn: EMPG Grants Manager (Russell Fillmore)

PO Box 141710

Salt Lake City, UT. 84114-1710



Eligibility:



Minimum Requirements:



 Employee a full-time (40 hours per week), part-time (20 hours per week) or one-quarter time (at

least 10 hours a week) Emergency Program Manager. (Cannot be a contracted position)

 Must Obtain County Emergency Management Endorsement to ensure coordination Provide

Match Certification from your financial officer. The grant requires a 50/50 match to receive

funding. This match can be hard cash or in kind (salary, benefits, etc)

 Submit a timely and complete application

 Must be willing to meet all Federal requirements such as Equal Opportunity Employer, Drug-Free

Workplace, A-133 Audits, Federal Funding Accountability and Transparency Reporting, etc…



Due to continuing delays in the Federal Funding Cycle, the EMPG grant will run on the calendar year.

(January 1, 2011 to December 31, 2011).



Requirements for Continuing Eligibility During the Grant Year:



 Compliance with the minimum eligibility requirements of this policy

 Submit quarterly reports (financial form, narrative progress report, and exercise reports) on time.

 ONLY the jurisdictions with coinciding, on time, reports will be reimbursed. All required reports

must be submitted to receive reimbursement. If the performance standards are incomplete at the

th

end of the 4 quarter, the reimbursement will be adjusted.

 A late report, not waived for good cause, by the Director of DEM or his designee, will not receive

reimbursement for that quarter. Reports cannot be made up.

 If two reports are missed or late throughout the grant year the jurisdiction may be disqualified

from being eligible to apply for the following year’s grant.



What Do I Need to Submit to be Considered for Funding?



 Cover Letter stating intent to participate

 Complete Work Plan reflecting the city’s intent to complete all required performance standards

 Emergency Manager – “EMPG Staffing Pattern” form is used only to verify that there is a paid

emergency manager on staff.

 Budget Detail Worksheet – Used for informational purposes only

 Match Certification

 County Endorsement

 NIMS Compliance Certification

 Reporting of Total Compensation of Subrecipient Executives

EMERGENCY MANAGEMENT PERFORMANCE GRANT

TRADITIONAL PROGRAM



REQUIREMENTS TO RECEIVE BASE ALLOCATION

Performance Standards



The following Performance Standards have been established to ensure a uniform level of preparedness

across jurisdictions. The designated Emergency Program Manager (EPM) is responsible to develop a

work plan, which incorporates all of the criteria identified below:





Performance Standard One: Training and Exercise



1. Submit a developed or updated three-year training and exercise plan with the final quarterly

report ending 12/31/2011.

a. Review your exercise and training plan with liaison.

2. **NEW: All EMPG Program subgrantees will conduct no less than one exercise of any type per

quarterly reporting period (e.g. Drills, Tabletop Exercises, Functional), and one full-scale exercise

within a 12-month period (see https://hseep.dhs.gov). In addition, all EMPG Program funded

personnel shall participate in no less than three exercises in a 12-month period. An After Action

Report/Improvement Plan (AAR/IP) shall be completed for each exercise and reported through

NEXS. Exercise Executive Summary and Improvement Plans are required to be submitted

with quarterly reports.

a. Complete NEXS reporting for each exercise.

b. Real world events may be counted as full scale exercises with approval.

c. Exercise Executive summary and Exercise Improvement Plan must be submitted with

coinciding quarterly reports.

3. Host or co-host a minimum of one FEMA approved training and/or attend a minimum of one

course in Homeland Security or Emergency Management.

a. Courses that are co-hosted by adjoining jurisdictions or multiple jurisdictions within the

Homeland Security Region are acceptable.

4. **NEW: Report the completion date of the following NIMS training; ICS 100, ICS 200, NIMS 700,

and NIMS 800 for EMPG funded personnel. Should be included in the jurisdiction’s FY 2011

EMPG work plan if not currently complete.



Performance Standard Two: Planning



1. **NEW: Review and update the City’s Emergency Operations Plan and complete the Evaluation

Matrix for Compliance with CPG 101 v.2 available at http://www.fema.gov/prepared/plan.shtm.

Submit completed matrix with final quarterly report (Note: Evaluation matrix not available as of

6/27/2011).

a. Ensure the plan meets all current NIMS requirements

http://www.fema.gov/emergency/nims/

b. Complete the Evaluation Matrix for Compliance with CPG 101 v.2 available at

http://www.fema.gov/prepared/plan.shtm.

c. Submit completed matrix with final quarterly report ending 12/31/2011.



2. Draft a strategy that addresses specific issues/gaps that exist within the City’s Emergency

Management program.

Performance Standard Three: Professional Development





1. **NEW: Report the completion date for the following Professional Development Series (PDS)

courses: IS 139, IS 230a, IS 235a, IS 240a, IS 241a, IS 242a, and IS 244a for EMPG funded

personnel. Should be included in the jurisdiction’s FY 2011 EMPG work plan if not currently

complete.

2. Attend a minimum of two Emergency Management specific conferences (i.e. City/County

Director’s Conference, UEMA Conference, Governor’s Public Safety Summit, or FEMA

Conference)





Performance Standard Four: Collaboration & Partnerships





1. The EPM should participate in a minimum of one Homeland Security Regional Council Meeting.



2. Meet with County Emergency Manager at least once per year to discuss Emergency

Management issues.





Performance Standard Five: Community Preparedness & Participation



Choose to complete at least two of the following:





1. Host a preparedness fair

2. Implement a Community Emergency Response Team (CERT) program and offer training

3. Establish and register a Citizen Corps. Council

4. Host/Sponsor a “Be Ready Utah” workshop

5. Sponsor a community outreach program through the use of media (newspaper, radio, brochures,

public service announcements, etc.)

6. Other (please describe)

Appendices



Appendix A



Reporting



On a quarterly basis (January – March, April – June, July – September, October - December) the

Emergency Program Manager will submit the following to Utah DEM (Quarters One and Two will be

combined):





1. A progress report reflecting work accomplished according to their work plan. The report must

address activities for all five Performance Standards;



2. Exercise reports, if applicable for that reporting period;



3. A financial request for reimbursement form;



4. A thorough documentation in support of the reimbursement. All expenses listed in this report

must be paid and supporting documentation will be on file in the office of record and available for

review or audit.



5. Any amendments and/or adjustments to that year’s grant work plan. The jurisdiction’s Liaison

Officer shall be consulted when adjusting and/or amending the grant work plan.



Jurisdictions will be reimbursed at 25% of the total award per quarter (50% allowed for First and

Second Quarter Combined Report) for the required portion of the grant. The first report for the

2011 grant award will be due by August 31, 2011.



***Funding may be withheld if performance standards are not completed.



 First and Second Quarter Combined (Jan. 1 – June 30) reports - Due no later than August 31.

 Third Quarter (July 1 – September 30) reports – Due no later than a October 20, 2011.

 Fourth Quarter (October 1 – December 31) reports – Due no later than January 20, 2012







Please send all original applications with authorized signatures to:



Utah Division of Emergency Management

Attn: EMPG Grants Manager (Russell Fillmore)

PO BOX 141710

Salt Lake City, Utah 84114-1710



Please keep a copy for your records.



PLEASE USE UPDATED FORMS. REPORTS WILL BE RETURNED IF THE INCORRECT FORMS

ARE USED. REPORTS ARE AVAILABLE AT THE EMERGENCY MANAGEMENT WEBSITE.



http://publicsafety.utah.gov/emergencymanagement/index.html Select EM Community; Grants

Appendix B

EMPG Program Contacts



Russell Fillmore

Financial Manager

(801) 538-3754

(801) 538-3770 (fax)

rfillmore@utah.gov



LIAISONS



Community Liaison Officer (LNO) Assignments: If you need assistance, please contact

the LNO that coincides with the county that your emergency management program falls

under.



Kimberly Giles (801) 209-7542

kgiles@utah.gov

Box Elder, Cache, Rich, Davis, Morgan and Weber counties & Shoshone Tribe



Kim Hammer (801) 209-6238

khammer@utah.gov

Summit Tooele, Utah, and Wasatch counties. Confederated Band of Goshutes and Skull Valley

Goshutes Tribes,



Jeff Gallacher (801) 209-5236

jgallacher@utah.gov

Juab, Millard, Piute, Sanpete, Sevier and Wayne counties. Paiute Tribe (Kanosh Band &

Koosharem Band) and Confederated Band of Goshutes



Scott Alvord (801) 703-1924

salvord@utah.gov

Beaver, Iron, Garfield, Kane and Washington counties & Paiute Tribe



Mechelle Miller (801) 707-1631

mmiller@utah.gov

Daggett, Duchesne, Uintah County, Ute Tribe



Martin Wilson (801) 664-5861

martinwilson@utah.gov

Carbon, Emery, Grand, San Juan County, Navajo Tribe, Ute Mountain Tribe



Jesse Valenzuela (801) 707-0930

jessev@utah.gov

Salt Lake County, to include cities within the county

FISCAL YEAR 2011

EMERGENCY MANAGEMENT PERFORMANCE GRANT APPLICATION



APPLICANT NAME (Jurisdiction) & Address:









REQUIREMENTS CHECKLIST: (See the FY2011 EMPG Guidance – if available -- for more

information)







 Employ a full-time or part-time paid Emergency Program Manager





 Officially adopt or be developing an Emergency Operations Plan





 NIMS Compliance Certification Form





 Designation of EMPG Grant Officials





 Reporting of Total Compensation of Subrecipient Executives





 Attach Staffing Pattern and Certification Form





 Attach Budget Worksheet & Match Certification Form





 Attach Completed Work Plan







CERTIFICATION: This Application, together with the attachments constitutes the annual work

plan for the emergency management program of the applicant listed above. The undersigned

certify that all grant requirements have been met and agree to exert their best efforts to accomplish

all activities listed in the work plan and progress reports.







Authorized Official Original Signature Date Emergency Manager Date

FISCAL YEAR 2011

DESIGNATION OF EMPG GRANT OFFICIALS

APPLICANT NAME (Jurisdiction):

Employer Identification Number (EIN):

Organizational DUNS:

EMERGENCY MANAGEMENT PROGRAM DIRECTOR

NAME

Official Mailing Address





Daytime Phone Number

Fax Number

E-mail Address

GRANT FINANCIAL OFFICER

NAME

Official Mailing Address







Daytime Phone Number

Fax Number

E-mail Address

AUTHORIZED OFFICIAL

NAME

Official Mailing Address







Daytime Phone Number

Fax Number

E-mail Address

COUNTY ENDORSEMENT

NAME

Official Mailing Address









Daytime Phone Number

Fax Number

Email Address

EM Signature

Reporting of Total Compensation of Subrecipient Executives

Federal Funding Accountability and Transparency Act of 2006 requires you to report the names

and total compensation of your entity's five most highly compensated executives if other

requirements are not met.



Please complete the following. Knowingly providing false or misleading information may result in

criminal or civil penalties as per Title 18, Section 1001 of the US Criminal Code.



In your business or organization's preceding completed fiscal year, did your business or

organization (the legal entity to which this specific CCR record, represented by a DUNS number,

belongs) receive:

(1) 80 percent or more of your annual gross revenues in U.S. federal contracts, subcontracts,

loans, grants, subgrants, and/or cooperative agreements; and

(2) $25,000,000 or more in annual gross revenues from U.S. federal contracts, subcontracts,

loans, grants, subgrants, and/or cooperative agreements?



YES: Continue below NO: Signature: Date:

Print name:



Does the public have access to information about the compensation of the senior executives in

your business or organization (the legal entity to which this specific CCR record, represented by

a DUNS number, belongs) through periodic reports filed under section 13(a) or 15(d) of the

Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal

Revenue Code of 1986?



NO: Continue below YES: Signature: Date:

Print name:



Provide the names and total compensation of an entity's (the legal entity to which this specific

CCR record, represented by a DUNS number, belongs) five most highly compensated executives

for the entity's preceding fiscal year:



Name Position Title Total Compensation*









Signature: Date:

Print name:



*Total compensation means the cash and noncash dollar value earned by the executive during the recipient's or

subrecipient's preceding fiscal year and includes the following (for more information see 17 CFR 229.402(c)(2)):

1) Salary and bonus.

2) Awards of stock, stock options, and stock appreciation rights. Use the dollar amount recognized for financial

statement reporting purposes with respect to the fiscal year in accordance with the Statement of Financial Accounting

Standards No. 123 (Revised 2004) (FAS 123R), Shared Based Payments.

3) Earnings for services under non-equity incentive plans. This does not include group life, health, hospitalization or

medical reimbursement plans that do not discriminate in favor of executives, and are available generally to all

salaried employees.

4) Change in pension value. This is the change in present value of defined benefit and actuarial pension plans.

5) Above-market earnings on deferred compensation which is not tax-qualified.

6) Other compensation, if the aggregate value of all such other compensation (e.g. severance, termination

payments, value of life insurance paid on behalf of the employee, perquisites or property) for the executive exceeds

$10,000.

Appendix C: EMPG

Staffing Pattern &

Emergency Manager

Certification

FISCAL YEAR 2011

EMPG STAFFING PATTERN



1. APPLICANT NAME (as it appears on EMPG Application) 2. JURISDICTION







7. % of Time 8. Salary &

4. Gross 5. Gross 6. Gross Salary

3. FULL TIME EMPLOYEES: (40 hours per week) Working in EM Benefits for EM

Annual Salary Annual Benefits & Benefits

Duties (6x7)



NAME:



POSITION:

NAME:



POSITION:



PART TIME EMPLOYEES (20 hours per week)

NAME:



POSITION:

NAME:



POSITION:



Paid Emergency Manager Certification Form

I, certify that _______________________________ is a paid Emergency Manager for _______________________________City.

The Emergency Manager will perform emergency management duties for the percentage of time that corresponds with their

Involvement identified above.

Signature of Authorized Official: Date



Signature of Emergency Manager Date

Budget Detail Worksheet





Expense Type Estimated Cost

Emergency Manager Salary $

(Attributed to Emergency Mgmt Functions)

Emergency Manager Benefits $

(Attributed to Emergency Mgmt Functions)

Travel $

Administrative Expenses (3% max) $

Community Outreach $

Planning Expenses $

Training Expenses $

Exercise Expenses $

$

Total Emergency Management Budget $

$

FUNDING AVAILABLE TO MEET 50/50 $

MATCH



$



Please submit additional match if circumstances allow. The additional funds will make it possible

for other jurisdictions to continue with their Emergency Management Program.



Match Certification



I, ______________________________, Financial Officer for _____________________City

certify that our jurisdiction will meet the 50/50 match requirement as defined* in the Emergency

Management Performance Grant Guidance.







Authorized Official Signature Date Financial Officer Signature Date





*The grant is awarded on a 50/50 match basis. This means that the jurisdiction is required to

contribute the same amount of hard (Cash) or in-kind (Services) match as a minimum to the

amount of the funding received from DEM.

FY 2010 NIMS Compliance Objectives

The chart below outlines, by NIMS component, the 12 NIMS Compliance objectives do not represent the

FY 2010 NIMS compliance program in its entirety.



Preparedness: Training

1. Complete ICS-400 Advanced ICS training or equivalent by appropriate personnel (as identified in

the Five-Year NIMS Training Plan, Feb 2008)

2. Complete Emergency Management Framework Course – Awareness Training (as identified in the

Five-Year NIMS Training Plan, Feb 2008)



Preparedness: Planning

1. Include preparedness organizations and elected and appointed officials in the development of

emergency operations plans (EOPs).

2. Plan for special needs populations in the development of EOPs (to include, but not limited to,

individuals with limited English language proficiency; individuals with disabilities; children; the

aged, etc.)



Preparedness Exercise

1. Include NGOs and the private sector in an all-hazards exercise program, when appropriate.

2. Promote the integration of Incident Command, Multi-agency Coordination System, and Public

Information into appropriate exercises and evaluate against associated target capabilities (refer to

HSEEP Volume III and the Exercise Evaluation Guides).



Communications & Information Management

1. Institute procedures and protocols for operational and information security during an

incident/planned event.

2. Institute multidisciplinary and/or multi-jurisdictional procedures and protocols for standardization

of data collection and analysis to utilize or share information during an incident/planned event.

3. Develop procedures and protocols for communications (to include voice, data, access to

geospatial information, Internet/Web use, and data encryption), where applicable, to utilize or

share information during an incident/planned event.



Resource Management

1. Institute policies, plans, procedures, and protocols to prevent spontaneous deployment of

resources/personnel and/or responding to a request that bypassed official resource coordination

processes (i.e. resources requested through improper channels)

2. Institute mechanisms to deploy, track, recover, demobilize, and to provide reimbursement for

resources utilized during response and recovery.



Command and Management

1. Utilize access control measures during an incident, as appropriate.



All jurisdictions are required to be NIMS compliant to be eligible for EMPG funding. Each jurisdiction is

required to create and complete an account in NIMSCAST. The Website for NIMSCAST is

https://www.fema.gov/nimscast/.



I, ________________________, an official from ___________________________________

(Please print name of official) (City)



certifies that our jurisdiction has created and completed an account in NIMSCAST and are in the process

of becoming NIMS compliant.



_____________________________________ __________________

Authorized Official Signature Date

FISCAL YEAR 2011 EMPG APPLICATION

FOR CITIES





JURISDICTION NAME & ADDRESS: (Remittance Address)









TOP THREE CONCERNS FOR YOUR TOP THREE PRIORITIES FOR YOUR

EMERGENCY MANAGEMENT EMERGENCY MANAGEMENT PROGRAM

PROGRAM THIS YEAR

THIS YEAR

1. 1.



2. 2.



3. 3.









REQUIREMENTS TO QUALIFY FOR EMPG FUNDING



PERFORMANCE STANDARD ONE: TRAINING AND EXERCISE

Please initial in each box to indicate that this requirement will be met and complete the NIMS Training for

EMPG funded personnel. Complete requested training report for EMPG funded personnel.

Develop or update the city’s training & exercise plan (review progress with liaison

quarterly).







**NEW: All EMPG Program subgrantees will conduct no less than one exercise of any

type per quarterly reporting period (e.g. Drills, Tabletop Exercises, Functional), and one

full-scale exercise within a 12-month period (see https://hseep.dhs.gov). In addition, all

EMPG Program funded personnel shall participate in no less than three exercises in a 12-

month period. An After Action Report/Improvement Plan (AAR/IP) shall be completed for

each exercise and reported through NEXS. Exercise Executive Summary and

Improvement Plans are required to be submitted with quarterly reports.

Host a minimum of one FEMA approved training and/or attend a minimum of one FEMA

approved training.

**NEW: Report the completion date of the following NIMS training for EMPG funded

personnel. Should be included in the jurisdiction’s FY 2011 EMPG work plan if not

currently complete.

EMPG Funded Employee Name IS 100 IS 200 IS 700 IS 800









PERFORMANCE STANDARD TWO: PLANNING

Please initial in each box to indicate that this requirement will be met.

**NEW: Review and update City’s Emergency Operations Plan and complete the

Evaluation Matrix for Compliance with CPG 101 v.2 available at

http://www.fema.gov/prepared/plan.shtm. Submit completed matrix with final quarterly

report (Note: Evaluation matrix not available as of 6/27/2011).





Draft a strategy that addresses specific issues/gaps that exist within the City’s

Emergency Management program.









PERFORMANCE STANDARD THREE: PROFESSIONAL DEVELOPMENT

Please initial in each box to indicate that this requirement will be met and complete PDS Training Report

for EMPG funded personnel. Complete requested training report for EMPG funded personnel.

**NEW: Report the completion date for the following Professional Development Series

(PDS) courses for EMPG funded personnel. Should be included in the jurisdiction’s FY

2011 EMPG work plan if not currently complete.

EMPG Funded Employee IS IS IS IS IS IS IS

Name 139 230.a 235.a 240.a 241.a 242.a 244.a









Attend a minimum of one Emergency Management specific conferences (i.e. City/County

Director’s Conference, UEMA Conference, Governor’s Public Safety Summit, FEMA

Conference)

PERFORMANCE STANDARD FOUR: COLLABORATION AND PARTNERSHIP

Please initial in each box to indicate that this requirement will be met.

The EPM will participate in a minimum of one Homeland Security Regional Council

Meeting









Meet with County Emergency Manager at least once per year to discuss Emergency

Management issues









PERFORMANCE STANDARD FIVE: COMMUNITY PREPAREDNESS & OUTREACH

Select two options

Please initial in each box to indicate that this requirement will be met.

Host a Preparedness Fair.









Implement a Community Emergency Response Team (CERT) program and offer

training.









Establish and register a Citizen Corps Council.









Host or Sponsor a “Be Ready Utah” Workshop.









Sponsor a community outreach program through the use of media (newspaper, radio,

brochures, public service announcements, etc.









Other (Please describe)