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Public Disaster assistance may be available to political subdivisions of the state/tribal nations and to certain private non-profit organizations serving a governmental function. Eligible applicants include state governments, local governments and any other political subdivision of the state, and tribal nation. Certain private non-profit (PNP) organizations may also receive assistance. Eligible PNPs include educational, utility, irrigation, emergency, medical, rehabilitation, and temporary or permanent custodial care facilities (including those for the aged and disabled), and other PNP facilities that provide essential services of a governmental nature to the general public. PNPs that provide "critical services" (power, water--including water provided by an irrigation organization or facility, sewer, wastewater treatment, communications and emergency medical care) may apply directly to FEMA for a disaster grant. All other PNPs must first apply to the SBA for a disaster loan. If the PNP is declined for an SBA loan or the loan does not cover all eligible damages, the applicant may re-apply for FEMA assistance.

Projects fall into the following categories:

• Category A: Debris Removal
• Category B: Emergency Protective Measures
• Category C: Road Systems and Bridges
• Category D: Water Control Facilities
• Category E: Public Buildings and Contents
• Category F: Public Utilities
• Category G: Parks, Recreational, and Other

The state is prohibited by its Constitution from rendering direct financial assistance to the private sector. If the emergency/disaster is of sufficient magnitude to result in a Presidential declaration, federal assistance may become available to private individuals and businesses.

RECORD KEEPING

It is extremely important to accurately and properly complete necessary record keeping During and after emergency or disaster work has been done. They must know what records to keep and how to keep them. They also must have someone capable of initiating and maintaining records as soon as any response and recovery work begins.

Proper documentation will be needed to verify expenditures for which reimbursement will be requested if the situation develops into a Presidential disaster declaration. This is especially true for costs incurred in completing measures designed to protect life and property. If claims for reimbursement cannot be verified because of improper or incomplete record keeping, local governments may lose considerable sums of money.

DOCUMENTATION REQUIREMENTS

• BE AS ACCURATE AS POSSIBLE WHEN PROVIDING DAMAGE ASSESSMENTS ON ROADS, CULVERTS, AND OTHER INFRASTRUCTURE.
• USE COUNTY, TOWNSHIP AND CITY MAPS TO RECORD DAMAGED SITES LOCATIONS.
• DESCRIBE THE TYPE OF DAMAGE THE SITE HAS SUFFERED.
• PROVIDE ESTIMATED DOLLARS TO REPAIR THE SITE.
• PHOTOS OF THE SITE AFTER THE EVENT IS VERY IMPORTANT.
• USE LOCAL REPRESENTATION TO ASSIST WITH THE INSPECTIONS.
• DO NOT INCLUDE DAMAGES FOR THE FEDERAL HIGHWAYS OR FEDERAL ASSISTED ROADS (FAS) OR ANY OTHER SITES THAT ARE NOT IN YOUR JURISDICTION
• CONTRACT WORK INVOICES SHOULD SHOW SITE NUMBERS AND MATERIAL PLACED AND/OR TYPE OF WORK COMPLETED AT SITES. YOU CAN LIST MORE THEN ONE SITE PER INVOICE.
• FORCE ACCOUNT OR WORK COMPLETED BY LOCAL ENTITY SHOULD BE DOCUMENTED ON PAPER TO SHOW THE FOLLOWING:
• NAME OF PERSON WHO DID THE WORK – THE DATE WORK WAS DONE – THE BEGINNING TIME AND ENDING TIME OF WORK –– RATE OF PAY FOR LABOR
• TYPE OF EQUIPMENT USED – DATES OF USE – HOURS USED PER DATE – RATE OF USE CAN BE ACCOMPLISHED IN TWO WAYS:
• FEMA RATES AS PRE-ESTABLISHED-THIS IS DETERMINED BY THE SIZE AND CAPACITY OF THE EQUIPMENT BEING USED
• PRE-ASSIGNED RENTAL RATES OF THE EQUIPMENT AS ESTABLISHED BY OWNER OR LOCAL GOVERNMENT. DO RATES INCLUDE FUEL AND OPERATOR?

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Townships will participate with the FEMA program through the county program. Other local government agencies and Public Non-profit organizations may represent themselves upon declaring an emergency ⁄ disaster declaration and notification to the County Emergency Management office.

CITY GOVERNMENT

1. Emergency ⁄ disaster response agencies from city government will respond to an emergency ⁄ disaster within their corporate limits and coordinate activities in accordance with their standard operating procedures and mutual aid agreements.
2. When an emergency ⁄ disaster situation is, or is likely to be, beyond the scope of control of the city, the mayor or city council of an incorporated city may proclaim an emergency ⁄ disaster. Their proclamation and any requests for assistance should be forwarded to the county Emergency Manager in an expedient manner, i.e., by voice and followed by hard copy.
3. When a local emergency/disaster has been declared, the mayor will govern by proclamation, and has the authority to impose all necessary regulations to preserve the peace and order of the city.
4. In order for a city to be included in a Presidential declaration, the county must declare an emergency ⁄ disaster. A sample local declaration form is included. You can reword this to fit your particular situation.
5. The city must follow the same type of public assistance requirements and documentation as A county or township would.
6. city government will participate in the Fema program representing themselves, utilizing the county Emergency management program as needed to provide assistance.

Downloadable Forms & Information

• Sample city declaration form - PDF file
• Declaration of Emergency Sargent County - PDF file

Emergency Management Contact Info:

Sandra A. Hanson
Emergency Manager/911 Coordinator
Phone: (701) 724-6241 ext. 113

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