Ten important tips to obtain FEMA financial assistance following a disaster

While the right amount of spring rain bring a good kick-start to crops and gardens, the wrong amount can overwhelm drinking water and wastewater systems. In the past, we’ve compiled resources on how to prepare for natural hazards, but how can your utility recover if the damage is already done?

If the worst case scenario hits your utility, the Federal Emergency Management Agency (FEMA) may be able to provide financial assistance for repairs. FEMA's Public Assistance grants are available to state, tribal and local governments, and certain types of private nonprofit organizations so that communities can quickly respond to major disasters or emergencies. This includes the repair, replacement, or restoration of disaster-damaged public facilities and those owned by certain private non-profit organizations.

These funds become available when your state declares a state of emergency and, if additional recovery assistance is needed, your governor sends a request letter to the president. If the president then decides to declare a major disaster or emergency, FEMA designates the area eligible for assistance and announces the kinds available. Most recently, President Trump has declared disasters in California and Nevada for damage from severe winter flooding.

In addition to the guidance offered under FEMA’s Frequently Asked Questions page and their complete 2017 Public Assistance Program and Policy Guide, the Missouri Rural Water Association has compiled the following ten points that will help ensure your project runs smoothly.

1. Call your insurance agent, or company, to make sure of your coverage.  FEMA assistance is only there to supplement what insurance doesn't cover.
2. Pick a person with your system to be the Point of Contact for FEMA/SEMA.  Nothing slows the process down than a large government agency talking with multiple people from one system.
3. Make sure everything is tracked: working hours, mileage, overtime, volunteer labor, accrued expenses, contractors, etc. When in doubt, count it. You will find standardized forms for Missouri here. 
4. After you count it, take a picture of it.  Take pictures of damage, take large-view pictures of your assets that have been damaged, take close up-view pictures of damage, take pictures of your equipment, take pictures of your employees who are working and volunteers that help you work, take pictures of where flood trash is at, take pictures of where you are putting the flood trash, attempt to take before and after photos of everything you see.  Use a cell phone or a camera, but take pictures, and give all of those pictures, with descriptions, to the Point of Contact stated in Item 2 so that person can organize the pictures and have them ready.
5. It is best to have a policy in place on bidding services and follow that during the event.  Hopefully you will have this in place before the emergency rather than trying to create and follow one during the emergency.
6. Importantly, keep in touch with your County Emergency Management Director.  This person will be your point of contact for a disaster declaration.
7. It is encouraged that your system holds an update meeting every day during the recovery to exchange information, pictures, status reports so that everyone is on the same page, especially the Point of Contact person knows they possess the latest information.  You may consider a less frequent meeting after the incident is done but you are still performing paperwork.
8. Many states will continue to do Preliminary Disaster Assessments (PDA's).  This is done to determine how each county is truly affected and what dollar amounts will be allocated within that county.  The President's declaration makes funds available. That doesn't mean you'll actually get them; it depends on how the funds get allocated.
9. Your County will hold a meeting where you will fill out paper work to participate in the declaration. Find out from your County Emergency Management Director when this meeting will occur.
10. And finally, understand that this is not a quick process and one that has to be persistently and patiently followed up on.

 If you have any specific questions about this process it is best to first talk to your County Emergency Management Director.  You may also contact WaterOperator.org’s help line at (866) 522-2681 and our staff will help connect you to the right person.