FEMA 4229-DR-CO Public Assistance Call Thursday, October 15, 2015 @ 1:30 p.m. Teleconference Call-in Number: 720-279-0026/877-820-7831 Participant Code: 522939#

Meeting Minutes •

•

•

Opening Comments -- Dana Reynolds, Director OEM and State Coordinating Officer o DHSEM and FEMA moved to a two week operational period as activities wind down at the Joint Field Office (JFO). o Making good progress on writing the PWs.  If any applicants are having issues, please contact the DHSEM team. o FEMA is on track to transition out of Colorado by Thanksgiving as scheduled. o Role as State Coordinating Officer:  Represents the State’s interests and serves as FEMA's principle point of contact.  Advocates for applicants and helps resolve issues with FEMA.  Represents the interests of the Governor’s Authorized Representative (GAR). FEMA 4229 Status Report o FEMA sends a daily report to the DHSEM. The report is currently projecting the disaster at $37.4 million in damages. o Nearly $14 million in PWs entered in FEMA’s grant management system, EMMIE. o FEMA obligated $3.8 million in projects. o Once obligated, Large Projects (>$121,600) are converted to a Grant Agreement and Small Projects (<$121,600) become Purchase Orders. DHSEM PO and Grant Agreement Update o There is a total of thirty-one (31) obligated PWs (23 Small Projects, 8 Large Projects) as of October 14, 2015:  Purchase Orders (POs) for Small Projects (23 Total) • Thirteen (13) POs for Small Projects have been approved by DHSEM Finance and submitted in CORE to CDPS for approval. • Ten (10) POs are in Draft and will be submitted to DHSEM Finance by COB on October 16, 2015.

Grant Agreements (GAs) for Large Projects • One (1) GA is for DHSEM, this GA does not affect the Sub-Grantees. • One (1) GA sent to the Sub-Grantee for signature on October 13, 2015. • One (1) GA sent to Grants for approval on October 14, 2015. • Five (5) GAs are in Draft and will be submitted to DHESM Grants by COB on October 16, 2015. o Estimated Timelines  The templates for both the POs and GAs have been finalized.  Purchase Order: Once the PO is drafted, it is sent to the DHSEM Quality Control Team for information verification. After it has passed the initial review, the PO is submitted to the DHSEM Finance Team for approval. The PO is then submitted to the CDPS Finance Team for final approval and will then be ready for payment. SubGrantees will receive a payment for the total federal share (75%) of the total obligated amount.  Grant Agreement: Once the GA is drafted, it is sent to the DHSEM Quality Control Team for information verification. After is has passed the initial review, the GA is submitted to the DHSEM Grants Team to initiate the execution process. The DHSEM Grants Team will establish the GA in the Contract Management System (CMS) and then email the GA to the Sub-Grantee. The drafting of the GA is a relatively quick process; however, getting signatures proves to be the biggest hold up in the process.  The average time it takes for a GA to be drafted, reviewed, and sent to the Sub-Grantee is 2-3 weeks.  Grant Agreements do need to be approved by your governing board or authorized agent. This process typically takes 2-4 weeks to complete.  There are still many PWs that must be completed to meet FEMA's goals for completion and obligation.  DHSEM has asked FEMA to use a well-defined estimate in order to speed up authorizations. If there is a conflict with the estimate, please contact DHSEM for possible revisions. • EMGrants Training o Conducted training for co.emgrants.com on October 14th. The webinar can be found at https://share.dhs.gov/p1nwm72qgjj/. o The webinar may not be helpful for Sub-Grantees, but will send out the information. o Please submit questions and comments about the webinar in writing and we will plan a 4229 specific training 

Next Call: Thursday, November 12th @ 1:30 pm. The agenda and call-in information will be sent out prior to the call.