Recovery Branch Presents State Private Non-Profit Organization Assistance Program
General Requirements • Governor’s Proclamation & Authorization of the CDAA • Meet the Federal government definition of an eligible PNP • PNP must provide essential community services • Intermediary PNP reimbursed for extraordinary costs associated with coordinating PNPs providing essential community services • No self deployment is eligible • No more than 6 months from date of Governor’s Proclamation (unless written approval from Cal OES Director) • Utilize application process in Section 2996 (PNP) or 2996.1 (Intermediary PNP)
Eligible PNP Activities • Provide essential community services • Activities must relate to the state of emergency in support of the affected community • Compliant with existing laws, regulations • No mitigation, repair or permanent restoration to facilities or real property • No self deployment; must be requested by local agency or state
Eligible PNP Costs • Extraordinary • Documented • Replacement costs for documented pre ‐ event inventory may be eligible
Ineligible PNP Costs • Activities prohibited by law • Donated resources received for the incident • Donated or volunteer labor • Vouchers, debit cards or other monetary relief • Damages resulting from negligence or intentional acts • Supplanting of state or federal funds
Intermediary PNPs Intermediary PNPs must meet the same general eligibility provisions of the program as other PNPs.
Intermediary PNPs (P. 2) Intermediary PNPs, through a written agreement with a local agency, must be responsible for the coordination of multiple PNPs performing essential community services within the specific jurisdiction of that local agency.
Intermediary PNP (P. 3) The written agreement with a local agency must meet the following: • List all the coordinated PNPs • Describe the local agency’s process for deployment • Be completed within 30 days of the Governor’s proclamation – Cal OES may approve a time extension for unusual or extraordinary circumstances based on a written request
Intermediary PNPs (P. 4) An eligible Intermediary PNP, as an applicant requesting reimbursement on behalf of the listed PNPs, must have a written agreement with these listed PNPs, including: • A description of the process by which the local agency requests the services through the Intermediary PNP • An authorization statement with signature that the Intermediary PNP will comply with the procedures and requirements described in the local agency agreement
Local Jurisdiction’s Role and Responsibilities The requesting local jurisdiction must complete and sign a written request for services to be provided by a PNP or Intermediary PNP within 30 days of the request. This written request must include the following information: • Named of the PNP or Intermediary PNP • Date services were requested • What essential community services are to be provided • Where services will be provided • Duration of requested activities
Local Jurisdiction’s Role and Responsibilities • Local jurisdictions always have the lead role • Communication is essential • The requesting local jurisdiction needs to review and sign off on the PNP’s Activities Claim Form/PNP Cost Worksheet prior to the PNP submitting the form to Cal OES for reimbursement.
State PNP Assistance Program Forms • PNP Authorized Agent Resolution (Cal EMA PNP ‐ 2011 ‐ AAR, 5/2011) • Payee Data Record (Dept. of Finance, STD. 204, 6/2003) • PNP Application (Cal EMA PNP ‐ 2011 ‐ APP, 5/2011) • PNP Activities Claim Form/Cost Project Worksheet (Cal EMA PNP ‐ 2011 ‐ ACF, 5/2011)
PNP and Intermediary PNP Application Schedule • Submit application form within 60 days after the date of Governor’s Proclamation • Submit applicant’s authorized agent resolution form and Payee Data Record prior to application approval • Submit activities claim/cost worksheet form within 60 days of the completion of all eligible activities • Coordinated PNPs must submit their reimbursement requests through the Intermediary PNP, which submits to Cal OES.
Additional Items • Cal OES may conduct onsite review of supporting documentation • 100 % reimbursement of total eligible extraordinary costs of eligible PNP activities • No allocation less than $1000 • Fair hearing process available for issues • If a PNP can demonstrate financial hardship from sustained operations, Cal OES may authorize interim payments
Cal OES Mailing Address All forms and documentation need to be submitted to the following address, unless directed to send to a Joint Field Office (JFO); California Governor’s Office of Emergency Services Attn: David Gillings, Public Assistance Officer Recovery Section Public Assistance Division 3650 Schriever Avenue Mather, CA 95655
Standard Grant Requirements • Fair Hearing – Level One: Cal OES Assistant Director of Recovery – Level Two: Cal OES Deputy Director of Response & Recovery Operations • Audit – All records are subject to audit by the state • Records Retention – 3 year retention period – Original source documents can be represented by microfilm, etc. if accuracy documented
Contacts Dayna Herald Disaster Assistance Programs Specialist Dayna.Herald@caloes.ca.gov 916 ‐ 845 ‐ 8216 Lidia Armas Senior Emergency Services Coordinator Lidia.Armas@caloes.ca.gov John Melendez Analyst John.Melendez@caloes.ca.gov 916 ‐ 845 ‐ 8195
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