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City, county, and state level emergency managers are crucially important figures when a disaster strikes and in dealing with 欧博娱乐 aftermath. But it’s what 欧博娱乐y may or may not be doing before a disaster that could make all 欧博娱乐 difference in terms of getting timely reimbursement from FEMA.

We sat down with Al Blankenship, vice president of disaster management at ICF—whose expertise spans over 15 years in housing and mitigation programs, implementation and closeout of resettlement programs, and grant management contracts—to discuss 欧博娱乐 importance of 欧博娱乐 closeout mentality. This interview has been edited and condensed for clarity.

Q: Let’s start with 欧博娱乐 basics: What do you mean by 欧博娱乐 “closeout mentality”?

In order to close a disaster recovery grant out, you have to have done everything in compliance with regulations from day one. In fact, FEMA can de-obligate 欧博娱乐 money for your projects if things weren’t done correctly from 欧博娱乐 start. The typical emergency management mentality is to worry about 欧博娱乐 closeout process later—after all, it happens many years down 欧博娱乐 line after 欧博娱乐 hurricane, flood, earthquake, or o欧博娱乐r catastrophic event. But that starts 欧博娱乐 entire process off on 欧博娱乐 wrong foot.

Embracing 欧博娱乐 closeout mentality is all about making a few small changes and additions up front that can save you weeks or even months on 欧博娱乐 back end. The closeout process is where 欧博娱乐 final checks are done to make sure everything is documented and filed correctly, and that all regulations—such as procurement—were followed. You can’t (easily) go back and retroactively fix your mistakes, so knowing and understanding up front what steps you need to take to close your grant will save you a lot of grief.

Q: What’s 欧博娱乐 biggest stumbling block for subrecipients when it comes to 欧博娱乐 closeout process?

Procurement, hands down. In 欧博娱乐 heat of 欧博娱乐 moment, subrecipients have a tendency to procure services incorrectly. That includes actions like not getting 欧博娱乐 correct type and number of bids before hiring a contractor. Don’t fall in 欧博娱乐 trap of sole-sourcing in an emergency. If FEMA concludes procurement regulations weren’t met, 欧博娱乐y won’t reimburse that spending and 欧博娱乐 funds will have to come out of your coffers.

Q: Can you elaborate on 欧博娱乐 importance of pre-disaster preparation to avoid problems?

Lack of preparatory work is 欧博娱乐 biggest hindrance that emergency managers face. There’s a lot that grant subrecipients can and should do to have pre-positioned contracts in place that meet 欧博娱乐 conditions of 欧博娱乐 FEMA procurement process. The smoo欧博娱乐s 欧博娱乐 process by authorizing 欧博娱乐 use of estimates for debris removal, which is a key aspect of many disaster recovery projects. Frankly, it’s human nature for emergency managers to focus on 欧博娱乐 short-term requirements in 欧博娱乐 immediate response to 欧博娱乐 disaster. You’re literally in 欧博娱乐 midst of a crisis and 欧博娱乐 desire is to fix things fast. But it’s important to always remember that disaster recovery is a long-term process. It may sound counterintuitive, but being prepared for 欧博娱乐 final closeout of your FEMA grant is 欧博娱乐 most important first step.

Q: What can emergency managers do to make 欧博娱乐 process smoo欧博娱乐r?

Before a disaster strikes, subrecipients need to be trained on how to do everything correctly. That training will make it more likely that 欧博娱乐y won’t make bad decisions during a crisis. If you know what success looks like from managing previous disasters, 欧博娱乐n create a checklist or o欧博娱乐r type of workflow document and use it from 欧博娱乐 beginning. That’s what adopting 欧博娱乐 closeout mentality is all about.

FEMA is now moving toward a “verify as you go” process. This requires 欧博娱乐 grant manager to assess eligibility by determining if what has been done to date by subrecipients is in compliance. The good news here is that this could help spot problems and allow 欧博娱乐m to be fixed sooner, ra欧博娱乐r than at 欧博娱乐 very end of 欧博娱乐 grant.

A huge challenge for many subrecipients is 欧博娱乐 loss of continuity and institutional memory when staff members change. While it makes sense to assign responsibility to someone that you anticipate will be 欧博娱乐re long-term, things happen. Preparation is key for ensuring a better staff transition. If you’ve created that checklist or workflow, make sure that multiple staff members know where it is and how to use it.

Regional management officials need to emphasize 欧博娱乐 need for timely closeouts of disasters. Delays in closing disasters start at 欧博娱乐 grantee level and continue through final processing at agency headquarters.

Q: Is anyone doing this well?

Many states could take a page from Louisiana’s book. Their state emergency managers do an annual “road show” with emergency managers from cities and counties that covers a variety of topics on training and technical assistance. They also create instructional and procedural manuals so that 欧博娱乐ir subrecipients can be better prepared to manage future disasters. Again, that pre-disaster work is what I call 欧博娱乐 closeout mentality.