FLOOD02680 - Laserfiche WebLink

Home Browse Search

. Close-Out Procedures ~ - . Local Jurisdication Site Visit Checklist ./ Financial ledgers, bank statements, source documentation. ./ Purchasing/procurement policy. ./ Contracts awarded. ./ Certificate of Completion (see page 42). ./ Equipment inventory records (if . applicable). ./ Applicable audit reports. . . How to Manage a Planning Grant Award Within twenty (20) days after all activities have been completed for which an FMA Planning Grant has been awarded, the local jurisdiction must notify the Missouri State Hazard Mitigation Officer that all activities are complete. The State of Missouri is required to submit a Final Performance Report to the Federal Emergency Management Agency within 90 days of grant activities being complete. It is imperative that the local jurisdiction notify SEMA when all has been accomplished in order for the 90 day rule to be met by the State. The close-out process encompasses a series of activities to verify that FMA planning grant funds have been properly spent and that the local jurisdiction has completed the elements of its program in a timely and acceptable manner. There are eleven (11) major tasks involved in closing out an FMA planning grant award: · Local jurisdiction notifies State Hazard Mitigation Officer that all activities are complete. . State Hazard Mitigation Officer. and local jurisdiction arrange for mutually agreeable date for a site visit. · Prior to the site visit, the local jurisdiction prepares files for review specifically: I. Financial records indicating all FMA funds received and disbursed by budget line item. The financial record reporting should meet the requirements outlined on pages 19 through 21 of this guidebook. 2. Financial records indicating all local match (non- federal) funds to be counted toward the FMA program. The financial reporting should meet the requirements outlined on pages 19 through 21 of this guidebook. 3. Program income earned. Include source and amount. 4. All funding approval notices (including match if applicable) and request for funds. 5. Copies of all supporting documentation including cancelled checks, invoices, supply orders, timecards etc. 7. Procurement documentation illustrating that the local jurisdiction's procurement policy was followed or the requirements outlined on pages 26 through 32 of this guidebook were followed. Copies of all contracts awarded must be made available. If the local procurement policy was utilized, a copy of the policy must be provided for the site visit. 40 How to Manage a Planning Grant Award