September AFGP Program Update

u s d h s f e m a assistance to firefighters grant program

September AFGP Update |  September, 30, 2022

The Assistance to Firefighters Grant Program is pleased to provide this update for September 2022. Each month, we supply information relative to the management of current grants, as well as helpful details on upcoming grant opportunities. 

In this month's update: 

  • FY 2021 AFG Programs Status Update 
  • Grant Management Training – Monitoring 
  • Closeout Reports – Coming Soon!  
  • AFGP Success Stories 

If you would like to receive these monthly newsletters via email, subscribe here: Signup for FEMA Email Updates (govdelivery.com) 


FY 2021 AFG Programs Status Update 

FY 2021 AFGP award announcements are underway. Awards will continue to be made over the next several weeks until the funds are exhausted. As award determinations are finalized, notification will be sent to grant recipients. Award information will also be posted on the FEMA website as each round is announced. Awards are expected to continue well into the month of October.

  1. IMPORTANT NOTE: AFG awards will continue to be made after September 30, 2022, which is the end of the current fiscal year. This is due to the $300 Million in supplemental funds provided through the American Rescue Plan Act (AFG-$90 Million, SAFER-$200 Million and FP&S-$10 Million).  

FP&S Award Listings: Fire Prevention and Safety | FEMA.gov 


Grants Management Training 

Monitoring

Both AFG HQ and Regional staff must conduct monitoring reviews of AFG awards annually. It is very likely that if you have been a recipient of an AFG award that you have experienced a monitoring visit. The information below is to provide you with a better understanding of what monitoring entails, its purpose, and additional information about required documentation and common issues. If you have any questions, please reach out to the Regional Fire Program Representative assigned to your state. If you are not sure who that is, there is a link at the bottom of the email.

What is monitoring?

  • Assesses programmatic, financial, and business management performance of an award;
  • Occurs during the period of performance;
  • Ensures compliance with pertinent statutes, regulations, administrative requirements, NOFO/program guidance, OMB circulars, and relevant FEMA information bulletins;
  • Verifies that Federal property and other grant-related resources are appropriately safeguarded; and
  • Validates information provided by the recipient.

Monitoring outcomes:

  • Identify problems early;
  • Work with recipient to correct problems;
  • Prevent waste, fraud, and abuse;
  • Ensure good performance and success;
  • Document promising practices;
  • Develop relationships; and
  • Not a one-time event, but an ongoing process.

Monitoring types:

  • Can be programmatic or financial, but sometimes a combination when monitoring is coordinated.
    • Desk review: Conference call, webinar, etc. with stakeholders
    • Site visit: Direct contact with stakeholders

Monitoring: Examples of Required Documentation

  • Application
  • Award package
  • Amendments
  • Performance and financial reports
  • Expenditure source documentation
  • Policies and procedures
  • Indirect cost rate agreements
  • Audit reports and Corrective Action Plan
  • Correspondence

Examples of Financial Monitoring Issues

  • Inadequate accounting procedures
  • Lack of documentation
  • Period of performance expiration
  • Drawing down funds too quickly or too slowly
  • Failure to manage audit results
  • Inventory management deficiencies
  • Commingling and supplanting

Examples of programmatic monitoring Issues

  • Inadequate written policies and procedures
  • Inadequate subrecipient monitoring plan
  • Late, incomplete, or incorrect reporting
  • Inadequate EHP documentation
  • Lack of documentation of project progress
  • Inadequate project progress due to:
    • Procurement issues
    • EHP issues
    • Delays due to disasters, unforeseen major events, etc.

Closeouts coming soon for FEMA GO

In the coming days, the closeout module will be released in FEMA GO for recipients that have received AFG awards from 2018 to 2020. Be on the lookout for emails regarding training resources for completing the new module. Once the closeout module is released, recipients will have 120 days to complete the module. If an award still has an open period of performance, the recipient may still close the grant if the scope of work is complete and all funds are drawn down. Do not start your closeout if there is a chance that more funds or an amendment could be requested as these functions will no longer be available. Those with open periods of performance will be required to complete the module within 120 days of the period of performance ending if the closeout has not already been submitted.

For more information contact your Regional Fire Program Representative or the AFG Helpdesk toll-free at 1-866-274-0960 or email firegrants@fema.dhs.gov


AFGP SUCCESS STORIES

Galesburg Fire Department, Galesburg, IL

Awarded items: Fire Prevention & Safety Grant to assist in outfitting 3,300 smoke alarms to a strategically-targeted number of low-income residences in an initiative called "Door-to-Door Smoke Alarm Installations."

Submitted by: Chief Thomas Simkin, Galesburg Fire Department

Unemployment and underemployment is widespread in Galesburg, which means homeowners and renters cannot afford extra luxuries, like smoke alarms and other fire protection measures. Our unemployment rate has increased from 9.4 percent in the early part of 2009 to a current level of 9.9 percent," said Galesburg Fire Chief Thomas Simkin.

The Galesburg Fire Department received a Fire Prevention & Grant to assist in outfitting 3,300 smoke alarms to a strategically-targeted number of low-income residences in an initiative they called "Door-to-Door Smoke Alarm Installations."

"Recognizing Galesburg's local statistics reflect national statistics," said Chief Simkins. "The very old and very young are the most at risk to die in a fire." The department targeted occupants in Galesburg older than 75 and younger than 5 years of age.

For one family, the installation of a smoke alarm by the Galesburg Fire Department would prove to be a life-saving endeavor.

Around 6:30 a.m. on June 29, a fire broke out in the kitchen of a home that had seven people sleeping on three different floors. Ages of the occupants ranged from 2 months to 70 years old.

The recently installed smoke alarm woke Allana Hudson, 21, who found part of the kitchen engulfed in flames. Allana feared her 2-week-old and 17-month-old could not survive the intense amount of smoke. Her cousin, George Hudson, 25, kicked out a second-story window and jumped onto an awning, and then onto the driveway. George motioned to have Allana and her friend Kristan lower the children down to him one at a time. Both children were caught successfully, but Allana suffered a broken foot while jumping from the second-story window. A passing roofer stopped to provide a ladder for Kristan to escape from the second story.

Still inside, Allana's uncle, William Hudson, was trapped by the smoke in the basement.

"The smoke was so thick, you couldn't see your hand in front of your face," Allana said. Once Allana, Kristan, and the children were safe, George kicked in the door to the basement, freeing William Hudson. William proceeded to run back into the house and save his mother, Ester Hammond, 70.

The family escaped within three minutes of the smoke alarm alert. The first units arrived a few minutes later. Everyone in the house escaped.

"One of the smoke detectors was part of a program we started a year ago," said Chief Simkins. "We feel like that may have saved the day here. [There] could have been seven fatalities in the house."

FEMA's Fire Prevention & Safety Activity Grant helped the Galesburg Fire Department in their program, which worked out exactly as planned and the ultimate goal was achieved – saving lives.


SHARE YOUR SUCCESS STORY

Do you have a Success Story regarding a FEMA Grant that you'd like to share with everyone? Contact us at gpd-comms@fema.dhs.gov or through Twitter @FEMAGrants using a private message.


HAVE FEEDBACK? 

The AFG Program Office always welcomes feedback from the AFG community. If there are topics or information that you may find helpful in future monthly updates from the AFG Program, please send any thoughts to the AFG Help Desk (firegrants@fema.dhs.gov). 


Twitter @FEMAGrants 

Do you want the most up-to-date information on FEMA Grant programs? Follow us on Twitter @FEMAGrants 


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