Section 420.40  Program Operations

a)         When a disaster threatens or occurs, and it appears that the capabilities of State and local forces may be insufficient to alleviate the resulting damage, loss, hardship, suffering, and to protect life and property, the Governor shall gather all data needed to make an informed decision whether or not a request that the President declare a major disaster or an emergency is justified.

b)         It shall be the responsibility of local officials, in areas affected by a disaster, to cooperate fully and promptly with IESDA in gathering information needed by the Governor to assess the severity of the situation.  Local governments should be prepared to provide:

1)         Fiscal records of work already completed,

2)         Maps of damage sites,

3)         Photos of damages,

4)         Costs incurred by the community in coping with the disaster, and

5)         Any bids or estimates of costs to repair, rebuild and/or recover.

c)         Should the circumstances warrant a request for a presidential declaration, IESDA, in coordination with other State and local officials, shall:

1)         Advise the FEMA Regional Office of the State's intention to request a declaration,

2)         Consult with the FEMA Regional Director on the availability of Federal disaster assistance,

3)         Survey the affected areas, jointly with FEMA regional disaster specialists, to determine the extent of damage, and prepare estimates of the types and extent of Federal disaster assistance required.

d)         The Governor's request shall be based upon his finding that the situation is of such severity and magnitude that effective response is beyond the capabilities of the State and the affected local governments and that Federal assistance is necessary.  The request must also contain a certification by the Governor of an expenditure of State and local funds within State and local financial capabilities for disaster relief, and an estimate of the extent and nature of Federal assistance required for each of the affected counties and the State.

e)         In conjunction with the request, the Governor shall implement the Illinois Comprehensive Disaster Response Plan as provided at Ill. Rev. Stat. 1981, ch. 127, par. 1108(a)(11) which calls for a coordinated response by State agencies who can respond with technical assistance, equipment, and manpower as specified in the Plan.

f)          Should the President declare a major disaster or an emergency, FEMA and IESDA personnel will conduct briefings for local officials to inform them of the types of assistance available and the means by which funds are provided for eligible disaster assistance projects.

g)         Following the briefings, Federal and State engineers shall prepare Damage Survey Reports to document disaster damage and provide FEMA with a recommended scope of work and estimated costs.  Such Damage Survey Reports shall be prepared in the presence of the principal executive officer of the affected political subdivision or his designee, and shall be signed by that official at the time of preparation.

h)         Based upon the Damage Survey Reports, a Project Application shall be prepared by FEMA for each eligible project applicant.  A copy of the Project Application shall be provided to the applicant by IESDA, which shall act on behalf of the applicant in all subsequent correspondence or communication with FEMA.

i)          Advances of funds against the amount of Federal share approved in the Project Application shall periodically be provided to IESDA by FEMA, which shall deposit such funds in the State Treasury and promptly pay said funds, pursuant to available appropriations, via state warrant to the applicant.

j)          Applicants shall cooperate with IESDA in closeout procedures, which in the case of Small Project Grants, Section 420.60(d), shall include completion of the Small Project Summary and, if necessary, the Alternate Work form.  Closeout procedures for Categorical Grants, Section 420.60(a), will include Final Inspections and State audit.

k)         Costs of the State audit shall be shared in the following manner:  one-half by the State, and one-half by the project applicant.  The applicant must sign a Memorandum of Understanding, describing audit procedures and cost-sharing arrangements, prior to commencement of the State audit.