Frequently Asked Questions

Begin at the IESMA website:  www.iesma.org.  On the home page, at the right side of the page, you will find a list of links.  Click on the Secured Login link and you will be taken to the website where the application process begins. 

You may first see a page that reads:  There is a problem with this website's security certificate.  Click on the link that says Conintue to this website (not recommended).

When you have reached the webiste where the application process begins, you will recognize it as it is clearly labeled IESMA Online Membership Management System.  IESMA membership is not required, but you must follow the directions on that page.

If you have forgotten your password or have never had a password, contact Danielle Moore at 217-531-0484.

After you successfully enter your password, you will be taken to a website clearly labeled Welcome to the IESMA Member Website.  IESMA membership is not required, but the IESMA Member Website is hosting the application process.  If your agency's information has not previously used this website, you will see:  As the first step in the ITTF EOC Technology grant application process, please take a moment to provide us with some basic contact information.  Enter that information at this time.

If your agency has used this website before, or after you have entered the basic contact information, you will see, in bright red letters:  2010 EOC Grant Information.  2010 refers to the Federal Fiscal Year of the grant; this is the new grant information that you are looking for.  To begin (or edit) your application, click on the link Grant Application Status - Create / View your Grant Application here.

To be eligible, an agency must be either accredited or certified.  If you do not know whether your agency is accredited or certified, please email Mick McAvoy at mmcavoy@ileas.org or Danielle Moore at dlmoore@ileas.org. 

In the Grant Summary (750 characters) box, please give a short description of what your project will be if you are awarded a grant.  This short summary will probably be used by the grant committee as a quick reference of your project, especially when comparing your project to other projects proposed by other grant applicants.  Do not put too much detail in this summary.  Give a quick but understandable snapshot of what you hope to accomplish.

In the Grant Narrative (6000 characters) box, please explain your project in detail.  The grant committee will probably find the following types of information helpful.  How large is your community?  What specific needs does your community have?  What facilities and resources do you already have?  What efforts have you made to improve your EOC (outside of this grant application?)  What would you do with grant funds?  How would that specifically address the needs of your community?  These are only suggestions to get you started, this box is here for you to present your request in your own words. 

We recommend that you type your summary and narative in a word processor, like Word.  Save your work and then cut / paste it into the application.  That will prevent an accidental loss due to your internet connection "timing out." 

We make this recommendation from experience.  Please type your summary and narrative in Word or a similar program. 

Click on the button at the bottom of the page that says:  SAVE and Continue.

Be sure to read all of the advisories on the page that is labeled FY 2010 Emergency Management Committee Local EOC Technology Grant.  Click on the button that says I Have Read and Understand the Advisories.

Then click on the button at the bottom of the page that reads Continue.

Click Continue.

Your application is captured by the website, you do not need to save it.  The captured application will remain available to you for editing until February 28, 2011 at 5:00 p.m. CDT.  At that time, all applications (complete and incomplete) will be frozen as is.  They will all be provided, as is, to the grant committee for review. 

Please contact Danielle Moore or Mick McAvoy before submitting your invoice packet form.  We will work with your agency to resolve this issue.  We understand that some agencies will have a policy that requires them to attach their own serial number or bar code on the item.  We also understand that some agencies do not have such a policy or the equipment to create serial numbers or bar codes.  Depending on the item to be inventoried and the situation of your agency, we will work out a solution. 

The rules relating to inventory and audits treat items worth $5,000 or more differently than they treat other items.  By starting a record now of the serial numbers of anything worth $5,000, we will make it easier for your agency and ours to comply with both inventory and audit rules. 

Please use the pre-printed mailing labels you were given on August 4.  Mail the invoice packet form and invoices to Danielle Moore, ILEAS, 1701 E. Main, Urbana, IL 61802.

Please complete a separate invoice packet form for each invoice, even if you have multiple invoices from the same vendor.  You can include more than one item on the invoice packet form, as long as they are on the same invoice. 

No.  Please submit a copy of your invoice and a completed invoice packet form.  Send both to ILEAS.  A copy of the invoice packet form is attached below. 

No.  Agencies are NOT required to pay out-of-pocket before being reimbursed pursuant to the EOC Technology Grant. 

From the beginning, the grant has been (and remains) a “reimbursement” grant.  That is the official label given to it under the Federal Regulations.  Commentary from Federal employees has led us to believe that they will have a stricter interpretation of reimbursement grants in the future and they may demand more of us as monitors of compliance with grant rules.  However, the ITTF written policy is clear on what is required from your agency when you request reimbursement:  (1) you must submit an invoice and (2) you must have actually received the item(s.)  The ITTF has confirmed that, for this grant, reimbursement is appropriate as long as your agency provides an invoice and a statement that you have received the item(s.)

The revised invoice packet form is attached below.

Although the Federal Government and the State Government have rules of procurement that set a minimum number of bids (and other requirements) on certain purchases, the EOC Technology Grant does not pass those specific rules onto you.  Under this grant, your agency must follow your local rules of procurement.  You will be asked to confirm to the ITTF that you followed your local rules, but you will not be asked about State or Federal rules for procurement.

There is no absolute or definite timeline in place for this process of getting approval from ITTF before you commit to purchases.  However, ITTF has been working very rapidly for us on this grant, especially on the EHP requests.  Ask the vendor to give you a quote that will be good through the first week of September, at least.  If possible and reasonable, ask for a quote that is good for a longer period of time, even through March of 2011. 

Resource Section

Submit your EHP to Ashley.Knuppel@illinois.gov.

Here: 

You need an EHP form submitted for each LOCATION that your project entails.  If it is two different buildings, then you need two different EHP forms.  the forms are based on locations, not projects or equipment.