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Asheville staff outline FEMA public-assistance process, warn about reimbursement risks
Summary
City staff and Hagerty Consulting briefed City Council on the scope of damage, project triage and the FEMA Public Assistance reimbursement process, urging careful documentation before reconstruction to protect federal funding.
City officials and consultants told the Asheville City Council Jan. 23 that the city has completed a broad damage inventory and is preparing detailed project assessments to support FEMA Public Assistance (PA) reimbursement, but warned that work done before FEMA agreement risks not being reimbursed.
The update, delivered by Jay Dundas, capital management director, and Madeleine Stoddard, a recovery manager with Hagerty Consulting, laid out the FEMA PA process and a project triage that separates less-complex repairs the city can advance quickly from complex projects that require formal FEMA scoping and may trigger environmental or historic-preservation requirements.
The city has inventoried hundreds of damage records across streets, parks, greenways, water facilities and cultural venues and has grouped work into subteams for public works, water, parks, greenways and facilities, Dundas said. Madeleine Stoddard warned that "FEMA public assistance is ... designed as a reimbursement program," and that "anything that is excluded from that listing is ineligible for funding once that 90 day window passes." The city said it has been proactive in documenting damages and requesting site inspections to reduce risk and speed FEMA review.
Why this matters: FEMA reimbursement typically covers much of eligible permanent work but requires a linear process—applicant qualification, damage inspection, scope and cost agreement—before full funding is obligated. Staff and Hagerty emphasized that advancing some emergency or minor repairs is possible, but large reconstruction or mitigation done before FEMA agreement could be ineligible for reimbursement.
City staff described a two-tier strategic approach: move forward now on less-complex repairs that address safety or prevent further damage (for example, fence replacements, some municipal roof repairs and targeted road reopenings), while starting design, architecture and public engagement early on complex projects (bridges, riverfront parks, major greenway restorations) so the city is ready when FEMA scoping occurs. Dundas noted the city is seeking ways to group and phase work so contract capacity and federal compliance requirements can be met efficiently.
Officials said emergency water repairs have restored service to customers and that longer-term work at treatment facilities will continue as necessary. Jay Dundas highlighted that some roads (Azalea Road and Thompson Street) moved from closed to open after intensive public-works effort but cautioned many sites will require longer work and may need future closures during reconstruction.
On timing: staff said draft updated flood maps from the state were expected in 2025 and that FEMA and state review processes (including public comment) will take months. Madeleine Stoddard and Jay Dundas advised that early design and A/E work for complex projects can be eligible under FEMA but must be carefully documented and linked to agreed project scopes. There are also limited FEMA pathways for advance A/E funding, but these can complicate later reconciliation.
The presentation noted the city has stood up a Flood Assistance Support Team (FAST) to help property owners navigate elevation, insurance and rebuilding choices; staff encouraged property owners with historic structures to engage early because historic-designation and variance processes (Board of Adjustment) affect how flood rules apply.
Council members praised staff and consultants for the inventory and outreach. Council Member Beau Hess said he was grateful for the city's capacity compared with smaller jurisdictions. Madeleine Stoddard and Jay Dundas said staff will continue to coordinate public engagement and to prioritize safety-driven repairs that can be advanced with lower funding risk.
The city will present more specific project data and recommended actions to the full council at its Jan. 28 business meeting and in follow-up briefings. The staff presentation made clear that maximizing FEMA and other federal funding depends on adhering to FEMA's required sequence of inspections and scope agreements while using early documentation and targeted design work to reduce delays.
