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PROGRESS REPORT INSTRUCTIONS

Before You Get Started

The progress report has three parts: Project Information, Budget Form and Accomplishments. Progress reports must be submitted quarterly by the deadline shown in your grant agreement.

Each quarter, your previous quarter’s information will be added to the next report. This is designed to be a labor-saving device that builds your final report as you go, versus you having to write one.

To save your report as you’re working on it, click “Save Progress” while online. To submit your quarterly report, click “Submit Completed Quarter’s Report.” To submit your final report and request to close out your project, click “Submit Final Report and Close Out Project.”

Project Information
Questions 1-9: Self-explanatory.

Question 10: Use this to request prior approval for changes to your program. Prior approval is required for some items of cost, certain budget changes, and other aspects of the project.

Question 11: Self-explanatory.

Budget Form
Enter the amount of money you spent by quarter in the appropriate cost categories. The form will total the amounts for you when you click on “Save Progress.”

  • Column 2. Original Budget: The dollar amounts shown in this column should match your approved project budget.
  • Columns 3: These columns are used to report how much money was paid to your organization by quarter, which should reflect your approved quarterly payments schedule, and how much money you spent by quarter in each cost category. For each quarter, enter the amount you spent in each cost category, as well as any program income realized, and the value of cost sharing/match. Line 3b., Surplus (deficit) shows how much money you have remaining from your quarterly advance, or how much you have overspent your quarterly advance.

Accomplishments
Column 1 shows the types of accomplishments. Enter the total accomplishments you projected in column 2. The numbers in this column should reflect your approved project’s accomplishments. Enter you quarterly accomplishments as you realize them in columns 3. In Column 4, the form will total the accomplishments for you.

  1. Project Plans (DD): Each type of treatment is counted here once, regardless of size or frequency. Example: You plan to establish a shaded fuel break around your community and will also offer monthly chipper days for residential clean ups. Total treatments = 2.
  2. Acres Accomplished (H4): Treatment types. To calculate acres, first convert all measurements to feet. Then multiply the length by the width of the project size. Next, convert feet to acres by dividing total by 43,560 (sq ft/acre). Finally, round up to whole acres. For residential treatments, estimate the average size of the treated area, say 0.5 acres, then multiply by the total number of properties treated.
  3. Monitoring (MT): All projects should be monitored to ensure objectives are met. Photo monitoring includes before, during and after photos taken of your project(s). Photos may be e-mailed to grants@firesafecouncil.org (please send .jpg files sized to 100k or less) or mailed (electronic versions preferable) to California Fire Safe Council, P.O. Box 2106, Glendora, CA 91740.
  4. Community Assistance: Programs that educate residents and create behavior change resulting in fuel modification around homes in the wildand-urban interface (WUI)
    1. Community Wildfire Protection Plans (CWPP): CWPPs help prioritize fuel treatment projects across jurisdictional boundaries in a manner envisioned in the Healthy Forests Restoration Act, National Fire Plan and 10-Year Comprehensive Strategy.
      Key Points:
      CWPPs are generally developed by local government, and/or a fire safe council with assistance from state and federal agencies, and other interested partners. Plans take a variety of forms and may be as simple or complex as necessary, based on the specific needs and desires of the local community or county. While plans do not need to be overly complicated they should effectively address local forest and range conditions, assets-at-risk, and priorities for action.

      The minimum reqirements for a CWPP are:
      • Collaboration. A CWPP must be collaboratively developed with meaningful involvement from state and federal agencied that manage land in the vicinity of the community and other interested parties, particularly non-governmental stakeholders.
      • Prioritized Fuel Reduction. A CWPP must identify and prioritize areas for hazardous fuel reduction treatments on both federal and non-federal land and recommend the types and methods of treatment that, if completed, would reduce the risk to the community.
      • Treatment of Structural Ignitability. A CWPP must recommend measures that homeowners and communities can take to reduce the ignitability of structures throughout the area addressed by the plan.

        The Healthy Forests Restoration Act requires that three entities must mutually agree to the final contents of a CWPP:
        • The applicable local government (eg, counties or cities);
        • The local fire departments; and
        • The state agency responsible for forest management.
    2. Community Risk Assessments: Analysis of community values at risk, levels of protection and fire hazards to the community.
    3. Education/Outreach programs and products: Activities other than community risk assessments and fire plans that educate residents and create behavior change resulting in fuel modification around homes in the WUI. Activities include, community outreach events, home evaluations, media/public information events, training residents, signing, GIS/Community mapping, data collection, coordination and distribution. Example: Your community education project includes a media event, 16 public events, a new sign program and 2 training sessions for residents. Total = 1 + 16 + 1 + 2 = 20
    4. Community Workshops: An educational meeting or forum that provides education to stakeholders that results in the reduction of community vulnerability to loss from wildfire (e.g., Firewise workshop or similar). Essential elements of a workshop include instruction or activity that informs participants about local wildland fire issues, history and behavior, and emphasizes the reduction of flammable fuels adjacent to, and within, WUI areas.

Printing Your Progress Report
Click on "Submit Completed Progress Report". Click "OK" when the system tells you your changes have been saved. Scroll to the bottom of the screen title, "Submit Completed Progress Report". Click to save it as a printable pdf. If you are ready to submit the paper, click "Submit Completed Progress Report" at the bottom of the screen. If not, click your browser's back button to return to you progress report without submitting it.