1. #1
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    Default Close Out Report Completed???

    It was brought to my attention today that in North Carolina alone there are almost 200 Fire Departments that have failed to submit their Close Out Reports from previous years ('02, '03, '04). BE ADVISED - that NO FUTURE GRANTS will be awarded (including AFG for '05) to ANY department that fails to complete their Close Out Report.

    These Reports can be completed by logging into your origional application and lower the menu under actions, scroll down and choose Close Out Report.

    If you have any questions please contact your Regional Fire Program Specialist, who can walk you through this and answer any questions. It is important to make sure you have updated your email address so they can contact you about things such as these. Apparently, numerous reminder notices come back undeliverable.

    PLEASE spread the word to the surrounding departments in your area that may be waiting for funding and may have open grants.
    Last edited by dixiechicknc; 07-19-2005 at 06:58 PM.

  2. #2
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    Dixiechicknc is exactly right. I too have had numerous conversations with Fire Program Specialists who are stating that many departments, not just in NC, but across the country are failing to properly close out their existing grants. This creates additonal work for USFA and impedes their ability to deal with the current programs. Come on guys, the job is not done, till the paperwork is filed! Get on the ball and carry out your end of the deal or everyone gets hurt by this.

    KB

  3. #3
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    Our Dept. was notified Feb of 04 for 03 grant. With delays in bidding, building & receiving equip it was 14 mos. till closeout.
    Last edited by SWCHIEF; 08-02-2005 at 03:02 PM.

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    Wow. And I thought that the hard part would be over with the award. Having had no experience with actually being on the receiving end, I guess that the learning curve will continue for some time to come. My brain hurts.

  5. #5
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    Just make sure you keep VERY good records - copy all emails & correspondence in a file or notebook. Keep track of all copies of your 3 bids (or more - or 2 - whatever your SOGs, BYLAWS or department or town requires). Any communications with sales people, grant management, etc. notes (include date, time, name, etc.).

    It doesn't have to be a headache. The beginning of the round (or prior to it, like now) is a good time to start thinking of all this. Better now, than when you get an email saying, hey? No close out done? Or where's all your documentation? Anyway, you get my point. Make sure there's not too many hands in the 'cookie jar' requesting funds, speaking to the sales reps, doling out the gear, keeping the logs, etc.

    Oh, and when the gear starts to roll in...DON'T hand it out to your very excited guys til you record the serial numbers down, cross reference it with whom is going to be keeping it, and then store that in this same file or notebook, so you can prove where the Federal money went and to which member of the department the gear is with.
    Last edited by dixiechicknc; 08-04-2005 at 10:25 AM.

  6. #6
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    I cannot find the drop down for closing out the grant... is this something that does not appear until the grant year is up?? The semi annual was done and accepted.

    Thanks

    fyremanbob
    I got your back

  7. #7
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    It would be on the main Status Screen dropdowns when you first log in. If it's not there call up your grant specialist and see what's going on.

    If for some reason you still have outstanding orders for equipment related to previous years and therefore can't close out yet, let your specialist know, they will file an extension for you so that you can receive the 2005 award if you're in line for one. Because once you close out, you can't get any more money, even if you did order stuff. Done means done, so don't do it unless you are completely done spending any money and all equipment has been received.

  8. #8
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    You cannot close out your grant until at least the 11th month so that the benefits to your department and community can be monitored. In or around the 11th month, the close out report will appear under the actions menu.

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