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    Default Left over AFG funds

    Our dept has left over funds that we want to use for FP. Has any dept gotten to use their left over funds for a trailer to haul characterization and prop equipment? sound equipment? What have other depts used their funds for? Thanks for the help.

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    IIRC, leftover funds can only be used to fulfill additional goals as stated in the mission addressed in the grant request (ie. if you needed turnouts and radios, you can buy additional PPE and/or additional communications equipment).

    I am not sure of the *exact* rules, and I will probably have my statement corrected or clarified by one of the more expert contributors here.

    Good luck.
    You only have to be stupid once to be dead permanently
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    Actually, excess funds can be used for an approved FP project besides purchasing additonal equipment within the scope of the project. The exception is when excess funds exceed $5,000. It is mandatory for any excess funds over $5,000 to be used towards FP.

    The PG states:

    (2)Grantees may use excess funds to create or expand a fire prevention program. In order to use excess funds for fire prevention, it will be necessary for grantees to submit an amendment to their grant. In the amendment request, it will be necessary to explainthe following:

    i)What fire prevention efforts are you currently engaged in?
    ii)Where the use of excess funds would fit within your existing efforts, if
    applicable.
    iii)Who is the target audience for your fire prevention project and how did
    you identify this audience?
    iv)How will you evaluate the effectiveness of the requested fire
    prevention project?

    Excess funds over $5,000 must be used for fire prevention or option number three (3)below.
    (option 3 is returning the excess funds to AFG)

    Departments have funded laptops, equipment etc. I believe the AFG is pretty lenient on this as long as it meets the above conditions. As for a trailer, I'm not sure if it has been done. It can't hurt to submit an amendment, the worse they will do is say no and you will have to come up with a backup FP.

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    Ah yes, within the "scope".... I should have kept my mouth (keyboard?) closed. Thanks for the correction.
    You only have to be stupid once to be dead permanently
    IACOJ Power Company Liason
    When trouble arises and things look bad, there is always one individual who perceives a solution
    and is willing to take command. Very often, that individual is crazy. - Dave Barry.

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    I would check with the people at AFG, before I spent any money. It is easy to ask questions now, instead of in the audit. Was your grant a FP grant, or FF Safety?

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    Quote Originally Posted by mbristol View Post
    I would check with the people at AFG, before I spent any money. It is easy to ask questions now, instead of in the audit. Was your grant a FP grant, or FF Safety?
    I'll echo bristol here...and add to get those answers documented by AFG. Even if you simply request an e-mail be sent to you to verify the conversation you just had. Write down names, dates, and times of who and when you talk to people at AFG.

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    Our grant was for FF safety and I had fully intened to do a amendment for the requested FP items. I was just wondering about the trailer etc. and what other had used their excess funds for.

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    Even though the rules explain the excess funds process, it doesn't hurt to CYA. I have sent something each time explaining what we will be doing with the excess funds. You will probably get the stock answer that expains the excess funds rule, but it covers you.

    On one occasion, with excess funds exceeding $5,000, an amendment was sent explaining the FP idea for the amount over $5,000 and how the remainder was being used within the scope of the project. A phone call later, fully documented, the excess funds were determined to be less than $4,000, no need for FP (officially closed out by AFG).

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    Don't worry guys, she is a two time winner and keeps her ducks in a row quite well. She knows only too well to CYA on the email with permission first.Call them and ask Barb; "No" is just a word!
    P.S. Looks like Waterford wants me up there next year with a seminar!
    Kurt Bradley
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    If I submit a request for the things we need for Fp and they say no can we submit a different request or is their only 1 chance and you give the money back?

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    Make the "call" first and test the waters Barb beofre submitting a written plan.
    Kurt Bradley
    Fire/EMS/EMA Grant Consultant
    " Never Trade Skill for Luck"

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    Quote Originally Posted by onebugle View Post
    Actually, excess funds can be used for an approved FP project besides purchasing additonal equipment within the scope of the project. The exception is when excess funds exceed $5,000. It is mandatory for any excess funds over $5,000 to be used towards FP.

    (option 3 is returning the excess funds to AFG)

    Departments have funded laptops, equipment etc. I believe the AFG is pretty lenient on this as long as it meets the above conditions. As for a trailer, I'm not sure if it has been done. It can't hurt to submit an amendment, the worse they will do is say no and you will have to come up with a backup FP.
    Just to clarify, is it the federal share that can not be over $5K or the total? Can I buy $4,999 worth of equipment or can I buy $5,262 worth of equipment and request $4,999 in federal share? Not sure that we'll get that close, but just curious more than anything.

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    Quote Originally Posted by Not2L84U2 View Post
    Just to clarify, is it the federal share that can not be over $5K or the total? Can I buy $4,999 worth of equipment or can I buy $5,262 worth of equipment and request $4,999 in federal share? Not sure that we'll get that close, but just curious more than anything.
    Ryan anything that oyu do with the excess funds up to the $5,000 will have to include your mathcing dollars as well. If you are a 10% it would have to include that 10% of the cost.
    Kurt Bradley
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    Thanks Kurt...kind of figured but wasn't sure

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    Default Left over funds

    For you Grant Guru's..
    My approved grant project was for $79,800 ($75,810/$3,990) my bids came in at $73,988 So, it looks as though I will have approximately $5,812 total in unspent money from my Ops & Safety grant... (I asked for Structural PPE (head to toe), pagers and training materials)
    My question is, can I ask to use those unspent dollars for wildland gear for 5 members that currently don't have any wildland PPE? it is PPE, just not structural PPE....will it fly?? or should I just try and use it for Fire Prevention? I believe I can use $4,750 fed's money and $250 of my money, correct??
    Thanks in advance... David

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    Quote Originally Posted by accesslocks View Post
    For you Grant Guru's..
    My approved grant project was for $79,800 ($75,810/$3,990) my bids came in at $73,988 So, it looks as though I will have approximately $5,812 total in unspent money from my Ops & Safety grant... (I asked for Structural PPE (head to toe), pagers and training materials)
    My question is, can I ask to use those unspent dollars for wildland gear for 5 members that currently don't have any wildland PPE? it is PPE, just not structural PPE....will it fly?? or should I just try and use it for Fire Prevention? I believe I can use $4,750 fed's money and $250 of my money, correct??
    Thanks in advance... David
    You hsoudo be OK with that, best bet is call program specialist and ask the question and get his answer in an email to document yourself.
    Kurt Bradley
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    Quote Originally Posted by ktb9780 View Post
    You hsoudo be OK with that, best bet is call program specialist and ask the question and get his answer in an email to document yourself.
    The Key here is what Kurt just mentioned. Request an email confirming their approval.

    Its easy to say "thank you" then hang up and forget to request that email.

    Kurt, your sinkholes in Florida I see had even forced the shutdown of the Daytona 500 untill they could get it repaired.

    The water usage to protect the orchards was the cause right?

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    Quote Originally Posted by jam24u View Post
    The Key here is what Kurt just mentioned. Request an email confirming their approval.

    Its easy to say "thank you" then hang up and forget to request that email.

    Kurt, your sinkholes in Florida I see had even forced the shutdown of the Daytona 500 untill they could get it repaired.

    The water usage to protect the orchards was the cause right?
    All the pumping of water to ice the trees and keep them from freezing causes sinkholes. Not sure what caused Daytona pothole to form other than poor maintenance. It needs resurfacing and has needed it for years. Thought my boy Clint wasa going to take it all but, helping his teamate knocked him out.
    Kurt Bradley
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    " Never Trade Skill for Luck"

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    Quote Originally Posted by accesslocks View Post
    I believe I can use $4,750 fed's money and $250 of my money, correct??
    Thanks in advance... David
    That is correct if you are required to match at the 5% level otherwise it would be 10% ($4500/$500) or 20% ($4000/$1000).

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    OK, I'm going to pirate this one for a minute. I haven't had to do an equipment closeout in a couple of years and I notice this year you must put in detail (make, model, etc.) what you bought. Does this include what you purchased with excess funds?

    I ask since I used part of our excess funds for FP&S stuff and I see nowhere to include it. Thought you guys might save me some time on the phone with the help desk.

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    Quote Originally Posted by ktb9780 View Post
    All the pumping of water to ice the trees and keep them from freezing causes sinkholes. Not sure what caused Daytona pothole to form other than poor maintenance. It needs resurfacing and has needed it for years. Thought my boy Clint wasa going to take it all but, helping his teamate knocked him out.
    Yep, Kevin did him in and then whined like it was the 99's fault. Happy for McMurray, though. And I get the funny feeling he may pick up McDonald's as a partial sponsor!
    "Be polite, be professional, but have a plan to kill everybody you meet.Ē
    --General James Mattis, USMC


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    Quote Originally Posted by Catch22 View Post
    OK, I'm going to pirate this one for a minute. I haven't had to do an equipment closeout in a couple of years and I notice this year you must put in detail (make, model, etc.) what you bought. Does this include what you purchased with excess funds?

    I ask since I used part of our excess funds for FP&S stuff and I see nowhere to include it. Thought you guys might save me some time on the phone with the help desk.
    Catch,

    You will have to report all of the purchases including what was purchased with excess funds. This will be done in the "Request Details" section.

    As for the make, model etc. that is part of the of the "Equipment Inventory" and is only for items that have an individual cost of $5,000 or more. Any thing less is not reported on that form.

    Just closed out our 2008 grant for the AED's and all I had to do was the Request Details section for the equipment.

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    Quote Originally Posted by onebugle View Post
    Catch,

    You will have to report all of the purchases including what was purchased with excess funds. This will be done in the "Request Details" section.

    As for the make, model etc. that is part of the of the "Equipment Inventory" and is only for items that have an individual cost of $5,000 or more. Any thing less is not reported on that form.

    Just closed out our 2008 grant for the AED's and all I had to do was the Request Details section for the equipment.
    OK, here's what I'm looking at under the "Request Details" section and the instructions...

    The activities for program Operations and Safety are listed in the chart below.
    Below is your departmentís approved budget for your 2008 Assistance to Firefighters Grant Program. Using paid invoices, record the actual purchases made by the department. It may be necessary to change the prices, the quantities, delete line items or add new equipment to reflect all the actual grant expenditures. Use the description box to help identify the specific equipment by including the brand, manufacturer, style or other useful information.

    If you did not purchase items listed below or purchased items not listed below, be sure to explain that in the narrative section. This closeout report should be an accurate, specific record of all expenditures made with both federal funds and your departmentís match.

    Please review the list of purchases you indicated you would make on your original grant proposal making the appropriate changes to any quantities or prices as needed. A description box has been added for you to provide information that will help us identify the type of equipment/item purchased - this could be brand name or manufacturer. If you made additional purchases please add them to this list so we have record of all items purchased. Any items that are on this list that you did not purchase need to be explained in the report narrative section.
    I'm going to have to have a better look tomorrow and see if I can find where to input such things as my FP&S stuff. Of course it never fails, I've still got a couple of outstanding invoices I need before I can finish.

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    Quote Originally Posted by Catch22 View Post
    OK, here's what I'm looking at under the "Request Details" section and the instructions...



    I'm going to have to have a better look tomorrow and see if I can find where to input such things as my FP&S stuff. Of course it never fails, I've still got a couple of outstanding invoices I need before I can finish.
    Once you get into it you will find it's not as in depth as the description makes it.

    This is what I used for the AED's:

    The department purchased Physio-Control LIFEPAK 1000 Biphasic AED's.
    For the one item that was not listed I used Other (EMS) with a description.

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