Quarterly report Planning Example PDM18
1Status Code: 1. On Schedule; 2. Suspended; 3. Delayed; 4. Cancelled; 5. Completed
2Cost Code: 1. Cost Unchanged; 2. Cost Overrun; 3. Cost Underrun UPDATED – FY2019
MEMA MITIGATION PROGRAM QUARTERLY REPORT
Contact Name: [PROJECT MANAGER ] Contact Email: [ PROJECT MANAGER EMAIL ]
Project Name: [ i.e. Hazard Mitigation Plan Update ]
Applicant: [ Town of ] Period From: Jan 1, 2020 To: March 30, 2020
Project #
Summary of Overall Scope Status
Code1
Approved
Completion
Date
Actual
Completion
Date
Cost
Code2
PDMC 18-09xxx Update the Hazard Mitigation Plan for the Town 1 6/30/2021 1
Tasks/Accomplishments From Work Schedule
If more room is needed please attach another sheet to this document
Task Start
Date
Task
Duration
(In Months)
Estimated
Task End
Date
Percent
Complete
Grant Award and Contracting 11/1/19 1.5 12/15/19 100%
Select and Hire a Vendor 12/15/19 2 2/15/20 100%
Convene Local Hazard Mitigation Planning Committee 2/15/20 1.5 4/1/20 100%
Update Hazard Profiles 2/10/20 3 7/1/20 10%
Update Critical Facility Inventory 2/10/20 3 7/1/20 30%
Update Mitigation Goals 9/1/20 3 12/1/20
Update Actions 10/1/20 2 12/1/20
Plan review, Evaluation, and Implementation 12/1/20 2 2/1/21
Plan Maintenance 1/1/21 1 3/1/21
Public Review of Draft 2/1/21 2 4/1/21
Review and Approval 4/1/21 3 6/30/21
Total Percentage of Project Complete 25%
*WE HAVE EXPENDED FUNDS DURING THIS FISCAL YEAR, THAT MEET OR EXCEED THE THRESHOLD(S) REQUIRED BY THE SINGLE AUDIT ACT OF
1996 AND WILL CONDUCT ALL REQUIRED AUDITS. Yes No
1. Please describe significant activities and developments that have occurred, which show performance during this
quarter, including a comparison of actual accomplishments to the objectives established in the application.
2. Do you anticipate completion of work within the performance period? Yes No
If not, please describe any problems, delays or adverse conditions that will impair the ability to meet the state d objectives in the
application.
Do you anticipate:
3. Cost underrun/overrun? Yes No
4. Request for change in Scope? Yes No
5. Request for extension of performance period? Yes No
If you answer yes to any of the above, please provide comments in the section below.
Should additional funds become available, this form will be used to track and evaluate if costs are eligible for consideration.
This form will also be used to evaluate any requests for change in scope, or performance period extension.
[For Example: Planning Committee prepared RFP to solicit vendors; received bids on 1/15/20; signed contract with vendor on
1/31/20. Held first planning committee meeting on 2/10/20.]
1Status Code: 1. On Schedule; 2. Suspended; 3. Delayed; 4. Cancelled; 5. Completed
2Cost Code: 1. Cost Unchanged; 2. Cost Overrun; 3. Cost Underrun UPDATED – FY2019
Instructions for MEMA Mitigation Program Quarterly Report
First Page
Top Section:
Contact Name
Contact e-mail
Project Name
City/Town
Period covered by this report, ex. January 1, 2020 to March 30, 2020
Middle section:
Project Number: ex. PDMC 01-01
Summary of Overall Scope: ex: Upgrade 18” stormwater pipe to 24” pipe
Status Code: 1 thru 5, explanation of codes at bottom of page
Approved completion date: Period of Performance end date/ Contract end date
Actual Completion date: Leave blank
Cost Code: 1 thru 3, explanation of codes at bottom of page.
Tacks/ Accomplishments: List all timeline items from approved Work Schedule included in executed
state contract package. All tasks must be on every report.
Task start date: Date work began on this task
Task Duration: Length of time in months to do work
Estimated task end date: Approximate date of this task being completed
Percent Complete: As of this reporting period, how much of task is completed, should be cumulative
Bottom Section:
Regarding Single Audit Act of 1996, Answer: Yes, or No
Second Page
1. Brief synopsis of work completed this quarter. Include comparison of objectives from application.
2. If you anticipate a delay in the work performance period, please describe.
3. If yes, please describe circumstances
4. If yes, please describe circumstances
5. If yes, please describe circumstances