Project Management/CD Financial Resources

Conservation District staff often manage the lifecycle of a DGLVR project. Note that most examples are in the Microsoft Word docx format so you can edit them to suit your local needs.

Required Documentation Templates

These types of documentation are required for administering the DGLVR program. Provided below are examples that you can modify as needed. Alternate templates can be used at the district’s discretion.

  • Project File Checklist: A checklist of the items that must be included in a contracted DGLVR project’s file. This form is not required to be kept in a project’s file, but it is an essential guide to the documentation a district must keep.
  • Approved DGLVR E&S Plan (30.5 KB): The final, approved, erosion and sediment control plan to be used with the DGLVR program. This plan was coordinated with DEP’s E&S Program.
  • Off ROW Consent Form (17.6 KB): Example consent form to obtain permission from a landowner to perform work and/or outlet water onto their property.
  • Project Ranking Criteria (47 KB): Example criteria for use by Conservation Districts and Quality Assurance Boards in ranking applications that are submitted.
  • QAB Designee letter (21.6 KB): Example letter that can be used by the PA Fish and Boat Commission or Natural Resource Conservation Service to appoint a designee to a county’s Quality Assurance Board.

Optional Project Management Templates

The following forms are optional tools to assist with project management.

  • Project Narrative: Form to describe problems being addressed along with a project summary for a given contract.
  • Project Timeline: Form to record various payment/date information for a given contract.
  • Project Lifecycle Checklist: Big-picture checklist to record important events in project planning and implementation. This is a checklist that is generally applicable to any DGLVR project and is not required, but recommended, especially for conservation district staff new to the DGLVR Program. Note that there is a separate lifecycle checklist that is required for stream crossing projects and is available on the stream crossing webpage.
  • Pre Application Meeting Checklist: A checklist of the items that should be considered prior to receiving an application.
  • Bid Package Review Checklist (36.8 KB): When DGLVR projects involve bidding, it is important that the bid documents accurately reflect the DGLVR project specifications and Program requirements. This is a checklist of items to check in the bid package before it is finalized and provided to interested bidders.
  • RFQ Templates: These are provided in an editable format and can be customized by users. They are useful program details that are recommended to be attached to a grant recipient’s bid package. Note that these are not standalone bid packages on their own.
    • Road Fill (36.8 KB): This optional Request for Quote allows users to specify the type or quality of material for use as road fill in projects. The RFQ is provided in an editable format and can be customized by users.
    • DSA (57.3 KB): This optional Request for Quote allows users to include all SCC requirements for DSA material and placement. The RFQ is provided in an editable format and can be customized by users. For more information, visit the DSA general resources page.
      • DSA Certification Form (515 KB): Fillable form for supplier to verify DSA meets specifications. This gets attached to the DSA RFQ.
  • Pre Construction Meeting Checklist: A checklist of the items that should be considered prior to beginning construction.
  • Project Expense Tracker (21.0 KB): Spreadsheet template that conservation district staff can use to total project receipts and invoices. Conservation districts are recommended to use a spreadsheet such as this one when reviewing project expenses and to retain a copy of this review, both electronically and printed in the project hard file. Districts are welcome to use their own spreadsheets in addition to or in place of this template. It is helpful when filling out the Project Completion Report.

Flyers for Outreach

These flyers can be used for education and outreach to potential grant applicants.

  • DGLVR Handout for New Participants (2.87 MB): This 2-page flyer provides a brief overview and introduction to the DGLVR Program. It is geared towards an audience of potential grant applicants to get them interested in the program and provide the first steps to getting involved.
  • Example DGLVR Projects (5.68 MB): This 2-page flyer shows example before and after pictures of completed DGLVR projects and frequent issues addressed by the DGLVR Program. This document is intended for conservation districts to share with potential grant applicants to help illustrate what types of road issues may be a good fit for Program funding. Note that is a Microsoft PowerPoint file (.PPTX).

Financial Resources/Spreadsheets

  • CAM Spreadsheet (44.7 KB): Conservation districts must use a cost allocation method (CAM) to determine what portion of shared expenses are eligible DGLVR administration and education expenses. This spreadsheet includes examples of 3 different CAMs that meet DGLVR CAM policy. This can also be used as a template spreadsheet to assist conservation districts in developing their own CAMs. (Excel spreadsheet) (Updated 9/6/2024)
  • Cost Allocation Method Examples (212 KB): This document provides examples to support section 3.4.2 of the Dirt, Gravel, and Low Volume Road (DGLVR) Administrative Manual that discusses cost allocation methods (CAMs) for conservation district (district) administrative and education expenses.
  • DGLVR payments to conservation districts (261 KB): This document provides guidance on how DGLVR funding moves from the State Conservation Commission (SCC) to PA County Conservation Districts.
  • DGLVR payments to grant recipients (262 KB): This document provides guidance on how DGLVR funding moves from PA County Conservation Districts to DGLVR grant recipients.
  • DGLVR GIS QR reconciliation template (58.5 KB): This spreadsheet template can be used by conservation districts to help fill out the DGLVR quarterly report and/or reconcile their local DGR and LVR account balances with the GIS account balances. (Excel spreadsheet)
  • DGLVR GIS Quick Guide (780 KB): This provides guidance to conservation districts on filling out quarterly reports in the DGLVR GIS. It includes screenshots from the GIS with at-a-glance notes and reminders.
  • DGLVR Staff Time Sheet Example (22.0 KB): Conservation districts must document time spent on the DGLVR Program that is paid for with administration and education funding. This template spreadsheet is an example time sheet available for conservation district use. (Excel spreadsheet)
  • QAQC Project Expense tracker (20.9 KB): Conservation districts are encouraged to utilize spreadsheets to review DGLVR project invoices/receipts and document which expenses are paid for by the grant program. This template spreadsheet is an example project expense tracker available for conservation district use. (Excel spreadsheet)

Site Assessment Forms

These historical forms pertain to performing a site assessment. Although the site assessment protocol will likely be changed at some point in the future, these forms serve as a useable guide for selecting suitable sites. Note that while these forms are written for unpaved roads, then can be utilized for low volume roads. For more information and updated documentation, visit the Assessment Training page.