Or. Admin. R. 695-035-0040 - Small Grant Program Grants
(1)
Prior to the disbursement of any Small Grant Project funds, the Grantee must
sign a Small Grant Project agreement containing such terms and conditions as
may be deemed necessary by the OWEB Director to ensure that the expected
benefits of the project are realized, and that applicable legal requirements
and any special conditions of the Board with regard to particular grants are
met.
(2) Each Small Grant Project
awarded will be limited to a maximum of $15,000 per project, per landowner, per
OWEB fiscal year, including technical assistance and fiscal administrative
expenses.
(3) The Board will only
enter into new Small Grant project agreements with a grantee once that grantee
has addressed to OWEB's satisfaction all active Small Grants with outstanding
advances and all expired Small Grants with outstanding advances.
(4) Fiscal administrative expenses included
in each Small Grant Project may not exceed 10 percent of the OWEB grant amount
for direct project costs. However, project grants for a total of $2,000 or less
may include fiscal administrative expenses up to $200, not to exceed the total
amount awarded.
(5) A change in
fiscal agent requires an amendment to the original grant agreement, and must be
requested in writing of the OWEB Small Grant Program.
(6) Travel expenses directly related to
project implementation are eligible for funding under the Small Grant Program,
subject to OWEB review and approval. Travel expenses will be reimbursed only in
accordance with rates approved by the Department of Administrative Services and
which are in effect at the time the expense was incurred. The Grantee must
identify the reason or purpose for all travel expense reimbursement requests.
No mileage reimbursement will be paid for the use of motorcycles or mopeds. The
Small Grant Program will not reimburse for meals, lodging, or out-of-state
travel.
(7) Equipment purchases
directly related to project implementation are eligible for funding under the
Small Grant Program, subject to OWEB review and approval. However, OWEB
discourages the use of limited Small Grant Project funds on equipment
purchases, and instead encourages Teams to work with applicants to obtain
equipment through other means, such as borrowing or renting. Following project
completion, equipment purchased with OWEB funds will reside with any of the
following: watershed council, soil and water conservation district, tribe,
local government, or a school district. These entities will make the equipment
available to each other at no cost, other than nominal maintenance
costs.
(8) Small Grant Project
award recipients must provide evidence of at least 25 percent secured match for
the Small Grant Project award prior to disbursement of grant funds by including
a signature of commitment from the entity(ies) providing match on the OWEB
Secured Match Form. Match must be current and specific to the Small Grant
Project. The same match may not be used for multi-phased projects, unless it is
divided among the phases. Applicants may attach the completed match form to
their application or they may submit the form with their first grant award
payment request. Disbursement of the final grant award payment requires
evidence of actual match contributed, shown on the Actual Match Form. Match may
include labor, volunteer time, technical assistance, materials or services
provided, donated property, or cash. OWEB funding may not be used as match for
a Small Grant Project funded by OWEB.
(9) All Small Grant Projects will be
completed within 24 months from the date of Team approval of the application.
No project completion extensions beyond 24 months will be allowed.
(10) Upon project completion, the Grantee
will provide OWEB and the Small Grant Team with a copy of the Project
Completion Report and color photographs with captions. Final project accounting
and reporting are due no later than 60 days following the project completion
date.
(11) The following standards
will be applied to each Small Grant Project payment:
(a) OWEB will not pay for activities that
were not covered under the project grant agreement, or did not receive prior
approval from OWEB per OAR 695-035-0030(5).
(b) Each Small Grant award will be disbursed
in no more than two payments.
(c)
The Board will retain ten percent of project funds until the final report, as
required in the grant agreement, has been approved.
(d) The first payment may consist either of
an advance of up to 60 percent of the Small Grant award upon presentation of a
detailed estimate of expenses for a specified time period, or of a
reimbursement of expenses to date upon presentation of receipts and
invoices.
(e) No funds will be
released until evidence is submitted to OWEB that all required permits and
licenses for the project have been granted.
(f) Receipts for the full advance amount are
due within 120 days of the date OWEB issues the advance check.
(g) The second and final payment will not be
disbursed until OWEB receives from the Grantee through the designated fiscal
agent:
(A) Receipts and invoices for
expenditures of previous fund releases, and receipts and invoices supporting
the new fund release request;
(B) A
spreadsheet documenting all project expenses;
(C) A completed Actual Match Form, showing
all project match, which must total at least 25 percent of the amount of OWEB
funds actually spent on the Small Grant Project;
(D) A satisfactory Project Completion Report
and color photographs with captions of the project site; and
(E) A current Oregon Watershed Restoration
Reporting Form, showing among other things, evidence of actual match
contributed.
(12) Two years following receipt by OWEB of
the project completion report, the individual designated in the project
application will provide OWEB and the local Small Grant Team with a Year-Two
Status Report. Applicants may budget for this as an expense to OWEB in the
application (not to exceed $200), or they may put the amount toward the
required 25 percent match funds by showing the amount in the cost share
column.
Notes
Statutory/Other Authority: ORS 541.906
Statutes/Other Implemented: ORS 541.890 - 541.969
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