Grant-In-Aid Program Agency Rules Chapter Res 8400 (http://www.gencourt.state.nh.us/rules/state_agencies/res8100-8500.html) Statutory Authority: RSA 215-A:3-a, III and 215-C:3, II (http://www.gencourt.state.nh.us/rsa/html/xviii/215-a/215-a-mrg.htm)
The purpose of the Grant-In-Aid (GIA) Program is to provide assistance to snowmobile and OHRV clubs with projects that will benefit riders. The intent is to enhance the development, maintenance, construction, grooming, and safety of trails in New Hampshire. 2
Program Funding Funds are derived from Snowmobile and OHRV registration fees and non-refunded gas taxes. Funds generated are allocated to a separate state account and can only be utilized for the GIA program. 3
Distribution of Registration Fees Snowmobile Registration/NH Resident/Club Member $66.00 Agent Fee $3.00 Online Vendor Fee $2.00 Fish & Game Search and Rescue $1.00 $47.00 to Trails Bureau $6.70 GIA Equipment Grants $26.60 GIA Maintenance Grants $9.70 Operations $4.00 BOT Trail Maintenance $13.00 to Fish & Game Registration Law Enforcement Safety Education 4
Eligibility Requirements Must be registered with the Secretary of State s Office Must have the following on file with the Bureau A current list of club officers Completed Alternate W-9 Form Official club trail map Current landowner permission list 5
Landowner Partnership Club partnerships with landowners are VITAL to the success of the Snowmobile and OHRV trail programs Keep landowners informed of all maintenance/construction activity that needs to occur on their property As well as having current Snowmobile Trail Permission forms and/or Wheeled Vehicle Trail Permission forms on file, make sure to have landowners sign a Grant-In-Aid Project Permission form for all construction projects that will be completed on their land Touch base annually with landowners, not only to update your landowner permission list, but to ask if they have any concerns Share the GIA Landowner Brochure with your landowners Remind club members that trail users are GUESTS on landowners property it only takes a few bad apples 6
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OHRV (WHEELED) VEHICLE TRAIL PERMISSION Permission is hereby granted to (Name of club/organization) to provide public ATV UTV Trail Bike Jeep/Truck access on my property. It is understood that use of my property, for said purpose, in no way holds me liable or responsible for accidents that may occur as a result of others using my property as provided for in Chapter 212, Section 34, Laws of the State of New Hampshire (RSA 212:34 Duty of Care). There shall be no fee for the use of this property. The above named club/organization agrees to mark, sign, and maintain the property in a proper and safe manner. The State of New Hampshire, Department of Resources and Economic Development, Division of Parks and Recreation, Bureau of Trails, shall also provide a landowner liability insurance policy with coverage of $2,000,000.00 for trails within the Grant-In-Aid Program. This agreement shall have a term of: Indefinite 1 year from landowner approval 5 years from landowner approval **THIS AGREEMENT MAY BE TERMINATED FOR ANY CAUSE, BY EITHER PARTY, UPON THIRTY (30) DAYS WRITTEN NOTIFICATION.** Dated this day of, 20 Landowner (Print Name) Landowner Signature Address Town/City Zip Code Telephone Club/Organization Club/Organization Officer (Print Name) Club Address Title (President, Trail Administrator, etc.) Town/City Zip Code Club/Organization Officer s Signature April 2015 Version 9
Landowner Brochure: http://www.nhstateparks.org/uploads/pdf/landowner-partnership-webfile.pdf 10
Landowner Brochure: http://www.nhstateparks.org/uploads/pdf/landowner-partnership-webfile.pdf 11
Landowner Brochure: http://www.nhstateparks.org/uploads/pdf/landowner-partnership-webfile.pdf 12
Landowner Brochure: http://www.nhstateparks.org/uploads/pdf/landowner-partnership-webfile.pdf 13
Landowner Insurance The Commercial General Liability Policy provides coverage for registered landowners, other than the State of NH, who allow their land to be used for participation in the Snowmobile and OHRV Trails Programs If you do not provide a current landowner list annually with the Bureau of Trails, the landowner will NOT be covered! 14
The Grant-In-Aid Application 3 Application Types Winter Snowmobile Grooming Summer Snowmobile Trail Maintenance/Construction and Equipment Summer OHRV Trail Maintenance/Construction, Grading, and Equipment Applications are emailed to clubs, they are not on the Bureau s website 15
Winter Snowmobile Grooming Grant funds to assist snowmobile clubs with winter trail grooming Applications emailed to clubs in September Due back in October Bureau & GIA Advisory Committee meets in October Clubs notified November December to Governor & Council for approval November agreements to clubs Upon return from club, agreements to Attorney General for approval Upon return from AG and approval by G&C, agreements to Bureau of Accounts to encumber funds Clubs can not receive funds without this process being complete get your agreement back timely! Agreements effective upon G&C approval through May 31st 16
Summer Snowmobile Trail Maintenance/Construction and Equipment Purchasing/Refurbishment Grant funds to assist snowmobile clubs with summer trail maintenance and/or construction projects, and the purchase or refurbishment of trail maintenance equipment Applications emailed to clubs in April Due back in May Bureau & GIA Advisory Committee meets in May Clubs notified June June to Governor & Council June agreements to clubs Upon return from club, agreements to Attorney General for approval Upon return from AG and approval by G&C, agreements to Bureau of Accounts to encumber funds Clubs can not receive funds without this process being complete get your agreement back timely! Agreements effective upon G&C approval through December 31 st 17
Summer OHRV Trail Maintenance/Construction, Grading, and Equipment Purchasing/Refurbishment Grant funds to assist OHRV clubs with summer trail maintenance and/or construction projects, grading of trails, and the purchase or refurbishment of trail maintenance equipment Applications emailed to clubs in April Due back in May Bureau & GIA Advisory Committee meets in May Clubs notified June June to Governor & Council June agreements to clubs Upon return from club, agreements to Attorney General for approval Upon return from AG and approval by G&C, agreements to Bureau of Accounts to encumber funds Clubs can not receive funds without this process being complete get your agreement back timely! Agreements effective upon G&C approval through May 31st 18
State of New Hampshire Department of Resources and Economic Development Division of Parks and Recreation Bureau of Trails 2015/16 GRANT-IN-AID WINTER PROGRAM APPLICATION FOR SNOWMOBILE CLUBS GROOMING OPERATIONS SECTION 1 - APPLICANT INFORMATION (All information is required) A. Name of Club: Club Address: Town/City: State: Zip Code: Club Telephone #: Club Fax #: Club Web Address: Club E-mail: B. President: Address: Town/City: State: Zip Code: Telephone #: Fax #: E-mail: C. Trail Administrator: Address: Town/City: State: Zip Code: Telephone #: Fax #: E-mail: APPLICATION MUST BE FILLED OUT COMPLETELY IN ORDER FOR IT TO BE CONSIDE Application submission DEADLINE: Friday, October 9, 2015 @ 4:00 PM 19
SECTION 2 - FINANCIAL STATEMENT AS OF: / / Date A. INCOME C. EXPENSES DUES MISC OTHER TOTAL TOTAL B. ASSETS D. OUTSTANDING DEBITS CASH EQUIPMENT OTHER TOTAL TOTAL Treasurer s Signature / / Date SECTION 3 - GENERAL INFORMATION This application is submitted by the appointed Trail Administrator for the maintenance of snowmobile trails and/or snowmobile parking lots in the following towns: The following County(ies) represents my club s area of maintenance: The total ONE-WAY mileage of the club s trails is miles. Total (one-way) Corridor Trail Miles: Corridor Trail Numbers: Total (one-way) Primary Trail Miles: Primary Trail Numbers: Total (one-way) Non-Corridor Trail Miles: The total number of current club members is: Are your trails open to other uses? Yes No If yes, please list other uses: 20
SECTION 4 WINTER GROOMING You must include an up-to-date Club Trail Map (showing the club s complete trail system). Snowmobile and legal OHRV areas of winter usage, as well as parking lots, must be clearly marked. LANDOWNER PERMISSION IS REQUIRED You must attach a typed, current list of all landowners on which the club s trail system exists. Said list must include the Club s Name and current date on the top of the list, as well as provide landowner names, contact information, property location, trail name/# on property, and if the permission is WRITTEN or VERBAL. Failure to provide said list will mean your application is incomplete, exclude you from funding, and will exclude your landowners from the Bureau s landowner insurance policy!!! EQUIPMENT TO BE USED YEAR MAKE MODEL HP AND SIZE OF DRAG (each on own line) CLASS MILES REQUESTED HOURS REQUESTED GIA EQUIPMENT RATE PER HOUR TOTAL GIA REQUEST TOTAL GROOMING: PARKING LOT PLOWING: Reimbursement for plowing of parking lots will only be approved for parking lots that are clearly marked on the provided club trail map mentioned above. Parking lots must be open to the general public and approved by the Bureau. Clubs must submit an itemized bill from the vendor that includes days and hours plowed. DESCRIPTION & LOCATION OF PARKING LOT(S) (Include lot names): $ PER HOUR x ANTICIPATED # OF HOURS TO PLOW = $ REQUE (Lot Name) $ PER HOUR x ANTICIPATED # OF HOURS TO PLOW = $ REQUE (Lot Name) TOTAL REQUEST FOR GROOMING TOTAL REQUEST FOR PLOWING TOTAL GRANT REQUEST GROOMER LOG BOOKS (Please check the box for the number of log books your club needs) 1 2 3 4 OTHER (justify): 21
SECTION 5 - REQUIRED SIGNATURES TRAIL ADMINISTRATOR'S AUTHORIZATION: THE OFFICERS OF THE CLUB VOTE TO APPOINT (Trail Administrator s Name) AS TRAIL ADMINISTRATOR WHO IS AUTHORIZED TO ENTER INTO GRANT-IN-AID CONTRACTS WITH THE BUREAU OF TRAILS AND ACCEPT MONIES GRANTED AND RECEIVED IN COMPLIANCE WITH THE GRANT APPLICATION AND CONTRACT. CLUB PRESIDENT NAME (PLEASE PRINT) CLUB PRESIDENT SIGNATURE DATE TRAIL ADMINISTRATOR: ON BEHALF OF THE AFOREMENTIONED CLUB, I HEREBY REPRESENT THAT I HAVE CAREFULLY ANALYZED THE BUREAU OF TRAILS GRANT-IN-AID PROGRAM REGULATIONS AND SPECIFICATIONS AND CERTIFY THAT THE ABOVE COST ESTIMATION AND INFORMATION PROVIDED ON THIS APPLICATION IS CORRECT TO THE BEST OF MY KNOWLEDGE. TRAIL ADMINISTRATOR NAME (PLEASE PRINT) TRAIL ADMINISTRATOR SIGNATURE DATE COUNTY SIGNATURES: THE FOLLOWING SIGNATURES WILL ACKNOWLEDGE THAT THIS APPLICATION HAS BEEN REVIEWED AS TO FORM AND SUBSTANCE BY THE GRANT-IN-AID AND NHSA COUNTY ADVISORS. GRANT-IN-AID COUNTY ADVISOR DATE NHSA COUNTY DIRECTOR OR ASSISTANT DATE ATTENTION: This application, when completed, must be returned to the Bureau of Trails, 172 Pembroke Road, Concord, NH 03301, on or before the close of the work day, October 9, 2015 at 4:00 PM 22
GRANT APPLICATION PACKAGE Winter Grooming Application Current Landowner List What Must Be Included Must say verbal or written permission Current Club Trail Map GPS Maps effective with application package for 2016/17 season Workshop this afternoon if you need assistance with this Grooming Schedule Certificate of Good Standing New one required once per year with Summer Application If have this on file at BOT, club does not need to submit new one with Winter application Trail Signing Workshop Clubs must participate in one over the next 2 years Held at NHSA s Annual Trailmasters Meeting 23
GRANT APPLICATION PACKAGE What Must Be Included (Continued) Summer Snowmobile Application Sign Order Form Equipment Inventory Form Certificate of Good Standing New one required once per year with Summer Application 24
GRANT APPLICATION PACKAGE What Must Be Included (Continued) Summer OHRV Application Current Landowner List Must say verbal or written permission Current Club Trail Map GPS Maps effective with application package for 2016/17 season Certificate of Good Standing New one required once per year Sign Order Form Equipment Inventory Form 25
The Reimbursement Process - It s Easier Than You Think 26
Percentages of Grant-In-Aid Grant-In-Aid shall be limited to the following percentages: 100% of cost of materials for trail maintenance/construction 60% of cost of renting equipment to complete projects 60% of cost of purchasing trail grooming equipment 75% of cost of refurbishing trail grooming equipment 70% of cost of summer grading or winter grooming 50% of cost of parking lot snow removal 100% of cost of trail signs 27
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Billing Form Located on our website Form fill-in Auto calculates Trail Administrator must sign and date Copies of paid invoices must be included Copies of cancelled checks (front & back), or charge receipts, must be included Grooming and grading logs must be included and fully completed Between December 15 th and January 1 st there must be at least 8 of continuous snow on the ground before grooming operations can be funded under GIA Grooming and grading reimbursement requests must be received at the BOT by the 10 th of the month following the month the work was performed in Trail maintenance/grooming equipment must be registered with Fish & Game in order to receive reimbursement BOT supplies Logs to clubs @ no charge Clubs request Logs on Winter Application Submit via mail to BOT, 172 Pembroke Rd., Concord, NH 03302 30
Cash Advance Option Clubs can request 75% of reimbursement up front to pay vendor(s) Usually utilized for equipment purchases or refurbishments Remaining 25% of reimbursement will be granted only after club provides proof of payment Must be received within 60 days of cash advance Box on Billing Form to check off if requesting this Copy of club s financial records must be included to demonstrate an inability to pay expenses up front Rest of requirements are the same as a regular reimbursement request Submit via email request with brief explanation as to why requesting it 31
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Reimbursement Time Line Reimbursement packages are usually processed by the Bureau within a week of receipt If the Bureau has questions regarding your package the Program Specialist will email the Trail Administrator Keep an eye on your email Program Specialist will send an email with current GIA account statement sheet (.pdf) to Trail Administrator when done processing & sent to Finance for payment Reimbursement should be received by club within two weeks If you do not get reimbursement contact the Program Specialist 34
Direct Deposit Saves club member time and money No waiting for check & then running to bank to deposit Ensures funds are received No checks lost in mail Club receives funds quicker The night Bureau of Accounts processes Club can designate ONE person be notified of deposit via email from Treasury The BOT recommends it be the Trail Administrator 35
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If you have questions or need assistance please contact the Grant-In-Aid Program Specialist Email: lisa.meffert@dred.nh.gov Telephone: 271-3254, Ext. 202 Fax: 271-3553 For Program forms, brochures, a copy of this presentation, and other information go to: http://www.nhstateparks.org/about-us/trails/ 37