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PARKS AND RECREATION DEPARTMENT
DIVISION 17
VETERANS AND WAR MEMORIAL GRANTS
736-017-0000
Purpose
The purpose of this division is to establish the procedures and criteria that the Oregon Parks and Recreation Department (OPRD) will use in recommending Veterans and War Memorial Grants for funding to the commission pursuant to ORS 390.180(1)(d).
Stat. Auth.: ORS 390.124
Stats. Implemented: ORS 390.180(1)(d)
Hist.: PRD 6-2006, f. & cert. ef. 12-15-06
736-017-0005
Definitions
As used in this division, unless the
context requires otherwise, the following definitions apply:
(1) "Agreement" means the
formal contract between OPRD and the Project Sponsor describing the terms and conditions
associated with any granting of funds. Also called "Grant Agreement."
(2) "Commission" means the
Oregon Parks and Recreation Commission.
(3) "Committee" means the
Veterans and War Memorial Grant Review Committee described in OAR 736-017-0010.
(4) "Department" means the
Oregon Parks and Recreation Department (OPRD).
(5) "Construction" means
the creation of a new memorial on public property.
(6) "Director" means the
director of the Oregon Parks and Recreation Department.
(7) "Eligible Project" means
a construction or restoration undertaking which satisfies the requirements of the
Veterans and War Memorial Grant Program.
(8) "Governmental Entity"
means a body of government, whether district, local, regional, state, federal or
tribal.
(9) "Grant" means an award
from the Veterans and War Memorial Grant Program.
(10) "Grant Application"
means the form and its format as developed by the OPRD that an applicant uses to
request a grant.
(11) "Match" means project
sponsor's budgeted funds, donated funds, value of equipment, materials, labor, planning,
or any combination thereof.
(12) "Maintenance" means
the continuation or preservation of a memorial. It includes the routine maintenance
of or around a memorial such as landscaping, power washing, general cleaning, dusting,
or removal of trash.
(13) "Memorial" means a monument
or place designed to commemorate or preserve the memory of wars involving the United
States of America or to honor veterans of the Armed Forces of the United States
of America.
(14) "Nonprofit Veterans'
Organization" means a group that:
(a) Is a nonprofit group
that represents veterans of the Armed Forces of the United States, or is established
for the purpose of supporting or recognizing such veterans;
(b) Has an established membership,
that includes officers, and bylaws; and
(c) Is physically located
in Oregon or has a chapter that is physically located in Oregon.
(d) Is also called a “Veterans’
Nonprofit Organization”.
(e) Is recognized as an existing
non-profit status by the Internal Revenue Service.
(15) "OPRD" means the Oregon
Parks and Recreation Department.
(16) "Planning" means the
research, design, engineering, environmental, and site survey of any Memorial construction
or restoration project.
(17) "Project Completion"
means satisfaction of all requirements of a grant agreement as determined after
review or inspection by OPRD.
(18) "Project Authorization"
means the Agreement that authorizes the project as signed by the director and the
Project Sponsor.
(19) "Project Sponsor" means
the recipient of the grant funds and the responsible party for implementation of
the project. A Project Sponsor must be a local or regional government.
(20) "Public Property" means
public lands, premises and buildings, including but not limited to any building
used in connection with the transaction of public business or any lands, premises
or buildings owned or leased by a government entity.
(21) "Restoration" means
the improvement, rehabilitation, repair, or reconstruction of an existing memorial.
It does not include routine maintenance.
(22) "Veterans and War Memorial
Grant Instruction Manual" means a manual prepared by the OPRD containing state policies,
procedures, instructions and grant criteria to assist applicants and Project Sponsors
wishing to participate in the Veterans and War Memorial Grant Program.
Stat. Auth.: ORS 390.124
Stats. Implemented: ORS 390.180(1)(d)
Hist.: PRD 6-2006, f. &
cert. ef. 12-15-06; PRD 4-2012, f. & cert. ef. 5-11-12; PRD 2-2015, f. &
cert. ef. 10-1-15
736-017-0010
Veterans and War Memorial Grant
Review Committee
(1) The Veterans and War Memorial Grant
Review Committee shall be composed of five members selected by the department for
their interest or expertise in veteran or military issues, at least two of which
represent either a veterans organization or a governmental agency responsible for
the administration of law relating to veterans or for their knowledge of memorial
construction or preservation.
(2) The Veterans and War
Memorial Grant Review Committee shall follow grant application review procedures
as provided in this division.
Stat. Auth.: ORS 390.124
Stats. Implemented: ORS 390.180(1)(d)
Hist.: PRD 6-2006, f. &
cert. ef. 12-15-06; PRD 4-2012, f. & cert. ef. 5-11-12; PRD 2-2015, f. &
cert. ef. 10-1-15
736-017-0015
Director Authority
(1) In addition to those considered
by the committee, the director may recommend eligible projects to the commission
for grant funding. The director may recommend grants for construction and restoration.
(2) The director may recommend
funding eligible projects either in whole or in part.
(3) The director may establish
minimum or maximum grant award amounts each funding cycle.
(4) The director may establish
funding priorities or other criteria for each funding cycle.
Stat. Auth.: ORS 390.124
Stats. Implemented: ORS 390.180(1)(d)
Hist.: PRD 6-2006, f. &
cert. ef. 12-15-06
736-017-0020
Eligibility
(1) The applicant and project sponsor
must be either a local or regional government.
(2) Site. To be eligible
for a grant, a memorial must be placed on public property. If the property is not
owned or controlled by the project sponsor, there must be an agreement in place
between the project sponsor and the public property owner stating that the memorial
will remain in place for at least 25 years.
(3) The project sponsor must
agree in writing to keep in place and maintain the memorial for at least 25 years
from completion of the project. If the property is not owned or controlled by the
project sponsor, there must be an agreement in place between the project sponsor
and the public property owner stating that the memorial will remain in place for
at least 25 years.
(4) Matching Requirements.
The Veterans and War Memorial Grant program provides, subject to the availability
of funds, for up to 80 percent funding assistance with a minimum of 10 percent cash
match. The project sponsor shall provide a minimum 10 percent cash match. The project
sponsor may provide the remaining match by planning, construction, or restoration
work performed following project authorization.
(5) Ineligible costs for
grant:
(a) Overhead — The
regular operating expenses of either the applicant or the governmental entity receiving
the memorial such as rent, building upkeep, utilities, and all fixed costs associated
with the daily operations of a business, agency or group;
(b) Overtime;
(c) Expenses for equipment
or materials used outside the scope of this project.
Stat. Auth.: ORS 390.124
Stats. Implemented: ORS 390.180(1)(d)
Hist.: PRD 6-2006, f. &
cert. ef. 12-15-06; PRD 4-2012, f. & cert. ef. 5-11-12; PRD 2-2015, f. &
cert. ef. 10-1-15
736-017-0025
Application Process
(1) When the commission has Veterans and War Memorial Grant Program funds to award, the director will announce through a variety of media the availability of, application procedures for, deadlines and other information for applying for a grant, including whether the director has established funding priorities for that funding cycle.
(2) Applicants must submit a grant application to the department. Applicants may use the "Veterans and War Memorial Grant Instruction Manual" for guidance in preparing and submitting a grant application to the department.
(3) A grant application that contains multiple work items must be structured so that the commission may award partial funding to a specific work item proposed in the grant application.
[ED. NOTE: Forms referenced are available from the agency.]
[Publications: Publications referenced are available from the agency.]
Stat. Auth.: ORS 390.124
Stats. Implemented: ORS 390.180(1)(d)
Hist.: PRD 6-2006, f. & cert. ef. 12-15-06
736-017-0030
Evaluation of Applications
(1) The department will review eligible applications that the department receives by the announced deadline for completeness. The department will provide all complete, eligible applications to the committee.
(2) The committee will rank applications based on the following criteria:
(a) Whether the application meets the director's funding priorities for that funding cycle;
(b) Whether the application has demonstrated the need for the project;
(c) Whether the applicant has demonstrated that adequate budget and financial controls are in place to properly administer the grant; and
(d) Any other criteria determined by the director prior to the announcement of the availability of grant funding, and which are contained in that announcement.
(3) The committee recommends funding grants up to the amount of funds that may be available in the program that biennium. The committee may also rank several alternates in priority order that may be funded if any of the recommended grants are not awarded.
Stat. Auth.: ORS 390.124
Stats. Implemented: ORS 390.180(1)(d)
Hist.: PRD 6-2006, f. & cert. ef. 12-15-06
736-017-0035
Award of Grants
(1) Grants will be subject to
binding grant agreements between the OPRD and the Project Sponsor. The grant agreement
will specify the terms and conditions of the grant, generally including:
(a) The total project costs,
the match to be provided by the Project Sponsor, and the amount of the grant;
(b) A statement of the work
to be accomplished;
(c) When the grant-assisted
project may begin and a schedule for accomplishing work, reporting on progress,
delivering products, and project completion.
(2) If grant funds remain or
become unobligated, the department may reallocate such funds to other department
grant programs.
Stat. Auth.: ORS 390.124
Stats. Implemented: ORS 390.180(1)(d)
Hist.: PRD 6-2006, f. &
cert. ef. 12-15-06; PRD 4-2012, f. & cert. ef. 5-11-12
736-017-0040
Disbursement of Grant Funds
(1) All grant funds shall be disbursed to project sponsors on a reimbursable basis after submission of billings on approved schedules specified in grant agreements. Project sponsor shall supply information substantiating billings if requested by the department.
(2) Under certain conditions such as reduction or increase of these funds an emergency procedure for awarding or canceling grants may be initiated at the discretion of the director.
(3) In implementing the emergency procedure, the director shall consider the availability of funds; the scope and need of projects available for funding; and the urgency and statewide importance of prospective projects. The director may propose projects to the commission for funding under this section and the commission may waive other requirements of these rules for the purpose of obligating funds in a timely manner.
Stat. Auth.: ORS 390.124
Stats. Implemented: ORS 390.180(1)(d)
Hist.: PRD 6-2006, f. & cert. ef. 12-15-06
736-017-0050
Recovery of Grant Funds
(1) Project sponsors that fail to complete approved projects to the department's satisfaction shall return all unexpended grant funds.
(2) Project sponsors shall maintain records adequate for audit purposes for a period of not less than five years after project completion and shall reimburse the department for any costs questioned in audit findings.
Stat. Auth.: ORS 390.124
Stats. Implemented: ORS 390.180(1)(d)
Hist.: PRD 6-2006, f. & cert. ef. 12-15-06
The official copy of an Oregon Administrative Rule is
contained in the Administrative Order filed at the Archives Division,
800 Summer St. NE, Salem, Oregon 97310. Any discrepancies with the
published version are satisfied in favor of the Administrative Order.
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