Section 3060.80 General Requirements

Section 3060.80  General Requirements

a)         Grant Compliance

1)         Agreement

A)        When

a grant has been awarded, the grantee and the Director of the Department, or

the Director's designee on behalf of the Department, shall execute an

agreement.  In order for the costs to be eligible for funding, the project must

not be initiated and costs shall not be incurred prior to the time the Department

approves the grant agreement.  This grant shall not be used to reimburse an

applicant for any costs incurred prior to the execution of the grant agreement.

B)        The

agreement shall contain substantive provisions including, but not limited to,

the following:

i)         a

recitation of legal authority pursuant to which the agreement is made

ii)        an

identification of the project scope and schedule and the work or services to be

performed or conducted by the grantee

iii)       an

identification of the grant amount

iv)       the

condition and manner by which the Department shall pay the grant amount,

subject at all times to annual appropriation by the General Assembly

v)        the

irrevocable promise by the grantee to pay the local match (if any) of the total

project cost

vi)       a

promise by the grantee not to assign or transfer any of the rights, duties or

obligations of the grantee without the written consent of the Department

vii)      a

promise by the grantee not to amend the agreement without the written consent

of the Department; failure to do so will result in a cost disallowance; the

project must be completed by the completion date on the notice of grant award

unless a written request for an extension is submitted no later than 30 days

prior to the award completion date

viii)     a

covenant that the grantee shall expend the grant award and any accrued interest

only for the purposes of the project as stated in the application and approved

by the Department

ix)       a

covenant that the grantee shall refrain from entering into any written or oral

agreement or underst

equest for an extension is submitted no later than 30 days

prior to the award completion date

viii)     a

covenant that the grantee shall expend the grant award and any accrued interest

only for the purposes of the project as stated in the application and approved

by the Department

ix)       a

covenant that the grantee shall refrain from entering into any written or oral

agreement or understanding with any party that might be construed as an

obligation of the State of Illinois or the Department for the payment of any

funds under the Special Wildlife Funds Grant Program

2)         Grant

funds for projects approved through the Special Wildlife Funds Grant Program

may be made available for expenditure by a grantee for a period no longer than

2 years, except where such grant funds are disbursed in reimbursement of costs

previously incurred by the grantee.

3)         Acknowledgment

of Funding Source

A)        The grantee

shall give proper credit to the appropriate Special Wildlife Fund and

coordinate with the Department on any publication, written document, news

article, television and radio release, interview or personal presentation, if

initiated by the grantee, which refers to the project.

B)        The grantee

shall post a sign, include a logo or affix a decal, if practical and

applicable, crediting the applicable Special Wildlife Fund. Signs, logos and

decals shall be supplied by the Department.  The appropriate Advisory Committee

will provide guidance to the grantee for posting of signs, logos and decals on

projects awarded under its Special Wildlife Fund.

4)         Reporting

Requirements

A)        A grantee

shall provide a written Final Report to the Department no later than 30 days

following the ending date of the agreement

, logos and

decals shall be supplied by the Department.  The appropriate Advisory Committee

will provide guidance to the grantee for posting of signs, logos and decals on

projects awarded under its Special Wildlife Fund.

4)         Reporting

Requirements

A)        A grantee

shall provide a written Final Report to the Department no later than 30 days

following the ending date of the agreement.  The Final Report shall include all

of the following required information:

i)         project

information including:

grant

agreement number

grantee

name, address and telephone number

time-frame

of the report

name

and telephone number or e-mail address of grantee representative completing the

report

ii)        project

objective as described in the application and grant agreement

iii)       completed

project description

iv)       summary

of the project accomplishments involving habitat preserved, protected,

acquired, managed or improved (if applicable) through the grant, including:

list of wildlife and/or native

plant resources (by species) that benefitted from the project and how they

benefitted

acres planted in cool season

grasses, warm season grasses, forbs, legumes, shrubs, trees or other

appropriate description, including whether the acres were new or replanted

acres

acres sprayed or controlled

through the use of herbicides

acres upon which controlled

burns were undertaken

acres affected through woody vegetation

and/or tree removal

acres planted, disked, mowed,

sprayed, or burned, or trees/shrubs planted or removed with equipment purchased

through the grant

number of cooperators involved

in the project

5 to 10 digital images

depicting the study species, project site, project activities or other aspects

of the project

v)        summary

of the project accomplishments for the education of the general public (if

applicable) through the grant, including:

list of wildlife and/or native

plant resources (by species) that benefitted from the project and how they

benefitted

specific audience affect

5 to 10 digital images

depicting the study species, project site, project activities or other aspects

of the project

v)        summary

of the project accomplishments for the education of the general public (if

applicable) through the grant, including:

list of wildlife and/or native

plant resources (by species) that benefitted from the project and how they

benefitted

specific audience affected

measurable outcomes achieved

list of products resulting from

the project

vi)       summary

of the project research accomplishments (if

applicable)

resulting from the grant, including:

list of wildlife and/or native

plant resources (by species) that benefitted from the research undertaken in

the project and how they benefitted

how such research can be

implemented to benefit the targeted wildlife and/or native plant resources

vii)      total

project expenditures itemized to include the following:

name and address of vendor

item description identifying details

(if applicable) such as:

make, model, serial number of

any equipment or commodities purchased

brand name, seed species/mix

quantity purchased

date item purchased

viii)     project

expenditures paid by funds other than Special Wildlife Grant Funds

ix)       documentation

to support summarized report including a complete list of landowner names and

full address (note if absentee owner), acreage location and acres affected by

the project.  Multiple conservation practices on the same acreage does not

multiply the acreage

B)        For

multiple year projects, the Department may require the grantee to submit an

Annual Progress Report for each year during which the project is active.  The Annual

Progress Report shall include the same information listed in subsection

(a)(4)(A) for the Final Report as pertains to the current year.

C)        Failure

to provide the Final Report or Annual Progress Report as required in subsection

multiple year projects, the Department may require the grantee to submit an

Annual Progress Report for each year during which the project is active.  The Annual

Progress Report shall include the same information listed in subsection

(a)(4)(A) for the Final Report as pertains to the current year.

C)        Failure

to provide the Final Report or Annual Progress Report as required in subsection

(a)(4)(A) may render the grantee ineligible to receive payments under the

current award or make them ineligible for future awards.  Deadlines for reports

may be extended for just cause when requests are submitted in writing at least 2

weeks prior to the deadline.

5)         Financial

Management

A)        The grantee

shall keep adequate records relating to its administration of a project,

particularly relating to all incurred costs.  All assets acquired through

Special Wildlife Funds shall be accounted for.  These records shall be

available for audit by appropriate personnel of the Department and the State

Auditor General.  All records shall be retained in accordance with State laws.

B)        Any

funds (including any interest earned) not expended or legally obligated at the

completion of the project or at the end of the agreement, whichever is earlier,

shall be returned to the Department within 45 days to be deposited in the

applicable Special Wildlife Fund.  If the purchase is initiated and documented

by a written purchase order or invoice prior to the end of the term of the

agreement and payment is made within 60 days, the expense is allowable.

C)        Interest

earned on funds received as an advance payment shall become part of the project

principal and may only be used for eligible activities.

D)        Any

expenditure that does not comply with the grant agreement shall be disallowed

and shall be returned to the Department for deposit into the applicable Special

Wildlife Fund

ment is made within 60 days, the expense is allowable.

C)        Interest

earned on funds received as an advance payment shall become part of the project

principal and may only be used for eligible activities.

D)        Any

expenditure that does not comply with the grant agreement shall be disallowed

and shall be returned to the Department for deposit into the applicable Special

Wildlife Fund.

6)         Whenever

a grantee violates this Part, it shall be ineligible for further assistance for

a period of 2 years.

b)         Equipment

1)         Equipment

that is eligible to be purchased with Special Wildlife Funds will be limited by

the purpose of the particular grant program.

A)        Illinois Habitat Fund Grant Program and State Pheasant Fund Grant Program

Equipment that specifically

establishes, maintains or restores habitat, such as native grass drills, tree

planters, seeders, sprayers, tillers, disks, mowers, tractors and burn

equipment is eligible to be purchased with Special Wildlife Funds.  Vehicles

such as trucks, all-terrain vehicles (ATVs), etc., are not eligible for Special

Wildlife Funds.

B)         State

Furbearer Fund Grant Program

Equipment that specifically

provides educational opportunities in an eligible project (see Section

3060.50(a)) is eligible to be purchased with Special Wildlife Funds.

C)         State

Migratory Waterfowl Stamp Fund Grant Program

Equipment that specifically

develops, maintains or restores waterfowl propagation areas within the Dominion

of Canada or the United States that specifically provide waterfowl for the

Mississippi Flyway is eligible to be purchased with Special Wildlife Funds.

Vehicles such as trucks, all-terrain vehicles (ATVs), etc., are not eligible

for Special Wildlife Funds

erfowl Stamp Fund Grant Program

Equipment that specifically

develops, maintains or restores waterfowl propagation areas within the Dominion

of Canada or the United States that specifically provide waterfowl for the

Mississippi Flyway is eligible to be purchased with Special Wildlife Funds.

Vehicles such as trucks, all-terrain vehicles (ATVs), etc., are not eligible

for Special Wildlife Funds.

D)         Illinois Wildlife Preservation Fund Grant Program

Equipment that specifically

preserves, protects, perpetuates or enhances non-game wildlife and/or native

plant resources through research, management or education is eligible to be

purchased with Special Wildlife Funds.

E)          Illinois

Wildlife Preservation Fund Grant Program – Maintenance of Wildlife Rehabilitation

Facilities That Take Care of Threatened or Endangered Species

No equipment is eligible to be

purchased with monies from the Maintenance of Wildlife Rehabilitation

Facilities That Take Care of Threatened or Endangered Species Fund.

2)         Grantees

will be responsible for the maintenance of any equipment purchased through the

Special Wildlife Funds Grant Program.

3)         Equipment

is to be kept safe and secure by the grantee.

4)         Equipment

for habitat establishment, maintenance or restoration is to be available for

use by the general public.

5)         The grantee

may charge a fee for the use of habitat establishment, maintenance or

restoration equipment.  Rental fees shall not exceed $3/acre for habitat

development equipment such as native grass drills, tree planters, seeders,

sprayers, tillers, disks, mowers, tractors or other planting equipment

purchased with Special Wildlife Funds.  Rental fees shall be disclosed with the

application for funding assistance in purchasing the equipment.  All monies

collected as rental fees shall be used solely to maintain the equipment for

which they are charged

opment equipment such as native grass drills, tree planters, seeders,

sprayers, tillers, disks, mowers, tractors or other planting equipment

purchased with Special Wildlife Funds.  Rental fees shall be disclosed with the

application for funding assistance in purchasing the equipment.  All monies

collected as rental fees shall be used solely to maintain the equipment for

which they are charged.  The rental fees charged and received by the grantee

shall also be disclosed on the reporting of the use of that equipment. No other

fees beyond a rental fee may be charged by the grantee for use of the

equipment.

6)         The grantee

shall submit an Equipment Use Report on the use of all equipment purchased with

Special Wildlife Funds.  The Equipment Use Report shall include all of the

following required information:

A)        Details

on the grant recipient including:

i)          name

and address of the grantee

ii)         number

of the grant agreement under which the equipment was purchased

iii)        name

and telephone number or e-mail address of the person completing the report

iv)        time

period covered by the Equipment Use Report

B)        Details

on the piece of equipment including:

i)          equipment

type, model number and serial number

ii)         storage

location address

iii)        acre

or odometer meter reading at the beginning and ending of the reporting period

iv)        contact

person name and telephone number

v)         rental

rate charged and total fees collected for the use of the equipment

vi)        description

of any equipment maintenance and total expenditures for maintenance, supported

by paid invoices

C)        Detailed

information on the use of the equipment, including:

i)          date

equipment was used

ii)         location

of equipment use, including county, township, range and section

iii)        landowner

name and full address (note if absentee owner)

iv)        description

of how equipment was used, including:

●

management practice

completed (planting, d

supported

by paid invoices

C)        Detailed

information on the use of the equipment, including:

i)          date

equipment was used

ii)         location

of equipment use, including county, township, range and section

iii)        landowner

name and full address (note if absentee owner)

iv)        description

of how equipment was used, including:

●

management practice

completed (planting, disking, mowing, herbicide application, prescribed burn)

●

for planting practices, the

number of acres planted in cool season grasses, warm season grasses, forbs,

legumes, shrubs or trees, or other appropriate description, including whether

the acres were new or replanted acres

●

acres established,

enhanced, or otherwise affected and how affected (note when multiple practices

are on the same acres)

7)         The

Equipment Use Report shall be submitted by December 31 during each of the first

5 years following the project award.  The Equipment Use Report shall suffice as

the Annual Progress Report required in subsection (a)(4)(B) if the equipment

purchase was the only aspect of the project.

8)         Equipment

purchased shall become the property and the responsibility of the grantee

unless specified otherwise in the agreement.

9)         Whenever

it has been determined by the grantee and the Department that equipment

acquired through the Special Wildlife Funds Grant Program is no longer needed

for the project purpose, or that the grantee has other good cause, the

equipment, with the approval of the Department, may be disposed of in

accordance with one of the following methods:

A)        Equipment

may be transferred at no charge at any time with the approval of the Department

to another governmental agency or not-for-profit organization to use in

accordance with the original project purpose.

B)

Equipment held more than 5 years may be retained, sold

or otherwise disposed of with no further obligation to the Department

in

accordance with one of the following methods:

A)        Equipment

may be transferred at no charge at any time with the approval of the Department

to another governmental agency or not-for-profit organization to use in

accordance with the original project purpose.

B)

Equipment held more than 5 years may be retained, sold

or otherwise disposed of with no further obligation to the Department.

C)        When equipment is held less than 5 years and

not transferred in accordance with subsection (b)(8)(A), the grantee shall

forfeit its interest in the equipment and shall deliver the equipment to the

Department.

c)         Habitat Establishment,

Maintenance or Restoration

1)         On

habitat establishment, maintenance or restoration projects in which other

governmental or private funding programs are involved, the grantee is required

to provide the following detailed information:

A)        cooperator

names and addresses and locations of the habitat affected (Township, Range,

Section and County);

B)        number

of acres enhanced by the grant;

C)        type of

eligible conservation practice completed;

D)        the

funding amount of other cost sharing provided and the name of the cost share

provider;

E)        a copy

of any farm program contract or other pertinent document identifying the amount

of cost-share being provided; and

F)         length

of time committed to maintain the developed habitat area.

2)         The grantee

cannot charge fees for service or require membership to participate in the

benefits of a project funded through Special Wildlife Fund grants except as

specifically authorized by this Part.

3)         Habitat

establishment, maintenance or restoration projects are to identify the general

plant species to be planted, such as cool season grasses, warm season grasses,

forbs, legumes, shrubs or trees, or other appropriate description

quire membership to participate in the

benefits of a project funded through Special Wildlife Fund grants except as

specifically authorized by this Part.

3)         Habitat

establishment, maintenance or restoration projects are to identify the general

plant species to be planted, such as cool season grasses, warm season grasses,

forbs, legumes, shrubs or trees, or other appropriate description.

d)         Inspection and Auditing

of Projects

1)         The

Department shall be authorized to enter and cross properties affected by the

Special Wildlife Funds grant program to inspect progress and monitor grantee

compliance, in accordance with the authorities granted it through the Civil

Administrative Code of Illinois [20 ILCS 805/805-530].

2)         The

Department shall develop a standardized inspection report for use by Department

personnel when inspecting any project site.  The inspection report shall become

part of the public record.