**GRP Guidance Sheet**

**&**

**Planning Checklists**

### Phase I- Preparing Application Package

1.  **DC.** DC receives request from landowner or operator to apply for
    the program.

2.  **DC**. Fill out the **application form, AD-1153**. [Complete
    AD-1153 in its entirety.]{.underline} Include:

-   legal names of everyone and every legal entity with an interest in
    the property

-   addresses and contact information (phone, fax, e-mail)

-   signatures of applicant(s) and of any others with a legal interest
    in the property

-   taxpayer ID number(s) of applicant(s)

-   signature of District Conservationist

-   legal description of proposed GRP acres

-   a copy of the deed or other ownership documents from applicant

-   a copy of creation documents for all trusts, partnerships,
    corporations, etc. The document should indicate who has signatory
    authority. Examples of the documents include Articles of
    Incorporation, Partnership Agreements, Power of Attorney documents,
    Trust information, etc. We need to get copies of any of these that
    apply to the project.

3.  **DC**. Apply the GRP Ranking Tool to the application.

4.  **DC**. Forward GRP database to Donna Rasmussen. The database must
    include data for [all]{.underline} applications, whether they pass
    the screen or not.

*If the application is selected for funding, continue as follows:*

5.  **DC**. Send to Gary Finstad the name(s) and addresses of awardees.
    This includes all persons or entities with a legal interest in the
    land in the application.

6.  **Finstad**. Finstad prepares *Letters of Tentative Acceptance* and
    sends them---along with a *Notice of Intent to Continue* (Form
    AD-1159)---to all applicants, with cc's to local CEDs, DCs, ACs, and
    Rasmussen. Send letters by certified mail with return receipt.
    Enclose a franked, self-addressed envelope with the letter and form.
    (Rich Preuss in mailroom can do this.) The Intent to Continue must
    be returned to DC within 15 days of delivery to the applicant, as
    evidenced by the return receipt from the Post Office.

7.  Applicant returns AD-1159 to DC.

8.  DC provides the original signed AD-1159 to Finstad.

**FOR AGREEMENTS**:

9\. DC provides local FSA Office with a copy of the signed *Notice of
Intent to Continue*, along with copies of the conservation plan (on Form
AD-1155), baseline report, and Direct Deposit Form (Form SF-1199A---if
needed). FSA assigns a contract number.

10\. FSA prepares the GRP contract (CCC-920, appendix, and conservation
plan) and secures signatures of landowner(s) and the COC.

11\. Finstad notifies Lynette DiFeo about GRP funding, and she
coordinates with local FSA offices on data entry. When FSA COC signs off
on contract, and database is updated, the funds are considered
"obligated."

*That's it for the [enrollment]{.underline} of GRP agreements.*

**FOR EASEMENTS**:

9\. **DC**. Provide Donna Rasmussen with a copy of the signed *Notice of
Intent to Continue*, along with copies of the application (AD-1153), and
completed Direct Deposit Form (Form SF-1199A---if needed). At this
point, the GRP funds are only considered to be "committed."

10\. **DC**. Provide Donna Rasmussen with copies of the following:

> a\. **Preliminary Certificate of Inspection and Possession**
>
> b\. **Hazardous Substance Examination Checklist**
>
> c\. **CO CPA-52, Environmental Evaluation Worksheet**.
>
> **NOTE: DC.** If the deed does not clearly demonstrate clear title to
> and ownership of the easement area, make arrangements with the local
> title/abstract company to perform a title search (costs approx.
> \$75-\$100). *It some areas, it may be prudent to do this regardless
> of the ownership documents produced.*

11\. **Rasmussen** establishes an official case file, using the contract
number assigned by FSA.

## [Phase 2- Finalizing the Easement]{.underline}

12\. **Rasmussen** orders appraisal from a Certified Appraiser using the
revised Task/Delivery Order form, submit directly to the appraiser.
Provide notification to appraiser to contact DC, with copy of
correspondence to DC, AC and Finstad. Also notify appraiser to send
appraisal report to Rasmussen.

13\. **DC.** Meet with the appraiser and the applicant on the site.

14\. Rasmussen provides Jordre with appraisal for administrative review.

15\. ***(\_\_\_\_\_\_ Date)* Rasmussen.** Appraiser will send
**AD-1161** with taxpayers ID to Rasmussen for review. Rasmussen informs
DC of offer value. Rasmussen provides the **AD-1161** to Sansburn, who
makes payment and provides a copy to the appropriate District
Conservationist and Rasmussen. Sansburn obligates funds in the FFIS
Database.

16\. **Rasmussen**. Prepare **the AD-1157, Option to Purchase
Agreement.** Send **AD-1157** to DC who sends it certified/return
receipt to participant. Provide copy of the correspondence to AC and
[Rasmussen]{.mark}. Provide self-addressed franked envelope for the
applicant to return the form to the DC. The applicant has 15 days to
return the signed **AD-1157**. Be sure to send 3 copies to producer,
along with a copy of the **GRP Conservation Easement Deed** (CCC-1255).
Producer keeps one copy, and the other two are returned to Rasmussen,
for Dennis's signature.

17\. **Rasmussen and DC.** After the signed Option to Purchase Agreement
is received, Rasmussen orders the land survey from one of the approved
surveyors after discussion with the DC. (Contract Specialist, Tony
Doxtater, has A&E contract with several surveyors in the state). By
cover letter with a copy to the AC and to Rasmussen, send a Survey
Task/Delivery Order to surveyor. Instruct the surveyor to contact the DC
in order to provide the on-site GRP boundary locations. Also instruct
the surveyor to send survey and request for payment to Puga.

18\. **Rasmussen.** If survey shows more or less acres than on **Option
to Purchase, AD-1157**, an **amended Option to Purchase, AD-1157A,**
will be sent. (SAME AS STEP 12)

19\. ***(\_\_\_\_\_\_ Date)* Rasmussen.** Fills out **AD-1161** to pay
surveyor. Be sure to include the surveyor's taxpayer ID number on this
form. Rasmussen provides the **AD-1161** to Sansburn to obligate funds,
and make payment. Sansburn provides a copy to the DC and Rasmussen.

20\. **Rasmussen.** Rasmussen orders **title insurance commitment** from
an approved local title/abstract company.

21\. **Rasmussen**. Once commitment received, notifies the DC to
initiate an **LTP-23, Certificate of Use and Consent**, for completion.
**DC** should call Rasmussen, as necessary, to discuss encumbrances that
may affect NRCS' consideration in signing the form. **DC** provides
completed form to AC and Rasmussen.

22\. **Rasmussen**. Transmits information to USDA Office of General
Counsel (OGC) for a **Preliminary Title Opinion** (**PTO**), with copy
to DC and AC.

23\. **Rasmussen**. Receives PTO and prepares **Closing Instructions**
for Closing Agent (w/ copies to DC and AC).

24\. **Rasmussen**. Closing scheduled. Closing Agent coordinates with
land owner(s) on this, and provides Finstad with a target date for
closing and an estimate of closing costs.

25\. **Rasmussen**. After closing, Closing Agent records **GRP
Conservation Easement Deed** (CCC-1255 or CCC-1255-30), **Subordination
Agreement and Limited Lien Waiver** (AD-1158), **and other documents**,
then forwards recorded originals and title insurance policy to
Rasmussen, who forwards copies to DC and AC.

26\. **Rasmussen**. Coordinates with DC on submission **of NRCS-LTP-22,
Final Certificate of Inspection and Possession.**

27\. **Rasmussen**. Transmits information to OGC for **Final Title
Opinion**. OGC sends Rasmussen Final Title Opinion. Rasmussen sends
copies to DC and ARC(P).

28\. ***(\_\_\_\_\_\_ Date)* Rasmussen**. Prepares **AD-1161** for
making easement payment and paying closing costs. Rasmussen provides
copy to the DC and ARC(P), original to Sansburn for payment.

29\. **Rasmussen**. Works with DC and GIS Specialist to digitize
easement delineation into national digital map.

### Phase 3- Implementing The Conservation Plan

**DC**. Easement Management

-   Implement the restoration cost share agreement just as any other LTC
    is implemented, unless another form of contracting has been selected
    (i.e. Coop. Agreement or federal contract)

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-   Annual GRP Monitoring Checklist by October 1^st^ annually

-   Annual Compatible Use Authorization by April 1^st^ annually

-   DC submits contract modifications to Alexander as needed

-   Rasmussen records "restoration completion" upon receipt of last CIN
    payment application

What happens when a portion of an easement is sold. New file should
contain:

> Transfer Agreement
>
> Survey from the new landowner
>
> Copy of title insurance policy from the original easement
>
> Indemnification Agreement
>
> Subordination agreement
>
> New conservation plan