Code of Maine Rules › 01 - DEPARTMENT OF AGRICULTURE, CONSERVATION AND FORESTRY › 670 - BUREAU OF PARKS AND LANDS › Chapter 8 - RULES FOR SNOWMOBILE CLUB TRAIL MAINTENANCE GRANT-IN-AID PROGRAM › Section 670-8-2 - APPLICATION AND REIMBURSEMENT PROCESS AND REQUIREMENTS

Current through 2024-29, July 17, 2024
1.
Eligibility Requirements
To be eligible for the grant program, the snowmobile club
				  ("applicant" or "grantee") must be incorporated and register with the Bureau's
				  Snowmobile Program. Registration is done by providing to the Bureau a completed
				  copy of the organization's "Request for Taxpayer Identification Number and
				  Certification" (IRS Form W-9) by December 1st to be eligible for grants for the
				  current winter season. The snowmobile club is required to provide an Officer
				  Update Form to the Bureau annually. To be eligible for a snowmobile trail
				  maintenance grant, the club must file a Trail Maintenance Grant-In-Aid
				  application with the Bureau by December 1st; and to be eligible for
				  reimbursement, the club must file for reimbursement by the following May
				  15th.
2.
Grant
				Program and Application Process
A.
Amount of Grants
Grants are made in the form of reimbursement for eligible and
				  actual expenses capped at a per mile rate for up to and including 30 miles. The
				  bureau, in its sole discretion, will annually determine the total maximum per
				  mile rate by comparing club expenditures for the preceding year with
				  anticipated revenue for the projected year. The maximum per mile rate will be
				  stated on the application, but is subject to change if the bureau later
				  determines that the actual available funds are less than anticipated. The
				  bureau in its sole discretion will determine eligible expenses and grants will
				  not exceed reimbursement of actual expenses. No residual funds will be
				  transferred to the bureau's capital equipment fund.
B.
Application and Reimbursement
				Process
(1) The grant programs are
				administered by the Bureau's Off Road Recreational Vehicle Office. All
				correspondence and application forms must be submitted to:
Maine Department of Agriculture, Conservation and
				  Forestry,
Bureau of Parks and Lands
Off Road Recreational Vehicle Office
Snowmobile Grant Program
Station #22
Augusta, Maine 04333
(2) Grant applications must be received or
				postmarked no later than December 1st to be eligible for a grant for the
				current winter season.
(3) The
				applicant must complete and submit the following documents:
(a) Snowmobile Club Trail Maintenance
				Grant-In-Aid Application/Agreement (supplied by the Bureau); and
(b) A quality, commercially produced base map
				that shows the trail at a scale of at least one-half inch to one mile. The map
				must show the location of the trails, water bodies, streams, roads, the
				topography of the land, parking areas, clubhouses, and support
				facilities.
(4) After
				reviewing the application, the Bureau will issue a written notification to the
				applicant approving or denying the application. Specific terms and conditions
				of the grant are listed in Section
				3, although the Bureau may require
				additional terms and conditions to effectively carry out its program.
(5) To be considered for full reimbursement,
				the club must submit a completed Request for Reimbursement form (supplied by
				the Bureau) no later than May 15th. Only expenses incurred from the preceding
				May 1 through the date of the request for reimbursement will be considered for
				payment. The Bureau will review the request, determine the appropriate grant
				amount, and reimburse the club according to the terms of the
				agreement.