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Grant In Aid Administrative RulesThe purpose of the Grant-In-Aid Program is to provide assistance to organized, non-profit off highway recreational vehicle (OHRV) clubs and political subdivisions (such as towns and municipalities). The intent of the Grant-In-Aid Program is to encourage development, maintenance, construction, grooming, and safety of OHRV trails in the State of New Hampshire.
Funds for the Grant-In-Aid program are derived from OHRV registration fees and unrefunded gas taxes. These funds are kept in a separate account and cannot be used for any other purpose.
Organizations meeting the following requirements shall be eligible to apply for Grant-In-Aid for projects, such as new trail construction, maintenance, equipment purchases and trail grooming operations.
The OHRV organization applying for a grant through the Grant-In-Aid Program, must be registered with the Secretary of State as a not for profit organization in the State of New Hampshire. The organization's articles of incorporation must be submitted to the New Hampshire Bureau of Trails along with the following:
- A completed W-9 Form
- A complete list of the OHRV organization's officers
- A current map of the OHRV organization's trail base
- A complete list of the landowners the OHRV organization's trails traverse
Grants are to be used for the development and maintenance of OHRV trails on private, state, federa,l and municipal lands. Any and all permits required are the sole "responsibility" of the applicant.
The Bureau will mail applications to all organizations within the Grant-In-Aid Program prior to any deadline dates for the various aspects of the program.
Trail Construction and Maintenance
All organizations seeking Grant-In-Aid for major trail construction and maintenance shall obtain written landowner permission.
Grant applications regarding trail construction and maintenance must be submitted to the Bureau of Trails no sooner than April 1st and no later than May 1st of each year. These projects must be completed during the calendar year for which the funds are granted. (for wheeled OHRV organizations this would also include trail surface maintenance such as surface grooming and would entail the same requirements as Winter Grooming). In addition to the application provided by the Bureau, all OHRV organizations must include the following:
- A full description of the proposed project along with the type of work necessary to complete the project. (Space is provided within the application for this purpose).
- A trail map with sufficient detail so the project area can be located and viewed.
- Attach written permission from all landowners involved in the project.
*(For wheeled OHRV organizations)
Construction and Maintenance Grant Percentages
The following rules apply to grants for trail construction and maintenance.
- The purchase of construction materials, such as fill material, lumber, hardware, culverts and bridge building materials, are funded by the program at 100% of the cost.
- The rental of equipment required to complete the proposed project shall be funded by the program at 50% of the cost.
Trail Grooming/Trail Maintenance Equipment Grant Percentages and Requirements
The purchase of trail grooming/trail maintenance equipment will be funded by the Grant-In-Aid Program at 60% of the cost.
Grant applications for the purchase of trail grooming/trail maintenance equipment must be submitted to the Bureau of Trails no sooner than April 1st and no later than May 1st for consideration.
Grant applications for the purchase of trail grooming/trail maintenance equipment must describe the equipment by including the following.
- Year of manufacture
- The make of the equipment
- Engine size
- Fuel type
- A signed quote from the proposed vendor stating if the equipment is new, used or demo.
- The proposed vendor's name, address and telephone number.
Winter Grooming Grant Percentages and Requirements
Costs attributable to winter trail grooming operations will be funded by the Grant-In-Aid Program at 62% of the rate of the machine.
Grant applications for winter trail grooming operations for the upcoming winter season must be submitted to the Bureau of Trails no sooner than September 1st and no later than October 15th of each year.
OHRV organizations must submit a completed application and include the following as part of their grooming plan:
- A trail map identifying the areas to be groomed.
- The total one-way mileage of the trails to be groomed.
- A grooming schedule listing grooming frequencies of the areas identified on the grooming plan.
- A description of the equipment to be used for grooming operations, including the make, model, and engine size of the equipment to be used.
- A list of all property owners on which the trail system is located.
Snow Removal Grant Percentages and Requirements
The following rules apply to grants for costs associated with snow removal from winter parking lots.
- Costs that are attributable to snow removal will be funded by the program at 50% of the total approved amount.
- Grant applications for snow removal for the upcoming winter are part of the Winter Grooming Application and must be submitted in conjunction with that application.
- Each grant application for snow removal shall include:
| mmm | - A map clearly showing the location of the parking lot |
| - A description of the parking lot size and capacity | |
| - An estimate of the expected cost of snow removal for the upcoming season |
Trail Sign Percentages and Requirements
The following rules apply to grants for trail signs:
- Designated signs shall be funded and provided by the program at 100%.
- Annual sign orders shall be submitted with the summer construction and maintenance applications no sooner than April 1st and no later than May 1st of each year.
- Each application will include a trail map with sufficient detail so the project area can be located.
Grant-In-Aid Application Forms
All OHRV organizations applying for Grant-In-Aid shall complete an application form. The following information must be contained on the form: the organization's name, address and telephone number.
- The name, address and telephone number of the organization's president or presiding officer.
- The name, address and telephone number of the organization's trail administrator (each organization shall appoint a trail administrator to act on behalf of their behalf with respect to Grant-In-Aid).
- The total number of members of the organization.
- The total number of miles of trails maintained by the organization.
- A financial statement including the following:
| mmm | - Income from dues and other resources |
| - A list of all assets, including cash on hand, equipment owned, and any property owned by the morganization | |
| - A total of income and assets available to the organization | |
| - Expenses expected | |
| - Outstanding debts | |
| - A total of all expenses and debts the organization is liable for |
- The signature of the organization's treasurer.
- A work plan consistent with the requirements of the section, CONSTRUCTION AND MAINTENANCE GRANT PERCENTAGES AND REQUIREMENTS, if applicable.
- Equipment information consistent with the requirements of the section, TRAIL GROOMING / TRAIL SURFACE MAINTAINING EQUIPMENT, if applicable.
- A grooming plan consistent with the requirements of the WINTER GROOMING OR TRAIL SURFACE MAINTENANCE PERCENTAGES AND REQUIREMENTS, if applicable.
- A statement, signed by the executive director of the organization stating that the organization authorized the named trail administrator to apply for Grant-In-Aid from the Bureau of Trails.
Review of Grant Applications
The Bureau of Trails will conduct a review of all grant applications within 15 days of the deadlines established and recommend approval or denial of grants to the Bureau Chief.
The Bureau will consider the following types of information in making its recommendation:
- The extent of the organization's control over the trail to be developed.
- The availability of resources, such as annual snowfall, available land for development, and nearby services to assist trail users.
- The proximity to population centers and anticipated levels of use.
- The extent that the project meets the needs of the area and the trail system.
- The accessibility of the project area to the general user and the availability of parking, fuel, lodging, food, and other public facilities.
- The degree to which the project minimizes environmental impact, and the preservation of natural features.
- The past performance of the organization in the Grant-In-Aid Program.
Grant-In-Aid Notification
Following the approval of a grant, the Bureau Chief will forward to the organization, within 20 days of approval, one completely executed copy of the grant and a letter of acceptance.
In the event an application is denied, the reason for such denial will be made in writing to the applicant within the same 20 day time frame as noted previously.
Grant-In-Aid Reimbursement Requirements
A. Trail Construction and Maintenance - Requests for construction and maintenance reimbursements shall include original (no photo copies) paid receipts for the purchase of materials and for the rental of equipment, as approved in the grant.
B. Grooming Equipment/Trail Surface Maintenance Equipment - Requests for reimbursements shall include a paid receipt from the seller (no photo copies) listing the total price paid along with the make, model, serial number, year of manufacture, date of delivery, engine size and fuel type.
C. Winter Trail Grooming/Wheeled OHRV Trail Surface Maintenance - Requests for trail grooming or trail surface maintenance shall include maintenance log sheets, provided by the Bureau, for each piece of grooming or trail surface maintenance equipment. The maintenance log sheets must provide details of the daily grooming operation.
Grant in Aid Billing Form
For more information about theGrant-In-Aid Program, contact:
Brenda Drouin, Program Specialist
N.H. Division of Parks and Recreation
Bureau of Trails
P.O. Box 1856
Concord, NH 03302
(603) 271-3254
bdrouin@dred.state.nh.us
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