Application Preparationfor the

National Coastal Wetlands Conservation Grant

Program

Topics• Contacts

• Introduction to the grant program

• Scoring criteria and making the best of it

• Rank, Review, and Selection Process

• Tips for a winning proposal

• Additional information

Regional Office Contacts

• Samantha Marcum, Coastal Program Regional Coordinator– Responsible for: project development, review & national

ranking (samantha_marcum@fws.gov)

• Bart Prose, Grants Management Specialist– Responsible for: project eligibility, review, & grant

administration for restoration projects (bart_prose@fws.gov)

• Becky Miller, Grants Management Specialist– Responsible for: grant administration for land acquisition

projects (becky_miller@fws.gov)

What is the Coastal Program?

• 23 High priority coastal ecosystems recognized in the United States

• Four goals guide the program:– Serve coastal communities– Conserve pristine coastal habitats– Restore degraded coastal habitats– Focus resources through conservation alliances

Pacific Southwest Region Coastal

Program

Mission:

To efficiently achieve voluntary habitat conservation, through financial and technical assistance, for the benefit of Federal Trust Species.

Mission:

To efficiently achieve voluntary habitat conservation, through financial and technical assistance, for the benefit of Federal Trust Species.

4 Local Coastal Programs in CA:

-Humboldt Bay

-San Francisco Bay

-Southern California

-Central California Coast

Local Program Manager Contacts

Paula Golightly, Humboldt Bay, (707) 825-5123

John Klochak, Half Moon Bay, (650) 763-6595

Shawn Milar, North Central Coast, (831) 648-0623

Carolyn Lieberman, San Diego Bay, (760) 431-9440 x240

Samantha Marcum Regional Coordinator,Santa Cruz (831) 460-7553

Mary Root, South Central Coast, (805) 644-1766 x233

National Coastal Wetlands Conservation Program &Coastal Program Objectives

Coastal Program

1. To collaborate with state & other partners and provides technical assistance about the grant & proposal

2. To coordinate with partners to identify and develop projects and assist with application

3. To provide input into the development of program guidance and participates in the evaluation & ranking

NCWG

1. To conserve pristine coastal habitats;

2. To restore degraded coastal wetlands and adjacent habitats by working with partners;

3. To leverage financial resources and multiply the impact of taxpayer dollars.

National Coastal Wetlands Conservation Program Grants

Coastal Wetlands Planning, Protection, & Restoration Act(Sec. 305, Title III, Public Law 101-646, 16 USC 3954)

Purpose:- Long-term conservation of coastal wetlands ecosystems

- Help States acquire, restore, and enhance coastal wetlands

Up to $1 million/project

Past Years’ Project Funding Summaries

FY2014 – 21 projects, $16.5 MFY2013 – 24 projects, $20 MFY2011 – 24 projects, $19 MFY2010 – 25 projects, $19.1 MFY2009 – 25 projects, $20.1 MFY2008 – 29 projects, $20.8 MFY2007 – 24 projects, $18.7 MFY2006 – 19 projects, $15.1 MFY2005 – 16 projects, $13 M

Funding typically shared by 10-15 States

National Coastal Wetlands Conservation Grants

Eligible Applicants

State agencies designated by Governor:– Coastal Conservancy– California Department of Fish and Game– Wildlife Conservation Board– California Natural Resources Agency– California Coastal Commission– Several Conservancies, CCC

Eligible Activities

1. Acquisition of a real property interest in coastal wetlands and/or waters.

2. Restoration, enhancement, or management of coastal wetland ecosystems.

Ineligible Activities

• Navigation, irrigation, flood control

• Mitigation

• Wetland creation

• Enforcement

Ineligible Activities

• Research

• Planning (as a primary focus)

• Operations & maintenance

• Upper portions of watersheds

Timeline•Now-May 2014 – Work with Coastal Program Local Managers, Bart Prose, and Samantha Marcum to design project and develop your application. •May 16 – Draft applications due for early review by FWS Regional Office (RO) – email to Bart and Samantha.•Jun 6 – RO will return draft applications with comments and suggestions by this date.•Jun 25 – Begin to submit final applications online.•Jun 27 – Final applications due to grants.gov by 8:59 PST.•Jul-Aug – Project eligibility is determined and applicants are notified.•Aug-Oct – Site visits by Regional Office & Coastal Program Local Managers.•Oct – National Ranking Team ranks proposals.•Jan 2014 – Awards announced.•Jan 2014-Dec 31, 2016 – Complete Environmental Compliance & obligate funds.

Assembling the PackageAssembling the Package

Content and Form of the Proposal Package

• Application for Federal Assistance (SF-424)• Budget Information (SF 424A, 424C, or similar

table)• Assurances (SF 424B or 424D)• Project Statement – 10 PAGE LIMIT!!• Letters of Commitment from non-State match

providers

Project Statement

• Sets Rationale and Objectives• Delineates Annual Work Segments• Lists Results and Benefits• Describes Approaches & Evaluations• Establishes Estimated Costs• Lists Personnel and Location of Work

Project Statement

Need

• Why is the project being undertaken?

• How does the identified need relate to the grant program?

• What evidence is there of the need?

Project StatementObjectives

• What – not how

• Specify exactly what you hope to accomplish in relation to the problem or need

• If grant proposal is part of a larger project, clearly distinguish the elements proposed for the grant

• Specify a date everyone recognizes as when it will be accomplished

Project StatementObjectives

• Output / Benefit Oriented

• Realistic given the time, funds and materials

• Accomplishments must be measurable or verifiable

Objectives

SMART– Specific– Measurable– Achievable– Realistic– Time-limited

Writing the ObjectivesExample By December 31, 2011:

• Protect 563 acres of coastal wetlands;

• Restore or enhance 450 acres of palustrine emergent and estuarine intertidal emergent wetland habitat comprising 80% of the project area;

• Manage the project area in perpetuity for the conservation of coastal wetland habitat and the fish and wildlife populations that depend on them.

Project Statement10 page limit for 2015

Expected Results

• Increased benefits to coastal lands, waters, fish, and wildlife - What and how is this determined?

• Increased access and use – How much, how measured and who will benefit?

• Economic impact – How measured?

• Increased recreational opportunity – How measured?

Project StatementApproach

• How will you reach the objective(s) in the time allotted?

• Specific procedures

• Schedules

• Key project staff functions

• Cooperators

Project Statement

Location

• Where will the work be done?

• Include 3 maps at different scales

• Photos

Project Statement

Estimated Cost

• How much does it cost? How do you know?

• Federal & Grantee share (based on federal grant amount)

• Non-federal Cost Share only based on part of project funded by grant (not total project)

• Cost Detail – Cost categories or job costs?

• No Miscellaneous or Contingency costs

Project Statement

Other Elements

• Description of State Trust Fund

• Contribution to other ongoing efforts in the region

• Key personnel

• Public involvement

Ranking Criteria20 Page Limit for 2015

1. Wetlands Conservation (7 points)2. Maritime forests on coastal barriers (0 points)3. Long-term conservation (7 points)4. Coastal watershed management (3 points)5. Conservation of threatened and endangered species (5

points) 6. Benefits to fish (5 points)7. Benefits to coastal-dependent or migratory birds (5

points)

Ranking Criteria (cont.)8. Prevent or reduce contamination (5 points)9. Catalyst for future conservation (4 points)10. Partners in conservation (4 points)11. Federal share reduced (5 points)12. Education/outreach program or wildlife-oriented recreation (3 points)13. Other factors (4 points)

“Summary of the Ranking Criteria” is a good format to follow

Wetlands Conservation

Maritime Forests on Coastal Barriers

“Broad-leaved forests that occur on barrier islands and along the mainland coast from Delaware to Texas”

0 POINTS= We do not have this habitat type in California

Long-term Conservation

Coastal Watershed Management

Conservation of Threatened and Endangered Species

Conservation of State Species of Concern

(Maximum of 5 points for Category 5a and b; maximum of 2 points for 5b)

Benefits to Fish

Benefits to Coastal-Dependent or Migratory Birds

Prevent or Reduce Contamination

Catalyst for Future Conservation

Partners in Conservation

Note: These contributions will not Note: These contributions will not ““countcount”” if if there is no corresponding letter of commitment!there is no corresponding letter of commitment!

Federal Share Reduced

Education/Outreach Program or Wildlife-Oriented Recreation

Other factors

Other Factors• Rare or threatened habitat types, biologically

diverse habitats

• Cost effective

• Invasive species

• Cultural or historical resources benefits

• Climate Change

Additional Considerations

• Used as tie breakers• Must be addressed

– Would prevent the destruction or degradation of habitat from pending sale.

– Would protect unique and significant biological diversity.

– Has lower cost per acre conserved.– Provides lands as matching funds.

Grant Writing Tips - General

Writing Competitive Grants

Key Points

• Address all ranking criteria

• Identify critical dates in the process

• Understand how ranking criteria effects your score

Writing Competitive Grants

Key Points

• Maximize non-federal share

• Include partners

• Complete package

Grant Writing Tips - General

• Allow enough time• Carefully follow guidelines• Shorter is better• Include only requested information• Proper grammar & spelling• Make the application easy to read• Neat, complete, and on time• Clear and definitive

Grant Writing Tips - Budget

• Realistic budget• Check for consistency• Do not include a “miscellaneous” budget

category• Have Service staff review draft

Application Package

1. Executive Summary2. Proposal3. Budget Breakdown4. Letters of Commitment and Support

DON’T:

Be ambiguous

“Fudge” or add “glorifications”

Have big eyes and a tiny stomach

Include terms/costs having no relationship to the proposal

Include “interested parties” who may be supportive but have no solid contribution

Congratulations-You were awarded funding!

What Happens Next?

AWARD

AWARD

• Wildlife and Sport Fish Restoration Program (WSFR) receives notification that the Service Director approved the Awards

• WSFR sends an official Award notification to the Grantee

AWARDProject Leader asked to provide documents pertaining to environmental compliance:–Coastal Zone Management–Uniform Relocation Assistance & Real Property Acquisition Policies Act –Floodplain Management, Protection of Wetlands–National Environmental Policy Act–National Historic Preservation Act–Endangered Species Act

AWARD• Fiscal Officer review AFA • When environmental compliance is completed, the

WSFR Grant Manager approves• Chief of WSFR reviews and approves the Notice of

Grant Award• Funding is obligated• Grantee receives signed copy of Notice of Grant

Award with information, legal requirements, Provisions and Conditions

• If grantee draws funds, it indicates they agree to all the terms, provision and conditions

AWARD

• Award Letter Contains:– Federal ID # - Grant number– Performance period, effective dates– Federal share of funding that is awarded– Terms of Acceptance– Provisions and Conditions– Signature of the Chief of WSFR

AWARD• The Agency Coordinator should assure that:

– Project Leader/Administrative staff are aware of Provisions and Conditions• Only partial funds obligated• Level of reporting required (Project or Grant-

level)• Other required documents before work starts• For land acquisitions, there is a “laundry list”

Post Award: Monitoring, Amendments and Reports

Monitoring

• The Grantee monitors the grant and Project progress to ensure:

– The grant will not expire prematurely– Funds are accurately drawn– Non-federal share is available– All ongoing compliance with grant provisions and

conditions are met– Project is accomplished according to the grant

project description

Amendments

• An amendment will be needed if:– Grant is expiring– Change in Project Contact/staff– Source or proportion of nonfederal match is

changed– Scope of project changes– Need new parcels– And MANY others – if in doubt, call WSFR

ReportsReports

Your Opportunity to Show Your Progress Your Opportunity to Show Your Progress and Successand Success

Performance and Financial Status Reports

PerformanceHow were objectives met?

Account for each objective in grant narrativeBe as specific as possible

Only include grant/project funded activitiesDiscuss deviations from achieving the objectives

FinancialCompleted by your Agency Fiscal Staff

SHOULD COORDINATE WITH WSFR – BART PROSE OR BECKY MILLER

Grant Close-Out

Grant Closure Process

– Final Performance Report• Land Acquisition Documentation

– Final Drawdown

– Final Financial Status Report (SF- 269)

After Closeout Monitoring• Land Acquisitions

– Must continue to serve the purpose for which acquired- In perpetuity. . . Yes. . .FOREVER

– Must get WSFR approval to encumber or dispose of the property

– Can be audited for compliance• Restoration/Enhancement

– Must continue to serve the purpose - Useful life (+20 years) or In perpetuity

– Must get WSFR approval to change the status – Can be audited for compliance

Early and Frequent Communication

Monitor Progress and Expenditures

Monitoring AFTER the Grant

Questions ?Questions ?