Snowmobile Club Grants Program
NOTE: 2009-2010 Club Grant Application have been mailed the first week of September to the address on file for your club. If your club has not received it's packet, contact us for another to be sent. Forms are also available below for printing purposes if you need any extras. Club Grant Application Deadline is December 31st, don't miss out.
*Reminder: All clubs must be incorporated and in good standing with the Bureau of Corporations and Elections to receive a grant. Annual filings are due June 1st and they are no longer mailing out reminders. You can contact the Bureau at 624-7752 or the website Bureau of Corporations and Elections.
Club Grants | Municipal Grants | Capital Grants
What is a Snowmobile Club Grant?
It is a grant made available to all snowmobile clubs who
are on file with the Snowmobile Program and wish to participate.
It is intended to help defray some of the expenses incurred
in snowmobile trail preparation, including pre-season work
and winter grooming. This differs from the municipal grant
in that it is made directly to a club and does not require
municipal involvement.
Related Forms and Information:
Some of these forms are downloadable PDF documents.
You will need the free Acrobat
Reader to view them. If you have difficulty accessing
PDF forms, try the Adobe online tool to convert
a PDF to HTML text or call the Snowmobile Program
at (207) 287-4957.
2009-2010 FORMS
How does a club obtain an application?
Grant applications are sent automatically every fall to each
club listed with the Program.
A club can be listed by notifying the Program of their formation.
However, a club must be organized, incorporated and listed with the program
prior to December 1st in order to be eligible during that
season.
How can a club apply?
An application must be completely filled out, either typed
or written in ink and all pages returned to the Program for
processing.
Is there a deadline for applying?
Yes, December 31st. If an application is postmarked after
that date, it will be denied for that season.
What information is required with the application?
The name and address of the club, the name, address and
phone number of the trail master. Also, number of miles of
trail and location, signature of president, trail master,
witness and a map of the trail are required.
What type of map must be submitted with the application?
Preferably a topographical map, or at least a map of equal
scale and similar quality. The trails should be drawn on it
as accurately as possible. Submission of a hand drawn map
is unacceptable. When possible if your trails are GPS'd, sending the actual GPS file, (not just the map and map file) is helpful. For questions regarding GPS-ing your trails, contact Joe Higgins.
Is permission required from the landowner for use of the
land over which the trail passes?
Yes. Written or oral permission for 100% use of the trail
is required.
Can the trail cross frozen bodies of water under this
grant?
No. Trails funded under this program cannot be located
on ponds and lakes. Bridges should be provided to cross rivers
and streams. Any trail accessible only by crossing frozen
bodies of water cannot be included in the trail mileage. Every
possible route available should be explored to relocate trails
off bodies of water for safety reasons.
How does a club know whether the grant is approved or
denied?
A letter will be sent to the club correspondent for each
applicant notifying them of the disposition of their application.
How will a club know how much money they are approved
for?
The grant is figured on the basis of $125.00 per mile
of trail, measured one way, for up to and including 30 miles
of trail. The maximum That any one club can be approved for
is $3,750 . The approval letter will state the amount of the
grant.
If a club hires a person to prepare or maintain their
trail, is that expense eligible for reimbursement?
Yes. A club can hire someone to perform the necessary
trail preparation or maintenance duties providing the rate
charged is reasonable. The charges can include labor, equipment
rental and/or repairs to equipment.
What types of expenses are considered eligible?
Gas, oil, equipment repairs, labor, equipment rental,
bridge repair material, sign backing material, trail improvement
expenses, insurance and registration for club owned snowmobiles
are eligible.
Are capital equipment purchases made by a club such as
snowmobiles, drags or ATV's an eligible expense?
Capital Equipment Grants are available through a separate
application process; please review the program information
for Capital Equipment.
If a club's expenses exceed the amount they were approved
for, can their reimbursement exceed that amount?
No. Reimbursement cannot exceed the approved amount. However,
we do want to know what the total actual expenses are.
What if a club spends less than the approved amount?
A club is only eligible to receive reimbursement for out-of-pocket
expenses related to club trail maintenance. Expenses can include
costs related to the preparation of groomed trails.
When should a reimbursement request be submitted?
The reimbursement request form must be completed and forwarded
to the Program. We recommend that clubs send their request
in as soon as possible after the end of the grooming season.
In any event, all submissions must be postmarked on or before
April 30th.
Do receipts have to accompany the reimbursement request
to substantiate the reported expenses?
No. However, they should be retained in the club file
for future inspection should the need arise.
Is there any occasion when a club might be asked to send
in the receipts?
Yes. Each year the Program audits a percentage of the
reimbursement requests submitted. The clubs to be audited
are selected at random using the reference number assigned
to the application.
Is it possible for a club to receive any money if the
reimbursement request is submitted after the deadline?
Yes. However, for each day the request is late, 10% of
the approved amount or 10% of the actual expenses, whichever
is the least amount, is deducted. At the end of that 10 day
period, no money will be received.
When will the approved club receive the reimbursement
check, and to whom will the check be sent?
Checks are normally issued after review and approved by
the Program of the expenses reported. The check is sent to
the club address listed in the Program file.
Can trails funded under this grant be included in another
grant request to the Program?
No. Trails funded under this grant cannot be included
in any other grant application.
Can the trails included under these grants be confined
to club members only?
No. These trails must be open to the general public for
snowmobiling.
"The laws and policies of Maine and the United States
prohibit discrimination in Department of Conservation Programs
and/or employment because of race, religion, national origin,
sex, age, or handicap". Any person who believes discrimination
has occurred should contact the commissioner, Maine Department
of Conservation, 22 State House Station, Augusta, ME 04333,
Tel. No. (207) 287-2211.
For additional information pertaining to Snowmobile Grant
Program contact:
Department of Conservation
Bureau of Parks & Lands
Snowmobile Program
22 State House Station
Augusta, ME 04333
Tel. No. (207) 287-4957
Fax (207) 287-8111
TTY (207) 287-2213
This brochure is available in alternative formats.
Support your local snowmobile club.
Published under Appr. 014-04A-8140 AUGUST 2000
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