Seven Steps to Receiving a Grant

Begin by discussing your project with your CSS who can give you initial feedback on whether or not it is likely to qualify. The CSS will also explain the Department's land acquisition requirements, which are detailed in the publication Land Acquisition Guidelines for Nonprofit Organizations. Failure to meet these requirements could disqualify your organization from receiving a grant so it is important to have these discussions early.

You will also wish to discuss timing. CSS's are often responsible for several grant programs and at any given time are working on a number of grant requests. They need to know if you have specific deadlines, such as an expiration date on an option to purchase.

As soon as we know about your proposal, we will add it to a statewide list of potential or pending projects. This enables us to track upcoming projects and determine whether funds are adequate to meet demand.

STEP 2. Determine if your organization is eligible to receive a grant

The DNR must determine if your organization is eligible for the Stewardship Program before awarding a grant. If you are not already certified for the Stewardship, Lakes and Rivers Programs, submit the following materials to your CSS:

Please also submit any additional information about your organization you believe would be helpful, such as brochures, newsletters, annual report, financial statements, information about your land acquisition priorities, etc.

The Department will send you a certification letter if your organization qualifies for the program. Once you have received this letter, you do not need to resubmit these materials again unless the group’s mission or 501(c)(3) status changes.

If you have already been certified, you will still need to submit some organizational information (a current list of your Board of Directors and financial statement) with your project application unless you have already done so in the current year. See the Application Checklist and Instructions for details on application requirements. If you have been certified under the lakes or rivers program submit a copy of the Department's certification letter with your Stewardship application.

STEP 3. Request a Resource Pre-Screening (Optional)

It may be possible to “pre-screen” your project before you actually apply for a grant. In the pre-screening process, your CSS will coordinate an initial internal review of the resource values of your project to determine whether or not it is likely to qualify for the Program. While you will learn whether your project is likely to qualify for a grant, we cannot confirm that you will receive a grant until we have evaluated your complete application and all required attachments. If you would like a pre-screening, you should make this request to your CSS and provide two copies of the following information:

• One page description of the project, which includes discussion of the natural values of the property and how it relates to other natural resource initiatives in the area
• Plat map showing the location of the property
• Aerial photo of the property, with property boundaries delineated

We cannot conduct a pre-screening until we have received two copies of these documents.

STEP 4. Decide to apply for a grant

Every land transaction undertaken by your organization should be approved by your full Board of Directors. The Board should also approve the decision to apply for a Stewardship grant. Board members will want to know the terms and conditions of the program before doing so. See Stewardship Terms and Conditions for this information.

Every application must include a resolution adopted by the Board of Directors. The resolution shall:

• Formally request financial assistance
• Authorize a representative from the organization to act on its behalf
• Agree that the sponsor will abide by the terms and conditions of the Stewardship Program

A sample board resolution is available for your reference.

STEP 5. Determine the size of your project

A project may include one parcel of land or any number of parcels that are contiguous or in close proximity. Organizations are encouraged to design their projects with ecological boundaries in mind, boundaries that will ensure the permanent protection of the natural values of the site. This often includes more than one parcel of land.

If a group submits a project that encompasses several adjacent parcels of land (a “Big Scope” project), the Department will evaluate all parcels at one time. Once the size of the project has been approved, an organization can proceed with acquisition of any parcel that falls within the project's boundaries without having to go through the entire grant approval process again. A group may not be able to purchase all of the parcels at once, but it knows that when one of them becomes available, it will be eligible for funding (as long as there have been no changes that diminish its conservation values). Please keep in mind, however, that this does not automatically assure funding. The number of grants awarded in any given year is limited by the amount of money available. If there are more requests than can be accommodated, projects will be ranked and funded according to their ranking. If you do wish to undertake a “Big Scope Project,” discuss it with your CSS.

STEP 6. Complete the Grant Application according to the instructions provided

Detailed application checklists, instructions, and forms are available to walk you through the application process. Two copies of the grant application and attachments are required to complete the application. Both copies should be mailed to your CSS by the deadlines provided in Applications Deadlines and Timelines.

An application is considered complete only when all information requested in the application checklist has been received and is satisfactory. Please do not submit your application until at least Attachments 2-8 are “complete.” It is your responsibility to keep track of what has been submitted because your CSS rarely has time to remind you of what is missing.

Effective December 5, 2007, all applicants for Stewardship grant funding also need to complete "Appendix I " and submit it with other grant application materials to your Regional Community Services Specialist.

STEP 7. Ask a qualified attorney to review the title work and any legal documents

The Department now requires that an attorney review title work and legal documents for both fee simple and easement transactions. Attorney fees are eligible acquisition cost with a limitation that we will not reimburse more than $1,000 in legal fees for any grant. If you have questions about this, talk to your CSS.

Project Evaluation and Selection

Projects are evaluated according to how well they meet the criteria for the different Stewardship programs outlined Stewardship Programs and Priorities and the other factors listed under Eligible Projects. The evaluation is based on information in the application as well as site visits and technical review comments. This is usually an interactive process between Department staff and the applicant with discussions about project scope, boundaries, land management plans, etc.

As part of the project evaluation, the Department will:

• Visit the site to evaluate its natural resource values
• Determine if the project is part of any plan
• Review and certify the appraisal(s)
• Evaluate potential environmental hazards and review various hazards lists
• Check resource inventories for known archaeological sites or historic buildings
• Check the Natural Heritage Inventory for identified heritage sites
• Review and approve a Land Management Plan; and
• Review the Title Commitment/Title Policy and legal documents associated with the transaction

If the application is for property valued over $200,000, the Department is required by law to commission an independent appraisal in addition to the appraisal you have obtained. Please be aware that this can be a lengthy process taking many months. See Land Acquisition Guidelines for Nonprofit Organizations for more information on the appraisal process.

One step in the Department's approval process is fulfilling the requirements of the Wisconsin Environmental Policy Act (WEPA). WEPA requirements vary depending upon the type and size of a project. Typically, it involves the issuance of a public notice or press release and a two-week public comment period. However, it could require the development of an Environmental Assessment which will take longer.

Finally, if your grant is $250,000 or more, the Governor must also approve the project.