Grant Policies and Guidelines

Overview

Introduction

The purpose of this Grant Management Policies and Procedures is to develop, implement and maintain meaningful grant oversight and coordination for Protect Our Preserves (POPs), limiting POPs exposure to grant-related legal liability, and improving the efficiency and impact of programs and services funded through POPs grants.

Protect Our Preserves POPs Mission Statement

POPs, Inc. is a Community Nonprofit Organization that educates the public and advocates for and funds projects in the Del Mar Mesa, Los Penasquitos Canyon and Carmel Mountain Preserves.

Policy Statement

Grant Management Policies and ProceduresTo ensure consistency and accountability in securing and managing grant funds, all grant applications must be submitted to the designated “contact” on POPs Board of Directors, who shall oversee all requests, application submissions, and acceptances. The “contact” will communicate with the applicant on the status of the application after that application has been reviewed by the Board of Directors of POPs.  Anyone requesting a grant must complete the grant application document provided by POPs.  Grants can be either projects identified by POPs or Request for Proposal (RFP) submitted to POPs.  POPs reserves the right to decline projects with or without cause.

Grant Management Policies and Procedures

Application Requirements

An applicant for a grant must meet the factors listed below which shall be evaluated by the designated “contact” on the Board of Directors.  The “contact” will report to the Board of Directors on the viability of the application.

Financial Focus

  • Total anticipated project cost

  • Specific timeline of project from start to finish

  • Costs that may be incurred by the applicant as a result of implementing the grant program that will not be recouped in the grant award

  • Staffing requirements if applicable

  • Documentation of a clear plan that takes into consideration timelines, funding shortfalls and continuation of program, termination or reduction of the program

Funding Focus

  • Project must be aligned with POPs strategic priorities, purpose, and goals

  • Increase public awareness of the preserves, habitat conservation, recreational use, maintenance and restoration

  • Eligibility is for nonprofits with proven expertise in environmental curriculum development or habitat restoration

  • Applicant must provide proof that the project is viable and can be completed within the time frame identified

  • Applicants must be a 501(c)3 organization and provide their federal tax ID

  • Grants are specific to programs in the Del Mar Mesa, Carmel Mountain and Penasquitos Canyon areas

  • Applicant must clearly state how the grant will benefit the area

  • Applicants must be clear if this is a one-time project or a repeat project

  • Applicants must identify any organization or agency who will be participating in the project

  • Amendments to a project must be submitted in writing to the POPs “contact” for approval by the Board of Directors

Ineligibility Factors

Grant applications may be denied if they conflict with the mission statement of POPs, Inc.  Some considerations for denial of the grant are but not limited to:

  • Activities intended to influence legislation or support political candidates

  • Religious activities

  • Project outside of the three (3) preserves

  • Projects not in conformance with the City’s Preserve Management Plan

  • Creation of new trails

  • Endowments

  • Regranting organizations

Application Submission

Grant agreements are legal contracts. It is POPs responsibility to oversee the project and/or activities associated with a grant to accomplish its objectives, while adhering to all of the terms and conditions prescribed by the grantor. Failure to do so increases POPs exposure to legal liability and compromises current and future projects.  The purpose of this policy is to ensure that, in addition to the above requirements, each grant application submitted meets POPs expectations including the following:

  • Applicants must identify if there are matching funds associated with this grant either from the city, county, state or private organizations

  • Applicant must identify any association with a government agency, private organization, or not for profit organization

  • Applicant must state that they do not personally profit from grant money

  • Applicant must identify those working on the project and ensure that all appropriate licenses are provided

  • Applicants must have a designated contact person who will routinely communicate with the POPs contact

  • All grants will be subjected to critical review of grant application to ensure accuracy, document quality, coordination and that policy and procedure is followed

  • Applications will be reviewed within thirty (30) business days and may include an in person interview

  • Any amendments to a project that are contrary to the policies of POPs can prohibit continuation of funding of the project

Distribution of Fund

Approved funding will be distributed after an application has been approved by the Board of Directors.  Based on the project and timeline, money will be paid either as a lump sum or in phases.  The Board of Directors reserves the right to make that determination.  Checks will be made payable to the agency submitting the application and not to an individual entity.  Any unused portion of a fund for a project will be returned to the POPs account. Grants under $1,000 will not be required to fill out a formal application.  The board will decide if money is to be granted at its next board meeting and if approved a check will be made out to the requesting party.

Revised August 18, 2022
By Secretary Aurie Kryzuda