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Oregon State Weed Board Grant Program

Forms, deadlines & Important dates

The Oregon State Weed Board (OSWB) invites you to apply for grant funding for noxious weed control projects related to the protection and enhancement of watersheds and fish and wildlife.

ALERT: new guidelines for submission - see submission requirements below

 
IMPORTANT DATES (dates are subject to change)
Cycles Application due date
OSWB meeting &
Grant awarding
Interim progress reporting due
Final completion
Progress completion reporting due
26-3
December 14, 2012
February 2013 September 30, 2013 April 30, 2014 June 30, 2014
27-4 December 12, 2013
February 2014 September 30, 2014 April 30, 2015
June 30, 2015​
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Reporting Information

Oregon State Weed Board (OSWB) Interim Progress Reporting

  • Expense reporting - Expense Tracking - use this form to report all expenses to date to the OSWB Grant Program - must be submitted with receipts of $200 or more and your second request for funds

Oregon State Weed Board (OSWB) Project Completion Reporting
  • Visit the following website to enter the required Project Completion Reporting (PCR) Note: a user name and password is required for each user of the OWEB Online Grant Management System (OGMS) Contact for this is Leilani Sullivan • 503-986-0183
  • Expense reporting - Expense Tracking - use this form to report all expenses to show completion of your OSWB Grant Project - must be submitted along with all receipts $200 or more and your final request for funds form

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Submission requirements


  • Provide the Oregon State Weed Board (OSWB) with and electronic version submitted through FTP server upload:
http://files.oda.state.or.us/?login=oswb

  • Submit by mail one SIGNED single sided original version of your completed application.

  • Electronic versions MUST be submitted in workable format Microsoft Word preferred.

  • Mandatory attachments: must be included or your application will automatically be rejected. These items include: photos of project area, maps of project area, required project partner form and landowner lists for cost reimbursement projects.

All documents must be submitted by December 12, 2013 and mailed to:
Attn: OSWB Grant Program
Oregon Dept. of Agriculture
635 Capitol St NE
Salem, OR 97301

 


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Introduction

In the 2013-2015 biennium funds are available for the Oregon State Weed Board (OSWB) to fund noxious weed control projects through Oregon Lottery grant funds dedicated by Ballot Measure 76 (2010). The Oregon Watershed Enhancement Board (OWEB) is partnering in this effort and the two Agencies (OSWB and OWEB) are working together to administer the Oregon State Weed Board Grant Program. It is a priority of the OSWB to fund projects that restore, enhance or protect fish and wildlife habitat, watershed function, and native salmonid or water quality. The implementation of a comprehensive watershed approach to integrated control of noxious weeds is the most effective strategy to minimize impacts and protect natural resources in Oregon from invasive noxious weeds. The goal of the OSWB is to fund as many high priority projects as possible with the available funding. The OSWB wants to make the process of developing a successful grant application as straight forward as possible.
  • Grants will be awarded based on the availability of funds for a given grant cycle. The Board will pay only for completed work that is accepted by The Board, and such acceptance shall not be unreasonably withheld.
  • Grants will be awarded based on the OSWB’s priorities.
  • There will be one grant cycle per year and applications will not be held over from one grant cycle to the next.
  • Information regarding the grantee and the project information will be made available to the public over the internet (with some exceptions)

Grant eligibility
Any person, tribe, watershed council, soil and water conservation district, community college, state institution of higher education, independent not-for-profit institution of higher education or political subdivision of this state that is not a state agency may submit a request for funding. A state agency or federal agency may apply for funding only as a co-applicant with one of the other eligible entities.

Project types
Projects are restricted to those that restore, enhance or protect fish and wildlife habitat, watershed functions, native salmonid populations or water quality. Grant applications are encouraged to be for on-the-ground weed control projects and must be OSWB listed noxious weeds. Applications may include research, survey, outreach or project design if required to complete the control portion of the project. However, the OSWB prefers the majority of the funds go toward the control element of the project.

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Project requirements

1. The project must be for the management of state listed noxious weeds.

The OSWB establishes and maintains a list of “A”, “B” and “T” designated noxious weeds. Proposed projects shall include only plants listed on the State Noxious Weed List. Examples of projects should include control, and may include survey, monitoring, prevention, restoration, and outreach.

2. The project must demonstrate sound principles of integrated weed management to both protect and enhance watershed health.


Proposed activities should be proven methods that promote, enhance or protect natural resources.

3. Projects will demonstrate specific site management objectives.

Projects demonstrating specific site analysis and project development are desirable. Projects supported by or identified in Weed Management Plans, Site Assessments, Action Plans, Watershed Plans and Federal Management Plans are desired.

4. Projects must have on-the-ground control as a focus.

Projects should exhibit control elements to be considered for funding. Control must be completed within the timelines outlined within each grant cycle. In addition, the majority of OSWB funds should be used toward the control elements of the project.


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Project criteria

Noxious weed management projects will be evaluated using the following criteria:

1. Priority Weed
Projects that relate to the control of weeds listed on the OSWB “A”, “B”, and “T” lists will be given priority. “A” designated weed projects will score higher then “B” designated weed projects, etc. (Projects must be for state listed noxious weeds)

2. Cooperation
Projects showing direct evidence of collaboration either by actual funds or in-kind funds between stakeholders and agencies may be given preferences over single-party projects. 25% match is required in order for projects to be eligible for funding – if your project does not meet this requirement it is important to contact the OSWB Grant Program Coordinator with questions.

3. Restoration
Projects that include not only control elements but also elements of restoration will be given priority. An example would be to incorporate seeding and establishment of desirable vegetation on the control site.

4. Planning
Projects that are part of weed assessment, comprehensive integrated action and monitoring plans are desirable. These plans can be stand alone for the specific project or associated with existing Weed Management Areas, Weed Management Plans, Environmental Assessments, Watershed Restoration Plans, etc. Reference all plans your project may be associated with and provide copies of the plans

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OSWB Grant Program policies

1.    OSWB will not fund project administration costs in excess of 10% of the total awarded amount.

2.    OSWB will only consider grant applications that identify specific project activities.

3.    OSWB grant applications will be considered complete as submitted. Clarification of information may be sought from the applicant during the evaluation process but additional or new information will not be accepted after the application deadline. Which means include all mandatory materials; photos, maps, match requirement forms and landowner lists.

4.    OSWB will only enter into new grant agreements with prior grantees if all terms of earlier grant agreements have been fulfilled. This includes all terms of OWEB agreements as well.

5.    OSWB will consider grant applications that fund private consultant personnel services only when such services are included as a component of a project proposed by other entities.

6.    OSWB may support multi-year grants for noxious weed control projects if projects are broken into identifiable phases that fit the given grant cycles and are submitted with the appropriate cycle. Projects will be reviewed on an interim basis to ensure that identifiable results are being accomplished as part of the overall project objectives. Continued project funding will be subject to availability of funds. OSWB will also consider previous project performance and priorities within each grant cycle.

7.    Awarded grants will be subject to monitoring by ODA Noxious Weed Control Program as follows:
  • Level one: monitoring to include all verification of reports, documents, receipts and invoices submitted for activities relating to the project. This monitoring will be throughout the duration of the contract.
  • Level two: monitoring to include all on the ground site monitoring done by Department staff. Grantee agrees to contact assigned Department staff and Department Grant Analyst at start of on the ground activities, this can be done via email, phone, or written notification. This monitoring will be throughout the duration of the contract.
  • Level three: monitoring to include all follow up activities that may be completed after the duration of the contract.
8.    Once a grant agreement has been signed between ODA, OWEB and grantee, any changes to the original submitted proposal must be approved by ODA & OWEB and amendments to the agreement shall be required.

9.    Awarded projects are subject to additional paperwork at time of agreement.

10.    Applicant understands that information submitted with this proposal will be available online. (with the exception of specific landowner information)



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Contact the OSWB

Regional OSWB staff members are available to assist you in developing your proposal, feel free to contact anyone listed below.

Main Office:
Oregon Department of Agriculture
Noxious Weed Control Program
635 Capitol St NE
Salem, OR 97301-2532
Phone: 503-986-4621
Fax: 503-986-4786

g, OSWB Grant Program Coordinator • 503-986-4621

Tim Butler, Program Manager • 503-986-4621
Tom Forney, Projects Coordinator • 503-986-4621
Eric Coombs, Biological Control Entomologist • 503-986-4621
Alex Park, Integrated Weed Specialist • 503-986-4621
Jo Davis, Program Assistant • 503-986-4621
 
Field Offices:

Burns
Bonnie Rasmussen, Integrated Weed Management Coordinator • 541-493-2342
 
Grants Pass
Carri Pirosko, Integrated Weed Management Coordinator • 541-291-2680

Prineville (Central, OR)
Mike Crumrine, Integrated Weed Management Coordinator • 541-604-6580
 
NE Oregon
Mark Porter, Integrated Weed Management Coordinator • Check back for phone number

Klamath Falls (S. Central, OR)
Vacant, Call Salem or
Mike Crumrine, Integrated Weed Management Coordinator • 541-604-6580
 
Eugene
Glenn Miller, Integrated Weed Management Coordinator • 541-954-8293



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Application instructions

Provide the Oregon State Weed Board with an electronic version submitted through FTP server upload: http://files.oda.state.or.us/?login=oswb . Submit by mail one SIGNED single sided original version of your completed application. All documents must be submitted and mailed by the application cut-off date listed on page 3. Additional submission information can be founds on page 3 as well. Applicants will receive an email upon acceptance of the application once that email is sent absolutely no additional information from the applicant can be submitted, this includes verbal and written information, the proposal is then considered complete as submitted (except at the request of OSWB staff or Board members).

1.    Weed Species: Within the table list all weeds pertaining to this project use common name plus genus and species. List the primary habitat (upland, riparian, wetland, instream, or estuary) for each weed, the method for treatment, net/gross acres per weed species, and for chemical control list which herbicides will be used, additionally list the timing for treatment activity. Remember to list only state listed noxious weeds. (Appendix B). Include estimated total number of acres (net/gross) for the project, to prevent double counting your acreage use (Appendix C) to help calculate the total treated acres.
 
Defining your habitat type:
Riparian: activities within the “riparian buffer”- the interface between land and a river or stream, and designed to improve the riparian habitat conditions and stream bank stability
Upland: projects designed to reduce erosion, improve water quality, increase stream flow, promote native vegetation growth, and other watershed benefits. Projects such as urban, rangeland and forest outside of riparian buffers should fit within this designation.
Instream: in-channel activities designed to improve aquatic habitat conditions
Wetland: a land area saturated with water either permanently or seasonally. Activities that are designed to restore, protect, or improve wetland habitat conditions fit this designation.
Estuary: is a partly enclosed coastal body of water with one or more rivers or streams flowing into it, and with a free connection to the open sea. Activities that are designed to restore, protect, or improve estuary habitat conditions fit this designation

2.    Project location: Identify where the proposed project is located, regardless of the type of project. Provide at a minimum; county project is located in, and a minimum of one latitude and longitude of the project site(s).

3.     Does this project exist within a designated weed district: Indicate if the project exists within an established weed district as authorized under ORS 569, if you do not know the answer to this question contact any member of the OSWB staff listed on page 8.

4.     Is this part of an established Cooperative Weed Management Area (CWMA): Indicate if the project exists within a CWMA and provide the name of the CWMA, if you do not know the answer to this question contact any member of the OSWB staff listed on page 8.

5.    Identify which methods of control: Check which type of control you are proposing. Also, your project may be for more then one type of control activity check all that apply. In addition, provide additional activities outside of control activities. All activities must be directly related to the control project proposed. Use these activities to help guide you in identifying your activities in the weed activities table as well.

6.    Have you consulted with ODA staff: Indicate if you have contacted a member of ODA Weed Control Staff and the name of that individual, a list of staff is provided on page 8.

7.    Is this a landowner reimbursement project? Projects that partially reimburse landowners for the cost of implementing weed control. A landowner list including acreage by weed species must accompany the proposal.

8.    Project summary: Provide a summary in 200 words (1000 characters) or less describing what the project accomplishes and what problems will be addressed. The information you provide will be used for project review and reporting purposes as a part of reporting and will be displayed to the general public.

9.    What are you proposing to do? (1,300 words which is approximately 8,000 characters) give an overview of the project.
Include here if this is the next phase of a previously funded project be sure to include details of past treatments such as successes and failures, estimated acreage for treatment, method of control, objectives and restoration component. Also, how this project relates to other projects within the project area. It is important be concise and keep this to the 1,300 word limit, but also give enough details as outlined above, this portion is essential in the overall review process as it is shown to the Oregon State Weed Board in advance of full review of the proposal process.

10.     Using a bulleted list: Explain the project goals and objectives

What Is a Goal? A goal is a broad statement of what you wish to accomplish. Goals are broad, general, intangible, and abstract. A goal is really about the final impact or outcome that you wish to bring about.

What Is an Objective? A goal is only as good as the objectives that go with it. The objective represents a step toward accomplishing a goal. In contrast to the goal, an objective is narrow, precise, tangible, concrete, and can be measured.

Beverly A. Browning, in her Grant Writing for Dummies, suggests using the S.M.A.R.T. method of writing your objectives. Make them Specific, Measurable, Attainable, Realistic, and Time-bound.

 Keep the following in mind when preparing your objectives:
  • State your objectives in quantifiable terms.
  • State your objectives in terms of outcomes, not process.
  • Objectives should specify the result of an activity.
  • Objectives should identify the target audience, community being served or natural resource benefit.
  • Objectives need to be realistic and capable of being accomplished within the grant period.

11.    Is the project part of an existing weed management plan? Explain whether the work or site where work is proposed is specifically identified in an existing management plan. If yes, please be sure to include plan name, author, and date.

12.    Are there additional partners (agencies, landowners, volunteers)? Who are the additional partners and what are their roles and responsibilities? Almost all projects have the cooperation of landowners, professional advisors, organizations, and/or volunteers. Identify these entities, approximately how much time/materials they are contributing and what their role is in completing the project. Be sure to list the amounts of other funds and the dollar value of donated services and supplies.
13.    Which elements of the project will OSWB funds be used for? Be specific to activity and reiterate the timing of the activity. Describe in detail which elements of your project the Oregon State Weed Board funding will be used toward.

14.    How does this project relate to other projects (BLM, USFS or local projects) completed or planned? If the project is related to work funded in part with another grant from OWEB (i.e. restoration, land acquisition, or technical assistance), list the OWEB grant number and briefly describe the relationship to this proposal. Note how the project relates to other watershed activities to demonstrate that the project is appropriate.

15.    How does this project fit into the statewide and/or local weed management objectives? Identify the county weed listing priority if known. Refer to the Oregon Noxious Weed Strategic Plan for a list of statewide priorities as well as the state weed policy and classification system for noxious weed listing priorities:
http://www.oregon.gov/ODA/PLANT/WEEDS/Pages/programoverview.aspx

16.    How will restoration be a part of your project? If restoration is not a component of this project please explain. For example, re-seeding of a control site.

17.    If this project protects a high priority species or habitat, please give a brief description of the species or habitat/land use designation. For example, protection of habitat for federally listed threatened and endangered plant species. If you do not know how to answer this question contact an OSWB/ODA staff member see page 8.

18.    Salmon/steelhead or salmon/steelhead habitat

This project is NOT specifically designed to benefit salmon or steelhead.
  • If you check this box do not answer supplemental question 18(A)
  • If your project has a direct benefit to a salmon producing stream indicate this here, check all streams that apply to your project area
18(A) Expected Benefits:  Write a brief description of the goals and purpose of the project and how it is expected to benefit salmon/steelhead habitat. If your project has a direct benefit to a salmon producing stream indicate this here, name the stream and if its highlighted in a plan somewhere such as the Oregon Conservation Strategy.
19. How will success be determined, what elements will be monitored/evaluated and by whom, how often and for how long? Who will maintain the project and for how long? Having a monitoring plan in place is important to the success of all projects, provide here the plan you have for the monitoring of your project.



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Mandatory_attachments"> Mandatory attachments

Mandatory attachments:

  • Maps highlighting specific area of project activities
  • Photos (please use the same photo points as you will use on interim progress reporting and project completion reports should this project be awarded)
  • For landowner reimbursement projects – landowner list with acreages listed by weed species
  • Project partners form
  • Initialed notice of grant condition statement and signed certification form
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Notice of grant award conditions

 If your proposal is funded, you will be required to:
  • Sign a Grant Agreement containing the terms and conditions for the project implementation, release of funds, and documentation of completion. 
  • Payments will be made only for work started after the effective date of the grant agreement, unless special conditions have been placed by ODA/OWEB.

Before ODA/OWEB releases the Grant Agreement, you will be required to:
  • Resolve any and all outstanding issues from your previous grants with ODA/OWEB.

Upon signing the Grant Agreement, you will be required to:
  • Certify in the Grant Agreement that prior to starting work on private land, you have or will obtain cooperative agreements with the private landowner(s).  Exhibit D of the ODA/OWEB Grant Agreement may also require you to submit copies of those agreements to ODA/OWEB prior to the release of funds.
  • Agree that monitoring information resulting from projects are public domain.
  • Determine whether and what permits and licenses are required.

Before ODA/OWEB releases any payments, you will be required to:
  • Document that 25% match funding has been secured.
  • Submit a Public Certification Form
  • Submit copies of all applicable permits and licenses from local, state, or federal agencies or governing bodies, or certify that permits and licenses not needed.

Upon completing the project, you will be required to:
  • Submit a Project Completion Report as required in the Grant Agreement, including a Match Form that documents at least 25% actual match. OGMS Online Project Completion Reporting is now available to assist you with your agreement’s completion reporting requirements. 
  • Submit your Oregon Watershed Restoration Inventory report(s) electronically.
  • Submit data to Oregon Weedmapper – for data standards visit http://www.oregon.gov/ODA/PLANT/WEEDS/WEEDMAPPER/Pages/submitdata
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Oregon State Noxious Weed List

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