ConSERVE Maine Mini-grant Q & A
Q: Are stipends for 1 or 2 key volunteers acceptable project expenses?
A: Stipends for volunteers have to be for reimbursable expenses such as the mileage you were referring to in question 4 or if they have to stay overnight at a location etc. Once a volunteer receives a stipend/payment for their time they become an employee as they are being paid which then makes them fall under all other expectations for a paid employee.
Q: We also support a build in Waterville and while Waterville isn't in one of the three counties supported by the grant, that build serves many people who live in Somerset and Franklin counties. Would you recommend focusing just on the Norway build and leaving the Waterville build out for now?
A: Because the project serves people in the identified counties its project expenses can be covered by the grant and this factor can be noted in the budget narrative. From the Program Statement: "Expenses must be related to the implementation, management, and support of conservation projects that build community action through service and volunteerism to address energy efficiency, environmental education, flood resilience, and community health in Western Maine counties of Oxford, Somerset, and Franklin. Project expenses must support the conservation project and engagement of volunteers in the implementation, management, and support of the proposed conservation project. These may include supplies, travel, indirect costs, venue rental fees, and volunteer support.”
Q: What constitutes the difference between supplies and equipment?
A: Supplies are considered by the state to be consumable or short lived while equipment is a durable, long term asset
Q: Do air quality and energy monitors fall under supplies or equipment?
A: Because they are needed for the project completion, they are considered supplies
Q: We would also like to include in project expenses, the cost of inserts for households with low income - what would be the best form of a "receipt" for these expenses? Could we simply submit a receipt on WD letterhead stating the number and value of the inserts? We could also put together a list or spreadsheet of separate orders, excluding personally identifiable information, with the value of each order. We purchase supplies for inserts well in advance of the builds, but recognize the cost after windows are measured and an invoice is generated.
A: Submitting a receipt with the number and value of the inserts that were used in the builds in the communities from the identified counties would be acceptable
Q: Does worker's compensation qualify as an indirect expense covered by the grant?
A: Yes
Q: Can a truck rental be an eligible expense?
A: Yes
Q: Can gas be covered?
A: Mileage specific to the project can be covered under the grant at state rate of $0.56/mile
Q: Mileage for volunteer measurers is also a big expense - would a spreadsheet log of miles traveled by acceptable?
A: A spreadsheet log of miles traveled by volunteers that are engaging in the projects/builds in the communities from the identified counties would be acceptable
Q: Would DEP Education for Erosion Certification courses be an eligible expense?
A: Yes if the people taking the course are the ones who will be serving directly on the project
Q: Does each town/municipality/community need to write its own letter of support for the project?
A: Yes. Any community where the project will be undertaken needs to write a letter of support for the project that must be submitted with the application
Q: We have a Community Build in Norway, ME that is in Oxford County, serving many communities in that county. The town of Norway is not directly supporting the work, but I think we could get a letter of support. Is that acceptable?
A: The letters of support must come from communities in which the projects will be implemented/held
Q: Can a current employee who would be serving as a volunteer on the project's stipend be covered by the grant?
A: No. Because the employee is staff it falls under staff salaries and cannot be covered by the grant.