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Attachment E - Applicant Tips Sheet (Mistakes Common to the application process and how to avoid them) SCHEDULING The new application is available by January each year, and District funding is available AFTER October 1 st of each year. Applicants should plan their schedule to avoid commonly missed deadlines: Application due - 29th of March; Property control/Technical sufficiency items - 21 st of May, Permits - 20th of September. (Staff suggestion: Begin to secure property control and permits PRIOR to applying for funding.) PROPERTY CONTROL VERIFICATION Please have your attorney complete and sign the form in the application verifying applicant property control. In the case of leases or management agreements, please forward a copy to the District well in advance of the deadline to verify consistency with our program rules. (Staff suggestion: Resolve this requirement outside the application "window".) PROJECT COSTS ELIGIBILITY Please note the eligible project costs in Rule Section 66B-2.008, F.A.C. If you are not sure about an item's eligibility, ask! Note: Any ineligible cost, including in-house project management and administration, is also not eligible for an applicant's match. Make sure you have delineated your required minimum cost -share on the project cost estimate. (Staff suggestion: If you have questions about the eligibility of an item, work up a mock cost -sheet and send it to our office well before the deadline.) COST -SHARE Although the applicant must provide a minimum of 50% of the total project costs (25% for eligible public navigation dredging), there is no specific requirement to split each item. (Staff suggestion: You may want to organize project element in a certain manner for easier accounting.) PRE -AGREEMENT EXPENSES Rule 66B-2.005(3), F.A.C. requires any activity in the submitted project cost estimate occurring PRIOR to October 1 st to be considered as pre -agreement expenses. The Board's past philosophy has been to fund only those projects that require District funding assistance to be completed. It is best to avoid pre -agreement expenses if possible. Note, that pre -agreement expenses must be limited to 50% or less of the total project costs, and they are eligible for only 1/2 of the original District funding. (Example: A project with a total cost of $200,000 is Board -approved for one-half construction PRIOR to October 1 st. In this case, District funding will be limited as follows: Only 50% of the $100,000 project cost prior to October 1 st is eligible as project expenses (i.e. $50,000). Then only 1/2 of the eligible project expenses ($50,000) are eligible for District funding assistance (i.e. $25,000). SUBMITTED MATERIALS &JUNE PRESENTATION The Board must review and evaluate every application and each year we receive about 90 applications for consideration. The final product for the Commissioner's review is two 8-1/2" x 11 " spiral -bound notebooks containing the essential information for the application. NOTE: make sure your final submitted material is the same material you will be presenting to the Board at our June meeting. This will avoid confusion and strengthen your presentation. (Staff suggestion: Limit the submitted materials to the requested information, in the required format and make sure it is consistent with your June presentation. Do not submit additional material at the June presentation!) ELECTRONIC SUBMISSIONS Grant applications are being accepted by email or hardcopy. Grant applications may be submitted via email as a pdf attachment (permits attached separately). Make sure to label your pdf attachment with the applicant and project title. You will receive a confirmation email letting you know your application has been received. Email your completed application to JZimmerman@aicw.org Or you may send hardcopy applications to FIND, 1314 Marcinski Rd, Jupiter, EL 33477. Applications must be received by the District by 4:30 p.m. on March 29, 202129