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Instructions for Completing the POOL/PACT Risk Management Grant Application

SECTION 1

POOL/PACT is pleased to provide funding for risk management programs, projects, and acquisitions to members which will reduce, mitigate, and/or eliminate risk to their employees or the public they  serve.  The information listed below will assist in understanding and completing the application process. 

The POOL/PACT Loss Control Committee has identified five primary grant funding criteria for awarding of grants:

  1. The member presents sufficient evidence of: (1)  prior claims or complaints which the subject of the grant would reduce or eliminate, (2) close-calls which the subject of the grant would reduce or eliminate, or (3) a trend or rise of claims which the subject of the grant would reduce or eliminate;
  2. A POOL/PACT consultant (for example: a professional retained by POOL/PACT to assist school districts, law enforcement, swimming pools, cyber security) recommends a project, item, or expenditure; or the POOL/PACT Loss Control Committee recommends a project, item, or expenditure;
  3. The member provides sufficient evidence that significant risk reduction or loss control would benefit a significant number of member employees or public they serve, and such project, item, or expenditure would be applicable and beneficial to all POOL/PACT members in reducing or mitigating risk;
  4. All other grant applications will be reviewed and analyzed on an individual basis, based upon the evidence presented to support risk management, loss control, or safety. 
  5. Ineligible grant funding requests: (1) grant requests for projects already paid for by the member, (2) grant requests for typical and ordinary capital budget items.  

SECTION 2

The following information will be needed to complete the grant application:

  1. The name of the Member  (i.e., Elko County School District, Indian Hills General Improvement District, Beatty General Improvement District).
  2. The name of the department (i.e. Lyon County would be the member, and the Lyon County Sheriff's Office would be the department) submitting the application.
  3. The name and email of the department head who will receive the grant reimbursement (i.e. the member’s comptroller, treasurer, or financial department).
  4. The name, phone number, and email of the person submitting the application.
  5. The name, title, email, and phone number of member’s liaison.
  6. The following completed and submitted questions of the POOL/PACT Loss Control Excellence Program are required for each Risk Management Grant Application. Click here for link to the Loss Control Excellence Program:
    1. All questions in the Preliminary Section, Risk Management, Human Resources, Cyber Security, and Fiscal Controls.
    2. If your grant application involves any of the following departments, you will need to fill out the questions for that department as well:  i.e. Vehicle Fleet, Law Enforcement: (Road Operations and Detention Operations), Fire Services, Parks and Recreation, Street and Road Operations, Public Works, or Hospital.
    For this section, you need only indicate the state of each program, policy, or procedure.  In other words, it's not required that each policy/program is in place and operational. Your application will not be reviewed until Section 6 is submitted.  For any questions regarding this question, please contact POOL/PACT Risk Management at (775) 885-7475.
  7. A completed “Member Risk Management Grant Application Approval Form” which must be submitted with the grant application. (A blank form can be downloaded here).
  8. A narrative explaining:
    1. How the risk management project, program, or acquisition applies to one or more of the Risk Management Grant Funding Criteria.
    2. How risk will be reduced, mitigated, or eliminated;
    3. Why the member does not have the funds to finance the project in its capitol operating budget, and
    4. The source of funding the member will use to finance the member’s grant contribution.  
    5. Supporting documents:
      1. All final quotes, bids, invoices, estimates, and proposals for repairs, construction, or remodel, must be submitted by certified, bonded, insured, and licensed entity;
      2. Programs, products, or services funded by the grant must be provided/performed by certified, insured, licensed, and qualified individuals and/or entities;
      3. If you have any questions regarding supporting documents for work/services to be performed, please contact POOL/PACT Risk Management;
      4. For all grant applications seeking total funding amounts of $50,000.00 or more, an affirmation by member board/liaison that all federal, state, and local rules will be or have been complied with, including, but not limited to Local Government Purchasing Act. 
    6. Total budget for the risk management project, program, or acquisition.
    7. Dollar amount to be funded by the member.
    8. Dollar amount to be funded by POOL/PACT.
    9. If the grant is approved, applicant will be required to agree to and submit a Validation Report within 30 days of the object of the grant becoming operational.  (A blank Validation Report can be downloaded here).  Please note that failure to do so may result in denial of future POOL/PACT Risk Management Grants. Please note, if the applicant is governed by a board, council, or similar governing body, the application must show that the board/council approved the grant application submission by resolution, motion, or other governing body approval.
    10. If the grant is approved, applicant will submit all receipts associated with purchase of the project, program, service, or acquisition to POOL/PACT within 30 days of payment by the member.  POOL/PACT will then remit reimbursement funding up to the grant reimbursement amount to the member’s treasurer or comptroller as listed in the grant application. 
    11. Grant requests greater than $10,000 are referred to the Loss Control Committee for review and consideration.  The Loss Control Committee reviews such grants twice a year: applications received prior to March 1, will be considered during its March meeting.  Applications received prior to September 1, will be considered during its September meeting. Risk Management Grants with a total POOL/PACT funding amount of less than $10,000, will be reviewed/considered by Risk Management staff.
    12. Members are limited to two (2) under $10,000 risk management grants per fiscal year. 
    13. Incomplete applications will not be considered.
    14. Reimbursement Criteria:   Risk Management Grants:  Member will pay 25% of total costs;  Educational Grants:  POOL/PACT pays 100% of the grant; (see grant application for additional details); Modified Hydraulic Lift Grant Program: Member pays 50% of total costs. 
    15. Grant funding may be used only for the subject of the application.  The member is responsible for and agrees to return any unused funding amount within 30 days of funding.
    16. If the grant amount is in excess of $10,000.00, the member submitting the application is responsible to ensure that project cost proposals/estimates are current as of the date of the Loss Control Committee considers the application.
    17. If a grant is approved, the member is responsible for budgeting and funding all anticipated/related future expenditures. For example, if a new video surveillance system is funded, the LCC will not fund future subscriptions, equipment upgrades, replacement of funded items, or similar expenditures.
    18. Representatives of the member applying for a grant in excess of $10,000, should attend and present the submitted grant application information to the Loss Control Committee during the March and/or September meetings.

Should you have any additional questions, please call Marshall Smith at (775) 885-7475 or email to: marshallsmith@poolpact.com.

 

Documents you will need:

Member Application Approval Form
Download, save, and have this completed by the department supervisor and board/liason before submitting online application. This form may also be completed and mailed to POOL/PACT.

Validation Report
Download and save this document. You will be required to submit this document within 30 days after education event is completed.

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