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Adopt an IBA
Chapter Collaboration Guide 2008
CHAPTER COLLABORATIVE PROJECT FUNDING
FY 07-08
BASIC GUIDANCE AND DEADLINES
The North Carolina State Office has again been allocated by the National Board funds to be used to support collaborative projects with chapters during the 07-08 year. As decided by chapter members at meetings in March and June of 2005, these funds will be allocated for Adopt an IBA efforts by chapters at sites prioritized by the North Carolina Important Bird Areas program.
We desire to keep the application, notification, distribution and reporting processes as simple as possible. However, certain national and state requirements will need to be met to ensure the goals of the program are fulfilled.
Application Process
By November 30, 2007, all chapters wishing to participate should have submitted to the State Office the following materials:
Adopt an IBA Participant Request form (2 copies). On this form, chapters will select from the IBA priority list their 1st, 2nd, and possibly 3rd choices for sites they wish to adopt. If this is a continuation of previous year’s IBA work, then this form need not be submitted. In addition, if a chapter is continuing work previously agreed to in an MOU, that MOU still applies. If a chapter wishes to change its Adopted IBA or materially change its activities in that IBA, contact Curtis for a revision of the MOU. See form for details.
Collaborative Funding Agreement FY08 form (2 copies). We have modified a standard (and required) national form to apply to the NC program. Please sign and send 2 copies. We in the state office will fill in the final information before returning and submitting to NAS for payment processing.
MOU – Once a chapter agrees to adopt a particular IBA(s), an MOU will be prepared by ANC staff. The attached sample MOU outlines the basic tenants of Adopting an IBA. It can be customized to match the needs and desires of the individual chapter.
Decision-making and Notification
By January 5, 2007, state staff will have reviewed applications, decided on which sites will be adopted by which chapters, and notified chapter contacts. The FY08 allotment is $2,667 in NC, which we have divided by 9 in order to allocate $296 for each chapter. These modest funds are intended to help cover travel and materials costs and to provide incentives for greater participation by chapters in the state’s IBA program.
As in the past, the first priority will be to allow each chapter a sponsorship opportunity. However, should some chapters not apply, others may then be allowed more than one IBA for adoption and funding under this program (note: chapters may adopt and work at IBA sites even without this incentive funding). Should there be fewer than 9 IBA funding opportunities, remaining funds will be made available for funding in the subsequent year.
Direct distribution of funds by the state office to entities other than chapters is not allowed, according to the Chapter Services office. However, should chapters choose to work with other organizations and offer some reimbursement to them from these funds, that would be allowed. Chapters will still be responsible for accounting for the funds and providing all required data and reporting on the IBA at the end of the process.
The state office staff will continue working with the chapter primary point of contact to clarify training schedules, timing of counts and/or other actions, and protocols for keeping in touch and passing on data.
Distribution of Funds
By January 15, 2008, the state office will submit to national the appropriate “Check Requisition” form (note: a signed Collaborative Funding Agreement form is required). Payment will be made by direct deposit to the selected chapters.
Reporting
There will be two levels of reporting required. First, the chapter must work with the appropriate Audubon NC staff member(s) (usually Curtis Smalling) to provide data and information in a timely and accurate way. This is an ongoing requirement of being an active and helpful Adopt and IBA participant.
Secondly, for purposes specific to this grant program, participating chapters will be required to submit to the state office by October 30, 2008, the FY 08 Chapter Collaborative Project Report Form (to be sent to chapters later). The state office will compile results and forward to the national office so that the national board can see the results of their decision. Obviously, it is in all our interests to provide encouragement for the National Board to continue and expand collaborative funds for chapters.
Send All Forms Required (signed, hard copies) by November 30, 2007 to:
Curtis Smalling
Audubon North Carolina Adopt an IBA
667 George Moretz Lane
Boone NC 28607
828-265-0198
csmalling@audubon.org
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