Division staff reviewed planned updates to the OHV program guide and grant policies at the Aug. 6 meeting, highlighting a legislative rule change that permits certain county classifications to receive full (100%) upfront funding, new land-acquisition procedures and tightened reimbursement controls.

Why it matters: Policy language governs who is eligible for upfront payments, what project costs are allowable, and the auditability of reimbursements. Changes affect counties, nonprofits and contractors that rely on grant advances and reimbursements.

Rachel Toker said the most significant rule change implemented in the past cycle is a legislative update "to allow for a 100% of upfront funding for entities and county classifications 3 through 5." She said the upfront funding must be paid in increments and grantees must demonstrate reporting and completion commitments.

Toker proposed other changes to the program guide: remove a separate downloadable "statement of responsibility" that is redundant with contract terms (maintenance and recordkeeping already appear in the contract), add a mandatory local letter of support for search-and-rescue applications, and revise flat rates for search-and-rescue equipment in coordination with sheriff offices.

Audit and reimbursement controls came under discussion. Toker said gift cards are a "huge no no audit wise" because auditors view them as a cash equivalent and they are difficult to track. Council members discussed fuel cards and mileage reimbursements: staff said the division prefers mileage reimbursement rates rather than dollar-for-dollar fuel reimbursements because mileage rates incorporate wear-and-tear and are easier to document for auditors. Several council members also discussed volunteer reimbursement and ways the applying entity can document volunteer mileage and hours for grant match and compliance.

Toker said the year-round land-acquisition category needs additional legal review. "I plan to work with our attorney general...to see if she has any recommendations on reworking this," she said, adding that buying land involves additional legal complexity compared with building kiosks or restrooms. Staff also noted that the program must follow statutory eligibility rules, including corporate or nonprofit incorporation requirements.

Staff said they will update the program guide and scoring criteria, publish examples and templates where appropriate, and consult legal staff before finalizing changes. No formal rulemaking was decided at the meeting; staff said some changes will require a formal rules process.