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Instructions for Completing the POOL/PACT Risk Management Grant Application

SECTION I - General Information and Funding Criteria

  1. General Information. POOL/PACT is pleased to provide funding for Risk Management programs, projects, and acquisitions that will reduce, mitigate, and/or eliminate risk to members, their employees, and the public it serves. This information will assist in understanding and completing the grant application process.  If you have any questions about the application or process, please contact Marshall Smith at (775) 885-7475 or marshallsmith@poolpact.com, or Jarrod Hickman at (775) 885-7475 or jarrodhickman@poolpact.com.
  2. Funding Criteria. The POOL/PACT Loss Control Committee has identified five (5) primary criteria for funding Risk Management Grants:
    1. The member presents sufficient evidence of:
      1. prior claims or complaints which the grant subject would reduce or eliminate;
      2. close-calls or near-misses which the grant subject would reduce or eliminate; or
      3. a trend or rise in claims which the grant subject would reduce or eliminate.
    2. A POOL/PACT consultant or subject matter expert (SME) recommends a project, item, or expenditure, or the Loss Control Committee recommends a project, item, or expenditure. Examples of a POOL/PACT consultant or SME are professional retained to assist school districts, law enforcement, swimming pools, or cybersecurity.
    3. The member provides sufficient evidence that significant risk reduction or control would benefit a significant number of the member's employees or public they serve, and the project, item, or expenditure would be applicable and beneficial to all POOL/PACT members in reducing or controlling risk.
    4. All other grant applications will be reviewed on an individual basis, based upon the evidence presented to support risk management, loss control, or safety.
    5. Ineligible grant requests include, but are not limited to, projects already paid for by the member or typical and ordinary capital budget items.

SECTION II - Rules & Restrictions

  1. Grant requests less than $10,000.00 will be reviewed and considered by POOL/PACT Risk Management guided by the criteria above. Members (the entity and the member's sub-entities) are limited to applying for two (2) risk management grants under $10,000.00 per fiscal year.
  2. Grant requests $10,000.00 or more are referred to the Loss Control Committee for consideration. The Committee reviews such grants at each quarterly meeting.  Applications and supporting documents should be submitted through https://poolpact.com/risk-management-grant-app1.asp at least 14 days prior to the Committee meeting at which the application is to be considered. Applications submitted after the cutoff will be considered at the next quarterly meeting.  It is the responsibility of the member-applicant to ensure project estimates/proposals are current at the time of Committee consideration. Members (including sub-entities) are limited to applying for two (2) risk management grants over $10,000.00 per fiscal year.
  3. Risk Management grants will be reimbursed at 75% of the total cost; the member is responsible for 25% of the total program, project, or acquisition.
  4. Incomplete applications will not be considered.
  5. Grant funding may only be used for the subject of the application. The member agrees to and is responsible for returning any unused funding within 30 days of its distribution.
  6. The member is responsible for all funding necessary to sustain the grant subject. For example, an online training subscription or surveillance system. The member is responsible for future or recurring costs such as subscriptions; equipment upgrades, replacement, maintenance, or repair; and/or all other similar expenses.
  7. After notice of approval of the grant, the applicant must submit proof of payment of all invoices within 90 days.  If additional time is needed (i.e., vendor, materials, or other unforeseen delays) the applicant must notify POOL/PACT Risk Management.  After 90 days, the grant approval will be rescinded and the application must be resubmitted.  
  8. A member representative knowledgeable about the grant application shall attend and present the submitted application to the Loss Control Committee when the application is considered.

SECTION III - The Application

  1. Member Information. The following member information is needed to complete the application:
    1. The member's name. For example, Elko County, Town of Tonopah, or Incline Village General Improvement District. 
    2. The name of the department submitting the application, if applicable.  For example, Sheriff's Office, Human Resources, or Public Works.
    3. The name, phone number, and email of the person submitting the application.
    4. The name and email of the department head who will receive the grant reimbursement.  For example, John Smith, Comptroller or Jane Doe, Treasurer. 
    5. The name, phone number, and email of the person who will appear at the Loss Control Committee to present the grant to the Committee. 
    6. The name, title, phone number, and email of the member's liaison.
    7. A completed Member Risk Management Grant Application Approval Form. This form must be submitted with the grant application.
  2. Grant Narrative. The grant request must include an explanation of:
    1. How the project, program, or acquisition applies to one or more of the Funding Criteria;
    2. How project, program, or acquisition will reduce, mitigate, or eliminate risk; and
    3. Why the member does not have the funding to finance the project in its capitol operating budget.
  3. Supporting Documents. The following information must be submitted to support the grant request:
    1. All final quotes, bids, invoices, estimates, and proposals for repairs, construction, or remodeling. 
    2. Evidence that the individual or entity providing/performing the program, product, or service is certified, insured, bonded, and/or licensed as the program, product, or service may require. 
    3. All grant applications seeking funds totaling $50,000.00 or more must include an affirmation by the member board or liaison indicating all federal, state, and local rules will be or have been followed. This includes, but is not limited to, the Local Government Purchasing Act.
    4. The total budget for the project, program, or acquisition.
    5. The dollar amount to be funded by the member.
    6. The dollar amount to be funded by POOL/PACT.

SECTION IV - Approval

  1. Proof of Payment. If the grant application is approved, the member must submit all receipts associated with the purchase of the program, project, service, or acquisition to POOL/PACT within 30 days to jarrodhickman@poolpact.com.  Upon receipt of proof of payment, POOL/PACT will issue reimbursement to the member's treasurer or comptroller listed in the application.
  2. Validation Report.  If the grant application is approved, the member must submit a Validation Report within 30 days of the grant subject becoming operational.  Failure to do so may result in denial of future Risk Management Grants.
  3. Loss Control Excellence Program. If the grant application is approved, you will need to submit one or more sections of the LCEP within 30 days of approval.   Please call Marshall Smith or Jarrod Hickman for further information at (775) 885-7475.

SECTION V - Questions

If you have any questions about the Risk Management Grant application or process, please call or email:

Marshall Smith at (775) 885-7475 or marshallsmith@poolpact.com.

Jarrod Hickman at (775) 885-7475 or jarrodhickman@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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