Guidelines for Chapters Submitting
(Updated September 2008)
Eligible Projects: The proposed project must fit the definition of preservation and restoration for existing memorials, historical buildings and/or landmarks. According to International Quester guidelines, the organization responsible for the project must fit non-profit status as defined by Section 501(c)3 of the Internal Revenue code. The memorial / historical building / landmark cannot be privately owned.
Projects may receive only one state P&R bequest in any given year, regardless of the number of chapters sponsoring the grant application. Priority will be given to projects which have not already received state grant funds. Unfunded grant applications may be resubmitted for consideration in future years. The South Dakota P&R Committee may recommend funding for more than one project in any given year.
If more than one chapter is sponsoring the grant application, only one grant application should be submitted through the P&R liaison of the primary sponsoring chapter. This individual will serve as the chapterís liaison between the South Dakota P&R Committee and the organization responsible for the project. The chapterís P&R chair may not be a state officer or a member of the South Dakota P&R Committee.
Sponsoring chapters may submit a grant applications to both the state and international P&R funds in the same year, if appropriate.
Grant Funding: Funding requests that range from $500 to a maximum of $5,000 will be considered. The amount of the grant to be awarded to any individual project will depend on the money designated for the state P&R fund by the individual chapters and received into the state between February 16th of the current year and February 15th of the next year. All state P&R funds donated by chapters must be submitted by February 15th for those dollars to be utilized for the funded project.
Chapter donations in excess of the dollars needed to fund the approved grants will be carried over for only one year and expended on the next year's designated project, as appropriate. As an alternative, the South Dakota P&R Committee may recommend funding for more than one project in any given year, if multiple grant applications are received.
Any designated funds that aren't needed to complete the funded project should be returned to the SD Quester State Treasurer. Those funds will be held over and awarded, through the normal process, at the next SD Council Meeting.
Project Contacts: The application must include a list of local contacts who can confirm, clarify or provide additional information requested by the South Dakota P&R Committee. (See guidelines on the individuals to include in this list).
Evaluation and Approval Process: The completed grant application must be sent to the chair of the South Dakota P&R committee and postmarked no later than November 30 (in years with a spring convention) or no later than April 30 (in years with a fall convention). The P&R committee will make a recommendation on grant funding to the South Dakota Questers executive board at either the spring or fall executive board meeting, depending on when the convention is held. The executive board will reach a final decision on the recommendation and report their decision to the membership at the state convention.
When needed, the P&R committee will also make recommendations for any changes in P&R funding guidelines to the South Dakota executive board for consideration at the next executive board meeting. The executive board will reach a final decision on the recommendation and will report their decision to the membership at the state convention.
The following criteria will be used to judge grant applications for funding:
At the end of the grant period, the grant recipient (the organization responsible for the project) and the sponsoring chapter will provide a portfolio of the completed project. This portfolio will be filed with the chair of the South Dakota P&R project and will be available for viewing at the next state convention. The portfolio must be submitted within one year of receiving the grant and will include, at a minimum:
State P&R Guidelines
Updated September 2008
Prairie Pasque #1072