At its May 30-31, 2003 meeting, the Propane Education & Research Council (PERC) modified its grant procedure to require funding applicants to submit project summaries in lieu of full funding requests. Any person may submit project summaries. Unless otherwise agreed to in advance, PERC retains the right to use information contained in the project summary for any purpose it deems appropriate, including authorizing the development and issuance of a request for proposal for the work described in a project summary. Part I. Project Summary Review The review procedure is intended but not limited to provide the following: receipt of project summaries 30 days before an advisory committee meeting will be added to the committee's next meeting agenda; sufficient time for PERC staff and the appropriate advisory committee to evaluate the summaries and make its recommendation to the applicant; and sufficient time for members of PERC's board (the Council) to consider requests before their meetings. A. Timetable Before December 31 of each year, the Docket Administrator will publish a timetable for the next calendar year for the receipt and evaluation of project summaries. That timetable will establish not more than four grant funding cycles that will be scheduled in relationship with Council meetings. The timetable will also set deadlines for the submission of project summaries, provide adequate time periods for staff and advisory committee evaluation, recommendation, and Council consideration. B. Procedure The following is a summary of the major steps of PERC's project summary review process: 1. Verification Upon receipt, PERC staff will verify that each project summary is complete and complies with PERC's Policy, Rules and Procedures document. The summary will be assigned to an advisory committee for review and the applicant notified. 2. Advisory Committee Determination The advisory committee will conduct an evaluation of each project summary that falls within its mission area and make a determination whether to undertake the proposed project. (a) If the advisory committee determines that a project summary has merit, the advisory committee may invite the applicant to submit a full funding request. (b) If the advisory committee determines that a project summary has merit, but in its best judgment the proposed work should be awarded through a competitive process, advisory committee shall request authorization from the Council to issue a request for proposals; in such case, the applicant shall be notified by the PERC staff and may submit a response to the RFP. (c) If the advisory committee determines that project is not a priority for funding, the applicant will be notified of such decision by the PERC staff. 3. Council Consideration At its regularly scheduled meetings, the Council in its sole discretion may take up the funding recommendations of the advisory committees and make its decisions regarding each of these. 4. Contract Following Council approval of a funding request, including any modifications or stipulations to it, the PERC Contracts Manager will enter into contract discussions with each successful applicant. No funds are distributed without a valid contract. 5. Progress Reports As provided in Council rules or contracts, all funding recipients will make periodic progress reports to the mission area liaison, who in turn make will progress reports to the Council on all programs and projects. 6. Post - Completion Evaluation Following completion of each project funded by the Council, the Director of Finance and Administration will make a post-completion evaluation report to the Council. Part II. Expedited Grant Review The expedited grant review procedure is reserved for only that project that must be urgently undertaken to preserve or promote the interests of the propane industry at large. All requests for funding will be considered under the regular review procedure unless, by a majority vote, the PERC advisory committees agree to consider the request under the expedited grant review procedure. An applicant must specifically request expedited review and, on its face, the funding request must be of an urgent nature or facing a deadline that could not be reasonably anticipated, which would preclude consideration of the funding request by the regular review procedure. Part III. State Rebate Review The Council shall make every effort to provide review of state rebate requests, which are not subject to the provisions of Part II, Regular Grant Review. The following is a brief summary of the major steps of the Propane Education & Research Council's state rebate review process, as approved by the full Council. 1. Review Cycles and Deadlines Rebate review cycles will be scheduled in relationship with Council meetings. Each cycle shall have a due date or deadline by which a funding request must be received in order to be considered in that cycle. A rebate request submitted after the deadline will automatically be held over until the next review cycle. 2. Verification Upon receipt, staff will verify that each funding request is complete and complies with Council rules and procedures, will assign a docket number, and will notify the applicant. 3. Council Consideration At its regularly scheduled meetings, the Council may take up the funding recommendations and make its decisions regarding each funding request. 4. Contract Following Council approval of a funding request, including any modifications or stipulations the Council may adopt with respect to it, the President shall enter into contract with each successful applicant. 5. Final Accounting Reports As provided in Council rules or contracts, all funding recipients shall provide the Council with a final accounting report at completion of the project. PROPANE EDUCATION & RESEARCH COUNCIL