Acquisition Document Checklist for Grantees
If your organization receives a grant from the State Coastal Conservancy for acquisition of property (either in fee or an easement), you will need to submit a number of documents for review and approval by the Conservancy before State funds can be submitted to escrow. The following checklist identifies the documents that Conservancy will typically need to review. Depending on the nature and complexity of your acquisition project, you may need to provide additional documents for Conservancy review. Your project manager will work with you to identify any necessary additional documents.
Documents SCC Will Need to Review Prior to
Acquisition
Notes/Status Sent to
SCC
SCC
Review
Complete
Appraisal - A fair-market-value appraisal that
meets the Conservancy’s Environmental Appraisal
Specifications is required for all acquisitions. The
appraisal will be reviewed and approved by the CA
Department of General Services, which can take at
least 3 months. The appraisal is typically submitted
for review prior to the Conservancy Board
authorizing funds, to ensure that the acquisition
will not exceed the fair market value.
* If the acquisition will collectively spend more than
$15 Million in State funds, an independent appraisal
review; summary of basis for project
recommendation; and any relevant environmental
studies or other documents needs to be posted for
public review no less than 30 days prior to the
Conservancy board meeting. PRC § 5096.513.
Preliminary Title Report and any updates
• Copies of exceptions provided on request
• Specify intended type of title insurance policy
Environmental Assessment (Phase 1 and, if issues
are identified in the Phase 1, a Phase 2
Assessment) or hazardous substance report
Purchase and Sale Agreement and any
Amendments
Other agreements between buyer and seller
concerning the transaction
State Coastal Conservancy
Acquisition Checklist for Grantees
Documents SCC Will Need to Review Prior to
Acquisition
Notes/Status Sent to
SCC
SCC
Review
Complete
Grant Deed or Conservation Easement
SCC Grant Agreement– Conservancy staff will
prepare this agreement.
N/A
Board Resolution from Grantee
SCC Offer to Dedicate Title (OTD) – Conservancy
staff will prepare this document. It must be
recorded at closing.
N/A
Other proposed recorded documents – i.e. if
other funders or entities are involved and require
recorded deed restrictions, easements, or notices
of agreement, the Conservancy will need to review
those documents and agree to the order of
recordation.
Financial Security Arrangements if applicable
(e.g., loans)
Other Documents may need to be reviewed
depending on the specifics of the acquisition – your
project manager will work with you to identify any
additional transaction documents that are required
Baseline Conditions Report- documenting the
property conditions at the time of purchase, signed
and certified by grantee; for easements, the feetitle landowner must also sign the Baseline Conditions Report.
Monitoring & Reporting Program – required for
easement acquisitions
Sign plan – That includes a mockup of a sign
acknowledging the Conservancy’s support for the
acquisition, a map showing proposed location of
the sign, and sign materials.
Preliminary Closing Statement – If there are
multiple state funders, this should separately
acknowledge Conservancy funding amount.
State Coastal Conservancy
Acquisition Checklist for Grantees
In addition to the documents above, you will need to provide the following escrow and title company information:
Documents SCC Will Need to Review Prior to
Acquisition
Notes/Status Sent to
SCC
SCC
Review
Complete
Grantee Escrow Instructions
Provide the following to your SCC project manager as soon as possible.
1. Property name, location, APNs
2. Escrow no.
3. Escrow Company
Escrow officer
Assistant
Phone
FAX
e-mail
Address
4. Title Company
Title officer
Phone
FAX
e-mail
Address
Final Steps Date Sent to SCC
Grantee Invoice Request Letter – Use template provided and sign letter either with a wet-signature or in DocuSign. The Grantee Invoice Request letter must be received by the Conservancy and all above-referenced Conditions Precedent met at least 20 working days prior to escrow closing. The Conservancy will then request the State Controller to transfer the funds into escrow.
Documents to Provide Once Acquisition Is Complete Date Sent to SCC State Coastal Conservancy
Acquisition Checklist for Grantees
Conformed copies of all recorded documents – electronic is fine Final closing statement
Title Insurance Policy