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HomeMy WebLinkAbout1997-09-08 NAC Ltr to Andy Weaver Forwarding Grant Application Materials ` / f NORTHWEST ASSOCIATED CONSULTANTS INC N COMMUNITY PLANNING - DESIGN - MARKET RESEARCH MEMORANDUM - Via Fax Transmission (6 pages) TO: Andy Weaver (351 -8240) FROM: Scott Richards DATE: 8 September 1997 RE: Oak Park Heights - Valley View Park Grant FILE NO: 798.04 - 97.05 Please find attached a letter and information to be completed for the DNR to finalize the grant agreement. Janet Robert indicated that you would complete the information in Attachment A, Project Budget and the Authorization to Receive Funds. The DNR will need this information before they forward a grant agreement to the City. Mr. Hiller indicated to me that if the City would like to expend funds under the grant before the agreement is completed, we should contact him. Additionally, I do not believe that I will be involved further in this grant project. You may want the DNR to change the contact person name to yourself or Mike Robertson. I will forward the attached information and the Financial Manual sent to me by the DNR to you via U.S. Mail. If there is anything else I can do to assist you on this, please do not hesitate to call. pc: Janet Robert (351 -7411) Mike Robertson 5775 WAYZATA BOULEVARD, SUITE 555 ST. LOUIS PARK, MINNESOTA 55416 PHONE 612-595-9636 FAX 612-595-9837 ■ r • • sP ��OF MINNF Minnesota Department of Natural Resources v m -r73' Y ' 1 500 Lafayette Road 10 'Yp P St. Paul, Minnesota 55155 -40 Op N70- August 29, 1997 1` E SEP 5 AS RECE Mr. Scott Richards Planning Consultant 5775 Wayzata Blvd. Suite 555 St. Louis Park, MN 55416 RE: Grant CP97 -6.47 , Valley View Park Deal Mr. Richards: The above referenced project has been selected for funding. In order to expedite the processing of your grant agreement, please review the following attachments and return them to your DNR Central Office Contact Person. Instructions are provided on the attachments. - Attachment A - Project Budget: (requires approval by the DNR Region Contact) - Authorization to Receive Funds Also enclosed for your use in implementing your grant are the following materials: - Project Information Sheet - Claiming Reimbursements Financial Management Directory When we have received a copy of the approved Attachment A and the Authorization to Receive Funds, a grant agreement will be forwarded to your organization. DO NOT incur any costs until you have received a copy of the grant agreement. The grant agreement will have the effective start date of your project . All project components must be completed by December 31, 1998 and the final billing submitted no later than January 31, 1999. Sincerely, y/� Joe Hiller , Grants Manager Local Grants Program cc: Larry Westerberg , DNR Region Contact DNR Information: 612- 296 -6157, 1 -800- 766 -6000 • TTY: 612- 296 -5484, 1 -800- 657 -3929 An Equal Opportunity Employer Oil Printed on Recycled Paper Containing a Who Values Diversity Col) Minimum of 107 Post - Consumer Waste • • • Authorization to Receive Funds Conservation Partners Grant Program The State of Minnesota proposes to enter into an agreement with your organization. We need to know the official name of your organization and who is authorized to accept state money for it. Please make any needed corrections to this form, add the requested information, then mail it to: Joe Hiller MN Dept. of Natural Resources 500 Lafayette Road St. Paul, MN 55155 -4010 612/296 -4705 CP97 -6.47 Valley View Park $10,000 Organization Name: Oak Park Heights Organization's Purpose (30 words or Tess please) Person authorized by this organization to administer this grant and to request state funds (reimbursement checks will be sent to this address): Name: Mr. Michael Roberts Phone: Address: 5775 Wayzata Blvd. Suite 555 St. Louis Park , MN 55416 Have each group member sign below or attach a resolution by the organization authorizing the person named above to accept grant funds. Testimony of Group: We, the members of the group named above, authorize the person named above to accept grant funds for our organization. 9/2/97 ' • • Attachment A Project Budget Recipient: City of Oak Park Heights Grant: CP97 -6.47 Valley View Park Project Components Estimated Total Cost, Prepare acre site by tilling, brush and tree removal, and $0 herbicide application Spring '98 - burn and herbicide application to control weeds $0 on acres Plant native species among acres P 9 — $0 Native species must be used. Planting list should be approved by DNR Regional Contact before planting. Total $20,000 September 2, 1997 • • Project Information Sheet Conservation Partners Grant Program ICP97 -6.47 1 'Valley View Park 1 proj_# title (Oak Park Heights' Grant I $10,0001 recipient Match I $10,000' Total I $20,0001 Recipient Contact DNR Region Contact Mr. Scott Richards Mr. Larry Westerberg 5775 Wayzata Blvd. Suite 555 1200 Warner Road St. Louis Park , MN 55416 St. Paul , MN 55106 612/595 -9636 fax 772 -7929 fax DNR Central Office Contact Joe Hiller MN Dept. of Natural Resources 500 Lafayette Road St. Paul, MN 55155 -4010 612/296 -4705 Project Scope Restore natural communities, protect Perro Creek Pond through the establishment of species appropriate for a marsh perimeter, and provide enhanced natural habitation for wildlife. August 29, 1997 • • • Claiming Reimbursements Conservation Partners Grant Program This is a reimbursement grant. The State will reimburse 50% of the expenses you incur on your project but not more than the amount of your grant which is shown below. Your expenses might include: purchased equipment and supplies, the value of donated materials, and volunteer labor valued at a maximum of $5.00 per hour. The enclosed Local Grants Program Financial Manual describes the documents to send us when you claim reimbursements. Please mail your reimbursement requests to the DNR Region Contact person shown below. This contact person will review your request and forward it to the DNR Central Office Contact for payment. If you need help completing your reimbursement requests call either of the two DNR contacts listed below. Project #: CP97 -6.47 Grant: $10,000 Project Title: Valley View Park Recipient: Oak Park Heights Recipient Contact DNR Region Contact Mr. Scott Richards Mr. Larry Westerberg 5775 Wayzata Blvd. Suite 555 MN Dept. of Natural Resources St. Louis Park , MN 55416 1200 Warner Road 612/595 -9636 St. Paul , MN 55106 772 -7929 DNR Central Office Contact Joe Hiller MN Dept. of Natural Resources 500 Lafayette Road St. Paul, MN 55155 -4010 612/296 -4705 August 1997 • • Local Grants Program Financial Manual - Development • Minnesota Department of Natural Resources - Office of Planning x/97 • • PREFACE The Financial Management Manual is based on federal and state laws and the policies and procedures of the Local Grants Section of the Department of Natural Resources. Please carefully read all the information contained in this manual. The manual will not address all issues and potential problems that may arise during the completion of a Local Grants project. Please do not hesitate to contact the staff of the Local Grants Section for any technical assistance needed. BASIS FOR FINANCIAL ASSISTANCE All Local Grants are administered as follows: Payment of the grant funds to the local sponsor are on a reimbursement basis. The sponsor must initially expend local monies, which are then reimbursed, under the terms of the grant agreement. To obtain the total grant amount approved for a project, the sponsor must document actual project expenditures totaling no less than the total project cost identified in the grant agreement. UP TO FOUR (4) SEPARATE PAYMENT REQUESTS MAY BE SUBMITTED. THE FINAL PAYMENT REQUEST MUST BE SUBMITTED WITHIN THIRTY (30) DAYS OF THE EXPIRATION DATE OF THE PROJECT. CHANGES TO THE APPROVED PROJECT The reimbursement for your project will be based on the grant agreement which contains the project description and cost breakdown. Any changes to the project description or significant changes to the cost breakdown must be submitted to and approved by the Local Grants staff, prior to incurring any expenses related to the proposed change. Failure to notify our office prior to initiating a change in the project could jeopardize receipt of the funds approved for the project. 1 • • GRANT ACCOUNTING AND RECORD RETENTION The local sponsor is responsible for maintaining fiscal controls and fund accounting procedures that are based on generally accepted accounting standards and principles. The following minimum requirements should be met: 1) Establishment of separate accounts and supporting documents for each project. 2) Itemization of all supporting records of project expenditures in sufficient detail to show the exact nature of each expenditure. 3) Cross - referencing of each expenditure with the supporting purchase order, contract voucher, invoice, etc. These supporting documents should contain the signature of the individual authorized to approve such expenditures. 4) Maintenance of payroll vouchers for salaries and wages. Daily timesheets or "log books" should be filled out by all employees working on a Local Grants project. 5) Records for local sponsor -owned equipment used on a project should include the time actually used for the project and the computation used to arrive at the charged use rate. 6) When payment of a project expenditure is by warrant check, the warrant check should be properly identified with the project item and number written on the check. 7) Establishment of adequate internal systems of financial control following generally accepted accounting and auditing principles. The above records, along with all project agreements and correspondence, should be maintained by the local sponsor in a separate project file. ALL RECORDS RELATED TO YOUR GRANT MUST BE RETAINED FOR A MINIMUM OF THREE (3) YEARS FOLLOWING PROJECT COMPLETION AND FINAL PAYMENT. 7 • • INTRODUCTION The purpose of this manual is to provide direction for the proper administration and accounting needed for a Local Grants development project. When beginning a development project, there are four basic principles that should be remembered: 1. Construction contracts must be awarded through a process of competitive bidding for all components of the project which exceed: * $10,000 if the source of the grant award is federal dollars * $25,000 if the source of the grant award is state dollars If the local sponsor is not aware of which source of funding they are receiving, contact the Local Grants Program staff for clarification. 2. Costs incurred prior to the formal approval date of the grant agreement, are not grant eligible. 3. Costs for administration of the project are not grant eligible. 4. The local share of the development project may consist of cash, force account labor, materials and equipment and/or volunteer labor, material donations or donated equipment use. This manual will explain how to properly account for development projects and includes the following sections: A. Formal construction contracts B. Force account contributions C. The purchase of goods and/or services D. Donations/Volunteer Contributions E. Project Summary Sheet and Payment Request Form F. Project Summary Checklist G. Blank Forms These items complete all the materials a sponsor will need to properly document and request reimbursement for their project. Blank forms are provided in this manual. Please make copies as necessary. 3 • A. Formal Construction Contr s When initiating a development project that will involve the letting of formal construction contracts, please keep in mind four basic tenets: 1. Contractors must pay their employees prevailing wage rates. 2. Contractors may not discriminate with respect to the hiring of minorities or handicapped citizens. 3. The advertisement for bid process must allow for fair competition among potential qualified bidders. 4. The lowest valid bid must be selected for the job. The following cost documentation must be submitted for all development projects where construction contracts are involved: 1. A copy of the bid advertisement from all of the newspapers which carried the advertisements. 2. A copy of the summary of the bids. 3. A copy of each request for payment with a copy of the warrent check. B. Force Account Expenses Grant related expenses incurred through the direct use of local sponsor staff and equipment are defined as "Force Account ". There are three basic types of eligible force account expenses: - employee labor - sponsor equipment usage - materials from the sponsor's "in- house" stock. All force account labor, equipment and materials must be thoroughly documented and directly related to the completion of the project description. Force account labor related to the administration of the project is not eligible for reimbursement. The following forms are provided, as part of this manual, for use in properly documenting force account labor, equipment and materials: Force Account Labor Summary - The Force Account Labor Summary should list all of the sponsor's employees, their wages, hours worked directly on this project and total amounts. Copies of employees timesheets must be retained by the project sponsor that adequately record the type of work performed on the project. Force Account Equipment - The Force Account Equipment form should list all of the force account equipment used for your project identifying the date used, hourly rate of the equipment, total hours/miles, total amount and description of the work performed. Please total the bottom of each form. Force Account Materials - The Force Account Materials form allows you to document "in house" materials used for your project. Please note that the cost of the materials taken from stock should be equivalent to the prevailing cost of similar goods purchased from local vendors in you community. Please submit one copy of the completed forms with the Project Summary Sheet. 4 • • C. Purchased Materials and Services Materials and services purchased by the local sponsor to complete facilities included in the project scope of the grant agreement may be credited as eligible project expenditures. Typical examples of material/service purchases include hardware, paint, lumber, sand/gravel, concrete, landscape materials, signs, design/engineering services and contractor services. Some ineligible expenses include late fees, recreational equipment and tools. Also, materials and services purchased for the operation and maintenance of the project site are not eligible. Invoices and warrant checks must be included with the cost documentation to provide evidence of eligible expenditures. Invoices Whenever materials or a service are purchased by the local sponsor, an invoice must be obtained from the vendor to provide evidence of the sale. The invoice must be legible and include the following items: - name and address of the vendor; - quantity of item(s) purchased; - description of item(s) purchased; - unit price; - total amount of each line item. Please note that there are two instances which will require special attention. First, the sponsor will probably have some invoices which include materials/services for facilities not included in the project. In this case, highlight on the invoice(s) only those items which are being charged against the project. Second, vendor statements are acceptable as cost documentation only in those instances when an invoice cannot be obtained from the vendor. Some vendors, as a matter of practice, do not use invoices. In such an instance, simply identify on the vendor's statement the actual items that are related to the project. Enter the total amount of the project related purchases from each invoice (or statement) on the Project Summary Sheet. Warrant Checks A photocopy of your warrant check must be attached to each vendor invoice to provide evidence that the purchase(s) were actually paid for by the local sponsor. In cases where a single warrant check was used to pay several invoices, simply attach all of the associated invoices to the warrant. Submit one copy of each invoice and warrant check with your Project Summary Sheet. 5 • • D. Donations/Volunteer Contributions There may be many individuals who are willing to contribute their time and energy to the project. These donated contributions, which consist of labor, equipment use, or materials, can be used to reduce the local sponsor's financial obligation. Donations can be counted toward the local share provided it is properly documented. The value of donated labor is fixed at $5.00 per hour. The following forms are provided, as part of this manual, to properly document donated labor, equipment and/or materials: Donated Labor Worksheet and Donated Labor Summary - The Donated Labor Worksheet should be utilized to keep tract of each individual laborer, dates worked, hours worked each day and a brief description of the work completed. The description of the work must contain a reference to a facility that has been identified in the project description. Once you have compiled all of the Donated Labor Worksheets, use the Donated Labor Summary form to total all of the donated labor. Submit one copy of the Donated Labor Summary form. Retain the Donated Labor Worksheets in your project file. Donated Equipment - The Donated Equipment form should list all of the donated equipment used for the project identifying the date used, hourly rate of equipment, total hours/miles, total amount and a description of the work performed. Please total the bottom of each form. Equipment rates should be equivalent to the prevailing rate of equipment in your area. Submit one copy of the completed forms. Donated Materials and Services On occasion, private sector businesses may wish to contribute particular goods or services toward the completion of a project. In order to receive credit for this type of donation, the donation must be an eligible component of the project description and the vendor must provide a regular invoice for the material or service with a notation on the invoice identifying the value of the donation. Submit one copy of each invoice. E. Project Summary Sheet and Payment Request Form , The Project Summary Sheet documents all of the expenses incurred for your project. Please list all of the invoices with the required information and the totals from each of the forms completed for force account and donated labor, equipment and materials. The summary sheet, when completed, should total all of the expenses related to your project that you are requesting reimbursement for under the terms of the grant agreement. The Payment Request Form needs to be completed and submitted with each payment request. Please complete items 1 -5 on the form and provide any additional remarks if necessary. A copy of the Project Summary Sheet and Payment Request Form must be submitted with each payment request. 6 • ! F. Proiect Cost Documentation Checklist The checklist contains all of the items that must be included with each payment request. Please use the checklist to ensure that your payment request is complete. For all projects, the local sponsor must submit the following: 1 copy of the Payment Request Form 1 copy of the Project Summary Sheet For each construction contract, the local sponsor must attach the following documentation: 1 copy of the bid advertisement 1 copy of the summary of bids received 1 copy of each request for reimbursement • 1 copy of each warrent check If force account work was used to complete a project, the local sponsor must submit the following cost documentation: 1 copy of the Force Account Labor Summary 1 copy of the Force Account Equipment Sheet(s) 1 copy of the Force Account Materials Form(s) For all materials/services purchased, the local sponsor must submit the following: 1 copy of each invoice for all materials/services purchased 1 copy of each warrant check If donations/volunteer contributions were used to complete a project, the local sponsor must submit the following: 1 copy of the Donated Labor Summary Form 1 copy of the Donated Equipment worksheet(s) 1 copy of all invoices for donated materials/services signed by the businesses or contracting firms If the project has been amended to either "add" or "delete" facilities or if the park plan has changed from the time of project approval, the local sponsor must provide the following: 2 copies of an "As Built" site/boundary map 7 • • G. Blank Forms The following forms are the blank forms needed to complete a payment request. Please make copies of the forms as needed. 8 • LOCAL GRANTS PROGRAM • Payment Request Form I. Grant Number 2. Grantee Name 3. Project Title • 5. Address for Payment: 4. a. Request Number b. Period for which funds are being requested: From: / To: / / I certify that I am the individual authorized to request funds and c. Amount of Request $ that all costs reported herein were in accordance with the grant agreement. Signature Date Name Title Phone Number 6. Remarks: FOR DEPARTMENT USE ONLY 1 hearby certify that the goods or materials covered by this FY Vendor Number (9) claim have bee inspected and received or the services have been preformed, and are in accordance with the specifications and are in proper form, kind, amount, and quality, and payment Dept: R29 Invoice # (20): therefore is hearby recommended. P.O. # Line # Object (3) Payment approved in the amount of $ Payment Amount: $ B Date Transaction date/No. Dept. Auth. Signature • • PROJECT SAY SHEET Grantee County Project Title Project # Contact Person Phone ContractorNendor Description Invoice # Check # Date Amount State Use Only TOTAL $ $ • • • Force Account Labor Summary Project Name Project Number Local Sponsor Billing Period thru Employee Name Hourly Wage + Benefits = Total Wage x Total Hours = Total Amount Total Force Account Labor S Force Account Equipment Local Sponsor: Project Name: Date Equipment Used Description of Work Performed Rate Total frs/Miles Total Amount • • Total S Force Account Materials Local Sponsor: Project Name: Date Material Used Description of Use Quanity Price Amount • • Total $ • • Donated Labor Worksheet Worker's Name Project Name Local Sponsor Project Number Date Description of Work Performed Hours Rate Total $5.00 5.00 5.00 5.00 5.00 5.00 5.00 5.00 5.00 5.00 5.00 5.00 5.00 5.00 5.00 5.00 • 5.00 5.00 TOTAL VALUE $ I hereby certify that the services covered by this claim have been preformed and that this claim is just and correct. Signature of Worker Signature of Project Manager • • • Donated Labor Summary Project Sponsor Project Name Work Period thru Name of Volunteer Description of Work Performed Total Hours Total Hours a $5.00/hr = $ Donated Equipment Local Sponsor: Project Name: A Date Equipment Used Description of Work Performed Rate Total Hrs/Miles Total Amount • • Total S