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Big Sky Economic Development Trust Fund Program Application Guidelines Montana Department of Commerce Appendix C, Page 1 2009 Category I – Economic Development APPENDIX C: MANAGEMENT PLAN MONTANA DEPARTMENT OF COMMERCE BIG SKY ECONOMIC DEVELOPMENT TRUST FUND CATEGORY I: ECONOMIC DEVELOPMENT PROJECTS DRAFT DRAFT MANAGEMENT PLAN 2010, the City of Missoula, herein referred to as the City, was awarded a grant from the Big Sky Economic Development Trust Fund (BSTF) Program. The City will enter into a Sub-recipient agreement with the Missoula Area Economic Development Corporation (MAEDC) (EDO) for administering the BSTF grant. This Management Plan is written to assure proper management of the BSTF grant, which includes financial management of grant funds, compliance with state and federal requirements, and the timely start-up and completion of project activities. A. ADMINISTRATIVE STRUCTURE 1. THE CITY OF MISSOULA, LOCAL GOVERNMENT GRANTEE The following persons will have lead responsibility for administering the City’s Calendar Year (CY)2010 BSTF grant to facilitate an expansion of WGM Group, Inc.(the Assisted Business). a. Mayor John Engen, as the City’s chief elected official, will have responsibility for all official contacts with the Montana Department of Commerce (Department). The Mayor of Missoula and the Missoula City Council will have the ultimate authority and responsibility for the implementation of the City of Missoula’s BSTF grant to facilitate an expansion of WGM Group, Inc. The Mayor will approve and sign administrative documents and approve all payment requests to the BSTF program. The Council will approve all contracts and payment requests. The telephone number for the Mayor and City Council is (406) 522-6000 b. Jim Nugent, City Attorney, will review any proposed contractual agreements associated with the BSTF grant, advise the City Council regarding the agreements, and provide any other legal guidance as requested. Telephone: (406) 552-6020. c. Marty Rehbein, City Clerk, will be responsible for maintaining records related to the management of the BSTF grant funds for the City of Missoula. (Telephone: (406) 522-6080. d. Cindy Wulfekuhle, Office of Planning and Grants, will be the liaison between the EDO, the Council and the City Attorney. She will make appropriate recommendations and route all contract documents, administrative documents, and payments as necessary. Telephone: (406) 258-4657. ---PAGE BREAK--- Big Sky Economic Development Trust Fund Program Application Guidelines Montana Department of Commerce Appendix C, Page 2 2009 Category I – Economic Development 2. MISSOULA AREA ECONOMIC DEVELOPMENT CORPORATION (MAEDC), LOCAL ECONOMIC DEVELOPMENT ORGANIZATION (EDO) To provide general technical assistance, coordination of funding sources, assurances of compliance with all applicable state requirements for the BSTF grant program, the City of Missoula has designated the EDO as its Project Administrator. The EDO is a not-for-profit economic development organization located in the City of Missoula. The following EDO personnel will be responsible for the project: a. Richard C. King, Executive Director, will be responsible for all official contacts with the City of Missoula on behalf of the EDO, keeping the EDO Board of Directors apprised of the project status and entering agreements on behalf of the EDO. Telephone: (406) 728-3337. b. Jessica Meyers, Project Manager, will be responsible for overall coordination of the BSTF grant awarded to the City of Missoula. She will establish and maintain complete and accurate project files and monitor all project activities for compliance with all applicable requirements and will prepare payment requests. Telephone: (406) 532-3206. c. Rita Tate, Fiscal Officer, will be responsible for the fiscal management of the project, in coordination with the Project Manager and in accordance with the EDO’s established Fiscal Procedures. She will assure compliance with all applicable federal, state and local requirements, keep all fiscal records and accounts for the EDO, assure coordination of all funding sources, review all project expenditures from the business, process pay requests, and prepare all final project closeout documents. Telephone: (406) 728-3337. 3. WGM Group, Inc., ASSISTED BUSINESS Brent Campbell, President/CEO of WGM Group, Inc. will serve as the project representative for WGM Group, Inc. B. PROJECT MANAGEMENT 1. The Office of Planning and Grants’ Cindy Wulfekuhle, will: a. Work with the EDO and the Department in the development of a BSTF contract between the City and the Department. b. Prepare payment requests including: Request for Payment Form, Project Progress Report and associated cost documentation (invoices, etc.) to submit to the Department. c. Review, approve, and submit the BSTF payment requests, after preparation by EDO and approval by the Council to the BSTF Program, Business Resources Division, Montana Department of Commerce, and ensure disbursement of funds to the EDO for administrative expenses. ---PAGE BREAK--- Big Sky Economic Development Trust Fund Program Application Guidelines Montana Department of Commerce Appendix C, Page 3 2009 Category I – Economic Development d. Review and approve all BSTF closeout documents. 2. As a sub-recipient the EDO, as Project Administrator, is responsible for the following day to day project activities: a. Assisting the City of Missoula and the Department in developing the City of Missoula contract with the Department that will address all requirements related to effective project start-up and implementation. This will include preparation of all agreements between the City of Missoula and the EDO. b. Establishing and maintaining complete and accurate project files and preparing all documentation and reports incidental to administration of the grant. c. Reviewing all proposed project expenditures or payment requests from the business to ensure their propriety and proper allocation of expenditures to the BSTF project budget. d. In cooperation with the City of Missoula Project Manager, processing payment requests and preparing payment requests for the Department, including the Request for Payment Form and the Project Progress Report with each payment request and biannually as specified by the Department. e. Preparing all required performance reports and closeout documents for submittal to the Department and assisting the City of Missoula auditors with the completion of the project's audit requirements. f. Closing the BSTF project in a timely fashion within the period of the contract between the Department and the City of Missoula. g. Monitoring the business’ compliance with the requirements of the grant assistance agreement including implementation of the project hiring or hiring/training plan. h. Attending Council meetings to provide project status reports and representing the BSTF project at any other public meetings as deemed necessary by the Council. C. FINANCIAL MANAGEMENT 1. The City of Missoula Clerk will be responsible for: a. Establishing a BSTF bank account and transferring BSTF funds from that account to the City of Missoula treasury for disbursements, based on claims and supporting documents approved by the Project Manager and Council. Since the City uses a non-interest bearing compensative balance for its general disbursements, a separate BSTF account is not necessary. The balance of BSTF funds in the City account will not exceed $5,000 for a period of more than three days, and all BSTF funds drawn by the grantee will be transferred to the Assisted Business for eligible costs within 15 days. Approved BSTF Administrative Expenses will be transferred to the EDO’s account according to the Compensation Schedule in Exhibit ---PAGE BREAK--- Big Sky Economic Development Trust Fund Program Application Guidelines Montana Department of Commerce Appendix C, Page 4 2009 Category I – Economic Development b. Entering all project transactions into the City’s existing accounting system and preparing checks/warrants for approved expenditures. c. With the assistance of the Project Manager, preparing the Request for Payment Form to be submitted to the Department. All payment requests will be signed by a duly authorized representative of the City. d. The Project Manager will review all proposed expenditures of BSTF funds and will prepare payment requests, which will be signed by the official(s) cited above. All disbursements will be made in accordance with the City’s established claim review procedures. Before submitting the claim to the City Clerk, the Project Manager will attach a certification to each claim stating that the proposed expenditure is an eligible expense of the City’s BSTF grant and consistent with the project budget. e. With the assistance of the Project Manager, preparing the final financial report for project closeout. f. Financial record keeping will conform to the recommendations of the Department. The original financial documents (claims with all supporting documents attached) will be retained in the City of Missoula’s offices. g. A separate fund for the project will be set up within the general ledger accounts at the EDO. All BSTF activities including revenues (if applicable), administrative expenditures, and payments will be segregated, recorded, and reported in this fund and will be entitled "The City of Missoula BSTF Project Fund". The payment requests from the project activity funds will be requested from the City of Missoula. The EDO will prepare the payment request and forward it to the City. The City will review the request in accordance with its normal claim review process, sign the request, and forward it to the Department. j. Administrative payments will consist of reimbursement for actual time and costs incurred as detailed in Exhibit The EDO will prepare the BSTF payment request and attach a copy of an interim expenditure report. The expenditure report is generated from the EDO’s automated accounting system and includes a detail for actual expenses, project-to-date expenses, a budget for each line item expense, and the budget remaining for each line item. Upon review and approval, the City of Missoula will forward the request to the Department. The City of Missoula will reimburse the EDO upon receipt of funds from the Department. k. The BSTF project fund will be audited on a yearly basis in conjunction with the City’s audit. If the EDO ceases to exist or an Event of Default occurs, BSTF Program funds relating to the BSTF grant, including funds on hand and accounts or notes receivable will revert to the City). ---PAGE BREAK--- Big Sky Economic Development Trust Fund Program Application Guidelines Montana Department of Commerce Appendix C, Page 5 2009 Category I – Economic Development IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day of 2010. PROJECT ADMINISTRATOR: Richard C. King, President Date City of Missoula Mayor John Engen Date City of Missoula ---PAGE BREAK--- Big Sky Economic Development Trust Fund Program Application Guidelines Montana Department of Commerce Appendix C, Page 6 2009 Category I – Economic Development “EXHIBIT C” COMPENSATION Project Management I. HOURLY RATE COMPENSATION The Sub-recipient may submit payment requests quarterly to the City. Payment requests must be accompanied by a written narrative report that adequately describes and documents the work performed during the period of the contract to the project timeline. Payments will consist of reimbursement for actual time and costs incurred. Total payment for the services rendered under this Management Plan and corresponding Sub-recipient Agreement for project management will not exceed five percent of the total BSTF grant award. An expenditure report will be generated from the EDO’s automated accounting system and will include detail for actual quarterly expenses, project-to-date expenses, a budget for each line item expense, and the budget remaining for each line item, as follows: Line Item Budgeted Current Reporting Period Expenses to Date Remaining Budget Personnel Services 1,125 0 0 $XX,XXX Office Supplies X,XXX 0 0 $X,XXX Postage/Printing XXX 0 0 $ XXX Telephone X,XXX 0 0 $X,XXX Travel X,XXX 0 0 $X,XXX Other X,XXX 0 0 $X,XXX Total $1,125 $ 0 $ 0 $XX,XXX