Contract Management - FY 2011

Additional pass-through appropriations are expected as a result of actions by the 2010 legislature. DNR grants program staff will work with recipients to ensure financial reviews, pass-through grant agreements, and any other necessary paperwork is completed.

General Program Requirements

Recipients must follow their accomplishment plans, as submitted to and approved by the LSOHC. In administering this program the DNR will comply with the Department of Administration - Office of Grants Management policies, including those explicitly applicable to legislatively-named grants, and Laws of Minnesota, Chapter 361, Article 1, Subdivisions 8 and 10.

It is expected that funds for restoration or enhancement work are available until June 30, 2015, at which time all projects must be completed and final products delivered. Funds for acquisition of real property are available until June 30, 2013. Plans that include restoration on acquired land could conceivably extend the term of such agreement until 2017. If a project is also receiving federal funds, the length of the appropriation will be extended to equal the availability of the federal funding.

DNR grants staff will continue working on the previously funded L-SOHC projects from the 2009 appropriation, which are still active, in addition to the new ones funded by the 2010 legislature covered by this appropriation. They will also presumably have added overlapping project work load as a result of projects funded in the following years. It is likely that the workload will include amendments to some agreements and support of any subcontracting or approved redirection of funds to the DNR to ensure compliance with legislation. Reimbursement requests will be processed. In some cases this will involve numerous partial reimbursements related to a particular project, administrative review of appraisals or similar activities. In addition, specific requirements must be tracked for each parcel of land that is replaced by an approved similar project. While not requiring grant amendments, this requires substantial monitoring and follow-up. Currently 95 parcels are listed and it is expected that the actual number will drop but still remain substantial. Some projects may involve resolution of unforeseen problems or issues that may require significant staff time. Additional work load is related to final project closeouts.

Payments
Payments will be administered on a reimbursement basis unless approved in the accomplishment plan. Expenditures directly related to each appropriation's purpose made on or after July 1, 2010, or the date the accomplishment plan was approved by the LSOHC, whichever is later, are eligible for reimbursement unless otherwise provided in the agreement. Periodic payments will be made upon receiving documentation that the deliverable items articulated in the approved accomplishment plan have been achieved, including partial achievements as evidenced by approved progress reports. Recipients must verify that they have met all requirements specified in Minnesota 2010 Session Laws and by the LSOHC prior to receiving final reimbursement. Payments will not be made on agreements with past due progress reports unless a written extension has been provided.

Capital equipment expenditures in excess of $10,000 must be approved as part of the accomplishment plan. Capital equipment expenditures under $10,000 must be approved by the Department of Natural Resources and must be used for the appropriation purposes for their reasonable useful life or other term as agreed upon. Recipients must report on the status of any capital equipment purchased on an annual basis to the LSOHC and DNR.

Accomplishment Status Report

DNR Grant Program staff will submit a biannual accomplishment status report on the pass-through program to the LSOHC. This report will contain information on the number of agreements made, number and amount of reimbursements paid to recipients, number and status of remaining open agreements, and administrative costs.