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Closeout of (IEDA) Phase 2 Grant for Catfish Creek Watershed Management Plan Copyright 2014 City of Dubuque Consent Items # 13. ITEM TITLE: Closeout of Iowa Economic Development Authority (IEDA) Phase 2 Grant for Catfish Creek Watershed Management Plan SUMMARY: Planning Services Manager Laura Carstens is transmitting documentation for closeout of the Phase 2 Watershed Planning Grant from the Iowa Economic Development Authority to produce the Catfish Creek Watershed Management Plan. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File ATTACHMENTS: Description Type Closeout of I EDA Phase Grant for Catfish Creek Watershed F-1 Management Plan-MVM Memo City Manager Memo ❑ Staff memo Staff Memo ❑ IEDA letter Supporting Documentation ❑ Staff Materials Supporting Documentation THE CITY OF Dubuque UBE I erica .i Masterpiece on the Mississippi 2007-2012-2013 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Closeout of IEDA Phase 2 Grant for Catfish Creek Watershed Management Plan DATE: May 13, 2015 Planning Services Manager Laura Carstens is transmitting documentation for closeout of the Phase 2 Watershed Planning Grant of $187,330 from the Iowa Economic Development Authority to produce the Catfish Creek Watershed Management Plan. // k�4 S4-z�n=' Micliael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Laura Carstens, Planning Services Manager THE CITY OF Dubuque DUB E 1 Masterpiece on the Mississippi I I I Im 2007•2012•2017 MEMORANDUM TO: Michael C. Van Milligen, City Manager FROM: Laura Carstens, Planning Services Managerjje/ SUBJECT: Closeout of IEDA Phase 2 Grant for Catfish Creek Watershed Management Plan DATE: May 13, 2015 INTRODUCTION This memo transmits documentation for closeout of Contract# 08-DRIFWP-203 for a Phase 2 watershed planning grant of$187,330 from the Iowa Economic Development Authority (IEDA) to produce the Catfish Creek Watershed Management Plan. DISCUSSION In 2011, the City entered into a 28E agreement with the Dubuque County Soil and Water Conservation District (SWCD) and Dubuque County for the purpose of preparing and implementing a Catfish Creek Watershed Management Plan. In 2012, the Cities of Dubuque, Asbury, Peosta, and Centralia, Dubuque County, and the SWCD entered into a 28E agreement to create the Catfish Creek Watershed Management Authority (CCWMA) and established a Board of Directors. The City received a $24,500 Phase 1 watershed planning grant from IEDA to create the CCWMA. In 2013, the City of Dubuque, in partnership with the CCWMA Board, entered into Contract# 08-DRIFWP-203 with the IEDA for the Phase 2 grant of$187,330 to develop the Catfish Creek Watershed Management Plan using in-kind local match. In March 2015, the final Plan was distributed to CCWMA members and made available to watershed land owners and the public. REQUESTED ACTION The enclosed documentation was submitted to the IEDA in February 2015, but some of the paperwork was lost at IEDA. The enclosed information was resubmitted to IEDA in May 2015, and is provided for the City Council to receive and file. No further action is required. Enclosures cc: Gus Psihoyos, City Engineer Ken Tekippe, Finance Director F1USERSILCARSTENW watershed Comm[Uee WMA\Phase 11 grantWemo MVM Phase 2 CCWMA grant doseout.doc rte.' ��� IOWA FGONOMIC DEVELOPMENT AUTHORITY I / V w 200 East Grand Avenue Des Moines,Iowa 50309 USA Phone'.,515.725.3000 (` H iowaeconomicdevelopment.com economic development April 17, 2015 The Honorable Roy D. Buol Mayor, City of Dubuque City Hall - 50 W. 13th Street Dubuque, IA 52001 SUBJECT: Notice to Close for Community Development Block Grant Program(CDBG) Contract Number 08-DRIFWP-203, Contract End Date: 3/31/2015 Dear Mayor Buol: The Iowa Economic Development Authority(IEDA) is informing you that on 3/31/2015 the above contract will expire and we would like to start the closeout process. As part of this process, you will need to determine the following: • Submit to the IEDA within 30 days of this letter. • Ready to Close/Single Audit Form enclosed. Informing IEDA if the project complete and ready to close or not complete and recipient needs an extension. • Are you are liable for an audit under OMB Circular A-133 as required by federal regulations that if a unit of local government or non-profit organization has expended $500,000 or more in all federal funds during a fiscal year, an A-133 audit if required. This information can be filled out on enclosed form. • Revise Section 3, if necessary(Opportunities for Low Income Persons)Report, original submitted with 15' construction GAX. • Final Request for Funds, if needed. If you have questions,please contact me at (515) 72S-3067, or contact your IEDA project manager. Thank you for your time and attention. Sincerely, / c Khristy Landphair Close-Out Coordinator cc: Grantee File -JG n cn 1 a 0'< C n M cz C� m t" C - 0 a m v tD _J Govemor Tony E.Branstad Lt.Governor Km Reynolds Director Debi V.Durham Fk - Plaruung Services Department ��� Dubuque City Hall-50 West 13f Street THE CITY OF Dubuque,IA 52001-4805 unp�metlwrcm (563)589-4210 phone DT T� r O III f (563)589-4221 fax U j� y (563)690-6678 TDD nlannin Masterpiece on fire Mississippi :aa•am:•aau citvofdubuaue.ore February 4, 2015 Khristy Landpair Closeout Coordinator Iowa Economic Development Authority 200 E. Grand Avenue Des Moines IA 50308 SUBJECT: Contract# 08-DRIFWP-203 (Phase 2 Grant) Catfish Creek Watershed Management Plan Dear Khristy, Enclosed please find the Ready to Close/Single Audit Form for Contract# 08-DRIFWP- 203, the Phase 2 Grant for creation of the Catfish Creek Watershed Management Plan, signed by the City of Dubuque's Finance Director. Also enclosed is a hard copy of the City of Dubuque's Comprehensive Annual Financial Report for Fiscal Year Ended June 30, 2014. An electronic version of this report is available on the City of Dubuque's website at: hftp:/Iwww.citvofdubuque.org/Archiv enterNiewFile/item/4704. If you have any questions or need more information, please feel free to contact me at 563-589-4210. Sincerely, %� Laura Carstens Planning Services Manager Enclosures cc: Ken TeKippe, Finance Director 8a' Service People Integrity i Responsibility huaova0on Teamwork IOWA ECONOMIC ©GVELOPMwafl-309 USARIIY E O E OWE � W 200 East Grand Avenue I Des Moines,Iowa 60309 USA Phone,515 , C. D H iewaecortomicdevelopmeni.corn �` ec=onomic_ d-velopment January 6, 2015 JAN 7 7 ?_015 CITY OF DUBUQUE The Honorable Roy D. Buol PLANNING SERVICES DEPARTMENT Mayor, City of Dubuque City Hall- 50 W. 13th Street Dubuque, Lk 52001 SUBJECT: Notice to Close for Community Development Black Grant Program(CDBG) Contract Number 08-DRIFWP-203, Contract End Date: 3/31/2015 Dear Mayor Buol: The Iowa Economic Development Authority(IEDA)is informing you that on 3/31/2015 the above contract will expire and we would like to start the closeout process. As part of this process,you Will need to determine the following: • Submit to the IEDA within 30 days of this letter. • Ready to Close/Single Audit Form enclosed. Informing IEDA if the project complete and ready to close or not complete and recipient needs an extension. Are you are liable for an audit under OMB Circular A-133 as required by federal regulations that if a unit of local government or non-profit organization has expended $500,000 or more in all federal funds during a fiscal year, an A-133 audit if required. This information can be filled out on enclosed form. Final Performance Report (Housing), or 3-D Final Accomplishments (Imminent Threat, Community Facilities). Revise Section 3,if necessary(Opportunities for Low Income Persons) Report, original submitted with is, construction GAX. • Final Request for Funds, if needed. If you have questions, please contact me at(515) 725-3067, or contact your IEDA project manager. Thank you for your time and attention. Sincerely, �f�ir / CJ X�i Khristy Landphair Close-Out Coordinator cc: Grantee File -JG Governor Terry E.Branstad I LL Governor Kum Reynolds Director Debt V.Durham READS(' TO ICLOSE / SINGLE AUDIT FORM Recipient Dubuque Start Date: 11/14/2011 Contract Number 08-DRIFWP-203 End Date: 3/31/2015 READY TO CLOSE Yes, contract is complete and ready to close. LP No, contract is not complete, need an extension(attach extension letter) or explanation of why not ready to close. SINGLE AUDIT FORM The Single Audit Act of 1996, as amended, changed the threshold of required audits from entities awarded federal funds. If a unit of local government or non-profit organization has expended $500,000 or more in federal funds from any federal sources or programs during a fiscal year, that entity is required to have these funds audited in accordance with the implementing regulations found in OMB Circular A-133. Entities that have not expended $500,000 in federal funds in a fiscal year are not required to have an A-133 audit performed. After reviewing the audit requirements described above, check one of the boxes below and have this form signed by the appropriate official of your organization, and return it to: IGA%isty Landphair, Closeout Coordinator Iowa Economic Development Authority 200 E. Grand Avenue Des Moines, IA 50309 I certify that, No Audit Required Audit is Required(will be available) For fiscal year 2014 �� ' Signature n Date GP_ Qfj�2 NOTE: IEDA must receive this form back within 30 days of receipt. Ready to Close/Single Audit Form January 6, 2015 I. / 1 _ WATER & RESOURCE RECOVERY CENTER \ 6 J Lk I x. zAi�.. r.. _��Ja I �(---•r�-shy"�-^- .•. ..1 ���� __ _ � �i .z s i , ri�cmoi: Dubuque Fiscal Year Ended June 30, 2014 DUB E Masterpiece an the Mississippi ' IOWA ECONOMIC DEVELOPMENT AUTHORITY 200 East Grand Avenue Des Moines, Iowa 50309 USA Phone: 515.725.3000 iowaeconomicdevelopment.com eConorrric de\/e3oprnen July 28, 2015 The Honorable Roy D. Buol Mayor, City of Dubuque City Hall - 50 W. 13th Street Dubuque, IA 52001 Annual Reminder: Audit Requirements for the Community Development Block Grant (CDBG) Program Recipient: Dubuque Contract Number: 08-DRIFWP-203 Contract Start Date: November 14, 2011 Dear Mayor Buol: Contract End Date: March 31, 2015 Our records indicate that Dubuque received federal funds from the IEDA during the fiscal year (July 1, 2014 through June 30, 2015). OMB (Office of Management and Budget) Circular A-133, issued pursuant to the Single Audit Act of1984, P.L. 98-502, and the Single Audit Act Amendments of 19.96, P.L. 104-156 requires any entity that expends more than $500,000 in Federal awards from any Federal sources during a fiscal year have a single or program specific audit conducted for the applicable fiscal year in accordance with the Circular. A program specific audit is only allowable if an entity expends awards under only one Federal program and the Federal program's rules do not require a financial statement audit. Please read and complete the enclosed Single Audit Form return to IEDA within 30 days of. Completion of this form is a grant requirement and failure to return this form to IEDA may result in delayed grant reimbursements. If you or your auditor determine you need an A-133 audit, your auditor will also need the following information: • If an audit is required, it is due to us within 9 (nine) months of the end of the applicable fiscal year or within 30 days of the Recipient's receipt of the audit, whichever is earlier. • If the grantee is required by state law to do an entity -wide audit, and is also required to comply with A-133 audit requirements, the grantee may satisfy both requirements by conducting one audit which complies with the A-133 requirements. • As part of the Single Audit Act requirements, IEDA is required to advise you of the Catalog of Federal Domestic Assistance (CFDA) Number of the program through which the grantee received funding. The CFDA number for the CDBG program is 14.228. If you have any questions please feel free to contact me at (515) 725-3067. Sincerely, Khristy Smith Closeout Coordinator Cc: , File: Jeff Geerts IOWA ECONOMIC DEVELOPMENT AUTHORITY 200 East Grand Avenue I Des Moines, Iowa 50309 USA I Phone: 515.725.3000 iowaeconomicdevelopment.com July 16, 2015 The Honorable Roy D. Buol Mayor, City of Dubuque City Hall - 50 W. 13th Street Dubuque, IA 52001 e economic development SUBJECT: Contract Compliance for the Community Development Block Grant Program (CDBG) Contract Number 08-DRIFWP-203 Dear Mayor Buol, The Iowa Economic Development Authority (IEDA) has completed its review of the file materials relating to the above referenced contract including program compliance, drawdown of funds reports, beneficiary reports, audit report if required and other reports as applicable to your contract. As a result of our review, we have concluded that the project has been administered in substantial compliance with financial and program requirements. You should be aware that your records might be reviewed as part of U.S. Department of Housing and Urban Development (HUD) monitoring of the State's program or the State Auditor's Office annual audit of the IEDA. Either of these could result in findings or conclusions that differ from those of the IEDA. With this in mind, please follow the record retention requirements described in the contract general provisions and the management guide. Thank you for your continued cooperation during these final phases of your CDBG project. If you should have questions, please contact me at (515) 725-3067. Sincerely, Khristy Smith Close -Out Coordinator Community Investments cc: Grantee File: Jeff Geerts Fiscal Governor Terry E. Branstad Lt. Governor Kim Reynolds Director Debi V. Durham IOWA ECONOMIC DEVELOPMENT AUTHORITY 200 East Grand Avenue 1 Des Moines, Iowa 50309 USA 1 Phone: 515.725.3000 iowaeconomicdevelopment.com July 13, 2016 The Honorable Roy D. Buol, Mayor Dubuque City Hall - 50 W. 13th Street Dubuque, IA 52001 is )WA® economic development RE: UPDATED Audit Requirements for Community Development Block Grant (CDBG) Program Recipient: Dubuque Contract Number: 08-DRIFWP-203 Contract Start Date: 11/14/2011 Contract End Date: 03/31/2015 Dear Mayor Buol: This is an update to the previous letter our agency sent on July 1, 2016. IEDA has updated our procedures and the following is applicable to all grants awarded after December 26, 2014. New Audit Requirements: 2 CFR 200 Subpart F requires that any entity that expends $750,000 or more in Federal awards from any Federal sources during a fiscal year have a single or program specific audit conducted for the applicable fiscal year in accordance with 2 CFR 200. A program specific audit is only allowable if an entity expends awards under only one Federal program and the Federal program's rules do not require a financial statement audit. Please use the Single Audit form that was enclosed with the letter dated July 1, 2016. If you have any questions please feel free to contact me at (515) 725-3067. Sincerely, Khristy Smith Closeout Coordinator CZ Governor Terry E. Branstad 1 Lt. Governor Kim Reynolds 1 Director Debi V. Durham (07/25/2016) Kevin Firnstahl - Re: IEDA Correspondence CDBG Grants - SinglePage 1 From: Laura Carstens To: Kevin Firnstahl; Maurice Jones CC: Dean Mattoon; Jill Connors; Kerry Bradley; Kyle Kritz; Melinda Rette... Date: 07/25/2016 2:34 PM Subject: Re: IEDA Correspondence CDBG Grants - Single Audit Forms Kevin, I will handle the single audit form for 08-DRIFWP-203 Catfish Creek Watershed Management. Thanks. Laura Laura Carstens Planning Services Manager City Hall - 50 W. 13th Street Dubuque IA 52001 Phone: 563-589-4210 Fax: 563-589-4221 >>> Kevin Firnstahl 7/5/2016 1:15 PM >>> Attached is correspondence from the IEDA regarding the following CDBG grants and single audit forms. Response is due in 30 days. 08-DRIFWP-203 Catfish Creek Watershed Management (Dean advises that Planning might handle grant documentation) 08-DRH-212 Caradco-Linseed Buildings (Econ Dev). I'll forward originals to the respective departments. Please advise on any further processing and signatures, or if I have something incorrect. Thank you, Kevin IOWA ECONOMIC DEVELOPMENT AUTHORITY 200 East Grand Avenue I Des Moines, Iowa 50309 USA Phone: 515.725.3000 iowaeconomicdevelopment.com SINGLE AUDIT FORM Recipient Dubuque Start Date: 11/14/2011 Contract Number 08-DRIFWP-203 End Date: 3/31/2015 The Single Audit Act of 1996, as amended, changed the threshold of required audits from entities awarded federal funds. If a unit of local government or non-profit organization has expended $ 500,000 or more in federal funds from any federal sources or programs during a fiscal year, that entity is required to have these funds audited in accordance with the implementing regulations found in OMB Circular A-133. Entities that have not expended $ 500,000 in federal funds in a fiscal year are not required to have an A-133 audit performecL As part of the Single Audit Act requirements, IEDA is required to advise you of the Catalog of Federal Domestic Assistance (CFDA) Number of the program through which the grantee received funding. The CFDA number for the CDBG program is 14.228. After reviewing the audit requirements described above, check one of the boxes below and have this form signed by the appropriate official of your organization, and return it to: For projects NOT in IowaGrants, mail to: Khristy Smith, Closeout Coordinator, Iowa Economic Development Authority, 200 E. Grand Avenue, Des Moines, IA 50309 , For projects in Iowa Grants (2012 and newer): sign and send to COG/Administrator then have them upload signed form to the Audit Documents component in IowaGrants. Click the add button: type in the year and audit required. Save the form and then upload the letter. COG/Administrator needs to email Khristine.Smith@iowa.gov informing the form has been uploaded I certify that, No Audit Required Audit is Required (will be available For fiscal ye aj 2015 Sigat`ure P ate NOTE: When Audit is available, please mail to IEDA or Notify us to pull from State Auditors Website. Single Audit Form (Audit Reminder Letter) July 28, 2015