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HomeMy WebLinkAbout02-21-17 Correspondence - Montana Department of Commerce to Taylor - Big Sky Economic Development Trust Fund (BSTF) Program Visit to Wisetail STEVE BULLOCK MEG O'LEARY GOVERNOR DIRECTOR ' M 0 N T AN_A asill IiIYAF1lMI-NI-OI- (,OMMII10E MONTANA OFFICE OF TOURISM AND BUSINESS DEVELOPMENT February 21, 2017 a Cl.c- Mayor Carson Taylor City of Bozeman P O Box 1230 Bozeman, MT 59771-1230 RE: Montana Department of Commerce's Big Sky Economic Development Trust Fund (BSTF) Program, Monitoring Visit, Contract MT-BSTF-1-10-21 Bigart Ecosystems, LLC dba Wisetail Dear Mayor Taylor: The Big Sky Economic Development Trust Fund (BSTF) program staff plan to visit the the City of Bozeman on February 23, 2017 to perform a monitoring visit for the above referenced BSTF project. The visit is scheduled to begin at Wisetail at approximately 10:00am, while at Wisetail, I plan to tale a tour of the rlty \ rl will withIan to BSTFtae gkant photos of the equipment and Improvements that has been purchased funds. At 1:30pm I will visit with the City of Bozeman As a sub-recipient on the contract, and in accordance with the management plan, Paul Reichert, Executive Director with Prospera Business Network should be available at both locations to assist with any questions that may arise. The assisted business's owner or project coordinator should be available for discussion and questions during the visit to the facility. The purpose of the BSTF on-site monitoring visit is to review project files, both general and financial, to ensure compliance with the requirements of the BSTF contract. It is my goal to assist and support the City of Bozeman, Prospera Business Network and Bigart Ecosystems, LLC dba Wisetail in complying with applicable program requirements and in successfully completing all project activities. A variety of documents related to the project will be reviewed; to expedite the review and decrease the amount of time devoted to it, I have attached our monitoring guideline. Please be prepared to provide all BSTF files/documents for my review. This guideline is a sample of what we will need to review; the monitoring visit could include more or less documentation. brd(abmt.aov businessresources.mt.gov 301 S. PARK AVE. I PO BOX 200505 1 HELENA, MT 59620-0505 1 P: (406)841-2730 1 F: (406)841-2731 1 TDD: (406)841-270 • BSTF application and supporting documents • BSTF contract and Assistance Agreement • Financial-related documents • Training documentation • Employee hiring and training documentation It is the responsibility of the grantee to make sure the assisted business is prepared for this meeting by supplying them with a copy of this letter and the guideline portion for the assisted business. The length of my review will depend upon the complexity of the project files and your ability to provide those files for my review. Either the project manager or someone who is familiar with the files should be readily available to retrieve the files, as they are needed. Files need to be easily accessed. Be prepared to keep your schedule open while review is ongoing. After the visit is complete, we can discuss identified project issues and what additional action may be required. If you need more information, please let me know. I look forward to seeing this BSTF project firsthand. Sincerely, Debi Davidson Program Specialist Big Sky Economic Development Trust Fund Montana Department of Commerce Enclosure Cc: Justin Bigart, CEO, Bigart Ecosystems, LLC dba Wisetail Paul Reichert, Executive Director, Prospera Business Network Brit Fontenot, City of Bozeman, Director Economic Development and Community Development 3 1 i a BSTF Monitoring Visit-Job Creation Projects Monitoring Checklist x I Date: 23-Feb-17 Grantee: City of Bozeman Assisted i Business Bigart Ecosystems, LLC dba Wisetail Monitored By Debi Davidson,Annmarie Robinson Attendees: Brit Fontenot, Brian LaMeres, CPA Controller CRDC(As Applicalstin)-"FILE AND FI�tANCIAIMANAGEMENT Yes No NA Question Response CRDC/EDO project oversight matches the management plan? Is there adequate payroll documentation for administrative expenses, with invoice copy and transaction showing receipt of funds? Copy of current Worker's Compensation notice available for view? LO. -AL.GOVERP4MENT GRANTEE„FILE MANAGEMENT BMW Are all original documents associated with the contract on file? Do the activities completed match the contracted agreement? Is the project anticipated to be completed on time? Nave there been any complaints? Did the Local Government respond to complaints? LC+CAL GOVERNMENT GRANTEE F�1Nl#NCIAI MANAGEMENT _ :, Has the Local Government adopted a budget for expenditure of BSTF Funds by resolution? Budget resolution copy on file? f i Yes No INA lQuestion Response il Does the grant appear in the Local Government financial records? I Does the budget amount match MDOC records? i i Who compares expenditures against budgeted line items? Who authorizes claims for payment? Are there claim copies in the file? Date of Local Government authorization to expend funds- should be effective date of contract or later: Who prepares the warrants?Authorized signor? Are the public employees that handle BSTF funds bonded? LOCAL""GOVERNMENT � PfNDtTURESAMPLES Are there any ineligible expenditures charged against the grant? Are all sampled claims reviewed and approved by an authorized individual? is there adequate documentation to support expenditures? Are expenditures in accordance with the BSTF project budget? Are BSTF funds matched by other sources of funds, by a 1:1 or 2:1 ratio? Are there adequate payroll records for administrative expenditures? Is staff time prorated on a reasonable basis for working on BSTF projects? L BSTF Monitoring Visit-Job Creation Projects Monitoring Checklist Assisted Business Bigart Ecosystems, LLC dba Wisetail Date of Visit February 23, 2017 Attendees i ASSISTED B.USI,NES5-FILE AND FINANCIAL,MANAGMENT Yes No INA Question Response Are hiring (and training, if applicable) records complete? i 3 Is the assisted business meeting its hiring (and training, if applicable) goals? Does progress match the most recent progress report? What are the business' outreach and recruitment procedures? Does the Assisted Business have documentation of payment for project match (if provided by the Assisted Business and has not already been provided to the program)? Is there adequate documentation for project expenses, with invoice copy, receipt of payment(if not already provided to program) and transaction showing receipt of funds? Is the business in the same location as proposed? —� What was purchased or leased? Are items purchased with BSTF funds available for inspection? Are items purchased or leased the same as proposed? Who is responsible for oversight of the project requirements?