HomeMy WebLinkAbout15- Management Plan for Project Grant Managed by Prospera MANAGEMENT PLAN
Project Grant Managed by Prospera Business Network
On September 9, 2015, the City of Bozeman herein referred to as the City, was awarded a grant
from the Big Sky Economic Development Trust Fund (BSTF) Program to assist Elixiter with
business expansion and the creation of new jobs in Montana. The Prospera Business
Network (PBN) will be responsible for assisting with the administration of 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. City of Bozeman
The following persons will have lead responsibility for administering the City of Bozeman BSTF
grant to facilitate an expansion of Elixiter (the Assisted Business).
a. Carson Taylor as the City's Mayor, will have responsibility for all official contacts
with the Montana Department of Commerce (Department). The City of Bozeman
Commissioners will have the ultimate authority and responsibility for the
implementation of the City's BSTF grant to facilitate an expansion of Elixiter. The
City of Bozeman Commissioners will approve and sign administrative documents,
contacts and approve all payment requests to the BSTF program. The telephone
number for the City of Bozeman Commissioners is (406) 582-2320.
b. The City Attorney, will review any proposed contractual agreements associated with
the BSTF grant, advise the Commissioners regarding the agreements, and
provide any other legal guidance as requested. Telephone: (406) 582-2309
c. Stacy Ulmen, City Clerk has been designated as the Fiscal Contact and will be
responsible for maintaining all financial records related to the BSTF grant for City
of Bozeman Commissioners. Telephone: (406) 582-2321.
d. Brit Fontenot, Economic Development Director will be responsible for
maintaining all official records related to the BSTF grant for City of Bozeman
Commissioners She has been designated as the Project Manager and will be
responsible for maintaining records related to the management of the BSTF (grant
funds for City of Bozeman he will be the liaison between PBN, the HH
Commissioners and the City Attorney. Telephone: (406) 582-2258.
2. Prospera Business Network, (PBN)
The PBN will provide grant management and general technical assistance, coordination of funding
sources, and assurances of compliance with all applicable state requirements for the BSTF grant.
City of Bozeman has designated the PBN as its BSTF Project Administrator. The following PBN
personnel will be responsible for the project:
Category I Elixiter Management Plan 1 Form July 31, 2015
3
a. Paul Reichert, Executive Director, will be responsible for all official contacts with
City of Bozeman on behalf of PBN. Telephone: (406) 587-3113.
b. Anne Martin, PBN Accountant, will serve as the Project Administrator and will be
responsible for overall coordination of the BSTF grant awarded to City of Bozeman.
Telephone: (406) 587-3113.
3. Elixiter, ASSISTED BUSINESS
The Assisted Business has agreed to create 20 eligible net new jobs at the project site located at
Elixiter, 113 East Oak ST STE 3A, Bozeman, MT 59715 (the "Project Site"). An eligible net new
job is defined as one that is new to the company and has not been filled before September 9,
2015. Eligible new job criteria is a full-time job, meaning a predominantly year-round position
requiring an average of 35 hours of work each week, and pays wages that meet or exceed $17.55
per hour, [including employee benefits that meet the requirements of the Employee Retirement
Income Security Act of 1974, 29 U.S.C. 1001, et seq.].
In addition, the Assisted Business has agreed to a total new investment at the Project Site, which
is equal to or greater than $1 for every $2 of BSTF financial assistance received, within this
Contract time period.
The following Assisted Business official will be responsible for the implementation of the project:
a. Amber Bolton, Elixiter Office Manager will serve as the Project Representative for
the Assisted Business and will be the liaison with the Project Administrator. She will
have responsibility for all official contacts with the City. Telephone: (406) 600-9513.
Category I Elixiter Management Plan 2 Form July 31,2015
B. PROJECT MANAGEMENT
1. Brit Fontenot, City of Bozeman - Project Manager, will:
a. Work with the Project Administrator and the Department in the development of a
BSTF contract between the City and the Department.
b. Work with the Project Administrator and the Assisted Business in the development
of a Business Assistance Agreement.
c. Make appropriate recommendations and route all contract documents,
administrative documents, and payments as necessary.
d. Review all proposed expenditures of BSTF funds to ensure compliance with the
BSTF contract.
e. Review, approve, and submit the BSTF payment requests, after preparation by
Project Administrator and approval by City of Bozeman, to the BSTF Program,
Montana Department of Commerce, and ensure disbursement of funds.
f. Review and approve all BSTF closeout documents.
2. Paul Reichert, Prospera Business Network, Project Administrator is responsible for the
following project activities and will:
a. Assist City of Bozeman and the Department in developing the City's contract,
along with all the required paperwork, with the Department that will address all
requirements related to effective project start-up and implementation.
b. Assist the City and Elixiter with the preparation of a Business Assistance
Agreement.
c. Establishing and maintaining complete and accurate project files and preparing all
documentation and reports incidental to administration of the project.
d. Assist the assisted business with the baseline and subsequent Job Creation Report
and Job Creation Certification.
e. Meet regularly with the Assisted Business to monitor the business's compliance with
the requirements of the grant assistance agreement including implementation of the
project hiring or hiring/training plan.
f. 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.
g. In cooperation with the Project Manager, process 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 quarterly as specified
by the Department.
Category I Elixiter Management Plan 3 Form July 31,2015
h. Assist the City during the BSTF on-site monitoring visit which is conducted to ensure
compliance with the requirements of the BSTF contract.
Preparing all required performance reports and Project Closeout Certification for
submittal to the Department.
j. Closing the BSTF project in a timely fashion within the period of the contract
between the Department and City of Bozeman.
k. Attend City of Bozeman meetings to provide project status reports and
representing the BSTF project at any other public meetings as deemed necessary
by the City.
It is understood and agreed that PBN services within this Management Plan does
not include any of the following: the disbursement or accounting of funds distributed
by City of Bozeman's financial officer, legal advice, fiscal audits or assistance with
activities not related to the BSTF project.
3. Amber Bolton, Elixiter), Project Representative, will:
a. Will oversee the compliance with the proposed Hiring Plan as submitted in the
BSTF Application.
b. With assistance of the Project Administrator, prepare the Job Creation Reports,
Job Creation Certifications and Progress Reports.
c. Provide copies of invoices for both reimbursement by the BSTF Program and
the satisfaction of the matching funds requirement.
d. Maintain its own project files.
e. Assist the Project Manager, Project Administrator with monitoring of the project.
f. Will notify the Project Manager, Project Administrator and Department of
Commerce and of any changes within it business structure, business name or
changes to its registration with the Montana Secretary of State's office.
Category I Elixiter Management Plan 4 Form July 31, 2015
c. FINANCIAL MANAGEMENT
As designed in the BSTF contract, the total amount of the BSTF award will not exceed $150,000
less grant administration fees.
1. Local Government—Awardee
The Fiscal Contact will be responsible for:
a. Depositing and recording the BSTF funds into the City's existing accounting system
based on claims and supporting documents approved by the Project Manager and
City of Bozeman Commissioners.
b. Preparing checks/warrants for approved expenditures.
c. Disbursing funds in accordance with the City's established claim review procedures.
d. With the assistance of the Project Manager, preparing the final financial report for the
project Closeout Certification.
e. The original financial documents (claims with all supporting documents attached) will
be retained in City of Bozeman offices.
2. Assisted Business — Project Funds
a. As outlined in the BSTF Contract, the Assisted Business will receive up to $7,125
per eligible net new job created by the Assisted Business for documented cost
with reimbursement not to exceed a total of$142,500.
b. An eligible net new job is defined as one that is new to the company and has not
been filled before September 9, 2015. Eligible new job criteria is a full-time job,
meaning a predominantly year-round position requiring an average of 35 hours of
work each week, and pays wages that meet or exceed $17.55 per hour,
(including employee benefits that meet the requirements of the Employee
Retirement Income Security Act of 1974, 29 U.S.C. 1001, et seq.].
3. Prospera Business Network -Administration Funds
a. As outlined in the BSTF grant, PBN may receive up to $375 per eligible net new job
created by the Assisted Business. PBN administration fees shall not exceed $7,500 per
the BSTF grant award.
The City's application to the Department for BSTF funding, dated July 15, 2015, and all
applicable federal and state statutes and regulations are incorporated into this Agreement by this
reference.
Category I Elixiter Management Plan 5 Form July 31,2016
This Management Plan will expire once the Montana Department of Commerce officially closes
out the BSTF grant award to City of Bozeman.
WE HAVE READ THE MANAGEMENT PLAN AND ARE AWARE OF THE RESPONSIBILITIES FOR THE
MANAGEMENT AND OVERALL SUCCESS OF THE BSTF PROJECT AS THE DESIGNATED LIAISONS FOR THE
PROJECT:
PROJECT MANAGER FISCA-/ z A CT
Bir ont not, City of B. manitYAI M >0: n e ',r b � , m;tn S( (5
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Date Date
PROJECT ADMINISTRATOR PROJECT REPRESENTATIVE
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Paul Reich-rt, Prospera Business Network Amber Bolton, Elixiter
,97/476 O k t ODAD
Date Date
CategoryI Elixiter Management Plan 6 Form July 31,2015
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day
of , 20_
City of Bozeman Commission Prospera Business Network
Carson Taylor, Mayor „ Paul Reichert, Executive Director
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Date Date
Elixiter
Andr,t*Hull, Presi.ent
1/13/1lo
Date
Category I Elixiter Management Plan 7 Form July 31,2015