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03/26/2012 Resolutions 2012-82RESOLUTION 2012-82 COMBINED CONSULTANT SELECTION, NEPA, UNIFORM ACT, SIGNING OF THE FINANCIAL MANAGEMENT SYSTEMS CERTIFICATION Citv of Grand Island WHEREAS: Certain transportation facilities (roads, streets, trails, and others) in the CITY OF GRAND ISLAND have been designated as being eligible for federal funds by the Federal Highway Administration in compliance with federal laws pertaining thereto; and WHEREAS: The CITY OF GRAND IS�AND desires to continue to participate in Federal- Aid transportation construction programs; and WHEREAS: The Nebraska Department of Roads as a recipient of said Federal funds is charged with oversight of the expenditures of said funds; and WHEREAS: The CITY OF GRAND ISLAND as a sub-recipient of said Federal-Aid funding is charged with the responsibility of expending said funds in accordance with Federal and State law, the rules and regulations of the Federal Highway Administration, the requirements of the Local Public Agency (LPA) Guidelines Manual of the Nebraska Department of Roads, including the Consultant Selection process as stated in the LPA Guidelines Manual, the National Environmental Policy Act (NEPA), the Uniform Relocation Assistance and Real Property Acquisition Policies Act (Uniform Act) and the maintaining of adequate Financial Management Systems; and WHEREAS: The CITY OF GRAND ISLAND understands that the failure to meet all requirements for federal funding could lead to a project(s) being declared ineligible for federal funds, which could result in the CITY OF GRAND ISLAND being required to repay some or all of the federal funds expended for a project(s); and WHEREAS, with the permanent appointment of Jaye Monter as the City of Grand Island's City Treasurer/Finance Director an update is being made to Resolution No. 2009-284. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE CITY OF GRAND ISLAND, NEBRASKA, that it adopts and binds itself to comply with all applicable federal law, including the rules and regulations of the Federal Highway Administration, all applicable state law and rules and regulations (Nebraska Administrative Code) and the requirements of the LPA Guidelines Manual of the Nebraska Department of Roads, including the consultant selection process as stated in the LPA Guidelines Manual, the National Environmental Policy Act (NEPA), the Uniform Relocation Assistance and Real Property Acquisition Policies Act (Uniform Act) and the maintaining of adequate Financial Management Systems. BE IT FURTHER RESOLVED: The Mayor and Council CITY OF GRAND ISLAND does hereby designate the following as responsible for the management of the following processes: Consultant Selection process: The National Environmental Policy Act (NEPA): Public Works Director and Manager of Engineering Services Public Works Director and t-"� � . , � The Uniform Relocation Assistance and Real Property Acquisition Policies Act (Uniform Act): The following individual is hereby authorized to sign the Financial Management Systems Certification attached to this Resolution: Manager of Engineering Services Public Works Director and Manager of Engineering Services Jaye Monter, City Treasurer/ Finance Director Adopted by the City Council of the City of Grand Island, Nebraska, March 26, 2012. The City Council of the CITY OF GRAND ISLAND Randy Gard Peg Gilbert Kirk Ramsey Larry Carney Chuck Haase Attest: e�,� �, t . �a r-°L, RaNae Edwards, City Clerk Robert Niemann Scott Dugan �inna Dee Donaldson Mitch Nickerson John Gericke Council Member �,� Moved the adoption of said resolution Member �°, �,,a r�- Seconded the motion Roll Call: �Yes _No Abstained Absent Resolution adopted, signed and billed as adopted , Mayor � LOCAL PUBLIC AGENCY (LPA) FINANCIAL MANAGEMENT SYSTEMS CERTIFICATION Name of Local Public Agency Date: March 26, 2012 CITY OF GRAND ISLAND The above-named local public agency (LPA) certifies that the financial management systems and procedures used by them meet all requirements set forth by the Nebraska Department of Roads (NDOR) and the Federal Highway Administration (FHWA), and are sufficient to satisfy all applicable financial management system standards set forth in 49 CFR Part 18, Uniform Administrative Requirements for Grants & Cooperative Agreements to State & Local Governments, and all the requirements set out on the attachment to this certification document. By signing this document, the above-named LPA certifies that the local systems and procedures provide an accurate representation of the financial transactions associated with Federal-aid projects, and that financial records are maintained for subsequent audit purposes. In the event the LPA determines that a financial transaction is not accurately shown on the LPA's financial records, the LPA agrees to notify the NDOR and FHWA and disclose and correct the details of that financial transaction. Further, if it is determined that the LPA's systems are no longer compliant with all requirements of the first paragraph of this certification then the LPA will modify their system(s) to make them compliant and submit a new certification to NDOR. The person signing below hereby certifies that he or she is duly authorized to sign this document and that the statements contained herein are true and correct to the best of his or her knowledge and belief. This certification is submitted with an attached resolution of the governinq board_or council of the LPA authonzmg the following individual to sign this document LPA's Authorized Representative Jave Monter � . a (o -�� (Print Name) ( ' ture (Date) STATE OF NEBRASKA ) )ss. COUNTY OF ) Subscribed, sworn to and acknowledged before me by _� ��q� ��°�-Q�- , this day �� day of t' G�- , 2012 SEAL �a.taor+a�r_s�eo�� +�w� FowAaos Mr comn,. �,. oec. �s, zoia �► , � •_ , �i�.�..��ii. �� .. • . NDOR conditionally accepts this certification pending successful completion of an audit by NDOR verifying the statements contained herein. ��� ��- Controller Division Head Date Local Projects Division Nead Date LOCAL PUBLIC AGENCY (LPA) FINANCIAL MANAGEMENT SYSTEMS CERTIFICATION ATTACHMENT Name of Locai Public Agency THE CITY OF GRAND ISLAND Date: March 26, 2012 Additional Financial Management System Requirements A. The LPA is responsible for maintaining an adequate financial management system and will immediately notify the NDOR when the LPA can no longer comply with the requirements established below. B. The LPA's financial management system shall provide for: Financial Reportinq: The LPA must maintain accurate, current and complete disclosure of the results of the financial audits of Federal financially-assisted activities in conformity with generally accepted principles of accounting, and reporting in a format that is in accordance with the financial reporting requirements of the Federal-aid program. ' Accountinq Records: The LPA must maintain records that adequately identify the source and application of funds for Federal financially-assisted activities. These records must , contain information pertaining to Federal financial assistance and authorizations, project ; expenditures to date and the project funds remaining and available to pay for future expenditures. The LPA agrees to grant NDOR and FHWA access to these records immediately upon request. Internal Control: The LPA must maintain effective internal and accounting controls over all funds, property and other assets. The LPA shall adequately safeguard all such assets and assure that they are used solely for authorized purposes. Budget Control: The LPA will maintain records for Federal financial assistance that compares actual expenditures or outlays with budgeted amounts. Financial information must be related to performance and productivity data including the development of unit cost information. Allowable Cost: The LPA must have procedures for determining whether costs are reasonable, allowable, and allocable; consistent with State and Federal requirements. Source Documentation: The LPA must maintain, or cause to maintained, the source documentation for its accounting records. C. The NDOR will periodically review the adequacy of the financial management system of any applicant for financial assistance, as part of a pre-award review or at any time during the Federal—aid project. If NDOR determines that the LPA's accounting system does not meet the standards described in paragraph B above, the NDOR will require remedial action by the applicant to maintain eligibility for federal assistance. Failure to comply with any requirements imposed by the NDOR may result in sanctions as identified in Chapter 15 of the LPA Guidelines Manual.