Lynnette Roshell

 New DCP Agreements  Agreement Documentation  New Emergency Relief Process  Questions?

 On October 22, 2011 sent out 195 updated DCP agreements.  To all 87 Counties and 108 Cities.  As of April 15, 2012, 85 of the 87 County agreements are executed. YEAH!!!

 Last written in  New federal regulations.  Changes based on audit issues.  All 87 were finally executed in 2009.

 Added CFDA number reference. 99% of all projects have the same CFDA number  Emphasized DCP process reference on website.  Made more general references to processes. Transitioning to SALT processes which are less stringent than MnDOT processes. IE: Schedule of Materials.

The County shall comply with the following: 1.Reporting of Total Compensation of the County’s Executives. (a) The County shall report the names and total compensation of each of its five most highly compensated executives for the County’s preceding completed fiscal year, if in the County’s preceding fiscal year it received: i.80 percent or more of the County’s annual gross revenues from Federal procurement contracts and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR (and subawards); and ii.$25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts), and Federal financial assistance subject to the Transparency Act (and subawards); and iii.The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at

 May need to make revisions due to the FHWA-MnDOT Stewardship Agreement.  Last two counties need to execute before we will set a federal letting date. Both Counties remaining have numbers over 81.

 Preliminary Engineering  Force Account  Construction Engineering  Right of Way Purchase

 Choices  Submit like construction (DCP) process on website  Submit with cover sheet (see attachment)  Must have signatures  Must have backup documentation

 County Engineer, Assistant, or Accountant  DSAE Then forwarded to St. Paul for approval by SALT and payment by Finance.

 Invoices  Copies of timesheets  Copies of receipts  Copies of cancelled checks (not best) Anything that documents what was done and how much it cost.

 FHWA process is completely different and separate from FEMA.  Kaizen Event.  Issues length of time waiting for money.  Repair processes and requirements unclear.  Entire process unclear to participants.

 Roadway classification.  Types of repairs.  FEMA brings in people to do paperwork.

 Bring together people involved in a process  Lock them in a room for a week  Don’t let them out until they come up with recommendations for solutions to issues.  Grueling.

 People learn about all facets of the process.  Resolve issues.  Dedicated time to work on the process.  Strict timeline.

 Delay in reimbursement of federal funds.  Past rarely asked for quick release of funds  Future will always request quick release. FHWA Division Office may not approve on a case by case basis. But it can’t hurt to ask.

 Programmatic Agreement  Repairs can be approved by DSAE rather than FHWA up to $150,000 per site.  Defines acceptable repair processes.  Timeline for submittal of DDIRs after emergency repairs. 90 days after date of repair. Repair has to take place within 180 days of event. Training to be done Districts 2, 4, 6, and 7. On line training available for others.

 Larger problem in MnDOT. Sites approved but no follow through on paperwork to get reimbursed from FHWA.  Not as much of an issues with counties  Training will feature an overview of the process.  HOWEVER need documentation similar to that needed for agreements for Emerg. Repairs.

Lynnette Roshell