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Draw Down Procedures

Local Government Academy Multi-Municipal Comprehensive Planning Grant Program Draw Down Procedures

Section A applies to grants for the preparation of multi-municipal plans.
Section B applies to grants for the preparation of zoning and subdivision/land development ordinances that are consistent with and implement the multi-municipal comprehensive plan.
Section C applies to grants for cooperative projects implementing multimunicipal planning priorities. See item 3. in the section “Eligible Uses of Grant Funds” in the program guidelines brochure for more detail on this type of project.
Section D applies to all types of activity.


SECTION A

  1. Thirty percent of the grant should be invoiced on evidence that a qualified planning consultant has been retained following an open, competitive selection process.

A. Qualified planning consultant is defined as:

  1. An individual or firm that has an experienced and   professional planning staff.
  2. The staff person who will lead the team and bill for a plurality of the time spent by the firm on the project is a graduate of an accredited master’s degree planning school or has AICP certification or an equivalent combination of education and experience that would qualify him or her for AICP standing.
  3. Other staff persons conducting a significant portion of the work must have either a master’s degree in urban/regional planning or a professional degree in a related field such as but not limited to landscape architecture, public administration, architecture, policy analysis, geography or sociology.
  4. Possessing substantial experience in urban and/or regional planning.

     B. An open, competitive selection process is characterized by:

  1.  An advertisement in a newspaper of general regional circulation noting that a full Request for Proposals (RFP) is available on request. A model RFP is contained in “Planning Beyond Boundaries” or can be provided by LGA.
  2. Face to face interviews of qualified respondents.
  3. An interview committee composed, among others, of at least a member of the governing body and two members of the planning agency of each participating municipality plus a professional planner from the county planning department(s).
  4. Contacting at least three clients of each candidate firm for whom the firm completed similar work.

2. Thirty percent of the grant should be invoiced on receipt and review by LGA of:

  1. The data collection portion of the comprehensive plan documenting current conditions.
  2. A short narrative report by the consultant describing the qualitative aspects of the process to this point including citizen participation.

3. Thirty percent of the grant should be invoiced on receipt and review by LGA of:

  1. The community visioning statement and,
  2. The draft comprehensive plan addressing all of the elements in Article III of the Pennsylvania Municipalities Planning Code (MPC) and,
  3. A description of the citizen participation process to date and,
  4. A letter from the consultant indicating that the consultant has been paid in full for the work performed through step 2 above
  5. A short narrative report by the consultant describing the qualitative aspects of the process to this point.

4. Ten percent of the grant should be invoiced on receipt and review by LGA of:

  1. The comprehensive plan addressing all of the elements in Article III of the MPC and that has been transmitted for adoption to all participating municipalities’ governing boards and,
  2. A description of the citizen participation process
  3. A letter from the consultant stating that the consultant contract has been paid in full for the work performed through step 3 above.

SECTION B

1. Section A. 1. applies unless the municipalities are using the same consultant for the preparation of ordinances that was used to prepare the multi-municipal comprehensive plan. In this case the procedure described below applies.

2.   Thirty percent of the grant should be invoiced following execution of the agreement between the LGA and the lead municipality and evidence that a consultant has been retained.

3.   Thirty percent of the grant should be invoiced upon completion of the first draft of the ordinances. This invoice must be accompanied by:

a. Copies of the drafts.

b. A letter from the consultant stating that the consultant has been paid in full for work performed through step 2 above.

c. A short narrative report by the consultant describing the qualitative aspects of the process to this point including citizen participation.

4.  Forty percent of the grant should be invoiced upon completion of the final ordinances submitted to the governing bodies for adoption. This invoice must be accompanied by:

a. Copies of the drafts.

b. A letter from the consultant stating that the consultant has been paid in full for work performed through step 3 above.

c. A short narrative report by the consultant describing the qualitative aspects of the process to this point including citizen participation.


SECTION C

1. Section A. 1 applies unless the municipalities are using the same consultant for the cooperative project as is being used to prepare the multi-municipal comprehensive plan. If the same consultant has been selected for the cooperative project the following procedure should be used.

2. Thirty percent of the grant should be invoiced following execution of the agreement between the LGA and the lead municipality and evidence that a consultant has been retained following the process described in Section A. 1.

3. Thirty percent of the grant should be invoiced upon completion of the draft plan including an issue analysis, data collection and alternatives analysis, and an action program to address the issue(s).

4. Forty percent of the grant should be invoiced following submittal of the final plan to the respective governing bodies for adoption.


SECTION D

1. A copy of the consulting firm’s invoices to date must accompany invoices by the lead municipality.
2. Each invoice to LGA must be accompanied by documentation of expenditure of at least a proportional share of the total local financial share and the shares of other funders.
3. Direct expenses. Submit invoices describing direct contracted expenses, including vendor invoices with complete and quantified descriptions of work performed. Include description of work outcomes achieved.
4. Documentation of overall multi-municipal planning project progress. If you are using LocalGovernmentAcademy grant funds for one aspect of the project, you are required to provide narrative describing the overall status of the multi-municipal plan project, as well. This includes summarizing both the utilization of in-house resources, such as staff time and outputs, and the progress of concurrent contracted services, such as planning consultants and their progress reports. It is not necessary to submit detailed record keeping, such as timesheets, but you must retain that back-up documentation for the usual and customary document retention period of seven years.
5. Documentation of the local financial share-Submit a listing of financial support received from the sources outlined in the project description and retain documentation (e.g. deposit records).
6. With each draw down request, submit a schedule of anticipated future draw downs.

Please allow three weeks for the processing of your payment requests. The Local Government Academy reserves the right to request additional information.

Invoices should be submitted to and questions addressed to:

Susan G. Hockenberry
Executive Director
Local Government Academy
1501 Preble Ave., Suite 202
Pittsburgh, PA 15233
412.586.5659
fax: 412.904.4928
shockenberry@localgovernmentacademy.org