HomeMy WebLinkAboutItem 06.oNovember 13, 2013 Item No.
MINNESOTA SNOWMOBILE TRAILS ASSISTANCE PROGRAM
AGREEMENT WITH MINNESOTA DEPARTMENT OF NATURAL RESOURCES
Proposed Action
Staff recommends adoption of the following motion: Move to approve Minnesota
Snowmobile Trails Assistance Program Agreement with Minnesota Department of Natural
Resources.
Overview
Annually, the City of Lakeville enters into an agreement with the Minnesota DNR for the
purpose of receiving trail maintenance funding for its snowmobile trails. The grant awarded
to the City for the 2013 -2014 winter season is $17,701.00. Maintenance and grooming of
snowmobile trails is completed by the Lakeville Sno Trackers Snowmobile Club which is
reimbursed through grant funds.
Primary Issues to Consider
• Will there be adequate snowfall to conduct regular grooming activities?
Supporting Information
• Minnesota Snowmobile Trails Assistance Program Maintenance and Grooming
Grant Agreement with Minnesota DNR
Brett Altergott
Parks & Recreation Director
Financial Impact: $ 17,701.00 Budgeted: N/A Source: MN DNR
Related Documents (CIP, ERP, etc.):
Notes:
STATE OF MINNESOTA
ENCUMBRANCE WORKSHEET
State Accounting Information:
SWIFT PO No.
Agency: Lakeville Sno Trackers
Fiscal Year: 2014
Vendor Number: 0000197692
Total Amount of Contract: $17,701.00
Amount of contract first FY:
Amount of contract second FY:
UNSPSC /Category: 84101501
UNSPSC /Category:
UNSPSC /Category:
Account Code: 441302
Account Code:
Account Code:
Amount: $17,701.00
Amount:
Amount:
Accounting Chartfield 1:
Accounting Chartfield 2:
Accounting Chartfield 3:
Fund: 2101
Fund:
Fund:
ApprlD: R294401
ApprlD:
ApprlD:
FinDeptlD: R2934352
FinDeptlD:
FinDeptlD:
Agency Cost 1: 29415
Agency Cost 1:
Agency Cost 1:
Agency Cost 2:
A Cost 2
Agency Cost 2
Amount: $17,701.00
Amount:
Amount:
Contract Purpose: FY 2014 Snowmobile GIA Maintenance and Grooming Grant
Contract Start Date: 7/1/2013 Expiration Date: 6/3012014
Trail /Club Name: Lakeville Sno Trackers
Sponsor Name and Address: City of Lakeville
20195 Holyoke Avenue
Lakeville, MN 55044
Submitted by: Princess Moss ���� Phone: 651 259 -5736
MINNESOTA SNOWMOBILE TRAILS ASSISTANCE PROGRAM
SNOWMOBILE FY 2014
MAINTENANCE AND GROOMING GRANT AGREEMENT
Local Unit of Government (Sponsor) Trail /Club Name Grant Amount
City of Lakeville Lakeville Sno Trackers $17,701.00
THIS AGREEMENT is made between the STATE OF MINNESOTA, acting by and through the
Commissioner of Natural Resources, hereinafter referred to as the "State," and Local Unit of Government, hereinafter
referred to as the "Sponsor" relating to the maintenance and grooming of the trails specified above; and
WHEREAS, the Sponsor desires to maintain trails for the enjoyment of the public; and
WHEREAS, the Minnesota Snowmobile Trails Assistance Program provides grants to local units of government for the
maintenance of recreational trails pursuant to Minnesota Statutes Chapter 84.83; and
WHEREAS, the Sponsor has applied to the State for a grant for said trails and has submitted the Minnesota Snowmobile
Trails Assistance Program Maintenance and Grooming application form, required attachments, and resolution of the
Sponsor authorizing the proposed maintenance and grooming. The submitted application form and required attachments
are hereinafter referred to as the "Plan ", and the sponsor resolution is attached and incorporated into this agreement as
Exhibit A; and
NOW THEREFORE, it is agreed between the parties as follows:
A. TRAIL OBLIGATION OF THE SPONSOR. The Sponsor agrees to maintain the proposed trails in accordance with
the guidelines contained within the current Minnesota Snowmobile Trails Assistance Program Maintenance and
Grooming Manual, hereinafter referred to as the "Manual" as accepted or amended by the State. All work will be the
responsibility of the Sponsor, its employees, or the sponsor's agent provided the agent is registered as a nonprofit
corporation with the State of Minnesota. The Sponsor shall:
1. Proceed to acquire necessary interests in lands on the Trail. The Sponsor must acquire land in fee, easement, lease,
permit, or other authorization for said Trail. The term. of said interest shall be no less than four (4) months between
November 15 of any year and April 1 of the succeeding year. For each parcel of land crossed by the Trail, the Sponsor
shall obtain from the owner of said parcel a permit, lease, easement, deed, or other authorization for said crossing in
accordance with Minnesota Statutes Chapter 604A. The Sponsor shall certify that the necessary interests in the land
have been obtained and are on file with the Sponsor or the sponsor's agent.
2. Provide adequate maintenance and grooming on the Trail, which shall include keeping it reasonably safe for public
use; provide sanitation and sanitary facilities when needed; and provide other maintenance and grooming as may be
required. The Sponsor and not the State is responsible for maintaining signs and maintenance and grooming of the
Trail.
B. TECHNICAL ASSISTANCE. Upon the request of the Sponsor to the extent possible, the State will provide technical
assistance with major problems encountered in the maintenance and grooming of the Trail.
Form revised 9/2013 Page 1
C. FUNDING. The State's sole responsibility under this Agreement is to provide funds to the Sponsor. In the event that
state funds become unavailable because of legislative or executive action or restraints, the grant amount may be reduced
or canceled by the State.
D. DISBURSEMENT. The State agrees to disburse funds to the Sponsor pursuant to this Agreement based upon the
satisfactory completion of significant performance benchmarks as identified in section F. This grant shall not exceed the
Grant Amount as specified above. Funds not earned and paid out will be canceled annually at the end of the State's fiscal
year (June 30).
E. GROOMING. In order to receive maximum disbursement from this Agreement, the Sponsor agrees to groom the
entire Trail referred to within the Plan in accordance with the Trail Grooming Guidelines established in the Manual.
F. PAYMENT.
1. Trail Completion Benchmark, 45% of Total Grant Amount
Disbursement of these funds is contingent on the sponsor providing a high quality map that shows the final alignment
of the trail and a Trail Completion Certification Form that the trail is open and available for use. The certification
must be received by December 15` of that year. This includes having the trail brushed, bridges in repair, signs
installed, gates were capable of being open (snow permitting), and any other additional work needed. Also the
Sponsor ensures that interest in lands to operate a snowmobile trail have been acquired through fee, easement, lease,
permit, or other authorizations of interest throughout the entire Trail.
2. Grooming Certification Benchmark, Opening —January 15, 25% of Total Grant Amount
A portion of the grooming monies will be disbursed to the Sponsor by the DNR based upon the Certification of
Satisfactory Grooming Form received from the Sponsor that the trails have been properly groomed from opening day
through January 15 The certification must be received by February 15 t ' 1 of that year. The Sponsor in coordination
with the Club must maintain sufficient records to document the activity.
3. Grooming Certification Benchmark, January 16 — Closing, 25% of Total Grant Amount
The second disbursement of the grooming monies will be made to the Sponsor by the DNR based upon the
Certification of Satisfactory Grooming Form received from the Sponsor and verification that the trails were groomed
to the satisfaction of the Sponsor from January 16 through the end of the season. The certification must be received
by April 15 of that year. The Sponsor in coordination with the Club must maintain sufficient records to document the
activity.
4. Trail Closure /Application Submission Benchmark, 5% of Total Grant Amount
The final payment will be based upon the Trail Closure /Application Submission Certification form received from the
Sponsor. The certification must be received by May 15 t ''. A completed application for the next year must accompany
the certification. Must provide evidence that Sponsor and Club attended spring training session conducted by DNR.
A map indicating the "anticipated" alignment of the trail must also be submitted. A back -up grooming plan must also
be provided.
G. PENALTIES.
1. If it is determined that the Trail Completion Certification benchmark in this Plan has not been satisfactorily
completed but was certified as having been completed by the Sponsor, the Sponsor may be assessed a penalty of up to
45% of the Total Annual Grant Amount.
Fonn revised 9/2013 Page 2
2. If it is determined that the Grooming Certification benchmark for the period of opening day through
January 15 in this Plan has not been satisfactorily completed but was certified as having been completed by the
Sponsor, the Sponsor may be assessed a penalty of up to 25% of the Total Annual Grant Amount.
3. If it is determined that the Grooming Certification benchmark for the period of January 16 through the end
of the season in this Plan has not been satisfactorily completed but was certified as having been completed by the
Sponsor, the Sponsor may be assessed a penalty of up to 25% of the Total Annual Grant Amount.
4. If it is determined that the Trail Closure /Application Submission Certification benchmark in this Plan has not
been satisfactorily completed but was certified as having been completed by the Sponsor, the Sponsor may be
assessed a penalty of up to 5% of the total annual Grant Amount.
In addition to the above penalties, the State reserves the right to reduce payment in the following year's agreement or
to exclude the Sponsor from participation in the Trails Assistance Program.
H. ACCOUNTING AND AUDIT. The Sponsor shall maintain books, records, documents, and other evidence relevant to
this grant and in such detail that will accurately reflect the benchmarks that have been reached in this program and that
have received payment. The Sponsor shall use generally accepted accounting principles and these records shall be
retained for six years after this grant terminates. The State, its representative or the legislative auditor shall have the right
to examine this evidence and the Sponsor shall make them available at the office at all reasonable times during the record
retention period. Records shall be sufficient, as defined in the Manual to reflect significant costs incurred and volunteer
donation of time, equipment, and/or materials in performance of this grant.
I. WORKER'S COMPENSATION. The Sponsor shall comply with the provisions for worker's compensation in
Minnesota Statutes Chapter 176.181, Subd. 2 and 176.182 and all applicable rules and subsequent amendments thereto.
J. LIABILITY. Each party agrees that it will be responsible for its own acts and the results thereof to the extent authorized
by law and shall not be responsible for the acts of the other party and the results thereof. The provisions of the Minnesota
Tort Claims Act, Minnesota Statutes Chapter 3.736 and other applicable law shall govern the State's liability. The
provisions of Minnesota Political Subdivisions Tort Liability, Minnesota Statutes Chapter 466.02 and other applicable law
shall govern the Sponsor's liability.
K. TERM.
1. Effective date: July 1, 2013, or the date the State obtains all required signatures under Minnesota Statutes
Section 16C.05, subdivision 2, whichever is later.
2. Expiration date: June 30, 2014, or until all obligations have been satisfactorily fulfilled, whichever is sooner.
L. TERMINATION. This Agreement may be terminated by the State in the event of a default by the Sponsor; the
legislature appropriates insufficient monies for the program, or the abandonment of the Trail. The State and the Sponsor
may also terminate it upon mutual agreement, upon 30 days' written notice to each entity.
M. ASSIGNMENT OR MODIFICATION. The Sponsor may not assign any of its rights or obligations under this
Agreement without the prior written consent of the State. No change or modification of the terms or provisions of this
Agreement shall be binding unless such change or modification is in writing and signed by both parties to this Agreement.
Form revised 9/2013 Page 3
N. DATA DISCLOSURE. Under Minn. Stat. § 270C.65, Subd. 3, and other applicable law, the Grantee consents to
disclosure of its social security number, federal employer tax identification number, and/or Minnesota tax identification
number, already provided to the State, to federal and state tax agencies and state personnel involved in the payment of
state obligations. These identification numbers may be used in the enforcement of federal and state tax laws which could
result in action requiring the Grantee to file state tax returns and pay delinquent state tax liabilities, if any.
O. GOVERNING LAW, JURISDICTION, AND VENUE. Minnesota law, without regard to its choice -of -law provisions,
governs this grant contract. Venue for all legal proceedings out of this grant contract, or its breach, must be in the
appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota.
P. AUTHORIZED REPRESENTATIVE. The State's Authorized Representative is the Trail Area Supervisor from the
Parks and Trails Division of the Department of Natural Resources for the area where the trail is located, or his /her
successor, and has the responsibility to monitor the Sponsors performance and the authority to accept the services
provided under this grant contract. If the services are satisfactory, the State's Authorized Representative will certify
acceptance on each invoice submitted for payment. A list of the Trail Area Supervisors can be found on the program
webpage ( http:Hfiles.dnr.state.nm.us/ assistance /grants /recreation/ohv /area sups.pdfl
The Sponsor's Authorized Representative is the contact person and individual who provide the authorized signature for
the Sponsor, which can be found on the program application (incorporated here into this agreement by reference). If the
Sponsor's Authorized Representative changes at any time during this grant contract, the Sponsor must immediately notify
the State.
The authorized representative of the sponsor is prohibited from being an officer or bookkeeper /accountant of the club or
organization receiving this grant on behalf of the State.
Q. INVASIVE SPECIES PREVENTION. The DNR requires active steps to prevent or limit the introduction,
establishment, and spread of invasive species during work. The Grantee and/or contractor shall prevent invasive species
from entering into or spreading within a project site by cleaning equipment prior to arriving at the project site.
If the equipment, vehicles, gear, or clothing arrives at the project site with soil, aggregate material, mulch, vegetation
(including seeds) or animals, it shall be cleaned by Grantee and/or contractor furnished tool or equipment (brush/broom,
compressed air or pressure washer) at the staging area. If the material cannot be disposed of onsite, secure material prior
to transport (sealed container, covered truck, or wrap with tarp) and legally dispose of offsite. Note that transporting
noxious weeds requires a permit from the Minnesota Department of Agriculture.
The Grantee and/or contractor shall ensure that all equipment and clothing used for work in infested waters has been
adequately decontaminated for invasive species (ex. zebra mussels) prior to being used in non - infested waters. All -
equipment and clothing including but not limited to waders, tracked vehicles, barges, boats, turbidity curtain, sheet pile,
and pumps that comes in contact with any infested waters must be thoroughly decontaminated.
Form revised 9/2013 Page 4
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
LOCAL UNIT OF GOVERNMENT SPONSOR
Local Unit of Govermnent (Sponsor)
State Encumbrance Verification
Date
Authorized Signature
Title
Date
Authorized Signature
Title
Date
DEPARTMENT OF NATURAL RESOURCES
Individual certifies that funds have been encumbered as required by M.S. §
16A.15 and 16c.05.
State Encumbrance Verification
Date
SWIFT PO #:
lf�l
Signature (Recommend for Approval)
Parks and Trails Regional
Date
Manager
Authorized Signature
Parks and Trails Division
Date
Director or Deputy Director
Form revised 9/2013 Page 5
MINNESOTA SNOWMOBILE TRAILS ASSISTANCE PROGRAM
MAINTENANCE AND GROOMING APPLICATION
Trail /Area Name /Type of Trail (PRINT or TYPE)
Date
Date
Lakeville Sno Trackers /Snowmobile Trails
May 6, 2013
Trail Administrator (PRINT or TYPE)
Trail dministrator Signature
Brett Altergott
Regional Parks and Trails Manager
Address (No. & Street, RFD, Box No., City, State, Zip Code)
Home Phone Nunkerj
Work Phone Number
20195 Holyoke Avenue
612- 718 -4035
952 -985 -4601
Lakeville, MN 55044
GPS Verified Miles of Trail:
Date of Meeting
County 1: Dakota -44.84
Attended:
County 2: Scott -10.6
4/30/13
County 3: Rice -1.66
Department Use Only
Verified Miles:
Mileage Rate:
Amount:
Recommended:
SPONNOR APPROVAL
Unit of Government Telephone Number (Include Area Code):
City of Lakeville 952- 985 -4601
Authorized Signature of Sponsor Title Date
i/ Parks & Recreation Director May 6, 2013
CERTTFICATIOTRT RV "F.PARTN4VNT (1F NATITR AT. RF.gMTOCVQ.
Authorized Signatu or DNR
Date
Area Trails Supervisor
Authorized Signature For DNR
Date
Regional Parks and Trails Manager
Checklist/Mandatory Attachments:
X Certification of Trail Closure /4"' Benchmark
_X Grooming Logs from the Previous Year
_X_ Sponsor Resolution
_X Update of Current Trail Alignments
X_ Backup Grooming Plan
X Proof of Club Non - Profit Status
X Trail Contact Information
_X_ Sign Order (if applicable Form)
Revised 3/19/2010
SNOWMOBILE TRAILS ASSISTANCE PROGRAM
MAINTENANCE AND GROOMING
Certification of Trail Closure /Application Submission
4 th Benchmark — Due By May 15
Trail Name: Lakeville Snowmobile Trails
Club /Organization Name: _ Lakeville Sno Trackers Snowmobile Club
Trail Administrator Signature: WQ 17 - -- Date: 1 4 -- 30- f3
By signing this form, the Sponsor certifies that the above snowmobile trail has been satisfactorily closed as
defined within the Minnesota Snowmobile Trails Assistance Program Manual, an application for the coming
grant round is completed and on file by May 15 and that a backup grooming plan is in place and is on file in
the event the groomer or the operator are not able to maintain the trails.
Is there any reason why the Department of Natural Resources should withhold any part of this payment?
YES NO_X
If YES, please elaborate:
Sponsor Name (Local Unit of Government): City of Lakeville
Signature: Date
Title: Parks & Recreat irector
Amount requested $1,895.72
contract.)
(Up to 10% of the original
DEPARTMENT USE ONLY
THIS INVO APPROV FOR PAYMENT BY:
Parks and Trails Area Supervisor —OK TO PAY
Date
FY
Amount
SWIFT PO:
RECEIPT #
VENDOR #:
LINE #
SERVICE BEGIN DATE: April 1, 20
SERVICE END DATE:
INVOICE #:
BM4
Vendor Name and Address:
y -3o- I
Revised 7/2012
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CITY OF LAKEVILLE
RESOLUTION NO. 10 -35
RESOLUTION AUTHORIZING SUBMITTAL OF ANNUAL GRANT APPLICATIONS
TO THE MINNESOTA DEPARTMENT OF NATURAL RESOURCES FOR
SNOWMOBILE AND CROSS - COUNTRY SKI TRAIL GRANTS
WHEREAS, the Minnesota Department of Natural Resources has established a
Minnesota Trails Assistance Program for the establishment of snowmobile and cross -
country ski trails; and
WHEREAS, such trails are beneficial to the public recreation programs
conducted by the City of Lakeville Parks and Recreation Department; and
WHEREAS, such grant -in -aid assistance is available on certain terms and
conditions specified by the Department of Natural Resources which are compatible with
the City's existing public recreation programs; and
NOW, THEREFORE, BE IT RESOLVED that the City of Lakeville shall act as
the legal sponsor for applications for funding to the Minnesota Department of Natural
Resources for maintenance and grooming of both snowmobile and cross - country ski trails
managed by the Lakeville Sno Trackers Snowmobile Club; and
BE IT FURTHER RESOLVED that the Parks and Recreation Director is hereby
authorized to submit grant applications annually to the Minnesota Department of Natural
Resources and is additionally authorized to serve as the fiscal agent on behalf of the City
of Lakeville for the above referenced projects in 2010 and in subsequent years; and
BE IT FURTHER RESOLVED that upon approval of its applications by the state,
the City of Lakeville will enter into agreements with the State of Minnesota for the above
referenced projects and will comply with all applicable laws and regulations as stated in the
agreements.
DATED this 3` day of May 2010.
4At-
T r a, C:I<INC
NORTH AMERICA'S LARGEST DEALER OF SNOW GROOMING VEHICLES S EQUIPMENT
April 11, 2013
Lakeville Sno Trackers
20736 Independence Court
Lakeville, MN 55044
Dear Lakeville Sno Trackers,
Track, Inc. hereby agrees to supply your club, the Lakeville Sno Trackers
Snowmobile Club, with a vehicle of comparable value in the event that your 2003
Tucker Sno -Cat suffers any damage or repair needs that results in a significant
downtime during the 20132014 grooming season. Due to our location, this
vehicle will be available within 12 hours of the determination of need.
Sincerely,
Lorene Hanson
President
Track Incorporated
9600 James Avenue South
Bloomington, MN 55431
lorenehanson@trackinc,com
952.888.7372
9600 Jaynes Avenue S. a Bloomington, MN 55431 a 952.888.7372 ® Fax: 952.884.2936 a www.trackinc.com
Office of the Minnesota Secretary of State
Minnesota Nonprofit Corporation /Annual Renewal
Minnesota Statutes, 317A
Annual Renewal Year:
Annual Renewal Filing Date:
Nonprofit Corporation Name:
Original Filing Number:
Home Jurisdiction:
Updated Filing Party Information:
Party Type: Name:
Registered Office Address
2013
4/30/2013
Sno- Trackers, Inc.
H -577
Minnesota
Address:
9446 210th Str W PO Box 10 Lakeville MN 55044
President Larry Lulf 16560 Kenreel Ave. West Lakeville MN 55044
i
Work Item 669949100024
Original File Number H -577
STATE OF MINNESOTA
OFFICE OF THE SECRETARY OF STATE
FILED
04/30/2013 11:59 PM
000 ;eM44L
` r
Mark Ritchie
Secretary of State
MINNESOTA SNOWMOBILE TRAILS ASSISTANCE PROGRAM
MAINTENANCE AND GROOMING GRANTS
TRAIL CONTACT INFORMATION FORM
The following form must be completed for each grant -in -aid grant. The information provided will be
used for the snowmobile trail quad maps and on the official DNR Web site.
1. Trail Name:
2. Club Name:
Lakeville Snowmobile Trails
Lakeville Sno Trackers Snowmobile Club
2. Trail Map Number (from Quaff Map):
3. Unit of Government Sponsor:
#223, DNR Area 3B
City of Lakeville
4. Public Trail Contact Name (please print): 5. Public Trail Contact Phone Number:
Brett Altergott 952- 985 -4601
- the use of my name if of Natural Resources as
it relates to snowmobile trail information for the above referenced snowmobile trail. I certify that I am
the public contact person for this trail system. Trail contact information will be included on the
_
" � nd on the official D
sno ile trail ua
Public Trail Contact Signature:
Date of Signature:
May 6, 2013
DNR Approval
Authorized Signature:
Date of Signature:
Area Trails Unit Supervisor
Purchase ome. IIIIIIIIIIIIIIIBVIIIIRIIIIIIIIIIIIIIIIC1111YIIIIVI
Department of Natural Resource
PAT R3 CEN Region
Vendor:
0000197692
LAKEVILLE CITY OF
20195 HOLYOKE AVE
LAKEVILLE MN 55044
United States
Dispatch Via Phone
Purchase Order
R2901- 3000049200
Date
11/04/2013
Revision
Page
1 of 1
Payment Terms
Freight Terms
Ship Via
Event ID
Net 30
FOB
Ground
Destination,
Prepd & Allow
Buyer
Phone
Currency
Agency Reference
Sandra L. Bowes
651/259 -5820
USD
Ship To:
DNR PAT R3 CENTRAL REGION
1200 WARNER RD
ST PAUL MN 55106 -6707
United States
Attention: Bill To:
Not Specified DNR PAT R3 CENTRAL REGION
1200 WARNER RD
ST PAUL MN 55106 -6707
United States
Tax Exempt? Tax Exempt ID: Replenishment Option: Standard
Line - Sch Item /Description Mfa ID Quantitv UOM PO Price Extended Amt Due Date
1 - 1 FY 2014 Snowmobile GIA Maintenance and
Grooming Grant, Lakeville Sno Trackers.
City of Lakeville
Contract ID: 0000000000000000000071156 Contract Line: 1
Schedule Total
Item Total
1.0000 DO 17701.00000
1. Show the purchase order number on invoice and all tags, packages and
correspondence.
2. This purchase order incorporates by reference all terms, conditions and
specifications of the Contract, the RFP /RFB and vendor's response. In case of a
conflict in terms, the order of precedence shall be: First, this P.O., second the
contract, third the RFP /RFB, and fourth the vendor's response.
3. All deliveries hereunder shall comply with all applicable State of Minnesota
and Federal laws.
4. Invoicing must match line items on the purchased order.
5. The state of MN holds direct Pay Permit 1114, issued July 1, 1995 and pays
tax directly to Revenue. DO NOT CHARGE SALES TAX unless otherwise
instructed to do so on this purchase Order or the solicitation document.
6. Payment terms are Net 30 unless a discount is offered for early payment.
Total PO Amount
17701.00 06/30/2014
17701.00
17701.00
17701.00
Issuer certifies that funds have been encumbered Issued By:
and appropriate approvals have been obtained. Sandra L. Bowes