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10 PUBLIC WORKS DEPARTMENT
RICHARD i WWTC14 • DIRECTOR
d j MUNICIPAL eIMIWMO m wtl Avg so unto" *AAm seems
106 : JS 256!
ho y►�t�
GARWA Y SHIMPOCH October 14, 1982
MAYOM
TO: SM BERGSTROM
DON MMWIAN
GARY MORRIS
ROD BRAY
J0E ARMSTRONG
FR+7rDICK HOUGHTON
READD ITNAYE'OANCALL FOR
MEETINGITOTDIS USSETHETT PROCEIRIRCS,.HD
M t M 0 A A 11 D U M
T0: Bob Bergstrom
Don Monaghan
Wry Norris
►aul lumbert
Fob Bray
Joe Armstrong
DATC October 17, 1981
F ROM: AlCherd C. Houghton, Publlr Works Otrector
SUBJtCT: Federal-Atd Projects Under C, A,
We should %tandardlas our treatment or the project paperwork recnras versus -he
Check list Aequiroments:
• Make topy of Guideline Clock tist for every C. A. pro .er,t,
e (ither retroactively, or as action i% taken, Identify each letter,
turnt_etc. whI ch %ali%f lee the requirement of each chatcl—r, t u��—
-.
itn_m,_ tMn anrto_tetitnp%• dotumems with largsitemnumber,
Imay be in red). This should simplify the process of chaakinq �M
that appropriate action and documentation has boon taken.
In case% where multiple sheets are Involved sw,h as wade rates or
-otsrlal ticksts, the folders containing the paperwork will carry
the Item number, At project closure the completed check list with
all documents and file% in Item No. Order Can than br stored, ready
Ior any C. A, audit which may occur,
Obviously, the Individual project chock II.t will show N/A for those
Items which are not applitable, We should con%lder recording the
reason% for each IYA" detdrminof — ,, as well as details of any
contact with D.O.T, requestinq ass utance.
e It Is of vital Importance that the twat of the Guideline Sectlons
glen be read and understood. Often tt"Fere will be specific
detailed requirements for a given action, A particular totter, for
r.mvpie, could be Cited as needinq two or these very sfwc.jf IC
scateme,,ts. Our routine Approach nyy always have been to write the
Ieltet . thout one of those mandatory statements, that could result
In a fi,+d -nq of error during an audit.
a Note that for our C. A, prof c "Approving Authority's is the
Public Works Director,
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