Closeouts

Environmental Improvement Fund

Each Environmental Improvement Fund (EIF) loan recipient is required to complete closeout and/or amendment requirements in order to receive final disbursement of its EIF loan.

When the municipality expends 95% of its EIF Financial Assistance Agreement (FAA) amount, DNR will send a closeout letter and necessary forms specifying the appropriate action to start the closeout process. The closeout process must be completed before final payment can be made.

For closeout, the municipality must:

1. Receive a final inspection from the Region. The municipality should contact the Regional Area Engineer when the project is ready for final inspection. The project punch list items must be completed, and the project must comply with plans and specifications, WPDES permit limits and plan of operation.

2. Obtain DNR approval of all change orders and amendments.

3. The municipality must certify to the department its acceptance of the project from the contractor(s). The engineer and an authorized representative of the municipality must sign this certification. Form 8700-280 ("Project Acceptance Certification")

4. Document final utilization of minority- and women-owned businesses. An authorized representative of the municipality must sign this form. (Form 8700-257 - "DBE Contract Actual Utilization" or Exhibit E of the Financial Assistance Agreement)

5. Send in a copy of the O & M Manual Certification Checklist (Either Form 3400-143 or 3400-144)

6. Verify the wire transfer instructions for the final disbursement.

Upon receipt of the above information, DNR will contact the Regional Engineer for project sign-off, which completes the closeout process. When the department determines that the closeout requirements are satisfied and final costs are reconciled between the municipality and the EIF, the Department of Administration (DOA) can wire the final disbursement.

DOA generates a final repayment schedule and may request an exchange of municipal obligations. (See bond swap)

Contact Maureen Hubeler for additional information.