GENERAL GUIDELINES FOR PROCESSING A
PARK ROAD ACCOUNT PROJECT
2/8/2016 3:07 AM
PURPOSE:
Funds from this account are used to reconstruct, improve, repair, and maintain county roads,
city streets, and town roads for the purpose of providing good access to public lakes, rivers,
state parks, and state campgrounds.
From statute (162.06, subdivision 5) “The sum so deducted shall be set aside in a separate
account and shall be used for
(1) the establishment, location, relocation, construction, reconstruction, and improvement of
those roads included in the county state-aid highway system under Minnesota Statutes
1961, section 162.02, subdivision 6, which border and provide substantial access to an
outdoor recreation unit as defined in section 86A.04 or which provide access to the
headquarters of or the principal parking lot located within such a unit, and
(2) the reconstruction, improvement, repair, and maintenance of county roads, city streets,
and town roads that provide access to public lakes, rivers, state parks, and state
campgrounds. ”
PROJECT DEVELOPMENT:
Minnesota Department of Natural Resources (DNR), City, County, Township or other entity
conceives project. DNR, City, Township or others must work through their County to agree on
project issues.
Projects on the County State Aid Highway System (CSAH):
Must meet the requirements in State Aid Operations Chapter 8820. Projects located on the
CSAH system must have Screening Board approval before a project number or funding is
assigned.
Projects not on the CSAH system:
Such projects shall meet, at a minimum, the appropriate SPRA Standard.
If a City, County or Township initiates a project, they must coordinate with the DNR Division
representing the State Forest, State Park, Wildlife Management Area, State Trail or Water
Access affected by the project and the County Engineer.
The County Engineer may consult with the District State Aid Engineer (DSAE) at this point.
For roadway projects, appropriate criteria include project design speed, lane width, shoulder
width, recovery width, and inslope. Additional elements to discuss may include approach
slopes, design strength, surface type, detours, cost estimates, bridges to remain, vertical and
horizontal clearance, capacity, super-elevation, signing/striping, utilities, drainage, construction
phasing, sidewalks, railroad crossings, right-of-way, bicycle/pedestrian/equestrian/rollerblader/snowmobiler/skier/etc. use, parking, lighting, permits, access control, accident history,
and any other relevant features or considerations.
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APPLICATION:
City, County, Township, or other entity sends application for project funding to: Dave
Sobania, P.E., Minnesota Department of Natural Resources, 1601 Minnesota Drive, Brainerd
MN 56401 Application must include:
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Detailed map of project location, clearly showing the outdoor recreation unit to which
the road provides access, e.g. park entrance or public water access. PRIM maps are a
good resource. Including alignment as well.
Brief project description that clearly states begin and end location,
preliminary estimate of cost (Engineering fees are not reimbursable)
When the project is not on a CSAH, letter of concurrence of project and criteria from
County Engineer.
When the project road is a CSAH, application must include approval from the county
state aid screening board.
Letter of support from the DNR unit manager or area staff who represent the DNR unit
or facility being accessed by the road project. (State park, water access, wildlife
management area, state forest, etc.)
Dave will distribute completed applications to DNR Divisions for review and prioritization.
Further guidance can e found at http://www.dnr.state.mn.us/grants/recreation/parkroads.html
SELECTION:
DNR selects the projects.
APPROVAL:
DNR Commissioner notifies MnDOT Commissioner by letter(s) of selected project(s). Letter
contains amount to encumber and if project is not on the CSAH system, a copy of SPRA
standards is attached. The DNR authorization letters shall show the funding amounts for each
individual project. The letter will include an attachment which describes plan and letting
information so that non-typical State Aid plan preparers are aware of basic requirements.
Copies of the authorization letter are sent to Project proposer, respective County Engineer (if
not project proposer), respective DSAE and MnDOT Central Office State Aid Project Engineer
Mitch Bartelt). Copies the application shall be sent to the respective DSAE and MnDOT
Central Office State Aid Project Engineer.
If the project is located on a CSAH, the County Engineer shall obtain Screening Board
approval before a project number and funding are assigned.
The DSAE in which the project will be located assigns the project number and notifies the
MnDOT Central Office State Aid Project Engineer.
ENCUMBRANCE:
The State Aid Project Engineer sends/delivers a copy of the DNR letter to State Aid
Accountant with an email to encumber funds. A copy of the email to encumber funds goes to
the respective DSAE, the respective County Engineer and the DNR representative. Also, for
CSAH projects a copy goes to CSAH Needs Unit.
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PLAN PREPARATION / APPROVAL:
If not on the state aid system, the Project Manager prepares plans based on State Park Road
standards for projects not on the CSAH system. If on the state aid system, the Project Manager
prepares plans based on CSAH or MSAS standards for projects on the State Aid system.
County engineer sends to the plans(s) to the respective DSAE for review. The DSAE shall
review the plan and may approve for funding. The DSAE reviews plan for criteria compliance,
overall safety, and ability to be bid.
VARIANCE APPROVAL:
a) If the project is on the State-aid system and standards are not met, the DSAE sends
review comments to County Engineer citing non-compliance and suggests either the
plan be revised or a variance requested. If a variance is required for a project on the
CSAH System it shall be performed according to Minnesota Rule 8820.3300
VARIANCE.
b) If the project is not on the State-aid system and criteria are not met, DSAE sends review
comments to County Engineer citing non-compliance and suggests that either the plan
be revised or that copies of documentation of reasons for non-compliance be provided
to DSAE.
i. If the County Engineer is in favor of the non-compliant design, a variance must be
requested using the following procedure:
 Local Public authority (i.e. County, City, DNR, Town Board) must adopt a
resolution approving the road design, and including a hold-harmless clause
(example attached).
 Resolution and concurrence letter from the County Engineer are submitted to the
respective DSAE and Dave Sobania (DNR).
 Request is reviewed by DNR and DSAE (MnDOT).
The DSAE has the
authority to refuse funding of a plan they believe is not safe for the public. The
DNR SPRA representative may refuse funding of a plan they believe is not
environmentally sound. If approved by both agencies, the approval will be in
form of a letter signed by respective Commissioners or designees.
 When revision or non-compliance documentation is provided, DSAE may sign
plan “Approval for Funding”. The County Engineer may also sign “For
Funding” by county if the plan has been signed and certified by a Registered
Professional Engineer.
The DSAE returns plan to County Engineer for advertising or Force Account work.
A county may delegate project management authority to a state-aid city or the DNR by stating
so in a letter to the State Aid Operations Engineer (copy to DSAE). Correspondence and
funding then goes directly to the city. The county is still ultimately responsible for the project.
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ADDITIONAL FUNDING:
If at any time it is realized that the amount authorized by the DNR is insufficient (at plan
completion, after bids are received, or during construction), the County Engineer may request
additional funding from Dave Sobania (DNR). The following is a guideline based on the most
common funding shortage scenarios:
A. For amounts less than $5,000 the State Aid Project Engineer may make an increase in
the encumbrance to cover the additional cost and will notify Dave Sobania (DNR) by email.
B. If the total additional amount needed is more than 25% but less than $50,000 the
originally authorized amount, the State Aid Project Engineer may request additional
funding from Dave Sobania (DNR) by e-mail or may require County Engineer to
request additional funding from Dave Sobania (DNR). Authorization of additional
funds by DNR shall be by email to MnDOT.
C. If the total additional amount needed is more than 25% or more than $50,000
(whichever is greater) above the originally authorized amount, the County Engineer
must request additional funding from Dave Sobania (DNR).
The DSAE, County Engineer and Dave Sobania (DNR) will be copied on the e-mail/memo
from the State Aid Project Engineer to the State Aid Accountant to increase the encumbrance.
FINAL INSPECTION:
If the project is on the state aid system, DSAE does the normal state aid project final
inspection.
If off the state aid system, DSAE does a minimal final inspection to verify that the project was
constructed; but not that it be constructed in strict accordance with plans, or that permits,
material certification, etc. was performed.
If the project is not on the state-aid system and is located within an outdoor recreation unit as
defined in section 86A.04 or which provide access to the headquarters of or the principal
parking lot located within such a unit, the DNR may elect to perform final inspection.
END OF YEAR ACCOUNT MANAGEMENT:
Typically in late summer, the State Aid Project Engineer will review status of SPRA program
encumbrances for projects that were funded several years previously but have not been finaled.
Then works with DSAE to contact project proposers to decide what to do; this can often lead to
freeing up funds. Typically in early November, the State Aid Project Engineer will notify DNR
of the amount of remaining funds. Note that the amount may change due to ongoing project
needs or releases. The DNR will identify a project or projects to which all remaining funds
shall be applied.
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