Casey Moore, CDBG Field Services Representative September 10, 2015

Surviving a Monitoring Visit

SURVIVING A MONITORING VISIT

AIDS

PITFALLS

SURVIVING A MONITORING VISIT

AIDS RECIPIENTS’ MANUAL--

PROPER GRANT FILES

PITFALLS

FAILURE TO FOLLOW MANUAL AND LEARN ABOUT UPDATES IN REGULATIONS

PITFALLS

INADEQUATE FILES LOCATION OF FILES

Basic Preparation

▪ START UP MEETING• SURVEYS OF BENEFICIARIES AVAILABLE

AND COMPLETE

CITIZEN PARTICIPATION PUBLIC HEARINGS CONDUCT: PRE-AWARD, POST-AWARD,

AMENDMENTS AND CLOSE OUT ON TIME ORIGINAL TEAR SHEETS IN FILE CORRECT NUMBER OF DAYS AFTER

ADVERTISING

BASIC PREPARATION

PREPARATION (CON’T)

PROCUREMENT (ADMIN/ENG) TEAR SHEET IN FILE ALL ELEMENTS IN ADMIN CONTRACT DOCUMENTATION OF RFP/RFQ LETTERS AND

RESPONSES DOCUMENTATION OF SCORING AND

SELECTION PROCESSES

PREPARATION (CON’T)

FAIR HOUSING / EEO / SECTION 3 FH POSTER DISPLAYED FH ON PUBLIC HEARING AGENDA ACCESSIBLE LOCATION SECTION 3 PACKET IN CONSTRUCTION

CONTRACT

ENVIRONMENTAL FINDING OF NO SIGNIFICANT IMPACT

/CONCURRENT NOTICE TEAR SHEET IN FILE FINDING OF EXEMPTION IN FILE ENVIRONMENTAL ASSESSMENT

DOCUMENTATION COMPLETE

PREPARATION (CON’T)

PREPARATION (CON’T)

LABOR MANAGEMENT WAGE RATE VERIFICATION PRIOR

TO BID OPENING (EMAIL TO/FROM PAM TRUITT)

APPROPRIATE AND INCLUSIVE JOB CLASSIFICATIONS

CONTRACTOR CLEARANCE FEDERAL CLAUSES IN CONTRACT PRE-CONSTRUCTION MEETING

MINUTES

PREPARATION (CON’T)

LABOR MANAGEMENT WEEKLY PAYROLLS

PROPER CERTIFICATION BY OFFICER WORKER INTERVIEWS INCLUDING

SUB-CONTRACTORS OTHER DEDUCTIONS FORMS EVIDENCE OF RESTITUTION PAID

PREPARATION (CON’T)

FINANCIAL MANAGEMENT, REPORTING

TIMELY DISBURSEMENT OF FUNDS BANK INTEREST/FEES—NOT

ALLOWABLE BANK STATEMENTS / CHECKS WITH

INVOICES QUARTERLY REPORTS BENEFITS UPDATED QUARTERLY

Register of CDBG expenditures

GRANT ADMINISTRATION MOTTO:

“BE PREPARED!”:CHECK monitoring forms in

your new manual for items needed to answer monitoring questions.

KEEP files up to date with documentation of project, i.e.,

CHECK bank statements monthly.

Call your Field Representative or DCA staff with questions.

Good luck!

Questions???